PHILIPPINE BIDDING DOCUMENTS

Procurement of Various ICT Equipment,

Software Licenses and Development of
National Museum of the Philippines
Mobile Application

(PhilGEPS No. 10831592)

Government of the Republic of the Philippines

Sixth Edition
July 2020

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 Preface

These Philippine Bidding Documents (PBDs) for the procurement of Goods through
Competitive Bidding have been prepared by the Government of the Philippines for use by any
branch, constitutional commission or office, agency, department, bureau, office, or
instrumentality of the Government of the Philippines, National Government Agencies,
including Government-Owned and/or Controlled Corporations, Government Financing
Institutions, State Universities and Colleges, and Local Government Unit. The procedures and
practices presented in this document have been developed through broad experience, and
are for mandatory use in projects that are financed in whole or in part by the Government of
the Philippines or any foreign government/foreign or international financing institution in
accordance with the provisions of the 2016 revised Implementing Rules and Regulations of
Republic Act No. 9184.

The Bidding Documents shall clearly and adequately define, among others: (i) the
objectives, scope, and expected outputs and/or results of the proposed contract or
Framework Agreement, as the case may be; (ii) the eligibility requirements of Bidders; (iii) the
expected contract or Framework Agreement duration, the estimated quantity in the case of
procurement of goods, delivery schedule and/or time frame; and (iv) the obligations, duties,
and/or functions of the winning bidder.

Care should be taken to check the relevance of the provisions of the PBDs against the
requirements of the specific Goods to be procured. If duplication of a subject is inevitable in
other sections of the document prepared by the Procuring Entity, care must be exercised to
avoid contradictions between clauses dealing with the same matter.

Moreover, each section is prepared with notes intended only as information for the
Procuring Entity or the person drafting the Bidding Documents. They shall not be included in
the final documents. The following general directions should be observed when using the
documents:

a. All the documents listed in the Table of Contents are normally required for the
procurement of Goods. However, they should be adapted as necessary to the
circumstances of the particular Procurement Project.

b. Specific details, such as the “name of the Procuring Entity” and “address for bid
submission,” should be furnished in the Instructions to Bidders, Bid Data Sheet,
and Special Conditions of Contract. The final documents should contain
neither blank spaces nor options.

c. This Preface and the footnotes or notes in italics included in the Invitation to
Bid, Bid Data Sheet, General Conditions of Contract, Special Conditions of
Contract, Schedule of Requirements, and Specifications are not part of the text
of the final document, although they contain instructions that the Procuring
Entity should strictly follow.

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d. The cover should be modified as required to identify the Bidding Documents
as to the Procurement Project, Project Identification Number, and Procuring
Entity, in addition to the date of issue.

e. Modifications for specific Procurement Project details should be provided in

the Special Conditions of Contract as amendments to the Conditions of
Contract. For easy completion, whenever reference has to be made to specific
clauses in the Bid Data Sheet or Special Conditions of Contract, these terms
shall be printed in bold typeface on Sections I (Instructions to Bidders) and III
(General Conditions of Contract), respectively.

f. For guidelines on the use of Bidding Forms and the procurement of Foreign-
Assisted Projects, these will be covered by a separate issuance of the
Government Procurement Policy Board.

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 Table of Contents
Glossary of Acronyms, Terms, and Abbreviations 5
Section I. Invitation to Bid 8
Section II. Instructions to Bidders 12
1. Scope of Bid 13
2. Funding Information 13
3. Bidding Requirements 13
4. Corrupt, Fraudulent, Collusive, and Coercive Practices 13
5. Eligible Bidders 14
6. Origin of Goods 14
7. Subcontracts 15
8. Pre-Bid Conference 15
9. Clarification and Amendment of Bidding Documents 15
10. Documents Comprising the Bid: Eligibility and Technical Components 15
11. Documents Comprising the Bid: Financial Component 15
12. Bid Prices 16
13. Bid and Payment Currencies 16
14. Bid Security 16
15. Sealing and Marking of Bids 17
16. Deadline for Submission of Bids 17
17. Opening and Preliminary Examination of Bids 17
18. Domestic Preference 17
19. Detailed Evaluation and Comparison of Bids 17
20. Post-Qualification 18
21. Signing of the Contract 18
Section III. Bid Data Sheet 19
Section IV. General Conditions of Contract 21
1. Scope of Contract 22
2. Advance Payment and Terms of Payment 22
3. Performance Security 22
4. Warranty 23
5. Liability of the Supplier 23
Section V. Special Conditions of Contract 24
Section VI. Schedule of Requirements 29
Section VI. Schedule of Requirements 30
Section VII. Technical Specifications 31
Section VIII. Checklist of Technical and Financial Documents 41

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ANNEX A Packaging and Labeling Instruction

ANNEX B Bidding Forms

ANNEX C Technical Specifications / Scope of Work / Terms of Reference

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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 projects
or 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.

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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.

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, Section
5[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 the repair 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 of the Procuring Entity.
(2016 revised IRR, Section 5[r])

GOP – Government of the Philippines.

GPPB – Government Procurement Policy Board.

INCOTERMS – International Commercial Terms.

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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.

NMP – National Museum of the Philippines

PhilGEPS - Philippine Government Electronic Procurement System.

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. (GPPB
Circular 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 organized
and registered under the laws where it is established, habitually established in business and
engaged in the manufacture or sale of the merchandise or performance of the general
services covered by his 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

Notes on the Invitation to Bid

The Invitation to Bid (IB) provides information that enables potential Bidders to decide whether to
participate in the procurement at hand. The IB shall be posted in accordance with Section 21.2 of
the 2016 revised IRR of RA No. 9184.

