REPUBLIC OF THE PHIILlPPINESDEPARTMENT OF TRANSPORTATION AND COMMUNICATIONS

MARITIME INDUSTR~ AUTHORITY

TERMS OF REF'ERENCEPUBLIC BIDDING FOR THE~PROCUREMENT OF

MARINA JANITORIAL ~)ERVICES, 2016

1. APPROVED BUDGET FOR THE CONTRACT (ABC)

The Maritime Industry Authority (MA INA) shall offer public bidding to allprospective bidders for the procureme~t of Janitorial Services with an ApprovedBudget for the Contract (ABC) amountilng to THREE MILLION ONE HUNDREDEIGHTY SEVEN THOUSAND FIVE HUNDRED PESOS (P3,187,500.00)covering the period 01 April 2016 to 31 December 2016.

2. SCOPE OF WORK

The prospective bidders shall bid and provide housekeeping/janitorial services forthe MARITIME INDUSTRY AUTHORIT (which Office occupies the 3rd, 4th, 5th, 6th

and yth floors of the Parkview Plaza located at Taft Avenue corner T.M. KalawStreet, Ermita, Manila and MARINA SOpO, 5th Floor, SM Manila, with details asfollows:

2.1 To provide minimum of twenty-one (21) uniformed janitors and one (1)supervisor who shall work seven (7) hours per day, exclusive of one (1

1

)

hour breaktime, from Mondays to Fridays, starting 6:00 AM to 7:00 PM o~shifting schedule and five (5) hours on Saturdays from 7:00 AM to 12:0([)NN. The breakdown of the distribution and deployment of the janitors shallbe attached to the contract. I

2.2 To perform the following:

2.2.1 DAILY ROUTINE OPERA1IONS:

a. Sweeping, mopping and spot scrubbing of all offices and commonareas (i.e., hallway, corridors, and stairways);

b. Cleaning, sanitizing and disinfecting of toilets and washrooms, whichincludes the use of special sanitizing and disinfecting agents in washbasins, urinals and toilet boyvls;

c. Dusting and cleaning of horizontal and vertical structure surfaces inoffices/units and common areas;

d. Dusting and cleaning of all glass panes, windows, doors and windowledges, air vents and partilions, furniture and fixtures which requirespecialized maintenance;

Page 1ITOR _JANITORIAL.SERVICESI2016

Parkview Plaza984 Taft Avenue corner T.M. Kalaw1000 Ermita Manila, Philippines

Tel. Nos. : (632) 523-8660 I (632) 526-0971Fax No. : (632) 524-2895Website : www.marina.gov.ph

e. Dusting and cleaning of win ow sills and vacuum cleaning of carpetsand draperies;

f. Cleaning of receptacles in 0 fices/units and common areas;

g. Proper disposal of garbage 9nd washing of garbage chutes;

h. Spraying of air fresheners a d disinfectants in all offices;

i. Maintain and provide indoor olants for hallways.

2.2.2 WEEKLY PERIODIC OPE ~ATIONS (EVERY WEEKENDS):

a. Polishing of floors;

b. Dusting of lighting fixtures, h ::mginglamps and electric fans, etc.;

c. Washing and cleaning of inside and outside glass windows, glasspartitions and doors;

d. Thorough washinq/cleanirq/sanltizinq and disinfecting of allwashrooms and toilet fixtures:

2.2.3 MONTHLY PERIODIC OPERATIONS:

a. Thorough general cleaninq by way of scrubbing, spot-checking ofdamaged tiles, removal of lstainsand others;

b. Thorough cleaning and washing of inside walls and ceilings;

c. Shampooing and vacuuming of carpeted areas;

d. Vacuuming of chairs and sofa sets;

e. Thorough inspection and removal of stain marks on carpeted areas:

f. Washing and cleaning of light diffusers, venetian blinds, screens,outside walls, ceilings, etc.;

2.2.4 ADDITIONAL SERVICES TO BE PROVIDED FREE OFCHARGE:

a. Reporting of all breakages, electrical malfunctions and others thJtrequire immediate attention;

b. Provide one (1) roving (Coordinator who will coordinate with thesupervisor from time to tnne in monitoring the performance of thepersonnel deployed;

c. Errand services as required by MARINA;

d. Reporting minor repair an close coordination;

Page 2fTOR _JANITORIAL SERVICESI2016

e. To provide other equipme It that will be necessary during generalcleaning;

2.3 Provide all necessary minimum number of cleaning equipment andsupply of materials at any given time for the duration of nine (9)months are as follows:

Equipment (to be provided free of ch~lIf@l

I• 3 units floor polisher• 2 units vacuum cleaner

Tools:

.3 pieces

.3 pieces• 10 units• 3 pieces.5 pieces• 2 pieces• 1 unit• 5 pieces.4 pieces• 2 pieces.6 pieces• 10 pieces -• 10 pieces -• 10 pieces -• 10 pieces -• 10 pieces -

Stripping oad for floor polisherpolishing pad for floor polisherset of mo ) and squeezerCaution Signagespatula12' Aluminum ladder30 meter Nater Hoseplastic pa Islarge plastic container (drum)toilet han j pumptoilet bow hand brushrags for dry wiping/cleaningrags for let wiping/cleaningsoft broornbroom stickdoormats/for comfort room

