Republic of the Philippines

Department of National Defense

OFFICE OF CIVIL DEFENSE IV-A
Regional Evacuation Center, Brgy. Tagapo, Sta.Rosa City

OCD BIDS AND AWARDS COMMITTEE

OFFICE OF CIVIL DEFENSE PROJECT

REF. NO. OCD IV-A-2023-01

Procurement of Hygiene Kits

BIDS AND AWARDS COMMITTEE

October 2023
 OFFICE OF CIVIL DEFENSE IV-A ITB OCD IV-A-2023-01

TABLE OF CONTENTS

Glossary of Acronyms, Terms, and Abbreviations 03

Section I. INVITATION TO BID 06
Section II. INSTRUCTIONS TO BIDDERS 08
1. Scope of Bid 08
2. Funding Information 08
3. Bidding Requirements 08
4. Corrupt, Fraudulent, Collusive, Coercive Practices 08
5. Eligible Bidders 08
6. Origin of Goods 09
7. Subcontracts 09
8. Pre-Bid Conference 09
9. Clarification and Amendment of Bidding Documents 09
10. Documents Comprising the Bid: Eligibility and Technical Components 09
11. Documents Comprising the Bid: Financial Component 09
12. Bid Prices 10
13. Bid and Payment Currencies 10
14. Bid Security 10
15. Sealing and Marking of Bids 11
16. Deadline for Submission of Bids 11
17. Opening and Preliminary Examination of Bids 11
18. Domestic Preference 11
19. Detailed Evaluation and Comparison of Bids 11
20. Post-Qualification 12
21. Signing of the Contract 12
Section III. BID DATA SHEET 13
Section IV. GENERAL CONDITIONS OF CONTRACT 14
1. Scope of Contract 14
2. Advance Payment and Terms of Payment 14
3. Performance Security 14
4. Inspection and Tests 14
5. Warranty 15
6. Liability of Supplier 15
Section V. SPECIAL CONDITIONS OF CONTRACT 16
Section VI. SCHEDULE OF REQUIREMENTS 19
Section VII. TECHNICAL SPECIFICATIONS 20
Section VIII. CHECKLIST OF TECHNICAL AND FINANCIAL DOCUMENTS 21

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Glossary of Acronyms, Terms, and Abbreviations

ABC – Approved Budget for the Contract.

BAC – Bids and Awards Committee.

Bid – A signed offer or proposal to undertake a contract submitted by a bidder in response

to and in consonance with the requirements of the bidding documents. Also referred to as
Proposal and Tender. (2016 revised IRR, Section 5[c])

Bidder – Refers to a contractor, manufacturer, supplier, distributor and/or consultant who

submits a bid in response to the requirements of the Bidding Documents. (2016 revised IRR,
Section 5[d])

Bidding Documents – The documents issued by the Procuring Entity as the bases for bids,
furnishing all information necessary for a prospective bidder to prepare a bid for the Goods,
Infrastructure Projects, and/or Consulting Services required by the Procuring Entity. (2016
revised IRR, Section 5[e])

BIR – Bureau of Internal Revenue.

BSP – Bangko Sentral ng Pilipinas.

Consulting Services – Refer to services for Infrastructure Projects and other types of
projectsor activities of the GOP requiring adequate external technical and professional
expertise that are beyond the capability and/or capacity of the GOP to undertake such as,
but not limited to:(i) advisory and review services; (ii) pre-investment or feasibility studies; (iii)
design; (iv)construction supervision; (v) management and related services; and (vi) other
technical services or special studies. (2016 revised IRR, Section 5[i])

CDA - Cooperative Development Authority.

Contract – Refers to the agreement entered into between the Procuring Entity and the
Supplier or Manufacturer or Distributor or Service Provider for procurement of Goods and
Services; Contractor for Procurement of Infrastructure Projects; or Consultant or Consulting
Firm for Procurement of Consulting Services; as the case may be, as recorded in the
Contract Form signed by the parties, including all attachments and appendices thereto and
all documents incorporated by reference therein.

CIF – Cost Insurance and Freight.

CIP – Carriage and Insurance Paid.

CPI – Consumer Price Index.

DDP – Refers to the quoted price of the Goods, which means “delivered duty paid.”

DTI – Department of Trade and Industry.

EXW – Ex works.

FCA – “Free Carrier” shipping point.

FOB – “Free on Board” shipping point.

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Foreign-funded Procurement or Foreign-Assisted Project– Refers to procurement

whose funding source is from a foreign government, foreign or international financing
institution as specified in the Treaty or International or Executive Agreement. (2016 revised
IRR, Section5[b]).

Framework Agreement – Refers to a written agreement between a procuring entity and a

supplier or service provider that identifies the terms and conditions, under which specific
purchases, otherwise known as “Call-Offs,” are made for the duration of the agreement. It is
in the nature of an option contract between the procuring entity and the bidder(s) granting
the procuring entity the option to either place an order for any of the goods or services
identified in the Framework Agreement List or not buy at all, within a minimum period of one
(1) year to a maximum period of three (3) years. (GPPB Resolution No. 27-2019)

GFI – Government Financial Institution.

GOCC – Government-owned and/or –controlled corporation.

Goods – Refer to all items, supplies, materials and general support services, except
Consulting Services and Infrastructure Projects, which may be needed in the transaction of
public businesses or in the pursuit of any government undertaking, project or activity,whether
in the nature of equipment, furniture, stationery, materials for construction, or personal
property of any kind, including non-personal or contractual services such as there pair and
maintenance of equipment and furniture, as well as trucking, hauling, janitorial, security, and
related or analogous services, as well as procurement of materials and supplies provided by
the Procuring Entity for such services. The term “related” or “analogous services” shall
include, but is not limited to, lease or purchase of office space, media advertisements, health
maintenance services, and other services essential to the operation ofthe Procuring Entity.
(2016 revised IRR, Section 5[r])

GOP – Government of the Philippines.

GPPB – Government Procurement Policy Board.

INCOTERMS – International Commercial Terms.

Infrastructure Projects – Include the construction, improvement, rehabilitation, demolition,

repair, restoration or maintenance of roads and bridges, railways, airports, seaports,
communication facilities, civil works components of information technology projects,irrigation,
flood control and drainage, water supply, sanitation, sewerage and solid waste management
systems, shore protection, energy/power and electrification facilities, national buildings,
school buildings, hospital buildings, and other related construction projects of the
government. Also referred to as civil works or works. (2016 revised IRR, Section 5[u]).

LGUs – Local Government Units.

NFCC – Net Financial Contracting Capacity.

NGA – National Government Agency.

PhilGEPS– PhilippineGovernment Electronic Procurement System.

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Procurement Project – refers to a specific or identified procurement covering

goods,infrastructure project or consulting services. A Procurement Project shall be
described,detailed, and scheduled in the Project Procurement Management Plan prepared
by the Agency which shall be consolidated in the procuring entity's Annual Procurement
Plan. (GPPBCircular No. 06-2019 dated 17 July 2019)

PSA – Philippine Statistics Authority.

SEC – Securities and Exchange Commission.

SLCC – Single Largest Completed Contract.

Supplier – refers to a citizen, or any corporate body or commercial company duly

organizedand registered under the laws where it is established, habitually established in
business andengaged in the manufacture or sale of the merchandise or performance of the
general servicescovered by this bid. (Item 3.8 of GPPB Resolution No. 13-2019, dated 23
May 2019).Supplier as used in these Bidding Documents may likewise refer to a
distributor,manufacturer, contractor, or consultant.

UN – United Nations.

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Section I. INVITATION TO BID

ITB NO. OCD IV-A-2023-01

INVITATION TO BID FOR
Procurement of Hygiene Kits

1. The OFFICE OF CIVIL DEFENSE CALABARZON, through the OCD 4A CY

2023-QRF, intends to apply the sum of Four Million Nine Hundred Ninety
Eight Thousand Four Hundred Forty-Three Pesos (4,998,443.00) being the
ABC to payments under the contract for Procurement of Hygiene Kits. Bids
received in excess of the ABC shall be automatically rejected at the bid
opening.

