Consulting Services for the Surveillance Audit Tender - 23642487

Procurement Summary

Country: Philippines

Summary: Consulting Services for the Surveillance Audit for ISO 9001: 2015 of Bulacan State University

Deadline: 29 May 2018

Posting Date: 26 May 2018

Other Information

Notice Type: Tender

TOT Ref.No.: 23642487

Document Ref. No.: G 05-318-18

Competition: ICB

Financier: Self Financed

Purchaser Ownership: -

Tender Value: Refer Document

Purchaser's Detail

Name: Login to see tender_details

Address: Login to see tender_details

Email: Login to see tender_details

Login to see details

Tender Details

Consulting Services for the Surveillance Audit for ISO 9001: 2015 of Bulacan State University
Request for Quotation (RFQ no. 18-271-05)
Consulting Services for the Surveillance Audit for ISO 9001: 2015 of Bulacan State University
1. The Bulacan State University (BulSU), through the Income Fund 2018 intends to apply the sum of Four Hundred Fifty Thousand (a‚+/- 450, 000.00) being the Approved Budget for the Contract (ABC) to payments under the contract for Consulting Services for the Surveillance Audit for ISO 9001:2015 of Bulacan State University. Quotations received in excess of the ABC shall be automatically rejected at the opening of price quotations.
2. The BulSU-Bids and Awards Committee for Goods, Supplies and Services (BAC 2) now Requests for Quotation (RFQ) for the services of Consultant to conduct audit, update and assessment as required for ISO 9001: 2015 at office address Bulacan State University Main Campus, Guinhawa, City of Malolos, Bulacan.
The Consultant should be in compliance with all of its on-going government and private contracts, and should have completed in the Philippines, within the last three (3) years from the date of submission and receipt of price quotation, at least one (1) single contract of similar nature amounting to at least fifty percent (50%) of the ABC.
3. The procurement of Consulting Services for the Surveillance Audit for ISO 9001:2015 will be conducted based on Section 53.9. Small Value Procurement of the Revised Implementing Rules and Regulations (RIRR) of Republic Act (RA) no. 9184.
4. The submission of RFQ is open to all interested bidders, whether local or foreign, subject to the conditions for eligibility provided in the RIRR of RA 9184.
5. Interested bidders may obtain further information from BAC Secretariat at the Procurement Office, 2nd Floor, College of Social Science and Philosophy (CSSP) Building Bulacan State University Main Campus, City of Malolos, Bulacan, from Monday to Friday, 8:00 a.m. to 5:00 p.m. starting May 28, 2018 or at Tel no. (044) 794-7755.
A complete set of RFQ may be acquired by interested Bidders on May 28, 2018 to May 31, 2018 from the address below, free of charge.
It may also be downloaded from the website of the Philippine Government Electronic Procurement System (PhilGEPS) and the website of the Bulacan State University.
6. The accomplished RFQ must be delivered on or before June 1, 2018, 1:00 p.m. to BAC Secretariat at the Procurement Office, 2nd Floor, College of Social Science and Philosophy (CSSP) Building, Bulacan State University Main Campus, City of Malolos, Bulacan. Please submit your highest rated and most responsive price quotation (Item D - Procurement Form ) together with the eligibility and technical components as well as other required documents in a sealed envelope marked as follows:
ISABELITA C. BENEDICTOS
Chairperson, BAC for Goods, Supplies & Services
Request for Quotation
Consulting Services for the Surveillance Audit for ISO 9001:2015 of Bulacan
State University
Procurement Office, 2nd Floor, CSSP Building, BulSU Main Campus
Please note that price quotations submitted after the abovementioned deadline shall not be accepted.
7. The BulSU-BAC 2 shall evaluate bids using the Quality Based Evaluation (QBE). The criteria and rating system for the evaluation of bids shall be provided in the Instructions to Bidders.
8. The contract shall be completed within Twenty-six (26) calendar days after receipt of Notice to Proceed
9. The BulSU-BAC 2 reserves the right to reject any and all price quotations, declare the procurement process a failure, or not award the contract at any time prior to contract award in accordance with Section 41 of RA 9184 and its IRR, without thereby incurring any liability to the affected bidder or bidders.
10. For further information, please refer to:
MARIA ROSALIE M. MENDOZA
Procurement Office
Bulacan State University
Guinhawa, City of Malolos, Bulacan 3000
Tel. No. (044)919-7800 local 1053 or 1054; Fax No. (044) 794-7755
Email Address: [email protected]
Website: www.bulsu.edu.ph
ISABELITA C. BENEDICTOS
Chairperson
BAC Goods, Supplies, & Services
ELIGIBILITY, TECHNICAL, AND FINANCIAL REQUIREMENTS SHOULD BE APPROPRIATELY SIGNED AND PROPERLY ARRANGE AS FOLLOWS:
Class -œA- Documents:
Eligibility Documents:
1. Registration certificate from the Securities and Exchange Commission (SEC), Department of Trade and Industry (DTI) for sole proprietorship, or Cooperative Development Authority (CDA) for cooperatives, or any proof of such registration as stated in the BDS;
2. Mayor-s permit issued by the city or municipality where the principal place of business of the prospective bidder is located; and
3. PhilGEPS Certificate of Registration (Platinum Membership)
Technical Documents:
4. Statement of all its on-going government and private contracts, including contracts awarded but not yet started, if any, whether similar or not similar in nature and complexity to the contract to be bid;
This statement shall be supported with:
-c Notice of Award or Notice to Proceed or Contract or P.O.
-c All spaces should be filled up with correct information.
5. Statement of the Bidder-s Single Largest Completed Contract (SLCC) similar to the contract to be bid;
SLCC within the last three (3) years which is similar in nature equivalent to a‚+/- 225, 000.00 (50% of the ABC)
This statement shall be supported with:
-c Notice of Award or Notice to Proceed or Contract or P.O. with O.R. or C.R.
-c Certificate of completion and owner-s acceptance
-c All spaces should be filled up with correct information.
6. Statement of conformity with Terms of Reference
7. Sworn Statement as prescribed by Item D Procurement Forms
Additional Documents:
8. Certificate of Accreditation (ISO 9001; ISO 14001; OHSAS 18001) from United State Accreditation Service (USAS) accreditation and/or United Kingdom Accreditation Service (UKAS) (As per Criteria No. 1)
9. ISO Certification from Clients ( These will serve as an additional supporting documents to the Statement of All Government & Private Contracts completed within the last three (3) years which are similar in nature required/submitted during the eligibility check.)
10. List of assigned personnel in the project with proof of qualifications such as: Curriculum Vitae (CV), Professional Regulation Commission (PRC) License and Professional Tax Receipt (PTR) clearly showing the relevant skills, work experience and professional certifications
Class -œB- Documents: If applicable, Joint Venture Agreement in accordance with RA 4566.
