Invitation to Bid

Rental of Photocopying Machines 2018 – 2020

AD1801

The Duty Free Philippines Corporation (DFPC),through its Corporate Budget 2018intends to apply the sum of One Million Four Hundred Ninety Three Thousand Three Hundred Fifty Pesos and 99/100 (PhP1,493,350.99)being the Approved Budget for the Contract (ABC) to payments under the contract for the Rental of Photocopying Machines 2018 – 2020 (AD1801). Bids received in excess of the ABC shall be automatically rejected at bid opening.

DFPC now invites bids for the supply and delivery of photocopying machines. Bidders should have completed, within the last three (3) years(2015-2017) 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.

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) 9184, otherwise known as the “Government Procurement Reform Act”. Biddingis restricted to Filipino citizens/sole proprietorships, partnerships, or organizations with at least sixty percent (60%) interest or outstanding capital stock belonging to citizens of the Philippines, and to citizens or organizations of a country the laws or regulations of which grant similar rights or privileges to Filipino citizens, pursuant to RA 5183.

Interested Bidders may now obtain further information from DFPC and inspect and/or purchase the Bidding Documents at the address given below from 9:00AM – 5:00PM, Mondays thru Fridays.

A complete set of Bidding Documents may be acquired by interested Bidders on 28February 2018from the address below and upon payment of the applicable fee for the Bidding Documents, pursuant to the latest Guidelines issued by the GPPB, in the amount of One Thousand Five Hundred Pesos (PhP1,500.00)

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

DFPC will hold a Pre-Bid Conferenceon 08 March 2018, 10:00AM at the address given belowwhich shall beopen to prospective bidders.

Bids must be duly received by the BAC Secretariat at the address below on or before20March 2018at10:00AM. All Bids must be accompanied by a bid security in any of the acceptable forms and in the amount stated in BDS under ITB Clause 18.

Bid opening shall be on 20March 2018 at10:15AMat the address below. Bids will be opened in the presence of the Bidders’ representatives who choose to attend. Late bids shall not be accepted.

DFPCreserves the right to reject any and all bids, declare a failure of bidding, or not award the contract at any time prior to contract award in accordance with Section 41 of 2016 Revised IRR of RA 9184 and its IRR, without thereby incurring liability to the affected bidder or bidders.

BAC Secretariat

Duty Free Philippines

EHA Bldg, Fiesta Mall, Columbia Complex

Ninoy Aquino Ave., Parañaque City

(632) 552-4343; (632) 5524-337 / 16555 loc. 3039 / 3095

Fax No. (632) 879 3664 / 552-4345 / 552 4399 loc. 834/833

Email add.:

(Sgd.)MICHAEL JAMES V. CHUA

BAC Chairperson

III.Bid Data Sheet

ITB Clause
1.1 / The PROCURING ENTITY isDUTY FREE PHILIPPINES CORPORATION
The name of the Contract is Rental of Photocopying Machines 2018 – 2020
The identification number of the contract is AD1801.
1.2 / The lot and reference are:
Memorandum ADM-2018M-006
2 / The Funding Source:
The Government of the Philippines (GOP) through the 2018 Corporate Budget of DUTY FREE PHILIPPINES CORPORATION in the amount of:
One Million Four Hundred Ninety Three Thousand Three Hundred Fifty Pesos and 99/100 (PhP1,493,350.99)
The name of the project is :
RENTAL OF PHOTOCOPYING MACHINES 2018 – 2020
3.1 / No further instructions.
5.1 / No further instructions.
5.2 / Foreign bidders, except those falling under ITB Clause 5.2(b), may not participate in this Project.
5.4 / Bidder must have completed, within the period specified in the Invitation to Bid and ITB Clause 12.1(a)(ii), a single contract that is similar to this Project, equivalent to at least fifty percent (50%) of the ABC per year or:
Three Hundred Seventy Three Thousand Three Hundred Thirty Seven Pesos and 75/100 (PhP373,337.75)
For this purpose, similar contract shall refer to rental of photocopying machines.
7 / No further instructions.
8.1 / Subcontracting is not allowed.
8.2 / Not applicable.
9.1 / The Date and Venue of the Pre-Bid Conference is:
08 March 2018, 10:00AM
DUTY FREE PHILIPPINES CORPORATION
EHA Building, Fiestamall,
Columbia Complex, Ninoy Aquino Ave.
Parañaque City
10.1 / The PROCURING ENTITY’s address is:
Duty Free Philippines Corporation Ground Floor, EHABuilding, Fiestamall, Columbia Complex, Ninoy Aquino Avenue, ParañaqueCity
MICHAEL JAMES V. CHUA
BAC Chairperson
Thru: BAC Secretariat
Tele No : 552 4337 loc 3039/3096, 552 4343
Fax No. 879 3664 / 552 4345 / 552 4399 loc. 834

