PHILIPPINE BIDDING DOCUMENTS

(As Harmonized with Development Partners)

PROCUREMENT OF
CY 2022 DND
PROPER
JANITORIAL
SERVICES
Bid Reference No. DND Proper 2021-024

Government of the Republic of the Philippines

Sixth Edition
July 2020

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 Preface
These Philippine Bidding Documents (PBDs) for the procurement of Goods through
Competitive Bidding have been prepared by the Government of the Philippines for use by any
branch, constitutional commission or office, agency, department, bureau, office, or
instrumentality of the Government of the Philippines, National Government Agencies,
including Government-Owned and/or Controlled Corporations, Government Financing
Institutions, State Universities and Colleges, and Local Government Unit. The procedures and
practices presented in this document have been developed through broad experience, and are
for mandatory use in projects that are financed in whole or in part by the Government of the
Philippines or any foreign government/foreign or international financing institution in
accordance with the provisions of the 2016 revised Implementing Rules and Regulations of
Republic Act No. 9184.

The Bidding Documents shall clearly and adequately define, among others: (i) the
objectives, scope, and expected outputs and/or results of the proposed contract or Framework
Agreement, as the case may be; (ii) the eligibility requirements of Bidders; (iii) the expected
contract or Framework Agreement duration, the estimated quantity in the case of procurement
of goods, delivery schedule and/or time frame; and (iv) the obligations, duties, and/or functions
of the winning bidder.

Care should be taken to check the relevance of the provisions of the PBDs against the
requirements of the specific Goods to be procured. If duplication of a subject is inevitable in
other sections of the document prepared by the Procuring Entity, care must be exercised to
avoid contradictions between clauses dealing with the same matter.

Moreover, each section is prepared with notes intended only as information for the
Procuring Entity or the person drafting the Bidding Documents. They shall not be included in
the final documents. The following general directions should be observed when using the
documents:

a. All the documents listed in the Table of Contents are normally required for the
procurement of Goods. However, they should be adapted as necessary to the
circumstances of the particular Procurement Project.

b. Specific details, such as the “name of the Procuring Entity” and “address for
bid submission,” should be furnished in the Instructions to Bidders, Bid Data
Sheet, and Special Conditions of Contract. The final documents should contain
neither blank spaces nor options.

c. This Preface and the footnotes or notes in italics included in the Invitation to
Bid, Bid Data Sheet, General Conditions of Contract, Special Conditions of
Contract, Schedule of Requirements, and Specifications are not part of the text
of the final document, although they contain instructions that the Procuring
Entity should strictly follow.

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d. The cover should be modified as required to identify the Bidding Documents as
to the Procurement Project, Project Identification Number, and Procuring
Entity, in addition to the date of issue.

e. Modifications for specific Procurement Project details should be provided in the

Special Conditions of Contract as amendments to the Conditions of Contract.
For easy completion, whenever reference has to be made to specific clauses in
the Bid Data Sheet or Special Conditions of Contract, these terms shall be
printed in bold typeface on Sections I (Instructions to Bidders) and III (General
Conditions of Contract), respectively.

f. For guidelines on the use of Bidding Forms and the procurement of Foreign-
Assisted Projects, these will be covered by a separate issuance of the
Government Procurement Policy Board.

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 Table of Contents

Glossary of Acronyms, Terms, and Abbreviations ………………………….4

Section I. Invitation to Bid……………………………………………………..7
Section II. Instructions to Bidders…………………………………………...13
1. Scope of Bid ………………………………………………………………………. 14
2. Funding Information………………………………………………………………. 14
3. Bidding Requirements ……………………………………………………………. 14
4. Corrupt, Fraudulent, Collusive, and Coercive Practices 14
5. Eligible Bidders…………………………………………………………………… 14
6. Origin of Goods ………………………………………………………………….. 15
7. Subcontracts ……………………………………………………………………… 15
8. Pre-Bid Conference ………………………………………………………………. 15
9. Clarification and Amendment of Bidding Documents …………………………… 15
10. Documents comprising the Bid: Eligibility and Technical Components …………. 16
11. Documents comprising the Bid: Financial Component …………………………... 16
12. Bid Prices …………………………………………………………………………. 16
13. Bid and Payment Currencies ……………………………………………………… 16
14. Bid Security ………………………………………………………………………. 17
15. Sealing and Marking of Bids ……………………………………………………… 17
16. Deadline for Submission of Bids …………………………………………………. 17
17. Opening and Preliminary Examination of Bids ………………………………….. 17
18. Domestic Preference ……………………………………………………………… 17
19. Detailed Evaluation and Comparison of Bids ……………………………………. 18
20. Post-Qualification ………………………………………………………………… 18
21. Signing of the Contract …………………………………………………………… 18
Section III. Bid Data Sheet …………………………………………………..19
Section IV. General Conditions of Contract ……………………...………..23
1. Scope of Contract ………………………………………………………………… 24
2. Advance Payment and Terms of Payment ……………………………………….. 24
3. Performance Security ……………………………………………………………. 24
4. Inspection and Tests ……………………………………………………………… 24
5. Warranty …………………………………………………………………………. 25
6. Liability of the Supplier ………………………………………………………….. 25
Section V. Special Conditions of Contract ………………………………….26
Section VI. Schedule of Requirements ……………………………………....28
Section VII. Technical Specifications …………………………………………28
Section VIII. Checklist of Technical and Financial Documents …………..37

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 Glossary of Acronyms, Terms, and
Abbreviations
ABC – Approved Budget for the Contract.

BAC – Bids and Awards Committee.

Bid – A signed offer or proposal to undertake a contract submitted by a bidder in response to

and in consonance with the requirements of the bidding documents. Also referred to as
Proposal and Tender. (2016 revised IRR, Section 5[c])

Bidder – Refers to a contractor, manufacturer, supplier, distributor and/or consultant who

submits a bid in response to the requirements of the Bidding Documents. (2016 revised IRR,
Section 5[d])

Bidding Documents – The documents issued by the Procuring Entity as the bases for bids,
furnishing all information necessary for a prospective bidder to prepare a bid for the Goods,
Infrastructure Projects, and/or Consulting Services required by the Procuring Entity. (2016
revised IRR, Section 5[e])

BIR – Bureau of Internal Revenue.

BSP – Bangko Sentral ng Pilipinas.

Consulting Services – Refer to services for Infrastructure Projects and other types of projects
or activities of the GOP requiring adequate external technical and professional expertise that
are beyond the capability and/or capacity of the GOP to undertake such as, but not limited to:
(i) advisory and review services; (ii) pre-investment or feasibility studies; (iii) design; (iv)
construction supervision; (v) management and related services; and (vi) other technical services
or special studies. (2016 revised IRR, Section 5[i])

CDA - Cooperative Development Authority.

Contract – Refers to the agreement entered into between the Procuring Entity and the Supplier
or Manufacturer or Distributor or Service Provider for procurement of Goods and Services;
Contractor for Procurement of Infrastructure Projects; or Consultant or Consulting Firm for
Procurement of Consulting Services; as the case may be, as recorded in the Contract Form
signed by the parties, including all attachments and appendices thereto and all documents
incorporated by reference therein.

CIF – Cost Insurance and Freight.

CIP – Carriage and Insurance Paid.

CPI – Consumer Price Index.

DDP – Refers to the quoted price of the Goods, which means “delivered duty paid.”

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DTI – Department of Trade and Industry.

EXW – Ex works.

FCA – “Free Carrier” shipping point.

FOB – “Free on Board” shipping point.

Foreign-funded Procurement or Foreign-Assisted Project– Refers to procurement whose

funding source is from a foreign government, foreign or international financing institution as
specified in the Treaty or International or Executive Agreement. (2016 revised IRR, Section
5[b]).

Framework Agreement – Refers to a written agreement between a procuring entity and a

supplier or service provider that identifies the terms and conditions, under which specific
purchases, otherwise known as “Call-Offs,” are made for the duration of the agreement. It is in
the nature of an option contract between the procuring entity and the bidder(s) granting the
procuring entity the option to either place an order for any of the goods or services identified
in the Framework Agreement List or not buy at all, within a minimum period of one (1) year
to a maximum period of three (3) years. (GPPB Resolution No. 27-2019)

GFI – Government Financial Institution.

GOCC – Government-owned and/or –controlled corporation.

Goods – Refer to all items, supplies, materials and general support services, except Consulting
Services and Infrastructure Projects, which may be needed in the transaction of public
businesses or in the pursuit of any government undertaking, project or activity, whether in the
nature of equipment, furniture, stationery, materials for construction, or personal property of
any kind, including non-personal or contractual services such as the repair and maintenance of
equipment and furniture, as well as trucking, hauling, janitorial, security, and related or
analogous services, as well as procurement of materials and supplies provided by the Procuring
Entity for such services. The term “related” or “analogous services” shall include, but is not
limited to, lease or purchase of office space, media advertisements, health maintenance
services, and other services essential to the operation of the Procuring Entity. (2016 revised
IRR, Section 5[r])

GOP – Government of the Philippines.

GPPB – Government Procurement Policy Board.

INCOTERMS – International Commercial Terms.

Infrastructure Projects – Include the construction, improvement, rehabilitation, demolition,

repair, restoration or maintenance of roads and bridges, railways, airports, seaports,
communication facilities, civil works components of information technology projects,
irrigation, flood control and drainage, water supply, sanitation, sewerage and solid waste
management systems, shore protection, energy/power and electrification facilities, national

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buildings, school buildings, hospital buildings, and other related construction projects of the
government. Also referred to as civil works or works. (2016 revised IRR, Section 5[u])

LGUs – Local Government Units.

NFCC – Net Financial Contracting Capacity.

NGA – National Government Agency.

PhilGEPS - Philippine Government Electronic Procurement System.

Procurement Project – refers to a specific or identified procurement covering goods,

infrastructure project or consulting services. A Procurement Project shall be described,
detailed, and scheduled in the Project Procurement Management Plan prepared by the agency
which shall be consolidated in the procuring entity's Annual Procurement Plan. (GPPB Circular
No. 06-2019 dated 17 July 2019)

PSA – Philippine Statistics Authority.