2. The Office of Civil Defense CALABARZON now invites bids for above
Procurement Project. Delivery of the Goods is required as specified in the
Section VI: Schedules of Requirements. Bidders should have completed,
within the last five years (5) years from the date of submission and receipt of
bids, a contract similar to the Project. The description of an eligible bidder is
contained in the Bidding Documents, particularly, in Section II. (Instructions to
Bidders).

3. Bidding will be conducted through open competitive bidding procedures using a

non-discretionary “pass/fail” criterion as specified in the 2016 Revised
Implementing Rules and Regulations (IRR) of Republic Act (RA) 9184.

(i) Bidding is open to all interested bidders, whether local or foreign, subject to
the conditions for eligibility provided in the IRR of RA 9184.

4. Prospective bidders may obtain further information from OCD CALABARZON

– BAC Secretariat and inspect the Bidding Documents at the address given
below during office hours from 8:00 AM to 5:00 PM.

5. A complete set of Bidding Documents may be acquired by interested Bidders

starting 14 November 2023 from the given address and website below and
upon payment of the applicable fee for the Bidding Documents, pursuant to the
latest Guidelines issued by the GPPB, in the amount of Five Thousand Pesos
(PhP 5,000.00). The Procuring Entity shall allow the bidder to present its proof
of payment of the fees during the submission of bids. Bidder shall pay bidding
documents at Cash Department of the Office of Civil Defense, Camp Gen.
Emilio Aguinaldo, Quezon City

6. The Office of Civil Defense will hold a Pre-Bid Conference on 22 November

2023, 10:00 AM at Regional Evacuation Center, Brgy. Tagapo, Sta Rosa
City, which shall be open to prospective bidders. Bidders participation however,
will be limited to Video Teleconferencing.

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7. Bids must be duly received by the BAC Secretariat to be submitted physically at

the office address below on or before 10:00 AM, 06 December 2023. Late
bids shall not be accepted.

8. All Bids must be accompanied by a bid security in any of the acceptable forms
and in the amount stated in ITB Clause 14.1, Section III of Bid Data Sheet.

9. Bid opening shall be on 10:01 AM, 06 December 2023 at Regional

Evacuation Center, Brgy. Tagapo, Sta Rosa City. Bids will be opened in the
presence of the bidders’ representatives who choose to attend the activity.

10. The items and quantities covered by the project are as follows:

PARTICULARS QUANTITY UNIT

Procurement of Hygiene Kits 2,339 Kit

I. Two (2) packs Sanitary Pad

• 8 pads per pack

• regular non-wing
• Length: 23cm minimum
• Must have a manufacturing date of not later than
six (6) months from the date of delivery
• Must be properly packed, labeled and sealed by
the manufacturer in accordance with its standards
• Items must be of the same brand
• Brand offered must be existing in the Philippine
Market in the last five (5) years

II. Two (2) tubes Toothpaste

• minimum of 145ml per tube

• with calcium or fluoride
• with valid or and current PDA approved
certification/seal
• individually packed
• Must have a manufacturing date of not later than
six (6) months from the date of delivery
• Must be properly packed, labeled and sealed by
the manufacturer in accordance with its standards
• "Label should include date manufactured,
ingredients, weight, and name of manufacturer"
• Items must be of the same brand
• Brand offered must be existing in the Philippine
Market in the last five (5) years

III. Six (6) sachet Shampoo with Conditioner

• Mild scented
• Atleast 12ml per sachet
• Must have a manufacturing date of not later than

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six (6) months from the date of delivery

• Must be properly packed, labeled and sealed by
the manufacturer in accordance with its standards
• Label should include date manufactured,
ingredients, weight, and name of manufacturer
• Items must be of the same brand
• Brand offered must be existing in the Philippine
Market in the last five (5) years

IV. Three (3) pieces Bath Soap

• mild scented
• anti-bacterial
• minimum of 90grams per bar
• individually packed
• Must have a manufacturing date of not later
than six (6) months from the date of delivery
• Must be properly packed, labeled and sealed by
the manufacturer in accordance with its
standards
• "Label should include date manufactured,
ingredients, weight, and name of manufacturer"
• Items must be of the same brand
• Brand offered must be existing in the Philippine
Market in the last five (5) years

V. Two (2) bars Laundry Soap

• minimum of 380 grams

• individually packed
• Must have a manufacturing date of not later
than six (6) months from the date of delivery
• Must be properly packed, labeled and sealed by
the manufacturer in accordance with its
standards
• "Label should include date manufactured,
ingredients, weight, and name of manufacturer"
• Items must be of the same brand
• Brand offered must be existing in the Philippine
Market in the last five (5) years

VI. Three (3) pieces Toothbrush for adult

• Adult size
• soft/medium bristle
• with individual cap
• individually packed
• Must be properly packed, labeled and sealed by
the manufacturer in accordance with its standards
• Items must be of the same brand
• Brand offered must be existing in the Philippine
Market in the last five (5) years
• VII. Three (3) pieces Toothbrush for Children
• soft bristle

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• with individual cap

• individually packed
• Must be properly packed, labeled and sealed by
the manufacturer in accordance with its standards
• Items must be of the same brand
• Brand offered must be existing in the Philippine
Market in the last five (5) years

VIII. One (1) piece Dipper

• material: plastic
• diameter: At least 6 Inches
• Height: At least 4.5 Inches
• With a straight handle
• Any color

IX. One (1) piece Bath towel

• Size: 70 cm x 140 cm
• 300 g/sqm
• Material: 100% cotton
• White
• must be properly packed

X. Six (6) pieces Hand Towel

• Rectangular Shape
• white
• 100% Cotton
• Length: At least 42 cm
• Width: At least 27 cm
• Sewed edge
• must be properly packed

XI. One (1) piece Malong

• Material: Cotton
• Width: at least 40 inches
• Length: at least 58 inches
• must be properly packed

XII. One (1) piece Plastic Comb

• Medium Teeth
• at least 18cm in length with handle

XIII. One (1) piece Nail Cutter

• At least 5 cm
• Carbon Steel/Stainless Steel

XIV. One (1) Chamber pot

• Material: plastic
• With cover

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• Diameter: Atleast 22cm

• Height: Atleast 17cm
• Any color

XV. One (1) Square Plastic Bucket with deep

cover and plastic handle

• Material: Polypropylene (PP) Plastic

• At least 20 Liters Capacity
• With a lockable cover that serves as a basin
• Must serve as the packaging of the hygiene kit
containing items "a" to "n"

Color
Body: Orange
Cover (To serve as basin): Orange
Handle: Blue

Dimension
Top: atleast of 268 mm
Bottom: atleast of 238 mm
Height with Cover: at least of 440 mm
Height without Cover: at least of 370 mm
Thickness: At least 1.4mm

Label/Marking:
FRONT: With OCD Logo (100mm diameter) at the
center of packaging
With "OFFICE OF CIVIL DEFENSE"
marking at the top of OCD Logo
With "HYGIENE KIT" marking at the
bottom of OCD Logo
Font Size: 100
Font Style: Arial Narrow Bold (Text must
be white with black outline)
BACK: Same markings with the front
List of contents must be listed down in a
sticker sheet (at least 100mmx150mm) and be
pasted below the markings
Print Type: Heat Transfer
Note: Each Hygiene kit (pail) must be covered with
plastic and sealed with at least 3 inches blue
tamper evident tape customized with OCD logos
Other Requirements:
- Price inclusive of taxes, insurance, and delivery
cost
DELIVERY ADDRESS: Regional Evacuation

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Center, Brgy. Tagapo, City of Santa Rosa, Laguna

Delivery Period: Ninety (90) calendar days from
the issuance of the Purchase Order
Submission of third-party certification as applicable
and/or submission of manufacturer’s certification
Must be properly packed, labeled, and sealed by
the Manufacturer/Supplier in accordance with its
standards
Pre-delivery Inspection: Will be conducted at the
supplier's warehouse with 1% of the total items be
randomly taken for visual and actual
measurements against offered material ten (10)
calendar days earlier before the date of delivery
and final inspection at the delivery area/site.
Note: Must accept send bill policy
Funding Source: QRF CY 2023

11. The Office of Civil Defense reserves the right to reject any and all bids, declare a
failure of bidding, or not award the contract at any time prior to contract award in
accordance with Sections 35.6 and 41 of the 2016 revised IRR of RA 9184,
without thereby incurring any liability to the affected bidder or bidders.

