REPUBLIC OF THE PHILIPPINES DEPARTMENT OF FINANCE
BUREAU OF CUSTOMS PORT AREA, MANILA
INVITATION FOR NEGOTIATED PROCUREMENT
PREVENTIVE MAINTENANCE OF
AIR-CONDITIONING UNITS
1. In view of the two (2) failed public biddings, the Bureau of Customs (BOC) Bids and Awards Committee (BAC) invites interested bidders to participate in the negotiation for Preventive Maintenance of Air-conditioning Units in accordance with Section 53.1 of the Implementing Rules and Regulations (IRR) of Republic Act (R.A.) No. 9184, otherwise known as the “Government Procurement Reform Act.” The Bureau of Customs (BOC) through the authorized appropriations under the FY 2015 General Appropriations Act intends to apply the sum of One Million Forty Thousand Pesos (P1,040,000.00) being the Approved Budget for the Contract (ABC) to payments under the contract for Preventive Maintenance of Air-con Units.
For more details on this project, please refer to attached Schedule of Requirements and Technical Specifications.
2. Interested Bidders shall submit the following documents in three (3) copies, one (1) original and two (2) photocopies, on August 24, 2015, 11:00 A.M. at the GSD Conference Room, Ground Floor, OCOM Building, Gate 3, South Harbor, Port Area, Manila:
2.2.1 SEC Registration Certificate for corporation, or Department of Trade and Industry (DTI) for sole proprietorship, or Cooperative Development Authority (CDA) for cooperatives. For corporation/partnership, the following shall also be submitted:
a. Latest general information sheet (GIS) duly received by Securities and Exchange Commission b. Articles of incorporation/partnership, by laws or amendments thereto, duly approved by the
SEC
2.2.2 Valid mayor’s permit issued by the city or municipality where the principal place of business of the prospective bidder is located.
2.2.3 A statement of all its ongoing government and private contracts within two (2) years prior to the date of submission and receipt of bids, including contracts awarded but not yet started, if any. Sample form is attached.
2.2.4 A statement identifying the bidder’s single largest completed contract (SLCC) within two (2) years prior to the date of submission and receipt of bids which is similar to the contract to be bid and whose value must be at least fifty percent (50%) of the ABC to be bid. Sample form is attached. Also, a photocopy of the SLCC shall be submitted.
2.2.5 CY 2014 Audited Financial Statement, stamped “received” by the Bureau of Internal Revenue (BIR) or its duly accredited and authorized institutions, for the preceding calendar year, which should not be earlier than two (2) years from bid submission.
2.2.6 Computation of its Net Financial Contracting Capacity (NFCC).
2.2.7 Tax Clearance Certificate
2 2.8 Bid Security in the form of a Bid Securing Declaration accompanied by at least one (1) other form in accordance with the following schedule:
a) 2% of the ABC if bid security is in cash, cashier’s/manager’s check, bank draft/guarantee or irrevocable letter of credit;
b) 5% of the ABC if bid security is in Surety Bond accompanied with a certification from the Insurance Commission that insurance company is authorized to insure such security; c) Any combination of the foregoing proportionate to the share of form with respect to total
amount of security
Bid Securing Declaration. Sample form is attached.
2.2.9 Omnibus Sworn Statement. Sample Form is attached.
2.2.10 Compliance with Section VI. Schedule of Requirements.
2.2.11 Compliance with Section VII. Technical Specifications.
3. For further information, please attend the meeting on August 18, 2015, 11:00 a.m., at the GSD Conference Room, Ground Floor, OCOM Building, South Harbor, Gate 3, Port Area, Manila.
4. The BOC reserves the right to accept or reject any offer, to annul the negotiation process, and to reject all offers at any time prior to contract award, without thereby incurring any liability.
5. For further information, please refer to: BOC-BAC Secretariat
General Services Division
OCOM Bldg., South Harbor, Gate 3, Port Area, Manila Telefax No. 527-9757
Email address: bocbacsecretariat2014@gmail.com
DIR. DIMPNA O. LEJOS
Annex A
Schedule of Requirements
The delivery schedule expressed as weeks/months stipulates hereafter a delivery date which is the date of delivery to the project site.
Item No. Description Capacity (HP) Quantity /Units Delivery Date
1 Checking, general cleaning and preventive maintenance of air-conditioning units (spilt type, wall mounted and window type) installed at OCOM Building, CRIC Building, ICT Building, ESS Building, VCD Building, X-Ray and AOCG Building.
