Bid Bulletin 1 - PITC Janitorial Services - 2009-084

8/7/2019 Bid Bulletin 1 - PITC Janitorial Services - 2009-084

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Supplemental Bid Bulletin No. 1, issued 15 September 2009Bidding on the PITC Janitorial and Allied Services Requirement Covering October 2009 To September 2011

Bid Ref. No. 2009 084

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BIDS & AWARDS COMMITTEE II

SUPPLEMENTAL BID BULLETIN NO. 1

PITC JANITORIAL AND ALLIED SERVICES COVERING OCTOBER 2009 TO SEPTEMBER 2011Bid Ref. No. 2009- 084

Approved Budget for the Contract: =P 2,500,000 (First Year Only)

This Supplemental Bid Bulletin No. 1 is issued to amend/modify/clarify the following items in the biddocuments of the above project in response to the clarifications from prospective bidders and to confirm keyissues addressed during the Pre-Bid Conference held on09 September 2009 and queries received from

prospective bidders: 1. INSTRUCTIONS TO BIDDERS

1.1. D Scope of Services

1.2. G.2.2.3.3. - Duly signed computation for its Net Financial Contracting Capacity (NFCC) by the

prospective bidder should be referred to asAnnex IIIOR if the prospective bidder will present acredit line or a cash deposit certificate certifying a hold out on cash deposits in an amount equal toten percent (10%) of the total ceiling price of the items to be bid, should be referred to asAnnexIV.

1.3. G.2.4 Should read as: Bidders who are already accredited / registered suppliers of PITCmay no

longer submit valid and current eligibility documents that are on file with PITC. Bidders are advisedto verify with PITC BAC II on what documents to include in their respective Eligibility Envelope A.The Certificate of Registration issued by PITC should be attached.

No. of Personnel/Tasks Assigned Areas No. of Hours per Week Work Hours/Shift

Seven (7) Janitors / in-House Messengers NDC Building

8 hours daily shiftSix (6) days a week

1st shift - 6:00 AM 3:00 PM

2nd Shift - 9:30 AM 6:30 PMTwo (2) Motorized

Messengers/Drivers NDC Building8 hours daily shift

Five (5) days a week 8:00 AM to 5:00 PM

One (1) PABX Operator NDC Building 10 hours daily shiftFive (5) days a week 7:00 AM to 6:00 PM

Three (3) Janitors/Warehouse Utility

personnel

Merville &Pasay

Warehouses

8 hours daily shiftFive (5) days a week 8:00 AM to 5:00 PM

One (1) Janitor MLC / GLTOrtigas8 hours daily shift

Five (5) days a week 8:00 AM to 5:00 PM

Administrative Clerk /Audit Clerk NDC Building

8 hours daily shiftFive (5) days a week Flexitime

TOTAL NUMBER - 15


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1.4. G.3.3.1 -Completely filled out Technical Bid Form should be referred to asAnnex V.

1.5. G.3.3.2 -Detailed Scope of Work and Areas to be Serviced should be referred to asAnnex VI.

1.6. G.3.3.3 -Five (5) biggest clients for the last three (3) years should be referred to asAnnex VII.

1.7. G.4.2 - Should read as: Financial Bid Form - The total bid amount for the services quoted in

words as well as in figures for monthly and for the first year only per attached format markedAnnex VIII.

1.8. G.4.3. - Should read as: Detailed breakdown/cost distribution as to labor costs, materials/supplies

and other cost components of the bid price asAnnex IX.

1.9.

H.2 - Should read as: Performance security in the form of Standby Letter of Credit or Bankguarantee must be valid at least thirty - (30) daysafter expiry date of contract. However, on the 2nd year of the contract renewal, the performance security shall be adjusted accordingly based on therenewed contract price.Surety bond is hereby deleted.

All pages referring to the above modifications are correspondingly amended.

2. CONDITIONS OF THE CONTRACT

2.1. B.5 - Should read as: CONTRACTORshall remit the salaries/wages/other monetary benefits of allpersonnel assigned to PITC through automated teller machine (ATM)within five calendar days

from Contractors cut-off period. All Benefits accruing the janitors/allied personnel (13 th month pay, uniform allowances,mandatory leave, etc.) must be given within 15 days from due date. Janitorial Contractor must have a buffer fund equivalent to three months salary. Payment of salaries, wages and other benefits of the janitors/allied personnel must not be dependent on thereceivables of the Contractor from PITC.

2.2. B.7 - Should read as: CONTRACTORshall submit to PITC, on a quarterly basis, copies of OfficialReceipts evidencing remittance of SSS premiums and other mandatory contributions remitted for the janitors/allied personnel assigned to PITC.