SEC – Securities and Exchange Commission.

SLCC – Single Largest Completed Contract.

Supplier – refers to a citizen, or any corporate body or commercial company duly organized
and registered under the laws where it is established, habitually established in business and
engaged in the manufacture or sale of the merchandise or performance of the general services
covered by his bid. (Item 3.8 of GPPB Resolution No. 13-2019, dated 23 May 2019). Supplier
as used in these Bidding Documents may likewise refer to a distributor, manufacturer,
contractor, or consultant.

UN – United Nations.

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Section I. Invitation to Bid

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 Republika ng Pilipinas
Republic of the Philippines
Kagawaran ng Tanggulang Pambansa

INVITATION TO B ID FOR THE PROCUREMENT OF

CY 2022 DND PROPER JANITORIAL SERVICES
Bid Reference No. DND Proper 2021-024

1. The Department of National Defense, through the CY 2022 National Expenditure

Program of the Government of the Philippines intends to apply the sum of TWELVE
MILLION TWO HUNDRED SIXTY SEVEN THOUSAND SEVEN HUNDRED
SEVENTY EIGHT PESOS (PHP12,267,778.00) being the ABC to payments under
the contract for the Procurement of CY 2022 DND Proper Janitorial Services. Bids
received in excess of the ABC shall be automatically rejected at bid opening.

The bidding is undertaken through Early Procurement Activity (EPA) which is subject
to the guidelines on the implementation prescribed under GPPB Circular No. 06-2019
dated 17 July 2019.

2. The Department of National Defense, now invites bids for the above Procurement
Project. Delivery of the Goods is required 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. 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 2016 revised Implementing Rules
and Regulations (IRR) of Republic Act (RA) No. 9184. 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 No. 5183.

4. Prospective Bidders may obtain further information from DND Proper BAC Secretariat
and inspect the Bidding Documents at the address given below from 8:00 o’clock in the
morning to 5:00 o’clock in the afternoon Mondays thru Fridays.

5. A complete set of Bidding Documents may be acquired by interested Bidders on 07

October 2021 until 28 October 2021(10:00AM) from the given address and website(s)
below and upon payment of the applicable fee for the Bidding Documents, pursuant to

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 the latest Guidelines issued by the GPPB, in the amount of Twenty Five Thousand
Pesos (P25,000.00).

It may also be downloaded free of charge from the website of the Philippine Government
Electronic Procurement System (PhilGEPS) and the website of the Department of
National Defense, the Procuring Entity, provided that bidders shall pay the fee for the
Bidding Documents not later that the submission of their bids.

Payment for the purchase of Bid Documents shall be paid thru over-the-counter (OTC)
transaction at the Administrative Service, Finance Branch, AS Building, Camp General
Emilio Aguinaldo, Quezon City.

Proof of payment for the purchase of bid documents, shall be submitted on or before
the submission of bid documents.

6. The Department of National Defense will hold a Pre-Bid Conference on 14 Oct 2021,
10:00 AM at the Administrative Service Conference Room, DND Annex Building, Camp
General Emilio Aguinaldo, Quezon City and/or through video conferencing or
webcasting via Webex-Cisco, which shall be open to all interested bidders.

Interested bidders who would like to join the Pre-Bid Conference may send at
dndproperbac@dnd.gov.ph and dndproperbac@gmail.com not later than 11 Oct
2021 (Monday) the following details so that the DND Proper BAC Secretariat may
send the link and other instructions for the conduct of the video teleconference:
a. Name of Company;
b. Name of Authorized Representative/s;
c. Contact Number; and
d. E-mail Address.

7. Bids may be duly received by the BAC Secretariat through manual submission at the
office address and/or online or electronic submission as indicated below on or before
28 Oct 2021 at 10:00 AM. Late bids shall not be accepted.

Due to the current emergency situation, prospective bidders may also submit electronic
copies of the bid (password protected and/or encrypted using winRaR) at
dndproperbac@dnd.gov.ph and/or dndproperbac@gmail.com, not later than 10:00
AM on 28 Oct 2021. Together with the compressed and password-protected bid
(password for the eligibility documents shall not be the same with the password of the
financial proposal), the bidder must submit the name/s of its authorized representative/s
and contact number/s.

Upon electronic submission of bids, bidders should be able to receive an

acknowledgement e-mail from the DND Proper BAC. The acknowledgement e-mail
shall serve as the bidder’s proof of submission. In case of non-receipt of the
acknowledgement e-mail from the DND Proper, the bidder shall call Ms. Arlene
Manjares, Head of the DND Proper BAC Secretariat, at (0929) 824-7475 to confirm
whether the submission was received, and if so, request for acknowledgement of receipt
of the submitted bid.

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The receipt of auto-generated acknowledgement serves only as the Bidders’ proof of
submission and does not guarantee compliance in terms of correctness and
completeness of the bids submitted.

For physical submission, Bids shall be prepared in four (4) copies without assistance
from any person in the DND or in any branch of the government. However, to facilitate
the bidding process bidders who are physically present may also submit a soft/ scanned
copy of the bids and all attachments in a USB or flash drive. In case of discrepancy
between the physically submitted documents and the content of the USB or flash
drive submitted, the former shall prevail.

For those submitting their Bids electronically, bidders must submit a copy of the
encrypted or password-protected using winRaR electronic documents duly signed by
the bidder or his/her authorized representative to dndproperbac@dnd.gov.ph and/or
dndproperbac@gmail.com. The password for each component will only be disclosed
during the opening of bid. An electronic copy that cannot be opened or is corrupted
shall be considered non-responsive and, thus, automatically disqualified.

Please limit your attachments to 25MB per email sent. If the attachments exceed the
25MB limit, send your emails by series that complies with the threshold to complete
the required Bid Document attachments (e.g. TechDocs Set 1, TechDocs Set 2), and
please rename your email “subject” and attachments properly.

It shall be prepared using the appropriate Bid forms provided in the last Section of the
Bidding Documents furnished in strict compliance to the requirements of RA 9184.
Quotations submitted not in the official forms as issued by the DND Proper Bids and
Awards Committee will not be accepted. To be responsive, all entries shall be filled-
out with appropriate information. Any erasure, correction, or changes shall be initialed
by the bidder or his authorized representative. All pages must be signed on the spaced
provided. Any unsigned page of the bidder’s tender, when so required, shall be a ground
for disqualification.

Notes:
1. Pursuant to GPPB Resolution Number 09-2020 dated 07 May 2020, the
submission of the following alternate documents is allowed due to the existence
of a state of calamity:
a) Unnotarized Bid Securing Declaration;
b) Expired Business or Mayor's permit with Official Receipt of renewal
application; and
c) Unnotarized Omnibus Sworn Statement.

However, the notarized Bid Securing Declaration and the Omnibus Sworn Statement
as well as the Certified True Copies of the Business or Mayor’s permit must be
submitted during Post-Qualification.

2. For bidders who submitted their bids electronically, all original documents and
one (1) set of copies shall be presented and/or submitted during Post-
Qualification, as applicable. These shall include, among others, Original Copies
of Bid Security Declaration, Omnibus Sworn Statement, Secretary’s Certificate
together with the Certified True Copies of other eligibility documents.

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8. All Bids must be accompanied by a bid security in any of the acceptable forms and in
the amount stated in ITB Clause 14.

9. Bid opening shall be on 10:00 AM on 28 Oct 2021 at the Administrative Service

Conference Room, DND Annex Building, Camp General Emilio Aguinaldo, Quezon
City and/or through video teleconference via Webex-Cisco.

Bids will be opened in the presence of the bidders’ representatives who chose to be
present physically on 28 Oct 2021 at 10:00 AM at the Administrative Service
Conference Room, AS Building, Camp General Emilio Aguinaldo, Quezon City.
However, the opening of bids shall be conducted via Video Teleconference. Bidders
may opt to join the bid opening via Video Teleconference. Prospective bidders who opt
to attend via Video Teleconference must inform the BAC Secretariat at least two (2) days
before the scheduled Bid opening. Also, prospective bidders who opt to attend physically
must inform the BAC Secretariat at least two (2) days before the scheduled Bid opening.
Late bids shall not be accepted.

During the Opening of Bids, the DND Proper BAC Secretariat shall coordinate with
the authorized representative/s, as submitted, to secure the password. Please do not
provide the password together with the quotation. The set password can be disclosed
via video teleconferencing (Webex-Cisco) or at the Administrative Service Conference
Room if the bidder is present during the scheduled Opening of Bids.

10. To facilitate the entry to Camp Aguinaldo for the submission/opening of bids, pre-bid
conference, purchase of bid documents and other actions that require physical presence
at the DND, it is required that the prospective bidders submit a letter of request at least
two (2) days prior to the entry at Camp Aguinaldo at dndproperbac@dnd.gov.ph
and/or dndproperbac@gmail.com.

For those who opt to be physically present during the conduct of pre-bid conference,
and/or, opening of bids, it is required that the bidder or his/her authorized
representative/s present an RT-PCR or Rapid Antigen negative test result which
is within 72 hours from date of extraction to the date of entry at Camp
Aguinaldo/DND Proper premises, in view of the rising number of COVID-19 positive
cases in the NCR.

Should there happen a fortuitous event, the Pre-Bid Conference and Submission/
Opening of Bids shall be automatically conducted on the next available working day,
after the dates as above-indicated respectively for each of the afore stated activities, at
the same time and place, without need of further advertisement/ posting.

11. The Department of National Defense 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 Sections 35.6 and 41 of the 2016 revised IRR of RA No. 9184, without
thereby incurring any liability to the affected bidder or bidders.

12. For further information, please refer to:

MS. ARLENE D. MANJARES

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 Head, DND Proper BAC Secretariat
DND Proper Bids and Awards Committee
Administrative Service (AS)
Department of National Defense
Camp General Emilio Aguinaldo, Quezon City
Telephone number: 982-5629; 982-5850
E-mail address: dndproperbac@dnd.gov.ph and dndproperbac@gmail.com
Facsimile number: 352-5400

13. The Bidding Documents may be downloaded at the websites of:

Philippine Government Electronic Procurement Service (PhilGEPS) and Department

of National Defense.

