Philippine International Convention Center Tender

Description Request For Quotation Date: April 16, 2024 Rfq No. 2024-mc-76 _____________________________ _____________________________ _____________________________ _____________________________ (company Name & Address) Sir/madam: The Philippine International Convention Center, Through Its Bids And Awards Committee, Intends To Procure One (1)-year Contract For The Quarterly Preventive Maintenance Service Of Picc Forum’s Packaged Airconditioning Units, With An Approved Budget For Contract (abc) Of One Hundred Eighty Thousand Pesos (₱ 180,000.00), Vat Inclusive, Which Will Be Undertaken In Accordance With Section 53.9 Of The 2016 Revised Implementing Rules And Regulations Of Republic Act No. 9184. Please Quote Your Best Offer For The Service/s Described Herein, Subject To The Terms Of Reference Provided For This Rfq. Submit Your Quotation/offer Duly Signed By You Or Your Duly Authorized Representative Not Later Than 3:00 P.m. Of April 23, 2024. A Copy Of The Following Are Required To Be Submitted Along With Your Quotation/offer: A. 2024 Mayor’s/business Permit; B. Bir Registration Certificate; C. Philgeps Registration Number; D. Omnibus Sworn Statement; And E. Copy Of The Terms Of Reference Duly Signed On All Pages The Following Technical Documents Are Required Also To Submit Together With Your Offer And The Above Mentioned Eligibility Documents: A. List Of At Least Three (3) Maintenance And/or Repair Projects For Centralized And/or Packaged Air Conditioning System For The Past Two (2) Years. B. Resume Of Company’s Key Officer And Technical Personnel Detailing The Skills And Technical Experience. C. (to Be Submitted During Implementation). Certified Photocopy Of The Valid Registered/professional License Of At Least One Mechanical Engineer Of The Contractor Serving As Service Engineer, Operation And Maintenance Engineer, Service Supervisor, Or Service Manager. D. Certification From Picc’ Mechanical Services Division That The Participating Bidder Has Conducted Ocular Inspection Of The Equipment That Are Included In The Scope Of Work And The Equipment’ Vicinity. Open Quotations May Be Submitted Manually Or Through Facsimile Or Email At The Address And Contact Numbers Indicated Below. For Any Clarifications, You May Contact Mr. Odysseus Oliver U. Galimba At Telephone No. (02) 8789-4760 Or Email Address At Ouglaimba@picc.gov.ph. Kristine Angelica E. Agujo Head, Bac Secretariat/procurement Unit Rfq No. 2024-mc-76 Terms Of Reference I. Project Title: One (1)-year Contract For The Quarterly Preventive Maintenance Service Of Picc Forum’s Packaged Air Conditioning Units Ii. Approved Budget For Contract (abc): One Hundred Eighty Thousand Pesos (₱ 180,000.00), Vat Inclusive Iii. Scope Of Works And Specifications: Supply Of Labor, Materials, Expertise And Supervision, Tools And Instruments, Repair Equipment, And Miscellaneous Materials For The Quarterly Preventive Maintenance Servicing Of Picc-forum’s Fifty-three (53) Packaged Air Conditioning Units For A Period Of One Year To Include, But Not Necessarily Limited To, The Following: Quarterly Specific Activities: 1. Conduct Quarterly Preventive Maintenance Servicing Of The Following Packaged Air Conditioning Units Including Their Controllers And Piping Accessories: 1.1. Forty-eight (48) Units 10-ton Carrier Packaged Air Conditioning Units Complete With Sealed-type Compressor-motor - 10hp, 230v, 3phase, 60hz, Control Panel, Safety Devices And Accessories. 1.2. Five (5) Units 5-ton/3-ton Carrier Packaged Air Conditioning Units Complete With 5hp/3hp Compressor-motor, 230v, 3ph/1ph, 60hz, Control Panel, Control Safety Devices And Accessories. 2. Perform The Following Services For The Above-mentioned Equipment: 2.1. Regular Preventive Maintenance Services The Contractor Shall Perform Quarterly Preventive Maintenance Check Up And Cleaning Of Indoor Unit And Outdoor Including Controllers Of Said Equipment: 2.1.1. Fan Coil/evaporator Unit (fcu) 1. Conduct General Check-up And Inspection Of Evaporator Coils, Air Filters, Drive Motors And Its Controllers, Blower Wheel And Housing Including Bearings, Motor And Blower Pulley Alignment, Base Pan, Paneling, Vibration And Corrosion, And Accessories. 2. Check And Clean Air Filters Including Racks. 