12.1(a) / No further instructions.
12.1(a)(ii) / The bidder’s SLCC similar to the contract to be bid should have been completedwithin the last three (3) years(2015-2017)prior to the deadline for the submission and receipt of bids.
13.1(b) / No further instructions.
13.1(c) / No additional requirements.
13.2 / The ABC is
One Million Four Hundred Ninety Three Thousand Three Hundred Fifty Pesos and 99/100 (PhP1,493,350.99)
Any Bid with a financial component exceeding this amount shall not be accepted.
15.4(a)(iv) / No incidental services are required.
15.4(b)(i) / Not applicable.
15.4 (b)(ii) / No incidental services are required.
16.1(b) / The Bid prices for Goods and services supplied from outside of the Philippines shall be quoted in Philippine Pesos.
16.3 / Not applicable.
17.1 / Bids will be valid until 18 July 2018.
18.1 / The bid security shall be in any of the following amounts:
ACCEPTABLE FORMS / AMOUNT
  1. Cash or cashier’s/manager’s check issued by a Universal or Commercial Bank.
/ Two Percent (2%) of the ABC or
Twenty Nine Thousand Eight Hundred Sixty Seven Pesos and 02/100 (PhP29,867.02)
  1. Bank draft/guarantee (signed by the appointee) or irrevocable letter of credit (original and notarized) issued by a Universal or Commercial Bank: Provided, however, that it shall be confirmed or authenticated by a Universal or Commercial Bank, if issued by a foreign bank

  1. Surety bond callable upon demand issued by a surety or insurance company duly certified by the Insurance Commission as authorized to issue such security.
/ Five Percent (5%) of the ABC or
Seventy Four Thousand Six Hundred Sixty Seven Pesos and 55/100(PhP74,667.55)
  1. Bid-Securing Declaration
/ Refer to Bidding Form No. 2
18.2 / The bid security shall be valid until 18 July 2018.
20.3 / Each Bidder shall submit one (1) original andthree (3) copies of the first and second components of its bid.
21 / The Address for Submission of Bids is:
DUTY FREE PHILIPPINES CORPORATION
Ground Floor EHA Building, Fiestamall,
Columbia Complex, Ninoy Aquino Ave., Parañaque City
The deadline for Submission of Bids is on
20 March 2018at 10:00AM.
24.1 / The place of Bid Opening is
Duty Free Philippines Corporation, EHA Building, Fiestamall, Columbia Complex, Ninoy Aquino Avenue, Parañaque City
The date and time of Bid opening is on:
20 March 2018at 10:15AM.
24.2 / No further instructions.
24.3 / No further instructions.
27.1 / No further instructions.
28.3(a) / Partial bid is not allowed. The goods are grouped in a single lot and the lot shall not be divided into sub-lots for the purpose of bidding, evaluation, and contract award.
28.4 / No further instructions.
29.2 /
  1. 2016 Income Tax Return (form 1701/1702)with Audited Financial Statement.
  2. Business Tax Return (forms 2550M/2551M and 2550Q/2551Q) for the last six (6) months (August 2017 to January 2018) prior to opening of Bids filed thru Electronic Filing and Payment System (EFPS).
Only tax returns filed and taxes paid through the BIR Electronic Filing and Payment System (EFPS) shall be accepted.
  1. Updated General Information Sheet received by the SEC, for corporation.
  2. BIR Certificate of Registration.

32.4(f) / No additional requirement.

V.Special Conditions of the Contract

GCC Clause
1.1(g) / The PROCURING ENTITY isDuty Free Philippines Corporation.
1.1(i) / The Supplier is ______.
1.1(j) / The Funding Source is:
The Government of the Philippines (GOP) through the Corporate Budget of Duty Free Philippines Corporation 2018 in the amount of :
One Million Four Hundred Ninety Three Thousand Three Hundred Fifty Pesos and 99/100 (PhP1,493,350.99)
1.1(k) / The Project Site is :
DUTY FREE PHILIPPINES CORPORATION, Ground Floor, EHABuilding, Fiestamall, ColumbiaComplex, Ninoy Aquino Avenue, ParañaqueCity
5.1 / The PROCURING ENTITY’s address for Notices is:
DUTY FREE PHILIPPINES CORPORATION, EHABuilding, Fiestamall, Columbia Complex,Ninoy Aquino Ave., ParañaqueCity
Vicente Pelagio A. AngalaNimfa V. Bernardino
Chief Operating OfficerOIC - Admin Department
Tel. Nos. (632) 879-3559Tel. Nos. (632) 552 4339
Fax No. (632) 552-4301Fax No. (632) 552-4340