For online bid submission, please send bid at dndproperbac@dnd.gov.ph and

dndproperbac@gmail.com.

DIR. DINNA ANNA LEE L. CARTUJANO

Chairperson, DND Proper BAC

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Section II. Instructions to Bidders

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1. Scope of Bid
The Procuring Entity, Department of National Defense (DND Proper) wishes to receive
Bids for the Procurement of CY 2022 DND Proper Janitorial Services, with
identification number Bid Reference DND Proper No. 2021-024.

The Procurement Project (referred to herein as “Project”) is composed of scope of

works indicated in Section VI (Schedule of Requirements) and/or described in Section
VII (Technical Specifications).

2. Funding Information

2.1. The GOP through the source of funding as indicated below for FY 2022 in the
amount of PHP12,267,778.00.

2.2. The source of funding is the 2022 National Expenditure Program, as shall be
later confirmed in the 2022 General Appropriations Act.

3. Bidding Requirements
The Bidding for the Project shall be governed by all the provisions of RA No. 9184 and
its 2016 revised IRR, including its Generic Procurement Manuals and associated
policies, rules and regulations as the primary source thereof, while the herein clauses
shall serve as the secondary source thereof.

Any amendments made to the IRR and other GPPB issuances shall be applicable only
to the ongoing posting, advertisement, or IB by the BAC through the issuance of a
supplemental or bid bulletin.

The Bidder, by the act of submitting its Bid, shall be deemed to have verified and
accepted the general requirements of this Project, including other factors that may affect
the cost, duration and execution or implementation of the contract, project, or work and
examine all instructions, forms, terms, and project requirements in the Bidding
Documents.

4. Corrupt, Fraudulent, Collusive, and Coercive Practices

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. They or
through an agent shall not engage in corrupt, fraudulent, collusive, coercive, and
obstructive practices defined under Annex “I” of the 2016 revised IRR of RA No. 9184
or other integrity violations in competing for the Project.

5. Eligible Bidders
5.1. Only Bids of Bidders found to be legally, technically, and financially capable
will be evaluated.

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 5.2. Foreign ownership exceeding those allowed under the rules may participate
pursuant to:

i. When a Treaty or International or Executive Agreement as provided in

Section 4 of the RA No. 9184 and its 2016 revised IRR allow foreign
bidders to participate;

ii. Citizens, corporations, or associations of a country, included in the list

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

iii. When the Goods sought to be procured are not available from local
suppliers; or

iv. When there is a need to prevent situations that defeat competition or

restrain trade.

5.3. Pursuant to Section 23.4.1.3 of the 2016 revised IRR of RA No.9184, the Bidder
shall have an SLCC that is at least one (1) contract similar to the Project the
value of which, adjusted to current prices using the PSA’s CPI, must be at least
equivalent to at least fifty percent (50%) of the ABC.

For this purpose, similar contract shall refer to Janitorial Services and/or
Skilled/General Support Services.

5.4. The Bidders shall comply with the eligibility criteria under Section 23.4.1 of the
2016 IRR of RA No. 9184.

6. Origin of Goods
There is no restriction on the origin of goods other than those prohibited by a decision
of the UN Security Council taken under Chapter VII of the Charter of the UN, subject
to Domestic Preference requirements under ITB Clause 18.

7. Subcontracts
7.1. The Procuring Entity has prescribed that subcontracting is not allowed.

8. Pre-Bid Conference
The Procuring Entity will hold a pre-bid conference for this Project on the specified
date and time and either at its physical address at the Administrative Service Conference
Room, DND Annex Building, Camp General Emilio Aguinaldo, Q.C and/or through
videoconferencing/webcasting as indicated in item 6 of the IB.

9. Clarification and Amendment of Bidding Documents

Prospective bidders may request for clarification on and/or interpretation of any part of
the Bidding Documents. Such requests must be in writing and received by the
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 Procuring Entity, either at its given address or through electronic mail indicated in the
IB, at least ten (10) calendar days before the deadline set for the submission and receipt
of Bids.

10. Documents comprising the Bid: Eligibility and Technical Components

10.1. The first envelope shall contain the eligibility and technical documents of the
Bid as specified in Section VIII (Checklist of Technical and Financial
Documents) properly tabbed as reflected therein.

10.2. The Bidder’s SLCC as indicated in ITB Clause 5.3 should have been completed
within five (5) years prior to the deadline for the submission and receipt of bids.

10.3. If the eligibility requirements or statements, the bids, and all other documents
for submission to the BAC are in foreign language other than English, it must
be accompanied by a translation in English, which 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.
Similar to the required authentication above, for Contracting Parties to the
Apostille Convention, only the translated documents shall be authenticated
through an apostille pursuant to GPPB Resolution No. 13-2019 dated 23 May
2019. The English translation shall govern, for purposes of interpretation of the
bid.

11. Documents comprising the Bid: Financial Component

11.1. The second bid envelope shall contain the financial documents for the Bid as
specified in Section VIII (Checklist of Technical and Financial Documents).
Use the Bid Form and Bid Price Schedule Form as attached.

11.2. If the Bidder claims preference as a Domestic Bidder or Domestic Entity, a

certification issued by DTI shall be provided by the Bidder in accordance with
Section 43.1.3 of the 2016 revised IRR of RA No. 9184.

11.3. Any bid exceeding the ABC indicated in item 1 of the IB shall not be accepted.

12. Bid Prices

12.1. All prices shall include OCM, Profit and Government taxes. Use the Bid form
and Bid price Schedule Form as attached.

13. Bid and Payment Currencies

13.1. For Goods that the Bidder will supply from outside the Philippines, the bid
prices may be quoted in the local currency or tradeable currency accepted by the
BSP at the discretion of the Bidder. 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 BSP reference rate
bulletin on the day of the bid opening.

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 13.2. Payment of the contract price shall be made in Philippine Pesos.

14. Bid Security

14.1. The Bidder shall submit a Bid Securing Declaration1 or any form of Bid Security
in the amount indicated in the BDS, which shall be not less than the percentage
of the ABC in accordance with the schedule in the BDS.

14.2. The Bid and bid security shall be valid until 120 calendar days from the date of
the opening of bid. Any Bid not accompanied by an acceptable bid security
shall be rejected by the Procuring Entity as non-responsive.

15. Sealing and Marking of Bids

Each Bidder shall submit four copies (one original and 3 photocopies) of the first and
second components of its Bid. (Please refer to IB # 7 and/or SCC 15).

If the Procuring Entity allows the submission of bids through online submission or any
other electronic means, the Bidder shall submit an electronic copy of its Bid, which
must be digitally signed. An electronic copy that cannot be opened or is corrupted shall
be considered non-responsive and, thus, automatically disqualified.

16. Deadline for Submission of Bids

16.1. The Bidders shall submit on the specified date and time and either at its physical
address or through online submission as indicated in item 7 of the IB.

17. Opening and Preliminary Examination of Bids

17.1. The BAC shall open the Bids in public at the time, on the date, and at the place
specified in paragraph 9 of the IB. The Bidders’ representatives who are present
shall sign a register evidencing their attendance. In case videoconferencing,
webcasting or other similar technologies will be used, attendance of participants
shall likewise be recorded by the BAC Secretariat.

In case the Bids cannot be opened as scheduled due to justifiable reasons, the
rescheduling requirements under Section 29 of the 2016 revised IRR of RA No.
9184 shall prevail.

17.2. The preliminary examination of bids shall be governed by Section 30 of the

2016 revised IRR of RA No. 9184.

18. Domestic Preference

18.1. The Procuring Entity will grant a margin of preference for the purpose of
comparison of Bids in accordance with Section 43.1.2 of the 2016 revised IRR
of RA No. 9184.

1
In the case of Framework Agreement, the undertaking shall refer to entering into contract with the Procuring Entity and
furnishing of the performance security or the performance securing declaration within ten (10) calendar days from receipt of
Notice to Execute Framework Agreement.
17
19. Detailed Evaluation and Comparison of Bids
19.1. The Procuring BAC shall immediately conduct a detailed evaluation of all Bids
rated “passed,” using non-discretionary pass/fail criteria. The BAC shall
consider the conditions in the evaluation of Bids under Section 32.2 of the 2016
revised IRR of RA No. 9184.

19.2. If the Project allows partial bids, bidders may submit a proposal on any of the
lots or items, and evaluation will be undertaken on a per lot or item basis, as the
case maybe. In this case, the Bid Security as required by ITB Clause 15 shall be
submitted for each lot or item separately.

19.3. The descriptions of the lots or items shall be indicated in Section VII (Technical
Specifications), although the ABCs of these lots or items are indicated in the
BDS for purposes of the NFCC computation pursuant to Section 23.4.2.6 of the
2016 revised IRR of RA No. 9184. The NFCC must be sufficient for the total
of the ABCs for all the lots or items participated in by the prospective Bidder.

19.4. The Project shall be awarded as one Project having several items that shall be
awarded as one contract.

19.5. Except for bidders submitting a committed Line of Credit from a Universal or
Commercial Bank in lieu of its NFCC computation, all Bids must include the
NFCC computation pursuant to Section 23.4.1.4 of the 2016 revised IRR of RA
No. 9184, which must be sufficient for the total of the ABCs for all the lots or
items participated in by the prospective Bidder. For bidders submitting the
committed Line of Credit, it must be at least equal to ten percent (10%) of the
ABCs for all the lots or items participated in by the prospective Bidder.

20. Post-Qualification
20.1. 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.

21. Signing of the Contract

21.1. The documents required in Section 37.2 of the 2016 revised IRR of RA No.
9184 shall form part of the Contract. Additional Contract documents are
indicated in the BDS.

18
Section III. Bid Data Sheet

19
 Bid Data Sheet
ITB
Clause
1 The Procuring Entity, Department of National Defense (DND Proper) wishes to
receive Bids for the Procurement of CY 2022 DND Proper Janitorial Services,
with identification number Bid Reference DND Proper No. 2021-024.

