BIDS & AWARDS COMMITTEE II

SUPPLEMENTAL BID BULLETIN NO. 1

PITC JANITORIAL AND ALLIED SERVICES COVERING OCTOBER 2009 TO SEPTEMBER 2011
Bid Ref. No. 2009- 084

Approved Budget for the Contract: P

= 2,500,000 (First Year Only)

This Supplemental Bid Bulletin No. 1 is issued to amend/modify/clarify the following items in the bid
documents of the above project in response to the clarifications from prospective bidders and to confirm key
issues addressed during the Pre-Bid Conference held on 09 September 2009 and queries received from
prospective bidders:

1. INSTRUCTIONS TO BIDDERS

1.1. D – Scope of Services

No. of Personnel/Tasks Assigned Areas No. of Hours per Week Work Hours/Shift

1st shift - 6:00 AM – 3:00 PM

Seven (7) Janitors / in-
House Messengers
Two (2) Motorized
Messengers/Drivers
One (1) PABX Operator
Three (3) Janitors/
Warehouse Utility
personnel
One (1) Janitor
Administrative Clerk /
Audit Clerk
8 hours daily shift
NDC Building
Six (6) days a week
2nd Shift - 9:30 AM – 6:30 PM
8 hours daily shift
NDC Building 8:00 AM to 5:00 PM
Five (5) days a week
10 hours daily shift
NDC Building 7:00 AM to 6:00 PM
Five (5) days a week
Merville &
8 hours daily shift
Pasay 8:00 AM to 5:00 PM
Five (5) days a week
Warehouses
MLC / GLT 8 hours daily shift
8:00 AM to 5:00 PM
Ortigas Five (5) days a week
8 hours daily shift
NDC Building Flexitime
Five (5) days a week

TOTAL NUMBER - 15

1.2. G.2.2.3.3. - Duly signed computation for its Net Financial Contracting Capacity (NFCC) by the
prospective bidder should be referred to as Annex III OR if the prospective bidder will present a
credit line or a cash deposit certificate certifying a hold out on cash deposits in an amount equal to
ten percent (10%) of the total ceiling price of the items to be bid, should be referred to as Annex
IV.

1.3. G.2.4 – Should read as: Bidders who are already accredited / registered suppliers of PITC may no
longer submit valid and current eligibility documents that are on file with PITC. Bidders are advised
to verify with PITC BAC II on what documents to include in their respective Eligibility Envelope A.
The Certificate of Registration issued by PITC should be attached.
Supplemental Bid Bulletin No. 1, issued 15 September 2009
Bidding on the PITC Janitorial and Allied Services Requirement Covering October 2009 To September 2011
Bid Ref. No. 2009 – 084
Page 1 of 10
 1.4. G.3.3.1 - Completely filled out Technical Bid Form should be referred to as Annex V.

1.5. G.3.3.2 - Detailed Scope of Work and Areas to be Serviced should be referred to as Annex VI.

1.6. G.3.3.3 - Five (5) biggest clients for the last three (3) years should be referred to as Annex VII.

1.7. G.4.2 - Should read as: Financial Bid Form - The total bid amount for the services quoted in
words as well as in figures for monthly and for the first year only per attached format marked
Annex VIII.

1.8. G.4.3. - Should read as: Detailed breakdown/cost distribution as to labor costs, materials/supplies
and other cost components of the bid price as Annex IX.

1.9. H.2 - Should read as: Performance security in the form of Standby Letter of Credit or Bank
guarantee must be valid at least thirty - (30) days after expiry date of contract. However, on the 2nd
year of the contract renewal, the performance security shall be adjusted accordingly based on the
renewed contract price. “Surety bond” is hereby deleted.

All pages referring to the above modifications are correspondingly amended.

2. CONDITIONS OF THE CONTRACT

2.1. B.5 - Should read as: CONTRACTOR shall remit the salaries/wages/other monetary benefits of all
personnel assigned to PITC through automated teller machine (ATM) within five calendar days
from Contractor’s cut-off period.

All Benefits accruing the janitors/allied personnel (13th month pay, uniform allowances,
mandatory leave, etc.) must be given within 15 days from due date.

Janitorial Contractor must have a buffer fund equivalent to three months salary. Payment of
salaries, wages and other benefits of the janitors/allied personnel must not be dependent on the
receivables of the Contractor from PITC.

