DEPARTMENT OF TOURISM REGION X Tender

Description I. Rationale The Department Of Tourism Regional Office 10 Fuel/fleet Card Program Pertains To The Use Of The Card As Payment For Gasoline, Diesel At Gas Stations. This Is Essential To Meet The Regional Office’s Operational And Administrative Requirements, Including The Delivery Of Services To The Public. The Fleet Card Program Likewise Helps Control Expenses By Setting Spending Limits And Tracking Spending Patterns Such As Grade Of Fuel, Fueling Frequency, Time Of Fueling And Fuel Location. To This End, The Department Of Tourism Regional Office 10 Intends To Engage An Entity Which Could Provide Such Service. Ii. Contract Duration And Requirements The Contract Shall Commence Immediately One (1) Day After Receipt Of The Supplier Of The Notice To Proceed (ntp) Up To December 31, 2025. Iii. Requirements 1. The Contractor Shall Issue The Client, Application Forms And Cardholder Information To Be Filled Out And Signed By The Customer. Terms And Conditions Governing The Issuance And Use Of The Fleet Card/alternative Which Shall Be An Integral Part Of This Agreement. 2. Issuance And Submission Of Application Forms And Release Of Cards Will Be Handled By The General Management Services Division. 3. Release Of Cards Will Be Given To All Accountable Officers And As Such They Will Have The Full Control And Responsibility To These Cards For Security Measures. 4. The Client Shall Immediately Report To The Contractor If Any Of The Cards Is Lost Or Stolen. 5. That The Contractor Should Be Able To Replace The Lost Fleet Card Within One (1) Week From The Receipt Of The Report. 6. Additional Fleet Cards Should Be Provided Within One (1) Week From Receipt Of The Formal Request By The Client At No Additional Cost And No Joining And Membership Fees For The New Client. 7. That The Contractor Must Ensure The Fleet Card System Is Protected From Duplication Or Hacking. 8. Only Authorized Vehicle Plate Number Assigned Shall Have The Right To Use Their Own Fleet Card. 9. That The Contractor Has The Right To Refuse Issuance Of Fuel Whenever There Is Doubt As To Authenticity Of The Withdrawal/order Slip And Trip Ticket, In Which The Case The Agency Shall Be Informed Immediately. 10. That In The Event Of Fuel Shortage And If The Interest Of The Regional Office Is At Stake, The Contractor Shall Reserve Fuels For The Agency’s Operation. 11. That The Contractor Shall Assure The Regional Office Of High-quality Products And Excellent Services Guaranteed By A Warranty Certificate Of Product, Certificate From Any Government Authorities (dti, Doe, Ps, Quality Mark). 12. That The Contractor Fuel Per Liter Is Based On Current Pump Price Of The Fuel Filling/service Station. 13. That The Contractor Must Have Flexibility To Accommodate Adjustments In Setting The Monthly Limits Either In Peso Or In Liters, In All Or Selected Cards. 14. Payment Shall Be Made Based On Actual Fuel Consumption Or Fuel Withdrawals And Within Thirty (30) Days After The Cut-off Date. Cut-off Date Is Every End Of The Month. 15. That The Contractor Should Have At Least Fifty (50) Or More Fuel Refilling/service Stations With Fleet Card Terminal Within Mindanao. 16. Award Of Contract The Contract Shall Be Awarded To The Bidder That Complied With The Minimum Requirements And Offered The Highest Discount. 17. Contract Price Ceiling The Contract Price Ceiling Shall Not Exceed The Approved Budget For The Contract. 18. Payment Scheme / Terms Of Payment Payment Shall Be Computed At Actual Consumption Based On Prevailing Pump Prices Less Applicable Discounts. The Supplier Shall Provide A Statement Of Account (soa) Or Billing Statement As Basis For The Payment Of Actual Consumption Per Billing Cycle. The Soa Should Contain The Following Information: • Date And Time Of Purchase • Vehicle Plate No. • No. Of Liters • Name Of Driver • Fuel Card No. • Pump Price The Department Of Tourism Regional Office 10 Shall Be Given At Least 30 Days From Receipt Of Billing To Pay Its Obligation. Interested Suppliers Must Submit The Following At Our Office Or Email To Bac.dot10@gmail.com: 1. Updated Business Permit 2. Dti/sec 3. Bir Certificate Of Registration (cor) 4. Omnibus Sworn Statement 5. Philgeps Registration 6. Income Tax Return (itr)