2 The GOP through the source of funding as indicated below for FY 2022 in the
amount of PHP12,267,778.00.

The source of funding is the 2022 National Expenditure Program, as shall be later
confirmed in the 2022 Appropriations Act.

3 No further instructions.

4 No further instructions.

5.3 For this purpose, contracts similar to the Project shall be Janitorial Services
and/or Skilled/General Support Services completed within five (5) years prior
to the deadline for the submission and receipt of bids.

6 No further instructions.

7.1 Subcontracting is not allowed.

8 Refer to Item 6 of the IB.

9 The deadline for submission of written queries shall be on 18 Oct 2021 (Monday)
at 5:00 PM. Late submission shall not be entertained / considered.

10.1 The first envelop shall contain the Eligibility and Technical documents properly
TABBED as indicated and specified in the checklist provided in Section VIII.
Please refer to the attached prescribed sample forms.

11 The Financial envelop shall contain the following documents properly tabbed:
1.Original Copy of Duly Signed and accomplished Financial Bid Form; and
2. Original Copy of Duly Signed and accomplished Bid Price Schedule Form;
and
3. Original Copy of Duly Signed and accomplished Detailed Costing for Supplies
and Equipment rental.

Use Bid Form and Bid Price Schedule Forms as attached.

All pages must be signed.

12 All prices shall include OCM, Profit and Government taxes.

13 Bid prices and payment of the contract price shall be made in Philippine Pesos.

20
14.1 The bid security shall be in the form of a Bid Securing Declaration, or any of the
following forms and amounts:

a. The amount of not less than PHP245,355.56 [ two percent (2%) of ABC],
if bid security is in cash, cashier’s/manager’s check, bank draft/guarantee
or irrevocable letter of credit; or

b. The amount of not less than PHP613,388.90 [ five percent (5%) of ABC]
if bid security is in Surety Bond.

Note that for Check, it should be named in favor of “Department of National

Defense / Bureau of the Treasury”.

14.2 The Bid and bid security shall be valid until 120 calendar days from the date of
the opening of bid. Any Bid not accompanied by an acceptable bid security shall
be rejected by the Procuring Entity as non-responsive.

15 For physical submission, Bidder shall submit four (4) copies (one original and 3
photocopies of the original) of the first and second components of its bid.

Bidder shall enclose their original eligibility and technical documents in one
folder marked “ORIGINAL - TECHNICAL COMPONENT”, and each copy shall
be similarly placed in a duly mark ed folder as “COPY NO. 1-3 - TECHNICAL
COMPONENT”, sealing them all in an envelope marked “ELIGIBILITY &
TECHNICAL COMPONENT”.

Consequently, bidder shall enclose their original financial documents in one folder
marked “ORIGINAL - FINANCIAL COMPONENT”, and each copy shall be
similarly placed in a duly marked folder as “COPY NO. 1-3 - FINANCIAL
COMPONENT”, sealing them all in another envelope marked “FINANCIAL
COMPONENT”.

These envelopes containing the Technical Component and Financial Component

shall then be enclosed in one single envelope.

16 Refer to item 7 of the IB.

17 Refer to item 9 of the IB.

18 No further Instructions.

19.2 Partial bids are not allowed. Bid will be evaluated as one lot.

20.2 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 LCB, the Bidder shall
submit the Latest Income and/or Business Tax Returns filed and paid through the
BIR Electronic Filing and Payment System (eFPS), and PhilGEPS Registration
Certificate (Platinum Membership) if the bidder opted to submit their class “A”
eligibility documents (Tabs A1, A2, and A3) during the opening of bids, or vice
versa, Class “A” eligibility documents if the bidder opted to submit its PhilGEPS
Registration only during the opening of bids. For the documents that were not

21
 certified true copy by the proponent from the original as submitted during the
opening of bids, these shall be submitted during the post qualification which
shall be properly certified true copy by the proponent from the original.

NOTE: The latest income and/or business tax returns are those within the last six
months preceding the date of bid submission.

21.2 No additional contract documents relevant to the Project except as listed herein.

22
Section IV. General Conditions of Contract

23
1. Scope of Contract
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. All the provisions of RA No. 9184 and its 2016 revised
IRR, including the Generic Procurement Manual, and associated issuances, constitute
the primary source for the terms and conditions of the Contract, and thus, applicable in
contract implementation. Herein clauses shall serve as the secondary source for the
terms and conditions of the Contract.

This is without prejudice to Sections 74.1 and 74.2 of the 2016 revised IRR of RA No.
9184 allowing the GPPB to amend the IRR, which shall be applied to all procurement
activities, the advertisement, posting, or invitation of which were issued after the
affectivity of the said amendment.

Additional requirements for the completion of this Contract shall be provided in the
Special Conditions of Contract (SCC).

2. Advance Payment and Terms of Payment

2.1. Advance payment of the contract amount is provided under Annex “D” of the
revised 2016 IRR of RA No. 9184.

2.2. The Procuring Entity is allowed to determine the terms of payment on the partial
or staggered delivery of the Goods procured, provided such partial payment
shall correspond to the value of the goods delivered and accepted in accordance
with prevailing accounting and auditing rules and regulations. The terms of
payment are indicated in the SCC.

3. Performance Security
Within ten (10) calendar days from receipt of the Notice of Award by the Bidder from
the Procuring Entity but in no case later than prior to the signing of the Contract by both
parties, the successful Bidder shall furnish the performance security in any of the forms
prescribed in Section 39 of the 2016 revised IRR of RA No. 9184.

4. Inspection and Tests

The Procuring Entity or its representative shall have the right to inspect and/or to test
the Goods to confirm their conformity to the Project specifications at no extra cost to
the Procuring Entity in accordance with the Generic Procurement Manual. In addition
to tests in the SCC, Section IV (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.

All reasonable facilities and assistance for the inspection and testing of Goods,
including access to drawings and production data, shall be provided by the Supplier to
the authorized inspectors at no charge to the Procuring Entity.

24
5. Warranty
6.1. In order to assure that manufacturing defects shall be corrected by the Supplier,
a warranty shall be required from the Supplier as provided under Section 62.1
of the 2016 revised IRR of RA No. 9184.

6.2. 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,
repair or replace the defective Goods or parts thereof without cost to the
Procuring Entity, pursuant to the Generic Procurement Manual.

6. Liability of the Supplier

The Supplier’s liability under this Contract shall be as provided by the laws of the
Republic of the Philippines.

If the Supplier is a joint venture, all partners to the joint venture shall be jointly and
severally liable to the Procuring Entity.

25
Section V. Special Conditions of Contract

26
 Special Conditions of Contract
GCC
Clause
1 Delivery of the Goods/Services shall be made by the Supplier in accordance
with the terms specified in Section VI (Schedule of Requirements) which shall
commence on the first day of the next succeeding month upon receipt of the
Notice to Proceed.
2 No Advance Payment. Payment shall be made upon service delivery monthly.

3 The performance security shall be in the following amount:

The amount of 5% of Contract Price, if performance security is in cash,

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

The amount of 30% of Contract Price if performance security is in Surety Bond.

Note that for check, it should be named in favor of “Department of National
Defense/Bureau of the Treasury”, or

Performance Securing Declaration (PSD) pursuant to GPPB resolution 09-2020

dated 07 May 2020.

An unnotarized PSD may be accepted; however a notarized PSD must be

submitted before payment. Upon lifting of the State of Calamity or community
quarantine, it is required that the PSD be replaced with a performance security
in any of the prescribed forms under Section 32.2 of the 2016 revised IRR if
RA No. 9184.

The performance security shall remain valid until issuance by the Procuring
Entity of the Certificate of Final Acceptance.
4 No testing is required.

5 Not Applicable, however, the performance security shall only be released upon
completion of the project/contract.

6 No further Instructions.

Note:
Bidder shall affirm with this form/section complying with all the Special Conditions of
Contract, and which shall be submitted/placed/enclosed under Technical Documents Envelop.

Name:
In the capacity of:
Signed:
Duly authorized to sign the Bid for and on behalf of:
Date:_______________

27
 Section VI. Schedule of Requirements
The delivery of Janitorial Services will conform to the following conditions:

I. SCOPE OF WORK

A. Daily Routine Operation

1. Sweeping, scrubbing, mopping and polishing of basement, 1st, 2nd, 3rd and 4th
floors of the DND building hallways, corridors, utility rooms, stairways, waiting
areas, and offices to include DND Annexes.

2. Cleaning and sanitizing of the male and female comfort rooms and washrooms
at the following areas using special disinfecting chemical/agents on the wash
basins, urinals and toilet bowls:

 Basement
 1st floor hallway
 2nd floor hallway
 3rd floor hallway to include CR’s located inside the Social Hall
 4th floor hallway

3. Dusting and cleaning of façade glass windows, window glasses, ledges, eaves,
air vents along hallways and corridors in all floors at the DND building and
Annexes

4. Dusting and cleaning of the counter tops and chairs located in the lobby,
hallways and corridors in all floors at the DND building and annexes

5. Cleaning of Grounds and the Garden court and nursery and caring of the plants
therein.

6. Cleaning and washing of ashtrays and trash receptacles along the lobby and
hallways in all the floors at the DND building and annexes.

7. Garbage materials inside the trash cans located at the lobby, hallways and
corridors of all the floors in the DND building and annexes should be properly
disposed of by making use of the garbage to be provided by the CONTRACTOR
(Garbage bin/Steel Drum or plastic with cover).

B. Saturday Routine Operations

1. General Cleaning, washing, scrubbing, waxing and polishing of the basement,

1st, 2nd, 3rd, and 4th floors of the DND building.

2. Removing of cobwebs, dirt and finger marks in the ceilings and walls along the
hallways/corridors/stairs in the basement, 1st, 2nd, 3rd and 4th floors, along the
hallways to include the CR’s at the Social Hall.