Apart from the essential items listed in the Bidding Documents, the IB should also indicate the
following:

a. The date of availability of the Bidding Documents, which shall be from the time the IB is
first advertised/posted until the deadline for the submission and receipt of bids;

b. The place where the Bidding Documents may be acquired or the website where it may be
downloaded;

c. The deadline for the submission and receipt of bids; and

d. Any important bid evaluation criteria (e.g., the application of a margin of preference in
bid evaluation).

The IB should be incorporated in the Bidding Documents. The information contained in the IB
must conform to the Bidding Documents and in particular to the relevant information in the Bid
Data Sheet.

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Invitation to Bid for Procurement of Various ICT Equipment, Software
Licenses, and Development of National Museum of the Philippines
Mobile Application
1. The National Museum of the Philippines, through the General Fund for F.Y. 2024 intends to apply
the sum and project indicated below, being the ABC to payment under the contract for each lot:
Approved Budget for the
Lot # Procurement Project
Contract

Procurement of Various ICT Equipment and

1 PHP 32,564,600.00
Software Licenses for F.Y. 2024

Development of National Museum of the

2 PHP 999,000.00
Philippines Mobile Application

Total PHP 33,563,600.00

with identification number NMPBAC-PB-2024-05-03. Bids received in excess of the ABC shall be
automatically rejected at bid opening.

2. The National Museum of the Philippines now invites bids for the above Procurement Project.
Delivery of the Goods is required within:

Lot 1 120 Calendar days

Lot 2 15 Calendar days

Bidders should have completed, within five (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) No. 9184.

“Bidding is restricted to Filipino citizens/sole proprietorships, partnerships, or organizations

with at least sixty percent (60%) interest or outstanding capital stock belonging to citizens of
the Philippines, and to citizens or organizations of a country the laws or regulations of which
grant similar rights or privileges to Filipino citizens, pursuant to RA No. 5183.”

4. Prospective Bidders may obtain further information from National Museum of the Philippines and
inspect the Bidding Documents at the address given below during Mondays to Fridays, from 9:30
a.m. to 3:30 p.m.

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5. A complete set of Bidding Documents may be acquired by interested Bidders on May 9, 2024, from
the given address and website(s) 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:

Lot Amount

1 PHP 25,000.00

2 PHP 1,000.00

The Procuring Entity shall allow the bidder to present its proof of payment for the fees in person.

6. The National Museum of the Philippines will hold a Pre-Bid Conference on May 17, 2024, at 9:30
AM at 2nd Floor BAC Room North Annex (Motorpool) Building which shall be open to prospective
bidders.

7. Bids must be duly received by the BAC Secretariat through manual submission at the office address
indicated below, 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.

9. Bid opening shall be on June 3, 2024, at 9:30 AM at the given address below. Bids will be opened in
the presence of the bidders’ representatives who choose to attend the activity.

10. Schedule of Activities

Date Schedule of Activities

May 9, 2024 Posting / Advertisement

May 17, 2024 Pre-Bidding Conference

May 20, 2024 Deadline for submission of bidder’s written queries

May 24, 2024 Issuance of Bid / Supplemental Bulletin/s, if any

June 3, 2024 Submission & Opening of Bids

June 4-7, 2024 Bid Evaluation

June 10-14, 2024 Post Qualification Evaluation

June 17, 2024 Issuance of Notice of Award

11. The National Museum of the Philippines 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 No. 9184, without thereby incurring any liability to the
affected bidder or bidders.
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12. For further information, please refer to:

Atty. Joy Angela C. Agcaoili

Head, BAC Secretariat
2nd Floor, BAC Room, North Annex of the
National Museum of Fine Arts Building (Motorpool)
Padre Burgos Street, Manila 1000
Website: www.nationalmuseum.gov.ph
Tel. No. 8298-1100 Local: 1014
Email Address: nationalmuseumbac@yahoo.com
bac@nationalmuseum.gov.ph

(SGD)
ATTY. MA. ROSENNE M. FLORES-AVILA
Chairperson, Bids and Awards Committee

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 Section II. Instructions to Bidders

Notes on the Instructions to Bidders

This Section on the Instruction to Bidders (ITB) provides the information necessary for bidders to
prepare responsive bids, in accordance with the requirements of the Procuring Entity. It also
provides information on bid submission, eligibility check, opening and evaluation of bids, post-
qualification, and on the award of contract.

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1. Scope of Bid

The Procuring Entity, the National Museum of the Philippines wishes to receive Bids
for the Procurement of Various ICT Equipment, Software Licenses, and Development
of National Museum of the Philippines Mobile Application, with identification
number NMPBAC-PB-2024-05-03.

The Procurement Project (referred to herein as “Project”) is composed of two (2) lots,
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 General Fund
FY 2024 in the given amount below:

Approved Budget for the

Lot # Procurement Project
Contract

Procurement of Various ICT Equipment and

1 PHP 32,564,600.00
Software Licenses for F.Y. 2024

Development of National Museum of the

2 PHP 999,000.00
Philippines Mobile Application

2.2. The source of funding is: NGA, the General Appropriations Act or Special
Appropriations.

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 IB 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

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 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 exceeding those allowed under the rules may participate
pursuant to:

i. When a Treaty or International or Executive Agreement as

provided in Section 4 of the RA No. 9184 and its 2016 revised IRR
allow foreign bidders to participate;

ii. Citizens, corporations, or associations of a country, included in

the list issued by the GPPB, the laws or regulations of which grant
reciprocal rights or privileges to citizens, corporations, or
associations of the Philippines;

iii. When the Goods sought to be procured are not available from
local suppliers; or

iv. When there is a need to prevent situations that defeat

competition or restrain trade.