103 units Carrier, 71 units Condura, 52 units Koppel, 39 units Kolin, 26 units Gree, 12 units National, 9 units Panasonic, 9 units LG, 7 units Daikin, 5 units Imarflex, 5 units Alen Aire, 3 units Idec, 2 units Liebert, 2 units Chigo, 2 units Frost, 1 unit Samsung, 1 unit Hitachi, 1 unit York, 1 unit Sanyo, and 1 unit Mitsubishi air-conditioning units as follows:
September 1, 2015 to December 31, 2015
Split Type Air-Conditioning
1.0 3 1.5 23 2.0 45 2.5 22 3.0 37 5.0 14 7.5 2
Window Type Air-Conditioning
1.0 9
1.5 20
2.0 179
2 Checking, general cleaning and preventive maintenance of air-conditioning units (spilt type, wall mounted and window type) installed at POM Building.
94 units Carrier, 63 units Koppel, 60 units Condura, 19 units Kolin, 12 units LG, 12 units National, 8 units Panasonic, 7 units Alen Aire, 4 units Idec, 3 units Chigo, 3 units
Hitachi, 2 units Samsung, 2 untis Gree, 2 units Imarflex, 1 unit Teco, 1 unit Uni-Air, 1 unit Amana, and 1 unit York air-conditioning units as follows:
Split Type Air-Conditioning
September 1, 2015 to December 31, 2015 1.0 5 units 1.5 7 units 2.0 20 units 2.5 5 units 3.0 41 units 5.0 52 units 7.5 2 units
Window Type Air-Conditioning
1.5 21 units 2.0 142 units 3 Checking, general cleaning and
preventive maintenance of air-conditioning units (spilt type, wall mounted and window type) installed at MICP Building. 73 units LG, 16 units Carrier, 7 units Mitsubishi, 7 units Condura, 6 units Kolin, 4 units Sharp, 4 units Koppel, 3 units Gree, 3 units Sanyo, 3 units Panasonic, 1 unit National, 1 unit Kelvinator, 1 unit Chigo and 1 unit Idec air-conditioning units as follows:
September 1, 2015 to December 31, 2015
Split Type Air-Conditioning
1.0 2 units 1.5 18 units 2.0 48 units 2.5 7 units 3.0 16 units 5.0 9 units
Window Type Air-Conditioning
1.0 2 units 1.5 1 unit 2.0 30 units 4 Checking, general cleaning and
preventive maintenance of air-conditioning units (spilt type, wall mounted and window type) installed at NAIA Building
22 units Carrier, 20 units Koppel, 12 units Condura, 5 units LG, 4 units Gree, 3 units White Westinghouse, 3 units Chigo, 1 unit GE, 1 unite Trane, 1 unit EZ-Air, 1 unit Amana, 1 unit Idec, 1 unit Kelvinator, 1 unit American Home, 1 unit Panasonic, 1 unit Alen Aire, 1 unit Fedders, 1 unit Daikin, and 1 unit Marks air-conditioning units as follows:
September 1, 2015 to December 31, 2015
Split Type Air-Conditioning
2.0 8 units 2.5 1 unit 3.0 20 units 5.0 2 units
Window Type Air-Conditioning
1.0 5 units 1.5 7 units 2.0 41 units 5 Tools and common use supplies
- Adjustable wrench - Pipe wrench
- Open and back wrench - Iron vice
- Screw driver - Long nose plier - Mechanical pliers - High pressure washer - Clamp tester
- Psychrometer (Sling type) - Gauge manifold
- Electrical and Teflon tapes - Terminal clips for control wire - Metal screw for panel
- Cleaning rags - Cleaning chemicals - Ladder (Folded)
Other supplies, tools and equipment necessary to execute the service, if any.\
6 Provision of at least six (6) resident Technicians to report to the BOC-GSD, Monday to Saturday, eight (8) hours a day. Response time shall be within two (2) hours from verbal or written notification.
7 One-day training and orientation to GSD Staff and Admin. Staff at POM, MICP and NAIA on basic troubleshooting.
To be scheduled by GSD and the Admin. Div. of POM, MICP and NAIA
I hereby certify to comply and deliver all the above requirements.
________________________ __________________________ _______________
Name of Company/Bidder Signature over Printed Name of Date Representative
Annex B
Technical Specifications
Bidders must state either “Comply” or “Not Comply” or any equivalent term in the column “Statement of Compliance” against each of the individual parameters of each “Specification.”
Please do not just place check in the bidder’s “Statement of Compliance.”
