TECHNICAL SPECIFICATIONS

Lease of Venue Including Catering Services

for the Basic Incident Command System
(ICS) Training

Disaster Contingency Committee (DCC)

Prepared by:

YVETTE C. ABAYA
DCC, Head Secretariat

Date prepared: 22 September 2023

Reviewed and Approved by:

ATTY. MARIA LOURDES A. LEONES

Vice President, General Services Office and
Chairperson, DCC
1. PROJECT TITLE

Lease of Venue Including Catering Services for the Basic Incident Command
System (ICS) Training.

2. TOTAL APPROVED BUDGET

The required budget for the project is xxx Pesos Only (Php xxx) inclusive of
all applicable taxes. Said budgetary requirement is included in the approved
corporate budget for CY 2023.

3. BRIEF DISCUSSION WHY THE GOODS AND SERVICES TO BE

PROCURED ARE NECESSARY

As a continuing compliance to CSC Memorandum Circular No. 21, s. 2018

enjoining provision of appropriate trainings on “Disaster Risk Reduction and
Management” for public sector employees, the DCC recommends the conduct
of the Basics Incident Command System (ICS) Training to develop the
capability of the GSIS Disaster Contingency Team to effectively respond to and
manage potential and actual disaster situation. This will highlight the core
principles, features and functions of ICS, with workshops to allow the
participants to apply the concepts learned from the course.

4. SCOPE / SPECIFICATIONS

The project includes provision of venue and catering service for the conduct of
the Basic ICS Training on 22 to 24 November 2023 that will meet the following
requirements/deliverables:

A. Venue

 The ideal venue must be within the vicinity of San Mateo, Rizal
Province. This way the participants are free from distractions and
unwanted disturbances.
 Must have an area/ function room suitable for at least Sixty (60)
attendees. Preferably with breakout rooms/divider.
 Function rooms should accommodate the attendees even for longer
scheduled activities.
 Function room/s should have a complete set-up for the training (i.e.
standard PA system, Projector/s, White board with marker and eraser,
flip chart, etc.) should be provided.
 The Function room must be set up and ready at least two (2) hours
prior the start of the event.
 The venue must have a medical personnel on duty at all times.
 Free use of Wi-Fi with strong signal.

TECHNICAL SPECIFICATIONS
Technical Training: Lease of Venue Including Catering Services
for the Basic Incident Command System (ICS) Training
Disaster Contingency Committee
Page 2 of 7
 B. Facilities and Accommodation

 Must be able to accommodate sixty (60) attendees for 3 days and 2

nights, from November 22 to 24, 2023 (Wednesday to Friday).
 Must have facilities for outdoor activities.
 Rooms must be air-conditioned and well kept.
 One bed per attendee to ensure comfort and safety.

C. Food and Beverage

Meals should include the following:

AM Snack, Lunch*, PM Snack, Dinner*,
Day 1 (November 22, 2023) and Socials (beverages and pika-pika
snacks)

Breakfast, AM Snack, Lunch*, PM

Day 2 (November 23, 2023)
Snack, Dinner*

Day 3 (November 24, 2023) Breakfast, AM Snack, Lunch*

*Managed buffet. Proposed menu should be submitted together with the bid
proposal.

Flowing Coffee or tea, mineral water station, tables and chairs with set-up,
and utensils should be provided throughout the session to the attendees.

5. MANPOWER REQUIREMENTS

The service provider shall provide competent personnel and staff who will give
technical, logistical, and manpower assistance on the duration of the training.

There shall be an assigned point person which DCC shall coordinate with all
concerns before, during and after the activity. The service provider must also
allocate enough staff/waiters assigned during meals and in the buffet counter to
assist and attend the requests of participants (e.g. water, tissue and any other
requests).

The Provider through its point person shall handle/facilitate the requests for the
supply and delivery of the services/items/equipment/venue and submit the
documentary requirements for vendor creation, if applicable.

