PHILIPPINE RACING COMMISSION Tender

Description Terms Of Reference Procurement Of A Service Provider For The Preventive Maintenance And General Cleaning Of Philracom’s Air Conditioning System I. Project Description And Objective The Project Aims To Ensure That All The Air Conditioners Of Philracom Are Properly Maintained And Can Continuously Provide A Comfortable Interior Environment, Not Only To The Employees But Also To The Clients. This Will Be Achieved By Acquiring The Services Of A Reputable And Competent Service Provider Who Has The Capacity, Experience, And Expertise To Maintain, And Recommend Replacement Of Parts And Accessories, If Necessary, Of Various Brands Of Air Conditioners. Ii. Approved Budget For The Contract (abc) Philracom Has Allocated An Approved Budget For The Contract Of Ninety Thousand Pesos (php 90,000.00) Inclusive Of All The Applicable Government Taxes And Charges, And Professional Fees, Which Will Be Sourced From The General Fund. Iii. Qualifications Of The Service Provider A. The Service Provider Must Have The Required Experience And Expertise To Carry Out The Preventive Maintenance Services. B. The Service Provider Must Be In The Business Of Air-conditioning Preventive Maintenance Services For At Least Three (3) Years (dti Registration, Business Permit). C. The Service Provider Must Have A Certified Hvac (heating, Ventilation And Air Conditioning) Technician With At Least Two (2) Years Of Working Experience In Preventive Maintenance Of Air Conditioning Units. D. The Service Provider Must Be Philgeps Registered. Iv. General Requirements A. The Service Provider Shall Be Responsible For The Maintenance And Cleaning Twenty-six (26) Air-conditioning Units (types Varying From Window-type, Split-type, Floor-mounted, And Portable) Installed At Two Locations: 1. Philippine Racing Commission (philracom) Central Office, 4th Floor, Electra House Bldg., Esteban St., Legaspi Village, Makati City: Aircon Type Brand Capacity Location 1 Floor Mounted Koppel 3tr Board Room 2 Floor Mounted Koppel 3tr Hallway 3 Floor Mounted Samsung 3tr Fad 4 Floor Mounted Everest 3tr Rld 5 Wall Mounted Everest 3hp Legal 6 Wall Mounted Carrier 2.5hp Studbook 7 Wall Mounted Carrier 1.5hp Coa 8 Wall Mounted Condura 1.5hp Legal 9 Wall Mounted Lg 1.0hp Cashier 10 Wall Mounted Koppel 1.0hp Oded 11 Window Type Kolin 2.5hp Budget 12 Window Type Kolin 2.0hp Chairman's Office 13 Window Type Kolin 2.0hp Oed 14 Window Type Kolin 0.75hp Accounting 15 Window Type Kolin 0.75hp Commissioner 1 16 Window Type Kolin 0.75hp Commissioner 2 17 Window Type Kolin 0.75hp Commissioner 3 18 Window Type Kolin 0.75hp Commissioner 4 19 Window Type Kolin 0.75hp Commissioner 5 20 Window Type Kolin 0.75hp Commissioner 6 21 Window Type Hitachi 1.0hp Rld 22 Portable Aircon Dowell 2.0hp Fid 2. Equine And Laboratory Diagnostic Section (elds), C.b. Contemprato Bldg., Sugar Road, Carmona, Cavite Aircon Type Brand Capacity Location 1 Wall Mounted Samsung 2.0hp Carmona, Cavite 2 Wall Mounted Carrier 1.0hp Carmona, Cavite 3 Window Type Gree 2.0hp Carmona, Cavite 4 Window Type Gree 2.0hp Carmona, Cavite B. The Semi-annual Preventive Maintenance And Cleaning Must Be Completed On Or Before: A. Philracom Central Office 1st Cleaning - 10 April 2024 2nd Cleaning - 10 October 2024 B. Elds 1st Cleaning - 15 April 2024 2nd Cleaning - 15 October 2024 C. The Service Provider Shall Recommend Major Repairs And Parts Replacements, If Necessary. V. Scope Of Work A. The Service Provider Shall Provide Semi-annual Preventive Maintenance And Cleaning Of The Air-conditioning Units, Which Shall Include The Following: 1. General Cleaning Of All Air-conditioning Units Including All Internal Components; 2. Shutting Off The Unit; 3. Removal Of Air Filters For Cleaning And Recommendation For Replacement, If Necessary; 4. Inspection And Cleaning Of The Following Parts: - Coiling Coils (using Power Spray) - Fan Blades - Condenser Coil (with Pressure Washer) - Drain Line (by Flushing) - Blower Assembly - All Other Internal Components Of The Units 5. Greasing Of Motor Bearing And Other Moving Parts Requiring Lubrication; 6. Technical Audit Of Equipment Condition Including Freon Charging And Actual Electrical Reading Operation Of The Units; 7. Drying Of Internal Components Using Compressed Air; 8. General Service And Inspection Of All The Components Of The Air-conditioning System; 9. Assembly And Start-up; 10. Check-up And Repair Of Undesirable Noise And Vibration Of The Unit; 11. Observation Of The Compressor Performance And Recommendation Of Repair/replacement, If Necessary; 12. Check-up Of All Moving Parts Such As Fan Motor Bearing/bushing And Shafting Evaporator Blowers And Blade, And Recommendation Of Repair/replacement Of Parts, If Necessary; 13. Inspection Of All Components Of The System Including Electrical Control And Implementation Of Required Adjustment/s, Recommendation Of Repair/replacement Of Parts As May Be Necessary; 14. Check-up Of All Refrigerant Lines In The Air-conditioning System And Replenishment Of The Same, If Necessary; 15. Check-up And Repair Of Equipment Corrosion, Derust, Which Includes Preparation With Primer And Repainting Of Affected Parts; 16. Recommendation On The Repair And Replacement Of Unit And Parts That Should Be Undertaken And Submission Of Complete Item