Republic of the Philippines

Department of National Defense

OFFICE OF CIVIL DEFENSE
EASTERN VISAYAS
Miralles Bldg., Real St. Brgy 56 Pericohon, Tacloban City

OCD BIDS AND AWARDS COMMITTEE

OFFICE OF CIVIL DEFENSE REGION VIII PROJECT

REF. NO. OCD8 2024-016

SUPPLY AND DELIVERY OF MOBILE WATER FILTRATION IN SUPPORT TO THE

CONDUCT OF HUMANITARIAN ASSISTANCE AND DISASTER RESPONSE
OPERATIONS

BIDS AND AWARDS COMMITTEE

November 2024
 OFFICE OF CIVIL DEFENSE VIII ITB OCD8 2024-016

TABLE OF CONTENTS

Glossary of Acronyms, Terms, and Abbreviations 03

Section I. INVITATION TO BID 06
Section II. INSTRUCTIONS TO BIDDERS 9
1. Scope of Bid 9
2. Funding Information 9
3. Bidding Requirements 9
4. Corrupt, Fraudulent, Collusive, Coercive Practices 9
5. Eligible Bidders 9
6. Origin of Goods 10
7. Subcontracts 10
8. Pre-Bid Conference 10
9. Clarification and Amendment of Bidding Documents 10
10. Documents Comprising the Bid: Eligibility and Technical Components 10
11. Documents Comprising the Bid: Financial Component 11
12. Bid Prices 11
13. Bid and Payment Currencies 11
14. Bid Security 11
15. Sealing and Marking of Bids 12
16. Deadline for Submission of Bids 12
17. Opening and Preliminary Examination of Bids 12
18. Domestic Preference 12
19. Detailed Evaluation and Comparison of Bids 12
20. Post-Qualification 13
21. Reservation Clause 13
22. Signing of the Contract 14
Section III. BID DATA SHEET 15
Section IV. GENERAL CONDITIONS OF CONTRACT 16
1. Scope of Contract 16
2. Advance Payment and Terms of Payment 16
3. Performance Security 16
4. Inspection and Tests 16
5. Warranty 17
6. Expiration and Other Requirements for Consumable Goods 17
7. Delays in the Supplier’s Performance 17
8. Liquidation Damages 17
9. Liability of Supplier 18
10. Force Majeure 18
Section V. SPECIAL CONDITIONS OF CONTRACT 19
Section VI. SCHEDULE OF REQUIREMENTS 23
Section VII. TECHNICAL SPECIFICATIONS 25

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Section VIII. CHECKLIST OF TECHNICAL AND FINANCIAL DOCUMENTS 35

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) per-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.

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

GOP – Government of the Philippines.

GPPB – Government Procurement Policy Board.

INCOTERMS – International Commercial Terms.

Infrastructure Project – 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.

NFIs - are items other than food, the term is specially use in humanitarian context, when
providing NFIs to those affected by natural and human-induced disaster.

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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 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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 OFFICE OF CIVIL DEFENSE VIII ITB OCD8 2024-016

Section I.

INVITATION TO BID

ITB NO. OCD8 2024-016

Invitation to Bid for
Supply and Delivery of Mobile Water Filtration in Support to the Conduct of
Humanitarian Assistance and Disaster Response Operations

1. The OFFICE OF CIVIL DEFENSE VIII, through the GAA FY 2024 intends to apply the
sum of ONE MILLION SEVEN HUNDRED TWELVE THOUSAND ONE HUNDRED
EIGHTEEN PESOS and THIRTY THREE CENTS (PHP 1,712,118.33) being the total
Approved Budget of Contract (ABC) to payments under the contract for “SUPPLY AND
DELIVERY OF MOBILE WATER DESALINATION IN SUPPORT TO THE CONDUCT OF
HUMANITARIAN ASSISTANCE AND DISASTER RESPONSE OPERATIONS” of ONE (1)
lot as follows:

Approved Budget
Lot No. Description
of Contract
OCD8 2024-016 Mobile Water Filtration PHP 1, 712,118.33
TOTAL PHP 1,712,118.33

Bids received in excess of the ABC shall be automatically rejected at bid opening.

