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Mcaagbay/Bid Bulletin No.1 1

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SERVICE Bids and Awards Committee V

SUBJECT : Bid Bulletin No. 1

PROJECT No. : 2019-11-AdmS5(002)-BV-CB-039 PROJECT : Procurement of Service Provider for the

Comprehensive Repair and Maintenance of DepEd Vehicles

DATE : December 2, 2019

This Bid Bulletin is hereby issued for the information and guidance of all

prospective bidders. It shall form an integral part of the bidding documents issued earlier relative to above project.

I. Section I. Invitation to Bid

Details Original Provision Provision, as amended

/clarified

Item No. 1, Page 7

The Department of Education (DepEd), Government of the Philippines (GOP) under FY 2019 General Appropriations Act (GAA), intends to apply the sum Philippine Pesos Three Million, Nine Hundred Forty-One Thousand, Eight Hundred Fifty-Seven and 63/100 (Php 3,941,857.63),being the Approved Budget for the Contract (ABC) to payments under the contracts for Procurement of Service Provider for the Comprehensive Repair and Maintenance of DepEd Vehicles

The Department of Education (DepEd), Government of the Philippines (GOP) under FY 2018 General Appropriations Act (GAA), intends to apply the sum Philippine Pesos Three Million, Nine Hundred Forty-One Thousand, Eight Hundred Fifty-Seven and 63/100 (Php 3,941,857.63),being the Approved Budget for the Contract (ABC) to payments under the contracts for Procurement of Service Provider for the Comprehensive Repair and Maintenance of DepEd Vehicles

Item No. 5, Paragraph 2, Page 8

Payment in checks should be made payable to DECS – OSEC Trust.

Payment in checks should be made payable to DECS OSEC Trust.

Republic of the Philippines

Department of Education

PROCUREMENT MANAGEMENT SERVICE

mailto:[email protected]



/clarified

Item No. 5, Paragraph 4, Page 9

“… The issuance of bidding documents shall be from November 18, 2019 during office hours to December 9, 2019, 11:00 A.M. at DepEd-ProcMS, Room M-511, 5/F, Mabini Building, DepEd Complex, Meralco Ave., Pasig City ...”

“… The issuance of bidding documents shall be from November 18, 2019 during office hours to December 9, 2019, 10:00 A.M. at DepEd-ProcMS, Room M-511, 5/F, Mabini Building, DepEd Complex, Meralco Ave., Pasig City ...”

Item No. 7, Page 9

“… Bids must be duly received by the

BAC Secretariat at the address

below on or before 11:00 A.M. of

December 9, 2019 at Bureau of

Curriculum Development

Conference Room, 3/F, Bonifacio

Bldg., DepEd Complex

…”

“… Bid opening shall be on December 9, 2019, 11:00 A.M. at Bureau of Curriculum Development Conference Room, 3/F, Bonifacio Bldg., DepEd Complex. Bids will be opened in the presence of the bidders’ representatives who choose to attend at the address below. …”

“… Bids must be duly received by the

BAC Secretariat at the address

below on or before 10:00 A.M. of

December 9, 2019 at Bureau of

Curriculum Development Conference

Room, 3/F, Bonifacio Bldg., DepEd

Complex

…”

“… Bid opening shall be on December 9, 2019, 10:00 A.M. at Bureau of Curriculum Development Conference Room, 3/F, Bonifacio Bldg., DepEd Complex. Bids will be opened in the presence of the bidders’ representatives who choose to attend at the address below. …”

II. Section III. Bid Data Sheet


/clarified

ITB Clause 21, page 60

“… The deadline for submission of bids is December 9, 2019; 11:00 A.M. …”

“… The deadline for submission of bids is December 9, 2019; 10:00 A.M. …”

ITB Clause 24.1, page 60

“…

The date and time of bid opening is December 9, 2019; 11:00 A.M. …”

“…

The date and time of bid opening is December 9, 2019; 10:00 A.M. …”


III. Section V. Special Conditions of Contract


/clarified

GCC Clause 6.2, pages 85-86

“… Delivery and Documents – For purposes of the Contract, “EXW,” “FOB,” “FCA,” “CIF,” “CIP,” “DDP” and other trade terms used to describe the obligations of the parties shall have the meanings assigned to them by the current edition of INCOTERMS published by the International Chamber of Commerce, Paris. The Delivery terms of this Contract shall be as follows: For Goods Supplied from Within the Philippines, “The delivery terms applicable to this Contract are delivered DDP Project Sites. 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 are as follows: For Goods supplied:

Upon delivery of the Goods to the Project Site, the Supplier shall notify the Procuring Entity and present the following documents to the Procuring Entity:

i. Original and four copies of the Supplier’s invoice showing Goods’ description, quantity, unit price, and total amount;

ii. Original and four copies of the Manufacturer’s and/or Supplier’s warranty certificate;

iii. Original (white copy) and scanned copy stored in

Omit second paragraph which states: For Goods Supplied from Within the Philippines, “The delivery terms applicable to this Contract are delivered DDP Project Sites. 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 are as follows: For Goods supplied:

Upon delivery of the Goods to the Project Site, the Supplier shall notify the Procuring Entity and present the following documents to the Procuring Entity:

iv. Original and four copies of the Supplier’s invoice showing Goods’ description, quantity, unit price, and total amount;

v. Original and four copies of the Manufacturer’s and/or Supplier’s warranty certificate;

vi. Original (white copy) and scanned copy stored in CD/DVD/Flash Drive of the pre-numbered Inspection and Acceptance Report (IAR) and Delivery Receipt (DR) detailing number and description of items received and duly signed and dated by the Property Custodian or Authorized Receiving Personnel (ARP); and Acknowledgement Receipts of IARs/DRs signed by the Division Supply Officer or Authorized Receiving Personnel



/clarified

CD/DVD/Flash Drive of the pre-numbered Inspection and Acceptance Report (IAR) and Delivery Receipt (DR) detailing number and description of items received and duly signed and dated by the Property Custodian or Authorized Receiving Personnel (ARP); and Acknowledgement Receipts of IARs/DRs signed by the Division Supply Officer or Authorized Receiving Personnel indicating the IAR/DR number and recipient Public School Districts and Public High Schools;

…”

indicating the IAR/DR number and recipient Public School Districts and Public High Schools;

Added Provision:

Provision of Comprehensive Repair shall be made by the Contractor in accordance with the terms specified in Section VI. Schedule of Requirements.

…”


“… 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 DepEd.

Omit provisions for Packaging, Insurance, Transportation and Patent Rights which state: “… 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 DepEd.



/clarified

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 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 DepEd.

Transportation –

Where the Service Provider 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

deemed specified in this

Contract, shall be arranged and

paid for by the Service Provider,

and the cost thereof shall be

included in the Contract Price.


required under this Contract to

transport the Goods to a

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 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 DepEd.

Transportation –



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 deemed

specified in this Contract, shall

be arranged and paid for by the

Service Provider, and the cost

thereof shall be included in the

Contract Price.


required under this Contract to



/clarified

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 Service Provider,

and related costs shall be

deemed included in the Contract

Price.



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 Service

Provider 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 Service

Provider 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 Service Provider’s

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 Service Provider shall free

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 Service Provider, and related

costs shall be deemed included in

the Contract Price.



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 Service

Provider 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 Service Provider 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 Service Provider’s

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 Service Provider shall free

and/or indemnify the Procuring

Entity against all third-party



/clarified

and/or indemnify the Procuring

Entity against all third-party

claims of infringement of patent,

trademark, or industrial design

rights arising from use of the

Goods or any part thereof.

…”

claims of infringement of patent,

trademark, or industrial design

rights arising from use of the

Goods or any part thereof.

…”

GCC

Clause 11.1, page 90

In accordance with Clause 4,

Annex D of 2016 Revised IRR of

RA 9184 as amended

Memorandum Order No. 15, s.

2011, upon submission of

irrevocable letter of credit or

bank guarantee issued by a

Universal or Commercial Bank,

advance payment not to exceed

fifteen percent (15%) of the

contract amount shall be allowed

and paid within sixty (60)

calendar days from signing of the

contract. The irrevocable letter of

credit or bank guarantee must

be for an equivalent amount,

shall remain valid until the goods

are delivered, accompanied by a

claim for advance payment.

The remaining balance of the Contract Price shall be paid to the Service Provider upon complete delivery of the requirement per lot shall be paid to the Service Provider within sixty (60) days after the date of acceptance of the Goods at the Project Site and upon submission of the documents (i) to (vii) specified in SCC for GCC Clause 6.2.

First paragraph is hereby revised, to wit; Memorandum No. 15, s. 2011, amending No. 4.5 of Annex “D” of the revised IRR of RA 9184 provides that upon submission of irrevocable letter of credit or bank guarantee issued by a Universal or Commercial Bank, advance payment not to exceed fifteen percent (15%) of the contract amount shall be allowed and paid within sixty (60) calendar days from signing of the contract. The irrevocable letter of credit or bank guarantee must be for an equivalent amount, shall remain valid until the goods are delivered, accompanied by a claim for advance payment.

Omit second paragraph which states: The remaining balance of the Contract Price shall be paid to the Service Provider upon complete delivery of the requirement per lot shall be paid to the Service Provider within sixty (60) days after the date of acceptance of the Goods at the Project Site and upon submission of the documents (i) to (vii) specified in SCC for GCC Clause 6.2.



/clarified


The inspections and tests that will be conducted are:

1. The Procuring Entity shall have the option to conduct pre-delivery inspection(s) at

points of delivery or at Service Provider s premises.

2. Complete Goods/Services shall be inspected and/or tested by the Procuring Entity or its authorized representatives at the time and date of deliveries to project site(s). Goods/services delivered with defect/s or non-compliant with the required specifications shall be rejected by the Procuring Entity and

replaced by the Service Provider.

3. The Procuring Entity shall

have the option to inspect

Service Provider’s premises

covered by the contract to

monitor and assess Service

Provider’s capacity to discharge

its contractual obligations to the

Procuring Entity.

