PHILIPPINE RACING COMMISSION Tender

Description Terms Of Reference Procurement Of Venue Rental With Catering Services For The 3rd Philippine Horse Racing Hall Of Fame Awards Ceremony I. Project Description The Philippine Racing Commission (philracom) Will Hold The 3rd Philippine Horse Racing Hall Of Fame Awards Ceremony On 02 December 2024, Honoring Individuals And Stakeholders Who Have Made Significant Contributions To The Horse Racing Industry. This Distinguished Event Is Designed To Highlight The Accomplishments Of Key Figures In The Sport, While Also Boosting The Visibility Of Horse Racing In The Philippines. To Ensure The Event's Success, Philracom Is Seeking To Procure A Suitable Venue With Catering Services Within Metro Manila. The Chosen Venue Should Not Only Reflect The Prestige Of The Ceremony But Also Fulfill All Logistical Requirements, Including Adequate Seating, Stage Setup, And Essential Amenities, To Accommodate Guests And Ensure Smooth Event Operations. Ii. Background And Rationale The Philippine Racing Commission (philracom) Is Committed To Its Mandate Of Promoting And Facilitating The Accelerated Development Of The Horse Racing Industry. A Key Initiative In Line With This Mandate Is The Staging Of The Philippine Horse Racing Hall Of Fame Awards Ceremony On 02 December 2024. Established In 2021, The Philippine Horse Racing Hall Of Fame Has Become An Annual Tradition That Aims To Honor And Recognize Outstanding Stakeholders And Individuals Who Have Made Significant Contributions To The Growth And Development Of The Industry. The Upcoming Awards Ceremony Is A Crucial Event For Promoting The Sport And Fostering Camaraderie Among Stakeholders In Celebrating The Legacies And Achievements Of Those Who Have Shaped Philippine Horse Racing. By Recognizing Outstanding Contributions To The Sport, The Event Serves To Inspire Future Generations Of Horse Racing Enthusiasts And Leaders. Therefore, Selecting A Suitable Venue Is Essential To Ensure The Event's Success And Create An Appropriate Atmosphere For The Celebration Of These Accomplishments. Iii. Scope Of Work And Services The Supplier Shall Deliver The Following: A. General Requirement 1. Rates Should Be Inclusive Of All Government Taxes And Service Charges. B. Venue Requirements 1. A Suitable And Well-maintained Venue Within A 5-kilometer Radius From The Philracom Main Office In Makati, With The Capacity To Accommodate 120-150 Persons In Banquet-style Seating. 2. Must Include Provisions For Stage, Seating Arrangements, Lighting, And Sound System. 3. Must Have Air-conditioning And Adequate Lighting. 4. Must Have A Functional Hall Suitable For An Awards Ceremony. 5. Must Be Available For Exclusive Use From 6 P.m. To 10 P.m. On Monday, 02 December 2024. 6. Provision Of Ingress And Egress Access For Setup And Cleanup, With At Least One (1) Hour For Ingress And One (1) Hour For Egress On The Event Day. 7. Must Ensure Accessibility For Individuals With Mobility Challenges. 8. Provision Of Registration Table And Guest Book For The Secretariat. 9. Provision Of Basic Security And Housekeeping Personnel From Start To End Of The Event. C. Catering Services 1. Buffet Dinner For Approximately 150 Persons. 2. Diverse Menu Options. 3. Service Staff To Attend To Guests During The Event. 4. Set-up And Clean-up Services Before And After The Event. 5. Provision Of Necessary Tableware And Utensils For Meal Service. 6. Two Guided Buffet Set-ups. D. Other Requirements 1. Physical Arrangement. 2. Adequate Parking Facilities Must Be Available For Guests. 3. Must Be Accessible For Both Public And Private Transport. 4. Must Have Clean And Accessible Restrooms For Guests. 5. Must Comply With Government-mandated Health And Safety Protocols. Iv. Institutional Set-up/responsibilities A. Responsibilities Of The Supplier 1. Provide The Venue As Specified, Ensuring It Is Available And Prepared For The Event Date And Ingress/egress Times. 2. Provide The Menu Options To Philracom At Least Three (3) Weeks Prior To The Event For Review And Approval. 3. Ensure The Venue Is Clean, Presentable, And Compliant With Health And Safety Standards, Including Covid-19 Protocols. 4. Coordinate With Philracom For Ingress And Egress Arrangements, And Any Additional Venue-related Requirements. 5. Provide Regular Updates To Philracom Regarding The Planning And Execution Of The Event. 