Environmental Management Bureau Tender

Description Request For Quotation (rfq) Procurement For Maintenance And General Cleaning Of Air- Conditioning Units Of Emb-ncr Rfq No. 2024-fad-194 The Department Of Environment And Natural Resources – Environmental Management Bureau – National Capital Region (denr-emb-ncr) Hereinafter Referred To As The “purchaser” Now Requests For Submission Of Price Quotations For The Procurement Of The Aforesaid Items Described In The Technical Specifications. The Denr-emb-ncr Intends To Apply The Sum Of [three Hundred Fifty Thousand Pesos Only] (php350,000.00) Being The Procurement For Maintenance And General Cleaning Of Air-conditioning Units Of Emb-ncr, Rfq No. 2024-fad- 194. Bids Received In Excess Of The Abc Shall Be Automatically Rejected At Bid Opening. A Set Of Technical Specifications Are Provided In Attachment 1. All Items Listed Under The Purchaser’s Specifications Must Be Complied With On A Pass-fail Basis. Failure To Meet Any One Of The Requirements May Result In Rejection Of The Quotation. Small-value Procurement/shopping Procedures Will Be Conducted In Accordance With The Provisions Of The Implementing Rules And Regulations (irr) Of Republic Act 9184. It Is The Intent Of The Purchaser To Evaluate The Bid/quotation On A Per Item Basis, And Award Will Be Made To The Bid/quotation Or Combination Of Quotations Resulting In The Lowest Evaluated Quotation Meeting The Purchaser’s Technical Specifications. Quotations Must Be Delivered At The Address Below Not Later Than 12:00 P.m. Of [october 14 ,2024]. Department Of Environment And Natural Resources Environmental Management Bureau National Capital Region National Ecology Center Compound, East Avenue Diliman, Quezon City Prices Must Be Quoted In Philippine Peso And Must Include The Unit Price And Total Price, Inclusive Of All Taxes To Be Paid And Other Incidental Cost To The Delivery Site/s If The Contract Is Awarded. Bid/quotation May Be Typewritten And May Be Placed In A Sealed Envelope Marked The [procurement For Maintenance And General Cleaning Of Air- Conditioning Units Of Emb-ncr], Rfq No. 2024-fad-194 You May Send Your Bid- Quotation Through Fax (02-9313134) Or E-mail (emb.bacsec.ncr123@gmail.com). Bids/quotations Shall Be Valid For Sixty (60) Calendar Days From The Deadline Of Submission Of Bids. The Delivery Period Shall Be Within Fifteen (15) Calendar Days From Receipt Of The Purchase Order (p.o) And/or Job Order (j.o). The Supplier Should Inform The Purchaser At Least Three (3) Days Before The Date Of Delivery. The Delivery Will Be Made Only During Working Days And Hours. Delivery Sites: See Delivery Sites Enumerated In The Quotation Form Department Of Environment And Natural Resources Environmental Management Bureau National Capital Region National Ecology Center Compound, East Avenue, Diliman, Quezon City The Applicable Rate For Late Deliveries Is One Tenth (1/10) Of One (1) Percent Of The Cost Of The Unperformed Portion Of The Contract For Every Day Of Delay. The Maximum Deduction Shall Be Ten Percent (10%) Of The Amount Of Contract. Once The Cumulative Amount Of Liquidated Damages Reaches Ten Percent (10%) Of The Contract Amount, The Purchaser Shall Rescind The Contract Without Prejudice To Other Courses Of Action And Remedies Open To It. The Purchaser Reserves The Right To Accept Or Reject Any Quotation, And To Annul The Bidding/shopping Process Or Reject All Quotations At Any Time Prior To Contract Award, Without Thereby Incurring Any Liability To The Affected Bidder/bidders. The Purchaser Also Reserves The Right To Waive Minor Deviations/defects Or Infirmities Therein. A Minor Deviation/defect Or Infirmity Is One