Specifications And Price Quotation That May Be Used As Reference (cost Of Labor And Materials) Within Two (2) Days Upon Detection Of Defects For The Internal Parts; And 17. Cleaning Of The Working Area And Cleaning Of The Site. 18. Submission Of Pms Report To Property & Supply Section For Every Conduct Of Pms. A Detailed Report May Be Requested For Further Explanation Of Any Findings During Preventive Maintenance. B. The Service Provider Shall Submit A Preventive Maintenance Report To Philracom, Through The Property And Supply Section. A Detailed Report May Be Requested By Philracom For Further Explanation Of Any Findings During Preventive Maintenance. C. The Service Provider Shall Also Provide Technical Support Services, Which Shall Include: 1. Availability Of Service Provider’s Technical Personnel Throughout The Period Of The Contract (24/7) And Their Official Contact Numbers I.e. Office Telephone And Mobile Phone Numbers, To Reply To All Queries On Various Issues, Requests Or Inquiries That Require Urgent Over-the-phone Support. 2. Technical Support In Situations That Require The Presence Of The Personnel Of The Service Provider At The Site As Urgently Needed To Perform Critical Activities Such As Check-ups, Troubleshooting, Minor Repairs, Assessing And/or Solving Problems Related To The Air-conditioning Unit/s. 3. Providing On-site Technical Support Within Twenty-four (24) Hours Upon Receipt Of The Request To Address Critical Issues Being Escalated By Philracom. 4. Submission Of Clear And Detailed Service Report, Including Findings And Recommendations, After Rendering On-site Technical Support. Vi. Duration Of Contract The Contract Duration Shall Be For A Period Of Ten (10) Months From 01 March 2024 To 31 December 2024. Vii. Duties And Responsibilities Of The Service Provider A. The Service Provider Shall Conduct The Semi-annual Preventive Maintenance, Check-up And Related Minor Repairs According To Schedule To Ensure Reliable Operation Of The Air-conditioning Units During The Period Coverage. B. The Service Provider Shall Provide Qualified Technicians, Supervision, Tools And Equipment Necessary To Conduct The Regular Preventive Maintenance Check-up And Related Corrective Repairs. C. The Service Provider Shall Undertake Minor Adjustments And Repairs As Required In The Manufacturer’s Periodic Schedule. Labor And Supplies, At No Cost To Philracom. D. The Service Provider Shall Submit A Service Report To Philracom Or A Site Representative Upon Completion Of Work And Before Leaving The Site. Detailed Incident Report May Also Be Requested For Further Information Needed. E. In Case Of Major Repair, The Service Provider Will Submit A Quotation Of Materials And Spare Parts Needed, Including The Scope Of Work To Be Done (applicable Only If The Unit Is No Longer Under Warranty). F. The Service Provider Shall Dispatch The Technicians For A Request For Service Assistance, Which Must Be Done Within 24 Hours Upon Receipt Of The Complaint/report/request. G. The Service Provider Shall Designate A Head Office-based Personnel Who Will Be Responsible For Managing And Providing Administrative Support Services. 24/7 Support Thru Phone And Email, Including Regular Holidays, Special Holidays And Government-announced Holidays. On-call Support Services Must Also Be Provided In Situations That Require The Presence Of Personnel, As Urgently Needed To Perform Critical Activities. Response Time Is Within 4 Hours From Receipt Of The Call. Viii. Duties And Responsibilities Of Philracom A. The Philracom, Through The Supply And Property Management Unit, Shall Closely Monitor The Implementation Of The Preventive Maintenance Activity In Accordance With The Specifications And Conditions Of The Contract. B. During Each Scheduled Preventive Maintenance, An Authorized Representative Of Philracom Shall Be Available To Supervise The Procedures And Ensure That Office Properties, Such As Computers And Other Equipment Are Secured. Ix. Mode Of Procurement The Service Shall Be Undertaken Through Negotiated Procurement - Small Value Procurement, As Stated In Sec. 53.9 Of The Implementing Rules And Regulations Of Ra 9184 (government Procurement Reform Act) X. Payment A. Payment Shall Be Made After Completion Of The Semi-annual Preventive Maintenance And Cleaning Of The Air-conditioning Units In Accordance With The Approved Schedule Duly Certified And Accepted By The End User. B. Payment Shall Be Made Within Fifteen (15) Days After Submission Of The Billing Statement, Certificate Of Completion And Acceptance, And Service Report. Xi. Liquidated Damages A. When The Service Provider Refuses Or Fails To Satisfactorily Complete The Work Within The Specified Schedule, Inclusive Of Duly Granted Time Extensions, If Any, The Service Provider Shall Be Liable For Damages For The Delay And Shall Pay Philracom Liquidated Damages, Not By Way Of Penalty, An Amount Equal To One-tenth (1/10) Of One Percent (1%) Of The Cost Of The Unperformed Portion For Every Day Of Delay 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 Service Provider, Or Collected From Any Securities Or Warranties Posted By The Service Provider, 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. Xii. 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. Xiii. 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.