TERMS OF REFERENCE

LEASE OF VENUE (INCLUDING ACTIVITY VENUE/S, FOOD AND ACCOMODATION)
FOR HGC 2017 CORPORATE SUMMER TEAM BUILDING ACTIVITY

I. SCOPE OF SERVICE

General Requirements

• Price quotations for two (2) days and one (1) night;
• Event date: Friday and Saturday, 02 – 03 June 2017;
• Location should be in San Juan, Batangas, approximately three to four (3 – 4) hours away by land from Metro Manila;
• Venue can accommodate at least 200 pax;
• Free parking space for participants;
• Complimentary tarpaulins ‘Welcome Banner”
• Accommodation, food, use of function rooms and other facilities/amenities, in case of additional participants, shall be at the same price as that of regular participants; and
• Price quotation should be denominated in the Philippine Peso and inclusive of 12% VAT and all other applicable taxes and charges. Price validity shall be for a period of one hundred twenty (120) calendar days.

Specific Requirements

1. Venue of Activities
   The service provider shall provide venues for various activities for the duration of the event. However, in case of bad weather conditions, outdoor activities shall be conducted in a covered area/room. Below are the minimum requirements:

   Outdoor

   • Outdoor Area for Opening Ceremony and Teambuilding Activity
   • Spacious outdoor area (preferably sandy beach area) that can accommodate minimum of 200 pax;
   • Complimentary use of courts or other sports facilities for team building activities;
   • Grass area and sports facilities should be near each other or located within a specific area;
   • Should have nearby function room to serve as banquet area;
   • Separate table set – up for the Secretariat and Registration;
   • With provision for audio/PA system, including microphones;
   • Free use of basic props for team building activities such as ropes, sacks and tires;
   • With water station in team building areas; and
   • Venues for activities should have nearby comfort rooms, at least one (1) for male and one (1) for female.

   Indoor

   • Function Room for Fellowship Night
   • Can accommodate minimum of 200 pax;
   • Separate table set – up for Secretariat and Registration; and
   • With provision for lights and audio/PA system including microphones.
     
     
2. Accommodations

   The service provider shall provide accommodations with the following minimum requirements:

   • Air – conditioned room, with basic hotel room facilities including but not limited to beddings, closet, toilet and bath with daily replenishment of bath towels and toiletries and ample water supply
   • Complimentary use of other resort facilities and amenities such as, but not limited to, beach volleyball, courts, swimming pools or other sports facilities; and
   • Complimentary rooms for one (1) night for the advance party who shall arrive a day before the event.
     
     
3. Food

   The service provider shall provide the following meal requirements for a minimum of 200 pax:

   • Free flowing coffee and tea, with provision for water station, throughout the function;
   • Day 1: PM Snacks, Managed Buffet Dinner
   • Day 2: Managed Buffet Breakfast, Managed Buffet Lunch
   • Preferred menu is Filipino cuisine.
   • Proposed menus shall be submitted to HGC for approval.

II. APPROVED BUDGET FOR THE CONTRACT (ABC)
The service provider shall bid for all items described in this Terms of Reference, which shall not exceed the Approved Budget for Contract (ABC) in the amount of SIX HUNDRED FIFTY SIX THOUSAND PESOS ONLY (PhP 656,000.00).

III. DOCUMENTARY REQUIREMENTS
The proposed service provider shall submit the following documents:

• Registration Certificate from Securities and Exchange Commission (SEC) for Corporation or Department of Trade and Industry for sole proprietorship;
• Valid Mayor’s Permit issued by the City or Municipality where the principal place of business of the prospective service provider is located;
• Company profile;
• Audited Financial Statement for CY 2016, stamped “received” by the BIR or its duly accredited and authorized institutions;
• Omnibus Sworn Statement (BAC Form G-1)
• List of at least three (3) clients of the prospective service provider, whether they be former or existing clients (BAC Form G – 2); and
• Certificate of PhilGeps registration.

IV. MODE OF PROCUREMENT
The mode of procurement for the lease of venue shall be undertaken in accordance with the provisions of Section 53.10 of the Revised Implementing Rules & Regulations of Republic Act 9184, otherwise known as the Government Procurement Reform Act.

V. EVALUATION AND SELECTION CRITERIA
Bid proposals shall be evaluated in accordance with the Table of Rating Factors provided under Appendix C of the Implementing Guidelines for Lease of Privately – Owned Real Estate and Venue