3. Check And Clean Blower Housing And Wheel 4. Check, Clean And Re-tighten Circuit Breakers, Contactors And Relays. 5. Check And Re-tighten Set Screws. 6. Check And Re-lubricate Motor And Blower Bearings. 7. Check And Clean Base Pan. 8. Check And Re-align Pulleys And/or V-belts. 9. Check And Clean Paneling And Re-tighten Loose Screws. 10. Check And Clean Fresh Air Intake Duct And Grilles, Repair If Necessary. 11. Record Action Taken And Observation For Action Of Picc. 2.1.2. Air-cooled Condensing Unit (accu) 1. Conduct General Check-up And Inspection Of Compressor-motor, Compressor Oil Heater, Condenser Coils And Fins, Refrigerant And Electrical/electronic Controllers, Fan Motor Assembly Including Bearings And Pulley If Any, Fan Motor Base/ Supports, Paneling, Vibration And Corrosion, All Refrigerant Valves And Fittings. 2. Check And Clean Condenser Coils. 3. Check, Clean And Re-tighten Circuit Breakers. 4. Check And Clean Thermostat And Other Controllers. 5. Check And Re-tighten Set Screws. 6. Check And Re-lubricate Motor And Blower Bearings. 7. Check And Re-align Pulleys And/or V-belts. 8. Check And De-clog Drain Pan And Drain Pipes. 9. Check Evaporator Fins And Comb The Same, If Necessary. 10. Check & Clean Fresh Air Intake Duct & Grilles, Repair If Necessary. 11. Record Action Taken And Observation For Action Of Picc. 3. Submit Quarterly Accomplishment Reports And Recommendations On Proper Operation And Maintenance Signed By The Service Manager And/or Service Supervisor, And Service Report For Each Unit Signed By Service Technician. Submit Said Reports Together With The Monthly Billing. Iv. Schedule Of Requirement: Contract Duration Or Service Delivery Shall Be For A Period Of One (1) Year. However, The Contract Will Be Automatically Terminated Once The Demolition Of The Forum Is Started To Facilitate The Construction Of The Proposed New Trade Exhibit Hall Building. V. Performance Bond: Within Ten (10) Calendar Days From Receipt Of The Notice Of Award, But In No Case Later Than The Signing Of The Contract By Both Parties, The Successful Bidder Shall Furnish The Performance Security In Any Of The Following Forms: A. Cash Or Cashier’s Check/manager’s Check Or Bank Draft/guarantee Issued By A Universal Or Commercial Bank, Which Is Equivalent To Five Percent (5%) Of The Contract Price. B. Surety Bond, Callable Upon Demand, Which Is Equivalent To Thirty Percent (30%) Of The Contract Price Issued By A Surety Or Insurance Company Duly Certified By The Office Of The Insurance Commission As Authorized To Issue Such Security. Vi. Terms Of Payment: For The Services To Be Undertaken By The Contractor In Accordance With Picc Specifications And Conditions Enumerated Above, The Latter Shall Pay The Former The Proposed And Approved Amount, Inclusive Of Twelve Percent (12%) Expanded Value Added Tax (e-vat), On Per Quarter Basis For One (1) Year Period But Within The Approved Annual Budget Of One Hundred Eighty Thousand Pesos (php180,000.00); Payments To Be Made Upon Presentation Of The Billing And Submission Of The Required Reports To The Technical Services Department – Mechanical Services Division Who, In Turn, Shall Issue A Certification Of Acceptance And Full Satisfaction On Services Delivered By The Contractor, Subject To The Usual Government Auditing And Accounting Rules And Regulations. However, The Contractor Shall Not Be Paid For Any Rendition Of Quarterly Services Below Satisfactory Performance Rating Or For Incomplete Or Partial Accomplishment Unless The Cause Of Incomplete Or Partial Accomplishment Is Due To Action Of Picc Or Its Representatives. Unsatisfactory Or Poor Performance Shall Be Based On The Conditions Stipulated Under “termination Of Contract (e)”. The Contractor Agrees That There Shall Be No Price Increase For The Duration Of The Contract. Vii. Other Conditions Of The Contract: 1. The Contractor Shall Be Responsible For The Supply Of Labor, Technical Expertise, Supervision, Tools And Instruments, Repair Equipment, And Office Supplies (service Reports) And Waste Rugs For The Quarterly Preventive Maintenance Of The Air Conditioning Equipment As Specified In The Above Scope Of Work. 2. The Contractor Must Comply With The Republic Act No. 8495, The Philippine Mechanical Engineering Act Of 1998, In The Management, Supervision, Operation, Servicing Or Maintenance Of All The Subject Packaged Airconditioning Units Of The Picc Main Complex. As A Requirement, The Winning Contractor Must Have In Its Organization Or Assign At Least One (1) Licensed/registered Mechanical Engineer During The Implementation Of The Project. 