PHILIPPINE RACING COMMISSION Tender

Description Terms Of Reference Engagement Of Services For The Supply And Delivery Of Commemorative Polo Shirts For The Launching Of The Philracom 2025 – 2030 Strategic Plan I. Background The Philippine Racing Commission (philracom) Is The Sole Authority That Oversees And Regulates The Horse Racing Industry In The Philippines. Philracom Strives To Foster And Develop The Sport Of Horse Racing As A Source Of Revenue, Employment, And Entertainment For The Filipino People. In Alignment With Its Mission, Philracom Has Developed A Comprehensive Strategic Plan For 2025-2030, Which Outlines The Agency's Goals, Key Initiatives, And Performance Indicators Aimed At Enhancing The Horse Racing Industry. This Strategic Plan Serves As A Roadmap For The Agency, Setting Clear Objectives To Elevate Standards, Improve Regulatory Measures, And Strengthen The Industry's Contributions To National Development. To Formally Launch And Introduce This New Strategic Plan, Philracom Will Host An Event In December 2024, Presenting The Framework And Goals To Its Stakeholders. As Part Of This Commemoration, Philracom Seeks To Provide A Specially Designed Commemorative Polo Shirt To Each Of Its 74 Officers And Employees. This Gesture Aims To Symbolize Unity, Inspire Commitment Toward Achieving The Outlined Goals, And Foster A Shared Sense Of Purpose Across The Organization. The Commemorative Shirts Will Also Serve As A Reminder Of Each Staff Member’s Role In Achieving The Strategic Plan's Objectives, Emphasizing Collective Efforts To Advance The Organization And Industry In The Coming Years. Ii. Objectives The Objectives Of This Tor Are To: A. Select A Qualified And Reliable Supplier That Can Produce High-quality And Cost-effective Commemorative Polo Shirts For The 74 Philracom Officers And Employees Within The Allocated Budget. B. Ensure That The Supplier Can Prepare The Required Quantity And Quality Of The Polo Shirts Within The Agreed Timeline And Budget. C. Establish Clear Roles, Responsibilities, And Communication Channels For Both Parties Involved In The Service Contract. Iii. Scope Technical Specifications And Deliverables The Scope Of This Tor Covers The Following Aspects: A. Design: Collaborate With Philracom To Finalize The Polo Shirt Design. The Design Must Incorporate: O The Philracom Logo. O Text Indicating The Agency Name “philippine Racing Commission” Under “office Of The President” O An Appropriate And Professional Color Scheme That Aligns With Philracom's Brand Identity. B. Materials: Use High-quality, Comfortable, And Durable Materials Suited For Corporate Commemorative Apparel. Fabric Should Be Lightweight, Breathable, And Suitable For Daily Use. C. Sizes: Provide A Range Of Sizes For A Total Of 74 Shirts. Philracom Will Provide The Supplier With A List Of Required Sizes. D. Embroidery: Ensure High-quality Embroidery Of The Design, Logo, And Text. E. Delivery: Complete The Delivery Of All 74 Polo Shirts To The Philracom Office Within 20 Calendar Days Upon Receipt Of The Notice To Proceed (ntp) F. Accountability: The Supplier Will Be Accountable For Ensuring That The Commemorative Polo Shirts Are Free From Any Defects, Errors, Or Damages. The Supplier Will Be Liable For Any Losses Or Damages Incurred Due To Negligence, Delay, Or Non-compliance With The Terms And Conditions Of This Tor. Iv. Roles And Responsibilities The Roles And Responsibilities Of The Both Parties Involved In This Tor Are: Philracom A. Provide The Final Design And Elements Of The Philracom Commemorative Polo Shirt In Pdf Format. B. Pay The Supplier According To The Agreed Payment Terms And Conditions C. Monitor And Evaluate The Performance Of The Supplier Based On The Agreed Quality Standards And Delivery Schedule D. Provide Feedback And Recommendations To The Supplier For Improvement Supplier A. Produce 74 Pieces Of The Philracom Commemorative Polo Shirts, Based On The Specifications Provided By Philracom, And Deliver Within The Deadline After Receiving Approval From Philracom B. Ensure That The Polo Shirts Are Free From Any Defects, Errors, Or Damages C. Comply With All Applicable Laws, Regulations, And Ethical Standards Related To The Provided Service. D. Communicate With Philracom Regularly And Promptly Regarding Any Issues Or Concerns That May Arise During The Process. V. Approved Budget The Total Approved Budget For The Production Of The Philracom Commemorative Polo Shirts, Is Sixty Thousand Pesos And 00/100 (php 60,000 .00) Inclusive Of All Applicable Government Taxes, Charges, And Fees. Vi. Selection Criteria The Selection Criteria For Choosing The Supplier Are: A. Experience And Reputation In Providing Services For Similar Projects Or Clients B. Quality And Timeliness Of Previous Work Samples Or References C. Availability And Capacity To Meet The Specifications, Deliverables, And Timeline Of This Tor D. Reasonableness And Competitiveness Of The Proposed Price Quotation E. The Supplier Must Be Philgeps Registered. Vii. Payment Payment Shall Be Made Within Fifteen (15) Working Days Upon Complete Delivery Of All Items, Submission And Acceptance Of The End-user. Viii. Liquidated Damages A. When The Supplier Fails To Satisfactorily Deliver Goods Under The Contract Within The Specified Delivery Schedule, Inclusive Of Duly Granted Time Extensions, If Any, The Supplier Shall Be Liable For Damages For The Delay And Shall Pay The Procuring Entity Liquidated Damages, Not By Way Of Penalty, An Amount Equal To One-tenth (1/10) Of One Percent (1%) Of The Cost Of The Delayed Goods Scheduled For Delivery For Every Day Of Delay Until Such Goods Are Finally Delivered And Accepted By Philracom. B. Philracom Need Not Prove That It Has Incurred Actual Damages To Be Entitled To Liquidated Damages. Such Amount Shall Be Deducted From Any Money Due Or Which May Become Due To The Supplier, Or Collected From Any Securities Or Warranties Posted By The Supplier, Whichever Is Convenient To The Procuring Entity Concerned. C. In Case The Total Sum Of Liquidated Damages Reaches Ten Percent (10%) Of The Total Contract Price, Philracom May Rescind The Contract And Impose Appropriate Sanctions Over And Above The Liquidated Damages To Be Paid. 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.