The Supplier’s address for Notices is:
______
______
______
______
______
6.2 / Services Rendered and Documents
Delivery of Services shall be made by the SUPPLIER in accordance with the terms specified in Section VI. Schedule of Requirements.
The SUPPLIER shall, at the end of each month, submit the following documents:
  1. Statement of Account
  2. Validated meter reading.
For purposes of this clause the Procuring Entity’s representative at the project site are:
Noemi B. Velasquez (Admin. Services Supervisor)
Undertaking of the SUPPLIER
  1. The SUPPLIER shall its own cost, except for the bond papers, provide all consumables and spare parts for the copying machines.
  2. The SUPPLIER shall also provide the PROCURING ENTITY an average of two (2) months’ supply of consumables, per machine, aside from the one currently in use,
  3. Maintenance and servicing of the machines shall be for the SUPPLIER’saccount. Any breakdown due to inherent mechanical defects on the rented machines shall be repaired by the SUPPLIER at its own expense inclusive of all the spare parts. For this purpose, the SUPPLIER, in coordination with the duly authorized representatives of the PROCURING ENTITY, shall regularly inspect the machines and its accessories and the PROCURING ENTITYshall provide access for the accomplishment of the maintenance works by the SUPPLIER.
  4. Servicing shall be done during regular working hours, Mondays thru Saturdays. SUPPLIER shall respond by sending its service personnel within two (2) hours upon receipt of service call made by the PROCURING ENTITY.
On Sundays and Holidays, the SUPPLIER shall ensure the availability of a service engineer on an on-call basis for emergency repairs. Response time in this case shall be based on his commitments/availability upon receipt of call.
In all instances of machine problems, SUPPLIER shall immediately undertake necessary repairs, and if such repairs would take more than forty eight (48) hours, SUPPLIER shall immediately replace the damaged unit with a service unit of the same brand/model or higher within the next working day.
  1. The SUPPLIER, on his own account, shall conduct training of the PROCURING ENTITY’s personnel on basic operation and troubleshooting of the machines. Training should be completed prior to the first day of implementation of the project.
  2. The SUPPLIER shall provide the required model upgrading of photocopying machines deemed necessary in the performance of DFPC at no extra cost.
Calculation of Charges
  1. Rental Service charges are computed from the date of installation of the photocopying machine.
Delivery costs shall be borne by the SUPPLIER.
  1. Every month, the SUPPLIER shall record the meter reading in each machine in the presence of the PROCURING ENTITY’s representative for validation.
Charges are based on the rate times the number of recorded copies less the spoilage. However, should the computed amount is less than the charge for minimum copy volume, the latter shall prevail.
  1. The PROCURING ENTITY will be allowed a maximum spoilage of three percent (3%) of the gross copies per month.
Undertaking of PROCURING ENTITY
  1. The machine/s shall be installed at a place approved by the SUPPLIER and the PROCURING ENTITY, and when relocating the machine, the PROCURING ENTITY shall inform the SUPPLIERwho shall carry out the relocation. All expenses for such relocation shall be paid for by the PROCURING ENTITY.Should the PROCURING ENTITY opt to carry out the relocation of the machine/s without informing the SUPPLIER, it is understood that the PROCURING ENTITY shall be liable for the damage or loss of the machine including its parts, consumables and accessories therein.
  2. The PROCURING ENTITY shall take care of the machine/s with the diligence of a good father of a family and shall not allow unauthorized person/s to operate it. Any damage to the machine due to improper operation by unauthorized person shall be charged to, and paid for by, the PROCURING ENTITY.
No deposit shall be made by the PROCURING ENTITY to the SUPPLIER as a guarantee deposit for the faithful performance of the terms and conditions of the contract agreement or as installation fee for the machine.
Additional Provision:
The Supplier shall provide additional unit upon request of the Procuring Entity in which the cost per copy is based on existing rate.
10.4 / Not applicable.
13.4(c) / No further instructions.
16.1 /
  1. Testing of units shall be done upon delivery.
  2. Random ocular inspection of its warehouse, office, showroom or factory, whichever is applicable.