2. The Office of Civil Defense VIII now invites bids for Procurement Project (Supply and
Delivery of Mobile Water Filtration in support to the conduct of Humanitarian
Assistance and Disaster Response Operations) is required as specified in Section
VI: Schedule of Requirements. Bidders should have completed, within the last 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) 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 the OCD VIII Procurement Unit
– BAC Secretariat and inspect the Bidding Documents at the address given below
during office hours from 8:00 AM to 5:00 PM (Monday-Friday).

5. A complete set of Bidding Documents may be acquired by interested Bidders on 26

November 2024 from the given address and website below and upon payment of the
applicable fee for the Bidding Documents, as follows:

Bidding
Lot No. Description
Documents Fee
OCD8 2024-016 Mobile Water Filtration Php 5,000.00

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The bidding document fees shall be based on the number of lots the bidder intends to
participate. The procurement unit of OCD VIII shall
collect the bidding document fees and shall issue an acknowledgement receipt as proof
of payment. The Procuring Entity shall require the bidder to present its proof of payment
of the fees during the submission of bids.

6. The Office of Civil Defense VIII will hold a Pre-Bid Conference on 06 December 2024,
06:00 PM (Evening) at the Office of Civil Defense VIII, 2F, Miralles Building, Real
Street, Brgy. 56, Tacloban City which shall be opened to prospective bidders. Bidders’
participation will be face-to-face and through Video Teleconferencing. Minimum public
health standards shall be strictly observed.

Join Zoom Meeting

https://us02web.zoom.us/j/83242382320?pwd=5p9UQqabCRIdHXbN0aPic
Y3y0MuNhk.1

Meeting ID : 832 4238 2320

Passcode : PBID2024

7. Bids must be duly received by the BAC Secretariat to be submitted physically at the
office address below on or before 10:30AM, 19 December 2024.

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 Bid Data Sheet.

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 at 1:00 PM, 19 December 2024 at the Office of Civil Defense VIII,
2F, Miralles Building, Brgy. 56, Tacloban City. Bids will be opened in the presence
of the bidders’ representatives (with Special Power of Attorney) who choose to attend
the activity. Representatives from COA Audit Team may also be invited as observer/s
during the said bid opening.

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

PARTICULARS QUANTITY

MOBILE WATER Filtration

Mobile Water Filtration 1 unit

11. The Office of Civil Defense VIII reserves the right to reject any and all bids, declare a
failure of bidding, or not award the contract at any time prior to the awarding of 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:

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 OFFICE OF CIVIL DEFENSE VIII ITB OCD8 2024-016

RBAC SECRETARIAT
Office of Civil Defense 8
Miralles Bldg., Real St. Brgy 56 Pericohon,
Tacloban City
Mobile Number: 09304629754 / 09165521211
Email Address: ocd8.pmu@gmail.com
Website: ocd.gov.ph

27 November 2024
(Sgd) GARLENE CLAIRE MONTESCLAROS
Chairperson
Regional Bids and Awards Committee

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Section II.

INSTRUCTIONS TO BIDDERS

1. Scope of Bid

The Procuring Entity, OFFICE OF CIVIL DEFENSE VIII wishes to receive Bids for the
Supply and Delivery of Mobile Water Filtration in support to the conduct of
Humanitarian Assistance and Disaster Response Operations with identification
number ITB OCD8 2024 - 016. The Procurement Project “SUPPLY AND DELIVERY OF
MOBILE WATER FILTRATION IN SUPPORT TO THE CONDUCT OF HUMANITARIAN
ASSISTANCE AND DISASTER RESPONSE OPERATIONS” is composed of (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 2024
in the amount of One Million Seven Hundred Twelve Thousand One
Hundred Eighteen Pesos and Thirty Three Cents (Php 1,712,118.33)

2.2. The source funding is OCD8 GAA for FY 2024

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.

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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.
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/NFIs

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 face to face and video teleconferencing as indicated in paragraph 6 of
the ITB.

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 ITB, 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 ITB 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 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 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 Peso.

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.

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14.2. The Bid and bid security shall be valid within

one hundred twenty (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.

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 ITB.

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 ITB. The Bidders’ representatives who are present
shall sign a register evidencing their attendance. In case video conferencing,
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
item(s), and evaluation will be undertaken on item basis, as the case may be. In this
case, the Bid Security as required by ITB Clause 15 shall be submitted for this item.

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19.3. The descriptions of this item shall be

indicated in Section VII (Technical Specifications), although the ABCs of this item
is 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 this item participated in by the prospective Bidder.