That Does Not Materially Affect The Overall Functionality Of The Material And The Capability Of The Supplier To Perform The Contract. The Prospective Bidder Shall Submit The Following: Signed Quotation Form Goods- Technical Specifications And Certification From Regulatory Offices, If Applicable (dole Doh And Etc.) Food Services- Menu Civil Works- Plan, Layout, And Design Proof Of Philgeps Registration; Sec Registration/dti Certificate; Business Permit; Tax Clearance Or Annual Income Tax Return; Preferably With Proof That The Offered Products/items Are Manufactured By An Iso- 9001 And Iso14001 Company Whose Certifications Are Valid On Opening Of Proposal; Preferably In Compliance With Philippine Green Public Procurement Roadmap Of Government Procurement Policy Board (gppb); Failure To Follow The Above Requirements May Result In Outright Rejection Of Submitted Quotation/s. Awarded Bidder Should Sign The Conforme Within Three (3) Working Days Upon Receipt. Failure To Conform Shall Be The Basis In The Consideration Of Appropriate Responsiveness Of The Bidder, In Which The Procuring Entity Shall Proceed To The Next Lowest Calculated And Responsive Bid. Engr. Divina C. Camarao Bac, Chairman Attachment 1 Technical Specifications No. Purchaser’s Specifications Quantit Y / Uom Abc Per Unit Total Abc Rfq No. 2024-fad-194 Procurement For Maintenance And General Cleaning Of Air-conditioning Units Of Emb-ncr Please See The Attached Tor 1 Lot Php 350,000.00 Php 350,000.00 Along With Your Signed Quotation Please Submit The Ff: Philgeps Certificate Dti/ Sec Mayor’s Permit Preferably With Proof That The Offered Products / Items Are Manufactured By An Iso-9001 And Iso-14001 Company Whose Certifications Are Valid On The Opening On Proposal Quotation Form Date: Rfq No. Attention: Fad-procurement And Property Management Unit Department Of Environment And Natural Resources Environmental Management Bureau-national Capital Region National Ecology Center Compound East Avenue, Diliman, Quezon City 1) Having Examined The Subject Request For Quotation (rfq) Including The Technical Specifications, We, The Undersigned Offer To Supply And Deliver The Following: No. Description Quantity / Uom Delivery Site Unit Price (php) Total Price (php) Rfq No. 2024-fad-194 Procurement For Maintenance And General Cleaning Of Air-conditioning Units Of Emb-ncr Please See The Attached Tor 1 Lot Emb-ncr We Undertake, If Our Quotation Or Bid Is Accepted, To Deliver The Above Goods Within The Fifteen (15)-day Delivery Period From Receipt Purchase Order (p.o) Or Job Order (j.o). We Agree To Abide By This Quotation/bid For A Period Of Sixty (60) Days After The Deadline Of Submission Specified In The Rfq. We Understand That Payment For Items Delivered Will Be Made To The Winning Supplier After The Inspection And Acceptance Of Goods Delivered. Name Of Company : Postal Address : Email Address : Telephone & Fax No. : Supplier’s Representative : Signature Over Printed Name : Account Name And Branch : Preferably Landbank Account. In Case Of Other Banks, Charges May Apply. Omnibus Sworn Statement (revised) [shall Be Submitted With The Bid] Republic Of The Philippines ) City/municipality Of ) S.s. Affidavit I, [name Of Affiant], Of Legal Age, [civil Status], [nationality], And Residing At [address Of Affiant], After Having Been Duly Sworn In Accordance With Law, Do Hereby Depose And State That: [select One, Delete The Other:] [if A Sole Proprietorship:] I Am The Sole Proprietor Or Authorized Representative Of [name Of Bidder] With Office Address At [address Of Bidder]; [if A Partnership, Corporation, Cooperative, Or Joint Venture:] I Am The Duly Authorized And Designated