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PRE-BID MINUTES FOR THE PROCUREMENT OF MEALS FOR THE TECHNICAL GROUP FOR R1AA PROPER

Reference No: 20230412-001

 

MINUTES OF THE PRE-BID CONFERENCE

 

PROCUREMENT OF MEALS FOR THE TECHNICAL GROUP FOR R1AA PROPER

April 13, 2023, 9:00 AM

Training Center Schools Division Office of San Carlos City, Pangasinan

 

  1. IN ATTENDANCE

 

Bids and Awards Committee (BAC) Members

  1. Dr. Arlene B. Casipit –        OIC-ASDS / BAC Chairperson
  2. Dr. Villamor Q. Gloria –        SGOD Chief/ BAC Vice Chairperson
  3. Dr. Editha R. Pridas –        CID Chief/ BAC Member
  4. Mr. Dennis Donald L. Doria –        AO V/ BAC Member
  5. Dr. Milagros B. Fernandez –        PSDS / BAC Member (Provisional)

 

BAC Secretariat

  1. Atty. Liwawa D. Siapno –        Attorney III / Chairperson
  2. Ms. Sarah Jane V. Capsa –        ADAS II / Member
  3. Mr. Raymart G. Ferrer –        ADAS II / Member

 

Inspectorate Team      

  1. Mr. Rogelio P. De Guzman –        PSDS / Team Leader

 

Prospective Bidder/s

  1. Rosario Jane B. Posadas –        El Jardine Food Catering & Management

Services

  1. CALL TO ORDER AND QUORUM

 

The BAC Chairperson called the meeting to order at 9:40 in the morning upon certification by the BAC Secretariat of the presence of the quorum.

 

III. PRESENTATION OF THE REQUIREMENTS FOR THE PROJECT

 

Dr. Arlene B. Casipit, the BAC Chairperson presided the meeting and shortly discussed the brief description of the project.

 

On the other hand, Mr. Maurison S. Aquino, in representation of Sir Marlon B. Ecol, thoroughly discussed the following:

 

 

  1. Details of the Project

 

Project Title: PROCUREMENT OF MEALS FOR THE TECHNICAL GROUP FOR R1AA PROPER

Budget Allocation: PHP 420,000.00

Contract Duration: 7 Calendar Days (May 13-19, 2023)

 

  1. Technical Specifications of the Project

 

TECHNICAL SPECIFICATIONS
Title:
PROCUREMENT OF MEALS FOR THE TECHNICAL GROUP FOR R1AA PROPER
Approved Budget of Contract:  PHP 420,000.00

Source of Fund:   FY 2023 GAA OSEC-1-23-0576 (SARO No. ROI-23-0523)
Completion Period: 7 Calendar Days (May 13 – 19, 2023)

 

 

Item QUANTITY Item Description STATEMENT OF COMPLIANCE  
 
1 100 pax DAY 1
Breakfast: 1/2 medium Fried Boneless Bangus, 1 serving of Ensalada w/ Salted Egg, unli-Rice, Coffee/Choco/Tea, 1 Bottled purified Water (330ml)

AM Snacks : 1 serving Baked Macaroni, 1pc Garlic Bread, 1 bottled purified Water (330 ml)

Lunch: 1 serving Beef Kare- Kare, 1 serving Sinanglaw, 1 serving Buttered Veggie, Steamed Rice, 1 bottled fruit Juice (220 ml), 1 pc. Banana

PM Snacks: 1 pc. Chicken Empanada, 1 Bottled purified Water (330 ml)

Dinner: 2 pc. Pork Cordon Bleu, 1 pc. Spring Roll, Unli-Rice, 1 pc. Banana, 1 Bottled purified Water (330 ml)

    
2 100 pax DAY 2

Breakfast : 1 serving Beef Tapa, 1 sunny-side up egg, unli-rice, 1 bottled purified water (330 ml), coffee/choco/tea

AM Snack: 1 serving Canton Guisado, 3pc small Puto with Cheese, 1 bottled fruit Juice (220 ml)

Lunch: 1 serving Sweet and Sour Fish Fillet, 1 pc. Breaded Chicken, Unli-Rice, 1 bottled purified water (330 ml), 1 slice manggo Fruit

PM Snacks: 1 serving canton guisado with 5pc small Puto, 1 Bottled purified water (330 ml)

Dinner: 1 serving Pork Tonkatsu, 2pc Fish Shanghai, 1 serving Mixed Veggies, unli-Rice, 1 Bottled purified Water (330 ml)

    
3 100 pax DAY 3

Breakfast: 1 serving Chicken Tocino, 1 serving Potato Omelet, 1 bottled purified water (330 ml), coffee/choco/tea, unli-Rice