17.3 / Not applicable.
17.4 and 17.5 / The period for correction of defects is within forty-eight (48) hours upon receipt of notice from the PROCURING ENTITY.
Failure of Supplier to replace or correct the defects within the specified time, the SUPPLIER shall be charged:
  1. One Thousand Pesos (PhP1,000.00) per machine for every day of delay on the delivery/installation, deductible in the first monthly billing;
  2. One Thousand Pesos (PhP1,000.00) for every day of delay for the replacement of damaged photocopying machine deductible in the current monthly billing;
  3. One Thousand Pesos (PhP1,000.00) for every day of delay on the delivery or any deficiency on the provision of two (2) months’ supply of consumables, deductible in the current monthly billing.
Three Hundred Pesos (PhP300.00) for every hour of delay in responding to service call beyond the two (2) hours allowance as specified in this Section under GCC clause 6.2. The meter for charging the delays shall end only until the defective machine is fully operational.
21.1 / No additional provision.
  1. Scheduleof Requirements

The SUPPLIER shall provide the PROCURING ENTITY with the Rental of Photocopying Machinesat DFPCfor a period of two (2) years based on the following minimum copy volume:

Description / Location / QTY / Minimum Copy Volume per year / Minimum Copy Volume for Two (2) years
Photocopying Machine / OCOO / 1 / 1,568,646 / 3,137,292
Executive Offices / 1
GSD / 1
FINANCE / 1
MERCHANDISING / 1
MISD / 1
TREASURY / 1
SECURITY / 1
DFPC CEBU / 1
COA / 1
CLAO / 1
COD-NAIA T1 / 1
LOGISTICS (IW) / 1

Delivery:

The Supplier shall make a one-time delivery and installation of Thirteen (13) units photocopying machine within fifteen (15) days from receipt of Notice to Proceed.

______

Signature over printed name Position

Duly authorized to sign this Schedule of Requirements for and on behalf of ______

VII. Technical Specifications

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 provisions of ITB Clause 3.1 (a.2) and/or GCC Clause 2.1 (a.2).

MINIMUM SPECIFICATIONS / STATEMENT OF COMPLIANCE
PHOTOCOPYING MACHINE
  • Digital

  • Brand New/Remanufactured

  • Copy Size – A5R-A3

  • Copy Resolution – 600 dpi

  • Printer Resolution - 400 dpi

  • Zoom Range - 25 – 400%

  • Clean and clear copy

  • Output Tray

  • Reversible automatic document feeder

  • Automatic Duplexing Unit

  • With password protection feature

  • With connectivity features (can be used as printer/scanner)

Other Technical Requirements
▪GSD (one unit)
Speed - 55ppm
Finisher (Sorter/Stapling features)
▪OCOO, Executive Offices, Finance,Merchandising, MISD, Treasury,Security, DFPC Cebu,COA, CLAO, COD NAIA T1 and Logistics (IW) (one unit each)
Speed – 33ppm
Electronic sorting

ADDITIONAL REQUIREMENTS TO BE SUBMITTED ON THE DATE OF BID OPENING AS INTEGRAL PART OF THE TECHNICAL SPECIFICATIONS:

Certification from the principal that said Supplier is an authorized distributor of the photocopying machine.

Inspection and Testing to be conducted:

  1. Testing of units shall be done upon delivery.
  2. Random ocular inspection of its warehouse, office, showroom or factory, whichever is applicable.

______

Signature over printed namePosition

Duly authorized to sign this Technical Specification for and on behalf of ______.

Bidding Form No. 1

FINANCIAL DOCUMENTS FOR ELIGIBILITY CHECK

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)

The Net Financial Contracting Capacity (NFCC) based on the above data is computed as follows:

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

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

NFCC = PhP ______

Submitted by:

______

Name of Bidder

______

Signature of Authorized Representative over Printed Name

Date:______

Bidding Form No. 2

Page 1 of 2

REPUBLIC OF THE PHILIPPINES )

CITY OF ______) S.S.

x------x

BID-SECURING DECLARATION

Invitation to Bid/Request for Expression of Interest No.1: [Insert reference number]

To:Duty Free Philippines Corporation

Fiestamall, Columbia Complex,

Ninoy Aquino Avenue, ParañaqueCity

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.
  1. I/We accept that: (a) I/we will be automatically disqualified from bidding for any contract with any procuring entity for a period of two (2) years upon receipt of your Blacklisting order; and, (b) I/we will pay the applicable fine provided under Section 6 of the Guidelines on the Use of Bid Securing Declaration, within fifteen (15) days from receipt of the written demand by the procuring entity for the commission of acts resulting to the enforcement of the bid securing declaration under Sections 23.1(b), 34.2, 40.1 and 69.1, except 69.1(f), of the IRR of RA 9184; without prejudice to other legal action the government may undertake.
  1. 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;