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:

For the procurement of Non-expendable Supplies and Services: The

Bidder must have completed a single contract that is similar to this
Project, equivalent to at least fifty percent (50%) of the ABC.

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.

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7. Subcontracts

7.1. The Bidder may subcontract portions of the Project to the extent allowed by
the Procuring Entity as stated herein but in no case more than twenty percent
(20%) of the Project.

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 and either at its physical address 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 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).

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 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 IB shall not be
accepted.

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 the BDS.

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 tradable 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 Declaration1 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 until One Hundred Twenty (120)
Calendar Days. 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.

16. Deadline for Submission of Bids

16.1. 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

18.1. 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 Entity’s 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 may be. In this case, the Bid Security as required by ITB Clause 14 shall
be submitted for each lot or item separately.

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 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.

19.4. The Project shall be awarded as follows: One Project having several items
grouped into several lots, which shall be awarded as separate contracts per
lot.

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 or items participated in by the prospective Bidder.

20. Post-Qualification

20.2. 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,
or in the case of multi-year Framework Agreement, that it is one of the eligible
bidders who have submitted bids that are found to be technically and
financially compliant,}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

21.1. 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

Notes on the Bid Data Sheet

The Bid Data Sheet (BDS) consists of provisions that supplement, amend, or specify in detail,
information, or requirements included in the ITB found in Section II, which are specific to each
procurement.

This Section is intended to assist the Procuring Entity in providing the specific information in
relation to corresponding clauses in the ITB and has to be prepared for each specific procurement.

The Procuring Entity should specify in the BDS information and requirements specific to the
circumstances of the Procuring Entity, the processing of the procurement, and the bid evaluation
criteria that will apply to the Bids. In preparing the BDS, the following aspects should be checked:

a. Information that specifies and complements provisions of the ITB must be incorporated.

b. Amendments and/or supplements, if any, to provisions of the ITB as necessitated by the

circumstances of the specific procurement, must also be incorporated.

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

a. Supply and delivery of ICT Equipment.

b. Procurement of software licenses.
c. Completed within five (5) years prior to the deadline for the submission and
receipt of bids.

7.1 Subcontracting is not allowed.

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:

Lot 1 PHP 651,292.00

Lot 2 PHP 19,980.00

[two percent (2%) of ABC], 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:

Lot 1 PHP 1,628,230.00

Lot 2 PHP 49,950.00

[five percent (5%) of ABC] if bid security is in Surety Bond.

19.3 The description of lot(s) or items are indicated below:

Lot no. Procurement Project Approved Budget for the

Contract (ABC)

Procurement of Various ICT Equipment

1 PHP 32,564,600.00
and Software Licenses for F.Y. 2024

Development of National Museum of the

2 PHP 999,000.00
Philippines Mobile Application

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 Section IV. General Conditions of Contract

Notes on the General Conditions of Contract

The General Conditions of Contract (GCC) in this Section, read in conjunction with the Special
Conditions of Contract in Section V and other documents listed therein, should be a complete
document expressing all the rights and obligations of the parties.

Matters governing performance of the Supplier, payments under the contract, or matters
affecting the risks, rights, and obligations of the parties under the contract are included in the
GCC and Special Conditions of Contract.

Any complementary information, which may be needed, shall be introduced only through the
Special Conditions of Contract.

21
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 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.

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 VII (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.

22
4. 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.

5. Liability of the 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.

23
 Section V. Special Conditions of Contract

Notes on the Special Conditions of Contract

Similar to the BDS, the clauses in this Section are intended to assist the Procuring Entity in
providing contract-specific information in relation to corresponding clauses in the GCC found in
Section IV.

The Special Conditions of Contract (SCC) complement the GCC, specifying contractual
requirements linked to the special circumstances of the Procuring Entity, the Procuring Entity’s
country, the sector, and the Goods purchased. In preparing this Section, the following aspects
should be checked:

a. Information that complements provisions of the GCC must be incorporated.

b. Amendments and/or supplements to provisions of the GCC as necessitated by the

circumstances of the specific purchase, must also be incorporated.

However, no special condition which defeats or negates the general intent and purpose of the
provisions of the GCC should be incorporated herein.

24
 Special Conditions of Contract
GCC
Clause
1. 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:

“The delivery terms applicable to this Contract are delivered to the place of
destination indicated below. Risk and title will pass from the Supplier to the
Procuring Entity upon receipt and final acceptance of the Goods at their final
destination.”

Lot Procurement Project: ABC

Procurement of Various ICT Equipment and

1 PHP 32,564,600.00
Software Licenses for F.Y. 2024

Development of National Museum of the

2 PHP 999,000.00
Philippines Mobile Application

Location: Metro Manila

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:

Lot 1 & 2: Resty D. Morancil – Information Technology Officer I – ODG-ICT

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:

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;

25
 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. For additional incidental service requirements indicated in the Annex
“C” Terms of Reference.

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.
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
Any special handling instructions
Any relevant HAZCHEM classifications

26
 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.

