Invitation to Bid for
Supply and Installation of PABX System for DFPC NAIA T3 – Landside store
MIS1605
Duty Free Philippines Corporation (DFPC),through its Corporate Budget 2016intends to apply the sum of One Million Pesos (PhP1,000,000.00)being the Approved Budget for the Contract (ABC) to payments under the contract for Purchase Request No.2016100410. Bids received in excess of the ABC shall be automatically rejected at bid opening.
DFPC now invites bids for Supply and Installation of PABX System.Interestedbidders must have at least five (5)years experience in the supply and installation of PABX System. Bidders must have at least one (1) similar contract within the last five(5) years(2011-2015). 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 the non-discretionary “pass/fail” criterion as specified in the Implementing Rules and Regulations (IRR) of Republic Act (RA) 9184, otherwise known as the “Government Procurement Reform Act”.
Bidding is restricted to Filipino citizens/sole proprietorships, partnerships, or organizations with at least sixty percent (60%) interest or outstanding capital stock belonging to citizens of the Philippines, and to citizens or organizations of a country the laws or regulations of which grant similar rights or privileges to Filipino citizens, pursuant to RA 5183 and subject to Commonwealth Act 138.
Interested Bidders 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 thruFridaysuntil 13 September 2016.
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 non-refundable fee of One Thousand Pesos (PhP1,000.00) for the Bidding Documents not later than the submission of their bids.
DFPCwill hold a Pre-Bid Conference on 31 August 2016 at 10:00AM at the address given below, which shall beopen only to all interested parties who have purchased the Bidding Documents.
Bids must be delivered to the address below on or before 20 September 2016 at 10:00AM. All Bids must be accompanied by a bid security in any of the acceptable forms and in the amount stated in ITB Clause 18.
Bid opening shall immediately follow at 10:15AMat the address given below. Bids will be opened in the presence of the Bidders’ representatives who choose to attend at the address below. Late bids shall not be accepted.
DFPCreserves the right to reject any and all proposals, to annul the bidding process, or declare a failure of bidding, or not award the contract in any of the situations stated under Section 41 of the Revised IRR of RA 9184, and makes no assurance that a contract shall be entered as a result of this invitation without thereby incurring liability to the affected bidder or bidders.
BAC Secretariat
DUTY FREE PHILIPPINES CORPORATION
EHA Bldg, Fiesta Mall, Columbia Complex
Ninoy Aquino Ave., ParañaqueCity
(632) 552-4343; (632) 552-4337/ 16555 loc. 3039 / 3096
Telefax No. (632) 552-4345, 879-3664, 552 4399 loc 833 / 834
(Sgd.) Ma. Lourdes D. Velarde
BAC Chairperson
III.Bid Data Sheet
ITB Clause1.1 / The PROCURING ENTITY isDUTY FREE PHILIPPINES CORPORATION
1.2 / The lots and references is/are:
PABX System
Purchase Request # 2016100410
2 / The Funding Source:
The Government of the Philippines (GOP) through the 2016 Corporate Budget of DUTY FREE PHILIPPINES CORPORATION in the amount of :
One Million Pesos (PhP1,000,000.00)
The name of the project is :
Supply and Installation of PABX System for DFPC NAIA T3 – Landside Store (MIS1605)
3.1 / No further instructions.
5.1 / No further instructions.
5.2 / None of the circumstances mentioned in the ITB Clause exists in this Project. Foreign bidders, except those falling under ITB Clause 5.2(b), may not participate in this Project.
5.4 / The Bidder should have completed, within the period specified in the Invitation to Bid and ITB Clause 12.1(a)(iii), a single contract that is similar to this Project, equivalent to at least fifty percent (50%) of the ABC or:
Five Hundred Thousand Pesos (PhP500,000.00).
For this purpose, similar contracts shall refer to supply and installation of PABX System.
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:
31 August 2016, 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
MA. LOURDES D. VELARDE
BAC Chairperson
Thru: BAC Secretariat
Tele No : 552 4337 loc 3039, 552 4343
Fax No. 879 3664 / 552 4345 / 552 4399 loc. 834
12.1(a) / No further instructions.
12.1(a)(i) / 2015 General Information Sheet stamped received by the SEC which is an additional submission to the required SEC registration for corporation.
12.1(a)(iii) / The statement of all ongoing and completed government and private contracts shall include all such contracts. The list must have at least one (1) similar contract within the last five (5) years (2011-2015)prior to the deadline for the submission and receipt of bids.