12. For further information, please refer to:

PATRICK CHRISTIAN P FAZON

OCD 4A Head BAC Secretariat
Regional Evacuation Center, Brgy. Tagapo, Sta.Rosa City
Landline: (049) 834-4244/ 531-7266 / 531-7279
Mobile: 0908-8898948 (Smart) / 0917-8093903 (Globe)
Email Address: ocd4abacsec@gmail.com
Website: ocd.gov.ph

07 November 2023

KELVIN JOHN H REYES

Chairperson
Bids and Awards Committee

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Section II. INSTRUCTIONS TO BIDDERS

1. Scope of Bid

The Procuring Entity, OFFICE OF CIVIL DEFENSE wishes to receive Bids for the
Procurement of Hygiene Kits with identification number ITB OCD IV-A-2023-01.

The Procurement Project “Procurement of Hygiene Kits” is composed of One (1) Lot,
the details of which are described in Section VII (Technical Specifications).

2. Funding Information

2.1. The GOP through the source of funding as indicated below for CY 2022 in the
amount of Four Million Nine Hundred Ninety-Eight Thousand Four Hundred
Forty-Three Pesos (4,998,443.00).

2.2. The source of funding is OCD CY 2023- QRF.

3. Bidding Requirements

The Bidding for the Project shall be governed by all the provisions of RA No. 9184 and
its 2016 revised IRR, including its Generic Procurement Manuals and associated
policies, rules and regulations as the primary source thereof, while the herein clauses
shall serve as the secondary source thereof.

Any amendments made to the IRR and other GPPB issuances shall be applicable only to
the ongoing posting, advertisement, or ITB by the BAC through the issuance of a
supplemental or bid bulletin.

The Bidder, by the act of submitting its Bid, shall be deemed to have verified and
accepted the general requirements of this Project, including other factors that may affect
the cost, duration and execution or implementation of the contract, project, or work and
examine all instructions, forms, terms, and project requirements in the Bidding
Documents.

4. Corrupt, Fraudulent, Collusive, and Coercive Practices

The Procuring Entity, as well as the Bidders and Suppliers, shall observe the highest
standard of ethics during the procurement and execution of the contract. They or through
an agent shall not engage in corrupt, fraudulent, collusive, coercive, and obstructive
practices defined under Annex “I” of the 2016 revised IRR of RA No. 9184 or other
integrity violations in competing for the Project.

5. Eligible Bidders

5.1. Only Bids of Bidders found to be legally, technically, and financially capable will be
evaluated.
5.2. Foreign ownership limited to those allowed under the rules may participate in this
Project.
5.3. Pursuant to Section 23.4.1.3 of the 2016 revised IRR of RA No.9184, the Bidder
shall have an SLCC that is at least one (1) contract similar to the Project the value of
which, adjusted to current prices using the PSA’s CPI, must be at least equivalent to
at least fifty percent (50%) of the ABC.

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5.4. The Bidders shall comply with the eligibility criteria under Section 23.4.1 of the 2016
IRR of RA No. 9184.

6. Origin of Goods

There is no restriction on the origin of goods other than those prohibited by a decision of
the UN Security Council taken under Chapter VII of the Charter of the UN, subject to
Domestic Preference requirements under ITB Clause 18.

7. Subcontracts

The Procuring Entity has prescribed that Subcontracting is not allowed.

8. Pre-Bid Conference

The Procuring Entity will hold a pre-bid conference for this Project on the specified date
and time through video conferencing as indicated in paragraph 6 of the IB.

9. Clarification and Amendment of Bidding Documents

Prospective bidders may request for clarification on and/or interpretation of any part of
the Bidding Documents. Such requests must be in writing and received by the Procuring
Entity, either at its given address or through electronic mail indicated in the IB, at least
ten (10) calendar days before the deadline set for the submission and receipt of Bids.

10. Documents comprising the Bid: Eligibility and Technical Components

10.1. The first envelope shall contain the eligibility and technical documents of the Bid as
specified in Section VIII (Checklist of Technical and Financial Documents).

10.2. The Bidder’s SLCC as indicated in ITB Clause 5.3 should have been completed
within five (5) years prior to the deadline for the submission and receipt of bids.

10.3. If the eligibility requirements or statements, the bids, and all other documents for
submission to the BAC are in a foreign language other than English, it must be
accompanied by a translation in English, which 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. Similar to the
required authentication above, for Contracting Parties to the Apostille Convention,
only the translated documents shall be authenticated through an apostille pursuant
to GPPB Resolution No. 13-2019 dated 23 May 2019. The English translation shall
govern, for purposes of interpretation of the bid.

11. Documents comprising the Bid: Financial Component

11.1. The second bid envelope shall contain the financial documents for the Bid as
specified in Section VIII (Checklist of Technical and Financial Documents).

11.2. If the Bidder claims preference as a Domestic Bidder or Domestic Entity, a

certification issued by DTI shall be provided by the Bidder in accordance with
Section 43.1.3 of the 2016 revised IRR of RA No. 9184.

11.3. Any bid exceeding the ABC indicated in paragraph 1 of the ITB shall not be
accepted.

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11.4. For Foreign-funded Procurement, a ceiling may be applied to bid prices provided
the conditions are met under Section 31.2 of the 2016 revised IRR of RA No. 9184.

12. Bid Prices

12.1. Prices indicated on the Price Schedule shall be entered separately in the following
manner:

a. For Goods offered from within the Procuring Entity’s country:

i. The price of the Goods quoted EXW (ex-works, ex-factory, ex-

warehouse, ex-showroom, or off-the-shelf, as applicable);

ii. The cost of all customs duties and sales and other taxes already paid
or payable;

iii. The cost of transportation, insurance, and other costs incidental to

delivery of the Goods to their final destination; and

iv. The price of other (incidental) services, if any, listed in e.

b. For Goods offered from abroad:

i. Unless otherwise stated in the BDS, the price of the Goods shall be
quoted delivered duty paid (DDP) with the place of destination in the
Philippines as specified in the BDS. In quoting the price, the Bidder
shall be free to use transportation through carriers registered in any
eligible country. Similarly, the Bidder may obtain insurance services
from any eligible source country.

ii. The price of other (incidental) services, if any, as listed in Section VII
(Technical Specifications).

13. Bid and Payment Currencies

13.1. For Goods that the Bidder will supply from outside the Philippines, the bid prices
may be quoted in the local currency or tradeable currency accepted by the BSP at
the discretion of the Bidder. However, for purposes of bid evaluation, Bids
denominated in foreign currencies, shall be converted to Philippine currency based
on the exchange rate as published in the BSP reference rate bulletin on the day of
the bid opening.

13.2. Payment of the contract price shall be made in Philippine Pesos.

14. Bid Security

14.1. The Bidder shall submit a Bid Securing Declaration or any form of Bid Security in
the amount indicated in the BDS, which shall be not less than the percentage of the
ABC in accordance with the schedule in the BDS.

14.2. The Bid and bid security shall be valid within 120 Calendar days from the date
of Opening of Bids. Any Bid not accompanied by an acceptable bid security
shall be rejected by the Procuring Entity as non-responsive.

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15. Sealing and Marking of Bids

Each Bidder shall submit one copy of the first and second components of its Bid.

