Department Of Human Settlements And Urban Development Tender

Description Request For Quotation Rfq-dhsudncr-24-005 General Repairs And Maintenance Services Of 3-unit Toyota Innova And 1-unit Toyota Hilux For The Fiscal Year 2025 Pursuant To Section 53.9 (small Value Procurement) Of The 2016 Revised Implementing Rules And Regulations (irr) Of Republic Act (ra) No. 9184, The Department Of Human Settlements And Urban Development – National Capital Region (dhsud – Ncr) Would Like To Invite Your Company To Submit Quote Or Proposal For The Procurement Of General Repairs And Maintenance Services Of 3-unit Toyota Innova And 1-unit Toyota Hilux For The Fiscal Year 2025 The Approved Budget For The Contract (abc) Is One Hundred Seventy Thousand Pesos (p170,000.00), Inclusive Of All Existing And Appropriate Government Taxes And Charges. The Technical Specifications For The Said Procurement Items Are As Follows: Item No. Item Description Quantity 1 See Attached Terms Of Reference On Pg 3-5 4 Terms And Conditions: 1. Interested Bidders Must Submit An E-copy Of The Documentary Requirements Listed Below Along With The Proposal/quotation; 2. Price Quotation/s, To Be Denominated In Philippine Peso Shall Include All Taxes, Duties And/or Levies Payable; 3. The Item/s Shall Be Delivered According To The Requirements Specified In The Technical Specifications; 4. In Case Two Or More Bidders Are Determined To Have Submitted The Lowest Calculated And Responsive Bid, The Department Shall Adopt And Employ “draw Lots” As The Tie-breaking Method To Finally Determine The Single Winning Provider In Accordance With Gppb Circular 06-2005. 5. Quotations Exceeding The Approved Budget For The Contract Shall Be Rejected; 6. Award Of Contract Shall Be Made To The Lowest Quotation (for Goods And Infrastructure) Or, The Highest- Rated Offer (for Consulting Services) Which Complies With The Minimum Technical Specifications And Other Terms And Conditions Stated Herein. 7. Any Interlineations, Erasures, Or Overwriting Shall Be Valid Only If They Are Signed Or Initialed By You Or Any Of Your Duly Authorized Representative/s. 8. The Department Shall Have The Right To Inspect The Item/s To Check Its Conformity With The Required Minimum Technical Specifications; 9. Payment Shall Be Made Upon Completion Of Services And Upon Submission Of The Supporting Documents For Processing Of Payment (e.g., Delivery Receipt, Sales Invoice, Billing Statement, Warranty Certificate If Applicable, And Other Documents As May Be Required In The Technical Specifications); Please Note That The Corresponding Bank Transfer Fee, If Any, Shall Be Chargeable To The Account Of The Supplier, Contractor, Or Consultant. 10. Issuance Of Official Receipts (or) Or Sales Invoice (si) In The Name Of The Department Of Human Settlements And Urban Development – Ncr (dhsud - Ncr) Is Mandatory. The Supplier Shall Bear The Cost Of Mailing The Ors Or Sis. The Supplier Shall Be Responsible For Bearing Any Bank Charges And/or Service Charges That May Be Incurred By The Department In Case Of Payment Requests Via Check Deposit; Supporting Documents: 1. Philgeps Registration Number / Certificate Of Philgeps Membership; 2. Mayor’s Permit/business Permit; (note: In Case The Permit Has Recently Expired, Please Submit The Old Permit And Attach The Official Receipt For The Renewal Application Thereof.) 3. Bir 2303 Certificate Of Registration. 