Financial Documents:
11. Financial Proposal Submission Form
12. Summary of Cost
13. Breakdown of Price Per Activity
14. Breakdown of Remuneration Per Activity
15. Reimbursable Per Activity
16. Miscellaneous Expenses
Notes:
1. Consultants shall enclose the required eligibility, technical documents and financial component described in Instructions Clause 8.1 in one sealed envelope
2. Any missing document in the above-mentioned checklist is a ground for outright rejection of the bid.
3. Any bid submitted after the deadline for submission and receipt of price quotations prescribed by the BulSU shall be declared -œLate- and shall not be accepted by the BulSU.
B. Instructions in the Submission of Request for Quotation (RFQ)
1. Introduction
1.1. The Bulacan State University shall select an individual, sole proprietorship, cooperative, partnership, corporation, or a joint venture (JV) (hereinafter referred to as -œConsultant-) from among those short listed, in accordance with the Quality-Based Evaluation (QBE) procedure.
1.2. The Bulacan State University has received financing (hereinafter called -œfunds-) from Income 2018 toward the cost of the Consulting Services for the Surveillance Audit for ISO 9001:2015 of Bulacan State University. The Bulacan State University intends to apply a portion or the whole of the funds to payments for this Project.
1.3. Consultants are invited to submit bids composed of a technical proposal and a financial proposal for Consulting Services required for this Project described in the Terms of Reference. Price Quatation shall be the basis for contract negotiations and ultimately for a signed contract with the selected Consultant.
1.4. If the Terms of Reference indicates that the Project will be completed in phases, each phase must be completed to the Bulacan State University-s satisfaction prior to the commencement of the next phase.
1.5. Consultants must familiarize themselves with local conditions and take them into account in preparing their bids. To obtain firsthand information on the project and on the local conditions, Consultants are encouraged to visit the Bulacan State University before submitting a price quotation.
1.6. The Consultants- costs of preparing their RFQ and negotiating the contract, including a visit to the Bulacan State University, are not reimbursable as a direct cost of the project.
1.7. Consultants shall not be under a declaration of ineligibility for corrupt, fraudulent, collusive, coercive or obstructive practices issued by the Funding Source or the Bulacan State University in accordance with this Instruction under Clause 3.1.
2. Conflict of Interest
2.1. The Funding Source-s policy requires that Consultants provide professional, objective, and impartial advice and at all times hold the Bulacan State University-s interests paramount, without any consideration for future work, and strictly avoid situations where a conflict of interest shall arise with their other projects or their own interests. Consultants shall not be hired for any project that would be in conflict with their prior or current obligations to other entities, or that may place them in a position of not being able to carry out the
Project in the best interest of the Bulacan State University. Without limitation on the generality of this rule, Consultants shall not be hired under the circumstances set forth below:
(a) If a Consultant combines the function of consulting with those of contracting and/or supply of equipment for the same Project;
(b) If a Consultant is associated with, affiliated to, or owned by a contractor or a manufacturing firm with departments or design offices offering services as consultants unless such Consultant includes relevant information on such relationships along with a statement in the Technical Proposal cover letter to the effect that the Consultant shall limit its role to that of a consultant and disqualify itself and its associates from work in any other capacity that may emerge from the Project (including bidding for any part of the future project). The contract with the Consultant selected to undertake the Project shall contain an appropriate provision to such effect; or
(c) If there is a conflict among consulting projects, the Consultant (including its personnel and subconsultants) and any subsidiaries or entities controlled by such Consultant shall not be recruited for the relevant project. The duties of the Consultant depend on the circumstances of each case. While continuity of consulting services may be appropriate in particular situations where no conflict exists, a Consultant cannot be recruited to carry out a project that, by its nature, shall result in conflict with a prior or current project of such Consultant. Examples of the situations mentioned are when a Consultant engaged to prepare engineering design for an infrastructure project shall not be recruited to prepare an independent environmental assessment for the same project; similarly, a Consultant assisting a Procuring Entity in privatization of public assets shall not purchase, nor advise purchasers, of such assets; or a Consultant hired to prepare Terms of Reference (TOR) for a project shall not be recruited for the project in question.
2.2. Consultants shall not be related to the Head of the Procuring Entity (HoPE), members of the BAC, the TWG, and the BAC Secretariat, the head of the PMO or the end-user unit, and the project consultants, by consanguinity or affinity up to the third civil degree. The prohibition shall apply as follows:
(a) If the Consultant is an individual or sole proprietorship, then to himself;
(b) If the Consultant is a partnership, then to all its officers and members;
(c) If the Consultant is a corporation, then to all its officers, directors and controlling stockholders;
(d) If the Consultant is a cooperative, to all its officers, directors, and controlling shareholders
(e) If the Consultant is a JV, the provisions of items (a), (b), (c), or (d) of this Section shall correspondingly apply to each of the members of the said joint venture, as may be appropriate.
Relationship of the nature described above or a failure to comply with the provisions of this clause will result in the rejection of the Consultant-s bid.
2.3. Subject to the provisions of ITB Clause 2, any previous or ongoing participation by the Consultant, its professional staff, or its affiliates or associates under a contract with the Funding Source or the Bulacan State University in relation to this Project may result in the rejection of its bid. Consultants should clarify their situation in that respect with the Bulacan State University before preparing its RFQ.
2.4. Failure by a Consultant to fully disclose potential conflict of interest at the time of RFQ submission, or at a later date in the event that the potential conflict arises after such date, shall result in the Bulacan State University and/or the Funding Source seeking the imposition of the maximum administrative, civil and criminal penalties up to and including imprisonment.