The Procuring Entity may request additional hard copies and/or electronic copies of the
Bid. However, failure of the Bidders to comply with the said request shall not be a ground
for disqualification.

If the Procuring Entity allows the submission of bids through online submission or any
other electronic means, the Bidder shall submit an electronic copy of its Bid, which must
be digitally signed. An electronic copy that cannot be opened or is corrupted shall be
considered non-responsive and, thus, automatically disqualified.

16. Deadline for Submission of Bids

The Bidders shall submit on the specified date and time and either at its physical
address or through online submission as indicated in paragraph 7 of the IB.

17. Opening and Preliminary Examination of Bids

17.1. The BAC shall open the Bids in public at the time, on the date, and at the place
specified in paragraph 9 of the IB. The Bidders’ representatives who are present
shall sign a register evidencing their attendance. In case videoconferencing,
webcasting or other similar technologies will be used, attendance of participants
shall likewise be recorded by the BAC Secretariat.

In case the Bids cannot be opened as scheduled due to justifiable reasons, the
rescheduling requirements under Section 29 of the 2016 revised IRR of RA No.
9184 shall prevail.

17.2. The preliminary examination of bids shall be governed by Section 30 of the 2016
revised IRR of RA No. 9184.

18. Domestic Preference

The Procuring Entity will grant a margin of preference for the purpose of comparison of
Bids in accordance with Section 43.1.2 of the 2016 revised IRR of RA No. 9184.

19. Detailed Evaluation and Comparison of Bids

19.1. The Procuring BAC shall immediately conduct a detailed evaluation of all Bids
rated “passed,” using non-discretionary pass/fail criteria. The BAC shall consider
the conditions in the evaluation of Bids under Section 32.2 of the 2016 revised IRR
of RA No. 9184.

19.2. If the Project allows partial bids, bidders may submit a proposal on any of the lots
or items, and evaluation will be undertaken on a per lot or item basis, as the case
maybe. In this case, the Bid Security as required by ITB Clause 15 shall be
submitted for each lot or item separately.

19.3. The descriptions of the lots or items shall be indicated in Section VII (Technical
Specifications), although the ABCs of these lots or items are indicated in the BDS
for purposes of the NFCC computation pursuant to Section 23.4.2.6 of the 2016
revised IRR of RA No. 9184. The NFCC must be sufficient for the total of the ABCs
for all the lots or items participated in by the prospective Bidder.

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19.4. The Project shall be awarded as One Project having several items grouped into
one lot, which shall be awarded as one contract.

19.5. Except for bidders submitting a committed Line of Credit from a Universal or
Commercial Bank in lieu of its NFCC computation, all Bids must include the NFCC
computation pursuant to Section 23.4.1.4 of the 2016 revised IRR of RA No. 9184,
which must be sufficient for the total of the ABCs for all the lots or items
participated in by the prospective Bidder. For bidders submitting the committed
Line of Credit, it must be at least equal to ten percent (10%) of the ABCs for all the
lots.

20. Post-Qualification

Within a non-extendible period of five (5) calendar days from receipt by the Bidder of the
notice from the BAC that it submitted the Lowest Calculated Bid, the Bidder shall submit
its latest income and business tax returns filed and paid through the BIR Electronic Filing
and Payment System (eFPS) and other appropriate licenses and permits required by law
and stated in the BDS.

21. Signing of the Contract

The documents required in Section 37.2 of the 2016 revised IRR of RA No. 9184 shall
form part of the Contract. Additional Contract documents are indicated in the BDS.

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Section III. BID DATA SHEET

ITB
Clause
5.3 For this purpose, contracts similar to the Project shall be:

a. Procurement of Hygiene Kits

completed within the last five (5) years prior to the deadline for the submission
and receipt of bids.

7 The Procuring Entity has prescribed that Subcontracting is not allowed.

12 The price of the Goods shall be quoted DDP [state place of destination] or the
applicable International Commercial Terms (INCOTERMS) for this Project.

14.1 The bid security shall be in the form of a Bid Securing Declaration, or any of
the following forms and amounts:

a. The amount of not less than Ninety Nine Thousand Nine Hundred
Sixty Eight Pesos and 86/100 (PhP 99,968.86), if bid security is in
cash, cashier’s/manager’s check, bank draft/guarantee or irrevocable
letter of credit; or

b. The amount of not less than Two Hundred Forty Nine Thousand
Nine Hundred Twenty Two Pesos and 15/100 (PhP 249,922.15) if
bid security is in Surety Bond.
16 Each Bidder shall submit one (1) copy of original documents of the first and
second components. All pages of the bidding documents must be signed.

Five (5) photocopies of the duly signed first and second components of its
Bid shall also be submitted.

All envelopes must be properly sealed. The Technical Documents and

the Financial Documents must be in separate SEALED envelopes then
sealed in one enveloped to be called the mother envelope.

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Section IV. GENERAL CONDITIONS OF CONTRACT

1. Scope of Contract

This Contract shall include all such items, although not specifically mentioned, that can
be reasonably inferred as being required for its completion as if such items were
expressly mentioned herein. All the provisions of RA No. 9184 and its 2016 revised IRR,
including the Generic Procurement Manual, and associated issuances, constitute the
primary source for the terms and conditions of the Contract, and thus, applicable in
contract implementation. Herein clauses shall serve as the secondary source for the
terms and conditions of the Contract.

This is without prejudice to Sections 74.1 and 74.2 of the 2016 revised IRR of RA No.
9184 allowing the GPPB to amend the IRR, which shall be applied to all procurement
activities, the advertisement, posting, or invitation of which were issued after the
effectivity of the said amendment.

Additional requirements for the completion of this Contract shall be provided in the
Special Conditions of Contract (SCC).

2. Advance Payment and Terms of Payment

2.1. Advance payment of the contract amount is provided under Annex “D” of the revised
2016 IRR of RA No. 9184.

2.2. The Procuring Entity is allowed to determine the terms of payment on the partial or
staggered delivery of the Goods procured, provided such partial payment shall
correspond to the value of the goods delivered and accepted in accordance with
prevailing accounting and auditing rules and regulations. The terms of payment are
indicated in the SCC.

3. Performance Security

Within ten (10) calendar days from receipt of the Notice of Award by the Bidder from the
Procuring Entity but in no case later than prior to the signing of the Contract by both
parties, the successful Bidder shall furnish the performance security in any of the forms
prescribed in Section 39 of the 2016 revised IRR of RA No. 9184.

4. Inspection and Tests

The Procuring Entity or its representative shall have the right to inspect and/or to test the
Goods to confirm their conformity to the Project specifications at no extra cost to the
Procuring Entity in accordance with the Generic Procurement Manual. In addition to tests
in the SCC, Section IV (Technical Specifications) shall specify what inspections and/or
tests the Procuring Entity requires, and where they are to be conducted. The Procuring
Entity shall notify the Supplier in writing, in a timely manner, of the identity of any
representatives retained for these purposes.

All reasonable facilities and assistance for the inspection and testing of Goods, including
access to drawings and production data, shall be provided by the Supplier to the
authorized inspectors at no charge to the Procuring Entity.

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5. Warranty

5.1. In order to assure that manufacturing defects shall be corrected by the Supplier, a
warranty shall be required from the Supplier as provided under Section 62.1 of the
2016 revised IRR of RA No. 9184.

5.2. The Procuring Entity shall promptly notify the Supplier in writing of any claims arising
under this warranty. Upon receipt of such notice, the Supplier shall, repair or
replace the defective Goods or parts thereof without cost to the Procuring Entity,
pursuant to the Generic Procurement Manual.

6. Liability of Supplier

The Supplier’s liability under this Contract shall be as provided by the laws of the
Republic of the Philippines.

If the Supplier is a joint venture, all partners to the joint venture shall be jointly and
severally liable to the Procuring Entity.

