Department Of Agriculture Tender

Description Invitation To Bid For The Procurement Of Janitorial Services (january To December) Under Various Programs Fy 2025 1. The Department Of Agriculture Regional Field Office Iva Through The Various Program Intends To Apply The Sum Of Three Million Sixty-three Thousand Six Hundred Forty-two Pesos And 24/100 (ᵽ 3,063,642.24) Being The Approved Budget For The Contract (abc) To Payments Under The Contract For The "procurement Of Janitorial Services (january To December) Under Various Programs Fy 2025" With Project Identification No.: Itb-2025-10-044. Bids Received In Excess Of The Abc Shall Be Automatically Rejected At Bid Opening. 2. The Department Of Agriculture Regional Field Office Iva Now Invites Bids For The Above Procurement Project. Quantity Unit Item Description Total Cost Janitorial Services (january 1 To December 31, 2025) 3,063,642.24 Breakdown 2 Janitors Da Rfo Iv-a, Rmic Bldg., Bpi Compd., Visayas Ave., Quezon City (satellite Office) – 29,746.72 Per Janitor Per Month X 12 Months 713,921.28 4 Janitors Da Rfo Iv-a, Lares Compd., Marauoy, Lipa City, Batangas (regional Office) – 24,476.26 Per Janitor Per Month X 12 Months 1,174,860.48 1 Janitor Da Rcpc - Lipa City, Batangas - 24,476.26 Per Janitor Per Month X 12 Months 293,715.12 1 Janitor Da Rsl - Lipa City, Batangas - 24,476.26 Per Janitor Per Month X 12 Months 293,715.12 1 Janitor Da Raddl - Lipa City, Batangas - 24,476.26 Per Janitor Per Month X 12 Months 293,715.12 1 Janitor Da Rafl - Lipa City, Batangas - 24,476.26 Per Janitor Per Month X 12 Months 293,715.12 Terms Of Reference Project: Provision Of Janitorial Services For Da Rfo Iv-a (calabarzon) Regional Field Office And Other Research Facilities For A Period Of One Year (january To December 2025) Location: Department Of Agriculture Regional Field Office No. Iv-a (calabarzon) Lares Compound, Maraouy, Lipa City, Batangas Department Of Agriculture Regional Field Office No. Iv-a (calabarzon) – Satellite Office Rmic Bldg., Bpi Compound, Visayas Ave., Quezon City Da – Regional Crop Protection Center (rcpc) Marauoy, Lipa City, Batangas Da – Raddl Maraouy, Lipa City, Batangas Da – Regional Soil Laboratory Maraouy, Lipa City, Batangas Da – Regional Feed Laboratory Maraouy, Lipa City, Batangas Approved Budget For The Contract: Php 3,063,642.24 A. Background The Department Of Agriculture, Regional Field Office No. Iv-a (calabarzon), And Other Research Facilities Mentioned Above Are Seeking Service Provider That Can Provide Office Cleaning & Janitorial Services. The Purpose Of The Bidding Is To Conclude A Long-term Agreement (lta) With A Professional Service Provider For The Provision Of Comprehensive Cleaning Services. The Successful Proposers Shall Be Contracted For An Initial Period Of 1 (one) Year, With The Possibility Of Contract Renewal For Another One Year Subject To Satisfactory Contract Performance And Funds Availability. Department Of Agriculture Rfo Iv-a Wishes To Receive Proposals From Firms With The Ability To Provide High Quality And Comprehensive Cleaning Services As Per Terms Of Reference (tor). B. General Conditions 1. Scope Of Works 1.1. The Contractor Shall Provide Cleaning Services To All Offices, Server/printer Room, Corridors, Toilets, Conference Room (s) Including The Kitchen Areas, All Internal Glass Panels, Windows (internal/external), Doors And Cabinets. The Office Premises Details Are As Follows: 1.2. All Personnel (including A Supervisor/team Leader), Equipment And Cleaning Materials (including Garbage Bags) Are To Be Provided By The Company. 