AM Snack: 1 serving Spaghetti, 1 pc. Garlic Bread , 1 Bottled purified Water (330 ml)

Lunch: 1 serving Pork in Oyster Sauce, 1 pc. Chicken Fillet, unli-Rice, 1 bottled fruit Juice (220 ml), 1 pc. Brownies

PM Snacks: 1 Chicken Sandwich, 1 Bottled purified water (330 ml)

Dinner: 1 serving Bangus Relleno, 1 serving Pork Sisig, 1 serving Mixed Veggies, unli-Rice, 1 Bottled purified Water (330 ml)

    
4 100 pax DAY 4
Breakfast : 2 pc. Chicken Longganisa, 1 serving Rice Omelet, unli-Rice, Coffee/choco/tea, 1 Bottled purified Water (330 ml)

AM Snack: 1 cup Arroz Caldo, 1 pc. Hard Boiled Egg, 1 Bottled purified Water (330 ml)

Lunch: 1 serving Sinigang na Bangus Belly, 1 pc. Inihaw na Liempo, unli-Rice, 1 Buko Pandan, 1 Bottled purified Water (330 ml)

PM Snacks: 1 Siopao, 1 bottled fruit Juice (220 ml)

Dinner: 1 serving Beef Picadillo, 1 serving Crispy Shrimp, 1 serving Mixed Veggies, unli-Rice, 1 Bottled purified Water (330 ml)

    
5 100 pax DAY 5
Breakfast : 1 serving Pork Tocino, 1 Tinapa, 1 pc. Sunny Side-up Egg, unli-Rice, Coffee/choco/tea, 1 Bottled purfied Water (330 ml)

AM Snack: 1 pc. Fresh Lumpia, Puto, 1 bottled fruit Juice (220 ml)

Lunch: 1 serving Lechon Kawali, 1 slice sinigang Boneless Bangus, unli-Rice, 1 Coffee Jelly, 1 Bottled purified Water

PM Snack: 1 Tuna Sandwich, 1 bottled fruit Juice (220 ml)

Dinner: 1 serving Chicken Tinola, 1 Pork Roll, unli-Rice, 1 Banana, 1 Bottled purified Water (330 ml)

    
6 100 pax DAY 6
Breakfast: 1 serving Pork Tapa with Onion, 1 boiled egg, Coffee/choco/tea, unli-rice, 1 Fruit, 1 Bottled purified Water (330 ml)

AM Snack: 1 serving Carbonara Pasta, 1pc Garlic Bread, 1 Bottled purified Water (330 ml)

Lunch: 1 serving Beef with Broccoli, 1 serving Chili Garlic Chicken, unli-Rice, 1 serving Leche Flan, 1 Bottled purified Water (330 ml)

PM Snacks: 1 pc. Pineapple bread/Ensaymada, 1 bottled fruit juice (300 ml)

Dinner: 1 serving Bulalo with vegetables, unli-Rice, 1 Bottled purified Water (330 ml)

    
7 100 pax DAY 7
Breakfast: 1 serving Corned Beef, 1 Kaling, 1 Hard Boiled Egg, unli-Rice, Coffee/choco/tea, 1 Bottled purified Water (330 ml)

AM Snack: 1 Sotanghon-Canton, 1 slice Cassava Cake/Pudding, 1 bottled fruit Juice (220 ml)

Lunch: 1 serving Korean Beef, 1 Buttered Vegetables, unli-Rice, 1pc Banana, 1 Bottled purified Water (330 ml)

PM Snacks: 1 serving Pancit Palabok, 3pc small Puto, 1 bottled fruit Juice (220 ml)
Dinner: 1 serving Beef Teriyaki,1 Chicken with Cashew and Green Peas, unli-Rice, 1pc Banana, 1 Bottled purified Water (330 ml)

    
    SEE ATTACH ATTACHMENT 1 FOR OTHER DETAILS (TECHNICAL SPECIFICATIONS)    
*Note: Observing the guidelines on food safety standards, the caterer shall provide the following:
1. Sanitation Certificate from the City/Municipal Health Office;
2. Medical Certificate of Catering Service Crew & kitchen staff (servers, food handlers, drivers);
3. Disclosure on safety and precautionary measures against COVID-19.
4. The caterer shall provide food samples for sensory evaluation and acceptability test.		  

 

DELIVERY AND INSPECTION:

 

The Winning Bidder should inform the Schools Division Superintendent of the delivery of goods in writing seven (3) days before the projected delivery through the Records Office through manual submission or through their official e-mail address at records.sccp@deped.gov.ph.