28
 C. Monthly Routine Operations

1. Washing of façade glass, window glasses, eaves, ledges, airvents located around
the exterior portion of the DND building from the basement to the 4th floor.

2. Cleaning of light diffusers in the different offices, along the lobby, hallways,
corridors, stairways of all the floors in the DND building in coordination with
the AS maintenance electricians.

D. Miscellaneous Services

1. Moving or transfer of live plants from Social Hall to garden court every Friday
afternoon and returning the same on Monday morning, unless the situation
warrants a different schedule.

2. Moving or transfer of office furniture, equipment, plants, etc. in the different

DND Proper offices as necessary.

3. Cleaning and disposal of garbage materials of the DND Proper.

4. Cleaning of horizontal/vertical blinds of all offices in the DND building and

annexes upon request.

II. PERSONNEL STRENGTH

A. In the performance of the foregoing maintenance and sanitation work, the

contractor shall furnish the DND Proper an adequate number of utility workers
and a supervisor, all of whom should be healthy, reliable, professionally trained
and carefully selected. Police/health clearance should be submitted to the
Administrative Service.

B. The contractor shall assign forty-six (46) utility workers and one (1) Supervisor
from 6:30 A.M. to 4:00 P.M., Mondays to Saturdays, in the DND Proper to be
assigned correspondingly as follows:

 Francisco Hall 2 Male & Female

 DISG 2 Male or Female
 OAS 2 Male & Female
 DCommS 1 Male or Female
 Dorm/GYM/Canteen/Clinic 2 Male or Female
 Motorpool 1 Male
 Grounds and Bldg Premises 4 Male or Female
 Basement (BAC/IAS/CRs) 2 Male or Female
 1st floor hallway & CRs 2 Male & Female
 2nd floor hallway & CRs 2 Male & Female
 3rd floor hallway & CRs 2 Male & Female
 OSEC 1 Male or Female
 OUSND 1 Male or Female
 OUSARM 1 Male or Female

29
  OUSSAP 1 Male or Female
 OUSCVRA 1 Male or Female
 OUSCAD 1 Male or Female
 OPP 1 Male or Female
 OSAIA 1 Male or Female
 OLAS 2 Male or Female
 OREI 1 Male or Female
 LLA 1 Male or Female
 OFM/Acctg./COA 3 Male or Female
 OHR 1 Male or Female
 OSMA 1 Male or Female
 Social Hall/Protocol 2 Male or Female
 DSMC/OUSSC 1 Male or Female
 OCISM 1 Male or Female
 DPS 1 Male or Female
 Cabinet Hills, BC 2 Male or Female
 OIC/Supervisor 1 Male or Female
____________
TOTA L 47

C. The Contractor shall furnish the DND Proper (Attn: C, Adm. Svcs.) complete
list/personnel data sheets of the utility workers and supervisor to be assigned in
the DND building indicating their respective cleaning stations in each floor or area
in the building. This list will be the basis of the janitors/janitresses time-in time-
out requirement of the OAS before and after their duty. Admin. Svcs, DND Proper
must be informed of the utility workers change in their work assignments.

D. The Contractor must see to it that the forty-seven (47) persons to be assigned in the
DND Proper for Janitorial Services should be provided with appropriate uniforms
with their names or identification properly shown/attached.

III. EQUIPMENT AND MATERIALS TO BE USED

A. Adequate supply of materials to be used in the maintenance, janitorial and

sanitation services shall be provided by the contractor as follows:

1. Monthly Supplies
 Powder Soap 17 kgs
 Lysol Disinfectant 3 gals
 Scotch Brite 36 pcs
 Round Rags 45 pcs
 Garbage Bag (Black/big) 200 pcs
 Air Mist /Freshener (Bubble Gum) 3 gals
 Toilet Paper (2 ply) 1800 rolls
 Deodorant Cake 144 pcs
 Towel Paper 40 pcs
 Liquid Hand Soap 23 gals
 Zonrox 2 gals

30
  Toilet Bowl Cleaner 3 gals
 Jumbo Roll Tissue (2 ply) 64 rolls

2. Quarterly Supplies
 Soft Broom 20 pcs
 Stick Broom 20 pcs
 Ceiling Broom 5 pcs
 Hand Brush 10 pcs
 Toilet Brush with handle 10 pcs
 Emulsion Wax 5 gals
 Liquid Wax (Red) 6 gals
 Mop Head 47 pcs
 Glass Cleaner 2 gals
 Carpet Shampoo 5 gals
 Carpet Stain remover 3 gals
 Polishing Pad 3 pcs
 Pranela (45”) 6 yards
 Spray Gun 12 pcs
 Carpet Bonnet 3 pcs

3. Semi-annual Supplies
 Mop Handle 15 pcs
 Dust Pan 15 pcs
 Push Brush 5 pcs
 Toilet Pump 10 pcs
 Dust Mop 6 pcs
 Metal Polish 3 cans

B. Miscellaneous tools and equipment as follows shall be at least provided by the

Contractor:
 Heavy Duty Floor Polisher 5 units
 Vacuum Cleaner 2 units
 Steel Scaffoldings (A-Frame) 1 lot
 Garbage Bin
(Push cart, plastic with Cover) 4 pcs
 Garden Hose (1/2” dia. X 60mtrs) 2 sets
 Portable Lawn Mower 1 set
 Grass Scissors 8 pcs
 Jungle Bolo 1 pc
 Mop Squeeze 8 pcs
 Aluminum Ladder 2 sets
 Carpet Extractor Machine 1 unit
 Snail Blower 2 units
 Pressure Washer 1 unit

31
IV. CONSIDERATION

A. The DND shall pay the Contractor monthly through Disbursement Vouchers, the
amount of which is inclusive of VAT
B. The DND Proper shall provide a storage room within the DND building where the
Contractor’s equipment shall be kept. Stock levels shall be stored at the Supply
Branch, OAS to insure adequacy of supply and shall be withdrawn on a need basis.

V. EFFECTIVITY

The Contract period shall commence on 01 January 2022 to December 31, 2022,
and may be the subject of an extension for a period not to exceed six (6) months to one
(1) year as prescribed under “Revised Guidelines on the Extension of Contract for
General Support Services”, RA 9184. However, work shall only commence on the first
day of the next succeeding month upon receipt of the Notice to Proceed (NTP).

Note:
Bidder shall affirm each and every page with this form/section complying with all the
terms of deliveries, and which shall be submitted/placed/enclosed under Technical Documents
Envelop.
Name:

In the capacity of:

Signed:

Duly authorized to sign the Bid for and on behalf of:

Date: ___________

32
Section VII. Technical Specifications

33
 Technical Specifications
Item Specification Statement of Compliance

[Bidders must state here

either “Comply” or “Not
Comply” against each of the
individual parameters of each
Specification stating the
corresponding performance
parameter of the equipment
offered. Statements of
“Comply” or “Not Comply”
must be supported by
evidence in a Bidders Bid and
cross-referenced to that
evidence. Evidence shall be
in the form of manufacturer’s
un-amended sales literature,
unconditional statements of
specification and compliance
issued by the manufacturer,
samples, independent test
data etc., as appropriate. A
statement that is not
supported by evidence or is
subsequently found to be
contradicted by the evidence
presented will render the Bid
under evaluation liable for
rejection. A statement either
in the Bidder's statement of
compliance or the supporting
evidence that is found to be
false either during Bid
evaluation, post-qualification
or the execution of the
Contract may be regarded as
fraudulent and render the
Bidder or supplier liable for
prosecution subject to the
applicable laws and
issuances.]

34
 I SCOPE OF WORK
(As stated in Section VI Schedule of
Requirements)
A. Daily Routine Operations
B. Saturday Routine Operations
C. Monthly Routine Operations
D. Miscellaneous Services
II PERSONNEL STRENGTH

Francisco Hall 2, M & F

DISG 2, M or F
OAS 2, M & F
DComms 1, M or F
Dorm/ Gym/Canteen/Clinic 2, M or F
Motorpool 1 Male
Grounds 4 Male
Basement(BAC/IAS/CRs) 2, M & F
1st floor hallway 2, M & F
2nd floor hallway 2, M & F
3rd floor hallway 2, M & F
OSEC 1 M or F
OUSND 1 M or F
OUSARM 1 M or F
OUSSAP 1 M or F
OUSCVRA 1 M or F
OUSCAD 1 M or F
OPP 1 M or F
OSAIA 1 M or F
OLAS 2, M or F
OREI 1 M or F
LLA 1 M or F
OFM/Acctg Div/COA 3, M or F
OHR 1 M or F
OSMA 1 M or F
Social Hall/Protocol 2, M or F
DSMC/OUSSC 1 M or F
OCISM 1 M or F
DPS 1 M or F
Cabinet Hills, BC 2, M & F
OIC/Supervisor 1 M or F
III MATERIAL/SUPPLIES
(As indicated in the Schedule of
Requirements/Scope of Work)
A. Monthly Supplies
B. Quarterly Supplies
C. Semi-annual Supplies
IV EQUIPMENT/TOOLS
(As specified in the Schedule of
Requirements/Scope of Work)

35
Note:
Bidder shall affirm each and every page/parameter with this form/section complying
with all the specifications, and which shall be submitted/placed/enclosed under Technical
Documents Envelop (State “Comply” or “Not Comply” for each Specifications/Scope of
Works).

Conforme:

Company/Firm: _______________________________

Name: ____________________________________

Signature: ____________________________________

Address: ____________________________________

Date: ____________________________________

36
Section VIII. Checklist of Technical and
Financial Documents

37
 Checklist of Technical and Financial Documents
I. TECHNICAL COMPONENT ENVELOPE

Class “A” Documents

Legal Documents
⬜ A. Valid PhilGEPS Registration Certificate (Platinum Membership)

Updated documents which were already expired as listed in Annex “A” of

PhilGEPS Registration must be submitted during opening of bids.
PhilGEPS Certificate of Registration (Platinum Membership) shall remain as
post qualification requirement if not submitted during the opening of bids in
accordance with Section 34.2 of the 2016 revised IRR of RA 9184;
or
⬜ A1. Registration certificate from Securities and Exchange Commission (SEC),
Department of Trade and Industry (DTI) for sole proprietorship, or
Cooperative Development Authority (CDA) for cooperatives or its equivalent
document;
and
A2. Valid Mayor’s or Business permit issued by the city or municipality where the
principal place of business of the prospective bidder is located, or the
equivalent document for Exclusive Economic Zones or Areas;
and
⬜ A3. Tax Clearance Certificate per E.O. No. 398, s. 2005, as finally reviewed and
approved by the Bureau of Internal Revenue.