Representative Of [name Of Bidder] With Office Address At [address Of Bidder]; [select One, Delete The Other:] [if A Sole Proprietorship:] As The Owner And Sole Proprietor, Or Authorized Representative Of [name Of Bidder], I Have Full Power And Authority To Do, Execute And Perform Any And All Acts Necessary To Participate, Submit The Bid, And To Sign And Execute The Ensuing Contract For [name Of The Project] Of The [name Of The Procuring Entity], As Shown In The Attached Duly Notarized Special Power Of Attorney; [if A Partnership, Corporation, Cooperative, Or Joint Venture:] I Am Granted Full Power And Authority To Do, Execute And Perform Any And All Acts Necessary To Participate, Submit The Bid, And To Sign And Execute The Ensuing Contract For [name Of The Project] Of The [name Of The Procuring Entity], As Shown In The Attached [state Title Of Attached Document Showing Proof Of Authorization (e.g., Duly Notarized Secretary’s Certificate, Board/partnership Resolution, Or Special Power Of Attorney, Whichever Is Applicable;)]; [name Of Bidder] Is Not “blacklisted” Or Barred From Bidding By The Government Of The Philippines Or Any Of Its Agencies, Offices, Corporations, Or Local Government Units, Foreign Government/foreign Or International Financing Institution Whose Blacklisting Rules Have Been Recognized By The Government Procurement Policy Board, By Itself Or By Relation, Membership, Association, Affiliation, Or Controlling Interest With Another Blacklisted Person Or Entity As Defined And Provided For In The Uniform Guidelines On Blacklisting; Each Of The Documents Submitted In Satisfaction Of The Bidding Requirements Is An Authentic Copy Of The Original, Complete, And All Statements And Information Provided Therein Are True And Correct; [name Of Bidder] Is Authorizing The Head Of The Procuring Entity Or Its Duly Authorized Representative(s) To Verify All The Documents Submitted; Consanguinity Or Affinity Up To The Third Civil Degree; [if A Partnership Or Cooperative:] None Of The Officers And Members Of [name Of Bidder] Is Related To The Head Of The Procuring Entity, Members Of The Bids And Awards Committee (bac), The Technical Working Group, And The Bac Secretariat, The Head Of The Project Management Office Or The End-user Unit, And The Project Consultants By Consanguinity Or Affinity Up To The Third Civil Degree; [if A Corporation Or Joint Venture:] None Of The Officers, Directors, And Controlling Stockholders Of [name Of Bidder] Is Related To The Head Of The Procuring Entity, Members Of The Bids And Awards Committee (bac), The Technical Working Group, And The Bac Secretariat, The Head Of The Project Management Office Or The End-user Unit, And The Project Consultants By Consanguinity Or Affinity Up To The Third Civil Degree; [name Of Bidder] Complies With Existing Labor Laws And Standards; And [name Of Bidder] Is Aware Of And Has Undertaken The Responsibilities As A Bidder In Compliance With The Philippine Bidding Documents, Which Includes: Carefully Examining All Of The Bidding Documents; Acknowledging All Conditions, Local Or Otherwise, Affecting The Implementation Of The Contract; Making An Estimate Of The Facilities Available And Needed For The Contract To Be Bid, If Any; And Inquiring Or Securing Supplemental/bid Bulletin(s) Issued For The [name Of The Project]. [name Of Bidder] Did Not Give Or Pay Directly Or Indirectly, Any Commission, Amount, Fee, Or Any Form Of Consideration, Pecuniary Or Otherwise, To Any Person Or Official, Personnel Or Representative Of The Government In Relation To Any Procurement Project Or Activity. In Case Advance Payment Was Made Or Given, Failure To Perform Or Deliver Any Of The