2.2. B.7 - Should read as: CONTRACTOR shall submit to PITC, on a quarterly basis, copies of Official
Receipts evidencing remittance of SSS premiums and other mandatory contributions remitted for
the janitors/allied personnel assigned to PITC.

2.3. D.3 – Should read as: To ensure Contractor’s payment of its personnel’s 13th month pay, PITC
shall retain on a monthly basis the 13th month fund due per janitorial/allied personnel. Payment
shall be released by PITC to Contractor on or before 30 November of each year upon submission
of a Notarized Certification per attached Annex X.

In this regard, the corresponding numbering of the terms and conditions will be adjusted
accordingly.

All pages referring to the above modifications are correspondingly amended.

Supplemental Bid Bulletin No. 1, issued 15 September 2009

Bidding on the PITC Janitorial and Allied Services Requirement Covering October 2009 To September 2011
Bid Ref. No. 2009 – 084
Page 2 of 10
3. TECHNICAL BID FORM – ANNEX V

3.1. Undertaking on Performance Security - Should read as: We undertake, if our bid is accepted, to
deliver the services in accordance with the terms and conditions contained in the bid documents,
including the posting of the required performance security within seven (7) working days from
receipt of the Notice of Award/Notice to Proceed.

3.2. Work Hours/Shift for Two (2) Motorized Messengers / Drivers should read as: 8 hours daily
shift, Five (5) days a week

3.3. Work Hours/Shift for Three (3) Janitors/ Warehouse Utility personnel should read as: 8 hours
daily shift, Five (5) days a week

3.4. Work Hours/Shift for One (1) Janitor should read as: 8 hours daily shift, Five (5) days a week

3.5. Work Hours/Shift for One (1) Administrative / Audit Clerk should read as: 8 hours daily shift,
Five (5) days a week

3.6. Revised Deployment of Heavy Duty 16" Electric Floor Polisher – Two (2) units will be
deployed to PITC Head Office Makati and One (1) unit to Manila Luxury Condominium (MLC)
Ortigas.

The Technical Bid Form is hereby revised as attached.

All pages referring to the above modifications are correspondingly amended.

4. FINANCIAL BID FORM – ANNEX VIII

4.1. Undertaking on Performance Security - Should read as: We undertake, if our bid is accepted, to
deliver the services in accordance with the terms and conditions contained in the bid documents,
including the posting of the required performance security within seven (7) working days from
receipt of the Notice of Award/Notice to Proceed.

The Financial Bid Form is hereby revised as attached.

All pages referring to the above modification are correspondingly amended.

This Supplemental Bid Bulletin No. 1 shall form part of the Bid Documents. Any provision in the Bid Bulletin
inconsistent herewith is hereby amended, modified and superseded accordingly.

For the guidance and information of all concerned.

Issued this 15th day of September 2009 in Makati City.

Supplemental Bid Bulletin No. 1, issued 15 September 2009

Bidding on the PITC Janitorial and Allied Services Requirement Covering October 2009 To September 2011
Bid Ref. No. 2009 – 084
Page 3 of 10
 CARMELITA BELEN C. DOMONDON
Chair

CHRISTABELLE P. EBRIEGA
Vice Chair

ATTY. STEVE FRANCIS A. ROLDAN ATTY. MA. GUDELIA C. GUESE

Member Member

EMELIZA H. FERMIN
Member

Received by : (PLS SIGN) ________________________________

Bidder’s Name: (PLS PRINT) _______________________________

Date: ____________________________________

(PLEASE RETURN OR FAX THIS PORTION ONLY TO THE PITC BAC)

Supplemental Bid Bulletin No. 1, issued 15 September 2009

Bidding on the PITC Janitorial and Allied Services Requirement Covering October 2009 To September 2011
Bid Ref. No. 2009 – 084
Page 4 of 10
 REVISED ANNEX V
Page 1 of 3
PHILIPPINE INTERNATIONAL TRADING CORPORATION
Technical Bid Form
Proposal for the PITC Janitorial And Allied Services Requirement Covering October 2009 To September 2011
Bid Ref. No. 2009-084

SCOPE OF SERVICES
PHILIPPINEINTERNATIONALTRADINGCORPORATIONPHILIPPINEINTERNATIONALTRADINGCORPORATIONPHILIPPINEINTERNATIONALTRADINGCORPORATION
Type or print clearly the technical proposal on the space provided opposite each requirement if different from PITC's specs, otherwise indicate COMPLY. DO NOT
LEAVE ANY BLANK. A “YES OR NO” ENTRY WILL NOT BE ACCEPTED. FAILURE TO COMPLY WILL RESULT IN THE REJECTION OF THE BIDDER’S
PROPOSAL.