2.3. D.3 Should read as: To ensure Contractors payment of its personnels 13th month pay, PITC

shall retain on a monthly basis the 13th month fund due per janitorial/allied personnel. Paymentshall be released by PITC to Contractor on or before 30 November of each year upon submissionof a Notarized Certification per attachedAnnex X.

In this regard, the corresponding numbering of the terms and conditions will be adjustedaccordingly.



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3. TECHNICAL BID FORM ANNEX V

3.1. Undertaking on Performance Security - Should read as: We undertake, if our bid is accepted, todeliver theservices in accordance with the terms and conditions contained in the bid documents,including the posting of the required performance security withinseven (7) working days fromreceipt of the Notice of Award/Notice to Proceed.

3.2. Work Hours/Shift for Two (2) Motorized Messengers / Drivers should read as: 8 hours daily

shift, Five (5) days a week 3.3. Work Hours/Shift for Three (3) Janitors/ Warehouse Utility personnel should read as: 8 hours

daily shift, Five (5) days a week

3.4.

Work Hours/Shift for One (1) Janitor should read as: 8 hours daily shift, Five (5) days a week 3.5. Work Hours/Shift for One (1) Administrative / Audit Clerk should read as: 8 hours daily shift,

Five (5) days a week 3.6. Revised Deployment of Heavy Duty 16" Electric Floor Polisher Two (2) units will be

deployed to PITC Head Office Makati andOne (1) unit to Manila Luxury Condominium (MLC)Ortigas.

The Technical Bid Form is hereby revised as attached.


4. FINANCIAL BID FORM ANNEX VIII

4.1. Undertaking on Performance Security - Should read as: We undertake, if our bid is accepted, todeliver theservices in accordance with the terms and conditions contained in the bid documents,including the posting of the required performance security withinseven (7) working days fromreceipt of the Notice of Award/Notice to Proceed.

The Financial Bid Form is hereby revised as attached. All pages referring to the above modification are correspondingly amended.

This Supplemental Bid Bulletin No. 1 shall form part of the Bid Documents. Any provision in the Bid Bulletininconsistent herewith is hereby amended, modified and superseded accordingly. For the guidance and information of all concerned. Issued this15th day of September 2009 in Makati City.


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CARMELITA BELEN C. DOMONDONChair

CHRISTABELLE P. EBRIEGAVice Chair

ATTY. STEVE FRANCIS A. ROLDAN ATTY. MA. GUDELIA C. GUESEMember Member

EMELIZA H. FERMIN

Member

Received by : (PLS SIGN) ________________________________ Bidders Name: (PLS PRINT) _______________________________ Date: ____________ ________________________

(PLEASE RETURN OR FAX THIS PORTION ONLY TO THE PITC BAC)


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REVISED ANNEX VPage 1 of 3

PHILIPPINE INTERNATIONAL TRADING CORPORATIONTechnical Bid Form

Proposal for the PITC Janitorial And Allied Services Requirement Covering October 2009 To September 2011Bid Ref. No. 2009-084

SCOPE OF SERVICESPHILIPPINEINTERNATIONALTRADINGCORPORATIONPHILIPPINEINTERNATIONALTRADINGCORPORATIONPHILIPPINEINTERNATIONALTRADINGCORPORATION

Type or print clearly the technical proposal on the space provided opposite each requirement if different from PITC's specs, otherwise indicateCOMPLY.DO NOTLEAVE ANY BLANK. A YES OR NO ENTRY WILL NOT BE ACCEPTED. FAILURE TO COMPLY WILL RESULT IN THE REJECTION OF THE BIDDERS

PROPOSAL.

WE, the undersigned bidder, having examined the Bidding Documents including Bid Bulletins, as applicable, and having complied with the Eligibility requirementsfor this project, hereby OFFER to (supply/deliver/perform) the herein described services.

We undertake, if our bid is accepted, to deliver the servicesin accordance with the terms and conditions contained in the bid documents, including the posting of

the required performance security within seven (7) working days from receipt of the Notice of Award/Notice to Proceed.

Until a formal contract/order confirmation is prepared and signed, this Bid is binding on us.

MINIMUM REQUIREMENTS BIDDER'S

PROPOSALNo. of Personnel/Tasks Assigned Areas Work Hours/Shift

Seven (7) Janitors / in-HouseMessengers

NDC Building 8 hours daily shiftSix (6) days a week1st shift 6:00 AM 3:00 PM2nd Shift 9:30 AM 6:30 PM

Two (2) Motorized Messengers /Drivers

NDC Building 8 hours daily shiftFive (5) days a week8:00 AM to 5:00 PM

One (1) PABX Operator NDC Building 10 hours daily shiftFive (5) days a week7:00 AM to 6:00 PM