2.5. Consultants are discouraged to include officials and employees of the Government of the Philippines (GoP) as part of its personnel. Participation of officials and employees of the GoP in the Project shall be subject to existing rules and regulations of the Civil Service Commission.
2.6. Fairness and transparency in the selection process require that Consultants do not derive unfair competitive advantage from having provided consulting services related to the Project in question. To this end, the Procuring Entity shall make available to all the short listed consultants together with the Bidding Documents all information that would in that respect give each Consultant a competitive advantage.
3. Corrupt, Fraudulent, Collusive, Coercive, and Obstructive Practices
3.1. The Bulacan State University as well as the Consultants shall observe the highest standard of ethics during the procurement and execution of the contract. In pursuance of this policy, Bulacan State University:
(a) defines, for purposes of this provision, the terms set forth below as follows:
(i) -œcorrupt practice- means behavior on the part of officials in the public or private sectors by which they improperly and unlawfully enrich themselves, others, or induce others to do so, by misusing the position in which they are placed, and includes the offering, giving, receiving, or soliciting of anything of value to influence the action of any such official in the procurement process or in contract execution; entering, on behalf of the GoP, into any contract or transaction manifestly and grossly disadvantageous to the same, whether or not the public officer profited or will profit thereby, and similar acts as provided in Republic Act 3019.
(ii) -œfraudulent practice- means a misrepresentation of facts in order to influence a procurement process or the execution of a contract to the detriment of the Procuring Entity, and includes collusive practices among Bidders (prior to or after bid submission) designed to establish bid prices at artificial, non-competitive levels and to deprive the Procuring Entity of the benefits of free and open competition.
(iii) -œcollusive practices- means a scheme or arrangement between two or more Bidders, with or without the knowledge of the Procuring Entity, designed to establish bid prices at artificial, non-competitive levels.
(iv) -œcoercive practices- means harming or threatening to harm, directly or indirectly, persons, or their property to influence their participation in a procurement process, or affect the execution of a contract;
(v) -œobstructive practice- is
(aa) deliberately destroying, falsifying, altering or concealing of evidence material to an administrative proceedings or investigation or making false statements to investigators in order to materially impede an administrative proceedings or investigation of the Procuring Entity or any foreign government/foreign or international financing institution into allegations of a corrupt, fraudulent, coercive or collusive practice; and/or threatening, harassing or intimidating any party to prevent it from disclosing its knowledge of matters relevant to the administrative proceedings or investigation or from pursuing such proceedings or investigation; or
(bb) acts intended to materially impede the exercise of the inspection and audit rights of the Procuring Entity or any foreign government/foreign or international financing institution herein.
(b) will reject a proposal for award if it determines that the Bidder recommended for award has engaged in any of the practices mentioned in this Clause for purposes of competing for the contract.
3.2. Further, the Bulacan State University will seek to impose the maximum civil, administrative, and/or criminal penalties available under applicable laws on individuals and organizations deemed to be involved in any of the practices mentioned in ITB Clause 3.1(a).
3.3. Furthermore, the Funding Source and the Bulacan State University reserve the right to inspect and audit records and accounts of a Consultant in the bidding for and performance of a contract themselves or through independent auditors.
4. Consultant-s Responsibilities
4.1. The Consultant or its duly authorized representative shall submit a sworn statement in the form prescribed in Item D -RFQ Forms.
4.2. The Consultant is responsible for the following:
(a) Having taken steps to carefully examine all of the Procurement Documents;
(b) Having acknowledged all conditions, local or otherwise, affecting the implementation of the contract;
(c) Having made an estimate of the facilities available and needed for this Project, if any;
(d) Having complied with its responsibility to inquire or secure Supplemental/Bid Bulletin/s as provided under ITB Clause Error! Reference source not found..
(e) Ensuring that it is not -œblacklisted- or barred from bidding by the GoP or any of its agencies, offices, corporations, or LGUs, including foreign government/foreign or international financing institution whose blacklisting rules have been recognized by the GPPB;
(f) Ensuring that each of the documents submitted in satisfaction of the bidding requirements is an authentic copy of the original, complete, and all statements and information provided therein are true and correct;
(g) Authorizing the Head of the Procuring Entity or its duly authorized representative/s to verify all the documents submitted;
(h) Ensuring that the signatory is the duly authorized representative of the Bidder, and granted full power and authority to do, execute and perform any and all acts necessary to participate, submit the bid, and to sign and execute the ensuing contract, accompanied by the duly notarized Special Power of Attorney, Board/Partnership Resolution, or Secretary-s Certificate, whichever is applicable;
(i) Complying with the disclosure provision under Section 47 of RA 9184 and its IRR in relation to other provisions of Republic Act 3019;
(j) Complying with existing labor laws and standards, in the case of procurement of services. Moreover, bidder undertakes to:
(i) Ensure the entitlement of workers to wages, hours of work, safety and health and other prevailing conditions of work as established by national laws, rules and regulations; or collective bargaining agreement; or arbitration award, if and when applicable.
In case there is a finding by the Procuring Entity or the DOLE of underpayment or non-payment of workers- wage and wage-related benefits, bidder agrees that the performance security or portion of the contract amount shall be withheld in favor of the complaining workers pursuant to appropriate provisions of Republic Act No. 9184 without prejudice to the institution of appropriate actions under the Labor Code, as amended, and other social legislations.
(ii) Comply with occupational safety and health standards and to correct deficiencies, if any.
In case of imminent danger, injury or death of the worker, bidder undertakes to suspend contract implementation pending clearance to proceed from the DOLE Regional Office and to comply with Work Stoppage Order; and