19.4. 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 ABC for the item 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 ABC.

20. Post-Qualification

Within a non-extendable 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. Reservation Clause

21.1. Notwithstanding the eligibility or post-qualification of a Bidder, the Procuring Entity

concerned reserves the right to review its qualifications at any stage of the
procurement process if it has reasonable grounds to believe that a
misrepresentation has been made by the said Bidder, or that there has been a
change in the Bidder’s capability to undertake the project from the time it submitted
its eligibility requirements. Should such review uncover any misrepresentation made
in the eligibility and bidding requirements, statements or documents, or any changes
in the situation of the Bidder which will affect its capability to undertake the project
so that it fails the preset eligibility or bid evaluation criteria, the Procuring Entity shall
consider the said Bidder as ineligible and shall disqualify it from submitting a bid or
from obtaining an award or contract.

21.2. Based on the following grounds, the Procuring Entity reserves the right to reject any
and all bids, declare a Failure of Bidding at any time prior to the contract award, or
not to award the contract, without thereby incurring any liability, and make no
assurance that a contract shall be entered into as a result of the bidding:

a. If there is prima facie evidence of collusion between appropriate public

officers or employees of the Procuring Entity, or between the BAC and
any of the Bidders, or if the collusion is between or among the bidders
themselves, or between a Bidder and a third party, including any act
which restricts, suppresses or nullifies or tends to restrict, suppress or
nullify competition;
b. If the Procuring Entity’s BAC is found to have failed in following the
prescribed bidding procedures; or
c. For any justifiable and reasonable ground where the award of the
contract will not redound to the benefit of the GOP as follows:
i. If the physical and economic conditions have significantly
changed so as to render the project no longer economically,
financially or technically feasible as determined by the HoPE;

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ii. If the project is no longer necessary as determined by the HoPE;

and

iii. If the source of funds for the project has been withheld or reduced
through no fault of the Procuring Entity.

21.3. In addition, the Procuring Entity may likewise declare a failure of bidding when:

a. No bids are received;

b. All prospective Bidders are declared ineligible;
c. All bids fail to comply with all the bid requirements or fail post-
qualification; or
d. The bidder with the LCRB refuses, without justifiable cause to accept
the award of contract, and no award is made in accordance with
Section 40 of the IRR of RA 9184.

22. 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 “SUPPLY AND
DELIVERY OF MOBILE WATER FILTRATION IN SUPPORT TO THE CONDUCT OF
HUMANITARIAN ASSISTANCE AND DISASTER RESPONSE OPERATIONS” such
as but not limited to:

One (1) Unit of Mobile Water Filtration

completed within the last two (2) 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 at OCD Regional Office VIII, Brgy.
56, Tacloban City 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 following amount if bid security is in cash,

cashier’s/manager’s check, bank draft/guarantee or irrevocable
letter of credit:

1 Unit PHP 34,242.36

b. The following amount if bid security is in Surety Bond:

1 Unit PHP 85,605.92

15 Each Bidder shall submit one (1) copy of original documents of the first and
second components and five (5) photocopies of the first and second
components of its Bid. All pages of the bidding documents must be signed.

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.

19.3 The lot for the project is:

Approved Budget of
Lot No. Description
Contract
1 Unit Mobile Water Filtration PHP 1,712,118.33

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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 assurances, 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 or within seven (7) calendar days outright
replacement of the defective item.

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.

Note: The correction of defects in the warranty period is maximum of ten (10) days
upon receipt of notice of defects from the Procuring Entity (PE) with no additional
costs.

6. Retention Fee
6.1 Progress payments are subject to retention to five percent ( 5%) referred to as the
“retention money.” Such retention shall be based on the total amount due to the
contractor prior to any deduction and shall be retained from every progress payment
until fifty percent (50%) of the value of works, as determined by the procure entity,
are completed. If, after fifty percent (50%) completion, the work is satisfactorily done
and on schedule, no additional retention shall be made, otherwise, the five percent
( 5%)retention shall be imposed.
6.2 The total “retention money” shall be due for release upon final acceptance of the
works. The contractor may, however, request the substitution of the retention money
for each progress billing with irrevocable standby letters of credit of from a
commercial bank, bank guarantees or surety bonds callable on demand, of amount
equivalent to the retention money substituted for and acceptable to Government,
provide that the project is on schedule and is satisfactorily undertaken. Otherwise,
the five percent (5%) retention shall be made. Said irrevocable standby letters of
credit, bank guarantees and/or surety bonds, to be posted in favor of the Government
shall be valid for a duration to be determined by the concerned implementing office/
agency or procuring entity and will answer for the purpose for which the five percent
(5%)retention is intended, i.e., to cover uncorrected discovered defects and third
party liabilities.