Materials:

• Liquid disinfectant for comfort rooms• Muriatic acid• Air freshener• Furniture liquid polish• Liquid stain remover• Shine polish/wax for vinyl tiles• Liquid soap for comfort rooms• Deodorant cake for comfort rooms• Detergent powder• Powder cleanser• Scrubbing pad• Steel wool• Toilet tissue paper• Insecticide• Metal polish• Garbage bag (big)• Garbage bag (small, for trash bin)

Page 3ITOR_JANITORIAL.SERVICES/2016

3. PERIOD OF THE CONTRACT

The Contract for janitorial services shall cover 01 April 2016 to 31 December2016.

4. CONDITIONS OF THE CONTRACT

4.1 The contract shall have provisions for General Conditions, SpecialConditions, Schedule of Delivery of Requirements and TechnicalSpecifications specified under Section IV, V, VI and VII respectively ofthe Bid Documents.

4.2 That if the exigency of the service so requires, MARINA shall have theright to require janitors to re~lder overtime services, compensable inaccordance with the provision; of the Labor Code.

4.3 The winning bidder shall comply with the provisions of the Labor Codeparticularly Chapter III Article 03 which states that wages shall be paidat least once every two (2) weeks or twice a month at intervals notexceeding sixteen (16) days and within five (5) working days from thescheduled date of payment shall submit proof of payment of wages.'overtime, and 13th month pay of their deployed employees in MARINA.

4.4 The winning bidder shall comply with Labor Standards, Occupational,Health and Safety Standards, Permits and Licenses and all othelil'applicable national and local n les and regulations.

The place of work and terms and conditions governing the contractingarrangement, to include the agreed amount of the services to berendered, the standard administrative fee of not less than ten percent(10%) of the total contract cost shall be provided. I

Compliance with all rights and benefits of the employees under theLabor Code and Department (Drder No. 18-A, Series of 2011, on: safeand healthful working conditions; labor standards such as, serviceincentive leave, rest days, overtime pay, 13th month pay and separationpay; retirement benefits; contributions and remittances of SSS,PhilHealth and Pagibig.

5. PRE-BID CONFERENCE

A Pre-Bid Conference shall be conducted on 15 February 2016, 10:00 a.m. atthe MARINA Lounge located at the 4t1

\ floor, 984 Parkview Plaza, Taft Avenuecorner T.M. Kalaw Street, Ermita, Manila, to clarify and address the Bidders'questions on the requirements, terms arid conditions and specifications stipulatedin the Bidding Documents.

Bidders are encouraged to attend the Pre-Bid Conference but their non-attendance shall in no way prejudice their Bid. The Bidders, however areexpected to know the changes and/or amendments to the Bidding Documentsdiscussed during the Pre-Bid Conference.

Page 4ITOR _JANITORIAL. SERVICESI20116

6. BID SECURITY

6.1 All bids shall be accompanied by a bid security as required in Section27 of the revised Implement Hules and Regulations (IRR) of RepublicAct (RA) No. 9184, payabl ~ to MARINA as a guarantee that thesuccessful bidder shall, with n ten (10) calendar days or less, asindicated in the Instructions to Bidders, from receipt of the notice ofaward, enter into contract with the MARINA and furnish theperformance security, except when Section 37.1 thereof allows alonger period. Failure to encl ise the required bid security in the formand amount prescribed here n shall automatically disqualify the bidconcerned.

6.2 The bid security shall be in tile amount equal to a percentage of theABC in accordance with the following schedule:

IForm of Bid securiity Amount of Bid Security

(Equal to Percentage ofABC)

a) Cash or cashier's/ manager'scheck issued by a Jniversal orCommercial Bank

b) Bank draft/guarantee or Two percent (2%) of ABCirrevocable letter of oredit issuedby a Universal or CommercialBank: Provided, however, that itshall be confirmed orauthenticated by a l~niversal orCommercial Bank, if issued by aforeiqn bank.

or

P63,750.00

c) Surety Bond callable upon Five Percent (5%) of ABCdemand issued by a surety orinsurance company oluly certifiedby the Insurance COllnmission asauthorized to issue such security.

or

P159,375.00

However, in lieu of a bid security mentioned above, the bidder may submit a BidSecuring Declaration that is an undertaking which states, among others, that thebidder shall enter into contract with the procuring entity and furnish the requiredperformance security within ten (10) calendar days, or less, as indicated in theBidding Documents, from receipt of thel Notice of Award, and committing to paythe corresponding fine and be suspended for a period of time from bernqqualified to participate in any governnpent procurement activity in the event itviolates any of the conditions stated therein as required in the guidelines issuedby the GPPB.

7. PERFORMANCE SECURITY

To guarantee the faithful performance' by the winning bidder of its obligationsunder the contract in accordance with the Bidding Documents, it shall post theperformance security as required under Section 39 of the Revised IRR of RA

Page 5fTOR _JANITORIAL. SERVICESI2016

9184 prior to the signing of the contr et. The performance security shall bedenominated in Philippine Pesos and posted in favor of MARINA, which shall beforfeited in the event it is established that the winning bidder is in default in any ofits obligations under the contract.