Technical Documents
⬜ B. Original Copy of Duly Signed and Duly Notarized Omnibus Sworn
Statement (OSS); and if applicable, Original Notarized Secretary’s
Certificate in case of a corporation, partnership, or cooperative; or Original
Special Power of Attorney of all members of the joint venture giving full
power and authority to its officer to sign the OSS and do acts to represent the
Bidder, however
Unnotarized OSS shall be valid during the State of Calamity, pursuant to
GPPB resolution 09-2020 dated 07 May 2020, or implementation of
community quarantine or similar restrictions declared or being
implemented either in the locality of DND or of the bidder, pursuant to
GPPB resolution 09-2020 dated 07 May 2020.
Notary Public must be duly commissioned and with updated MCLE VI
compliance.
All pages must be signed;

and
⬜ C. Original Copy of Duly Signed Statement of the prospective bidder 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 comple xity
to the contract to be bid.

38
 The Value of Outstanding Works/Undelivered Portion is the amount
corresponding to the unperformed/undelivered portion of an on-going
project to exclude projects which are already completed even not yet paid.
Supporting documents such as 1) Contact/NOA; 2) Statement of Work
Accomplishment shall be presented during Post Qualification.
All pages must be signed;
and
⬜ D. Original Copy of Duly Signed Statement of at least one (1) Similar Largest
Completed Contract (SLCC) within the last five (5) years from the date of the
opening of bids equivalent to at least Fifty percent (50%) of the ABC.
For this purpose, contracts similar to the Project shall be Janitorial
Services and/or Skilled/General Support Services completed within five
(5) years prior to the deadline for the submission and receipt of bids.
Completed projects are those projects that have already been certified as
completed by the end-user regardless if it is already paid or not.
Supporting documents such as 1) Contract; 2) Certificate of
Completion/Acceptance are not required for submission during the opening
of bids but need to be presented during the Post qualification.
All pages must be signed;
and
⬜ E. Original Copy of Bid Security as to form, amount and validity period stated
in ITB Clause 14 of the BDS. If in the form of a Surety Bond, submit also a
certification issued by the Insurance Commission;
or
Original Copy of Duly Signed and Duly Notarized Bid Securing
Declaration, or Unnotarized Bid Securing Declaration if NCR will be
placed under ECQ or MECQ pursuant to GPPB Resolution 09-2020 dated
07 May 2020.
Notary Public must be duly commissioned and with updated MCLE VI
compliance;
and
F. Original Copy of Duly Signed Conformity with the Special Conditions of
Contract as enumerated and specified in Section V of the bidding document
(all pages must be signed as proof of conformity);
and
G. Original Copy of Duly Signed Conformity with the Schedule of
Requirements as enumerated and specified in Section VI of the bidding
document (all pages must be signed as proof of conformity);
and
⬜ H. Original Copy of Duly Signed Conformity with the Technical
Specifications as enumerated and specified in Section VII of the bidding
document (all pages must be signed as proof of conformity).

Financial Documents
⬜ I. The prospective bidder’s audited financial statements, showing, among
others, the prospective bidder’s total and current assets and liabilit ies,
stamped “received” or any proof of submission (e.g. Submission to E-FPS or
Electronic Filing and Payment System) duly received by the Bureau of
Internal Revenue (BIR) or its duly accredited and authorized institutions, for

39
 the preceding calendar year which should not be earlier than two (2) years
from the date of bid submission;
and
⬜ J. Original Copy of Duly Signed computation of Net Financial Contracting
Capacity (NFCC), which should be at least equal to the ABC of the project to
be bid = K*(Current Asset – Current Liabilities) minus the value of all
outstanding or uncompleted portions of the projects under the ongoing
contract including contracts not yet started wherein the value of K is 15
regardless of the period or duration of the project. A committed Line of Credit
from Universal or Commercial Bank may be submitted in lieu of the NFCC,
which should be at least ten percent (10%) of the ABC to be bid. (all pages
must be signed).

Class “B” Documents

⬜ K. If applicable, Original copy of duly signed and duly notarized joint
venture agreement (JVA) in accordance with RA No. 4566 and its IRR in
case the joint venture is already in existence;

or
Certified true copy of duly signed and duly notarized statements from all the
potential joint venture partners stating that they will enter into and abide by
the provisions of the JVA in the instance that the bid is successful.

In case of a Joint Venture, each member of the JV shall submit the foregoing
required eligibility documents specifically Tab “A” or Tabs (A1, A2, A3) to
Tab “N”. The OSS must be signed by the authorized representative for the
JV, specifically mentioned or identified in the JV agreement.

Other documentary requirements under RA No. 9184 (as applicable

L. [For foreign bidders claiming by reason of their country’s extension of
reciprocal rights to Filipinos] Certification from the relevant government
office of their country stating that Filipinos are allowed to participate in
government procurement activities for the same item or product
M. Certification from the DTI if the Bidder claims preference as a Domestic
Bidder or Domestic Entity.

II. FINANCIAL COMPONENT ENVELOPE

⬜ 1. Original of duly signed and accomplished Financial Bid Form; and

⬜ 2. Original of duly signed and accomplished Bid Price Schedule; and

3. Original of duly signed and accomplished Detailed Costing for Supplies and
Equipment Rental.

40
 Tab “1”
BID FORM
Date : _________________
Project Identification No. : _________________

To: [name and address of Procuring Entity]

Having examined the Philippine Bidding Documents (PBDs) including the

Supplemental or Bid Bulletin Numbers [insert numbers], the receipt of which is hereby duly
acknowledged, we, the undersigned, offer to [supply/deliver/perform] [description of the
Goods] in conformity with the said PBDs for the sum of [total Bid amount in words and
figures] or the total calculated bid price, as evaluated and corrected for computational errors,
and other bid modifications in accordance with the Price Schedules attached herewith and made
part of this Bid. The total bid price includes the cost of all taxes, such as, but not limited to:
[specify the applicable taxes, e.g. (i) value added tax (VAT), (ii) income tax, (iii) local taxes,
and (iv) other fiscal levies and duties], which are itemized herein or in the Price Schedules,

If our Bid is accepted, we undertake:

a. to deliver the goods in accordance with the delivery schedule specified in the Schedule of
Requirements of the Philippine Bidding Documents (PBDs);

b. to provide a performance security in the form, amounts, and within the times prescribed in the
PBDs;

c. to abide by the Bid Validity Period specified in the PBDs and it shall remain binding upon us at
any time before the expiration of that period.

[Insert this paragraph if Foreign-Assisted Project with the Development Partner:

Commissions or gratuities, if any, paid or to be paid by us to agents relating to this Bid,
and to contract execution if we are awarded the contract, are listed below:

Name and address Amount and Purpose of

of agent Currency Commission or gratuity

________________________________________________
________________________________________________
________________________________________________
(if none, state “None”) ]

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.

We certify/confirm that we comply with the eligibility requirements pursuant to the

PBDs.

41
 The undersigned is authorized to submit the bid on behalf of [name of the bidder] as
evidenced by the attached [state the written authority].

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.

Name: ___________________________________________________________________
Legal capacity: _____________________________________________________________
Signature: ________________________________________________________________
Duly authorized to sign the Bid for and behalf of: __________________________________
Date: ___________________

42
 Tab “2”

BID PRICE SCHEDULE FORM

For Janitorial Services of the DND Building and its annexes for the months of January
to December CY 2022 (Refer to Section VI Schedule of Requirements)
.
JANITORIAL SERVICES MONTHLY YEARLY
A Amount Payable to the Janitor/Janitress/Supervisor
1 Basic Salary (Monthly=Daily Wage X 313/12)
2 COLA (Monthly=COLA X 313/12)
3 13th Month Pay (item #1/12)
4 5 Days Incentive Leave (Monthly=Daily Wage*5/12)
5 Clothing
B Amount Payable to the Government (Employer's Share)
6 SSS (employer'scontribution)
7 ECC (employer's contribution)
8 Philhealth (employer'scontribution)
9 Pag-ibig (employer's contribution)
C Others
10 Supplies & Equipment Rental (Per Janitor)
11 Administrative Cost/Profit/OCM (at least 10% of items 1 to 10)
12 Converted amount per janitor, tax exclusive (Total of items 1 to 11)
13 Item 12 times 2 divided by 105 (Creditable Tax)
14 Item 12 times 5 divided by 105 (Final Tax)
15 Converted amount per janitor, tax inclusive (items 12+13+14)
16 No. of Janitor/Janitress/Supervisor
17 Total Amount
Note: All prices shall be inclusive of OCM, profit and taxes.

OTHER CONDITIONS

Attached detailed/breakdown of cost estimates for supplies, materials and

equipment rental.

For uniformity of computation, use standard procedure for rounding off

numbers (If the number to be rounded off is followed by 0,1,2,3 or 4, the number to be
rounded off is to be remained as it is, otherwise, add one, and with this, bankers’ rule
should not be applied), and use two (2) decimal places only. Apply rounding off
numbers in each and every line item from top to bottom for Monthly Column. For
Yearly Column, multiply the Monthly Value for each row by 12.

All benefits computation (SSS, Philhealth, etc) shall be based on the Basic
Wage Rate only exclusive of other remunerations.