7. Delays in the Supplier’s Performance

7.1. Delivery of the Goods and/or performance of Services shall be made by the Supplier
in accordance with the time schedule prescribed by the Procuring Entity in Section VI.
Schedule of Requirements.

7.2. If at any time during the performance of this Contract, the Supplier should encounter
conditions impeding timely delivery of the Goods and/or performance of Services, the
Supplier shall promptly notify the Procuring Entity in writing of the fact of the delay, its
likely duration and its cause(s). As soon as practicable after receipt of the Supplier’s
notice, and upon causes provided for under GCC Clause 10, the Procuring Entity shall
evaluate the situation and may extend the Supplier’s time for performance, in which

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 OFFICE OF CIVIL DEFENSE VIII ITB OCD8 2024-016

case the
extension shall be ratified by the parties by amendment of Contract.

7.3. Except as provided under GCC Clause 10, a delay by the Supplier in the performance
of its obligations shall render the Supplier liable to the imposition of liquidated
damages pursuant to GCC Clause 8.

8. Liquidation Damages

Subject to GCC Clauses 7 and 10, if the Supplier fails to satisfactorily deliver any or all of
the Goods and/or to perform the Services within the period(s) specified in this Contract
inclusive of duly granted time extensions if any, the Procuring Entity shall, without
prejudice to its other remedies under this Contract and under the applicable law, deduct
from the Contract Price, as liquidated damages, the applicable rate of one tenth (1/10) of
one (1) percent of the cost of the unperformed portion for every day of delay until actual
delivery or performance. The maximum deduction shall be ten percent (10%) of the
amount of contract. Once the maximum is reached, the Procuring Entity may rescind or
terminate the Contract without prejudice to other courses of action and remedies open to
it.

9. 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.

10. Force Majeure

10.1. The Supplier shall not be liable for forfeiture of its performance security,
liquidated damages, or termination for default if and to the extent that the Supplier’s
delay in performance or other failure to perform its obligations under the Contract is
the result of a force majeure.

10.2. For purposes of this Contract the terms “force majeure” and “fortuitous event”
may be used interchangeably. In this regard, a fortuitous event or force majeure shall
be interpreted to mean an event which the Supplier could not have foreseen, or which
though foreseen, was inevitable. It shall not include ordinary unfavorable weather
conditions; and any other cause the effects of which could have been avoided with
the exercise of reasonable diligence by the Supplier. Such events may include, but
not limited to, acts of the Procuring Entity in its sovereign capacity, wars or revolutions,
fires, floods, epidemics, quarantine restrictions, and freight embargoes.

10.3. If a force majeure situation arises, the Supplier shall promptly notify the
Procuring Entity in writing of such condition and the cause thereof. Unless otherwise
directed by the Procuring Entity in writing, the Supplier shall continue to perform its
obligations under the Contract as far as is reasonably practical, and shall seek all
reasonable alternative means for performance not prevented by the force majeure.

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Section V.
SPECIAL CONDITIONS OF CONTRACT

GCC
Clause
1 ALL PRODUCTS TO BE DELIVERED MUST BE BRAND-NEW.

Other Terms: Price offer should be VAT inclusive

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.”

“The delivery terms applicable to this Contract are OCD8 Warehouse – Zion Star
Compound Warehouse, Brgy. Abucay, Tacloban City. 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 Representatives at the Project
Site are from the End-User/Representative(s), Technical Inspection and
Acceptance Committee, COA Representative:
a. OCD8 Warehouse – Zion Star Compound Warehouse, Brgy. Abucay,
Tacloban City

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;
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;
e. delivery must be done during weekdays at office hours. (8:00AM-
5:00PM), excluding non working holidays.

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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

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.

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

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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.

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 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: SEND BILL POLICY.

Price offer should be VAT inclusive

4 The inspections and tests that will be conducted are: Manufacturing date,
expiration date, packaging, quality, durability, functionality, damages.