Item Specification Statement of
Compliance
1.0 Quarterly cleaning, monthly preventive maintenance, weekly cleaning, and daily checking of all air-conditioning units installed at OCOM, POM, MICP, NAIA CRIC, ICT, ESS, VCD, X-Ray and AOCG and NPO Buildings as follows:
1. OCOM/CRIC/ICT/ESS/VCD/X-Ray & AOCG and NPO Buildings – 146 units (Split Type) and 208 units (Window Type)
2. POM – 132 units (Split Type) and 163 units (Window Type)
3. MICP – 100 units (Split Type) and 30 units (Window Type)
4. NAIA – 31 units (Split Type), 50 units (Window Type)
Note: Pulling down only if necessary, and cleaning of the unit to be done every Saturday until the completion of the contract.
1.0 Monthly Maintenance Activities
1.1. Removal of air filters for cleaning and
recommendation for replacement when necessary 1.2. Check equipment externally for damages(s),
contamination and corrosion and recommends appropriate repair works
1.3.Cleaning of blower assembly 1.4.Straightening of dented fins 1.5.Inspection of the following:
- Base pan for restricted drain opening – remove obstruction as necessary, - Inspect coil and cabinet as needed, and - Inspect fan motor and fan blades for wear
and damage – on older models lubricate as needed
- Check-up of unit for abnormal noise and vibration
1.6. Inspection of control box voltage and high voltage contractors, relays switches, starter switch
1.7.Check-up of electrical controls and drain line 1.8.Retightening of electrical controls
1.9. Application of preventive maintenance by gathering operating parameters such as suction and discharge pressure, temperatures, system voltage and current
2.1. General cleaning of all air-conditioning units including all internal components inside the unit
2.2. Shutting off the unit
2.3. Removal of air filters for cleaning 2.4. Cleaning of the following parts:
2.4.1. Coiling coils (using power spray) 2.4.2. Filter Cleaning
2.4.3. Fan Blades
2.4.4. Condenser coil with pressure washer 2.4.5. Cleaning of drain line by flushing
2.4.6. All other internal components inside the units
2.5. Greasing of motor bearing and other moving parts requiring lubrication
2.6. Technical audit of equipment condition including charging and actual electrical reading operation of the units
2.7. Drying of internal components using compressed air 2.8. General service and inspection of all the components
or air conditioning system 2.9. Assembly and start-up
2.10. Cleaning of working area and cleaning of site 2.11. Check and repair of undesirable noise and vibration
of the unit
2.12. Observation of operation of the compressor
performance and recommend repair/replacement, if necessary
2.13. Check-up all moving parts such as fan motor bearing/brushing and shafting evaporator blowers and blade, recommend repair/replacement of parts as may be necessary
2.14. Inspection of all components of the system including electrical control and make necessary adjustment, recommend repair/replacement of parts as may be necessary
2.15. Inspection/check-up of all refrigerant line in the air-conditioning system
2.16. Inspection/check-up and repair of equipment corrosion, de-rust, prepare with primer and repaint affected parts
2.17. Maintain preventive maintenance ledger of each air-conditioning unit and submit quarterly report to the GSD
2.18. Recommend repair and replacement of unit and parts that should be undertaken and provide price
quotation within two (2) days upon detection of defects for the following:
- Recharging of owner supplier Freon 22, Freon 410 - Replacement of owner supplied filter
- Replacement of fan motor - Replacement of blade - Replacement of filter - Replacement of thermostat
- Replacement of capacitor - Replacement of relay and timers - Replacement of switches
- Replacement of control wire
- Replacement of control harness wire
- Replacement of compressor for : 1.0HP, 1.5HP, 2.0HP, 2.5HP, 3.0HP, 3.0HP, 5.0HP, and 7.5HP - Leak test and repair of Window type, Split type and
Floor Mounted Type
2.0 Provision of six (6) Air-con Technicians:
Shall report to GSD and respective Administrative Divisions of NAIA and MICP from Mondays to Saturdays, eight (8) hours a day. May also report during Sundays and holidays if needed.