TECHNICAL SPECIFICATIONS
Technical Training: Lease of Venue Including Catering Services
for the Basic Incident Command System (ICS) Training
Disaster Contingency Committee
Page 3 of 7
6. SUPPORT SERVICE REQUIREMENTS

The service provider through the designated point person must accomplish the
GSIS Supplier Registration Information Sheet (SRIS) and submit the
documentary requirements for vendor registration.

The service provider must be able to provide back-up equipment in the event of
technical problem during the activity.

7. WARRANTY AND AFTER-SALES SERVICE REQUIREMENTS

The service provider warrants that all services supplied under this Contract
shall be acceptable. Any act or omission of the supplier shall be subject to the
decision of the Disaster Contingency Committee.

8. CLEAR STATEMENT OF THE REQUIRED STANDARDS OF

WORKMANSHIP, MATERIALS AND PERFORMANCE OF THE GOODS AND
SERVICES TO BE PROCURED

The service provider must deliver the service in accordance to the

specifications stated herein.

This method will be used in evaluating the bids received by GSIS:

TABLE OF RATING FACTORS FOR LEASE OF VENUE
RATING FACTORS WEIGHT %
I. Availability 100
II. Location and Site Condition
1. Accessibility 50
2. Parking Space 50
III. Neighborhood Data
1. Sanitation and health condition 25
2. Police and fire station 25
3. Restaurant 25
4. Banking and Postal 25
IV. Venue
1. Structural Condition 20
2. Functionality
a. Conference room 10
b. Room arrangement (e.g., single double, etc.) 5
c. Light, ventilation and air conditioning 5
d. Space Requirements 5
3. Facilities
a. Water supply 4
b. Lighting system 5
c. Elevators 4
d. Fire Escapes 4
e. Firefighting equipment 4
f. Internet and Telecommunications 4
g. Audio Visual Equipment 5
4. Other Requirements
TECHNICAL SPECIFICATIONS
Technical Training: Lease of Venue Including Catering Services
for the Basic Incident Command System (ICS) Training
Disaster Contingency Committee
Page 4 of 7
 a. Maintenance 5
b. Attractiveness 5
c. Security 5
5. Catering Services 5
6. Client’s Satisfactory Rating 5

Computation
I. Availability x (.5) =
II. Location and Site Condition x (.1) =
III. Neighborhood Data x (.05) =
IV. Venue x (.35) =
FACTOR VALUE

9. BRAND SPECIFICATIONS OF THE EXISTING ITEMS

Not applicable in this project.

10. DRAWINGS / PLANS AND OTHER NECESSARY INFORMATION

Not applicable in this project.

11. SCHEDULE AND PLACE OF DELIVERY

The service shall be made available by the supplier or service provider to the
DCC on 22 November 2023, Wednesday to 24 November 2023, Friday. The
estimated time of arrival of participants is from 7:00 AM to 8:00 AM and
estimated departure is 2:00 PM.

The duration of the contract shall be from the 22 to 23 November 2023, unless
otherwise revoked by the GSIS due to non-compliance of the service provider
with the Technical Specifications herein set forth.

12. TERMS OF PAYMENT

A. Full payment shall be made within fifteen (15) working days upon
completion of the requirements and submission of documents for payment
processing (e.g. evaluation/after report, sales invoice, billing statement, and
other documents required in these technical specifications) by the service
provider and;

B. Payment shall be subject to applicable taxes, COA auditing and accounting

rules and regulations, and existing rules and regulations of GSIS relative to
payment of procurement contracts.

TECHNICAL SPECIFICATIONS
Technical Training: Lease of Venue Including Catering Services
for the Basic Incident Command System (ICS) Training
Disaster Contingency Committee
Page 5 of 7
13. RESPONSIBILITIES OF THE END-USER UNIT DURING THE PROJECT
IMPLEMENTATION

A. The DCC shall provide the service provider names of the training
participants and facilitators at least two (2) days before the scheduled
training.