Three (3) Janitors/ WarehouseUtility personnel

Merville &PasayWarehouses

8 hours daily shiftFive (5) days a week8:00 AM to 5:00 PM

One (1) Janitor MLC / GLTOrtigas

8 hours daily shiftFive (5) days a week8:00 AM to 5:00 PM

One (1) Administrative / Audit Clerk NDC Building 8 hours daily shiftFive (5) days a weekFlexitime

Total 15

______________________________

Name of Company (in print)

______________________________

Signature of Company Authorized Representative

______________________________

Name & Designation (in print)

______________________________

Date


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PHILIPPINE INTERNATIONAL TRADING CORPORATION

Technical Bid FormProposal for the PITC Janitorial And Allied Services Requirement Covering October 2009 To September 2011

Bid Ref. No. 2009-084LIST OF REQUIREMENTS/SUPPLIES/MATERIALS TO BE PROVIDED BY CONTRACTOR

PHILIPPINEINTERNATIONALTRADINGCORPORATIONPHILIPPINEINTERNATIONALTRADINGCORPORATIONPHILIPPINEINTERNATIONALTRADINGCORPORATIONType or print clearly the technical proposal on the space provided opposite each requirement if different from PITC's specs, otherwise indicateCOMPLY.DO NOT

LEAVE ANY BLANK. A YES OR NO ENTRY WILL NOT BE ACCEPTED. FAILURE TO COMPLY WILL RESULT IN THE REJECTION OF THE BIDDERSPROPOSAL.

WE, the undersigned bidder, having examined the Bidding Documents including Bid Bulletins, as applicable, and having complied with the Eligibility requirements

for this project, hereby OFFER to (supply/deliver/perform) the herein described services.

We undertake, if our bid is accepted, to deliver the servicesin accordance with the terms and conditions contained in the bid documents, including the posting of the required performance security within seven (7) working days from receipt of the Notice of Award/Notice to Proceed.


MINIMUM REQUIREMENTS BIDDER'SPROPOSAL I. EQUIPMENT - to be deployed to PITC, must always be in top working condition and the minimum

number of units should always be maintained at any given time Type Quantity Location

Heavy Duty 16" Electric Floor Polisher 2 units PITC Head Office, MakatiHeavy Duty 16" Electric Floor Polisher 1 unit MLC, OrtigasHeavy Duty Wet and Dry vacuum cleaner 2 units PITC Head Office, MakatiMop Squeezer 2 units PITC Head Office, MakatiII. BASIC CLEANING SUPPLIESMonthly Requirements Qty. Distribution

HeadOffice MLC/GLT Merville Pasay

Liquid Waxes for vinyl Floors 18 gallons 16 0 1 1Liquid Waxes for Wood Parquet 4 gallons 1 1 1 1Wax strippers 6 gallons 4 0 1 1Carpet Shampoo 2 gallons 2 0 0 0Soap Detergents 19 kilos 16 1 1 1Cleanser 18 kilos 16 0 1 1Metal Polish 2 pints 2 0 0 0Glass Cleaner 4 gallons 4 0 0 0Toilet Deodorizer 40 pcs. 32 0 4 4Pranela 36 pcs. 32 2 1 1Round Rags Ordinary 7 kilos 5 0 1 1

Shine up for comfort room tiles 6 gallons 5 1 0 0 I hereby undertake to provide PITC with the above __________________________ enumerated supplies and equipment at no cost to PITC. ( Name of Company (in print)

Failure on my part to provide the said supplies and __________________________

equipment based on the period requirement of PITC Signature of Company Authorized Representative

will cause suspension of my monthly billing. __________________________

Name & Designation (in print)__________________________

Date


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Technical Bid Form

Proposal on the PITC Janitorial And Allied Services Requirement Covering October 2009 To September 2011Bid Ref. No. 2009-084

LIST OF REQUIREMENTS/SUPPLIES/MATERIALS TO BE PROVIDED BY CONTRACTOR TO PITC PHILIPPINEINTERNATIONALTRADINGCORPORATIONPHILIPPINEINTERNATIONALTRADINGCORPORATIONPHILIPPINEINTERNATIONALTRADINGCORPORATION

Type or print clearly the technical proposal on the space provided opposite each requirement if different from PITC's specs, otherwise indicateCOMPLY.DO NOTLEAVE ANY BLANK. A YES OR NO ENTRY WILL NOT BE ACCEPTED. FAILURE TO COMPLY WILL RESULT IN THE REJECTION OF THE BIDDERS

PROPOSAL.

WE, the undersigned bidder, having examined the Bidding Documents including Bid Bulletins, as applicable, and having complied with the Eligibility requirementsfor this project, hereby OFFER to (supply/deliver/perform) the herein described services.

We undertake, if our bid is accepted, to deliver the servicesin accordance with the terms and conditions contained in the bid documents, including the posting of

the required performance security within seven (7) working days from receipt of the Notice of Award/Notice to Proceed.