3. The Picc Shall Supply The Materials, And Spare Parts For The Proper Operation And Maintenance Of The Above-mentioned Equipment/system In Accordance With Its Policy And Procedures. 4. The Contractor Must Respond Within 24 Hours Upon Receipt Of Call To Trouble Shoot And Repair Any Minor Trouble Encountered By Picc’ Personnel. 5. The Contractor Shall Work Together And Harmoniously With The Picc Personnel And Other Contractors In Which Works Are Affecting The Air Conditioning Units Being Maintained. 6. The Following Services (labor Only) Shall Be Part Of Contractor’s Responsibility: 6.1. Charging Additional Refrigerant And Compressor Oil In Case Of Under- Charge Conditions. Picc Shall Supply The Refrigerant And Compressor Oil. 6.2. Minor Adjustment And Calibration Of Electrical And Electronic Controls And Other Accessories. 6.3. Installation Of Minor Parts And Accessories Not Requiring Extensive Dismantling And/or Re-assembly. 6.4. Minor Leak Testing (those Not Using Nitrogen Gas) For Maintenance Purposes Only. 6.5. Minor Brazing, Soldering, Welding, Painting And Fabrication Works. 6.6. Replacement Of Bearings Of Blower And Fans, And Electric Motor Excluding Compressor. 6.7. Evaporator And Condenser Coil Cleaning Using Contractor-supplied Mild Coil Cleaner With Appropriate Corrosion Inhibitor And/or Mild Detergent Soap. Note: Alkaline Coil Cleaner With Ph Of More Than 9.5 Must Not Be Used To Avoid Weakening The Aluminum Fins. The Picc May Require Contractor To Apply Phosphoric Acid-based Coil Cleaner Once To Each Unit For One (1) Year To Prevent Corrosion Attack, Or Restore The Corroded/weakened Aluminum Fins If Any. 7. The Following Services Shall Not Be Part Of Contractor’s Responsibility: 7.1. Supply Of Materials (including Oils, Grease, Coolant And Refrigerants) And Spare Parts. 7.2. Overhauling Of Motor-compressor, Rewinding Of Fan Motors, And Conversion Of Bushing To Bearings Or Vice Versa. 7.3. Rewinding And Reconditioning Of Motors, Solenoids, Transformers, Holding Coils, Etc.. 7.4. Replacement Of Compressor. 7.5. Replacement Of Air Filters. 7.6. Major Dismantling, Installation, Disassembly, Assembly, Alignment And Re-installation Of Equipment 7.7. Leak Testing Requiring The Use Of Nitrogen Gas. 7.8. Vacuuming And Dehydration Of The Refrigerant System 7.9. Rewiring Of Electrical And/or Electronic Controls And Accessories Of The Chillers. 8. All Preventive Maintenance Services And Repair Works Shall Be Performed During Regular Working Hours, 8:00a.m. To 5:00p.m., And From Mondays To Saturdays. However, The Contractor Shall Not Be Allowed To Do The Repair Or Maintenance Works During Working Hours If The Area Is Being Used By Picc’ Clients Except On Emergency Cases. During Emergency Service, The Contractor Shall Be Allowed To Work Even Beyond Regular Working Hours At His/her Own Expense. 9. The Contractor Shall Immediately Survey And Evaluate The Cause And Extent Of Damage Of Any Equipment Covered By The Scope Of Work And Shall Inform/advise Promptly The Picc Verbally And In Writing For The Necessary Repair Works. 10. Picc’ Procurement Of Contractor’s Services Not Part Of The Scope Of Work Shall Go Through The Regular Procurement Or Bidding Process In Accordance With The Government Procurement Law. 11. The Contractor’s Personnel To Be Assigned At Picc Shall Have No Employee-employer Relation With Picc. The Picc Shall Not In Any Way Be Responsible For Claims For Personal Injury, Wages And Other Employee Benefits, And Other Claims For Damages Including Death Of Its Personnel And Third Parties Brought In By The Contractor Or By Its Employees For The Performance Of Duties Specified Herein. 12. The Contractor Shall Ensure That Its Assigned Personnel And/or Representatives Shall Comply With, And Submit Themselves To, The Rules And Regulations Of The Picc On Security, Sanitation, Environmental Compliance, Safety And Health Protocols And Other Regulations. 