PHILIPPINE RACING COMMISSION Tender

Description Terms Of Reference Procurement Of Service Provider/laboratory For Equine Dna Testing And Parentage Validation I. Project Description To Acquire A Reputable Laboratory That Will Provide Specialized Genetic Typing Services For The Equine Breeding Industry While Demonstrating Competence In Conducting And Performing Tests To Resolve Issues Related Identity And Parentage In The Breeding Of Pedigreed Horses. Ii. Objectives The Project Aims To Acquire The Services Of A Reliable Accredited Dna Typing Laboratory, Certified By The International Society For Animal Genetics (isag), That Will Provide Accurate Results For The Identification And Parentage Validation Of All Horses Accepted For Registration. To Maintain Its Approved Status As A Member Of The International Stud Book Committee (isbc), The Philippine Racing Commission (philracom) Is Required To Engage With A Laboratory That Is An Institutional Member Of The Isag And Has Achieved Rank 1 In The Most Recent Isag Comparison Test For The Dna Profiling And Parentage Validation. Iii. Scope Of Work Philracom Shall Request, And The Service Provider/laboratory Shall Perform, No Fewer Than One Hundred (100) Equine Dna Tests Until 31 December 2025. A. Information Packet – Laboratory Shall Send To Philracom, Information On The Proper Submission Of Samples. Such Information Shall Include A Unique-to-philracom Three (3) Character “file Code” To Be Used As The First Three (3) Characters Of The Bar Code And Instructions For The Collection And Sending To Laboratory Of Animal Samples. B. Samples Received Report – Philracom May, By Written Request, Receive A Daily Or Weekly Report Of Samples Received. Such Report Shall Be Sent By E-mail. C. Test And Analysis Result – Test And Analysis Results Will Be Sent To Philracom By E-mail, With Attached Pdf-format File, Typically Within 5 To 10 Working Days Of Laboratory Receipt Of A Complete Sample Submission Form. Philracom May Request Delivery Of Files Via Sftp And/or Test-format Files. Details Of The Exact Format Are Negotiable With Laboratory But Subject To Prior Laboratory Approval. Results May Be Received In Batches Or One Per Case With Timing And Batch Size Set By Laboratory. D. Invoices – Invoices Must Be Issued Monthly For Samples Tested In The Prior Calendar Month. E. Retention/disposal/return Of Samples - Laboratory Shall Retain, Destroy, Or Return Samples To Philracom In Accordance With The Following: Laboratory Retention/destruction Of Samples - Laboratory Shall Retain Possession Of All Samples Received Pursuant To This Agreement, At No Cost, Until Such Time As Laboratory Provides Philracom With Sixty (60) Days Written Notice Of Its Desire To No Longer Retain Such Possession And Philracom Provides Timely Instructions Concerning Disposition Of The Samples. Return Of Samples Shall Be At Philracom’s Sole Expense (including Costs Of Retrieval, Packing, And Shipping). If Philracom Chooses Not To Take Possession Of The Samples, Laboratory May Destroy The Samples In Accordance With Accepted Industry Practice. Customer Request For Return - Upon Not Less Than Ninety (90) Days Written Notice, Philracom May Request That Any Specific Or All Existing Samples Obtained By Laboratory In The Course Of Providing Services Under This Agreement Shall Be Returned To Philracom. Return Of Samples Shall Be At Philracom Sole Expense (including Costs Of Retrieval, Packing And Shipping). F. Customer Services • Answer Parentage Questions - Laboratory, By Its Professional Staff, Will Answer Specific Questions Of Parentage As Are Reasonably Requested By Philracom. • Refer Inquiries For Information - Laboratory Will Refer Philracom All Inquiries For Information On Dna Typing Of Horses Under The Auspices Of Philracom, Including Requests For Duplicate Copies Of Test Reports. • Reporting Of Test Results - Laboratory Will Report To Philracom By E-mail The Results Of Dna Typing Tests. • Problem Resolution - Problems Relating To Practical Arrangements For The Dna Typing Of Horses May Be Resolved By Mutual Agreement Of Philracom And Laboratory Director. G. Confidentiality – Except As Provided Below In This Term Of Reference, Or As Required By Law, Laboratory Will Not Disclose, Publish, Or Otherwise Disseminate The Registered Names And/or Registration Numbers Of Any Horses Which Are Or Have Been The Subject Of Dna Typing And/or Parentage Analysis By Laboratory, The Registered Names And/or Registration Numbers Of Any Members Of Such Horses Direct Or Indirect Families, Or The Names And Addresses Of Any Of Their Owners. H. Customer Representations - Philracom Represents That It Has A Proprietary Right To The Dna Type Information For Each Animal Typed Hereunder. I. Use Of Data - All Research Data, Including But Not Limited To, All Notebooks, Dna Typing Protocols, Original Laboratory Records, And Any Research Reports, Shall Be Usable By The Laboratory In Pursuit Of Its Mission Of Teaching, Research, And Public Services. The Laboratory Reserves The Right To Publish Any Or All Research Results Developed From Such Data. J. Courier Delivery - By Courier Delivery Made By A Party (or By A Party’s Agent) With Either A Signed Acknowledgement Of Receipt Or Simultaneously Completed Proof Of Delivery. • Common Carrier - By Any Common Carrier That Provides Sender With A Proof Of Delivery; Or • E-mail Transmission - By Electronic Mail With Retained Proof Of Transmission; Or • Facsimile Transmission - By Facsimile Transmission With Retained Proof Of Transaction K. Warranty. Laboratory Shall Warrant That Typing Results Reported To Philracom Will Accurately Reflect Such Findings As Arise From A Strict Compliance With Internationally Accepted Dna Typing Procedures And Interpretation Of Results. If Error In Laboratory Procedures Is Timely Brought To Laboratory’s Attention, Laboratory Shall Re-run The Analysis Of The Questioned Sample At No Additional Charge To Philracom. Iv. Qualifications Of The Service Provider/laboratory A. The Service Provider/laboratory Must Be Registered With The Philgeps. B. The Service Provider/laboratory Must Be Engaged In Business For At Least One (1) Year. C. The Service Provider/laboratory Must Be An Institutional Member Of The Isag And Has Achieved Rank 1 In The Most Recent Isag Comparison Test. V. Payment Schedule A. Payment Shall Be Made Upon Completion Of The Above Scope Of Work Duly Certified Accepted By The End User. B. Payment Shall Be Made Within Fifteen (15) Days After Submission Of Billing And User Acceptance Of The Product/service Vi. Mode Of Procurement The Procurement Of The Service Provider/laboratory Shall Be Undertaken Through Public Bidding. Vii. Fund Source And Approved Budget For The Contract (abc) Fund For The Project Shall Be Sourced For The Trust Fund. The Abc Of The Proposed Undertaking Is One Million Five Hundred Pesos & 00/100 (php 1,500,000.00), Inclusive Of All The Applicable Government Taxes And Charger And Professional Fees. The Contract Is A Fixed Price Contract. Any Extension Of Contract Time Shall Not Involve Any Additional Cost To The Government. 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.