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Reference Number
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12678490
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Procuring Entity
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BAYAMBANG WATER DISTRICT
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Title
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PROCUREMENT OF MEALS AND LEASE OF VENUE FOR THE YEAR-END ASSESSMENT AND EVALUATION OF BAYAMBANG WATER DISTRICT FOR FY 2025 (50202010)
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Area of Delivery
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Pangasinan
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Printable Version
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Solicitation Number:
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RFQ-140-2025
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Trade Agreement:
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Implementing Rules and Regulations
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Procurement Mode:
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Negotiated Procurement - Small Value Procurement (Sec. 53.9)
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Classification:
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Goods - General Support Services
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Category:
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Catering Services
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Approved Budget for the Contract:
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PHP 113,600.00
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Contract Duration:
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1 Day/s
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Client Agency:
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Contact Person:
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LOVELY S. DAYRIT
CHAIR/BAC
Brgy. Zone II
Bayambang
Pangasinan
Philippines 2423
63-75-6321299 Ext.1
baywad.bac@gmail.com
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Status
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Active
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Associated Components
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Order
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Bid Supplements
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0
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Document Request List
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0
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Date Published
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13/12/2025
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Last Updated / Time
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13/12/2025 12:00 AM
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Closing Date / Time
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16/12/2025 12:00 PM
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Description
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REQUEST FOR QUOTATION (RFQ)
“PROCUREMENT OF MEALS AND LEASE OF VENUE FOR THE YEAR-END ASSESSMENT AND EVALUATION OF BAYAMBANG WATER DISTRICT FOR FY 2025 (50202010)”
1. The Bayambang Water District (BAYWAD) through its Bids and Awards Committee (BAC) will undertake the PROCUREMENT OF MEALS AND LEASE OF VENUE FOR THE
YEAR-END ASSESSMENT AND EVALUATION OF BAYAMBANG WATER DISTRICT FOR FY 2025 (50202010) in accordance with Section 53.9 (Small Value Procurement of the IRR
of RA 9184).
2. The BAYWAD hereinafter referred to as the “the Procuring Entity” now request you to submit price quotation for the PROCUREMENT OF MEALS AND LEASE OF
VENUE FOR THE YEAR-END ASSESSMENT AND EVALUATION OF BAYAMBANG WATER DISTRICT FOR FY 2025 (50202010), as specified in the Terms of Reference (TOR) provided
in the Annex “A” as attached.
3. All items listed in the specifications as stated in the TOR must be complied on a pass/fail basis. Failure to meet any one of the requirements may
result to rejection.
4. The Approved Budget for the Contract (ABC) is One Hundred Thirteen Thousand Six Hundred Pesos (₱113,600.00) in Philippine Currency inclusive of all
required taxes. Quotation submitted higher than the ABC shall be automatically rejected.
5. The award shall be given to the lowest/single calculated quotation meeting the Procuring Entity’s technical specification, as determined by the
BAC.
6. Quotations must be delivered at the address below not later than December 16, 2025 (until 12:00 N.N., Philippine Standard Time). It may also be sent
through electronic mail on our official email address at baywad.bac @gmail.com on the specified time stated above and address to the General Manager,
Francis J. Fernandez.
The Chairperson
BAYWAD Bids and Awards Committee
Bayambang Water District
Brgy. Zone II, Bayambang, Pangasinan
Tel. No. (075) 632-1299
7. Your prices must be quoted in Philippine Peso and must include the unit price and total price, inclusive of all taxes and duties to be paid and other
incidental cost to the delivery site/s if the contract is awarded.
8. The BAYWAD reserves the right to accept or reject any quotation, and to annul the bidding/shopping process or reject all quotations at any time prior to
contract award, without thereby incurring any liability to the affected bidder/bidders. The BAYWAD reserves the right to waive minor deviations/defects or
infirmities therein. A minor deviation/defect or infirmity is one that does not materially affect the overall performance and functionally of the equipment
and the capability of the supplier to perform the contract.