Omit the whole provision which states: The inspections and tests that will be conducted are:

1. The Procuring Entity shall have the option to conduct pre-delivery inspection(s) at points

of delivery or at Service Provider s

premises.

2. Complete Goods/Services shall

be inspected and/or tested by the Procuring Entity or its authorized representatives at the time and date of deliveries to project site(s). Goods/services delivered with defect/s or non-compliant with the required specifications shall be rejected by the Procuring Entity and replaced by the

Service Provider.

3. The Procuring Entity shall

have the option to inspect Service Provider’s premises covered by the

contract to monitor and assess

Service Provider’s capacity to

discharge its contractual obligations to the Procuring Entity.


No Provision for GCC Clause

20.4

Add Provision for GCC Clause 20.4 which states: In the case of a dispute between DEPED and the Service Provider, the dispute shall be resolved in accordance with Republic Act 9285 (“R.A. 9285”), otherwise known as the “Alternative Dispute Resolution Act of 2004.”


IV. Section VI. Schedule of Requirements


/clarified

Item A. List/Description of Goods/ Services, Column for Delivery Period page 94

The service provider shall start services within seven (7) calendar days upon acceptance of the Notice to Proceed and shall render within one (1) year or upon full utilization of the approved contract amount for the project.

The service provider shall start services within seven (7) calendar days upon acceptance of the Notice to Proceed and shall render within one (1) year or upon full utilization of the approved contract amount for the project. Additional provision: ***The schedule of repair shall start on the first quarter of the year as per attached list.

Item B. Delivery Schedule, page 94

Complete delivery and comprehensive repair of vehicles shall be made within the contract duration stipulated above, from the date of receipt of the Notice to Proceed (NTP) by the Service

Provider or the date provided for such purpose indicated in the NTP.

Complete delivery and comprehensive repair of vehicles shall be made within the contract duration stipulated above, from the date of receipt of the Notice to Proceed (NTP) by the Service Provider or the date provided for such purpose indicated in the NTP. All vehicles included in the list of requirements shall be subject to initial check-up/pre-inspection on the first quarter of the year. Those vehicles perceived for major repairs are priority on the schedule of repair. Schedule of repair shall start on the date after the conduct of inspection. Vehicles for preventive maintenance/tune up shall be two (2) times of the calendar year, i.e., May 2020 and October 2020.


V. Section VII. Technical Specifications


/clarified

Item VIII. Manner of Payment, 2

The method and condition of

payment to be made to the Service

Provider through the Government

disbursement procedure within

sixty (60) days from the

submission of documents under

this Contract / PO shall be as

follows:

After the conduct of repair and

preventive maintenance and

submission of applicable

documents: Amount of the

services rendered within three (3)

Months or Quarterly Basis.

1.Payment shall be made upon

the satisfactory performance and

completion of the repair and

maintenance of the service vehicles. The Service Provider

shall account for actual services

completed monthly as set forth

below: a. Billing: Service Provider shall

send bill DepEd-GSD directly, for

all services performed. Each shall

be charged to a specific vehicle

b. Billing Rates: Labor, Parts and Lubricants. End User (EU) shall

pay within 30 days of the receipt

of proper monthly billing

List of

Vehicles

Service Requirements

(Repairs) for

Diesel Engine,

Column for

Hyundai

Starex, Page 107

Hyundai Starex (SKP-701) only

require repairs of the fuel injector

1set/change oil and inner door

handle mechanism.

Repair of Hyundai Starex van is

not limited to replacement of fuel

injector and handle mechanism

and 1-time change oil activity,

considering that said van is no longer covered under warranty

period. This will also include, but

not limited to repair of

transmission assembly

VI. Section VIII. Bidding Forms, Price Schedule (For Services Offered From Within the Philippines) Page 117

The other provisions for Price Schedule are hereby revised, to wit;

1 2 3 4 5 6 7 8 9 10 Item Description Type of

Engine No. of

Vehicle units

Labor/ Service Cost

Transportation and Insurance and all

other costs incidental to delivery, per unit

Sales and other taxes payable if

Contract is awarded, per unit

Cost of Incidental Services, if

applicable, per unit

Total Price, per unit

(col 5+6+7+8)

Total Price delivered Final

Destination (col 9) x (col 4)

1

Procurement of Service Provider for the Comprehensive Repair and Maintenance of DepEd Vehicles

Diesel engine vehicles

22 units

Gasoline engine

vehicles 9 units

TOTAL

* ** The Bidder shall also provide a Breakdown of Cost per Vehicle Unit. Any format will

suffice for as long as the details are present to arrive at the Total Price.

Authorized Expenditure: Total expenditures for services performed shall not exceed

Php125,000.00 each, for 29 units of service vehicle; and Php150,000.00 each for two

(2) units of Hyundai County buses


All other provisions not herein modified shall remain in full force and effect.

For your information and guidance.

FOR THE BIDS AND AWARDS COMMITTEE V

(SGD)

RAMON FIEL G. ABCEDE Director IV, OIC, Office of the Assistant Secretary for Finance and Chairperson

mcaagbay / Bid Bulletin No. 1 12