(iii) Inform the workers of their conditions of work, labor clauses under the contract specifying wages, hours of work and other benefits under prevailing national laws, rules and regulations; or collective bargaining agreement; or arbitration award, if and when applicable, through posting in two (2) conspicuous places in the establishment-s premises; and
(k) Ensuring that it did not give or pay, directly or indirectly, any commission, amount, fee, or any form of compensation, pecuniary or otherwise, to any person or official, personnel or representative of the government in relation to any procurement project or activity.
Failure to observe any of the above responsibilities shall be at the risk of the Consultant concerned.
4.3. It shall be the sole responsibility of the prospective bidder to determine and to satisfy itself by such means as it considers necessary or desirable as to all matters pertaining to this Project, including: (a) the location and the nature of the contract, project, or work; (b) climatic conditions; (c) transportation facilities; (c) nature and condition of the terrain, geological conditions at the site communication facilities, requirements, location and availability of construction aggregates and other materials, labor, water, electric power and access roads; and (d) other factors that may affect the cost, duration and execution or implementation of the contract, project, or work.
4.4. The Bulacan State University shall not assume any responsibility regarding erroneous interpretations or conclusions by the Consultant out of the data furnished by the Procuring Entity. However, the Bulacan State University shall ensure that all information in the Bidding Documents, including supplemental/bid bulletins issued are correct and consistent.
4.5. Before submitting their bids, the Consultants are deemed to have become familiar with all existing laws, decrees, ordinances, acts and regulations of the GoP which may affect the contract in any way.
4.6. The Consultant shall bear all costs associated with the preparation and submission of his bid, and the Procuring Entity will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the bidding process.
4.7. Consultants should note that the Bulacan State University will only accept bids from those that have paid the applicable fee for the Bidding Documents at the office indicated in the Request for Expression of Interest.
5. Origin of Associated Goods
Unless otherwise indicated in the Terms of Reference, there is no restriction on the origin of Goods other than those prohibited by a decision of the United Nations Security Council taken under Chapter VII of the Charter of the United Nations.
6. Subcontracts
6.1. Unless otherwise specified in the Terms of Reference, the Consultant may subcontract portions of the Consulting Services to an extent as may be approved by the Bulacan State University and stated in the Terms of Reference. However, subcontracting of any portion shall not relieve the Consultant from any liability or obligation that may arise from the contract for this Project.
6.2. Subconsultant must comply with the eligibility criteria and the documentary requirements specified in the Terms of Reference. In the event that any subconsultant is found by the Bulacan State University to be ineligible, the subcontracting of such portion of the Consulting Services shall be disallowed.
6.3. The Consultant may identify the subconsultant to whom a portion of the Consulting Services will be subcontracted at any stage of the bidding process or during contract implementation. If the Consultant opts to disclose the name of the subconsultant during bid submission, the Consultant shall include the required documents as part of the technical component of its bid. A subconsultant that is identified by the Consultant during contract implementation must comply with the eligibility criteria and documentary requirements and secure approval of the Bulacan State University.
7. Language of Bids
The eligibility requirements or statements, the bids, and all other documents to be submitted to the BAC must be in English. If the eligibility requirements or statements, the bids, and all other documents submitted to the BAC are in foreign language other than English, it must be accompanied by a translation of the documents in English. The documents shall be translated by the relevant foreign government agency, the foreign government agency authorized to translate documents, or a registered translator in the foreign bidder-s country; and shall be authenticated by the appropriate Philippine foreign service establishment/post or the equivalent office having jurisdiction over the foreign bidder-s affairs in the Philippines. The English translation shall govern, for purposes of interpretation of the bid.
8. Documents Comprising the Eligibility and Technical Components
8.1 The envelope shall contain the following eligibility and technical documents:
(a) Eligibility Documents -
Class -œA- Documents:
(i) Registration certificate from the Securities and Exchange Commission (SEC), Department of Trade and Industry (DTI) for sole proprietorship, or Cooperative Development Authority (CDA) for cooperatives, or any proof of such registration as stated in the BDS.
(ii) Mayor-s permit issued by the city or municipality where the principal place of business of the prospective bidder is located;
(iii) PhilGEPS Certificate of Registration and membership in accordance with Section 8.5.2 of the IRR (Platinum Membership)
(b) Technical Documents-
(iv) Statement of all its ongoing government and private contracts, including contracts awarded but not yet started, if any, whether similar or not similar in nature and complexity to the RFQ; and
(v) Statement of the Bidder-s Single Largest Completed Contract (SLCC) similar to the contract to be bid, in accordance with Item D- RFQ Forms
The two statements required shall indicate for each contract the following:
(ii.1) name of the contract;
(ii.2) date of the contract;
(ii.3) contract duration;
(ii.4) owner-s name and address;
(ii.5) kinds of Goods;
(ii.6) For Statement of Ongoing Contracts - amount of contract and value of outstanding contracts;
(ii.7) For Statement of SLCC - amount of completed contracts, adjusted by the Bidder to current prices using PSA-s consumer price index, if necessary for the purpose of meeting the SLCC requirement;
(ii.8) date of delivery; and
(ii.9) end user-s acceptance or official receipt(s) or sales invoice issued for the contract, if completed, which shall be attached to the statements.
(vi) Conformity with Terms of Reference provided under Item D - RFQ Forms
(vii) Sworn statement in accordance with Section 25.3 of the IRR of RA 9184 and using the form prescribed in Section VIII. Bidding Forms.
Additional Documents:
(viii) Certificate of Accreditation (ISO 9001; ISO 14001; OHSAS 18001) from United State Accreditation Service (USAS) accreditation and/or United Kingdom Accreditation Service (UKAS) (As per Criteria No. 1)
(ix) List of assigned personnel in the project with proof of qualifications such as: Curriculum Vitae (CV), Professional Regulation Commission (PRC) License and Professional Tax Receipt (PTR) clearly showing the relevant skills, work experience and professional certifications