4. Tax Clearance 5. Signed Omnibus Sworn Statement (oss) Note: Notarized Omnibus Sworn Statement (oss) Shall Be Submitted By The Lcrb Or Scrb Prior To The Processing Of Payment. If The Authorized Representative Listed On The Reply Slip Is Not The Same Person Who Executed The Omnibus Sworn Statement (oss) Kindly Attach A Copy Of The Notarized Special Power Of Attorney (spa) Together With The Valid Government-issued Identification Card Of Both Signatories. Supporting Documents To Be Attached In The Notarized Oss (as May Be Applicable): For Sole Proprietorships – Dti Business Name Registration; For Partnerships Or Corporations - A Notarized Special Power Of Attorney, Or A Notarized Secretary’s Certificate, Whichever Is Applicable 6. Latest Income/business Tax Return Instructions: 1. Accomplish This Rfq Correctly And Accurately. 2. Do Not Alter The Contents Of This Form In Any Way. 3. Technical Specifications Are Mandatory. Failure To Comply With Any Of The Mandatory Requirements Will Disqualify Your Quotation. 4. Failure To Follow These Instructions Will Disqualify Your Entire Quotation. Your Quotation Or Bid Proposal Must Be Submitted Together With The Attached Reply Slip And Documentary Requirements Listed On Page 2 Of This Rfq, On Or Before 10:00h 09 January 2025 Either Through Personal Delivery To Administrative And Finance Division – Procurement Unit Located At The 5th Floor, Dhsud Building, Kalayaan Avenue Corner Mayaman Street, Diliman, Quezon City Or Via Email Address Jay.cariaga@dhsud.gov.ph The Dhsud - Ncr Bids And Awards Committee (bac) Will Recommend The Award Of The Contract To The Dhsud - Ncr Head Of The Procuring Entity (hope) Of A Bidder With The Single/lowest Calculated Responsive Bid (scrb/lcrb) Pursuant To Section 37.1.1 Of The 2016 Revised Irr Of Ra 9184. The Dhsud - Ncr Reserves The Right To Reject Any And All Quotations/bids, To Annul The Procurement Process, Declare A Failure Of Bidding, To Reject All Quotations/bids At Any Time Prior To Contract Award, Or Not To Award The Contract, Without Thereby Incurring Any Liability To The Affected Bidder/s, And To Accept Only The Offer That Is Most Advantageous To The Government Pursuant To Sec. 41 Of The 2016 Revised Irr Of Ra 9184. For More Details, Please Email Us Or Contact Mr. Jay Michael R. Cariaga At Viber Number +639929369300. (original Signed) Maria Remelyn Sanchez Officer-in-charge, Administrative And Finance Division Terms Of Reference General Repairs And Maintenance Services Of 3-unit Toyota Innova And 1-unit Toyota Hilux For The Fiscal Year 2025 1. Background The Department Of Human Settlements And Urban Development – National Capital Region Act As The Primary National Government Entity Responsible For The Management Of Housing, Human Settlement And Urban Development Within The National Capital Region. In Order To Effectively Carry Out The Mandated Functions, Operational And Administrative Requirements Of Dhsud-ncr, The Use And Availability Of Official Dhsud-ncr Motor Vehicles Is Essential. As Such, To Ensure Accountable And Judicious Use, Proper Upkeep, Maintenance, And Timely Repair Of Said Vehicles, The Dhsud-ncr Intends To Engage A Service Provider For The Provision Of General Repair And Maintenance Services, Including The Supply And Installation Of Spare Parts, For The Dhsud-ncr Motor Vehicles. 2. Approved Budget For The Contract (abc) The Approved Budget For The Contract (abc) Is One Hundred Seventy Thousand Pesos Only (p170,000.00), Inclusive Of All Existing And Appropriate Government Taxes And Charges. Works Due To Unforeseen Damage And Defective Parts Shall Not Form Part Of The Abc. Costs For Labor, Parts And Materials Included Therein Shall Require A Separate Sales/service Invoice, Billing Statement Or Statement Of Account To Facilitate Payment To The Service Provider. 