PHILIPPINE RACING COMMISSION Tender

Description Terms Of Reference Procurement Of Lease Of Venue With Room Accommodation, Meals, And Activity Area For 2025 Philracom Team Building Activities On 24 To 26 March 2025 I. Project Description The Project Aims To Procure A Venue Lease With Room Accommodation, Meals, And Activity Area For Philracom Employees During The 2025 Philracom Team Building Activities Scheduled On 24-26 March 2025 In The Batangas Or Laguna Area For Ninety (90) Persons. Ii. Approved Budget For The Contract Fund For This Project Shall Be Sourced From The General Fund. The Abc Of The Proposed Activity Is Three Hundred Eighty-five Thousand Pesos (php 385,000.00), Inclusive Of All The Applicable Government Taxes And Charges. Iii. General Requirements A. The Supplier Must Provide The Following Areas/venues For The Duration Of The Event: 1. Spacious Outdoor Area That Can Accommodate At Least Ninety (90) Persons; 2. Free Parking Space For At Least Ten (10) Vehicles; 3. Separate Table Set-up For Secretariat During Registration; 4. Complimentary Welcome Banner/signage; And 5. Function Room With Tables And Chairs Classroom Set And Free Use Of Sound System Microphones, Television, And White Screen Monitor; B. The Supplier Must Provide Room Accommodations For Ninety (90) Persons With The Following Requirements: 1. Fully Air-conditioned Room; 2. With Tv And Mini-fridge; 3. With Ample Water Supply For Hot And Cold Showers, Complete With Toiletries And Hairdryer; And 4. With Clean Bath Towel. C. The Supplier Shall Provide The Following Meal Requirements For A Minimum Of Ninety (90) Persons: Particulars Date And Time Two (2) Buffet Lunch Meals For 90 Persons (rice, 2 Main Dishes, 1 Vegetable, Dessert, Drinks) 24 & 25 March 2025 At 11:30 Am – 1:00 Pm Two (2) Buffet Dinner Meals For 90 Persons (rice, 2 Main Dishes, 1 Vegetable, Dessert, Drinks) 24 & 25 March 2025 At 6:00 Pm -8:00 Pm Two (2) Buffet Breakfast Meals For 90 Persons ( Two (2) Main Dishes Drinks And Dessert. 25 & 26 March 2025 At 6:30 Am - 8:30 Am Two (2) Pm Snack For 90 Persons 24 & 25 March At 2:30 Pm - 3:00 Pm One (1) Am Snacks For 90 Persons 25 March 2025 At 10:00 Am – 10:30 Am One (1) Packed Am Snack For 90 Persons 26 March 2025 At 9:00 Am Overflowing Coffee For The Whole Day 24 - 26 March 2025 D. The Supplier Must Submit The Proposed Menu For The End-user’s Approval. E. The Supplier Must Ensure Sanitation And Safety Of The Food To Be Served. F. The Supplier Must Ensure That Covid-19 Safety Protocols Are Observed Within The Hotel Facilities. Iv. Qualification Of The Supplier A. Must Be Philgeps Registered; B. Must Be Engaged In Business For At Least Two (2) Years; C. Must Submit A Company Profile; And D. Must Submit Dit/sec Registration, Updated Business/mayor’s Permit, And Certificate Of Registration (bir Form No. 2303). V. Mode Of Procurement The Procurement For The Lease Of Venue With Room And Meal Accommodations Shall Be Undertaken Through Negotiated Procurement -small Value Procurement (sec. 53.9). Vi. Terms Of Payment Payment Shall Be Made Upon Check-out At The Venue. Vii. Liquidated Damages A. When The Service Provider Refuses Or Fails To Satisfactorily Complete The Delivery Within The Specified Contract Time, Plus Any Extension Time Duly Granted And Is Hereby In Default Under The Contract, The Service Provider Shall Pay Philracom For Liquidated Damages, And Not By Way Of Penalty, An Amount, As Provided In The Conditions Of The Contract, Equal To One-tenth (1/10) Of One Percent (1%) Of The Unperformed Portion For Every Day Of Delay. Once The Cumulative Amount Of Liquidated Damages Reaches Ten Percent (10%) Of The Amount Of The Contract, Philracom May Rescind Or Terminate The Contract, Without Prejudice To Other Courses Of Action And Remedies Available Under The Circumstances Such As But Not Limited To Forfeiture Of Performance Security And/or Blacklisting Of The Latter. B. For Entitlement To Such Liquidated Damages, Philracom Need Not Prove The Damages Actually Incurred. Said Damages In Any Amount Shall Be Deducted From Any Money Due Or Which May Become Due To The Service Provider Under The Contract And/or Collect Such Liquidated Damages From The Retention Money Or Other Securities Posted By The Service Provider At The Philracom’s Convenience. Viii. Right To Accept Or Reject Quotation And/or Annul The Procurement Process Philracom Reserves The Right To Accept Or Reject Any Quotation, To Annul The Procurement Process, Or Not To Award The Contract Without Thereby Incurring Any Liability To The Affected Bidder Or Bidders. Ix. Conformance With The Existing Laws The Procurement Process For This Undertaking Shall Be Executed In Accordance With Republic Act 9184, Otherwise Known As The Government Procurement Reform Act, And Its Revised Implementing Rules And Regulations.