(x) ISO Certification from Clients ( These will serve as an additional supporting documents to the Statement of All Government & Private Contracts completed within the last three (3) years which are similar in nature required/submitted during the eligibility check.)
Class -œB- Document:
(xi) If applicable, the Joint Venture Agreement (JVA) in case the joint venture is already in existence, or duly notarized statements from all the potential joint venture partners in accordance with Section 23.1(b) of the IRR.
9. Documents Comprising the Bid: Financial Proposal
9.1. All information provided in a Consultant-s Financial Proposal shall be treated as confidential. The Financial Proposal must be submitted in hard copy using the format shown in Item D- Procurement Forms.
9.2. The total calculated bid prices, as evaluated and corrected for minor arithmetical corrections, such as computational errors, which exceed the approved budget for the contract (ABC) shall not be considered.
9.3. Prices quoted by the Participating Service Provider shall be fixed during the performance of the contract and not subject to variation or price escalation on any account. A price quotation submitted with an adjustable price quotation shall be treated as non-responsive and shall be rejected.
9.4. Price quotations shall be quoted in Philippine Pesos.
10. Format and Signing of Bids
10.1. Consultants shall submit their eligibility and technical documents and financial components through their authorized representative using the appropriate forms provided on or before the deadline specified in the RFQ in one (1) sealed envelope.
10.2. Forms as mentioned in this RFQ must be completed without any alterations to their format, and no substitute form shall be accepted. All blank spaces shall be filled in with the information requested.
10.3. The eligibility and technical documents and financial components shall be signed, and each and every page thereof shall be initialed by the duly authorized representative/s of the Consultant. Failure to do so shall be a ground for the rejection of the bid.
10.4. Any interlineations, erasures, or overwriting shall be valid only if they are signed or initialed by the duly authorized representative/s of the Consultant.
11. Sealing and Marking of Bids
11.1. Consultants shall enclose the required eligibility, technical documents and financial component described in Clause 8.1 in one sealed envelope.
The envelopes shall:
(a) contain the name of the contract to be bid in capital letters;
(b) bear the name and address of the Consultant in capital letters;
(c) be addressed to the Bulacan State University-s BAC for Goods, Supplies and Services;
12. Submission and Receipt
Bids must be received by the Bulacan State University-s BAC at the address and on or before the date and time indicated in the Request for Expression of Interest.
Any bid submitted after the deadline for submission and receipt of quotations prescribed by the Bulacan State University, pursuant to Request for Expression of Interest, shall be declared -œLate- and shall not be accepted by the Bulacan State University.
13. Modification and Withdrawal of Bids
13.1 No bid may be modified after the deadline for submission of bids. No bid may be withdrawn in the interval between the deadline for submission of bids and the expiration of the period of bid validity specified by the Consultant on the Financial Bid Form.
14. Opening and Preliminary Examination of Bids
14.1 The BAC shall open the submitted sealed envelopes containing the required documents immediately after the deadline for the submission.
15. Clarification of RFQ
15.1 To assist in the evaluation, comparison and post-qualification of the bids, the Bulacan State University may ask in writing any Consultant for a clarification of its RFQ. All responses to requests for clarification shall be in writing.
16. Detailed Evaluation and Comparison of Proposals
16.1 The BulSU -BAC will conduct a detailed evaluation and comparison of RFQ using the Quality-Based Evaluation Procedure.
16.2 The technical component together with the financial component shall be considered in the evaluation using the criteria presented in the Terms of Reference.
16.3 The BulSU-BAC shall do a ranking based on the combined numerical ratings of technical and financial proposal and identify the Highest Rated Offer.
17. Reservation Clause
17.1 Notwithstanding the eligibility, short listing, or post-qualification of a Consultant, the Bulacan State University concerned reserves the right to review its qualifications at any stage of the procurement process if it has reasonable grounds to believe that a misrepresentation has been made by the said Consultant, or that there has been a change in the Consultant-s capability to undertake this Project from the time it submitted its eligibility requirements. Should such review uncover any misrepresentation made in the eligibility and bidding requirements, statements or documents, or any changes in the situation of the Consultant which will affect its capability to undertake the project so that it fails the preset eligibility or bid evaluation criteria, the Bulacan State University shall consider the said Consultant as ineligible and shall disqualify it from submitting a bid or from obtaining an award or contract.
17.2 Based on the following grounds, the Bulacan State University reserves the right to reject any and all bids, declare a failure of bidding at any time prior to the contract award, or not to award the contract, without thereby incurring any liability, and make no assurance that a contract shall be entered into as a result of the bidding:
(a) If there is prima facie evidence of collusion between appropriate public officers or employees of the Procuring Entity, or between the BAC and any of the bidders, or if the collusion is between or among the bidders themselves, or between a bidder and a third party, including any act which restricts, suppresses or nullifies or tends to restrict, suppress or nullify competition;
(b) If the Bulacan State University-s BAC is found to have failed in following the prescribed bidding procedures; or
(c) For any justifiable and reasonable ground where the award of the contract will not redound to the benefit of the GoP as follows:
17.2.1.c.1 If the physical and economic conditions have significantly changed so as to render the project no longer economically, financially or technically feasible as determined by the HoPE;
17.2.1.c.2 If the project is no longer necessary as determined by the HoPE; and
17.2.1.c.3 If the source of funds for the project has been withheld or reduced through no fault of the Bulacan State University.
17.3 In addition, the Bulacan State University may likewise declare a failure of bidding when:
(a) No bids are received;
(b) All prospective bidders are declared ineligible;
(c) All bids fail to comply with all the bid requirements or there is no successful negotiation, or fail post-qualification; or
(d) The bidder with the HRRB refuses, without justifiable cause to accept the award of contract, and no award is made in accordance with Section 40 of the IRR of RA 9184.