5 Minimum Warranty:

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The period of correction of defects In the warranty period is maximum of ten (10)
days upon receipt of notice of defects from the Procuring Entity (PE).

At least seven (7) days outright replacement of defective items.

Other Requirements for consumable goods:
The expiration date must not be less than two (2) years from delivery date.
Manufacturing dates must not be later than six (6) months from date of delivery
Labels should include date of manufacture, expiration date, ingredient, weight and
name of the manufacturer.
Must be properly packed, label and sealed by the manufacturer in accordance
with the standard.

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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 Delivered,
Description Quantity
Number Days/Weeks/Months

Thirty (30) Calendar Days or

Mobile Water Filtration earlier upon receipt of Notice
1 1 Unit
to Proceed (NTP) and
Purchase Order/Work Order

_____________________________________
Name of Company (in print)

_______________________________________
Signature of Company Authorized Representative

_______________________________________________
Name & Designation (in print)

__________________________
Date

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Section VII.
TECHNICAL SPECIFICATIONS

Supply and Delivery of One (1) Unit of Mobile Water Desalination in Support to
the Conduct of Humanitarian Assistance and Disastr Response Operations

Statement of
Unit Technical Specifications Quantity
Compliance
Main Specifications:

Output Capacity: min. 23,000L/day

Raw water: at least 1000L
Product water: at least 2000L
Features: Manual Head for Backwashing
Motor Pump: Multi-stage Horizontal Pump
with multi-media filter, multi-media carbon filter (Min.
Size: 10"x54"), multi-media softener (Min. Size: 10" x
54", 2.5" Opening), ultra violet sterilizer (Min.
Capacity: 6GPM), Ozone Generator (Min. Capacity:
3g/h), Storage Tank (Min. Capacity: At least 1000L for
unit raw and product water) 1

Mobility Asset
Heavy Duty Trailer
Must have a Brand-New Tire
Trailer Size: At least 6ft wide x 6ft x 14 length
Galvanize Flooring
Must have Front wheel coaster with lock

Inclusion: Generator (at least 8KVA) or

equivalent/compatible to the available unit

Terms and Conditions:

●Bidders must be engaged in government sales for at

least 3 years.
●Bidders must provide free operators and
maintenance training and orientation.
●Bidders must provide free water testing kit and spare
consumable kits.
● The unit must be able to process NOT exceeding to
5 NTU levels
● Must present Bank certificate or proof of financial
capability greater than or equal to the approved
budget

Terms and Payment:

a. The period of correction of defects in the warranty

period is maximum of ten (10) days upon receipt
of notice of defects from the Procuring Entity (PE)
b. Warranty: at least 1 year and within seven (7)
calendar days outright replacement of the
defective item;
c. Price Offer should be inclusive of VAT and
Delivery charge

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d. Delivery Schedule/Period: within 30 Calendar

Days or earlier upon receipt of Purchase Order
e. The Pre-Delivery Inspection (PDI) will be done by
the Technical Inspection and Acceptance
Committee (TIAC) and the end-user
representative(s), at the proponent
warehouse/office. The PDI should be done within
five (5) calendar days prior to actual delivery
period.
f. Terms of Payment: SEND BILL POLICY
Other Requirements:
Pre-Delivery Inspection: Shall be conducted at the warehouse of the winning
bidder 10 Calendar days before the date of delivery and final inspection at the
delivery area/site.
Delivery Area: Office of Civil Defense Regional Office VIII Warehouse, Brgy.
56, Tacloban City
Delivery Period: Thirty (30) calendar days or earlier from issuance of Notice to
Proceed (NTP).
Price inclusive of taxes, insurance and delivery cost
Items must be properly packed, labeled and sealed by the manufacturer in
accordance with its standards.
Note: Must accept SEND BILL Policy
Fund Source: GAA 2024

_____________________________________
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

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 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 be “Supply and Delivery of Mobile
Water Filtration in Support to the Conduct of Humanitarian Assistance and Disaster
Response Operations such as but not limited to:

Mobile Water Filtration

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 aftersales/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 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

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

(NFCC);

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or

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

Class “B” Documents

I 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.

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).

Reminder to All Bidders: ALL PAGES OF THE DOCUMENTS FOR SUBMISSION MUST
BE SIGNED.