B. The DCC shall ensure that all participants observe the house rules of the
venue.

14. PENALTY FOR DELAY

When the winning bidder fails to satisfactorily deliver goods under the contract
within the specified delivery schedule, inclusive of duly granted time
extensions, if any, the supplier shall be liable for damages for the delay and
shall pay GSIS liquidated damages, not by way of penalty, an amount equal to
one-tenth (1/10) of one percent (1%) of the cost of the delayed goods
scheduled for delivery for every day of delay until such goods are finally
delivered and accepted by GSIS.

GSIS need not prove that it has incurred actual damages to be entitled to
liquidated damages. Such amount shall be deducted from any money due or
which may become due to the supplier, or collected from any securities or
warranties posted by the supplier, whichever is convenient to the procuring
entity concerned. In no case shall the total sum of liquidated damages exceed
ten percent (10%) of the total contract price, in which event the procuring entity
concerned may rescind the contract and impose appropriate sanctions over
and above the liquidated damages to be paid.

In the event of, but not limited to, any acts of God, government acts, under its
police, power, war, terrorist attack, fire, flood, explosion, civil commotion and
any other cause or causes beyond reasonable control, no party shall be liable
to the other party for any delay or non-performance of its obligation.

15. DOCUMENTARY REQUIREMENTS

The supplier must comply with the DBM GPPB Non-Policy Matter No. 045-
2017, if applicable.

“DBM GPPB Non-Policy Matter No. 045-2017, "The GPPB recently approved
amendments (effective 5 December 2017) to the documentary requirements for
Negotiated Procurement under the Small Value Procurement modality per
Appendix A, Annex “H” of the 2016 Revised IRR. Thus, Income or Business
Tax Returns shall be required for procurement projects with Approved Budget
for the Contract (ABC) above ₱ 500,000.00 and the Omnibus Sworn Statement
shall be required only for procurement projects with ABC above ₱50,000.00.”

TECHNICAL SPECIFICATIONS
Technical Training: Lease of Venue Including Catering Services
for the Basic Incident Command System (ICS) Training
Disaster Contingency Committee
Page 6 of 7
16. DATA PRIVACY

The winning bidder/supplier must comply with all the provisions of Republic Act
No. 10173, known as the “Data Privacy Act of 2012” and its Implementing Rules
and Regulations.

17. NON-DISCLOSURE AGREEMENT

The winning bidder/supplier shall protect Confidential Information about the

GSIS, and to use it only for purposes of complying with its tasks and obligations
under the Official Bid Document/Contract/Purchase Order. It shall not disclose
any Confidential Information about the GSIS project or procurement to a third
party without the consent of the GSIS.

"Confidential Information" refers to information concerning the affairs of the

GSIS which are not available to the public which, if disclosed, may compromise
the security of the System.

The winning bidder/supplier shall not disclose any Confidential Information

acquired during its engagement with GSIS even after the expiration or
termination of the Contract.

IMPORTANT REMINDER

The Government Service Insurance System (GSIS) warns the public/bidders of

unscrupulous individuals and groups posing as officers/employees of the GSIS
soliciting money for alleged aid for whatever purpose. Do not give anything to
these unscrupulous individuals and groups.

GSIS is fully compliant with the NO SOLICITATION AND GIFT POLICY. In this
regard, GSIS officials and employees are prohibited from “directly or indirectly
soliciting gifts, favors or benefits from stakeholders and directly or indirectly soliciting,
accepting or receiving any gift, favor or benefits from any party which may influence
the performance of their official functions or which may be perceived as influencing
their past, present and future official functions.
We thus enjoin the cooperation of the public/vendors/suppliers to report these
individuals/groups to GSIS through the Office of the Vice-President, General
Services Office at (02) 976-4900 local 4971 and Materials Management
Department (MMD) at (02) 976-4900 local 3608.

TECHNICAL SPECIFICATIONS
Technical Training: Lease of Venue Including Catering Services
for the Basic Incident Command System (ICS) Training
Disaster Contingency Committee
Page 7 of 7