13.1 / No additional requirements
13.1(b) / No further instructions.
13.2 / The ABC is
One Million Pesos (PhP1,000,000.00)
Any Bid with a financial proposal exceeding this amount shall not be accepted.
15.4(a)(iii) / No incidental services are required.
15.4(b) / 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 / No further instructions.
17.1 / Bids will be valid until 18 January 2017.
18.1 / The bid security shall be in any of the following amounts:
ACCEPTABLE FORMS / AMOUNT
- Cash or cashier’s/manager’s check issued by a Universal or Commercial Bank
Twenty Thousand Pesos (PhP20,000.00)
- 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
- Surety bond callable upon demand issued by a surety or insurance company duly certified by the Insurance Commission as authorized to issue such security.
Fifty Thousand Pesos (PhP50,000.00)
- Any combination of the foregoing.
- Bid-Securing Declaration
18.2 / The bid security shall be valid until 18 January 2017.
20.3 / Each Bidder shall submit one (1) original and three (3) copies of its Eligibility/Technical Component and Financial Component.
21 / The Address for Submission of Bids is:
DUTY FREE PHILIPPINES CORPORATION
EHA Building, Fiestamall,
Columbia Complex, Ninoy Aquino Ave., ParañaqueCity
The deadline for Submission of Bids is on
20 September 2016 at 10:00AM.
24.1 / The place of Bid Opening is
Duty Free Philippines Corporation, 3rd Floor, EHABuilding, Fiestamall, Columbia Complex, Ninoy Aquino Avenue, ParañaqueCity
The date and time of Bid opening is on:
20 September 2016 at 10:15AM.
24.2 / No further instructions.
27.1 / No further instructions.
28.3 / No further instructions.
28.3(b) / Bid modification is not allowed.
28.4 / No further instructions.
29.2(a) / No further instructions.
29.2(b) /
- 2015 Income Tax Return (form 1701/1702).
- Business Tax Return (forms 2550M and 2550Q) for the last six (6) months (February 2016 to July 2016) prior to opening of Bids filed thru Electronic Filing and Payment System (EFPS).
29.2(d) /
- Company profile with names and designation of the company’s officers/partners (original).
32.4(g) / No further instructions.
V.Special Conditions of the Contract
GCC Clause1.1(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 2016 in the amount of:
One Million Pesos (PhP1,000,000.00)
1.1(k) / The Project Site is DFP Store at:
DUTY FREE PHILIPPINES CORPORATION, NAIA T3, Arrival Landside Level 1 and 2
5.1 / The PROCURING ENTITY’s address for Notices is:
DUTY FREE PHILIPPINES CORPORATION, EHABuilding, Fiestamall, Columbia Complex, Ninoy Aquino Ave., ParañaqueCity
Lorenzo C. FormosoJose Ronnel V. Domingo
Chief Operating OfficerICT Manager
Tel. Nos. (632) 879-3559Telefax (632) 879.3571
Fax No. (632)
The Supplier’s address for Notices is:
______
______
______
______
______
6.2 / Services Rendered and Documents
The delivery terms applicable to this Contract are delivered to Duty Free Philippines Corporation, NAIA Terminal 3 Landside Store, Pasay City. Risk and title will pass from the Supplier to the Procuring Entity upon receipt and final acceptance of the Goods at their final destination.
Delivery of the Goods shall be made by the Supplier in accordance with the terms specified in Section VI. Schedule of Requirements. The details of shipping and/or other documents to be furnished by the Supplier as pre-requisite to payment are as follows:
1.Original copy of the Supplier’s invoice showing GOODS’ description, quantity, unit price, and total amount signed by the PROCURING ENTITY’s representative at the Project Site;
2.Delivery receipt detailing number and description of items received signed by the authorized receiving personnel;
3.Original copy of the Manufacturer’s and/or Supplier’s warranty certificate;
4.Certificate of Acceptance/Inspection Report signed by the PROCURING ENTITY’s representative/s at the Project Site;
For purposes of this clause the Procuring Entity’s representative at the project site is Mr. Francisco Razo, Jr.
Undertaking of the SUPPLIER
- The SUPPLIER shall supply, install, terminate, configure, tag and test PABX communications system at DFPC NAIA T3 Arrival Landside Level 1 and 2;
- The SUPPLIER shall consider the nature and amount of work to be done as well as the difficulties involved in its proper execution. The bid shall include all costs deemed necessary to cover all contingencies essential to the installation of the specified system.