9. The prospective bidder shall submit the following:
a) Quotation Form
b) Mayor’s/Business Permit
c) Proof of PhilGEPS Registration
d) Omnibus Sworn Statement
10. PLEASE REFER TO THE ANNEX A.
Prepared by: Checked by:
(Sgd.) (Sgd.)
ARIANE GIANELLI O. ORDUÑA LOVELY S. DAYRIT
Secretariat, BAC Chairperson, BAC
ANNEX “A”
Republic of the Philippines
BAYAMBANG WATER DISTRICT
TERMS OF REFERENCE
“PROCUREMENT OF MEALS AND LEASE OF VENUE FOR THE YEAR-END ASSESSMENT AND EVALUATION OF BAYAMBANG WATER DISTRICT FOR FY 2025 (50202010)”
I. RATIONALE
The Bayambang Water District intends to conduct the Year-End Agency Assessment and Evaluation, which aims to review the accomplishments and performance of
the agency for FY 2025, recognize outstanding contributions, and foster team cohesion among employees. For this purpose, a service provider shall be
procured to provide venue and meals for 71 participants to ensure the event is conducted in a comfortable, organized, and professional manner.
II. SCOPE OF WORK and TECHNICAL SPECIFICATIONS
The service provider for the venue shall be able to provide the conference/function room/hall and meals for the facilitator’s activities, with the
following specifications:
A. General Requirements
1.) Price Package Quotation for One (1) day;
2.) Event date: Friday, December 19, 2025;
3.) Location: Bayambang, Pangasinan
4.) Number of Participants: 71 pax;
5.) Designated parking space for service vehicles;
6.) Quoted price shall be inclusive of all applicable government taxes and service charges.
B. Special Requirements
1.) Venue of Activities
The service provider shall provide the venues for various activities for the entire duration of the event conducted in a covered area. Below are the
minimum requirements:
1.1 Function Hall
i. Air-conditioned function room that can accommodate at least 71 pax with enough space to break into small groups;
ii. Table and chairs for the secretariat;
iii. Audio and visual equipment with 2 microphones; and
iv. Adequate to strong wi-fi internet connection.
1.2 Food/Meals
The Service Provider shall meet the following meal requirements for 71 pax:
December 19, 2025:
1. Dinner – Rice, Salad, 5 Viand Main Dish (Chicken, Pork, Beef, Seafood and Vegetables), Drinks and Dessert
2. Pica-Pica
Proposed Menu or food choices shall be attached to the proposal and to be approved by BAYWAD Technical Working Group Committee;
C. APPROVED BUDGET FOR THE CONTRACT
The approved budget for the contract is One Thousand Six Hundred Pesos (₱ 1,600.00) per person or One Hundred Thirteen Thousand Six Hundred Pesos
(₱113,600.00) for seventy-one (71) packs inclusive of all government taxes and charges.
The mode of procurement shall be Negotiated Procurement – Small Value Procurement of the 2016 Revised Implementing Rules and Regulations of Republic Act
No. 9184.
F. DOCUMENTARY REQUIREMENTS
As prescribed under Annex H, Appendix A – Documentary Requirement for Alternative Method of Procurement, the WINNING service provider shall submit the
following as a condition for the issuance of NOTICE OF AWARD:
i. Mayor’s / Business Permit
ii. PhilGEPS Registration Number
iii.Omnibus Sworn Statement
G. PAYMENT SCHEME
The payment for the services rendered by the Service Provider shall be made upon its issuance of the billing statement and fifty (50%) down payment upon
issuance of the Notice of Award of the winning bidder.
Failure to comply with the Terms and Condition of the contract will result in the payment of corresponding penalties/liquidated damages in the amount
equivalent to Ten (10%) percent of the Contract Price by the winning service provider.
BAYWAD reserves the right to rescind the contract, without prejudice to other courses of action and remedies open to it.
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Created by
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LOVELY S. DAYRIT
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Date Created
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10/12/2025
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