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Section V. SPECIAL CONDITIONS OF CONTRACT

GCC
Clause
1 Other Terms:Price inclusive of taxes, delivery cost and other charges/fees.

Delivery and Documents –

For purposes of the Contract, “EXW,” “FOB,” “FCA,” “CIF,” “CIP,” “DDP” and
other trade terms used to describe the obligations of the parties shall have the
meanings assigned to them by the current edition of INCOTERMS published by
the International Chamber of Commerce, Paris. The Delivery terms of this
Contract shall be as follows:

[For Goods supplied from abroad, state:] “The delivery terms applicable to the
Contract are DDP delivered [indicate place of destination]. In accordance with
INCOTERMS.”

[For Goods supplied from within the Philippines, state:] “The delivery terms
applicable to this Contract are delivered [indicate place of destination]. Risk and
title will pass from the Supplier to the Procuring Entity upon receipt and final
acceptance of the Goods at their final destination.”

Delivery of the Goods shall be made by the Supplier in accordance with the terms
specified in Section VI (Schedule of Requirements).

For purposes of this Clause the Procuring Entity’s Representative at the Project
Site is [indicate name(s)].

Incidental Services –

The Supplier is required to provide all of the following services, including

additional services, if any, specified in Section VI. Schedule of Requirements:
Select appropriate requirements and delete the rest.
a. performance or supervision of on-site assembly and/or start-up of the
supplied Goods;
b. furnishing of tools required for assembly and/or maintenance of the
supplied Goods;
c. furnishing of a detailed operations and maintenance manual for each
appropriate unit of the supplied Goods;
d. performance or supervision or maintenance and/or repair of the supplied
Goods, for a period of time agreed by the parties, provided that this
service shall not relieve the Supplier of any warranty obligations under
this Contract; and
e. training of the Procuring Entity’s personnel, at the Supplier’s plant and/or
on-site, in assembly, start-up, operation, maintenance, and/or repair of
the supplied Goods.
f. [Specify additional incidental service requirements, as needed.]

The Contract price for the Goods shall include the prices charged by the Supplier
for incidental services and shall not exceed the prevailing rates charged to other
parties by the Supplier for similar services.

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Spare Parts –

The Supplier is required to provide all of the following materials, notifications, and
information pertaining to spare parts manufactured or distributed by the Supplier:

Select appropriate requirements and delete the rest.

a. such spare parts as the Procuring Entity may elect to purchase from the
Supplier, provided that this election shall not relieve the Supplier of any
warranty obligations under this Contract; and

b. in the event of termination of production of the spare parts:

i.advance notification to the Procuring Entity of the pending termination, in

sufficient time to permit the Procuring Entity to procure needed
requirements; and

ii. following such termination, furnishing at no cost to the Procuring Entity,

the blueprints, drawings, and specifications of the spare parts, if
requested.

The spare parts and other components required are listed in Section VI
(Schedule of Requirements) and the cost thereof are included in the contract
price.

The Supplier shall carry sufficient inventories to assure ex-stock supply of

consumable spare parts or components for the Goods for a period of three years.

Spare parts or components shall be supplied as promptly as possible, but in any

case, within one month of placing the order.

Packaging –

The Supplier shall provide such packaging of the Goods as is required to prevent
their damage or deterioration during transit to their final destination, as indicated
in this Contract. The packaging shall be sufficient to withstand, without limitation,
rough handling during transit and exposure to extreme temperatures, salt and
precipitation during transit, and open storage. Packaging case size and weights
shall take into consideration, where appropriate, the remoteness of the Goods’
final destination and the absence of heavy handling facilities at all points in
transit.

The packaging, marking, and documentation within and outside the packages
shall comply strictly with such special requirements as shall be expressly
provided for in the Contract, including additional requirements, if any, specified
below, and in any subsequent instructions ordered by the Procuring Entity.

The outer packaging must be clearly marked on at least four (4) sides as follows:

Name of the Procuring

Entity Name of the Supplier
Contract Description
Final Destination
Gross weight
Any special lifting instructions

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Any special handling instructions

Any relevant HAZCHEM classifications

A packaging list identifying the contents and quantities of the package is to be

placed on an accessible point of the outer packaging if practical. If not practical
the packaging list is to be placed inside the outer packaging but outside the
secondary packaging.

Transportation –

Where the Supplier is required under Contract to deliver the Goods CIF, CIP, or
DDP, transport of the Goods to the port of destination or such other named place
of destination in the Philippines, as shall be specified in this Contract, shall be
arranged and paid for by the Supplier, and the cost thereof shall be included in
the Contract Price.

Where the Supplier is required under this Contract to transport the Goods to a
specified place of destination within the Philippines, defined as the Project Site,
transport to such place of destination in the Philippines, including insurance and
storage, as shall be specified in this Contract, shall be arranged by the Supplier,
and related costs shall be included in the contract price.

Where the Supplier is required under Contract to deliver the Goods CIF, CIP or
DDP, Goods are to be transported on carriers of Philippine registry. In the event
that no carrier of Philippine registry is available, Goods may be shipped by a
carrier which is not of Philippine registry provided that the Supplier obtains and
presents to the Procuring Entity certification to this effect from the nearest
Philippine consulate to the port of dispatch. In the event that carriers of Philippine
registry are available but their schedule delays the Supplier in its performance of
this Contract the period from when the Goods were first ready for shipment and
the actual date of shipment the period of delay will be considered force majeure.

The Procuring Entity accepts no liability for the damage of Goods during transit
other than those prescribed by INCOTERMS for DDP deliveries. In the case of
Goods supplied from within the Philippines or supplied by domestic Suppliers risk
and title will not be deemed to have passed to the Procuring Entity until their
receipt and final acceptance at the final destination.

Intellectual Property Rights –

The Supplier shall indemnify the Procuring Entity against all third-party claims of
infringement of patent, trademark, or industrial design rights arising from use of
the Goods or any part thereof.

2.2 The terms of payment shall be as follows: SEND BILL POLICY. Quoted price
must include all government taxes, duties and fees, and services for the
packaging, hauling and delivery of the items.
4 Items must be original and box-guaranteed as genuine.

5 The supplier warrants that delivered items were manufactured not earlier than
2022 and/or will not expire within two (2) years from delivery.

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Section VI. SCHEDULE OF REQUIREMENTS

The delivery schedule expressed as weeks/months stipulates hereafter a delivery date which
is the date of delivery to the project site.

Item
Description Quantity Delivered,
Number
Days/Weeks/Months
Ninety (90) calendar
Procurement of days from receipt of
1 2,339
Hygiene Kits Notice to Proceed
(NTP)

_________________________________________
Name of Company (in print)
_______________________________________
Signature of Company Authorized Representative
_______________________________________________
Name & Designation (in print)
__________________________
Date

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Section VII.TECHNICAL SPECIFICATIONS

Statement
Unit Technical Specifications Quantity of
Compliance

kits Procurement of Hygiene Kits 2,339

I. Two (2) packs Sanitary Pad

• 8 pads per pack

• regular non-wing
• Length: 23cm minimum
• Must have a manufacturing date of not later than six (6)
months from the date of delivery
• Must be properly packed, labeled and sealed by the
manufacturer in accordance with its standards
• Items must be of the same brand
• Brand offered must be existing in the Philippine Market
in the last five (5) years

II. Two (2) tubes Toothpaste

• minimum of 145ml per tube

• with calcium or fluoride
• with valid or and current PDA approved certification/seal

• individually packed
• Must have a manufacturing date of not later than six (6)
months from the date of delivery
• Must be properly packed, labeled and sealed by the
manufacturer in accordance with its standards
• "Label should include date manufactured, ingredients,
weight, and name of manufacturer"
• Items must be of the same brand
• Brand offered must be existing in the Philippine Market
in the last five (5) years