3. Scope Of Services Provide Job Estimate/checklist Report Prior To Commencement Of The Preventive Maintenance Service (pms) Or Repair Works Subject To The Approval Of An Authorized Representative Of Dhsud-ncr Through Its General Services Unit, Administrative And Finance Division. Perform The Necessary But Not Limited To The Following Services Prescribed Below: • Replace Strainer Fuel • Replace Fuel Filter • Replace Drain Plug Washer • Lubricate All Door Hinges And Windows • Top-up All Fluids • Replace Gasket Drain • Provide Gas Injector Cleaner • Provide Fuel Drier • Provide Oil Conditioner • Provide Nitrogen Tire Pressure • Replace Serpentine Belt • Replace/maintain Levels Of Other Oils And Filters As Needed • Check Engine System • Check Transmission System • Check Battery Condition And Replacement • Check All Components Of Brake System • Check All Tire Condition (including Spare Tire) And Replacement • Provide Vulcanization Service • Check All Components Of Suspension System • Adjust/replace/provide Parts And Components As Needed • Provide Necessary Tools And Materials To Complete The Works • Provide Other Vehicle Repair And Maintenance Service Vehicle Plate Number Toyota Innova 2.5 E Dsl 2013 Mt Sky 693 Toyota Innova 2.5 J Dsl 2013 Mt Skr 833 Toyota Innova 2.5 E Dsl 2005 Mt Shl 868 Toyota Hilux Snd9008/ln366a 4. Responsibilities Of The Service Provider (sp) • The Sp Must Have Service Centers Located Within 5.5km-radius From The Dhsud Building In Quezon City. • At Least One (1) Service Adviser Or One (1) Sales Adviser Must Be Available As The Need Arises To Attend To The Concerns Of Dhsud-ncr. • Availability Of The Service Centers From 8:00 Am To 5:00 Pm Daily. • Necessary Spare Parts, Materials, Tools, Manpower And Equipment To Carry Out The Necessary Pms Works. • Safekeeping Of Dhsud-ncr Motor Vehicles During Pms At The Service Center. • Maintain Strict Control Of All Accountable Documents. This Includes Logs And Registers Required By Dhsud-ncr. These Documents Will Be Made Available To Dhsud-ncr Upon Request. Each Vehicle Should Have A File And History Records. • The Sp Shall Supply And Install Genuine Service Parts And Materials Conforming To The Standards For The Specific Motor Vehicle And Always Ensure Availability Of Said Items. • The Sp Shall Only Use Fully Synthetic Engine Oil Or Recommended Standard Engine Oil As Prescribed By The Manufacturer. • The Sp Shall Return All The Waste Materials Being Removed/replaced From Dhsud-ncr Motor Vehicles. • The Sp Shall Ensure The Recommended Level Of All Fluids And Lubricants Replenishment Fluids / Lubricants To Include; Engine Oils, Transmission, Brake And Hydraulic Fluids, Gear Lubricants, And Coolants That Meet The Standards Set Forth By The Authorized Dealer For The Motor Vehicle. • Original Equipment Manufacturer (“oem”), Commercially Purchased Or Built Parts May Be Used If The Parts Match Or Exceed That Of Its Equivalent Genuine Spare Parts After Receiving Approval From An Authorized Representative Dhsud-ncr Through Its General Services Unit. • Provide Service Billing/billing Statement/statement Of Account Indicating Guaranty/warranty Cover And Official Receipt For Every Pms Accomplished By The Sp (inclusive Of Government Taxes). • In Case Of Services Not Covered By This Section, Separate Sales/service Invoice, Billing Statement And/or Statement Of Account And Official Receipt Shall Be Issued By The Sp. • Provide Recommendation And Post-inspection Report After Pms And Repair Done By The Sp In Preparation For The Next Schedule. 5. Responsibilities Of Department Of Human Settlements And Urban Development – Ncr (dhsud – Ncr) • The Amount Billed Shall Be Paid Within 15 Days To 30 Days From The Receipt Of The Statement Of Account Subject To Submission Of Required Supporting Documents. • Bir Form 2307 Pertaining To Taxes Withheld Shall Be Issued For Each Payment Made. • Mode Of Payment Shall Be Auto Debit Arrangement, If Available.