1.3. Attention Should Be Given To The Presentation Of The Company Personnel. All Personnel Are To Be Dressed In Company Uniforms And Name And Identification Badges Are To Be Supplied By The Contractor. The Company Is To Ensure That All Personnel Assigned To The Agency, Their Contact Details And Police Clearance Are Supplied To The Administrative Unit Upon Contract Commencement And Regular Updates Provided On Any Personnel Changes. 1.4. Cleaning Of The Building Interior All Work Should Be Undertaken In Accordance With Recognized Best Practice In The Industry And With Locally Applicable Health And Safety Standards. The Contractor Is Responsible For The Maintenance Of The Minimum Standards Of Cleaning And Performance Quality Set Forth In This Document, Regardless Of The Staff Absences Due To Sickness Or Holidays. The Surface Of The Floor Must Be Completely Free Of Dust, Stains, Paint, Stripes, Shoe Marks, Anything Spilt And Any Other Blemish That Can Be Removed With Standard Industry Techniques. Any Defects Noticed By Cleaners Must Be Registered And Reported To The Client Cleaning Supervisor So That The Necessary Repairs Can Be Made. 2. Schedule Of Services 2.1. Office Cleaning Should Take Place On Weekdays, Monday To Friday, Between The Hours Of 07:00am - 05:00pm Including Lobby And Surrounding Premises. No Changes In The Agreed Days Or Time Can Be Made Without Prior Clearance. 2.2. Contracted Staff Should Be Available For 10.00 Hours Per Day (07:00 – 17:00hrs) With 30 Minutes’ Break. 3. Cleaning Services 3.1. Offices: Daily: • All Rubbish Bins And Plastic Bags Emptied And The Bag Replaced. • Horizontal Surfaces That Are Clear Of Obstructions Should Be Dusted Or Vacuum Cleaned • Visible Dirt, Shoe Marks Should Be Vacuumed, Cleaned Or Washed From Floor Surfaces. Weekly: • Carpets/linoleum Vacuum Cleaned And Washed From Wall To Wall Including Moving Any Chairs Or Other Easily Moved Obstructions, • Vertical Free Areas Cleaned To Remove Dust, Cobwebs And Visible Dirt. • Lamps, Pictures, Closets, Phones, Doors (including Handles) And Frames, Chair Legs, Ceiling Lamps, • Window Sills Dusted Or Cleaned As Necessary To Remove Visible Dirt. • Banisters In Stairwells Dusted And Wiped Clean, • The Upholstered Furniture Vacuum Cleaned, • The Doors, Glass Panels, The Skirting Boards, Shelves, And The Radiators Dusted Or Wiped Clean As Necessary To Remove Visible Dirt 3.2. Toilets: Daily: • All Sanitary-ware (washbasins, Wc Pans) And Mirrors Cleaned To Remove All Traces Of Visible Dirt. • Garbage Bin Emptied, Floors Washed To Remove All Traces Of Visible Dirt. • Toilet Consumables (toilet Paper, Paper Hand Towels And Liquid Soap) Re-stocked, • Complete Cleaning Of All Sanitary Elements Including The Removal Of All Stains And Scale, • Toilets Should Be Checked Every 01 Hour For All Of The Above And Assigning Check Sheet Be Used, Weekly • Walls And Doors Cleaned / Washed, • Wc Pans And Urine Pans-thoroughly Cleaned To Remove All Traces Of Chalk And Stains, 3.3. Reception/lobby: Daily: • Horizontal Surfaces That Are Clear Of Obstructions Wiped Off Or Vacuum Cleaned, • Floors Vacuumed Cleaned Or Washed To Remove All Traces Of Visible Dirt And Shoe Marks Weekly: • Floors Vacuum Cleaned And Washed, From Wall To Wall, A Minimum Of Once Per Week. 3.4. Conference Halls/ Meeting Rooms: Daily: • Floor / Horizontal Surfaces That Are Clear Of Obstructions Should Be Washed Or Vacuum Cleaned As Necessary To Remove All Traces Of Visible Dirt Weekly: • Once A Week, As A Minimum, Vacuumed Cleaned From Wall To Wall Once, Moving Chairs As Necessary. 