2.2 The terms of payment:

Lot 1 and 2: Payment to the Service Provider shall be a one-time payment basis after
100% completion of the project with the submission of billing statement, inspection
report forms, and other documentary requirements.

4 The inspections:

27
**Note:

Kindly refer to the Terms of Reference (“Annex C”) of the project for the Inspections
of Goods

28
Section VI. Schedule of Requirements

29
 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.

Lot Description Delivered, Weeks/Months

Procurement of Various ICT Equipment and Software

1 120 Calendar days
Licenses for F.Y. 2024

Development of National Museum of the Philippines

2 15 Calendar days
Mobile Application

*Note: For full details of the above-mentioned project, kindly refer to the Terms of Reference
(Annex C of the Bidding Documents)

30
 Section VII. Technical Specifications

Notes for Preparing the Technical Specifications

A set of precise and clear specifications is a prerequisite for Bidders to respond realistically and
competitively to the requirements of the Procuring Entity without qualifying their Bids. In the
context of Competitive Bidding, the specifications (e.g. production/delivery schedule, manpower
requirements, and after-sales service/parts, descriptions of the lots or items) must be prepared to
permit the widest possible competition and, at the same time, present a clear statement of the
required standards of workmanship, materials, and performance of the goods and services to be
procured. Only if this is done will the objectives of transparency, equity, efficiency, fairness, and
economy in procurement be realized, responsiveness of bids be ensured, and the subsequent task
of bid evaluation and post-qualification facilitated. The specifications should require that all
items, materials and accessories to be included or incorporated in the goods be new, unused, and
of the most recent or current models, and that they include or incorporate all recent
improvements in design and materials unless otherwise provided in the Contract.

Samples of specifications from previous similar procurements are useful in this respect. The use
of metric units is encouraged. Depending on the complexity of the goods and the repetitiveness
of the type of procurement, it may be advantageous to standardize the General Technical
Specifications and incorporate them in a separate subsection. The General Technical
Specifications should cover all classes of workmanship, materials, and equipment commonly
involved in manufacturing similar goods. Deletions or addenda should then adapt the General
Technical Specifications to the particular procurement.

Care must be taken in drafting specifications to ensure that they are not restrictive. In the
specification of standards for equipment, materials, and workmanship, recognized Philippine and
international standards should be used as much as possible. Where other particular standards
are used, whether national standards or other standards, the specifications should state that
equipment, materials, and workmanship that meet other authoritative standards, and which
ensure at least a substantially equal quality than the standards mentioned, will also be
acceptable. The following clause may be inserted in the Special Conditions of Contract or the
Technical Specifications.

Sample Clause: Equivalency of Standards and Codes

Wherever reference is made in the Technical Specifications to specific standards and codes to be
met by the goods and materials to be furnished or tested, the provisions of the latest edition or
revision of the relevant standards and codes shall apply, unless otherwise expressly stated in the
Contract. Where such standards and codes are national or relate to a particular country or
region, other authoritative standards that ensure substantial equivalence to the standards and
codes specified will be acceptable.

31
Reference to brand name and catalogue number should be avoided as far as possible; where
unavoidable they should always be followed by the words “or at least equivalent.” References to
brand names cannot be used when the funding source is the GOP.

Where appropriate, drawings, including site plans as required, may be furnished by the Procuring
Entity with the Bidding Documents. Similarly, the Supplier may be requested to provide drawings
or samples either with its Bid or for prior review by the Procuring Entity during contract
execution.

Bidders are also required, as part of the technical specifications, to complete their statement of
compliance demonstrating how the items comply with the specification.

In case of Renewal of Regular and Recurring Services, the Procuring Entity must indicate here the
technical requirements for the service provider, which must include the set criteria in the conduct
of its performance evaluation.

32
 Technical Specifications of Lot 1

Statement of
Specifications
Compliance
RESPONSIBILITIES:
To ensure equipment stability, the winning bidder/s must provide or deliver ICT equipment
and software that meets the minimum technical criteria and comes with a three-year
warranty, maintenance, and support on parts and labor.
1. SUPPLIER SCOPE OF WORK
The supply and delivery of ICT equipment includes software and accessories but not
limited to the following:
a. INSTALLATION
All deliverables must be installed, established, and configured by the
supplier, which includes the installation of anti-virus software and office
applications on all desktop computers and laptops.
b. DETAILED TECHNICAL REQUIREMENTS
See Annex A for the minimum specifications of the required items to be
procured.
QUALIFICATIONS:
The Supplier should have the necessary eligibility, experience, and expertise in providing
the equipment and service for the procurement of ICT Equipment:
1. The Systems Integrator service provider must have been in the market for
providing either ICT security products or ICT services for at least 10 years.
2. The Systems Integrator must have at least one(1) engineers certified by their
respective principals to provide first-level technical assistance aside from the
presence of a local support team directly from the principal.
3. The Systems Integrator must have substantial experience delivering and offering
comprehensive training for the use of high-end devices like cameras, object
scanners, and 3D printers.
4. The Supplier must provide the following for the 3D Printer and Scanner:
a. Certificate of Distributorship - The supplier has the brand's (foreign or
local) certificate of distributorship.
b. Training Availability - The supplier has the manpower and capability to
conduct training. The supplier does not need to outsource the job.
c. Installation, Maintenance, and Service Availability - The supplier has the
manpower and capability to conduct installation, maintenance, and
service. The supplier does not need to outsource the job.
d. Demo unit Availability - The supplier has its own demo unit for inspection
during post-qualification.
e. Authorized by the manufacturer to provide after sales service: Installation,
Training, and Maintenance - The supplier is directly authorized by the
manufacturer to provide after sales service: Installation, Training, and
Maintenance. Must attach certification directly issued by the
manufacturer.
APPROVED BUDGET FOR CONTRACT:
The Approved Budget of the Contract (ABC) is Thirty-Two Million Five Hundred Sixty-Four
Thousand and Six Hundred Pesos (32,564,600.00).
COMPLETION TIME:

