Home > Procurements > EARLY PROCUREMENT ACTIVITY: PROCUREMENT OF SECURITY SERVICES FOR SCHOOLS DIVISION OFFICE OF SAN CARLOS CITY, PANGASINAN (APPLICABLE PERIOD – JANUARY 01, 2023 TO DECEMBER 31, 2023)

EARLY PROCUREMENT ACTIVITY: PROCUREMENT OF SECURITY SERVICES FOR SCHOOLS DIVISION OFFICE OF SAN CARLOS CITY, PANGASINAN (APPLICABLE PERIOD – JANUARY 01, 2023 TO DECEMBER 31, 2023)

INVITATION TO BID

 

EARLY PROCUREMENT ACTIVITY: PROCUREMENT OF SECURITY SERVICES FOR SCHOOLS DIVISION OFFICE OF SAN CARLOS CITY, PANGASINAN

(APPLICABLE PERIOD – JANUARY 01, 2023 TO DECEMBER 31, 2023)

 

  1. The Department of Education (DepEd) Schools Division Office of San Carlos City (Pangasinan), through the Bids and Awards Committee, intends to conduct Early Procurement Activity for the project: ‘Procurement of Security Services for Schools Division Office of San Carlos City, Pangasinan (Applicable Period – January 01, 2023 to December 31, 2023)’ with the Approved Budget of Contract in the sum of Three Hundred Thousand Pesos (Php300,000.00).

 

The procurement procedure for the above-titled project shall follow GPPB Resolution No. 14, s. 2019 on the ‘Guidelines on the Implementation of Early Procurement Activities (EPA)’, and Appendix 31 of the Implementing Rules and Procedures of the Government Procurement Act (R.A. 9184).

 

The award of contract of this procurement project shall be made only upon the approval and effectivity of the General Appropriations Act for the Fiscal Year 2023.

 

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

 

  1. The Schools Division Office of San Carlos City (Pangasinan), through its Bids and Awards Committee (BAC), now invites prospective bidders for the submission of their bids for the above-mentioned Procurement Project. Completion of the Work/s is for one (1) year from receipt of the Notice to Proceed.  Bidders should have a completed contract similar to the Project. The description of an eligible bidder is contained in the Bidding Documents, particularly, in Section II (Instructions to Bidders).

 

  1. The Bidding will be conducted through open competitive bidding procedures using the non-discretionary “pass/fail” criterion as specified in the 2016 revised Implementing Rules and Regulations (IRR) of Republic Act No. 9184.

 

  1. Interested bidders may obtain further information from the Schools Division Office of San Carlos City (Pangasinan) and inspect the Bidding Documents at the address given below during office hours.

 

  1. A complete set of Bidding Documents may be acquired by interested bidders starting October 07, 2022, until 4:30 PM of October 31, 2022, located at BAC Secretariat, DepEd Division Office, San Carlos City, Pangasinan, and upon payment of the applicable fee for the Bidding Documents, pursuant to the latest Guidelines issued by the GPPB, in the amount of Five Hundred Pesos (Php500.00) to the DepEd Division Cashier.

 

Payment may also be made thru bank (Deped SCC Trust Fund Account), the account number will be given upon request of the bidder/s. Only bidder/s who purchased the Bidding Documents will be allowed to submit bids.

 

The Bidding documents may also be downloaded free of charge from the website of the Philippine Government Electronic Procurement System (PhilGEPS) and the website of the Procuring Entity, provided that Bidders shall pay the applicable fee for the Bidding Documents not later than the submission of their bids.

 

  1. DepEd Division of San Carlos City (Pangasinan) will hold a Pre-Bid Conference[1] on October 17, 2022, 9:00 AM at 2nd floor, Old PSDS Office (opposite to LRMDS/ALS Office), Schools Division Office of San Carlos City, Pangasinan, which shall be open to all prospective bidders.

 

Bidders who will attend physically the Pre-Bid Conference and Opening of Bids are advised to wear face mask/s upon entry in the Schools Division Office of San Carlos City.

 

  1. Bids must be duly received by the RECORDS OFFICE through manual submission at the Schools Division Office of San Carlos City, Pangasinan on or before 4:30 PM of October 31, 2022, which shall then be submitted to the BAC Secretariat, DepEd Division Office, San Carlos City, Pangasinan.

 

Each Bidder shall submit one (1) copy original and two (2) hardcopies of the first and second components of its bid. Soft Copy (Excel File) of the Financial Documents and Scanned Copy (PDF File Format) of Technical and Financial Documents, properly organized in a CD file shall also be submitted. Late submitted bids shall not be accepted.

 

  1. All bids must be accompanied by a bid security (120 days validity) in any of the acceptable forms and in the amount stated in ITB Clause 16.

 

The Procuring Entity may request the bidders to extend the validity of their bid securities beyond one hundred twenty (120) calendar days, prior to their expiration, if the funding source for the Procurement Project has yet to be approved and made effective.