III. Six (6) sachet Shampoo with Conditioner

• Mild scented
• Atleast 12ml per sachet
• Must have a manufacturing date of not later than six (6)
months from the date of delivery
• Must be properly packed, labeled and sealed by the
manufacturer in accordance with its standards
• Label should include date manufactured, ingredients,
weight, and name of manufacturer
• Items must be of the same brand
• Brand offered must be existing in the Philippine Market
in the last five (5) years

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IV. Three (3) pieces Bath Soap

• mild scented
• anti-bacterial
• minimum of 90grams per bar
• individually packed
• Must have a manufacturing date of not later than six
(6) months from the date of delivery
• Must be properly packed, labeled and sealed by the
manufacturer in accordance with its standards
• "Label should include date manufactured, ingredients,
weight, and name of manufacturer"
• Items must be of the same brand
• Brand offered must be existing in the Philippine Market
in the last five (5) years

V. Two (2) bars Laundry Soap

• minimum of 380 grams

• individually packed
• Must have a manufacturing date of not later than six
(6) months from the date of delivery
• Must be properly packed, labeled and sealed by the
manufacturer in accordance with its standards
• "Label should include date manufactured, ingredients,
weight, and name of manufacturer"
• Items must be of the same brand
• Brand offered must be existing in the Philippine Market
in the last five (5) years

VI. Three (3) pieces Toothbrush for adult

• Adult size
• soft/medium bristle
• with individual cap
• individually packed
• Must be properly packed, labeled and sealed by the
manufacturer in accordance with its standards
• Items must be of the same brand
• Brand offered must be existing in the Philippine Market
in the last five (5) years
• VII. Three (3) pieces Toothbrush for Children
• soft bristle
• with individual cap
• individually packed
• Must be properly packed, labeled and sealed by the
manufacturer in accordance with its standards
• Items must be of the same brand
• Brand offered must be existing in the Philippine Market
in the last five (5) years

VIII. One (1) piece Dipper

• material: plastic

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• diameter: At least 6 Inches

• Height: At least 4.5 Inches
• With a straight handle
• Any color

IX. One (1) piece Bath towel

• Size: 70 cm x 140 cm
• 300 g/sqm
• Material: 100% cotton
• White
• must be properly packed

X. Six (6) pieces Hand Towel

• Rectangular Shape
• white
• 100% Cotton
• Length: At least 42 cm
• Width: At least 27 cm
• Sewed edge
• must be properly packed

XI. One (1) piece Malong

• Material: Cotton
• Width: at least 40 inches
• Length: at least 58 inches
• must be properly packed

XII. One (1) piece Plastic Comb

• Medium Teeth
• at least 18cm in length with handle

XIII. One (1) piece Nail Cutter

• At least 5 cm
• Carbon Steel/Stainless Steel

XIV. One (1) Chamber pot

• Material: plastic
• With cover
• Diameter: Atleast 22cm
• Height: Atleast 17cm
• Any color

XV. One (1) Square Plastic Bucket with deep cover

and plastic handle

• Material: Polypropylene (PP) Plastic

• At least 20 Liters Capacity
• With a lockable cover that serves as a basin

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• Must serve as the packaging of the hygiene kit

containing items "a" to "n"

Color
Body: Orange
Cover (To serve as basin): Orange
Handle: Blue

Dimension
Top: atleast of 268 mm
Bottom: atleast of 238 mm
Height with Cover: at least of 440 mm
Height without Cover: at least of 370 mm
Thickness: At least 1.4mm

Label/Marking:
FRONT: With OCD Logo (100mm diameter) at the center
of packaging
With "OFFICE OF CIVIL DEFENSE" marking at
the top of OCD Logo
With "HYGIENE KIT" marking at the bottom of
OCD Logo
Font Size: 100
Font Style: Arial Narrow Bold (Text must be
white with black outline)
BACK: Same markings with the front
List of contents must be listed down in a sticker
sheet (at least 100mmx150mm) and be pasted below the
markings
Print Type: Heat Transfer
Note: Each Hygiene kit (pail) must be covered with plastic
and sealed with at least 3 inches blue tamper evident
tape customized with OCD logos
Other Requirements:
- Price inclusive of taxes, insurance, and delivery cost

DELIVERY ADDRESS: Regional Evacuation Center,

Brgy. Tagapo, City of Santa Rosa, Laguna
Delivery Period: Ninety (90) calendar days from the
issuance of the Purchase Order
Submission of third-party certification as applicable and/or
submission of manufacturer’s certification
Must be properly packed, labeled, and sealed by the
Manufacturer/Supplier in accordance with its standards

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Pre Delivery Inspection: Will be conducted at the

suppliers warehouse with 1% of the total items be
randomly taken for visual and actual measurements
against offered material ten (10) calendar days orearlier
before the date of delivery and final inspection at the
delivery area/site.
Note: Must accept send bill policy
Funding Source: QRF CY 2023

Other Specifications:
- Quoted price must include applicable taxes and
incidental expenses.
- Items must be properly packed, labeled and sealed by
the Manufacturer in accordance with its standards
- Submission of third-party certification as applicable
and/or submission of manufacturer's certification
- The proponent is required to submit a sample of the
item for purposes of post-qualification evaluation

Inspection:
- Pre-Delivery Inspection of the items will be conducted
at the supplier's warehouse before the date of delivery
and final inspection at the delivery site

Payment:
- Send Bill Policy applies

Delivery Period:
- Sixty (60) calendar days from receipt of Purchase
Order/Notice to Proceed

Delivery Site:

- OCD IV-A Office, Regional Evacuation Center, Brgy.

Tagapo, Sta. Rosa City, Laguna

______________________________
Name of Company (in print)
_______________________________________
Signature of Company Authorized Representative
_______________________________________________
Name & Designation (in print)
__________________________
Date

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Section VIII.
CHECKLIST OF TECHNICAL AND FINANCIAL DOCUMENTS

I. TECHNICAL COMPONENT ENVELOPE

Class “A” Documents

Legal Documents
A Valid PhilGEPS Registration Certificate (Platinum Membership) (all pages); or

B Registration certificate from Securities and Exchange Commission (SEC),

Department of Trade and Industry (DTI) for sole proprietorship, or Cooperative
Development Authority (CDA) for cooperatives or its equivalent document, and

C Mayor’s or Business permit issued by the city or municipality where the principal
place of business of the prospective bidder is located, or the equivalent document
for Exclusive Economic Zones or Areas or Official Receipt of Renewal Application
with the Expired Business Permit; and

D Tax clearance per E.O. No. 398, s. 2005, as finally reviewed and approved by the
Bureau of Internal Revenue (BIR).

Technical Documents
E Statement of the prospective bidder 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 contract to be bid; and

F Statement of at least one (1) similar completed largest contract within the last five
(5) years prior to the deadline for submission and opening of bids of the project
equivalent to at least fifty percent (50%) of the ABC.

For this project, “similar in nature” shall refer to Procurement of Hygiene Kits
G Original copy of Bid Security. If in the form of a Surety Bond, submit also a
certification issued by the Insurance Commission; or

Original copy of Notarized Bid Securing Declaration; and

H Conformity with the Technical Specifications, which may include

production/delivery schedule, manpower requirements, and/or aftersales/parts, if
applicable; and

I Original duly signed Omnibus Sworn Statement (OSS); and if applicable,

Original Notarized Secretary’s Certificate in case of a corporation, partnership, or

cooperative; or Original Special Power of Attorney of all members of the joint
venture giving full power and authority to its officer to sign the OSS and do acts to
represent the Bidder.

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Financial Documents
J The Supplier’s audited financial statements, showing, among others, the
Supplier’s total and current assets and liabilities, stamped “received” by the BIR
or its duly accredited and authorized institutions, for the preceding calendar year
which should not be earlier than two (2) years from the date of bid submission;
and

K The prospective bidder’s computation of Net Financial Contracting Capacity

(NFCC);

or

A committed Line of Credit from a Universal or Commercial Bank in lieu of its

NFCC computation.

