Republic of the Philippines

ENERGY
REGULATORY
COMMISSION

TERMS OF REFERENCE
Procurement of Preventive Maintenance and General
Cleaning of Air-Conditioning Units

I. OBJECTVE

The Energy Regulatory Commission (ERC) intends to engage the services

of Bidder/Contractor duly authorized and with the necessary expertise,
experience, and capacity to maintain and repair and/or replacement of
parts accessories of various brands of Air-Conditioning Units.

II. PROJECT COVERAGE

The scope of services covers comprehensive maintenance services for all

the Air-Conditioning Units of the Energy Regulatory Commission, which
includes the following:

1. Supply of all labor, materials, tools, equipment, supervision and all

operations; and

2. Replacement of consumable items.

III. CONTRACT PERIOD

The contract period shall be for six (6) months from July 2020 to
December 31, 2020.

IV. APPROVED BUDGET FOR THE CONTRACT

1. Fund for this engagement shall be sourced from the General

Appropriation Act (GAA) for the fiscal year 2020 of the ERC.

2. The ABC for the project is Two Hundred Fifty Thousand Pesos
(PhP250,00.00), inclusive of all applicable government taxes and
charges

V. MODE OF PROCUREMENT

The Mode of Procurement shall be Alternative –Small Value Procurement

(SVP).

VI. APPLICABLE STANDARDS

 All materials, machinery and equipment to be furnished shall be of the
required quality used in good commercial trade practice and shall
essentially be the standard products of reputable manufacturers.

VII. QUALIFICATIONS OF THE SERVICE PROVIDER

The Service Provider should have the necessary eligibility, experience and
expertise in providing the Preventive Maintenance and General
Cleaning of Air-Conditioning Units

1. Eligibility Requirements:
1. PhilGEPS Registration
2. Current and valid Mayor’s or Business Permit
3. Income or Business Tax Return
4. Barangay Clearance
5. Omnibus Sworn Statement (Annex A)

2. Technical Requirements

The Service Provider must submit the following documents:

1. SEC or DTI Certification to prove that it has been engaged

in the business for at least three (3) years

2. Certification from at least three (3) clients attesting the

services rendered during the last three (3) years

VIII. SCOPE OF WORK

A. General Scope of Services

1. Visually inspect all internal sub-assemblies and major components.

2. Record indicator readings on temperature and humidity.
3. Clean any foreign materials and dust from internal components.
4. Thorough check-upon the accuracy and integrity of electrical
connections.
5. Check-up of cables and miscellaneous materials such as nuts, bolts,
screws and connectors for connection tightness and inspect for
broken, damaged or burned components, and replace.
6. Vacuum clean or replace air filters, whichever is applicable.
7. Inspect and adjust fan belt tensions when necessary.
8. Check for possible defective or worn out electrical components, and
replace as deemed necessary.
9. Check for possible defective or worn out mechanical components,
and replace as deemed necessary.
10. Check the normal operation of the system.
11. Check and record compressor suction and discharge pressure for
each compressor.
12. Observe the equipment operation for any sign of abnormality.
 13. Comprehensive check-up of compressor, main fan motor and
condenser fan motor units.
14. Clean and pressure wash condenser coils.
15. Return unit to operational service with normal load then verify the
output.
16. Replacement of consumable items such as oil, refrigerant, fan belts
and air filters at one time as needed within the duration of the
maintenance service.
17. All items of work necessary to satisfactorily complete the work.

B. Technical Support Services:

1. Contractor’s technical personnel must be available/reachable all

throughout the period of contract (24/7) and their official contact
numbers i.e. office telephone and mobile phone numbers, to reply to
all queries on various issues, requests or inquiries that require
urgent over-the-phone support.
2. Technical support must be provided in situations that require the
presence of personnel of the contractor at ERC site as urgently
needed to perform critical activities such as fixing or solving
problems related to the Air-Conditioning Unit (ACU).
3. On-site support shall be provided based on mutual assessment of
the criticality of issues being escalated by the ERC.
4. On-site technical support assistance shall be provided within three
(3) hours response time support calls received during office hours
and four (4) hours if after office hours or during weekends/holidays.
5. Periodically submit a summary of total technical support visits done
for review/reference of ERC.

c. Site Upkeep And Cleaning

The Bidder/Contractor shall at all times prevent the accumulation of

waste materials, rubbish, debris and shall have same removed
immediately from the premises and disposed of properly.

d. Special Provisions

The Bidder/Contractor shall ensure that in the implementation of the

contract will not in any way cause any disruption/disturbance in the
operations of the ERC nor cause any form of annoyance/irritation
thereof.

It shall ensure that no foul smelling chemicals, e.g. cleaning materials,

paints, etc. that will endanger the health and function of the people
working within the ERC shall be applied.

IX. ADDITIONAL RESPONSIBILITIES OF THE

BIDDER/CONTRACTOR

1. During the implementation of the contract, the bidder shall provide

protective covering (if necessary) for the affected equipment/area/s.
 2. Abide by the Rules, Regulations and Requirements of the Pacific Center
Building Administration during the progress of the works.
3. Provide Safety Works Programs to include wearing of appropriate
company uniforms & ID for all workers.
4. Provide protective items, if the situation requires, such as but not
limited to facemask, face shield and gloves and the likes.

X. TERMS OF PAYMENT

ERC shall pay the Contractor upon completion of the services rendered and
receipt of the Statement of Account (SOA) and other submittals required in
the service contract.

XI. LIQUIDATED DAMAGES

1. Where the service provider refuses or fails to satisfactorily complete the

work within the specified contract time, plus any extension time duly
granted and is hereby in default under the contract, the service provider
shall pay ERC for liquidated damages, and not by way of penalty, an
amount, as provided in the conditions of the contract, equal to one tenth
(1/10) of one percent (1%) of the cost of the unperformed portion for
every day of delay. The maximum deduction shall be ten percent (10%)
of the amount of the contract, of which ERC shall have the discretion to
terminate the contract without prejudice to any other action or remedy it
may take to recover the losses incurred as a result of the service
provider’s failure/non-performance, including but not limited to
forfeiture of performance security and/or blacklisting of the latter.

2. Entitlement to such liquidated damages, ERC need not prove the

damages actually incurred. Said damages in any amount shall be
deducted from any money due or which may become due the service
provider under the Contract and/or collect such liquidated damages
from the retention money or other securities posted by the service
provider at the ERC’s convenience.

XII. RESERVATION CLAUSE

The Energy Regulatory Commission (ERC) reserves the right to reject any
end all bids, declare a failure of bidding or not award the contract at any
time prior to contract award in accordance with Section 41 of R.A. 9184 and
its IRR, without thereby incurring any liability to the affected bidder or
bidders.