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 OFFICE OF CIVIL DEFENSE VIII ITB OCD8 2024-016

BID FORM

Date: _____________

Invitation to Bid No: OCD8 2024-016

To: OFFICE OF CIVIL DEFENSE VIII

Miralles Building, Real Street, Brgy. 56
Tacloban 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 the SUPPLY AND DELIVERY OF MOBILE WATER
FILTRATION IN SUPPORT TO THE CONDUCT OF HUMANITARIAN ASSISTANCE AND
DISASTER RESPONSE OPERATIONS in conformity with the said PBDs for the sum of One
Million Seven Hundred Twelve Thousand One Hundred Eighteen Pesos and Thirty
Three Cents (Php 1,712,118.33) 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”) ]

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.

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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 persuant 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 OCD8 2024-016
Page _____ of ______.

SUPPLY AND DELIVERY OF MOBILE WATER FILTRATION IN SUPPORT TO THE

CONDUCT OF HUMANITARIAN ASSISTANCE AND DISASTER RESPONSE
OPERATIONS
Sales
Transp
and
ortation Cost of
other
Unit and all Incident Total Total Price
taxes
Price other al Price, delivered
payable
EX cost Service per unit Final
Item Description Quantity if
W incident s, if (col. Destinatio
contract
per al to applica 5+6+7+ n (col 9) x
is
item delivery ble, per 8) (col 4)
awarde
, per item
d per
item
item

TOTAL

Total Amount in Words: ____________________________________________________

Name:____________________________________________________________________

Legal capacity:_____________________________________________________________
Signature:_________________________________________________________________

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

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 OFFICE OF CIVIL DEFENSE VIII ITB OCD8 2024-016

CONTRACT AGREEMENT FORM

THIS AGREEMENT made the _____ day of __________ 2024 between OFFICE OF
CIVIL DEFENSE VIII 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, particularly SUPPLY AND
DELIVERY OF MOBILE WATER FILTRATION IN SUPPORT TO THE CONDUCT OF
HUMANITARIAN ASSISTANCE AND DISASTER RESPONSE OPERATIONS and has accepted a
Bid by the Supplier for the supply of those goods in the sum of [One Million Seven Hundred
Twelve Thousand One Hundred Eighteen Pesos and Thirty Three Cents] 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;

iii.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.

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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 Office of Civil Defense VIII agrees to pay the above-mentioned sum in accordance
with the terms of the Bidding

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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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 SUPPLY AND DELIVERY OF MOBILE WATER FILTRATION IN
SUPPORT TO THE CONDUCT OF HUMANITARIAN ASSISTANCE AND DISASTER
RESPONSE OPERATIONS, 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 SUPPLY AND DELIVERY OF
MOBILE WATER FILTRATION IN SUPPORT TO THE CONDUCT OF HUMANITARIAN
ASSISTANCE AND DISASTER RESPONSE OPERATIONS, 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:

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:

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 OFFICE OF CIVIL DEFENSE VIII ITB OCD8 2024-016

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 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 SUPPLY AND
DELIVERY OF MOBILE WATER FILTRATION IN SUPPORT TO THE CONDUCT OF
HUMANITARIAN ASSISTANCE AND DISASTER RESPONSE OPERATIONS.

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 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 ___, 2024 at
____________, Philippines.

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 OFFICE OF CIVIL DEFENSE VIII ITB OCD8 2024-016

[Insert NAME OF BIDDER OR ITS AUTHORIZED

REPRESENTATIVE]
[Insert signatory’s legal capacity]
Affiant

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 VIII ITB OCD8 2024-016

BID
SECURING DECLARATION FORM

REPUBLIC OF THE PHILIPPINES)

CITY OF ____________________ ) S.S.
x------------------------------------------------------x

BID SECURING DECLARATION

Identification No.: Invitation to Bid: OCD8 2024-016

To: OFFICE OF CIVIL DEFENSE VIII

Miralles Building, Reat Street, Brgy. 56
Tacloban 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] 2024 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 VIII ITB OCD8 2024-016

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 VIII ITB OCD8 2024-016

PERFORMANCE SECURING DECLARATION FORM

REPUBLIC OF THE PHILIPPINES)

CITY OF ____________________ ) S.S.