WE, the undersigned bidder, having examined the Bidding Documents including Bid Bulletins, as applicable, and having complied with the Eligibility requirements
for this project, hereby OFFER to (supply/deliver/perform) the herein described services.

We undertake, if our bid is accepted, to deliver the services in accordance with the terms and conditions contained in the bid documents, including the posting of
the required performance security within seven (7) working days from receipt of the Notice of Award/Notice to Proceed.

Until a formal contract/order confirmation is prepared and signed, this Bid is binding on us.

BIDDER'S
MINIMUM REQUIREMENTS
PROPOSAL
No. of Personnel/Tasks Assigned Areas Work Hours/Shift

Seven (7) Janitors / in-House NDC Building 8 hours daily shift

Messengers Six (6) days a week
1st shift 6:00 AM – 3:00 PM
2nd Shift 9:30 AM – 6:30 PM
Two (2) Motorized Messengers / NDC Building 8 hours daily shift
Drivers Five (5) days a week
8:00 AM to 5:00 PM
One (1) PABX Operator NDC Building 10 hours daily shift
Five (5) days a week
7:00 AM to 6:00 PM
Three (3) Janitors/ Warehouse Merville & 8 hours daily shift
Utility personnel Pasay Five (5) days a week
Warehouses 8:00 AM to 5:00 PM
One (1) Janitor MLC / GLT 8 hours daily shift
Ortigas Five (5) days a week
8:00 AM to 5:00 PM
One (1) Administrative / Audit Clerk NDC Building 8 hours daily shift
Five (5) days a week
Flexitime
Total 15

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

Supplemental Bid Bulletin No. 1, issued 15 September 2009

Bidding on the PITC Janitorial and Allied Services Requirement Covering October 2009 To September 2011
Bid Ref. No. 2009 – 084
Page 5 of 10
 REVISED ANNEX V
Page 2 of 3
PHILIPPINE INTERNATIONAL TRADING CORPORATION
Technical Bid Form
Proposal for the PITC Janitorial And Allied Services Requirement Covering October 2009 To September 2011
Bid Ref. No. 2009-084
LIST OF REQUIREMENTS/SUPPLIES/MATERIALS TO BE PROVIDED BY CONTRACTOR
PHILIPPINEINTERNATIONALTRADINGCORPORATIONPHILIPPINEINTERNATIONALTRADINGCORPORATIONPHILIPPINEINTERNATIONALTRADINGCORPORATION
Type or print clearly the technical proposal on the space provided opposite each requirement if different from PITC's specs, otherwise indicate COMPLY. DO NOT
LEAVE ANY BLANK. A “YES OR NO” ENTRY WILL NOT BE ACCEPTED. FAILURE TO COMPLY WILL RESULT IN THE REJECTION OF THE BIDDER’S
PROPOSAL.

WE, the undersigned bidder, having examined the Bidding Documents including Bid Bulletins, as applicable, and having complied with the Eligibility requirements
for this project, hereby OFFER to (supply/deliver/perform) the herein described services.

We undertake, if our bid is accepted, to deliver the services in accordance with the terms and conditions contained in the bid documents, including the posting of
the required performance security within seven (7) working days from receipt of the Notice of Award/Notice to Proceed.

Until a formal contract/order confirmation is prepared and signed, this Bid is binding on us.