Class “B” Documents

L If applicable, a duly signed joint venture agreement (JVA) in case the joint
venture is already in existence;

duly notarized statements from all the potential joint venture partners stating that
they will enter into and abide by the provisions of the JVA in the instance that the
bid is successful;

NOTE: INCLUDE THIS TAB IN THE BID DOCUMENTS. PUT “NOT

APPLICABLE” OR “N/A” IN A BLANK SHEET OF PAPER IF THERE IS NO
JVA AND HAVE IT INITIALED BY THE AUTHORIZED REPRESENTATIVE.

M Certificate from the manufacturer (Philippine Office) that the company is an

authorized distributor/reseller of the consumables being offered.

II. FINANCIAL COMPONENT ENVELOPE

A Original of duly signed and accomplished Financial Bid Form; and

B Original of duly signed and accomplished Detailed Price Schedule(s).

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 OFFICE OF CIVIL DEFENSE IV-A ITB OCD IV-A-2023-01

BID FORM
Date: __________

Invitation to Bid No: OCD IV-A-2023-01

To: OFFICE OF CIVIL DEFENSE IV-A

Regional Evacuation Center, Brgy. Tagapo
Sta Rosa City

Gentlemen/Ladies:

Having examined the Philippine Bidding Documents (PBDs) including the

Supplemental or Bid Bulletin Numbers [insert numbers], the receipt of which is hereby duly
acknowledged, we, the undersigned, offer Procurement of Hygiene Kits in conformity with
the said PBDs for the sum of Four Million Nine Hundred Ninety Eight Thousand Four
Hundred Forty Three Pesos (4,998,443.00) or the total calculated bid price, as evaluated
and corrected for computational errors, and other bid modifications in accordance with the
Price Schedules attached herewith and made part of this Bid. The total bid price includes
the cost of all taxes, such as, but not limited to: [specify the applicable taxes, e.g. (i) value
added tax (VAT), (ii) income tax, (iii) local taxes, and (iv) other fiscal levies and duties],
which are itemized herein or in the Price Schedules,

If our Bid is accepted, we undertake:

a. to deliver the goods in accordance with the delivery schedule specified in the
Schedule of Requirements of the Philippine Bidding Documents (PBDs);
b.to provide a performance security in the form, amounts, and within the times
prescribed in the PBDs;
c. to a bid by the Bid Validity Period specified in the PBDs and it shall remain
binding upon us at anytime before the expiration of that period.
[Insert this paragraph if Foreign-Assisted Project with the Development Partner:
Commissions or gratuities, if any, paid or to be paid by us to agents relating to this
Bid, and to contract execution if we are awarded the contract, are listed below:
Name and address Amount and Purpose of
of agent CurrencyCommission or gratuity

(if none, state “None”) ]

Until a formal Contract is prepared and executed, this Bid, together with your written
acceptance thereof and your Notice of Award, shall be binding upon us.
We understand that you are not bound to accept the Lowest Calculated Bid or any
Bid you may receive.

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We certify/confirm that we comply with the eligibility requirements pursuant to the

PBDs.

The undersigned is authorized to submit the bid on behalf of [name of the bidder] as
evidenced by the attached [state the written authority].

We acknowledge that failure to sign each and every page of this Bid Form, including
the attached Schedule of Prices, shall be a ground for the rejection of our bid.

Name:____________________________________________________________________
Legal capacity:_____________________________________________________________
Signature:_________________________________________________________________

Duly authorized to sign the Bid for and behalf of:___________________________________

Date:______________

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ATTACHMENT TO BID FORM

Price Schedule for Goods Offered from Within the Philippines

[shall be submitted with the if bidder is offering goods from within the Philippines]

For Goods Offered from Within the Philippines

Name of Bidder:
Project ID No: ITB OCD IV-A-2023-01
Page _____ of ______.

Sales
Cost of
Transportatio and other
Incidental
Unit n and all taxes Total Total Price
Services,
Price other cost payable if Price, per delivered Final
Item Description Quantity if
EXW incidental to contract unit (col. Destination
applicabl
per item delivery, per is 5+6+7+8) (col 9) x (col 4)
e, per
item awareded
item
per item
1 Hygiene Kits 2,339

Total Amount in Words: ____________________________________________________

Name:____________________________________________________________________
Legal capacity:_____________________________________________________________
Signature:_________________________________________________________________

Duly authortized to sign the Bid for and behalf

of:___________________________________

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CONTRACT AGREEMENT FORM

THIS AGREEMENT made the _____ day of __________ 2023 between OFFICE OF
CIVIL DEFENSE of the Philippines(hereinafter called “the Entity”) of the one part and [name
of Supplier] of [city and country of Supplier] (hereinafter called “the Supplier”) of the other
part;

WHEREAS the Entity invited Bids for certain goods and ancillary services,
particularly, and has accepted a Bid by the Supplier for the supply of those goods and
services in the sum of Four Million Nine Hundred Ninety Eight Thousand Four Hundred
Forty Three Pesos (4,998,443.00) - hereinafter called “the Contract Price”.

NOW THIS AGREEMENT WITNESSETH AS FOLLOWS:

1. In this Agreement words and expressions shall have the same meanings as are
respectively assigned to them in the Conditions of Contract referred to.

2. The following documents as required by the 2016 revised Implementing Rules and
Regulations of Republic Act No. 9184 shall be deemed to form and be read and
construed as integral part of this Agreement, viz.:

i. Philippine Bidding Documents (PBDs);

i. Schedule of Requirements;
ii. Technical Specification;
iii. General and Special Condition of Contract; and
iv. Supplemental or Bid Bulletins, if any

ii. Winning bidder’s bid , including the Eligibility requirements, Technical and
Financial Proposal, and all other documents or statement submitted;

Bid form, including all the documents/statements contained in the Bidder’s bidding
envelopes, as annexes, and all other documents submitted (e.g.,Bidder’s
response to request for clarification on bid), including corrections to the bid, if any,
resulting from Procuring Entity’s bid evaluation;

iii. Performance Security;

iv. Notice of Award of Contract; and the Bidder’s conforme thereto; and

v. Other contract documents that may be required by existing laws and/or the
Procuring Entity concerned in the PBDs. Winning bidders agrees that
additional contract documents or information prescribed by the GPPB that
are subsequently required for submission after the contract execution, such
as the Notice to Proceed, Variation Orders, and Warranty Security, shall
likewise form part of the Contract.

3. In consideration for the sum of [ total contract price in words and figures] or such other
sums as may be ascertained, [Named of the Bidder] agrees to [state the objects of the
contract ] in accordance with his/her/its Bid.

4. The [Name of the procuring entity] agrees to pay the above-mentioned sum in
accordance with the terms of the Bidding

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 OFFICE OF CIVIL DEFENSE IV-A ITB OCD IV-A-2023-01

IN WITNESS whereof the parties hereto have caused this Agreement to be executed
in accordance with the laws of the Republic of the Philippines on the day and year first
above written.

[Insert Name and Signature] [Insert Name and Signature]

[Insert Signatory’s Legal Capacity] [Insert Signatory’s Legal Capacity]

for: for:

[Insert Procuring Entity] [Insert Name of Supplier]

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 OFFICE OF CIVIL DEFENSE IV-A ITB OCD IV-A-2023-01

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 Procurement of Hygiene Kits, 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 Procurement of
Hygiene Kits, 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 “blacklisted” 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, by itself
or by relation, membership, association, affiliation, or controlling interest with
another blacklisted person or entity as defined and provided for in the Uniform
Guidlines on Blackliting:

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

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 OFFICE OF CIVIL DEFENSE IV-A ITB OCD IV-A-2023-01

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 responsibilities as a Bidder in

compliance with the Philipinne Bidding Documents, which includes:

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 Procurement of
Hygiene Kits
e) 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.