_______________________________________
Name of Company & Address

________________________________________
Signature of Owner/Manager

Tel. No. _________________________________

43
 Tab “3”

DETAILED COSTING FOR SUPPLIES AND EQUIPMENT

MONTHLY SUPPLIES QTY UMES U.COST AMT YEARLY MONTHLY

Powder Soap 17 kls
Lysol Disinfectant 3 gals
Scotch Brite 36 pcs
Round Rags 45 pcs
Plastic Bag (Black/Big) 200 pcs
Air Mist 3 gals
Toilet Paper (2 Ply) 1800 rolls
Deodorant Cake 144 pcs
Towel Paper 40 pcs
Hand Soap 23 gals
Zonrox 2 gals
Toilet Bowl Cleaner 3 gals
Jumbo Roll Tissue 64 rolls

QUARTERLY
SUPPLIES QTY UMES YEARLY MONTHLY
Soft Broom 20 pcs
Stick Broom 20 pcs
Ceiling Broom 5 pcs
Hand Brush 10 pcs
Toilet Brush 10 pcs
Emulsion Wax 5 gals
Liquid Wax (Red) 6 gals
Mop Head 30 pcs
Glass Cleaner 2 gals
Carpet Shampoo 5 gals
Carpet Stain Remover 3 gals
Polishing Pad 3 pcs
Pranela (45") 6 yards
Spray Gun 12 pcs
Carpet Bonnet (16") 3 pcs

SEMI-ANNUAL
SUPPLIES QTY UMES YEARLY MONTHLY
Mop Handle 15 pcs
Dust Pan 15 pcs
Push Brush 5 pcs
Toilet Pump 10 pcs
Metal Polish 3 cans
Dust Mop 6 pcs

EQUIPMENT QTY UMES YEARLY MONTHLY

Heavy Duty Floor
Polisher 5 units
Vacuum Cleaner 2 unit
Steel Scaffolding (A-
Frame) 1 lot

44
Garbage Bin (Push
Cart, plastic with cover) 4 pcs
Garden Hose (1/2" dia.
X 60 mtrs.) 2 sets
Portable Lawn Mower 1 set
Grass Scissors 8 pcs
Jungle Bolo 1 pc
Mop Squeeze 8 pcs
Aluminum Ladder 2 sets
Carpet Extractor
Machine 1 unit
Snail Blower 2 units
Pressure Washer 1 unit

TOTAL AMT YEARLY MONTHLY

AMOUNT PER JANITOR/JANITRESS COVERTED MONTHLY

_______________________________________
Name of Company & Address

________________________________________
Signature of Owner/Manager

Tel. No. _________________________________

45
 Tab “B”
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:]

[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, by itself or by
relation, membership, association, affiliation, or controlling interest with another
blacklisted person or entity as defined and provided for in the Uniform Guidelines on
Blacklisting;

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;

46
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

8. [Name of Bidder] is aware of and has undertaken the responsibilities as a Bidder in

compliance with the Philippine Bidding Documents, which includes:

a. Carefully examining all of the Bidding Documents;

b. Acknowledging all conditions, local or otherwise, affecting the implementation of the
Contract;
c. Making an estimate of the facilities available and needed for the contract to be bid, if
any; and
d. Inquiring or securing 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.

10. In case advance payment was made or given, failure to perform or deliver any of the
obligations and undertakings in the contract shall be sufficient grounds to constitute
criminal liability for Swindling (Estafa) or the commission of fraud with
unfaithfulness or abuse of confidence through misappropriating or converting any
payment received by a person or entity under an obligation involving the duty to
deliver certain goods or services, to the prejudice of the public and the government of
the Philippines pursuant to Article 315 of Act No. 3815 s. 1930, as amended, or the
Revised Penal Code.

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

47
 [Insert NAME OF BIDDER OR ITS AUTHORIZED
REPRESENTATIVE]

[Insert signatory’s legal capacity]

Affiant

SUBSCRIBED & 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),(placed Issued)
IBP No. _____ (date issued), (place issued)

Doc No _____
Page No ______
Book No ______
Series of _______

48
 Tab “B” - SC

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 full force and effect on the date hereof:

RESOLVED, that _______________________ be, as it hereby is, authorized to

participate in the bidding of _______________________________ (Project ID No.)
________________________________by the (Name of the Procuring Entity); and that if
awarded the project shall enter into a contract with the (Name of the Procuring Entity); 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 and effectively as the
__________________________________ might do if personally present with full power of
substitution and revocation and hereby satisfying and conforming all that 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 DND 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 ___________________________.

___________________________
(Corporate Secretary)

49
 ACKNOWLEDGMENT

REPUBLIC OF THE PHILIPPINES )

QUEZON CITY )SS.

BEFORE ME, a Notary Public for and in Quezon City, Philippines, this ________ day of
___________, 20_____, personally appeared:

Name Government Issued ID 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 acknowledgement is written
and acknowledge 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.

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 _____.

50
 Tab “B” - SPA

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

______________, 20____ at _____________________________.

________________________________
[Insert signatory’s legal capacity]
Affiant

Signed in the Presence of:

_________________________ ______________________

ACKNOWLEDGMENT

REPUBLIC OF THE PHILIPPINES )

QUEZON CITY )SS.

BEFORE ME, a Notary Public for and in Quezon City, Philippines, this ________ day of
___________, 20_____, personally appeared:

Name Government Issued ID Issued At/ On

________________________ _______________________ _____________________

________________________ _______________________ ____________________

51
Known to me and known to be the same person who executed the foregoing instrument
consisting of _________( ) pages, including the page whereon the acknowledgement is written
and acknowledge 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.

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 _____

52
 Tab “C”

List of all Ongoing Government & Private Contracts including contracts

awarded but not yet started

Business Name : ___________________________________________________

Business Address : ___________________________________________________

% of
Bidder’s Role
a. Date Awarded A ccomplishment
Name of Contract/ a. Owner’s Name Value of Outstanding
N ature of b. D ate Started
Project Cost b. A ddress W orks / Undelivered
Work description c. D ate of
c. T elephone N os. % planned actual Portion
C ompletion

Government

Private

Total Cost

Submitted by : ___________________________________________________
(P rinted Name & Signature)

Designation : ___________________________________________________

Date : ___________________________________________________

53
 Tab “D”

Statement of at least one Government or Private Contract completed which are similar
in nature within five(5) years upon the opening of bids

Business Name : ___________________________________________________

Business Address : ___________________________________________________

Bidder’s Role
a. Owner’s Name d. Amount at Award a. Date Awarded
Name of Contract b. A ddress e. A mount at b. C ontract
N ature of Work description
c. T elephone % C ompletion E ffectivity
N os. f. D uration c. D ate Completed

Government

Private

Submitted by : ___________________________________________________
(P rinted Name & Signature)

Designation : ___________________________________________________

Date : ___________________________________________________

54
 Tab “E”
REPUBLIC OF THE PHILIPPINES)
CITY OF _______________________) S.S.

BID SECURING DECLARATION

Project Identification No.: [Insert number]

To: [Insert name and address of the Procuring Entity]

I/We, 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
procurement 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 No. 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; and
c. I am/we are declared the bidder with the Lowest Calculated Responsive Bid, and I/we
have furnished the performance security and signed the Contract.

IN WITNESS WHEREOF, I/We have hereunto set my/our hand/s this ____ day of [month]
[year] at [place of execution].

[Insert NAME OF BIDDER OR ITS AUTHORIZED

REPRESENTATIVE]
[Insert signatory’s legal capacity]
Affiant
SUBSCRIBED & SWORN to before me this _____ day of (month) (year) at (place of
execution), Philippines. Affiant/s is/are personally known to me and was/were identified by
me through competent evidence of identity as defined in the 2004 rules on Notarial Practice
(A.M. No. 02-8-13-SC). Affiant/s exhibited to me his/her (insert type of government
identification card used) with his/her photograph and signature appearing thereon, with no.
____________________.

Witness my hand and seal this _______ day of (month) (year)

55
 NAME OF NOTARY PUBLIC
Serial No. of commission
Notary Public for ___ until ____
Roll of Attorneys No.________
PTR No. ____ (date issued),(placed Issued)
IBP No. _____ (date issued), (place issued)

Doc No _____
Page No ______
Book No ______
Series of _______

56
 Tab “E” - BG
Standard Form Number: SF-GOOD-32
Revised on: May 24, 2004

FORM OF BID SECURITY (BANK GUARANTEE)

WHEREAS, __(Name of Bidder)__ (hereinafter called “the Bidder”) has submitted his bid dated
__(Date)__ for the __(Name of Contract)__ (hereinafter called “the Bid”).

KNOW ALL MEN by these presents that We __(Name of Bank)__ of __(Name of Country)__
having our registered office at ________________________ (hereinafter called “the Bank”
are bound unto __(Name of Employer)__ (hereinafter called “the Employer”) in the sum of
_______________2 for which payment well and truly to be made to the said Employer the
Bank binds himself, his successors and assigns by these presents.

SEALED with the Common Seal of the said Bank this _____ day of _________ 20___.

THE CONDITIONS of this obligation are:

1) If the Bidder withdraws his Bid during the period of bid validity specified in the
Form of Bid; or

2) If the Bidder does not accept the correction of arithmetical errors of his bid price
in accordance with the Instructions to Bidder; or

3) If the Bidder having been notified of the acceptance of his bid by the Employer
during the period of bid validity:

a) fails or refuses to execute the Form of Agreement in accordance with the

Instructions to Bidders, if required; or

b) fails or refuses to furnish the Performance Security in accordance with the

Instructions to Bidders;

we undertake to pay to the Employer up to the above amount upon receipt of his first written
demand, without the Employer having to substantiate his demand, provided that in his
demand the Employer will note that the amount claimed by him is due to him owning to the
occurrence of one or both of the two (2) conditions, specifying the occurred condition or
conditions.

The Guarantee will remain in force up to and including the date _______________3 days after
the deadline for submission of Bids as such deadline is stated in the Instructions to Bidders or
as it may be extended by the Employer, notice of which extension(s) to the Bank is hereby
waived. Any demand in respect of this Guarantee should reach the Bank not later than the
above date.