Obligations And Undertakings In The Contract Shall Be Sufficient Grounds To Constitute Criminal Liability For Swindling (estafa) Or The Commission Of Fraud With Unfaithfulness Or Abuse Of Confidence Through Misappropriating Or Converting Any Payment Received By A Person Or Entity Under An Obligation Involving The Duty To Deliver Certain Goods Or Services, To The Prejudice Of The Public And The Government Of The Philippines Pursuant To Article 315 Of Act No. 3815 S. 1930, As Amended, Or The Revised Penal Code. In Witness Whereof, I Have Hereunto Set My Hand This Day Of , 20 At , Philippines. [insert Name Of Bidder Or Its Authorized Representative] [insert Signatory’s Legal Capacity] Affiant [jurat] [format Shall Be Based On The Latest Rules On Notarial] Terms Of Reference Supply Of Labor And Materials For The Preventive Maintenance And General Cleaning Of Air-conditioning Units Of Emb-ncr From September To December 2024 Objective Emb-ncr Intends To Engage The Services Of A Service Provider Who Is Duly Authorized And With The Necessary Expertise, Experience, And Capacity To Maintain And/or Recommend The Replacement Of Parts And Accessories Of Various Brands Of Air- Conditioning Units Contract Period The Contract Period Shall Be From September To December 2024. Project Coverage The Scope Of Services Covers Comprehensive Maintenance Services For All The Air- Conditioning Units Of Emb-ncr, Which Includes The Following: Supply Of All Labor, Materials, Tools, Equipment, Supervision, And Other Necessary Operations For The Maintenance Of Air-conditioning Units; Replacement Of Consumable Items The Services Shall Cover All Air-conditioning Units Located At: Office Address Environmental Management Bureau – Ncr Building National Ecology Center Compound, East Avenue, Diliman, Quezon City Solid Waste Management Unit Office Clinic Opcen Container Van (records Unit) Air Quality Monitoring Stations North Caloocan Caloocan City Hall Annex Cpd., Caloocan City Las Piñas Rohm And Hass Warehuse Cpd., Caa Road, Las Piñas City Makati University Of Makati, Dr. Jose P. Rizal Extension, Makati Malabon Malabon Polytechnic Institute Cpd., Gov. A. Pascual Ave. Cor. A. Reyes Street, Malabon City Mandaluyong National Center For Mental Health Cpd., Nueve De Pebrero St., Brgy. Mauway, Mandaluyong City Marikina Marikina Hall Of Justice Open Ground, Marikina City Muntinlupa Muntinlupa Bilibid Prison Open Ground, Bilibid, Muntinlupa City Navotas Navotas City Hall Cpd., M. Naval Street, Navotas City Parañaque Don Bosco Brgy. Hall Cpd., Parañaque City Pasay Philippine Airlines Cpd., Andrew Avenue, Brgy 184 Zone 19, Pasay City – For Relocation Pateros Pateros Elementary School Cpd., P. Herrera Street, San Pedro, Pateros – For Relocation Pasig Country Lodge Cpd., 18 Danny Floro Street, Oranbo, Pasig City San Juan Pinaglabanan Shrine Cpd., Pinaglabanan Street, San Juan City Taguig Technical University Of The Philippines – Taguig City Cpd., East Service Road, Bicutan, Taguig City Manila Mehan Garden, City Of Manila Namria Namria Cmpd., Lawton Avenue, Taguig City Minimum Qualification Of Bidders / Contractors The Service Provider Must Possess The Required Experience And Expertise To Carry Out The Preventive Maintenance Services: Three (3) Years Of Air-conditioning Preventive Maintenance Experience (dti Registration, Business Permit) Is Required; Must Allocate Certified Technicians With A Minimum Of Two (2) Years Working Experience In Preventive Maintenance Of Air Conditioning Units; Relevant Training Attended During The Last Three (3) Years Of The Technicians Who Will Be Assigned To The Emb-ncr With Training Certificate/s As Proof.; Certificate Of Satisfactory