33
The delivery of the units and licenses shall be within 120 calendar days from receipt of the
Purchase Order or Notice to Proceed.
TERMS OF PAYMENT:
Payment to the Service Provider shall be on a One-Time payment basis after 100%
completion of the project with the submission of billing statement, inspection report
forms, and other documentary requirements.
WARRANTIES AND GUARANTEES:
1. Manufacturer’s / Reseller Certification authorization, confirming that the bidder is
authorized to provide the equipment and consumables supplied by the
manufacturer, including any warranty obligations and after-sales support as may be
required.
2. List with addresses and contact information of their service centers or accredited
service centers, which will provide technical after-sales support.
3. Delivery and Shipping of the equipment for the Selected Regional Museum must be
handled by the supplier/bidder
4. The winning bidder must have a Certified Engineer for Anti-Virus
ANTI-VIRUS SPECIFICATIONS
a. The antivirus must include but is not limited to: Protection software for
Windows workstations, Linux workstations, Oracle, and Active Directory.
b. The anti-virus solution should have centralized management, monitoring
update software. It should allow for slave servers, tools for distributing both
the client agents and signature database updates to other clients, distribute
all agents in a single action as well as monitor the health of the agent, and
should have the capability to update databases of signatures for malicious
programs and attacks. It should use the same mechanism to distribute
signatures, updates, firewall policies, and engine updates.
c. must provide a list of system resources that are continuously monitored
indicating malware presence e.g. host files, and registry.
d. must accommodate resident antivirus monitoring.
e. solution should have launching of tasks by schedule and/or just after loading
the operating system and should support virtualized environments.
f. The anti-virus solution should allow for the simulation of unknown code
before execution to determine malicious intent without user intervention.
g. Solution should have a Heuristic analyzer that allows the identification and
blocking of previously unknown malware more efficiently including zero-day
outbreaks.
h. The anti-virus solution should have Artificial intelligence capabilities that
allow identification and blocking of previously unknown malware more
efficiently including zero-day outbreaks and unknown malware based on
malware family classification.
i. The anti-virus solution should have capabilities of scanning of all scripts,
developed in Microsoft Internet Explorer, as well as any WSH scripts
(JavaScript, Visual Basic Script WSH scripts (JavaScript, Visual Basic Script
etc.)), launched when the user works on the computer, including the
Internet.
j. The anti-virus solution should have protection of HTTP-traffic scanning of all
objects entering the user's computer through the HTTP/FTP protocol.
k. The anti-virus solution should have protection against hacker attacks by
using a firewall with an intrusion detection and prevention system(IDS/IPS)

34
 and network activity rules. It should also provide deep packet inspection of
incoming network traffic.
l. The anti-virus solution should have Access via a Web console.
m. The anti-virus solution should have centralized installation/update/deletion
of antivirus protection software, setting, administration, viewing reports,
and statistical information on software operation. It should also be able to
automatically update end point signatures and engines and pull status
information when off the enterprise network, but internet connected.
n. Upon end-point solution installation, the centralized solution should
automatically take over the client performance and ensure that it is not
interfered with e.g., scans and updates run on schedule and cannot be
interfered with.
o. The anti-virus solution should have threat Intelligence services to mitigate
and give actionable information of threats detected locally or globally.
p. The anti-virus solution should have threat intelligence generated in real-
time.
q. The solution should allow for the creation of new client groups not
dependent on the active directory and report on the group as well as use it
in policy.
5. The Supplier must provide the following for the Desktop and Laptop;
a. Manufacturer’s authorization or its equivalent document, confirming that
the bidder is authorized to provide the equipment and consumables
supplied by the manufacturer, including any warranty obligations and after-
sales support as may be required.
b. List of at least one (1) service center each in Metro Manila, Visayas &
Mindanao preferably in key major cities with complete addresses, contact
persons, and contact details or provide onsite service
c. Valid certification from the manufacturer that the bidder is an
authorized/exclusive Distributor or dealer of the products/items. If the
bidder is the manufacturer, certificate that the bidder manufactures the
products/items
d. Certification that the items to be delivered are brand new.
e. Certificate that all of the equipment and components should be branded
(not cloned or assembled).
f. Manufacturer’s Certificate indicating that the parts shall be available at the
authorized Philippine Service Center/s for a period of three (3) years after
the warranty period
g. Certify that the Motherboard offered has a Brand etched or printed or
embedded on it and with a local depot for spare parts.
h. ISO Certified
i. Must be in TOP 5 international brands of any US Research Company
LIQUIDATED DAMAGES:
When the contractor fails to satisfactorily deliver goods under the contract within
the specified delivery schedule, inclusive of duly granted time extensions, if any, the
contractor shall be liable for damages for the delay and shall pay the procuring entity
liquidated damages, not by way of penalty, an amount equal to 1/10 of 1% of the cost of
the delayed contract scheduled for every day of delay until such goods are finally delivered
and accepted by the procuring entity concerned. In no case shall the sum of the liquidated
damages exceed 10% of the total contract price, in which the procuring entity concerned

35
may rescind the contract and impose appropriate sanctions over and above the liquidated
damages.
PRE-TERMINATION CLAUSE:
The contract is effective on the date indicated in the NTP and shall remain in full
force for (DURATION) or until terminated by either party (NMP or Contractor) upon prior
written notice by either party. Termination process shall follow the prescribed procedure
under IRR-A R.A. 9184.