DATE __________________ SIGNATURE OF THE BANK ______________________

WITNESS ____________________________ SEAL _________________________________

_____________________________________
(Signature, Name and Address)

2
The bidder should insert the amount of the guarantee in words and figures, denominated in the currency of the
Employer’s country or an equivalent amount in a freely convertible currency. This figure should be the same as shown of
the Instructions to Bidders.
3
Usually 28 days after the end of the validity period of the Bid. Date should be inserted by the Employer before the
bidding documents are issued.

57
 Tab “E” – SB
Standard Form Number: SF-GOOD-33
Revised on: May 24, 2004

BID SECURITY: SURETY BOND

BOND NO.: _______________________ DATE BOND EXECUTED: ___________________

By this bond, We __(Name of Bidder)__ (hereinafter called “the Principal”) as Principal and
__(Name of Surety)__ of the country of (Name of Country of Surely), authorized to transact
business in the country of __(Name of Country of Employer)__ (hereinafter called “the
Surety”) are held and firmly bound unto __(Name of Employer)__ (hereinafter called “the
Employer”) as Obligee, in the sum of ______________________ 1 for the payment of which
sum, well and truly to be made, we, the said Principal and Surety bind ourselves, our
successors and assigns, jointly and severally, firmly by these presents.

SEALED with our seals and dated this _____ day of ______________ 20 ________

WHEREAS, the Principal has submitted a written Bid to the Employer dated the _______ day
of _____________ 20 ______, for the ______________________ (hereinafter called “the
Bid”).

NOW, THEREFORE, the conditions of this obligation are:

1) If the Principal withdraws his Bid during the period of bid validity specified in
the Form of Bid; or

2) If the Principal does not accept the correction of arithmetical errors of his bid
price in accordance with the Instruction’s to Bidders: or

3) If the Principal having been notified of the acceptance of his Bid by the
Employer during the period of bid validity:

a) fails or refuses to execute the Form of Agreement in accordance with

the Instructions to Bidders, if required; or

b) fails or refuses to furnish the Performance Security in accordance with

the Instructions to Bidders;

then this obligation shall remain in full force and effect, otherwise it shall be null and void.

PROVIDED HOWEVER, that the Surety shall not be:

a) liable for a greater sum than the specified penalty of this bond, nor

b) liable for a greater sum that the difference between the amount of the
said Principal’s Bid and the amount of the Bid that is accepted by the
Employer.

1
The bidder should insert the amount of bond in words and figures, denominated in the currency of the Employer’s
country of an equivalent amount in a freely convertible currency and callable on demand. This figure should be the same
as shown in the Instructions to Bidders.

58
 Tab “E” -GSIS

Standard Form Number: SF-GOOD-34

Revised on: May 24, 2004

Bid Security: GSIS Bond

Republic of the Philippines

GOVERNMENT SERVICE INSURANCE SYSTEM

GENERAL INSURNCE FUND

GSIS Makati Building, Legaspi St.
Legaspi Village, Makati, Metro Manila

G ( ) GIF Bond _____

KNOW ALL MEN BY THESE PRESENTS:

That we, _________________________________________________ represented by

its ________________________________, as Principal and the GOVERNMENT SERVICE
INSURANCE SYSTEM as Administrator of the General Insurance Fund a corporation duly
organized and existing under and by virtue of the laws of the Philippines, with head office at
Manila, as SURETY, are held and firmly bound unto the OBLIGEE, _____________________ in
the sum of PESOS ________________ (P_______), callable on demand, Philippine Currency,
for the payment of which sum well and truly to be made, we bind ourselves, our heirs,
executors, administrators, successors and assigns, jointly and severally, firmly by these
presents.

WHEREAS, the above bounded PRINCIPAL will submit a bid for the
______________________on the _______ day of ________, 20 ______ at _______am/pm.

WHEREAS, the conditions of aforementioned OBLIGEE require the BIDDET a bond for
the said bid.

WHEREAS, the PRINCIPAL agrees to comply with all the terms and conditions of the
said bid with the aforementioned OBLIGEE;

NOW, THEREFORE, the conditions of this obligation are such that if the above bounded
PRINCIPAL shall, in case he /it becomes the successful bidder in the said bid mentioned above,
accept a contract with said OBLIGEE under the terms and conditions of said bid, then this
obligation shall be null and void; otherwise, it shall remain full force and effect.

WITNESS OUR HANDS AND SEALS this _______ day of _______, 20 _____, at
_____________________, Philippines.

GOVERNMENT SERVICE INSURANCE SYSTEM

General Insurance Fund

Principal

59
 Tab “J”

FINANCIAL DOCUMENTS FOR ELIGIBILITY CHECK

NFCC COMPUTATION

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 of BIR authorized collecting agent, for the immediately
preceding year and a certified 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 = K (current asset – current liabilities) minus value of all outstanding works under
ongoing contracts including awarded contracts not yet to be started

NFCC = P__________________________________________

K = 15 regardless of the period or duration of the project

Herewith attached are certified true copies of the income tax return and audited financial
statement: stamped “RECEIVED” by the BIR or BIR authorized collecting agent for the
immediately preceding year.

Submitted by:

_______________________________________________
Name of Supplier / Distributor / Manufacturer

_______________________________________________
Signature of Authorized Representative

Date:_________________________________

60
 Tab “K”
Standard Form Number: SF-GOOD-17
Revised on: May 24, 2004

JOINT VENTURE AGREEMENT

KNOW ALL MEN BY THESE PRESENTS:

That this JOINT VENTURE AGREEMENT is entered into By and Between ___________,
of legal age, __(civil status)__, owner/proprietor of _________________________ and a
resident of ________________________.

- and -

_______________________, of legal age, __(civil status)__, owner/proprietor of

____________________ a resident of ____________________________________.

THAT both parties agree to join together their manpower, equipment, and what is
need to facilitate the Joint Venture to participate in the Eligibility, Bidding and Undertaking of
the here-under stated project to be conducted by the __(Name of the Procuring Entity)__.

NAME OF PROJECT CONTRACT AMOUNT

That both parties agree to be jointly and severally liable for the entire assignment.

That both parties agree that ___________________ and/or __________________

shall be the Official Representative of the Joint Venture, and is granted full power and
authority to do, execute and perform any and all acts necessary and/or to represent the Joint
Venture in the bidding as fully and effectively and the Joint Venture may do and if personally
present with full power of substitution and revocation.

THAT this Joint Venture Agreement shall remain in effect only for the above stated
Projects until terminated by both parties.

Done this _____ day of ______, in the year of our Lord _____.

61
 Performance Securing Declaration
_________________________________________________________________________

REPUBLIC OF THE PHILIPPINES)

CITY OF _____________________ ) S.S.

PERFORMANCE SECURING DECLARATION

Invitation to Bid: [Insert Reference Number indicated in the Bidding Documents]

To: [Insert name and address of the Procuring Entity]

I/We, the undersigned, declare that:

1. I/We understand that, according to your conditions, to guarantee the faithful

performance by the supplier/distributor/manufacturer/contractor/consultant of its
obligations under the Contract, I/we shall submit a Performance Securing Declaration
within a maximum period of ten (10) calendar days from the receipt of the Notice of
Award prior to the signing of the Contract.

2. I/We accept that: I/we will be automatically disqualified from bidding for any
procurement contract with any procuring entity for a period of one (1) year for the first
offense, or two (2) years for the second offense , upon receipt of your Blacklisting
Order if I/We have violated my/our obligations under the Contract;

3. I/We understand that this Performance Securing Declaration shall cease to be valid
upon:

a. issuance by the Procuring Entity of the Certificate of Final Acceptance, subject to

the following conditions:
i. Procuring Entity has no claims filed against the contract awardee;
ii. It has no claims for labor and materials filed against the contractor; and
iii. Other terms of the contract; or

b. replacement by the winning bidder of the submitted PSD with a performance

security in any of the prescribed forms under Section 39.2 of the 2016 revised IRR
of RA No. 9184 as required by the end-user.

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 OR ITS
AUTHORIZED REPRESENTATIVE]

[Insert signatory’s legal capacity]

Affiant

SUBSCRIBED & 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

62
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),(placed Issued)
IBP No. _____ (date issued), (place issued)

Doc No _____
Page No ______
Book No ______
Series of _______

63
 CONTRACT AGREEMENT

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,
particularly [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
in specified currency] (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 as required by the 2016 revised Implementing Rules and
Regulations of Republic Act No. 9184 shall be deemed to form and be read and
construed as integral part of this Agreement, viz.:

i. Philippine Bidding Documents (PBDs);

i. Schedule of Requirements;
ii. Technical Specifications;
iii. General and Special Conditions of Contract; and
iv. Supplemental or Bid Bulletins, if any

ii. Winning bidder’s bid, including the Eligibility requirements, Technical and
Financial Proposals, and all other documents or statements submitted;

Bid form, including all the documents/statements contained in the Bidder’s

bidding envelopes, as annexes, and all other documents 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;

iii. Performance Security;

iv. Notice of Award of Contract; and the Bidder’s conforme thereto; and

v. Other contract documents that may be required by existing laws and/or the
Procuring Entity concerned in the PBDs. Winning bidder agrees that
additional contract documents or information prescribed by the GPPB
that are subsequently required for submission after the contract
execution, such as the Notice to Proceed, Variation Orders, and
Warranty Security, shall likewise form part of the Contract.

3. In consideration for the sum of [total contract price in words and figures] or such
other sums as may be ascertained, [Named of the bidder] agrees to [state the
object of the contract] in accordance with his/her/its Bid.

64
 4. The [Name of the procuring entity] agrees to pay the above-mentioned sum in
accordance with the terms of the Bidding.

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.

[Insert Name and Signature] [Insert Name and Signature]

[Insert Signatory’s Legal Capacity] [Insert Signatory’s Legal Capacity]

for: for:

[Insert Procuring Entity] [Insert Name of Supplier]

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

[Insert NAME OF BIDDER OR ITS AUTHORIZED

REPRESENTATIVE]

[Insert signatory’s legal capacity]

Affiant

SUBSCRIBED & 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),(placed Issued)
IBP No. _____ (date issued), (place issued)

Doc No _____
Page No ______
Book No ______
Series of _______

65
66