4. Equipment And Consumables The Contractor Shall Make Available, At Its Own Cost, All Necessary Equipment, Machinery And Materials Required To Adequately Perform The Services Including But Not Limited To: • Vacuum Cleaners With Clean Air Filter • Rubbish Carts • Dusters, Brooms, Brushes, Buckets And Mops • Quality Consumables For Cleaning Such As Chemical Liquid, Detergents And Cleansing Material (perfumed) For The Cleaning Of Office Equipment (photocopiers, Fax Machines, Computers, Printers, Scanners, Office Furniture, Glass Top, Glass Panes Etc.) 5. Minimum Equipment And Supplies And Materials Requirements The Contractor Shall Provide The Following Necessary Tools, Equipment And Supplies/materials: Equipment 1. Floor Polisher 2 Units 2. Vacuum Cleaner 2 Units Janitorial Supplies Monthly Delivery (for Twelve (12) Months): 1. Multipurpose Disinfectant Concentrate 4 Gallons 2. Toilet Bowl Cleaner 4 Gallons 3. Bathroom Deodorizer With Holder 20 Pcs. (100 Grams) 4. Anti Bacterial Liquid Hand Soap 5 Gallons 5. Powder Detergent 10 Kilograms 6. Scrubbing Pads/scotch Brite 10 Packs (3pcs./pack) 7. Garbage Bag, Xl (10pcs./roll) 30 Rolls 8. Garbage Bag Medium (10pcs./roll) 30 Rolls 9. Cleaning Rags 3 Kgs. 10. Tissue Rolls (12 Rolls/pack) 9 Packs 11. Jumbo Roll Bathroom Tissue 2 Rolls Quarterly Delivery: 1. Soft Broom 10 Pcs. 2. Stick Broom 10 Pcs. 3. Micro Fiber Mop Head Refill 10 Pcs. Semi-annual Delivery: 1. Stripping Pad 4 Pcs. 2. Push Brush 10 Pcs. 3. Hand Brush 10 Pcs. 4. Toilet Bowl Pump 10 Pcs. 5. Spray Gun 10 Pcs. 6. Dust Pan 10 Pcs. 7. Toilet Bowl Brush 10 Pcs. Annual Delivery 1. 360o Rotating Mop Head With 10 Units Spin-dry Mechanism 2. Plastic Pail 10 Pcs. 3. Glass Squeezer, Adjustable 10 Pcs. 6. Requirements For Contractor's Staff And Labour 6.1. Uniform The Contractor Shall Provide Uniforms For Each Person, Should Mainly Consist Of: Two Sets Of Shirts And Two Pairs Of Trousers. 6.2. Staff Benefits • Social Security, Medical And Life Insurance Coverage: It Is Responsibility Of The Contractor To Ensure Compliance With National Legislation With Regards To Social Security And Medical Insurance Coverage For Their Employees As Per The Government Prescribed Rates. The Firm Will Advise In Their Technical Proposal That As To When They Would Be Able To Present Evidence To That Effect After Signing Of The Contract In Case They Are Declared Successful. • Medical Leave Entitlement As Per Company’s Policy The Company Must Provide The Details Of Staff Benefits In Their Technical Proposal 6.3. Staff Entitlements • Salary Package: The Contractor Will Provide A Complete Breakdown Of The Salary Of The Staff In The Financial Proposal Which Should Reflect All Components Of The Salary Payable To The Contractual Staff By Category. The Monthly Take Home Salary Should Be In Accordance With The National Legislation Of Tunisia For Similar Services. The Monthly Take Home Should Be Exclusive Of Insurance, Medical, Uniform And Transportation Charges. The Cost Should Be Incorporated In The Management Fee Of The Contractor. • The Contractor Will Be Bound To Submit Evidence Of The Provision Of Social Security Coverage, Medical Insurance And Enrolment Within 90 Days After Award Of The Contract. 7. Safety And Security The Contractual Staff Will Be Working In The Offices Before Or After Office Hours For The Cleaning Office Space. The Contractor Will Have To Provide Security Clearance/ Character Certificate From Local Police Authorities Of All Staff Selected To Deliver Services At The Agencies. 