18. Contract Award
18.1 The Bulacan State University shall award the contract to the Bidder whose bid has been determined to be the HRRB.
19. Signing of the Contract
19.1 At the same time as the Bulacan State University notifies the successful Bidder that its bid has been accepted, the Bulacan State University shall send the Contract Form to the Bidder, which contract has been provided in the Procurement Documents, incorporating therein all agreements between the parties.
19.2 Within ten (10) calendar days from receipt of the Notice of Award, the successful Bidder shall post the required performance security and sign and date the contract and return it to the Bulacan State University.
20. Performance Security
20.1 To guarantee the faithful performance by the winning Consultant of its obligations under the contract, it shall post a performance security within a maximum period of ten (10) calendar days from the receipt of the Notice of Award from the Procuring Entity and in no case later than the signing of the contract.
20.2 The performance security shall be denominated in Philippine Pesos and posted in favor of the Bulacan State University in an amount not less than the percentage of the total contract price in accordance with the following schedule:
Form of Performance Security Amount of Performance Security
(Not less than the Percentage of the Total Contract Price)
(a) Cash or cashier-s/manager-s check issued by a Universal or Commercial Bank;
For biddings conducted by the LGUs, the Cashier-s/Manager-s Check may be issued by other banks certified by the BSP as authorized to issue such financial instrument.
Five percent (5%)
(b) Bank draft/guarantee or irrevocable letter of credit issued by a Universal or Commercial Bank: Provided, however, that it shall be confirmed or authenticated by a Universal or Commercial Bank, if issued by a foreign bank; and/or
For biddings conducted by the LGUs, the Bank Draft/ Guarantee or Irrevocable Letter of Credit may be issued by other banks certified by the BSP as authorized to issue such financial instrument.
(c) Surety bond callable upon demand issued by a surety or insurance company duly certified by the Insurance Commission as authorized to issue such security.
Thirty percent (30%)
20.3 Failure of the successful Consultant to comply with the above-mentioned requirement shall constitute sufficient ground for the annulment of the award, in which event the Bulacan State University shall have a fresh period to initiate negotiation and if successful, complete post-qualification of the second Highest Rated Bid. The procedure shall be repeated until the HRRB is identified and selected for recommendation of contract award. However if no Consultant had a successful negotiation or passed post-qualification, the BAC shall declare the bidding a failure and conduct a re-bidding with re-advertisement, if necessary.
21 Notice to Proceed
21.1 Within seven (7) calendar days from the date of approval of the contract by the appropriate government approving authority, the Procuring Entity shall issue the Notice to Proceed together with copies of the approved contract to the successful Consultant. All notices called for by the terms of the contract shall be effective only at the time of receipt thereof by the successful Consultant.
33.2 The contract effectivity date shall be the date of contract signing. The Consultant shall commence performance of its obligations only upon receipt of the Notice to Proceed.
34. Protest Mechanism
Decision of the Bulacan State University at any stage of the procurement process may be questioned in accordance with Section 55 of the IRR of RA 9184.
C. TERMS OF REFERENCE
1.The BULACAN STATE UNIVERSITY (BulSU), a state-funded higher learning institution, intends to engage the services of ISO 9001:2015 service providing company that will conduct assessment and audit of the BulSU-s quality educational system as a pre-requisite for ISO Surveillance audit on July 2018.
2. The Scope of services shall include a Complete ISO Consultation Package with the following details:
PHASE 1 - TRAINING OF KEY PERSONNEL AND WORKING TEAM MEMBERS
Activities Calendar days
1. Continuing Education for Internal QMS Auditors
Conduct a 2-day Workshop for existing Internal QMS Auditors aimed at enhancing their auditing skills on ISO 9001:2015 Standard.
2
Number of days 2
PHASE 2 - UPDATING OF THE MANAGEMENT SYSTEM
Activities
Calendar days
1. Review and Updating of Risks and Opportunities Assessment (ROA)
Provide assistance in the Review and updating of risks and opportunities associated to:
a. Internal and external contexts of the University
b. Relevant requirements of relevant interested parties
c. Business processes
d. Compliance obligations
5
2. Monitoring & Renewal of QMS Objectives
Provide assistance in the Review and renewal of QMS objectives, action plans & programs.
3
Number of days 8
PHASE 3 - ASSESSMENT
Activities Calendar days
1. Action Planning for Previous Audit Findings
Facilitate the action planning and where practicable closure of previous internal and external audit findings.
2
2. Management Review
2.1 Provide guidance to the QMR and Working Team in the preparation of PowerPoint presentation materials for the conduct of Management Review;
2.2 Assist the QMR in the documentation of the outputs of the Management Review, including the minutes.
2
3. Conduct of Pre-Surveillance Audit (PSA)
Conduct a mock audit simulating the surveillance audit by the certification body. This is to:
3.1 Gauge the readiness of the University to third party audit (by the selected Certification Body) against ISO 9001:2015 Standard; and
3.1 Identify system nonconformities and areas for further improvement; and
9
4. Review before Surveillance Audit
Provide assistance and guidance in addressing pre-surveillance audit findings.
1
5. Assistance during the Surveillance Audit
Be present during the audit to:
a. Provide immediate assistance in facilitating the conduct of the audit;
b .Where need arises, assist in correcting nonconformity (ties) found as the audit progresses; and
c. Provide morale support to the University.
2
Number of days 16
3. The ISO Service Providing Company shall have the following responsibilities:
3.1 Provide BulSU its company profile highlighting related projects, scope of work and implementation methodology. Curriculum vitae of the team shall also be submitted
3.2 Abide with the auditing principles, terminologies and guidelines as specified in the ISO 9001:2015.
3.3 Adhere to the agreed scope of work/deliverables which were approved by BulSU.
3.4 Include in the proposal the audit activities and a procedure for client appeals. Any dispute which may arise between BulSU and the Service Providing Company shall be resolved amicably in good faith.
3.5 Provide a full report on the operation audited consistent with the content of the approved scope of work/deliverables to the agency at the end of each initial and surveillance audits unless otherwise agreed by BulSU.