8. LANGUAGE OF BID

The Bid, as well as all corresponde ce and documents relating to the Bidexchanged by the Bidder and the MARI lA, shall be written in English.

9. ELIGIBILITY CHECK

Prior to Bid opening the Bidder must fi 'st pass an eligibility check. Only after aBidder has satisfactorily passed this elig bility check will its Bid be included in theBid opening.

A Bidder shall include its eligibility doouments in a separate envelope marked"Eligibility Documents" and shall be submitted together with the Technical andFinancial Bid envelope on or before the deadline specified in the PBDs.

10. ELIGIBILITY DOCUMENTS

For purposes of determining the eligibility of bidders using the criteria stated inSection 23.5 of the Revised IRR of RA 9184, only the following documents shallbe required by the BAC using the forms prescribed in the Bidding documents;

10.1 Class "A" Documents

10.1.1 Legal Documents (OFI~IGINALlAUTHENTICATED/CERTIFIEDTRUE COPY BY THE IS~;UINGAGENCY/ENTITY, i.e. SEC, DTI,etc.)

a. Valid Registration certificate from Securities and EXChangeCommission (SEC) for corpo ation, Department of Trade and Industry(DTI) for sole proprietorship or Cooperative Development Authority(CDA) for cooperatives, or any proof of such registration as stated inthe Bidding Documents.

b. Valid Mayor's permit issue by the city or municipality where theprincipal place of business of the prospective bidder is located.

c. Tax Clearance pursuant to GPPB Resolution No. 21-2013.

10.1.2. Technical Document~~

Statement of the prospective Bidder of all its ongoing and completedgovernment and private ontracts, where applicable, includingcontracts awarded but not yet started, if any, whether similar or notsimilar in nature and complexity to the contract to be bid, within the lastfive (5) years as provided in the Bidding Documents. The statementshall include all information required in the PBDs prescribed by theGPPB.

Page 6ITOR _JANITORIAL.SERVICESI2016

1. Name of the contract;2. Date of the contract;3. Kinds of goods;4. Amount of contract a d value of outstanding contracts;5. Date of delivery; and6. End user's accepta ce or official receipt(s) issued for the

contract, if completed

10.1.3 Financial Documents

a. The prospective Bidder's audi ted financial statements, showing amongothers, the prospective bidde 's total and current assets and liabilities,stamped "received" by the BIR or its duly accredited and authorizedinstitutions, for the preceding calendar year which should not be earlierthan two (2) years from the date of bid submission.

b. The prospective bidder's eo putation of its Net Financial ContractingCapacity (NFCC)

The computation of a prospective bidder's NFCC must be at least equal to theABC to be bid, calculated as follows:

NFCC = [(Current assets minus currel t liabilities) (K)] minus the value of alloutstanding or uncompleted portions of the projects under ongoing contracts,including awarded contracts yet to be started coinciding with the contract to bebid.

Where: K = 10 for a contract duratiojn of one year or less,15 for a contractduration of more than one year up to two years, and 20 for a contract duration otmore than two years.

The values of the bidder's current assets and current liabilities shall be based onthe data submitted to the BIR, through its Electronic Filing and Payment System(EFPS).

10.2 Class "8" Documents

10.2.1 Valid joint venture aqreernent (JVA) , in case the joint venture isalready in existence. In the absence of a JVA, a duly notarizedstatement from all the !I otential joint venture partners stating thaltthey will enter into and abide by the provisions of the JVA in theinstance that the bid is successful shall be included in the bid.Failure to enter into a joint venture in the event of a contractaward shall be ground for the forfeiture of the bid security. Eachpartner of the joint venture shall submit the legal eligibilitydocuments. The subr ission of technical and financial eligibilitydocuments by any c the joint venture partners constitutescompliance.

Page 7iTOR _JANITORIALSERVICESI2016

11. BIDDING DOCUMENTS

A complete set of Bidding Documents containing other information andinstructions to bidders can be purchaselJ by interested bidders at the 4th FloorGeneral Services Division (GSD), Ma~lagement Financial and AdministrativeService (MFAS), MARINA Central 0 flee, Parkview Plaza, 984 Taft Avenuecorner T.M. Kalaw Street, Ermita, Manila and upon payment of a non-refundablefee in the amount of Five Thousand Pe sos (Php 5,000.00).

The Bidding Documents may also be downloaded at the following websitesprovided that the bidders shall pay the fee for the bidding documents uponsubmission of their bids:

1. MARINA Websitle- www.marina.gov.ph2. PHILGEPS - wvrw.philgeps.gov.ph

Page BITOR _JANITORIALSERVICESI20i6

Prepared by:

BAC- Technical Working Group per Special Order No. 1633-15

)ESUS REX FRANCIS E. ANTONIOMember

l n); . ~~\--.FE M. CALA DAG);{N

Chairperson

Recommending Approval:-~ c.'BASHIRUDDIN U. ADILChairman, Primary Bids and Awards Committee,