MINIMUM REQUIREMENTS BIDDER'S PROPOSAL Every three (3) months requirements Qty. Distribution

HeadOffice MLC/GLT Merville Pasay

Muriatic Acid 5 gallons 2 1 1 1Mop Heads 7 pcs. 4 1 1 1Mop Handle 7 pcs. 4 1 1 1Soft Broom (Walis Tambo) 7 pcs. 4 1 1 1Brittle Broom (Walis Tingting) 7 pcs. 4 1 1 1Push Broom (Scrubbing Broom) 7 pcs. 4 1 1 1

Ceiling Brooms 4 pcs 1 1 1 1Toilet Brush 13 pcs. 10 1 1 1Glass Wiper (for glass windows) 7 pcs. 4 1 1 1Spatula 7 pcs. 4 1 1 1Scouring Pad - ordinary 32 pcs. 10 2 10 10Scouring Pad - Floor Polisher 5 pcs 4 1 0 0Sprayer 7 pcs. 4 1 1 1

I hereby undertake to provide PITC with the above __________________________ enumerated supplies and equipment at no cost to PITC. ( Name of Company (in print)

Failure on my part to provide the said supplies and __________________________

equipment based on the period requirement of PITC Signature of Company Authorized Representative

will cause suspension of my monthly billing. _____________________________________

Name & Designation (in print)__________________________

Date


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REVISED ANNEX VIII


Financial Bid Form

(PRICES MUST BE INCLUSIVE OF VAT)

PROPOSAL FOR THE PITC JANITORIAL AND ALLIED SERVICES REQUIREMENTCOVERING OCTOBER 2009 TO SEPTEMBER 2011

PHILIPPINEINTERNATIONALTRADINGCORPORATIONPHILIPPINEINTERNATIONALTRADINGCORPORATIONPHILIPPINEINTERNATIONALTRADINGCORPORATION

WE, the undersigned bidder, having examined the Bidding Documents including Bid Bulletins, as applicable, and having complied with the Eligibilityrequirements for this project, hereby OFFER to (supply/deliver/perform) the herein described services.

We undertake, if our bid is accepted, to deliver the services in accordance with the terms and conditions contained in the bid documents, including the posting

of the required performance security within seven (7) working days from receipt of the Notice of Award/Notice to Proceed.


Description Ceiling Price (PhP)

1st Year Only

Total Monthly BidPrice Inclusive of VAT (PhP)

Total 1st Year Bid

Price Inclusive of VAT(PhP)

PITC Janitorial and Allied Services requirementcovering October 2009 to September 2011

=P 2,500,000.00

TOTAL BID PRICE (VAT INCLUSIVE)

BID PRICE in Words: Monthly BID PRICE in Words: 1st Year Only

_________________________


__________________________


__________________________

Name & Designation (in print)

__________________________

Date


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SAMPLE FORMAT FOR ANNEX 1X

(Bidders Company Letterhead)

BREAKDOWN OF COST DISTRIBUTION AS TO LABOR COSTS, MATERIALS/SUPPLIES AND OTHER

COMPONENTS OF THE BID PRICE

DIRECT LABOR COSTa) Regular Rate per month Php____ x 26 daysb) 13th Month Pay Php _____ x 12 mos.c) 5 days Incentive Leave Php ____ x 12 mos.

INDIRECT LABOR COSTa) SSS Premiumb) Philhealthc) ECCd) Pag-Ibig

OPERATING COSTa) Janitorial Suppliesb) Profit Margin

c) Operational Overhead Value Added Tax (12%)Total for One (1) Janitor/mo.Total for Seven Janitors per month



Name and Designation (in print)Date


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ANNEX X

C E R T I F I C A T I ON

This is to certify that (state Contractors Name), has religiously complied with its obligation as a withholdingagent pursuant to Section 79, 80 and 81 of the Tax Code and its implementing regulations. As a designatedwithholding agent, it has withheld and remitted the correct taxes on wages paid to janitorial and allied personnelassigned for duty with the Philippine International Trading Corporation with the information thereon detailed asfollows: Name of Personnel TIN Employment Dates Amount of Salaries Tax Withheld

It is further certified that the amount of salaries and the amount of taxes withheld mentioned above correspondsto the amount reported in the annual Alpha List required to be submitted by the herein withholding agent. This Certification is issued to the Philippine International Trading Corporation in compliance with therequirements set forth under Revenue Memorandum Circular. Signature of Contractors President & General Manager

Subscribed and sworn to before me this ___ day of _____ 2009 in ___________ affiant exhibiting to me his/her Community Tax Certificate No. __________ issued on ____________at ______________.

Notary Public Doc. No. _______ Page No._______ Book No._______ Series of_______

Bid Bulletin 1 - PITC Janitorial Services - 2009-084

Documents

Transcript of Bid Bulletin 1 - PITC Janitorial Services - 2009-084