8. Qualifications For Contractor 8.1. Track Record • Proven Track Record In Rendering Satisfactory Services And Have Been Engaged In The Business For The Past 10 Years • Financially Sound Stable, Evidence By Authentic Financial Statements For The Past Two Years Of Operation 8.2. Personnel Requirements • Must Be A Filipino Citizen • With At Least High School Level Of Education • Physically And Mentally Fit (medical Certificate And Psychological Test Result) • Janitors: Not Less Than 21 Years Old Supervisor: At Least 35 Years Old • No Prior Record Of Conviction Or Pending Criminal Case. Submission Of A Photocopy Of Nbi Or Pnp Clearance Is Required • Duly Trained And Skilled To Functions As Janitorial Personnel C. Other Terms And Conditions 1. All Bid Prices For One (1) Year Duration Shall Be Fixed And Shall Not Be Adjusted During Contract Implementation, Except For The Following: • Increase In Minimum Daily Wage Pursuant To Law Or New Wage Order Issued After Date Of Bidding; • Increase In Taxes; • If During The Term Of The Contract The Da Rfo Iv-a Sees The Need To Add Or Reduce The Number Of Janitors/personnel, The Resulting Cost Of Said Addition Or Reduction, Provided That The Abc For The Relevant Year Is Not Exceeded. 2. The Service Provider Shall Make Prompt Payment To All Its Personnel Such Remuneration And Benefits In Accordance With Existing Minimum Wage Rates, And Shall Make Timely And Immediate Remittances Of All Amounts Due To Sss/philhealth/pag-ibig. 3. To Ensure The Religious Implementation Of The Above Condition, The Service Provider Shall Submit A Certificate Of Bank Deposit Upon Receipt Of The Notice To Proceed, Equivalent To One Half (1/2) Of The Total Monthly Billing Less Agency Charges Based On His Submitted Financial Proposal. Said Deposit Shall Be Used To Pay The Salaries Of The Security Guards Every Payroll Period And Renewed Or Replenished Prior Subsequent Billings. Evidence Of Renewal Or Replenishment Of Deposit Such As Deposit Slips, Etc., Shall Be Attached To The Subsequent Billings As Proof That It Has Complied With The Requirement. 4. Payment Shall Be Made On Monthly Basis Upon Submission Of Claim For Payment Supported By The Statement Of Account For The Services Rendered By The Service Provider, Properly Accomplished Daily Time Records (dtr), Summary Of Dtr And Other Supporting Documents Subject For Accounting Rules And Regulations. 5. Da Rfo Iv-a Shall Have The Sole Option To Cancel/terminate The Contract At Any Time For Violation Of Any Terms And Conditions Thereof And/or If, In Its Judgement, The Service That Has Been Rendered Is Substandard And/or Unsatisfactory. The Service Provider Shall Maintain Satisfactory Level Of Performance Throughout The Term Of The Contract Based On The Following Performance Criteria: (i) Quality Of Service Delivered, (ii) Time Management, (iii) Management And Suitability Of Personnel And (iv) Submission Of Regular Progress Report. Delivery Of The Goods Is Required Within Janaury 1 To December 31, 2025 Upon Receipt Of Notice To Proceed. Bidders Should Have Completed, Within Two (2) Years From The Date Of Submission And Receipt Of Bids, A Contract Similar To The Project. The Description Of An Eligible Bidder Is Contained In The Bidding Documents, Particularly, In Section Ii (instructions To Bidders). 3. Bidding Will Be Conducted Through Open Competitive Bidding Procedures Using A Nondiscretionary “pass/fail” Criterion As Specified In The 2016 Revised Implementing Rules And Regulations (irr) Of Republic Act (ra) 9184. A. 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 No. 5183. 