PHILIPPINE RACING COMMISSION Tender

Description Terms Of Reference Procurement Of Catering Services For The 3rd Philippine Horse Racing And Breeding Expo Opening Ceremony I. Project Description In Keeping With Its Mandate To Promote And Direct The Accelerated Development Of The Horseracing Industry, It Is A Critical Initiative Of The Commission To Continue Staging The Philippine Horse Racing And Breeding Expo. The Third Edition Of The Expo Will Take Place From 22 To 24 November 2024, Following The Success Of The Inaugural Expo In 2022 And The Second Expo In 2023. The Opening Ceremony On 22 November 2024 Will Require Catering Services For Lunch And Snacks For Approximately One Hundred (100) Persons. Ii. Background And Rationale The Philippine Horse Racing And Breeding Expo Is A Strategic Initiative Designed To Highlight The Advancements And Potential Of The Horse Racing Industry In The Philippines. With The Participation Of Key Stakeholders, Including Breeders, Owners, Trainers, Jockeys, And Enthusiasts, The Expo Aims To Facilitate Discussions On Best Practices, Industry Trends, And Regulatory Developments. Providing Catering Services During The Opening Ceremony Is Critical To Creating A Positive And Welcoming Atmosphere Conducive To Networking And Collaboration, Facilitating Meaningful Interactions Among Participants And Guests. Iii. Scope Of Work And Services The Selected Catering Service Provider Is Expected To Deliver The Following: A. General Requirements 1. The Event To Be Catered Will Be Held On 22 November 2024 At The Metroturf In Malvar, Batangas. 2. The Catering Service Provider Must Be Located Within Calabarzon Area. 3. The Catering Services Must Provide For A Guaranteed Minimum Of 100 Persons, With An Extra Provision For Up To Ten (10) Additional Persons. The Final Headcount May Be Subject To Change, Provided It Remains Within The Approved Budget. Any Changes In The Headcount Will Be Communicated To The Catering Service Provider At Least Three (3) Days Before The Event. 4. Rates Should Be Inclusive Of All Government Taxes And Service Charges. B. Food And Services 1. Provision Of Meals And Snacks  Lunch, Consisting Of: • One (1) Soup • Three (3) Main Course – A Combination Of At Least 2 Viands (fish/seafood And Chicken/beef/pork), And One (1) Vegetable Dish • Rice • One (1) Desert • Assorted Beverages (purified Water, Fruit Juice, And Soft Drinks)  Snacks During The Mid-afternoon Break, Consisting Of: • One (1) Savory Snack (e.g., Sandwiches, Wraps, Or Finger Foods) • One (1) Sweet Snack (e.g., Native Delicacies, Pastries, Or Cakes) • One (1) Pasta/noodles Snack (e.g., Spaghetti, Pancit, Or Carbonara) • Beverages (coffee/tea, Fruit Juice, And Purified Water)  Inclusions: • Whole Day Free-flowing Coffee, Hot Tea, Iced Tea/fruit Juice, And Purified Water, Starting At 10 A.m. 2. Food Preparation And Delivery  Preparation And Serving Of Meals And Beverages In Compliance With Sanitary And Food Safety Regulations.  Timely Delivery And Setup Of Food And Beverages At The Designated Venue, Ensuring That All Meals Are Served Fresh And Maintained At The Appropriate Temperature With The Use Of Food Warmers And Other Necessary Equipment. 3. Banquet Set-up For Approximately 100 Attendees, Ensuring Proper Seating Arrangements With Complete Tables And Chairs, Cutlery Materials And Centerpiece Table Decorations. 4. Two (2) Guided Buffet Stations For The Distribution Of Food, Ensuring Smooth And Efficient Service During The Event. 5. Clean-up Of The Catering Area After The Meal Service, Including The Proper Disposal Of Waste. Iv. Institutional Set-up/responsibilities A. Responsibilities Of The Catering Service Provider 1. Provide The Menu Options To Philracom At Least Three (3) Weeks Prior To The Event For Review And Approval. 2. Prepare And Deliver Meals According To The Agreed Menu And Schedule. 3. Ensure The Availability Of Sufficient Catering Personnel To Serve Food And Assist Guests During The Event. 4. Comply With Food Safety And Hygiene Standards In The Preparation, Transport, And Serving Of Food. 5. Provide All Necessary Equipment And Supplies For The Setup And Clean-up Of The Food Service Area. B. Responsibilities Of Philracom 1. Provide The Final Headcount Of Attendees To The Catering Service Provider At Least Three (3) Days Before The Event. 2. Coordinate With The Catering Service Provider Regarding The Venue Layout And Schedule. 3. Ensure That The Venue Has Sufficient Space And Facilities For Food Service, Including Tables, Chairs, And Access To Electrical Outlets For Food Warmers, If Required. V. Eligibility Requirements A. The Catering Service Provider Must Be Registered With The Philippine Government Electronic Procurement System (philgeps). B. The Catering Service Provider Must Have Been Engaged In The Business Of Catering For Events With Approximately 100 Attendees For At Least Three (3) Years. C. The Catering Service Provider Must Have At Least Three (3) Years Of Experience In Providing Catering Services For High-profile Corporate Or Formal Events, Preferably For Government Agencies Or Industry-specific Expos. 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 Ninety-five Thousand Pesos & 00/100 (php 95,000.00), 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 Service Provider 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 Service Provider 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 Service Provider 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 Service Provider, 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 Service Provider; Provided, However, That Any Action Brought By The Service Provider 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 Service Provider 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 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 Service Provider. D. The Service Provider 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 Service Provider. 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.