Performance Issued By At Least Two (2) Current Or Previous Clients Attesting To The Services Rendered During The Last Three (3) Years; Preferably With Iso 9001 Certification Scope Of Works General Scope Of Services Conduct Quarterly Scheduled Cleaning, Check-up, And Standard Preventive Maintenance Of Emb-ncr Air-conditioning Units Including All Internal Components (please See Attached Annex A): Window Type Wall-mounted Floor Mounted Cassette Type Removal Of Air Filters For Cleaning And Recommendation For Replacement, If Necessary; Conduct General Inspection And General Cleaning Of: Coiling Coils (using Power Spray) Fan Blades Condenser Coil (with Pressure Washer) Drain Line (by Flushing) Blower Assembly All Other Internal Components Of The Units Conduct Necessary Greasing / Lubrication Of Bearing And Any Rotating Parts; Conduct Measurement Of The Air Conditioner Supply Temperature And Equipment Working Temperature; Check-up Of Cables And Miscellaneous Materials Such As Nuts, Bolts, Screws, And Connectors For Connection Tightness And Inspect For Broken, Damaged, Or Burned Components, And Replace As Deemed Necessary; Technical Audit Of Equipment Condition Including Freon Charging And Actual Electrical Reading Operation Of The Units; Drying Of Internal Components Using Compressed Air; Check For Possible Defective Or Worn-out Mechanical Components And Replace As Deemed Necessary; Assembly And Start-up; Check-up And Repair Of Undesirable Noise And Vibration Of The Unit; Observation Of The Compressor Performance And Recommendation Of Repair/replacement, If Necessary; Check-up Of All Moving Parts Such As Fan Motor Bearing/bushing And Shafting Evaporator Blowers And Blade, And Recommendation Of Repair/replacement Of Parts, If Necessary; Check And Record Compressor Suction And Discharge Pressure For Each Compressor Comprehensive Check-up Of Compressor, Main Fan Motor And Condenser Fan Motor Units; Conduct Check-up Of Voltage, Load Currents, And Phase Sequence Of The Electrical Power Supply; Check-up Of All Refrigerant Line In The Air-conditioning System And Replenishment Of The Same, If Necessary; Check-up And Repair Of Equipment Corrosion, Derust, Which Include Preparation With Primer And Repainting Of Affected Parts; Return Unit To Operational Service With Normal Load Then Verify The Output; Replacement Of Consumable Items Such As Oil, Refrigerant, Fan Belts And Air Filters At One Time As Needed Within The Duration Of The Maintenance Service; Installation / Re-installation And Dismantling Of Old Or New Air-conditioning Units Is Included In The Services That Will Be Provided Technical Support Services Certified Technical Personnel Must Be Available / Reachable All Throughout The Period Of The Contract Duration (24/7); Emergency “call-in” Provisions; Free Check-up, Troubleshooting And Minor Repair; Should Respond Within 24 Hours Upon Receipt Of Call; On-site Technical Support Assistance Shall Be Provided Within Three (3) Hours Response Time During Office Hours And Four (4) Hours If After Office Hours Or During Weekends / Holidays; Prepare And Submit Clear And Detailed Service Report Including The Findings And Recommendations For Evaluation; Quarterly Submit A Summary Of Total Technical Support Visits Done For Review / Reference Of Emb-ncr Site Upkeep And Cleaning Cleaning Of Working Area And Cleaning Of Site; Service Provider Shall Always Prevent The Accumulation Of Waste Materials, Rubbish, Debris, And Shall Have The Same Removed Immediately From The Premises And Disposed Of Properly. List Of Air Conditioning Units: Air Conditioning Units Of Emb-ncr Location Window Type Split Type Ceiling Type Floor Mounted Total