BIDDER'S
MINIMUM REQUIREMENTS
PROPOSAL
I. EQUIPMENT - to be deployed to PITC, must always be in top working condition and the minimum
number of units should always be maintained at any given time
Type Quantity Location
Heavy Duty 16" Electric Floor Polisher 2 units PITC Head Office, Makati
Heavy Duty 16" Electric Floor Polisher 1 unit MLC, Ortigas
Heavy Duty Wet and Dry vacuum cleaner 2 units PITC Head Office, Makati
Mop Squeezer 2 units PITC Head Office, Makati
II. BASIC CLEANING SUPPLIES
Monthly Requirements Qty. Distribution
Head
Office MLC/GLT Merville Pasay
Liquid Waxes for vinyl Floors 18 gallons 16 0 1 1
Liquid Waxes for Wood Parquet 4 gallons 1 1 1 1
Wax strippers 6 gallons 4 0 1 1
Carpet Shampoo 2 gallons 2 0 0 0
Soap Detergents 19 kilos 16 1 1 1
Cleanser 18 kilos 16 0 1 1
Metal Polish 2 pints 2 0 0 0
Glass Cleaner 4 gallons 4 0 0 0
Toilet Deodorizer 40 pcs. 32 0 4 4
Pranela 36 pcs. 32 2 1 1
Round Rags Ordinary 7 kilos 5 0 1 1
Shine up for comfort room tiles 6 gallons 5 1 0 0
I hereby undertake to provide PITC with the above __________________________
enumerated supplies and equipment at no cost to PITC. (Name of Company (in print)

Failure on my part to provide the said supplies and __________________________

equipment based on the period requirement of PITC Signature of Company Authorized Representative
will cause suspension of my monthly billing. __________________________
Name & Designation (in print)
__________________________
Date

Supplemental Bid Bulletin No. 1, issued 15 September 2009

Bidding on the PITC Janitorial and Allied Services Requirement Covering October 2009 To September 2011
Bid Ref. No. 2009 – 084
Page 6 of 10
 REVISED ANNEX V
Page 3 of 3
PHILIPPINE INTERNATIONAL TRADING CORPORATION
Technical Bid Form

Proposal on the PITC Janitorial And Allied Services Requirement Covering October 2009 To September 2011
Bid Ref. No. 2009-084
LIST OF REQUIREMENTS/SUPPLIES/MATERIALS TO BE PROVIDED BY CONTRACTOR TO PITC
PHILIPPINEINTERNATIONALTRADINGCORPORATIONPHILIPPINEINTERNATIONALTRADINGCORPORATIONPHILIPPINEINTERNATIONALTRADINGCORPORATION
Type or print clearly the technical proposal on the space provided opposite each requirement if different from PITC's specs, otherwise indicate COMPLY. DO NOT
LEAVE ANY BLANK. A “YES OR NO” ENTRY WILL NOT BE ACCEPTED. FAILURE TO COMPLY WILL RESULT IN THE REJECTION OF THE BIDDER’S
PROPOSAL.

WE, the undersigned bidder, having examined the Bidding Documents including Bid Bulletins, as applicable, and having complied with the Eligibility requirements
for this project, hereby OFFER to (supply/deliver/perform) the herein described services.

We undertake, if our bid is accepted, to deliver the services in accordance with the terms and conditions contained in the bid documents, including the posting of
the required performance security within seven (7) working days from receipt of the Notice of Award/Notice to Proceed.

Until a formal contract/order confirmation is prepared and signed, this Bid is binding on us.

MINIMUM REQUIREMENTS BIDDER'S PROPOSAL

Every three (3) months requirements
Qty. Distribution
Head
Office MLC/GLT Merville Pasay
Muriatic Acid 5 gallons 2 1 1 1
Mop Heads 7 pcs. 4 1 1 1
Mop Handle 7 pcs. 4 1 1 1
Soft Broom (Walis Tambo) 7 pcs. 4 1 1 1
Brittle Broom (Walis Tingting) 7 pcs. 4 1 1 1
Push Broom (Scrubbing Broom) 7 pcs. 4 1 1 1
Ceiling Brooms 4 pcs 1 1 1 1
Toilet Brush 13 pcs. 10 1 1 1
Glass Wiper (for glass windows) 7 pcs. 4 1 1 1
Spatula 7 pcs. 4 1 1 1
Scouring Pad - ordinary 32 pcs. 10 2 10 10
Scouring Pad - Floor Polisher 5 pcs 4 1 0 0
Sprayer 7 pcs. 4 1 1 1
I hereby undertake to provide PITC with the above __________________________
enumerated supplies and equipment at no cost to PITC. (Name of Company (in print)

Failure on my part to provide the said supplies and __________________________

equipment based on the period requirement of PITC Signature of Company Authorized Representative
will cause suspension of my monthly billing. _____________________________________
Name & Designation (in print)
__________________________
Date

Supplemental Bid Bulletin No. 1, issued 15 September 2009

Bidding on the PITC Janitorial and Allied Services Requirement Covering October 2009 To September 2011
Bid Ref. No. 2009 – 084
Page 7 of 10
 REVISED ANNEX VIII