3.6 All information reviewed and recorded by the audit team of the service providing company would be treated in the strictest confidence at all times.
4. The criteria and rating system for the selection of the winning service providing company are as follows:
Criteria Max. Score Actual Score
Quality = 100 points
1. Applicable Experience of the Consultancy Firm 50
1.1 IMS (ISO 9001; ISO 14001; OHSAS 18001) certified consultancy firm under United State Accreditation Service (USAS) accreditation.
50
1.2 IMS (ISO 9001; ISO 14001; OHSAS 18001) certified consultancy firm under United Kingdom Accreditation Service (UKAS) accreditation.
30
1.3 IMS (ISO 9001; ISO 14001; OHSAS 18001) certified consultancy firm under United State Accreditation Service (USAS) and/or United Kingdom Accreditation Service (UKAS) accreditation.
15
2. Quality/Quantity of Services Delivered 30
2.1 With 7 or more clients (at least two (2) State Universities)under consultancy
Services who passed IMS Certification audits for the last three years under USAS and/or UKAS accreditation.
30
2.2 With 5 - 6 clients (at least two (2) State Universities) under consultancy services who passed IMS Certification audits for the last three years under USAS and/or UKAS accreditation.
20
2.3 With 3 - 4 clients (at least two (2) State Universities)under consultancy services who passed IMS Certification audits for the last three years under USAS and/or UKAS accreditation.
10
3. Qualification of the Consultants 20
3.1 Certified ISO Auditor by IRCA with more than four years of experience as IMS Auditor and/or consultant, and with more than three (3) years of experience on quality management and health, safety and environment management as safety officer/manger.
20
3.2 Certified ISO Auditor by IRCA with three to four years of experience as IMS Auditor and/or consultant and with two (2) to three (3) years experiences on quality management and health, safety and environment management as safety officer/manger.
10
5. Financial proposal shall not exceed the Approved Budget for the Contract (ABC) of Four Hundred Fifty Thousand Pesos (PhP 450, 000.00) and shall include the cost of all taxes, duties, fees, levies, and other charges imposed under applicable law.
6. Term of payments shall be made as follows:
Particulars Payment Schedule
Mobilization Fee 15% after signing of contract & Notice to Proceed
-c Overview of ISO 19011:2011
-c Creating an Effective QMS Audit Checklist
-c Documenting Audit Findings
-c Verification of Effectiveness
-c Workshops i€- Review of QMS Standards
- Creating an Effective QMS Audit Checklist
- Classifying Audit Findings
- Documenting Audit Findings
- Correction and Corrective Action
60% upon completion of the workshops
Certification Full payment after the Surveillance Visit
Note: All consultancy contracts shall be fixed price contracts. Any extension of Contract shall not involve any additional cost. (Annex -œF- of the Revised Implementing Rules and Regulations (RIRR) of Republic Act (RA) no. 9184).
7. Delivery starts five (5) days from receipt of Notice to Proceed
8. BulSU reserves the right to reject any proposal, or to waive any defect or informality thereon or minor deviation, which do not affect the substance and validity of any proposal.
9. BulSU reserves the right to reject the proposal of any proponent who:
9.1 Does not provide the required services as provided for in this Terms of Reference
9.2 Is discovered to have suppressed, disclosed or falsified information, or
9.3 Failed to satisfactorily perform/complete any contract previously awarded to it.
10. BulSU reserves the right to review other relevant information affecting the proponent or the proposal before the approval of the contract.. Should such review uncover any misrepresentation made in the proposal documents, or any change in the situation of the proponent which affect the substance of the proposals, BulSU may disqualify the proponent from obtaining the award.
Prepared by:
Prof Alma D. Politano
Head - BSU ISO
Dr. Alfredo G. Mendoza
Dir. IQAO
I undertake to comply and deliver all the above requirements:
Company Name : ______________________________________
Address : ______________________________________
AUTHORIZED REPRESENTATIVE:
Signature : ______________________________________
Complete Name : ______________________________________
Date : ______________________________________
D. Procurement Forms
D.1 FINANCIAL PROPOSAL SUBMISSION FORM
June 1, 2018
Mrs. ISABELITA C. BENEDICTOS
Chairperson, Goods, Supplies, and Services
Bulacan State University
Mrs. Benedictos:
We, the undersigned, offer to provide the consulting services for [Title of Project] in accordance with your Bidding Documents dated [insert date] and our Bid (Technical and Financial Proposals). Our attached Financial Proposal is for the sum of [amount in words and figures]. This amount is exclusive of the local taxes, which we have estimated at [amount(s) in words and figures].
Our Financial Proposal shall be binding upon us subject to the modifications resulting from Contract negotiations, up to expiration of the bid validity period, i.e., [Date].
We acknowledge and accept the Procuring Entity-s right to inspect and audit all records relating to our Bid irrespective of whether we enter into a contract with the Procuring Entity as a result of this Bid.
We confirm that we have read, understood and accept the contents of the Request for Quotation (RFQ), Instructions to Bidders (ITB) and Terms of Reference (TOR), the provisions relating to the eligibility of Consultant and the applicable guidelines for the procurement rules of the Funding Source, and other attachments and inclusions included in the Procurement Documents sent to us.
We understand you are not bound to accept any Bid you receive.
We remain,
Yours sincerely,
Authorized Signature:
Name and Title of Signatory:
Name of Firm:
Address:
D.2. SUMMARY OF COSTS
Costs Currency(ies) Amount in Philippine Peso
Subtotal
Local Taxes
Total Amount of Financial Proposal
______________________
D. 3. BREAKDOWN OF PRICE PER ACTIVITY
Activity No.:____________________
Activity No.:_____________________
Description:_____________________
Price Component Currency(ies) Amount in Philippine Peso
Remuneration
Reimbursables
Miscellaneous Expenses
Subtotal
____________________________
D. 4. BREAKDOWN OF REMUNERATION PER ACTIVITY
Activity No._____________________________________ Name:______________________________
Names
Position
Input
Remuneration
Currency(ies) Rate
Amount
Regular staff
Local staff
Consultants
Grand Total
___________________
D. 5. REIMBURSABLES PER ACTIVITY
Activity No:_________________________________ Name:_____________________
No. Description Unit Quantity Unit Price In Total Amount In
1.
2.
3.
4.
5. International flights _____________________________
Miscellaneous travel expenses
Subsistence allowance
Local transportation costs
Office rent/accommodation/
clerical assistance
Trip
Trip
Day
Grand Total
________________
D.6. MISCELLANEOUS EXPENSES
Activity No.______________________ Activity Name: ________________________
No.
1.
2.
3.
4.
Description
Communication costs between
______________________and
_________________________
(telephone, telegram, telex)