6. Provide Necessary Permits Or Certifications (if Required) For The Venue’s Use. 7. Delivery And Submission Of All Required Outputs As Outlined In The Scope Of Work And Services. B. Responsibilities Of Philracom 1. Provide The Supplier With The Final Event Schedule And Requirements At Least One (1) Week Before The Event. 2. Ensure Coordination With The Supplier Regarding Menu Options And Setup Requirements, Including Ingress And Egress Times. 3. Designate An Event Coordinator From Philracom To Liaise With The Venue Management On The Event Day. 4. Settle The Contract Price As Per The Agreed Payment Terms, In Accordance With Government Accounting Rules. 5. Assign Additional Personnel To Work As Secretariat (registration, Usherettes, Etc.) On The Event. V. Eligibility Requirements A. The Supplier Must Be Registered With The Philippine Government Electronic Procurement System (philgeps); B. The Supplier Must Have Been Engaged In The Business Of Providing Event Management Services For At Least Three (3) Years; C. The Supplier Must Have At Least Three (3) Years Of Experience In Providing Venue Services For High-profile Corporate Or Social Events. Vi. Fund Source And Approved Budget For The Contract (abc) Fund For This Project Shall Be Sourced From The General Fund. The Abc Of The Proposed Undertaking Is Two Hundred Thousand Pesos & 00/100 (php200,000.00), Inclusive Of All The Applicable Government Taxes And Charges, And Professional Fees. A Certificate Of Tax Deducted Will Be Provided By The Philracom. The Contract Is A Fixed-price Contract. Any Extension Of Contract Time Shall Not Involve Any Additional Cost To The Government. Vii. Terms Of Payment A. Payment Shall Be Processed Upon Completion Of The Works Certified By The Office Of The Chairman, As Performed By The Supplier In Accordance With The Specifications And Upon Submission Of All Documents Required By The Commission As Indicated In The Scope Of Work/specifications/terms Of Reference, And Other Bidding Documents. B. Payment Shall Be Made Within Fifteen (15) Days After The Supplier Submits A Billing Statement, User Acceptance Of The Service, And A Comprehensive And Full Post-production Report With Attached Clippings. Viii. Liquidated Damages A. If The Supplier Fails To Deliver Any Or All Of The Goods And/or To Perform The Services Within The Period Specified In This Contract, The Procuring Entity (philracom) Shall, Without Prejudice To Its Other Remedies Under This Contract And Under The Applicable Law, Deduct From The Contract Price As Liquidated Damages, The Applicable Rate Of One-tenth (1/10) Of One Percent (1%) Of The Cost Of Unperformed Portion Of Every Day Of Delay. The Maximum Deduction Shall Be Ten Percent (10%) Of The Amount Of The Contract. Once The Maximum Is Reached, The Procuring Entity Reserves The Right To Rescind The Contract, Without Prejudice To Other Courses Of Action And Remedies Available To It Under The Law. The Damages Herein Provided Are Fixed And The Philracom Shall Not Be Required To Adduce Proof Thereof. B. Should The Philracom Be Constrained To File A Suit To Obtain Relief Against The Supplier, The Latter Shall Be Liable To Pay An Amount Equivalent To Twenty Percent (20%) Of The Amount Claimed In The Complaint As Attorney’s Fees, Aside From The Costs Of Litigation And Other Expenses, Which The Philracom Is Entitled To Recover From The Supplier; Provided, However, That Any Action Brought By The Supplier For Whatever Cause Arising From The Contract, Should It Be Adjudged Not To Be Entitled To The Relief Sought, The Philracom As The Prevailing Party Shall Be Entitled To Such Reasonable Attorney’s Fees, Costs Of Litigation And Other Costs It May Have Incurred By Reason Of Such Action. C. The Supplier Shall Defend, Indemnify, And Hold Harmless The Philracom Against All Claims, Losses, Liabilities, And Damages, And Pay All Claims, Judgments, Awards, Costs, And Expenses Arising Out Of Or In Connection With The Supplier’s Acts Of Omissions, Unless Such Claims Are Due Solely To The Negligence Of The Philracom. Costs Inclusive Of Expert Witness Fees And Other Legal Expenses Shall Be Charged Against The Account Of The Supplier. D. The Supplier Shall Not Be Liable For Failure Or Delay In Performing Obligations Set Forth In The Contract If Such Failure Or Delay Is Due To Any Cause Reasonably Beyond The Control Of The Supplier. Ix. 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. X. Conformance With The Existing Laws The Procurement Process For This Undertaking Shall Be Executed In Accordance With Republic Act No. 9184, Otherwise Known As The Government Procurement Reform Act, And Its Revised Implementing Rules And Regulations.