 

The additional guidelines on the procedures of Inspection and Delivery are detailed as follows:

 

  1. Upon receipt of the Notice of Delivery by the Records Office, the communication will be routed to the BAC Secretariat and the latter will immediately forward it to the Schools Division Superintendent. The Supply Office will also inform the Division Inspectorate Team, and End-User/Proponent of the project of the said delivery through an Inspection Order signed by the Head of the Agency or the Administrative Officer, if authorized, with the attached Technical Specifications of the project.

 

  1. On the day of the delivery, the Division Inspectorate Team, and End-User of the project shall inspect the delivery of goods in the Division Office.

 

  1. The Inspection and Acceptance Report shall be signed by the members of the Division Inspectorate Team in accordance with the Technical Specifications of the project.

 

  1. The signed Delivery Receipt shall be prepared and submitted by the supplier.

 

*Note: The Delivery Receipt must be registered to the BIR (Bureau of Internal Revenue)

 

  1. ELIGIBILITY OF REQUIREMENTS

 

  1. TECHNICAL COMPONENT ENVELOPE

 

Class “A” Documents

Legal Documents

  1. Valid PhilGEPS Registration Certificate (Platinum Membership) (all pages) in accordance with Section 8.5.2 of the IRR; And

 

  1. Registration certificate from Securities and Exchange Commission (SEC), Department of Trade and Industry (DTI) for sole proprietorship, or Cooperative Development Authority (CDA) for cooperatives or its equivalent document, And
  2. Mayor’s or Business permit issued by the city or municipality where the principal place of business of the prospective bidder is located, or the equivalent document for Exclusive Economic Zones or Areas; And

 

Technical Documents

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

 

  1. 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 Names of outstanding contracts with other contracting party, i.e., PE or private company allowed by the rules, contract date, period and amount or value; and kinds of Goods and dates of delivery.

 

  1. Statement of the bidder’s Single Largest Completed Contract (SLCC) similar to the contract to be bid, except under conditions provided for in Sections 23.4.1.3 and 23.4.2.4 of the 2016 revised IRR of RA No. 9184, within the relevant period as provided in the Bidding Documents. And Name of the completed contract with contract date, period and amount, corresponding to the required percentage of the ABC to be bid. (The value is adjusted to the current prices using the Philippine Statistics Authority consumer price indices, when necessary); The relevant period or delivery date when the said SLCC was completed; End user’s acceptance or official receipt(s) or sales invoice issued for the contract, if completed; and Definition or description of the similar project or major categories of work.

 

  1. 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

 

  1. Conformity with the Technical Specifications, which may include production/delivery schedule, manpower requirements, and/or after-sales/parts, if applicable; and

 

  1. 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

 

10.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

11.The prospective bidder’s computation of Net Financial Contracting Capacity (NFCC); or A committed Line of Credit from a Universal or Commercial Bank (as confirmed or authenticated by a local Universal or Commercial Bank) in lieu of its NFCC computation. CLASS “B” DOCUMENTS

  1. Duly signed Joint Venture Agreement (JVA) in case the joint venture is already in existence; or duly notarized statements from all the potential joint venture partners stating that they will enter into and abide by the provisions of the JVA in the instance that the bid is successful. If a JVA is already in existence, the contents shall include the responsibility of each of the JV partners or its contributions to the JV. Other documentary requirements under RA No. 9184 (as applicable)
  2. [For foreign bidders claiming by reason of their country’s extension of reciprocal rights to Filipinos] Certification from the relevant government office of their country stating that Filipinos are allowed to participate in government procurement activities for the same item or product.

 

  1. Certification from the DTI if the Bidder claims preference as a Domestic Bidder or Domestic Entity.

 

  1. Financial Component Envelope
  2. Original of duly signed and accomplished Financial Bid Form; and Bid prices in figures and in words; and The Bid price shall include the cost of all taxes, such as, but not limited to, value added tax, income tax, local taxes, and other fiscal levies and duties which shall be itemized in the bid form and reflected in the price schedule or detailed estimates.

 

  1. Original of duly signed and accomplished Price Schedule(s). Prices indicated in the Price Schedule shall be entered separately in the manner, stipulated for Goods offered from within the PE’s country, and for goods offered from abroad. *For provisions not explicit in the checklist, please refer to GPPB Circular 4-2020 and 6th Edition of the PBDs, Gov’t Procurement Policy

 

  1. ADJOURNMENT

 

The meeting adjourned at 10:30 in the morning.

 

Prepared by:

 

 SARAH JANE V. CAPSA                                                                        Reviewed by:

Administrative Assistant II

Member, BAC Secretariat

ATTY. LIWAWA D. SIAPNO

Attorney III

Chairperson, BAC Secretariat

 

Noted by:

 

 

ARLENE B. CASIPIT

OIC, Assistant Schools Division Superintendent

Chairperson, Bids and Awards Committee

See attached PRE-BID MINUTES-R1AA MEALS