BUREAU OF THE TREASURY REGION IVB Tender

Description Term Of Reference Procuring Entity: Bureau Of The Treasury Mimaropa Region Procurement Of Lease Contract For One (1) Year Rental Of Office Space For The Bureau Of The Treasury Oriental Mindoro Provincial Treasury Office Station: Dbp Building Roxas Drive, Barangay Sto. Nino Calapan, Oriental Mindoro 1. Project Title The Btr Oriental Mindoro Provincial Office Is Seeking To Procure A Suitable Office Space For Its Operations In The Province. The Requirements And Procedures Needed For The Procurement Of Lease Will Be Outlined In Detail To Be Able To Acquire Office Space For The Provincial Office, Exceptionally Worthy For Transfer. 2. Background The Need To Procure New Office Space Arises From Several Factors That Somehow Affect The Operations Of The Provincial Office On Its Current Location. Considerably, The Procurement Is Necessary To Sustain The Bureau’s Commitment To Enhance Efficiency, Accommodate Growth, And Optimize The Working Environment For Its Personnel And Stakeholders. This Tor Will Provide An Overview Of The Factors Necessitating The Procurement Of A New Office Space. For Almost 20 Years, The Provincial Treasury Office Of Btr Oriental Mindoro Has Been Located At Dbp Building, Roxas Drive, Barangay Sto. Nino, Calapan City. However, Due To The High Cost Of Rental At Dbp, Transfer Of Office Is Now Being Considered. . Also, The Existing Premises Is Now Inadequate To Support The Evolving Needs And Functions Of The Pto. Among The Limitations We Considered Are As Follows: 1. The Existing Office Space Has Become Crowded, With The Additions Of Office Equipment And Various Documents, Resulting An Inadequate Workspace For The Staff. This Kind Of Environment Will Negatively Affect Productivity And Overall Work Satisfaction. 2. The Provincial Office Has Gradually Increased The Number Of Personnel Particularly Gips And Ojts From Different Colleges And Universities. The Current Office Space Lacks The Capacity To Accommodate This Growth Which May Lead To Operational Challenges. 3. The Dual-purpose Use Of The Conference Area As A Dining Space Often Causes Inconvenience For Those Using The Conference Facilities. 3. Agency Budget Estimate The Bureau Of The Treasury, Through The General Appropriations Act, Intends To Apply The Sum Of Five Hundred Forty Thousand Pesos Only (₱540,000.00), Inclusive Of All Applicable Taxes, Being The Approved Budget For The Contract (abc) For The Procurement Of Lease Of Office Space For Btr Oriental Mindoro Provincial Office. 4. Scope And Project Requirements 4.1. Office Space Requirement A. Location: The Office Space Should Be Situated In A Convenient And Accessible Location Within Calapan City, Oriental Mindoro. B. Assessment – The Office Space Should Provide Adequate Space For The Work Area Of All The Personnel And The Whole Office Operation, C. Proposal Evaluation – Evaluate Proposal Based On Predefined Criteria, Including Factors Such As Location, Size, Layout, Cost And Compliance With The Bureau’s Need D. Infrastructure: The Office Space Should Be Equipped With The Essential Infrastructure, Including Power Supply, Internet Connectivity And Necessary Amenities. 4.2 Requirement Of The Proposed Project Procurement Project : Lease Contract For One (1) Year Rental Of Office Space Location : Calapan City, Oriental Mindoro Description : Floor Area Of At Least 100 Sqm Facilities/amenities: • Spacious Area For At Least 6 Individuals, Including Jos And Gips • Separate Area/room For The Provincial Head • Separate Comfort Room For Male And Female • Conference Room Or Meeting Area • Well-ventilated Pantry/kitchen Area • Pre-tiled Floorings • Well-ventilated Office With Sufficient Lighting • Readily Available Water And Electricity Supply • Availability Of Telephone Line Connectivity/facility • With Existing Air Conditioner Outlets • With Fire Exits (compliance To Fire Safety Code) • Available Space For A Storage Area • Sufficient Parking Area Approved Budget For The Contract (abc) : Five Hundred Forty Thousand Pesos Only (₱540,000.00) For Twelve Months, Inclusive Of All Applicable Taxes Delivery Period • Ready For Occupancy After The Signing Of Lease Of Contract Has Been Executed • After The Release Of Notice To Proceed (ntp) • By January 1, 2025 Others • Preferably Within The City Of Calapan, Strategically Located Near The Servicing Banks Of The Bureau • The Provider Must Be Philgeps Registered 6. Terms Of Payment For The Lease Contract Both Parties To Thoroughly Assess And Evaluate The Payment Terms Upon Signing Of The Lease Contract. Any Negotiated Changes And Additional Terms Should Be Documented In Writing As Lease Amendments Or Addendum To Ensure Clarity And Legal Validity. The Lease Agreement Shall Both Protect The Interest Of Both Parties. Among Other Matters, The Lease Contract Should Have Clear Undertakings Of The Following: A. Rent Amount – Clearly Specify The Monthly Or Annual Rentals Including Escalations, If Any B. Payment Frequency – Clearly Specify Payment Options Weather Monthly, Quarterly Or Annually C. Due Date – Specify The Due Date Of Rent Payments D. Late Payment Penalties – Outline Any Penalties Or Late Charges That Apply For Failure To Settle Rental Payments On Time. The Lease Should Specify The Amount Of Late Fees And The Grace Period, If Any E. Method Of Payment – Indicate The Acceptable Methods Of Payment, Such As Checks, Electronic Transfer, Or Other Means F. Rent Increase – Provisions For Rent Escalation During The Lease Term Should Be Clearly Specified G. Utilities And Additional Cost – Itemize Any Additional Charges For Utilities, Administrative And Other Maintenance Cost Such As Water, Electricity, Property Taxes, Insurance, Janitorial, And The Likes H. Renewal And Termination – Specify The Process And Notice Periods Required For Lease Renewal Or Termination, Including Any Penalties For Pre-termination Of The Contract I. Receipts – Describe The Need For The Owner To Provide Billing Notice On The Agreed Date And Provision Of Official Receipt For Each Payment Made To Incorporate The Terms Related To The Necessary Repairs Or Any Additional Installations Required, Such As, But Not Limited To, The Installation Of Walls And Doors, As Well As The Potential Inclusion Of Repair Costs In The Monthly Rental Amount. 7. Evaluation And Acceptance The Bureau Of The Treasury Reserves The Right To Evaluate The Completed Procurement And Accept It Based On Compliance With The Provided Specifications And Standards. Further, The Bureau Of The Treasury Provincial Office Reserves The Right To Reject Any Terms Deemed Unnecessary Or Disadvantageous To The Bureau, Without Thereby Incurring Any Liability To The Affected Provider/s.