 

  1. Bid opening shall be on 2 November 2022, 9:00 AM at 2nd floor, Old PSDS Office (opposite to LRMDS/ALS Office), Schools Division Office of San Carlos City, Pangasinan. Bids will be opened in the presence of the bidders and/or their authorized representatives.

 

Authorized representatives shall present a copy of Special Power of Attorney to the BAC secretariat upon registration.

 

  1. The DepEd Division of San Carlos City (Pangasinan) 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 Implementing Rules and Regulations (IRR) of RA No. 9184, without thereby incurring any liability to the affected bidder or bidders.

 

In addition to the 2016 Revised IRR of RA 9184 and all other applicable laws, please be informed that GPPB Circular 04-2020 also serves as a reference, especially on required forms and additional mandatory provisions for this project.

  1. For further information, you may contact:

 

ATTY. LIWAWA D. SIAPNO

Attorney III

Chairperson, BAC Secretariat

DepEd Division Office, San Carlos City (Pangasinan)

Roxas Boulevard, San Carlos City (Pangasinan)

(075) 632-3293/(075) 529-5628

bacsec.sccp@deped.gov.ph

 

You may visit the following websites:

 

For Downloading of Bidding Documents: https://tinyurl.com/mv6frzkk

 

 

Issued on: October 06, 2022

 

 

EDITHA R. PRIDAS, PhD

Chief, Curriculum and Implementation Division

Chairperson, Bids and Awards Committee

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

PROCUREMENT OF SECURITY SERVICES FOR THE SCHOOLS DIVISION OFFICE OF SAN CARLOS CITY, PANGASINAN

 

Approved Budget of Contract: Php300,000.00

Contract Duration: January 01, 2023 – December 31, 2023

 

TECHNICAL SPECIFICATIONS

 

ITEM NUMBER DESCRIPTION QUANTITY SCHEDULE OF DELIVERY
1 Security Services / Security Guards 2  

Upon the issuance of Notice to Proceed / On the 1st day of the SGs’ Duty
2 Supplies and Equipment of Security Guards 1 set
3 Work Schedule / Program / Manpower Scheduling 1 copy
4 Additional Set of Technical Parameters 1 copy On or before the deadline of submission of bids
5 Terms of Reference 1 copy

 

  1. Qualification of Security Guards

 

  1. Filipino citizen
  2. At least a High School graduate
  3. Not less than 21 years old but not more than 50 years old
  4. At least 5’4” in height
  5. Preferably with 3 years of security service experience
  6. Must have undergone and passed regular security training and psychological/neuro-psychiatric examination in accordance with the IRR of PNP under RA 5487. A copy of the Recruitment and Selection Form shall be included in the security guard’s portfolio

Note: the incoming personnel should, prior to their assumption to work, present a medical certificate issued by a government physician, verified by the Division Medical Officer, stating that they are fit to work as a security guard.

  1. Must be of good moral character, duly licensed, and properly screened by the PNP, NBI, and other government offices issuing clearances for employment.
  2. Must be well-trained in emergency preparedness. A copy of relevant and updated training and seminars attended by the security guards shall also be submitted.

 

  1. Supplies and Equipment of Security Guards
  2. Firearms and ammunition w/ valid license (preferably 1 firearm is to 1 on-duty security guard)
  3. At least 2 Handheld radios w/ spare battery and charger (1 unit to be stationed at General Services Office)
  4. Flashlight (Heavy duty)
  5. Nightstick (Baton)
  6. First Aid Kit (content: bandages, antiseptic swabs, gauze pad and tape, gloves, etc.)
  7. Logbook / Notebook, writing pen
  8. Uniform with Identification Badge
  9. Traffic Vest
  10. Handcuffs
  11. Whistle

 

*** Ocular Inspection by the TWG of the agency’s establishment shall be part of the Post Qualification

 

  1. Work Schedule/Program / Manpower Scheduling

 

  1. Additional Set of Technical Parameters

 

4.1. Stability

(a) Years of Experience

(b) Liquidity of the Contractor (Audited Financial Statement)

(c) Organizational Set-Up

 

4.2. Resources

 

(a) No. of Licensed Firearms

(b) No. and Kind of Communication Devices

(c) No. and Kind of Motor Powered Vehicles

(d) No. of Licensed Guards

 

4.3 Comprehensive Security Plan

 

4.4 Other Factors

 

(a) Recruitment and Selection Criteria

(b) Completeness of Uniforms and Other Paraphernalia

 

 

Note: Work Schedule/Program / Manpower Scheduling and Additional Set of Technical Parameters shall be provided by the Security Agency to the Division Office. The Division Office reserves the right to revise/modify the terms and/or content of these documents.

 

 

TERMS OF REFERENCE

 

 

  1. INTRODUCTION

The Department of Education, Schools Division Office of San Carlos City is inviting interested parties to bid for the procurement of security services from reputable agencies, to render security services on a 24-hour daily basis, including Saturdays, Sundays, and holidays, to secure the Division Office premises and Don Federico Mandapat Sports Dome located at Roxas Blvd., San Carlos City, Pangasinan, all properties within the premises and the general public transacting business thereat.