Environmental Management Bureau – Ncr Building 5 (inverter) 27 (inverter) 14 (inverter) 13 (inverter) 59 Solid Waste Management Unit Office 2 (inverter) 2 Clinic 1 (inverter) 1 Opcen 2 (inverter) 2 Container Van (records Unit) 1 (inverter) 1 Air Quality Monitoring Stations North Caloocan 2 (inverter) 2 Las Piñas 2 (inverter) 2 Makati 2 (inverter) 2 Malabon 2 (inverter) 2 Mandaluyong 2 (inverter) 2 Marikina 2 (inverter) 2 Muntinlupa 2 (inverter) 2 Navotas 2 (inverter) 2 Parañaque 2 (inverter) 2 Pasay 2 (inverter) 2 Pateros 2 (inverter) 2 Pasig 2 (inverter) 2 San Juan 2 (inverter) 2 Taguig 2 (inverter) 2 Manila 2 (non- Inverter) 2 Namria 2 (non- Inverter) 2 Total 97 Schedule Of Preventive Maintenance The Schedule Of Preventive Maintenance For Emb-ncr Must Be Completed On Or Before: 3rd Quarter – September 2025 4th Quarter – December 2025 Other Terms And Conditions Prospective Bidder/s Shall Visit And Inspect The Sites And Its Surroundings; All Permits And Clearances Required Shall Be The Responsibility Of The Contractor; The Contractor Shall Ensure That Only Honed, Skilled, And Well-trained Individuals Shall Be Assigned To The Emb-ncr Premises To Ensure Correct And Proper Renovation; No Employer-employee Relationship Shall Exist Between Emb-ncr And The Contractor And Its Assigned Personnel And Laborers; All Personnel And Laborers Assigned To The Emb-ncr Must Wear Proper Company Uniforms And Identification Cards The Service Provider Shall Provide Appropriate Personal Protective Equipment (ppe) And Clothing Without Additional Cost To The Emb-ncr; The Contractor Must Secure Work Permit From The Emb-ncr’s Safety Officer; The Contractor Shall Exercise Extraordinary Precautions When Providing Its Services To Ensure Than No Illness, Accident And/or Damage To Any Of Its Personnel And Laborers Will Take Place. All Medical Costs Of Their Service Technicians Arising From The Accidents While Performing The Services Shall Be Shouldered By The Contractor; The Contractor Shall Answer For Any Damage Or Loss Of The Emb-ncr’s Properties, Or To Those For Which The Emb-ncr Is Responsible Which May Be Sustained Through The Fault Of The Contractor’s Personnel And Laborers. The Contractor Has The Option Of Either Paying The Cost Of The Damage Of Loss In Cash, Or In Repairing, Reinstating, Or Replacing The Item/s Lost Or Damaged. In This Connection, The Persons Whom The Contractor Assigns To Perform The Renovation Shall Submit Themselves To Search By The Security Guards Of The Emb-ncr Before Entering And Leaving The Latter’s Premises; The Contractor Shall Secure His/her Own Equipment And Materials On Site. Emb- Ncr Shall Not Be Held Liable And Accountable To Any Losses And Damages Incurred During The Progress Of The Work And Activity Of The Contractor; Before Ordering Materials, The Contract Must Submit Sample Applications Of Each Type Of Fixtures, Tiles, And Paint Finish And Color. Terms Of Payment Payment To The Service Provider Shall Be Made On A Quarterly Basis Upon Acceptance Of Emb-ncr, Through Its Procurement And Property Management Unit, Subject To The Submission Of Billing Statement, Duly Accomplished Service Report Form, Narrative Report With Proper Documentation And Other Documentary Requirements. Warranty A Warranty Security Shall Be Required From The Winning Bidder A Minimum Period Of Six (6) Months. Contract Duration The Project Must Be Completed Within The Period Of Sixty (60) Calendar Days From Receipt Of Notice To Proceed. Work Shall Be Undertaken By The Contractor After Office Hours: 5:00pm – 10pm During Weekdays. Prepared By: Joy Anne Marie A. Mancera Head, Ppmu Approved By: Gemma G. Cariño Chief, Finance And Admin. Division