Shall submit proposed monthly and quarterly work schedules/plans at least five (5) days prior to the start of the covered period, for approval of BOC-GSD and designated Administrative Officers of NAIA and MICP
Shall submit weekly, monthly and quarterly
accomplishment reports at least five (5) days after the end of the covered period
Shall be responsible for the daily operation and monitoring of air-conditioning units to ensure proper setting and operation
Shall conduct troubleshooting of air-conditioning units
Shall conduct daily check up to ensure good running condition of the air-conditioning units
Shall conduct periodic maintenance of the air-conditioning units, per approved schedule of GSD
Shall maintain a checklist for each air-conditioning units, i.e., type/model/location and history of
repair/replacement of parts per unit, to be made readily available for inspection of the BOC-GSD
3.0 One-day training and orientation to GSD and BOC-Admin. Staff of POM, MICP and NAIA on basic troubleshooting of air-conditioning units.
4.0 Such others as may be necessary to maintain the optimum performance of the units and as may be required by GSD 5.0 The Preventive Maintenance Service provider must be
accredited by at least two of the following: Koppel, National, Alenaire, LG, Carrier, Samsung, Kolin, Chigo, Uniaire, Trane, Gree, Panasonic, Condura, Idec, York, Imarflex, Fedders, Markes, Daikin, Amana, Kelvinator, Media, Sanyo, Teco, Hitachi and Sharp.
I hereby certify to comply and deliver all the above requirements.
__________________________ __________________________ _______________
Name of Company/Bidder Signature over Printed Name of Date Representative
Annex C
Bid Form
Date: To: [name and address of Procuring Entity]
Gentlemen and/or Ladies:
Having examined the Bidding Documents including Bid Bulletin Numbers [insert numbers], the receipt of which is hereby duly acknowledged, we, the undersigned, offer to the BOC, our services for the project, Preventive Maintenance of Air-conditioning Units, in conformity with the said Bidding Documents for the sum of ______________________.
ITEM LOCATION QUANTITY Unit Cost
(inclusive of VAT) *Total Cost (inclusive of VAT) A. Split Type Air-conditioning Unit OCOM Building/ CRIC Building/ ICT Building/ ESS Building/ VCD Building/ XRAY Building/ AOCG Building/ 146 POM Building 132 MICP Building 100 NAIA Building 31 B. Window Type Air-conditioning Unit OCOM Building/ CRIC Building/ ICT Building/ ESS Building/ VCD Building/ XRAY Building/ AOCG Building/ 208 POM Building 163 MICP Building 33 NAIA Building 53 TOTAL (inclusive of VAT) 866
*The total cost is inclusive of the cost of six (6) Resident Technicians
We undertake, if our Bid is accepted, to deliver the goods in accordance with the delivery schedule specified in the Schedule of Requirements.
If our Bid is accepted, we undertake to provide a performance security in the form, amounts, and within the times specified in the Bidding Documents.
We agree to abide by this Bid for the Bid Validity Period specified in BDS provision for ITB Clause 18.2 and it shall remain binding upon us and may be accepted at any time before the expiration of that period.
Until a formal Contract is prepared and executed, this Bid, together with your written acceptance thereof and your Notice of Award, shall be binding upon us.
We understand that you are not bound to accept the lowest or any Bid you may receive. We certify/confirm that we comply with the eligibility requirements as per ITB Clause 5 of the Bidding Documents.
Dated this ________________ day of ________________ 20______.
[signature] [in the capacity of]
Single Largest Completed Contract
which is similar in nature
(indicate only one)
Business Name: _______________________________________________ Business Address:______________________________________________ Name of Contract Date of the Contract Kinds of Goods Amount of Contract Date of Delivery End User’s Acceptance or Official Receipt(s)
Issued for the Contract
Submitted by : __________________________________________ (Printed Name & Signature)
Designation : ___________________________________________ Date : ___________________________________________
List of all Ongoing Government & Private Contracts including
Contracts awarded but not yet started
Business Name: _______________________________________________ Business Address:______________________________________________
Name of Contract Date of the Contract
Kinds of Goods Value of Outstanding Contracts Date of Delivery Government Private Submitted by : __________________________________________ (Printed Name & Signature)
Designation : ___________________________________________ Date : ___________________________________________ Instructions:
i. State all ongoing contracts including those awarded but not yet started within two (2) years (government and private contracts, which may be similar or not similar to the project being bidded) prior to September 1, 2015.
ii. If there is no ongoing contract including awarded but not yet started as of the aforementioned period, state none or equivalent term.
The total amount of the ongoing and awarded but not yet started contracts should be consistent with those used in the Net Financial Contracting Capacity (NFCC) in case an NFCC is submitted as an eligibility document.