- No additional charges to the PROCURING ENTITY shall be allowed for extra work incurred on the part of the SUPPLIER due to the latter’s failure to notice any existing condition which may cause the additional labor.
- The work permit, access pass and other related expenses that may be required shall be for the sole and exclusive account of the SUPPLIER.
- Conduct semi-annual preventive maintenance (PM) of PABX system within warranty period;
- All work shall be done in a workman like fashion of the highest standards in the telecommunications industry. All equipment and materials are to be installed in a neat and secure manner, while cables are to be properly dressed. Workers must clean any debris and trash at the close of each workday. SUPPLIER shall be liable for any damage or disconnection on existing telephone, credit card or electrical cabling.
- Installation, set-up and configuration of equipment, features (call accounting, multi-level auto attendant, record on-demand, GSM gateway, etc.), telco trunks, peripherals, local call connectivity to existing DFPC PABX’s (using 8 channel link), transport, channels, signaling and dialing plan parameters;
- Ensure/provide proper grounding system for the equipment, peripherals, Telco provided equipment and wiring system (must be based on national electrical/electronic/NTC standards);
- Installation and termination of IDF/MDF/Telco cable interconnection to PABX system;
- Configuration and interconnection of Telco trunks to PABX system;
- Provide schedule of activities for the implementation of PABX system (GANTT Chart), including technical and end-user training upon receipt of Notice to Proceed and after pre-construction meeting;
- Conduct at least 1-day training each to end-user, operator, and call accounting system user;
- Conduct at least 3 days technical training in assembly, start-up, operation, configuration, maintenance, and/or repair of the supplied PABX system. Proposed training coverage and schedule to be approved by end-user;
- Performance or supervision or maintenance and/or repair of the supplied PABX system, for a period of time agreed by the parties, provided that this service shall not relieve the Supplier of any warranty obligations under this Contract;
- Provide service unit/spare parts for any defective PABX component (including UPS/battery) within 24 hours from receipt of notification and within the prescribed warranty term;
- Submit documentation for easy management of the installed PABX system. The document shall be available in softcopy and printed copies. The documentation shall include, but not limited to, the following:
b.Cable records/identifiers per MDF/IDF/Cabinet/Terminal block
c.PABX hardware architecture and system configuration (prefix/suffix, internal/external numbering plan, group/call distribution, etc.)
d.5 years PABX system warranty certificate (including UPS/battery)
Incidental Services
The Supplier is required to provide all of the following services, including additional services, if any, specified in Section VI, Schedule of Requirements:
- Performance or supervision of on-site assembly or installation and/or start-up of the supplied GOODS except for provincial outlets;
- Furnishing of specialized tools required for assembly and/or maintenance of the supplied GOODS, if any;
- Furnishing of a detailed operations and maintenance manual for each appropriate unit of the supplied GOODS;
- Performance or supervision or maintenance and/or repair of the supplied GOODS, for a period of time agreed by the parties, provided that this service shall not relieve the Supplier of any warranty obligations under this Contract;
- Training of the PROCURING ENTITY’S personnel, at the Supplier’s plant and/or on-site, in assembly, start-up operation, maintenance and/or repair of the supplied GOODS.
- In case of unit breakdown, the SUPPLIER shall immediately repair/replace the defective component/s (including UPS/battery) within Twenty-Four (24) hours from receipt of notification.
Spare Parts
The Supplier is required to provide all of the following materials, notifications, and information pertaining to spare parts manufactured or distributed by the Supplier:
- such spare parts as the PROCURING ENTITY may elect to purchase from the Supplier, provided that this election shall not relieve the Supplier of any warranty obligations under this Contract; and
- in the event of termination of production of the spare parts:
- advance notification to the PROCURING ENTITY of the pending termination, in sufficient time to permit the PROCURING ENTITY to procure needed requirements; and
- following such termination, furnishing at no cost to the PROCURING ENTITY, the blueprints, drawings, and specifications of the spare parts, if requested.
The Supplier shall carry sufficient inventories to assure ex-stock supply of consumable spare parts for the GOODS for a period of Five (5) years.
Other spare parts and components shall be supplied as promptly as possible, but in any case within Thirty (30) days upon placement of order.