4. Prospective Bidders May Obtain Further Information From Department Of Agriculture Regional Field Office Iva, 8:00 Am To 3:00 Pm Mondays Thru Thursdays Except On The Scheduled Time Of Pre-bid Conference And Inspect The Bidding Documents At The Address Given Below: Department Of Agriculture Regional Field Office Iv-a Bac Secretariat Office / Arturo R. Tanco Training Hall Lipa Agricultural Research And Experiment Station (lares) Bldg. Marauoy, Lipa City Batangas 5. A Complete Set Of Bidding Documents May Be Acquired By Interested Bidders On The Address Given Above Mondays Thru Thursdays 8:00 Am To 3:00 Pm Except On The Scheduled Time Of Pre-bid And Upon Payment Of The Applicable Fee For The Bidding Documents, Pursuant To The Latest Guidelines Issued By The Gppb, In The Amount Of Twenty Five Thousand Pesos (ᵽ25,000.00). The Procuring Entity Shall Allow The Bidder To Present Its Proof Of Payment For The Fees In Person, Or Through Electronic Means. 6. The Department Of Agriculture Regional Field Office Iva Will Hold A Pre-bid Conference On December 6, 2024 11:0 Am (bidders Must Be Present At The Venue One (1) Hour Before The Scheduled Bidding Activity. Time Schedule Is Subject To Adjustment Depending On The Flow Of Bidding Activity. Furthermore, Bidders Are Required To Provide Their Company Id And Another Valid Id, And Authorization Letter From The Company They Represent.) At Department Of Agriculture Regional Field Office Iv-a Stiarc Conference Room, Lipa Agricultural Research And Experiment Station (lares), Brgy. Marawoy, Lipa City, Batangas Which Shall Be Open To Prospective Bidders. 7. Bids Must Be Duly Received By The Bac Secretariat Through Manual Submission At The Office Address Indicated Below, Department Of Agriculture Regional Field Office Iv-a Stiarc Conference Room, Lipa Agricultural Research And Experiment Station (lares) Bldg. Marauoy, Lipa City Batangas On Or Before December 18, 2024 9:00 Am. Late Bids Shall Not Be Accepted. 8. All Bids Must Be Accompanied By A Bid Security In Any Of The Acceptable Forms And In The Amount Stated In Itb Clause 14. 9. Bid Opening Shall Be On December 18, 2024 11:00 Am (bidders Must Be Present At The Venue One (1) Hour Before The Scheduled Bidding Activity. Time Schedule Is Subject To Adjustment Depending On The Flow Of Bidding Activity. Furthermore, Bidders Are Required To Provide Their Company Id And Another Valid Id, And Authorization Letter From The Company They Represent.) At Department Of Agriculture Regional Field Office Iv-a Stiarc Conference Room, Lipa Agricultural Research And Experiment Station (lares), Brgy. Marawoy, Lipa City, Batangas. Bids Will Be Opened In The Presence Of The Bidders’ Representatives Who Choose To Attend The Activity. 10. The Department Of Agriculture Regional Field Office Iv-a Does Not Condone Any Form Of Solicitation On Any Prospective Winning And Losing Bidders By Any Of Our Staff/employees Or Any Other Party. Any Sort Of This Kind Shall Be Reported Immediately To The Office Of The Secretary Or The National Bureau Of Investigation (nbi) For Entrapment And Proper Investigation 11. The Department Of Agriculture Regional Field Office Iva Reserves The Right To Reject Any And All Bids, Declare A Failure Of Bidding, Or Not Award The Contract At Any Time Prior To Contract Award In Accordance With Sections 35.6 And 41 Of The 2016 Revised Irr Of Ra No. 9184, Without Thereby Incurring Any Liability To The Affected Bidder Or Bidders. 12. For Further Information, Please Refer To: Engr. Ernie N. Rabusa Chairperson, Bids And Awards Committee Secretariat Department Of Agriculture Regional Field Office Iv-a Lipa Agricultural Research And Experiment Station (lares), Brgy. Marawoy, Lipa City, Batangas Contact No.: (02) 8273-24-74 (local 4487) Email Address: Bacsecretariat@calabarzon.da.gov.ph 13. You May Visit The Following Websites: For Downloading Of Bidding Documents: [https://notices.philgeps.gov.ph; Https://calabarzon.da.gov.ph/invitation-to-bid-page/] Date Of Issue: November 28, 2024 _____________________________________ (sgd) Engr. Romelo F. Reyes Chairperson, Bids And Awards Committee