Contract Agreement Form
THIS AGREEMENT made the _____ day of __________ 20_____ between [name of PROCURING ENTITY] of the Philippines (hereinafter called “the Entity”) of the one part and [name of Supplier] of [city and country of Supplier] (hereinafter called “the Supplier”) of the other part:
WHEREAS the Entity invited Bids for certain goods and ancillary services, viz., [brief description of goods and services] and has accepted a Bid by the Supplier for the supply of those goods and services in the sum of [contract price in words and figures] (hereinafter called “the Contract Price”).
NOW THIS AGREEMENT WITNESSETH AS FOLLOWS:
1. In this Agreement words and expressions shall have the same meanings as are respectively assigned to them in the Conditions of Contract referred to.
2. The following documents shall be deemed to form and be read and construed as part of this Agreement, viz.:
(a) the Bid Form and the Price Schedule submitted by the Bidder; (b) the Schedule of Requirements;
(c) the Technical Specifications; (d) the General Conditions of Contract; (e) the Special Conditions of Contract; and (f) the Entity’s Notification of Award.
3. In consideration of the payments to be made by the Entity to the Supplier as hereinafter mentioned, the Supplier hereby covenants with the Entity to provide the goods and services and to remedy defects therein in conformity in all respects with the provisions of the Contract
4. The Entity hereby covenants to pay the Supplier in consideration of the provision of the goods and services and the remedying of defects therein, the Contract Price or such other sum as may become payable under the provisions of the contract at the time and in the manner prescribed by the contract.
IN WITNESS whereof the parties hereto have caused this Agreement to be executed in accordance with the laws of the Republic of the Philippines on the day and year first above written.
Signed, sealed, delivered by the (for the Entity)
Omnibus Sworn Statement
REPUBLIC OF THE PHILIPPINES ) CITY/MUNICIPALITY OF ______ ) S.S.
A F F I D A V I T
I, [Name of Affiant], of legal age, [Civil Status], [Nationality], and residing at [Address of Affiant], after having been duly sworn in accordance with law, do hereby depose and state that:
1. Select one, delete the other:
If a sole proprietorship: I am the sole proprietor 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 of [Name of Bidder], I have full power and authority to do, execute and perform any and all acts necessary to represent it in the bidding for [Name of the Project] of the [Name of the Procuring Entity];
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 and/or to represent the [Name of Bidder] in the bidding as shown in the attached [state title of attached document showing proof of authorization (e.g., duly notarized Secretary’s Certificate issued by the corporation or the members of the joint venture)];
3. [Name of Bidder] is not “blacklisted” or barred from bidding by the Government of the Philippines or any of its agencies, offices, corporations, or Local Government Units, foreign government/foreign or international financing institution whose blacklisting rules have been recognized by the Government Procurement Policy Board;
4. Each of the documents submitted in satisfaction of the bidding requirements is an authentic copy of the original, complete, and all statements and information provided therein are true and correct;
5. [Name of Bidder]is authorizing the Head of the Procuring Entity or its duly authorized representative(s) to verify all the documents submitted;
6. Select one, delete the rest:
If a sole proprietorship: I am 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 following responsibilities as a Bidder:
a) Carefully examine all of the Bidding Documents;
b) Acknowledge all conditions, local or otherwise, affecting the implementation of the Contract;
c) Made an estimate of the facilities available and needed for the contract to be bid, if any; and
d) Inquire or secure Supplemental/Bid Bulletin(s) issued for the [Name of the Project].
9. [Name of Bidder] did not give or pay directly or indirectly, any commission, amount, fee, or any form of consideration, pecuniary or otherwise, to any person or official, personnel or representative of the government in relation to any procurement project or activity.
IN WITNESS WHEREOF, I have hereunto set my hand this __ day of ___, 20__ at ____________, Philippines.
_____________________________________ Bidder’s Representative/Authorized Signatory
SUBSCRIBED AND SWORN to before me this __ day of [month] [year] at [place of
execution], Philippines. Affiant/s is/are personally known to me and was/were identified by me through competent evidence of identity as defined in the 2004 Rules on Notarial Practice (A.M. No.02-8-13-SC). Affiant/s exhibited to me his/her [insert type of government identification card used], with his/her photograph and signature appearing thereon, with no. ______ and his/her __________________ No. _______ issued on ______ at ______. Witness my hand and seal this ___ day of [month] [year].
NAME OF NOTARY PUBLIC
Serial No. of Commission ___________ Notary Public for ______ until _______ Roll of Attorneys No. _____
PTR No. __, [date issued], [place issued] IBP No. __, [date issued], [place issued]
Doc. No. ___ Page No. ___ Book No. ___ Series of ___