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

PERFORMANCE SECURING DECLARATION

Invitation to Bid: OCD8 2024-016

To: OFFICE OF CIVIL DEFENSE VIII

Miralles Building, Reat Street, Brgy. 56
Tacloban 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 receipt 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
first 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 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] 2024 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 VIII ITB OCD8 2024-016

SUBSCRIBED AND SWORN to before me this ___ day of _____,_________ at

_________________, 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 _______, ______.

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 VIII ITB OCD8 2024-016

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. OCD8 2024- 016

Proponent:

OWNER
NATUR DATE
a. Nam
E OF PROPO a. Award VALUE OF
NAME OF e AMOUNT PERCEN
WORK, NENT’S ed OUTSTANDIN
CONTRACT b. Addr OF T
SERVIC ROLE / b. Starte G WORKS /
OR ess CONTRAC ACCOMP
ES DESCRI d UNDELIVERED
PROJECT c. Cont T LISED
OR PTION c. Compl PORTION
act
GOODS eted
No.
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 VIII ITB OCD8 2024-016

STATEMENT OF SINGLE LARGEST COMPLETED CONTRACT

STATEMENT OF SINGLE LARGEST COMPLETED CONTRACT

ITB. No. OCD8 2024- 016

Proponent:

NATURE
NAME OWNER AMOUNT
OF PROPON
OF d. Name OF
WORK, ENT’S DATE PROOF OF
CONTRA e. Addre COMPLE
SERVICE ROLE / COMPLE PROJECT
CT OR ss TED
S DESCRIP TED COMPLETION
PROJEC f. Contact CONTRA
OR TION
T No. CT
GOODS
Official
Receipt
 Sales
Invoice
End User’s
Acceptance
Other
Document/s
Official
Receipt
 Sales
Invoice
End User’s
Acceptance
Other
Document/s
 Official
Receipt
 Sales
Invoice
End User’s
Acceptance
Other
Document/s
 Official
Receipt
 Sales
Invoice
End User’s
Acceptance
Other
Document/s
 Official
Receipt

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 OFFICE OF CIVIL DEFENSE VIII ITB OCD8 2024-016

 Sales
Invoice
End User’s
Acceptance
Other
Document/s
 Official
Receipt
 Sales
Invoice
End User’s
Acceptance
Other
Document/s
 Official
Receipt
 Sales
Invoice
End User’s
Acceptance
Other
Document/s
 Official
Receipt
 Sales
Invoice
End User’s
Acceptance
Other
Document/s
TOTAL
COST

Submitted : ___________________________________________________
by
(Printed Name & Signature)
Designati : ___________________________________________________
on
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 VIII ITB OCD8 2024-016

PACKAGING INSTRUCTIONS

Note:
o Each Bidder shall submit one (1) copy of original documents of the first and
second components and five (5) photocopies of the first and second
components of its Bid. All pages of the bidding documents must be signed.

o Technical Components and Financial Components must be in separate

envelopes and properly sealed

o Mother Envelope must be both sealed and signed, and if it is placed in a sealed
and signed pouch or box, it will be considered acceptable.

o Inside the Mother Envelope/Pouch/Box, there should be five (5) sub-

envelopes.

o All envelopes (mother envelope and sub-envelopes [Technical Components

and Financial Components must be in separate envelopes]) must be properly
sealed and signed individually.

o Technical Components and Financial Components must be properly tabbed.

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 OFFICE OF CIVIL DEFENSE VIII ITB OCD8 2024-016

o Failure to comply with the Packaging

Instructions shall cause the disqualification of the bidder.

PRESCRIBED TABBINGS (TECHNICAL COMPONENT ENVELOPE)

A Valid PhilGEPS Registration Certificate (Platinum Membership) (all pages)

B List of All Ongoing Government and Private Projects

C Similar Largest Completed Contract

D Original Bid Security

E Conformity with the Technical Specifications

F Original duly signed Omnibus Sworn Statement (OSS)

G Audited Financial Statement

H NFCC Computation

I Valid Joint Venture Agreement

PRESCRIBED TABBINGS (FINANCIAL COMPONENT ENVELOPE)

A Original of duly signed and accomplished Financial Bid Form

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

1. NOTE: ALL PAGES of the bidding

documents (Original and Photocopies)
must be duly signed by the Authorized
Representative

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 OFFICE OF CIVIL DEFENSE VIII ITB OCD8 2024-016

IF JOINT VENTURE IS NOT APPLICABLE:

❖ 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.

NOT I Valid Joint Venture Agreement

APPLICABLE

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