PHILIPPINE RACING COMMISSION Tender

Description Terms Of Reference Engagement Of Services For The Supply And Delivery Of Polo Shirts For 2025 Philracom Team-building Activities I. Project Description This Terms Of Reference (tor) Outlines The Requirements For Procuring Customized Polo Shirts For The Upcoming Team-building Activities The Selected Supplier Will Be Responsible For Providing High-quality Polo Shirts That Meet The Specifications Detailed In This Document And Ensuring Timely Delivery Before The Scheduled Event. Ii. Background And Objectives To Recognize Employees' Contributions And The Agency’s Success, The Philippine Racing Commission (philracom) Will Conduct Team-building Activities To Foster Camaraderie, Enhance Teamwork, And Align Everyone With The Commission's Goals. Iii. Objectives The Objectives Of This Procurement Are As Follows: • To Provide High-quality And Comfortable Polo Shirts For All Team-building Participants; • To Ensure Uniformity And Promote A Sense Of Belonging Among Employees During The Event; • To Procure The Polo Shirts In A Cost-effective And Timely Manner; And • To Engage A Reliable Supplier That Meets The Required Specifications And Quality Standards. Iv. Approved Budget For The Contract (abc) And Fund Source Philracom Has Allocated An Approved Budget For The Contract In The Amount Of Sixty-five Thousand Pesos (php 65,000.00) Inclusive Of All The Applicable Government Taxes And Charges. Fund For This Project Shall Be Sourced From The General Fund. V. Scope Technical Specifications And Deliverables Design: The Design And Color Will Be Specified By Philracom. Materials: Use High-quality, Comfortable, And Durable Materials For Corporate Apparel Suitable For Daily Use. The Fabric Should Be Either A Honeycomb Or A Blend Of 60% Cotton And 40% Polyester, With A Density Ranging From 220 To 240 Gsm. Sizes: Provide Sizes Ranging From Extra Small (xs) To Three Extra-large (3xl) For A Total Of Ninety (90) Shirts. Philracom Will Supply The Vendor With A List Of Required Sizes. Embroidery: Ensure High-quality Embroidery Of The Design, Logo, And Text. Delivery: Complete The Delivery Of All 90 Polo Shirts To The Philracom Office Within 15 Calendar Days Upon Receipt Of The Notice To Proceed (ntp). Accountability: The Supplier Is Responsible For Ensuring The Polo Shirts Are Free From Defects, Errors, Or Damages. They Will Be Held Liable For Any Losses Or Damages That Arise From Negligence, Delays, Or Failure To Comply With The Terms And Conditions Outlined In This Tor. Vi. Roles And Responsibilities The Roles And Responsibilities Of Both Parties Involved Are: Philracom A. Provide The Final Design And Elements Of The Philracom 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 90 Pieces Of The Philracom 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 Defects, Errors, Or Damages, With Replacements Provided If Any Issues Are Found. 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. Vii. 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 Viii. Payment Payment Shall Be Made Within Fifteen (15) Working Days Upon Complete Delivery Of All Items, Submission, And Acceptance Of The End-user. Ix. Mode Of Procurement The Procurement For This Project Shall Be Undertaken Through Negotiated Procurement - Small Value Procurement Pursuant To The Republic Act No. 9184 Or The Government Procurement Reform Act. X. Penal Clauses A. Liquidated Damages If The Supplier Fails To Deliver Any Or All And/or To Perform The Services Within The Period Specified In This Contract, 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 The 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, Philracom 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. For Entitlement To Such Liquidated Damages, Philracom Need Not Prove The Damages Incurred. Said Damages In Any Amount Shall Be Deducted From Any Money Due Or Which May Become Due To The Supplier Under The Contract And/or Collect Such Liquidated Damages From The Retention Money Or Other Securities Posted By The Supplier At Philracom’s Convenience. B. Other Costs 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 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. Indemnity 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 Service Provider’s Acts Or 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 Supplier. Xi. 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. Xii. Conformance With The Existing Laws The Procurement Process For This Undertaking Shall Be Executed By Republic Act 9184, Otherwise Known As The Government Procurement Reform Act, And Its Revised Implementing Rules And Regulations.