The NMP reserves the right to pre-terminate the contract by serving written notice
on the Contractor. If the Contractor does not appeal or seek reconsideration of the decision
to pre-terminate within Fifteen (15) calendar days from receipt of the notice, the contract
is deemed terminated. The grounds for the termination of the contract by the NMP include
but not limited to the following:

1. Violation(s) of any of the terms and conditions of the Contract; and

2. Any other act or omission by the Contractor which is detrimental or prejudicial
to the interest of the NMP, its employee(s), or the public.

36
 Technical Specifications of Lot 2
Statement of
Specifications
Compliance
RESPONSIBILITIES:
The Supplier must provide the list equipment/items following these detailed specifications:

1. Mobile Application Builder

General Duration: At least 1 year

Specifications and
features Up to 10 tours per Application

Up to 5 project users

Unlimited downloads

Online, email & phone support

Onboarding and training call

Dedicated onboarding support

Basic user permissions

Features Advanced plotting, Accessibility, Support for all media

formats, Multiple tours and collections, Geofencing alerts
and Advanced user permissions

With iOS, Android and mobile web support

2. Graphic Drawing Pen Tablet – 2 units

General Wireless Connectivity: Bluetooth

Specifications
Battery Type: Lithium-ion

OS Compatibility: Windows/MacOS

Stylus Tilt: At least 60 degrees

Number of Switches: At least 2

Resolution: At least 2540 lpi

3. Regular User laptop – 1 unit

General Operating System: Windows 11 Home

Specifications
Processor: At least 2 Cores, At least 4 Threads, At least 4.10
GHz, At least 6MB Cache

37
 Display: At least 15.6” FHD

Memory: At least 4GB

Storage: At least 256 GB m.2 PCIE NVME SSD

Ports:

At least One (1) USB 2.0

At least One (1) Headset Jack

At least One (1) HDMI 1.4

For system with Integrated graphic card:

At least Two (2) USB 3.2

4. Technical User laptop – 2 units

General Operating System: Windows 11 Pro

Specifications
Processor: At least 10 Cores, At least 12 Threads, At least
4.70 GHz, At least 12MB Cache

Display: At least 15.6” IPS

Graphics: At least 2GB DDR6

Memory: At least 16GB

Storage: At least 1TB m.2 PCIE NVME SSD

Ports:

At least One (1) x USB 2.0

At least One (1) x USB 3.2 Gen 1 (Always On)

At least One (1) x Thunderbolt 4 / USB4 40Gbps (support

data transfer, Power Delivery 3.0 and DisplayPort 1.4)

5. DSLR Camera with Lens and stabilizer – 2 units

General Megapixel & Sensor: At least 26 MP

Specifications
LCD Screen: At least 3.0" 1,040,000 Dot

38
 Lens Focal Length: At least 18 to 55mm

Battery At least 2 x Chemistry Lithium-Ion

Stabilizer

Accessories Connectors: At least 3 x USB Type-C

Mount: At least 1 x 1/4"-20 Female 1 x Cold Shoe Mount 2 x

NATO Rail 4 x M4 Female

Gimbal At least 3-Axis (Pitch, Roll, Yaw)

Condenser

General Equivalent Noise Level: Cardioid: At least20 dB A-Weighted

Specifications
Frequency Range: 100 Hz to 20 kHz

Sensitivity Cardioid: -33.0 dB @ 1 kHz, re: 1 V/Pa

Transducer Condenser

SUBMITTALS:

1. The Supplier should have the necessary eligibility, experience, and expertise in
providing the equipment and service for the procurement of ICT Equipment:
a. The Supplier service provider must have been in the market for providing
either ICT security products or ICT services for at least 5 years;
b. The mobile application must have a dedicated 24/7 support from our client
via web chat.
2. Valid certification from the principal of the software that the bidder is an
authorized/exclusive partner or reseller of the software.
3. The supplier must provide brochures of the software and at least Three (3) Case
Studies related to Museum Experiences using the software.

COMPLETION TIME:

The delivery of the units shall be within fifteen (15) calendar days from receipt of Purchase
Order or Notice to Proceed.

TERMS OF PAYMENT:

Payment to the Service Provider shall be a One-Time payment basis after 100% completion
of the project with the submission of billing statement, inspection report forms and other
documentary requirements.

39
WARRANTY:

The Contractor shall provide One (1) year warranty reckoned from the date of completion
and acceptance of equipment. Also the contract should have 24-48 hours response time for
service within Metro Manila. Form of warranty shall be as specified in Section 62.1 of the
IRR of R.A. 9184, the Government Procurement Reform Act and its Implementing Rules and
Regulations.

LIQUIDATED DAMAGES:
When the contractor fails to satisfactorily deliver goods under the contract within
the specified delivery schedule, inclusive of duly granted time extensions, if any, the
contractor shall be liable for damages for the delay and shall pay the procuring entity
liquidated damages, not by way of penalty, an amount equal to 1/10 of 1% of the cost of
the delayed contract scheduled for every day of delay until such goods are finally delivered
and accepted by the procuring entity concerned. In no case shall the sum of the liquidated
damages exceed 10% of the total contract price, in which the procuring entity concerned
may rescind the contract and impose appropriate sanctions over and above the liquidated
damages.