Drafting, reproduction of reports
Equipment: vehicles, computers, etc.
Software
Grand Total
Unit Quantity Unit Price Total Amount
_______
Standard Form Number:SF-GOOD-13a
Revised on: July 28, 2004
List of All Ongoing Government & Private Contracts including Contracts Awarded But Not Yet Started
Business Name :
Business Address:
Name of Contract/Location Project Cost Date of the Contract Contract Duration Owner-s Name and Address Kinds of Goods Amount of Contract Value of Outstanding Contracts Date of Delivery End User's Acceptance or Official Receipt(s) Issued for the Contract, if completed
Government
Private
Notes: This statement shall be supported with:
1. Notice of Award or Notice to Proceed or Contract or P.O.
2. All spaces should be filled up with correct information
Submitted by: ____________________________ Designation: _____________________ Date: ____________________
Standard Form Number: SF-GOOD-13b
Revised on: July 28, 2004
Statement of Single Largest Completed Contract within the last three (3) years which is similar in nature
(Project equivalent to at least fifty percent (50%) of the ABC)
Business Name :
Business Address:
Name of Contract/Location Project Cost Date of the Contract
Contract Duration Owner-s Name and Address Kinds of Goods Amount of Contact Value of Outstanding Contracts Date of Delivery End User's Acceptance or Official Receipt(s) Issued for the Contract, if completed
Government
Private
All spaces should be filled up with correct information
Notes: This statement shall be supported with:
1. Notice of Award or Notice to Proceed or Contract or P.O. with O.R. /C.R.
2. Certificate of completion and owner's acceptance
Submitted by: ____________________________ Designation: _____________________ Date: ____________________
Omnibus Sworn Statement
REPUBLIC OF THE PHILIPPINES )
CITY/MUNICIPALITY OF ______ ) S.S.
AFFIDAVIT
I, [Name of Affiant], of legal age, [Civil Status], [Nationality], and residing at [Address of Affiant], after having been duly sworn in accordance with law, do hereby depose and state that:
1. Select one, delete the other:
If a sole proprietorship: I am the sole proprietor or authorized representative of [Name of Bidder] with office address at [address of Bidder];
If a partnership, corporation, cooperative, or joint venture: I am the duly authorized and designated representative of [Name of Bidder] with office address at [address of Bidder];
2. Select one, delete the other:
If a sole proprietorship: As the owner and sole proprietor, or authorized representative of [Name of Bidder], I have full power and authority to do, execute and perform any and all acts necessary to participate, submit the bid, and to sign and execute the ensuing contract for [Name of the Project] of the [Name of the Procuring Entity], as shown in the attached duly notarized Special Power of Attorney;
If a partnership, corporation, cooperative, or joint venture: I am granted full power and authority to do, execute and perform any and all acts necessary to participate, submit the bid, and to sign and execute the ensuing contract for [Name of the Project] of the [Name of the Procuring Entity], as shown in the attached [state title of attached document showing proof of authorization (e.g., duly notarized Secretary-s Certificate, Board/Partnership Resolution, or Special Power of Attorney, whichever is applicable;)];
3. [Name of Bidder] is not -œblacklisted- or barred from bidding by the Government of the Philippines or any of its agencies, offices, corporations, or Local Government Units, foreign government/foreign or international financing institution whose blacklisting rules have been recognized by the Government Procurement Policy Board;
4. Each of the documents submitted in satisfaction of the bidding requirements is an authentic copy of the original, complete, and all statements and information provided therein are true and correct;
5. [Name of Bidder] is authorizing the Head of the Procuring Entity or its duly authorized representative(s) to verify all the documents submitted;
6. Select one, delete the rest:
If a sole proprietorship: The owner or sole proprietor is not related to the Head of the Procuring Entity, members of the Bids and Awards Committee (BAC), the Technical Working Group, and the BAC Secretariat, the head of the Project Management Office or the end-user unit, and the project consultants by consanguinity or affinity up to the third civil degree;
If a partnership or cooperative: None of the officers and members of [Name of Bidder] is related to the Head of the Procuring Entity, members of the Bids and Awards Committee (BAC), the Technical Working Group, and the BAC Secretariat, the head of the Project Management Office or the end-user unit, and the project consultants by consanguinity or affinity up to the third civil degree;
If a corporation or joint venture: None of the officers, directors, and controlling stockholders of [Name of Bidder] is related to the Head of the Procuring Entity, members of the Bids and Awards Committee (BAC), the Technical Working Group, and the BAC Secretariat, the head of the Project Management Office or the end-user unit, and the project consultants by consanguinity or affinity up to the third civil degree;
7. [Name of Bidder] complies with existing labor laws and standards; and
8. [Name of Bidder] is aware of and has undertaken the following responsibilities as a Bidder:
a) Carefully examine all of the Bidding Documents;
b) Acknowledge all conditions, local or otherwise, affecting the implementation of the Contract;
c) Made an estimate of the facilities available and needed for the contract to be bid, if any; and
d) Inquire or secure Supplemental/Bid Bulletin(s) issued for the [Name of the Project].
9. [Name of Bidder] did not give or pay directly or indirectly, any commission, amount, fee, or any form of consideration, pecuniary or otherwise, to any person or official, personnel or representative of the government in relation to any procurement project or activity.
IN WITNESS WHEREOF, I have hereunto set my hand this __ day of ___, 20__ at ____________, Philippines.
_____________________________________
Bidder-s Representative/Authorized Signatory
SUBSCRIBED AND SWORN to before me this ___ day of [month] [year] at [place of execution], Philippines. Affiant/s is/are personally known to me and was/were identified by me through competent evidence of identity as defined in the 2004 Rules on Notarial Practice (A.M. No. 02-8-13-SC). Affiant/s exhibited to me his/her [insert type of government identification card used], with his/her photograph and signature appearing thereon, with no. ________ and his/her Community Tax Certificate No. _______ issued on ____ at ______.
Witness my hand and seal this ___ day of [month] [year].
NAME OF NOTARY PUBLIC
Serial No. of Commission ______________
Notary Public for _______ until __________
Roll of Attorneys No. __________________
PTR No. ______[date issued], [place issued]
IBP No. ______ [date issued], [place issued]
Doc. No. _____
Page No. _____
Book No. _____
Series of _____
Closing Date : 2018-05-29

Documents

 Tender Notice