10. In case advance payment was made or given, failure to perform or deliver any of the
obligations and undertakings in the contract shall be sufficient grounds to constitute
crimminal liability for Swindling (Estafa) or the commission of fraud with
unfaithfulness or abuse of confidence through misappropriating or converting any
payment recieved by a person or entity an obligation involving the duty to daliver
certain goods or services, to the prejudice of the public and the goverment of the
Philippines pursuant to Article 315 of Act No. 3815 s. 1930, as amended, or the
Revised Penal Code.

IN WITNESS WHEREOF, I have hereunto set my hand this __ day of ___, 2023 at
____________, Philippines.

[Insert NAME OF BIDDER OR ITS AUTHORIZED

REPRESENTATIVE]
[Insert signatory’s legal capacity]
Affiant

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 OFFICE OF CIVIL DEFENSE IV-A ITB OCD IV-A-2023-01

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 _____

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 OFFICE OF CIVIL DEFENSE IV-A ITB OCD IV-A-2023-01

BID SECURING DECLARATION FORM

REPUBLIC OF THE PHILIPPINES)

CITY/MUNICIPALITY OF _______) S.S.
x------------------------------------------------------x

BID SECURING DECLARATION

Identification No.: Invitation to Bid: OCD IV-A-2023-01

To: OFFICE OF CIVIL DEFENSE IV-A

Regional Evacuation Center, Brgy. Tagapo, Sta Rosa City

I/We, the undersigned, declare that:

1. I/We understand that, according to your conditions, bids must be supported

by a Bid Security, which may be in the form of a Bid-Securing Declaration.

2. I/We accept that: (a) I/we will be automatically disqualified from bidding for
any contract with any procuring entity for a period of two (2) years upon
receipt of your Blacklisting order; and, (b) I/we will pay the applicable fine
provided under Section 6 of the Guidelines on the Use of Bid Securing
Declaration, within fifteen (15) days from receipt of the written demand by the
procuring entity for the commission of acts resulting to the enforcement of the
bid securing declaration under Sections 23.1(b), 34.2, 40.1 and 69.1, except
69.1(f), of the IRR of RA 9184; without prejudice to other legal action the
government may undertake.

3. I/We understand that this Bid Securing Declaration shall cease to be valid on
the following circumstances:

(a) Upon expiration of the bid validity period, or any extension thereof
pursuant to your request;

(b) I am/we are declared ineligible or post-disqualified upon receipt of

your notice to such effect, and (i) I/we failed to timely file a request for
reconsideration or (ii) I/we filed a waiver to avail of said right;

(c) I am/we are declared the bidder with the Lowest Calculated
Responsive Bid, and I/we have furnished the performance security
and signed the Contract.

IN WITNESS WHEREOF, I/We have hereunto set my/our hand/s this ____ day of
[month] 2023 at [place of execution].

[Insert NAME OF BIDDER’S AUTHORIZED

REPRESENTATIVE]
[Insert Signatory’s Legal Capacity]
Affiant

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 OFFICE OF CIVIL DEFENSE IV-A ITB OCD IV-A-2023-01

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 _____

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 OFFICE OF CIVIL DEFENSE IV-A ITB OCD IV-A-2023-01

PERFORMANCE SECURING DECLARATION FORM

REPUBLIC OF THE PHILIPPINES)

CITY OF _______________________) S.S.

x------------------------------------------------------x

PERFORMANCE SECURING DECLARATION

Invitation to Bid: OCD IV-A-2023-01

To: OFFICE OF CIVIL DEFENSE IV-A

Regional Evacuation Center, Brgy. Tagapo, Sta. Rosa City

I/We, the undersigned, declare that:

1. I/We understand that, according to your conditions, to guarantee the faithful

performance by the supplier/distributor/manufacturer/contractor/consultant of its
obligation under Contract, I/we shall submit a Performance Securing Declaration
within a maximum period of ten (10) calendar days from the reciept of the Notice
of Award prior to the signing of the Contract.

2. I/We accept that: (a) I/we will be automatically disqualified from bidding for any
procurement contract with any procuring entity for a period of one (1) year for the
firtst offense, or two (2) years for the second offense, upon receipt of your
Blacklisting Order if I/We violated my/our obligations under the Contract;

3. I/We understand that this Performance Securing Declaration shall cease to be

valid upon:

a. Issuance by the Procuring Entity of the Certificate of Final Acceptance,

subject to the following conditions:
i. Procuring Entity has no claims filed against the contract awrdee;
ii. It has no claims for labor and materials filed against the contractor; and
iii. Other terms of the contract; or

b. Replacement by the winning bidder of the submitted PSD with a

performance sucurity in any of the prescribed forms under section 39.2 of
the 2016 revised IRR of RA No. 9184 as required by the end-user.

IN WITNESS WHEREOF, I/We have hereunto set my/our hand/s this ____ day of
[month] 2023 at [place of execution].

[Insert NAME OF BIDDER OR ITS

AUTHORIZED REPRESENTATIVE]
[Insert Signatory’s Legal Capacity]
Affiant

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 OFFICE OF CIVIL DEFENSE IV-A ITB OCD IV-A-2023-01

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 _____

Page 42 of 45: Procurement of Hygiene Kits

 OFFICE OF CIVIL DEFENSE IV-A ITB OCD IV-A-2023-01

LIST OF ALL ON-GOING GOVERNMENT AND PRIVATE PROJECTS

LIST OF ALL ONGOING GOVERNMENT & PRIVATE CONTRACTS

(Including Contracts Awarded but Not Yet Started)
ITB. No. OCD IV-A-2023-01
Proponent:

VALUE OF
OWNER NATURE OF DATE
NAME OF PROPONENT’S OUTSTANDING
a. Name WORK, a. Awarded AMOUNT OF PERCENT
CONTRACT OR ROLE / WORKS /
b. Address SERVICES b. Started CONTRACT ACCOMPLISHED
PROJECT DESCRIPTION UNDELIVERED
c. Contact No. OR GOODS c. Completed
PORTION

Government

Private

TOTAL COST
Submitted by : ___________________________________________________
(Printed Name & Signature)
Designation : ___________________________________________________
Date : ___________________________________________________

Remarks:
• Include all contracts awarded but not yet started.
• This statement shall be supported with:
1. Purchase Order / Notice of Award and/or Contract
2. Notice to Proceed issued by the owner
• The form may be used in landscape format and font sizes may be adjusted to enhance readability.

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 OFFICE OF CIVIL DEFENSE IV-A ITB OCD IV-A-2023-01

STATEMENT OF SINGLE LARGEST COMPLETED CONTRACT

STATEMENT OF SINGLE LARGEST COMPLETED CONTRACT
ITB. No. OCD IV-A-2023-01

Proponent:

OWNER NATURE OF
NAME OF PROPONENT’S AMOUNT OF
d. Name WORK, DATE PROOF OF
CONTRACT OR ROLE / COMPLETED
e. Address SERVICES COMPLETED PROJECT COMPLETION
PROJECT DESCRIPTION CONTRACT
f. Contact No. OR GOODS
 Official Receipt
 Sales Invoice
 End User’s Acceptance
 Other Document/s
TOTAL COST
: ___________________________________________________
Submitted by
(Printed Name & Signature)
Designation : ___________________________________________________
Date : ___________________________________________________

Note:
• This statement shall be supported by any of the following:
1. Official Receipt
2. Sales Invoice
3. End User’s Acceptance

• The form may be used in landscape format and font sizes may be adjusted to
enhance readability.

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 OFFICE OF CIVIL DEFENSE IV-A ITB OCD IV-A-2023-01

PACKAGING INSTRUCTIONS

Note:

• Each Bidder shall submit one (1) copy of original documents of the first and
second components. All pages of the bidding documents must be signed.

• Five (5) photocopies of the duly signed first and second components of its
Bid shall also be submitted.

• All envelopes must be properly sealed. The Technical Documents and

the Financial Documents must be in separate SEALED envelopes then
sealed in one enveloped to be called the mother envelope.

Page 45 of 45: Procurement of Hygiene Kits