 

  1. SCOPE OF SERVICES/REQUIREMENTS

Security Agency

 

  1. The Security Agency must be duly licensed, registered, and a member of PADPAO with proper operating permits and other statutory requirements. It must have been engaged in the business for at least three (3) years.

 

  1. The proof of paid remittances for the following (concerned) government agencies: SSS, PHILHEALTH, and PAG-IBIG will be in the form of a certification issued by the said agencies and/or Official Receipts for the period covering 1st and 2nd quarters of the calendar year 2022.

 

  1. The Security Agency shall provide two (2) security guards qualified, licensed, bonded, uniformed, highly trained, and armed who shall guard and protect the properties and premises of the Division Office, twenty-four (24) hours daily including Saturdays, Sundays, and

 

  1. The security agency must ensure that the two (2) stationed guards at the Division Office have familiarity with the premises, and the office rules and policies.

 

In case the stationed guard/s cannot attend to their scheduled duty, the security agency must inform the office, in writing, of the names of the relieving security guard. In addition, the relieving guard must have been properly instructed on the office rules and policies, and have accepted the turn-over of duty.

 

  1. The Security Agency, through its security personnel, shall secure ingress and egress within the Division Office premises and of all persons or vehicles, and things/materials brought in and out of said premises including the conduct of reasonable check on persons and properties as normally done in public or private establishments and places for purposes of ensuring safety and security against unauthorized persons, vehicles, and/or things or

 

  1. The Security Agency shall assume full responsibility for any act or omission by the security personnel during their watch hours. The Division Office, being the agency’s client, shall be released from any and all liabilities to third parties or anyone arising from any act or omission of the security guard of the agency.

 

  1. The Security Agency shall also be held responsible for any loss or damage that may occur to the client with respect to their properties and installation within their premises and/or establishment of loss or damage is proven to be due to the negligence of the agency’s personnel.

 

  1. The Security Agency shall immediately make the necessary reports of any incident to the Division Office and/or to other concerned authorities for purposes of police and other official

 

  1. The security guards assigned to the Division Office shall be provided with proper agency uniforms and visible identification badges.

 

  1. The security guards shall be equipped with licensed firearms and ammunitions necessary in the course of their security enforcement and maintenance of peace and order at the Division Office and Don Federico Mandapat Sports Dome premises and its vicinity. In addition to the Firearms/Ammunitions, the Security guards are required to have nightsticks (baton) as additional paraphernalia to complement the issued The Security Agency shall also provide two (2) units of Handheld Radio to its assigned security guards as communication equipment.

 

  1. Discipline, supervision, and administration of the security guards to be assigned to the Division Office shall conform with those mandated by Republic Act 5487 and its IRR.

 

Security Guards

 

  1. The security guards to be assigned to the Division Office shall possess the minimum qualifications required by the Division Office and the provisions of the Implementing Rules and Regulations of the PNP under RA 5487.

 

  1. The assigned security guards must be of good moral character and preferably have previous experience as security guard/personnel for at least 3 years.

 

  1. The security guards must have undergone and passed the required psychological/neuro-psychiatric examination as conducted by the Security Agency and certified by the Division Medical Officer.

 

  1. The security guards must be ready to perform other tasks related to security, safety, and protection such as registering visitors, inspection of bags, cargoes, and vehicles, escorting VIPs, and other administrative functions as may be required by the Division Office.

 

  1. The security guards must wear the proper and complete uniform while on duty.

 

  1. The security guard on duty must observe proper decorum.

 

CONTRACT DURATION

 

The contract shall be for a period of One (1) year – January 2023 to December 2023 – commencing on the 1st day of January 2023. The Division Office may pre-terminate the Contract for the failure of the Security Agency to perform its obligation following the procedure prescribed under the guidelines on the termination of contract issued by the Government Procurement Policy Board (GPPB) under Resolution No. 018- 2004, dated 22 December 2004.

 

APPROVED BUDGET OF THE CONTRACT

 

The approved budget of the contract is Three Hundred Thousand Pesos (Php 300,000.00). In accordance with Clause 5.0 of Appendix 14 of GPPB Resolution 03-2011 dated January 28, 2011, all bid prices shall be fixed and shall not be adjusted during the contract implementation, except for the following:

 

  1. Decrease/increase in the daily minimum wage pursuant to law or new wage order issued after the date of bidding;

 

  1. Decrease/increase in taxes.

 

The winning Security Agency and the Schools Division Office of San Carlos City shall deliberate on the extent of liabilities and responsibilities of the agency as well as the manpower scheduling, manner of payment, and other concerns relative to this matter prior to the award of the contract.

 

The winning Security Agency and the Schools Division Office of San Carlos City shall deliberate on the extent of liabilities and responsibilities of the agency as well as the manpower scheduling, manner of payment, and other concerns relative to this matter prior to the award of the contract.

[1] May be deleted in case the ABC is less than One Million Pesos (PhP1,000,000) where the Procuring Entity may not hold a pre-bid conference.