13. The Contractor Must Submit Nbi Or Barangay Clearance Of Each Personnel To Be Assigned At The Picc. 14. The Contractor’s Personnel Should Wear Its Company Uniform/id And Facemask And Practice Social Distancing At All Times In The Picc Premises. Viii. General Provision: 1. No Part Of The Services To Be Provided Under This Scope Of Work, And/or The Contract May Be Sub-contracted. 2. The Contractor Warrants That Its Personnel And/or Representatives To Be Assigned Shall Comply With And Submit Themselves To The Picc’ Policies, Procedures, Rules And Regulation Concerning Security, Safety, Health, Environmental Protection, Energy Conservation, Coordination System, Materials And Parts Issuance, Etc.. 3. In The Event A Breach Of Contract Is Committed By The Contractor, Picc Shall Have The Option To Terminate This Contract And Claim Damages Against The Contractor For Loss Or Injury Incurred Due To Such Breach And Bar The Former From Dealing Business With The Latter For One (1) Year. 4. In Case Of Permanent Stoppage Of Operation, Closure And/or Demolition Of The Forum Structure In Compliance To Governmental Issuance Or Regulation, The Contract Between The Contractor And Picc For The Subject Project Shall Then Be Terminated. Ix. Termination Of Contract: In Addition To The Termination Clause And Prohibition Under General Provisions, This Contract/scope Of Services Shall Be Terminated By Picc If The Contractor Or Its Personnel Committed/caused The Following Unsatisfactory/poor Performance: 1. One (1)-time Mechanical Explosion Happened During Servicing Of Equipment That Resulted To Damage Of Picc Equipment And/or Properties. 2. One (1)-time Electrical Explosion/short Circuit Happened During Servicing Of Equipment That Resulted To Damage Of Picc Equipment And/or Properties. 3. One (1)-time Proven Sabotage Of Operation Or Intentional Non-operation Of Any Of The Fifty-three (53) Packaged Air Conditioning Units. Sabotage Means Shutdown/non-operation Of Any Equipment During The Conduct Of Event In The Area It Served Caused By Contractor Or Its Personnel. 4. One (1)-time Loss Of Life Or Injury Of Any Person Within Picc Premises Occasioned By Negligence Or Direct Action/or Inaction Of The Contractor And/or Its Personnel. 5. One (1)-time Stealing Picc Properties Or Any Properties Of Any Entity/persons Within Picc Premises Either Caught In The Act By Any Person Or Proven Guilty By Picc Security Guard/police Authorities/agent Of National Bureau Of Investigation/any Competent Court. 6. One (1)-time Failure To Render Services On Any Of The Fifty-three (53) Packaged Air Conditioning Units Under This Scope Of Services. 7. One (1) Time Cancellation Of Any Event Resulting From Any Problems Of Air Conditioning System Or Trouble Made By The Contractor Or Its Personnel. 8. Two (2) Times Consecutive/accumulated Unsatisfactory Performance Based On Quarterly Period Performance Rating Given By Mechanical Services Division. Commission Of Any Of The Following Shall Be Considered “unsatisfactory Performance”: 1. Non-completion Of Quarterly Services Outlined Under Specific Activities And Work Conditions. No Partial Payment For Partial Or Incomplete Services Unless The Fault Or Cause Of Partial Accomplishment Of The Contractor Is Due To Action Of Picc Or Its Representatives. 2. Two (2) Or More Times Observed Unsafe Practices Which May Results To Damage Of Any Picc Equipment And/or Properties, And/or Loss Of Life Of Any Persons Within Picc Premises. 3. Two (2) Or More Times Failure To Respond From An Emergency Trouble Call Of Picc Personnel Within 24-hour From Receipt Of Phone Call Within A Quarter Or Three(3)-month Period. 4. Two (2) Written Warnings Within One-quarter Period/three(3)-month Period From The Office Of Mechanical Services Due To Unsatisfactory Workmanship. 5. Three (3) Written Warnings Within One-quarter Period/three(3)-month Period From The Office Of Mechanical Services Due To Any Action By The Contractor Or Its Personnel In Violation Of Picc Security And Safety Rules. However, Accumulation Of Three (3) Written Warnings In Any Quarterly Period Shall Be Considered Unsatisfactory Performance To Be Charged To The Quarter Where The Third Warnings Happened. Penalty: A. The Contract/scope Of Services Shall Be Terminated By Picc If The Contractor Committed/rendered Poor/unsatisfactory Performance As Outline Above. B. The Contractor Shall Not Be Paid For Any Rendition Of Quarterly Services Below Satisfactory Performance Rating. Non-completion Of Any Services Outlined