PRE-TERMINATION CLAUSE:
The contract is effective on the date indicated in the NTP and shall remain in full
force for (DURATION) or until terminated by either party (NMP or Contractor) upon prior
written notice by either party. Termination process shall follow the prescribed procedure
under IRR-A R.A. 9184.

The NMP reserves the right to pre-terminate the contract by serving written notice
on the Contractor. If the Contractor does not appeal or seek reconsideration of the decision
to pre-terminate within Fifteen (15) calendar days from receipt of the notice, the contract
is deemed terminated. The grounds for the termination of the contract by the NMP include
but not limited to the following:

1. Violation(s) of any of the terms and conditions of the Contract; and

2. Any other act or omission by the Contractor which is detrimental or prejudicial
to the interest of the NMP, its employee(s), or the public.

40
Section VIII. Checklist of Technical and
Financial Documents

Notes on the Checklist of Technical and Financial Documents

The prescribed documents in the checklist are mandatory to be submitted in the Bid, but shall be
subject to the following:

a. GPPB Resolution No. 09-2020 on the efficient procurement measures during a State of
Calamity or other similar issuances that shall allow the use of alternate documents in lieu
of the mandated requirements; or

b. Any subsequent GPPB issuances adjusting the documentary requirements after the
effectivity of the adoption of the PBDs.

The BAC shall be checking the submitted documents of each Bidder against this checklist to
ascertain if they are all present, using a non-discretionary “pass/fail” criterion pursuant to Section
30 of the 2016 revised IRR of RA No. 9184.

41
 Checklist of Technical and Financial Documents
I. TECHNICAL COMPONENT ENVELOPE

Class “A” Documents

Legal Documents
(a) Valid PhilGEPS Registration Certificate (Platinum Membership) (all pages) in
accordance with Section 8.5.2 of the IRR;

Technical Documents
(b) 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
(c) Statement of the bidder’s Single Largest Completed Contract (SLCC) similar to the
contract to be bid, except under conditions provided for in Sections 23.4.1.3 and
23.4.2.4 of the 2016 revised IRR of RA No. 9184, within the relevant period as
provided in the Bidding Documents; and
(d) 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
(e) Conformity with the Technical Specifications, which may include
production/delivery schedule, manpower requirements, and/or after-sales/parts,
if applicable; and
(f) 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.

Financial Documents
(g) 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

(h) If applicable, a duly signed joint venture agreement (JVA) in case the joint venture
is already in existence or 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.

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 II. FINANCIAL COMPONENT ENVELOPE

(i) Original of duly signed and accomplished Financial Bid Form; and
(j) Original of duly signed and accomplished Price Schedule(s).

Note: Submit the following requirements in a separate envelope:

1. E-Copy of all eligibility, technical, and financial components save in any storage
device;
2. SEC Registration or DTI Certificate (Certified true Copy)
3. Valid Mayor’s / Business Permit (Certified true Copy)
4. Tax Clearance Certificate (Certified true Copy)
5. Latest Audited Financial Statement (Certified true Copy)
6. Latest Income Tax Return (Certified true Copy)
7. Bid Bulletin, if any, and;
8. Photocopy of the official receipt of the Bidding Documents (Certified true copy).

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 ANNEX “A”

Packaging and Labeling Instructions

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 PACKAGING AND LABELING INSTRUCTIONS

1. Two Envelope System

The ORIGINAL - TECHNICAL COMPONENTS requirements stated below shall

be enclosed into a folder, same as with the ORIGINAL - FINANCIAL
COMPONENTS requirements which will also be done in a separate folder.
These two (2) folders shall be placed into separate envelope forming the
Two Envelope System.

Envelope 1: Technical Components (see attached listing)

Envelope 2: Financial Components (see attached listing)

2. The First Envelope, ORIGINAL - TECHNICAL COMPONENTS and the Second Envelope,
ORIGINAL - FINANCIAL COMPONENTS should be sealed in an outer envelope marked
as ORIGINAL BID. Each copy of the first and second envelopes shall be similarly
sealed duly marking the inner envelopes as “COPY NO. ___ - TECHNICAL
COMPONENT” and “COPY NO. ___ – FINANCIAL COMPONENT” and the outer
envelope as “COPY NO. ___”, respectively. The First and Second envelope should be
produced into three (3) copies marked as Copy No. 1, Copy No. 2 and Copy No. 3.

3. All four (4) envelopes, Original, Copy No. 1, Copy No. 2 and Copy No. 3, shall be
enclosed in a single envelope referred to as the Mother Envelope.

4. All documents must be marked with Ear tabs. There must be a Table of Contents
indicating all the documents to be submitted per folder.

5. All envelopes should properly be sealed, signed and labelled. The folders should be
labelled properly.

6. All copies must be Certified True Copy and signed

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 TO: ATTY. MA. ROSENNE M. FLORES-AVILA
Chairperson
Bids and Awards Committee
National Museum of the Philippines
Padre Burgos Avenue, ermita Manila

FROM: Name of Company

Address & Telephone Number

Reference No.