PHILIPPINE INTERNATIONAL TRADING CORPORATION

Financial Bid Form

(PRICES MUST BE INCLUSIVE OF VAT)

PROPOSAL FOR THE PITC JANITORIAL AND ALLIED SERVICES REQUIREMENT

COVERING OCTOBER 2009 TO SEPTEMBER 2011

PHILIPPINEINTERNATIONALTRADINGCORPORATIONPHILIPPINEINTERNATIONALTRADINGCORPORATIONPHILIPPINEINTERNATIONALTRADINGCORPORATION
WE, the undersigned bidder, having examined the Bidding Documents including Bid Bulletins, as applicable, and having complied with the Eligibility
requirements for this project, hereby OFFER to (supply/deliver/perform) the herein described services.

We undertake, if our bid is accepted, to deliver the services in accordance with the terms and conditions contained in the bid documents, including the posting
of the required performance security within seven (7) working days from receipt of the Notice of Award/Notice to Proceed.

Until a formal contract/order confirmation is prepared and signed, this Bid is binding on us.
Total 1st Year Bid
Ceiling Price (PhP) Total Monthly Bid
Description Price Inclusive of
VAT (PhP) Price Inclusive of VAT
1st Year Only
(PhP)
PITC Janitorial and Allied Services requirement P
= 2,500,000.00
covering October 2009 to September 2011

TOTAL BID PRICE (VAT INCLUSIVE)

BID PRICE in Words: Monthly

BID PRICE in Words: 1st Year Only

_________________________
Name of Company (in print)

__________________________
Signature of Company Authorized Representative

__________________________
Name & Designation (in print)

__________________________
Date

Supplemental Bid Bulletin No. 1, issued 15 September 2009

Bidding on the PITC Janitorial and Allied Services Requirement Covering October 2009 To September 2011
Bid Ref. No. 2009 – 084
Page 8 of 10
 SAMPLE FORMAT FOR ANNEX 1X

(Bidder’s Company Letterhead)

BREAKDOWN OF COST DISTRIBUTION AS TO LABOR COSTS, MATERIALS/SUPPLIES AND OTHER

COMPONENTS OF THE BID PRICE

DIRECT LABOR COST

a) Regular Rate per month Php____ x 26 days
b) 13th Month Pay Php _____ x 12 mos.
c) 5 days Incentive Leave Php ____ x 12 mos.

INDIRECT LABOR COST

a) SSS Premium
b) Philhealth
c) ECC
d) Pag-Ibig

OPERATING COST
a) Janitorial Supplies
b) Profit Margin
c) Operational Overhead

Value Added Tax (12%)

Total for One (1) Janitor/mo.
Total for Seven Janitors per month

Name of Company (in print)

Signature of Company Authorized Representative

Name and Designation (in print)

Date

Supplemental Bid Bulletin No. 1, issued 15 September 2009

Bidding on the PITC Janitorial and Allied Services Requirement Covering October 2009 To September 2011
Bid Ref. No. 2009 – 084
Page 9 of 10
 ANNEX X

C E R T I F I C A T I ON

This is to certify that (state Contractor’s Name), has religiously complied with its obligation as a withholding
agent pursuant to Section 79, 80 and 81 of the Tax Code and its implementing regulations. As a designated
withholding agent, it has withheld and remitted the correct taxes on wages paid to janitorial and allied personnel
assigned for duty with the Philippine International Trading Corporation with the information thereon detailed as
follows:

Name of Personnel TIN Employment Dates Amount of Salaries Tax Withheld

It is further certified that the amount of salaries and the amount of taxes withheld mentioned above corresponds
to the amount reported in the annual Alpha List required to be submitted by the herein withholding agent.

This Certification is issued to the Philippine International Trading Corporation in compliance with the
requirements set forth under Revenue Memorandum Circular.

Signature of Contractor’s President & General Manager

Subscribed and sworn to before me this ___ day of _____ 2009 in ___________ affiant exhibiting to me his/her
Community Tax Certificate No. __________ issued on ____________at ______________.

Notary Public

Doc. No. _______

Page No._______
Book No._______
Series of_______

Supplemental Bid Bulletin No. 1, issued 15 September 2009

Bidding on the PITC Janitorial and Allied Services Requirement Covering October 2009 To September 2011
Bid Ref. No. 2009 – 084
Page 10 of 10