PHILIPPINE RACING COMMISSION Tender

Description Terms Of Reference Lease Of Venue With Catering Services For The 2025-2030 Strategic Plan Launch And 2024 Praise Awarding Ceremony I. Project Description The Philippine Racing Commission (philracom) Will Hold The 2025-2030 Strategic Plan Launch And 2024 Praise Awarding Ceremony On 12 December 2024. This Event Will Enable All Employees To Plan, Act, And Reflect On The Previous Activities, Accomplishments, Challenges, And Areas For Improvement To Ensure The Commission’s Growth And Success. Furthermore, The Subject Event Will Also Highlight The Recognition Of Philracom Employees For Their Innovative Ideas, Inventions, Discoveries, Superior Accomplishments, Heroic Deeds, Exemplary Behavior, Extraordinary Acts Or Services In The Public Interest, And Other Personal Efforts Contributing To The Efficiency, Economy, And Improvement In The Commission Operations Which Lead To Organizational Productivity. To Ensure The Event's Success, Philracom Is Seeking To Procure A Suitable Venue With Catering Services Within One (1) Kilometer Radius From The Philracom Main Office In Makati City. 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. Approved Budget For The Contract The Fund For This Project Shall Be Sourced From The General Fund. The Approved Budget Of The Contract (abc) Of The Proposed Activity Is Two Hundred Fifty Thousand Pesos (php 250,000.00), Inclusive Of All The Applicable Government Taxes And Charges. A Certificate Of Tax Deducted Will Be Provided By The Philracom. 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 Charges. B. Venue Requirements 1. Suitable And Well-maintained Venue Within A One (1) Kilometer Radius From The Philracom Main Office In Makati City, With The Capacity To Accommodate 100 Persons In Banquet-style Seating. 2. Must Include Provisions For Seating Arrangements, Light 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 11 A.m. To 3 P.m. On Thursday, 12 December 2024. 6. Must Have Led Video Wall. 7. Must Have 4 Units Rcf/qsc/turbo Sound Powered Speaker 8. Must Have 1 Unit Of Digital Microphone Mixer 9. Must Have 2 Units Of Wireless And Wired Microphone 10. Must Have 2 Units Of Microphone Stand 11. Must Have 1 Laptop For Music Playback 12. Must Have 1 Lot Of Wires & Cable 13. Must Have 8 Units Of Par Led 14. Must Have 2 Units Of Light Stand 15. Must Have 4 Units Of Amber Led 16. Must Have 2 Units Of Moving Heads 17. Must Have 1 Unit Of Dmx Controller 18. Must Have Technical Staff & Crew (1 Sound Technician And 4 Technical Crews) 19. Provision Of Ingress And Egress Access For Setup, With At Least One (1) Hour For Ingress And One (1) Hour For Egress On The Event Day. 20. Must Ensure Accessibility For Individuals With Mobility Challenges. 21. Provision Of Registration Table For The Secretariat. 22. Provision Of Basic Security And Housekeeping Personnel From Start To End Of The Event. C. Catering Services 1. Lunch Buffet For Approximately 100 Persons. International Buffet Package Choices Of: - 1 Appetizer Or Salad - 1 Chicken - 1 Pork - 1 Beef - 1 Pasta - 1 Steamed Rice - 1 Vegetable - 1 Dessert - 1 Round Of Iced Tea Or Soda 2. Service Staff To Attend To Guests During The Event. 3. Supplier Must Provide A Buffet Table Set-up And Separate Tables For Beverages, With A Complete Set Of Dinnerware, Flatware, Glassware, And All Necessary Dining Materials Good For 100 Persons With Reasonable Allowance. 4. The Supplier Shall Provide Guest Dining Tables With Table Cloth And Linen Free Of Charge. 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 One (1) Week Before 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. Qualifications 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 A List Of Present And Previous Clientele (government And Private) For Two (2) Years. D. Must Submit Updated Mayor’s/business Permit, Dti/sec Registration And Bir Certificate Of Registration (form 2303). Vi. Payment Schedule A. Payment Shall Be Made Upon Completion Of The Above Scope Of Work Duly Certified And Accepted By The End User. B. Payment Shall Be Made Within Fifteen (15) Days After Submission Of The Billing Statement And Certificate Of Completion And Acceptance. Vii. Mode Of Procurement The Procurement For The Lease Of Venue With Catering Services Shall Be Undertaken Through Negotiated Procurement -small Value Procurement (sec. 53.9) Of The Revised Implementing Rules And Regulations (rirr) Republic Act No. 9184 (ra No. 9184). Viii. Liquidated Damages A. When The Supplier Fails To Satisfactorily Deliver Goods Under The Contract Within The Specified Delivery Schedule, Inclusive Of Duly Granted Time Extensions, If Any, The Supplier 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 Delayed Goods Scheduled For Delivery For Every Day Of Delay Until Such Goods Are Finally Delivered And Accepted By Philracom. 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 Supplier, Or Collected From Any Securities Or Warranties Posted By The Supplier, Whichever Is Convenient To Philracom. 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. 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 9184, Otherwise Known As The Government Procurement Reform Act, And Its Revised Implementing Rules And Regulations.