Project Title
Location

Do not Open Before: date and time of the Submission and Opening of Bids

PACKAGING AND LABELING INSTRUCTIONS (DIAGRAM)

46
 ANNEX “B”

Bidding Forms

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 Bid Form for the Procurement of Goods
[shall be submitted with the Bid]
___________________________________________________________________________

BID FORM
Date : _________________
Project Identification No. : _________________

To: [name and address of Procuring Entity]

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 to [supply/deliver/perform] [description of the
Goods] in conformity with the said PBDs for the sum of [total Bid amount in words and figures]
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 abide by the Bid Validity Period specified in the PBDs and it shall remain
binding upon us at any time 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 Currency Commission or gratuity

________________________________________________
________________________________________________
________________________________________________
(if none, state “None”) ]

48
 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.

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: ___________________

49
 Price Schedule for Goods Offered from Within the Philippines
[shall be submitted with the Bid if bidder is offering goods from within the Philippines]
___________________________________________________________________________
__________________________________________
For Goods Offered from Within the Philippines

Name of Bidder ________________________ Project ID No._________ Page ___of___

1 2 3 4 5 6 7 8 9 10

Item Description Country of Quantity Unit Transportation Sales and Cost of Total Total Price
origin price and all other other taxes Incidental Price, per delivered
EXW costs incidental payable if Services, if unit Final
per to delivery, per Contract is applicable, Destination
item item awarded, per item (col
per item 5+6+7+8) (col 9) x

(col 4)

Name: ___________________________________________________________________

Legal Capacity: ____________________________________________________________

Signature: ________________________________________________________________

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

50
 Omnibus Sworn Statement (Revised)
[shall be submitted with the Bid]
___________________________________________________________________________

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 “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 Guidelines on
Blacklisting;

51
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 responsibilities as a Bidder in

compliance with the Philippine Bidding Documents, which includes:

a. Carefully examining all of the Bidding Documents;

b. Acknowledging all conditions, local or otherwise, affecting the implementation of
the Contract;
c. Making an estimate of the facilities available and needed for the contract to be bid,
if any; and
d. Inquiring or securing Supplemental/Bid Bulletin(s) issued for the [Name of the
Project].

52
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
criminal liability for Swindling (Estafa) or the commission of fraud with unfaithfulness
or abuse of confidence through misappropriating or converting any payment received
by a person or entity under an obligation involving the duty to deliver certain goods or
services, to the prejudice of the public and the government 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 ___, 20__ at
____________, Philippines.

[Insert NAME OF BIDDER OR ITS AUTHORIZED

REPRESENTATIVE]
[Insert signatory’s legal capacity]
Affiant

[Jurat]
[Format shall be based on the latest Rules on Notarial Practice]

53
 Bid Securing Declaration Form
[shall be submitted with the Bid if bidder opts to provide this form of bid security]
___________________________________________________________________________
REPUBLIC OF THE PHILIPPINES)
CITY OF _______________________) S.S.
BID SECURING DECLARATION
Project Identification No.: [Insert number]
To: [Insert name and address of the Procuring Entity]
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
procurement 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 No. 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; and
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]
[year] at [place of execution].

[Insert NAME OF BIDDER OR ITS AUTHORIZED

REPRESENTATIVE]
[Insert signatory’s legal capacity]
Affiant
[Jurat]
[Format shall be based on the latest Rules on Notarial Practice]

54
 Performance Securing Declaration (Revised)
[if used as an alternative performance security but it is not required to be submitted with
the Bid, as it shall be submitted within ten (10) days after receiving the Notice of Award]
___________________________________________________________________________
REPUBLIC OF THE PHILIPPINES)
CITY OF _____________________ ) S.S.
PERFORMANCE SECURING DECLARATION
Invitation to Bid: [Insert Reference Number indicated in the Bidding Documents]
To: [Insert name and address of the Procuring Entity]
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
obligations under the Contract, I/we shall submit a Performance Securing
Declaration within a maximum period of ten (10) calendar days from the receipt of
the Notice of Award prior to the signing of the Contract.
2. I/We accept that: 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
first offense, or two (2) years for the second offense, upon receipt of your
Blacklisting Order if I/We have 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 awardee;
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
security 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]
[year] at [place of execution].
[Insert NAME OF BIDDER OR ITS
AUTHORIZED REPRESENTATIVE]
[Insert signatory’s legal capacity]
Affiant
[Jurat]
[Format shall be based on the latest Rules on Notarial Practice]

55
 Contract Agreement Form for the Procurement of Goods (Revised)
[Not required to be submitted with the Bid, but it shall be submitted within ten (10) days
after receiving the Notice of Award]
___________________________________________________________________________
CONTRACT AGREEMENT
THIS AGREEMENT made the _____ day of __________ 20_____ between [name of
PROCURING ENTITY] 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
[brief description of goods and services] and has accepted a Bid by the Supplier for the supply
of those goods and services in the sum of [contract price in words and figures in specified
currency] (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 Specifications;
iii. General and Special Conditions of Contract; and
iv. Supplemental or Bid Bulletins, if any
ii. Winning bidder’s bid, including the Eligibility requirements, Technical and
Financial Proposals, and all other documents or statements 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 clarifications on the bid), including
corrections to the bid, if any, resulting from the 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 bidder 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
object 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.

56
 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]
for: [Insert Signatory’s Legal Capacity]

[Insert Procuring Entity] for:

[Insert Name of Supplier]

Acknowledgment
[Format shall be based on the latest Rules on Notarial Practice]

57
 ANNEX “C”

Terms of Reference

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