Packaging
The Supplier shall provide such packaging of the Goods as is required to prevent their damage or deterioration during transit to their final destination, as indicated in this Contract. The packaging shall be sufficient to withstand, without limitation, rough handling during transit and exposure to extreme temperatures, salt and precipitation during transit, and open storage. Packaging case size and weights shall take into consideration, where appropriate, the remoteness of the GOODS’ final destination and the absence of heavy handling facilities at all points in transit.
The packaging, marking, and documentation within and outside the packages shall comply strictly with such special requirements as shall be expressly provided for in the Contract, including additional requirements, if any, specified below, and in any subsequent instructions ordered by the Procuring Entity.
The outer packaging must be clearly marked on at least four (4) sides as follows:
Name of the PROCURING ENTITY
Name of the Supplier
Contract Description
Final Destination
Gross weight
Any special lifting instructions
Any special handling instructions
Any special storage instructions
Any relevant HAZCHEM classifications
A packaging list identifying the contents and quantities of the package is to be placed on an accessible point of the outer packaging if practical. If not practical the packaging list is to be placed inside the outer packaging but outside the secondary packaging.
Insurance
The Goods supplied under this Contract shall be fully insured by the Supplier in a freely convertible currency against loss or damage incidental to manufacture or acquisition, transportation, storage, and delivery. The Goods remain at the risk and title of the Supplier until their final acceptance by the Procuring Entity.
Transportation
Where the Supplier is required under Contract to deliver the Goods CIF, CIP or DDP, transport of the Goods to the port of destination or such other named place of destination in the Philippines, as shall be specified in this Contract, shall be arranged and paid for by the Supplier, and the cost thereof shall be included in the Contract Price.
Where the Supplier is required under this Contract to transport the Goods to a specified place of destination within the Philippines, defined as the Project Site, transport to such place of destination in the Philippines, including insurance and storage, as shall be specified in this Contract, shall be arranged by the Supplier, and related costs shall be included in the Contract Price.
Where the Supplier is required under Contract to deliver the Goods CIF, CIP or DDP, Goods are to be transported on carriers of Philippine registry. In the event that no carrier of Philippine registry is available, Goods may be shipped by a carrier which is not of Philippine registry provided that the Supplier obtains and presents to the Procuring Entity certification to this effect from the nearest Philippine consulate to the port of dispatch. In the event that carriers of Philippine registry are available but their schedule delays the Supplier in its performance of this Contract the period from when the Goods were first ready for shipment and the actual date of shipment the period of delay will be considered force majeure in accordance with GCC Clause 22.
The Procuring Entity accepts no liability for the damage of Goods during transit other than those prescribed by INCOTERMS for DDP Deliveries. In the case of Goods supplied from within the Philippines or supplied by domestic Suppliers risk and title will not be deemed to have passed to the Procuring Entity until their receipt and final acceptance at the final destination.
Patent Rights
The Supplier shall indemnify the Procuring Entity against all thirdparty claims of infringement of patent, trademark, or industrial design rights arising from use of the Goods or any part thereof.
10.4 / Not applicable.
13.4(c) / No further instructions.
16.1 / The inspection and test to be conducted upon successful termination and system operation of the equipment to DFPC acquired Telco services are:
- Physical inspection of the item
- Functionality/system operation test
17.3 / In partial modification of the provisions on warranty period provided under Clause 15.3 of the General Conditions of the Contract, the SUPPLIER shall provide a warranty term of:
Five (5) years from the date of acceptance (Parts- Labor- On Site Service)
In consideration of the warranty obligations and the length of the warranty period, the SUPPLIER is advised to provide a special bank guarantee equivalent to at least ten percent (10%) of the contract price and shall be valid until the warranty period lapses.
In partial modification of the provisions on the payment schedule, the release of the retention money or its equivalent shall be made upon the issuance of the five (5) year PABX system warranty certificate and upon the expiration of the one (1) year warranty and not on the five (5) year PABX system warranty obligations as described in this Section under GCC Clause 17.
17.4 and 17.5 / The period for correction of defects in the warranty period is within 24 hours upon notification of the PROCURING ENTITY. In case of defective component, said item must be pulled-out and a service unit with the same specifications must be provided within 24 hours.
If the supplier fails to replace the defective item within the specified time a penalty of Three Hundred Pesos (PHP 300.00) for every hour of delay shall be charged, deductible from the special bank guarantee.
Failure of supplier to correct the defects and to replace the defective item/spare parts within the specified time, shall be subject of concern when evaluating their after sales service performance which will be used as reference for future projects.
21.1 / No additional provision.
VI. Schedule of Requirements