In Specific Activities Is Considered Unsatisfactory Performance And Therefore, The Subject Period Shall Not Be Paid. C. The Contractor Shall Be Given Written Warning For The First Offense Of Unsatisfactory Performance And Shall Be Notified For Every Offense Committed And Penalty Charged. Any Motion For Reconsideration For The Payment Of Quarterly Services Due Poor Performance And Unsatisfactory Performance As Stipulated Above Shall Not Be Entertained By Picc To Favor The Contractor. Further, The Contractor Shall Not Be Paid For Any Rendition Of Quarterly Services Below Satisfactory Performance Rating Or For Incomplete Or Partial Accomplishment Unless The Cause Of Incomplete Or Partial Accomplishment Is Due To Action Of Picc Or Its Representatives. The Contractor Shall Be Given Written Warning For The First Periodic/monthly Offense Of Unsatisfactory Performance And Shall Be Penalized Immediately By Way Of Non-payment For Quarterly Services For The Subject Period. However, It Shall Be Enough Ground For Picc To Terminate The Contract Without Warning If The Contractor Rendered Any Service Or Maintenance Work That Resulted To Mechanical Explosion And Equipment Damage, Electrical Explosion Resulting To Tripping Off Of Equipment Circuit Breaker And The Sub-station Main Circuit Breakers With Or Without Damage, And Any Damage To Events Resulting To Pull-out Of Clients From Picc And/or Clients Filing Of Case Against Picc In Any Competent Court. X. Contractor’s Technical Qualification: The Contractor Must: 1. Be Engaged In Business For The Installation, Operation, Repair, Service And Maintenance Of Packaged And/or Centralized Air Conditioning Units For At Least Two (2) Years. 2. As A Requirement, The Winning Contractor Must Have In Its Organization A Personnel Of At Least A Licensed/registered Mechanical Engineer To Be Assigned During Implementation Of The Project. 3. Have At Least One (1) Installation, Operation, Repair, Service And Maintenance Project Of Packaged And/or Centralized Air Conditioning Units Whose Value Is At Least Fifty Percent (50%) Of The Abc. Xi. General Conditions Of The Contract: 1. All Prices Quoted Herein Are Valid, Binding And Effective For One Hundred Twenty (120) Calendar Days From Date Of Quotation. 2. The Contractor Shall Be Responsible For The Source(s) Of His Services/equipment Shall Make Deliveries In Accordance With Schedule, Quality And Specifications. Failure By The Awardee To Comply With The Same Shall Be Ground For Cancellation Of The Award. 3. The Contractor Shall Pick Up Rs And Ntp Issued In His Favor Within Three (3) Days After Receipt Of Notice To That Effect. A Telephone Call, Fax Transmission Or Email Shall Constitute An Official Notice To The Awardee. Thereafter, If The Rs Remain Unclaimed, The Said Rs Shall Be Sent By Messengerial Service To The Awardee At The Latter’s Expense. To Avoid Delay In The Service Of The Requesting Agency’s Requirement, All Defaulting Awardees Shall Be Precluded From Proposing Or Submitting A Substitute Sample. 4. Subject To The Provisions Of The Preceding Paragraph, Where Awardee Has Accepted A Ntp But Fails To Deliver The Services Within The Time Called For In The Same Order, He Shall Be Extended A Maximum Of Fifteen (15) Calendar Days Under Liquidated Damages To Make Good His Services. Thereafter If Awardee Has Not Completed Delivery Of Services Within The Extended Period, The Subject Rs & Ntp Shall Be Cancelled And The Award For The Undelivered Balance Withdrawn From That Awardee. The Picc-bac Shall Then Purchase The Required Services From Such Other Source(s) As It May Determine, With The Difference In Price To Be Charged Against The Defaulting Awardee. Refusal By The Defaulting Awardee To Shoulder The Price Difference Shall Be Ground For His Disqualification From Future Bids Of The Same Or All Items, Without Prejudice To The Imposition Of Other Sanctions As Prescribed Under Ra 9184 And Its Irr-a. 5. All Services By The Contractor Shall Be Subject To Inspection And Acceptance By The Picc. 6. A Penalty Of One Tenth (1/10) Of One Percent (1%) Of The Total Value Of Services/works Shall Be Deducted For Each Day Of Delay Including Sundays And Holidays In The Delivery Of The Services. 7. All Transactions Are Subject To Withholding Of Creditable Value Added Tax (vat) Per Revenue Regulation No. 10-93.