PHILIPPINE BIDDING DOCUMENTS

Procurement of Consulting Services for

the Formulation of Master Plan and
Feasibility Study for CEZA
Convention/EXPO and Sports Center in
Santa Ana, Cagayan

Government of the Republic of the Philippines

Cagayan Economic Zone Authority

 Preface
These Philippine Bidding Documents (PBDs) for the procurement of Consulting
Services through Competitive Bidding have been prepared by the Government of the
Philippines (GoP) for use by all branches, agencies, departments, bureaus, offices, or
instrumentalities of the Government, including government-owned and/or -controlled
corporations (GOCCs), government financial institutions (GFIs), state universities and
colleges (SUCs), local government units (LGUs), and autonomous regional government. The
procedures and practices presented in this document have been developed through broad
experience, and are for mandatory use in projects that are financed in whole or in part by the
GoP or the World Bank or any foreign government/foreign or international financing
institution in accordance with the provisions of the 2016 Revised Implementing Rules and
Regulations (IRR) of Republic Act 9184 (R.A. 9184).

The Bidding Documents shall clearly and adequately define, among others: (a) the
objectives, scope, and expected outputs and/or results of the proposed contract; (b) the
minimum eligibility requirements of bidders, such as track record to be determined by the
Head of the Procuring Entity; (c) the expected contract duration, delivery schedule and/or
time frame; and (d) the obligations, duties, and/or functions of the winning bidder.

In order to simplify the preparation of the Bidding Documents for each procurement,
the PBDs groups the provisions that are intended to be used unchanged in Section II.
Eligibility Documents of Part I; and Error! Reference source not found. (ITB) and Error!
Reference source not found. (GCC) of Part II. Data and provisions specific to each
procurement and contract should be included in Section III. Eligibility Data Sheet (EDS) of
Part I, Error! Reference source not found. (BDS), and Error! Reference source not
found. (SCC) of Part II. The forms to be used are provided in the attachments.

Care should be taken to check the relevance of the provisions of the Bidding
Documents against the requirements of the specific Consulting Services to be procured. The
following general directions should be observed when using the documents:

(a) All the documents listed in the Table of Contents are normally required for the
procurement of Consulting Services. However, they should be adapted as
necessary to the circumstances of the particular Project.

(b) These PBDs are divided into Part I and Part II, which shall be both made
available from the time the Request for Expression of Interest is first
advertised/posted until the deadline for the submission and receipt of bids

(c) Specific details, such as the “name of the Procuring Entity” and “address for
proposal submission,” should be furnished in the EDS, BDS, and SCC. The
final documents should contain neither blank spaces nor options.

(d) This Preface and the footnotes or notes in italics included in the Request for
Expression of Interest, EDS, BDS, SCC, Terms of Reference, and Appendices
are not part of the text of the final document, although they contain
instructions that the Procuring Entity should strictly follow. The Bidding
Documents should contain no footnotes except Error! Reference source not
found. of Part II since these provide important guidance to Bidders.

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(e) The criteria for evaluation and the various methods of evaluation in the ITB
should be carefully reviewed. Only those that are selected to be used for the
procurement in question should be retained and expanded, as required in the
BDS. The criteria that are not applicable should be deleted from the BDS.

(f) The cover should be modified as required to identify the Bidding Documents
as to the names of the Project, Contract, and Procuring Entity, in addition to
date of issue.

(g) If modifications must be made to bidding procedures, they can be presented in

the BDS. Modifications for specific Project or Contract should be provided in
the SCC as amendments to the Conditions of Contract. For easy completion,
whenever reference has to be made to specific clauses in the EDS, BDS, or
SCC these terms shall be printed in bold type face on Section II. Eligibility
Documents, Section I. Instructions to Bidders, and Section III. General
Conditions of Contract, respectively.

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 TABLE OF CONTENTS

PART I
SECTION I. REQUEST FOR EXPRESSION OF INTEREST .......................................5
SECTION II. ELIGIBILITY DOCUMENTS ........................................................... 11
SECTION III. ELIGIBILITY DATA SHEET .......................................................... 18

PART II
SECTION I. NOTICE OF ELIGIBILITY AND SHORT LISTING .. ERROR! BOOKMARK
NOT DEFINED.

SECTION II. INSTRUCTIONS TO BIDDERS ........ERROR! BOOKMARK NOT DEFINED.

SECTION III. BID DATA SHEET .......................ERROR! BOOKMARK NOT DEFINED.
SECTION IV. GENERAL CONDITIONS OF CONTRACT .... ERROR! BOOKMARK NOT
DEFINED.

SECTION V. SPECIAL CONDITIONS OF CONTRACT ....... ERROR! BOOKMARK NOT

DEFINED.

SECTION VI. TERMS OF REFERENCE ..............ERROR! BOOKMARK NOT DEFINED.

SECTION VII. BIDDING FORMS .......................ERROR! BOOKMARK NOT DEFINED.
SECTION VIII. APPENDICES ...........................ERROR! BOOKMARK NOT DEFINED.

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 Section I. Request for Expression of
Interest

Notes on Request for Expression of Interest

The Request for Expression of Interest provides information that enables potential Bidders
to decide whether to participate in the procurement at hand. The Request for Expression of
Interest shall be:

(a) Posted continuously in the Philippine Government Electronic Procurement System

(PhilGEPS) website and the website of the Procuring Entity concerned, if available,
and the website prescribed by the foreign government/foreign or international
financing institution, if applicable, seven (7) calendar days starting on the date of
advertisement; and

(b) Posted at any conspicuous place reserved for this purpose in the premises of the
Procuring Entity concerned for seven (7) calendar days, as certified by the head of
the Bids and Awards Committee (BAC) Secretariat of the Procuring Entity
concerned.

(c) Advertised at least once in a newspaper of general nationwide circulation which has
been regularly published for at least two (2) years before the date of issue of the
advertisement, subject to Sections 21.2.1(c) of the IRR of R.A. 9184 1;

Apart from the essential items listed in the Bidding Documents, the Request for Expression
of Interest should also indicate the following:

(a) The date of availability of the Bidding Documents, the place where it may be
secured and the deadline for submission of the Expression of Interest (EOI)
together with the application for eligibility;

(b) The set of criteria and rating system for short listing of prospective bidders to be
used for the particular contract to be Bid, which shall consider the following,
among others:

(i) Applicable experience of the consultant and members in case of joint

ventures, considering both the overall experiences of the firms or, in the
case of new firms, the individual experiences of the principal and key staff,
including the times when employed by other consultants;

1 Two years after effectivity of the 2016 Revised IRR of RA 9184 on 28 October 2016, advertisement in a
newspaper of general nationwide circulation shall no longer be required. However, a Procuring Entity that
cannot post its opportunities in the PhilGEPS for justifiable reasons shall continue to publish its advertisements
in a newspaper of general nationwide circulation.

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 (ii) Qualification of personnel who may be assigned to the job vis-à-vis extent
and complexity of the undertaking; and

(iii) Current workload relative to capacity;

(c) The number of consultants to be short listed and the procedure to be used in the
evaluation of Bids of short listed consultants, i.e., QBE or QCBE; and if QCBE, the
weights to be allocated for Technical and Financial Proposals; and

(d) The contract duration.

In the case of WB funded projects, the Request for Expression of Interest shall be sent to
all who have expressed an interest in undertaking the services as a result of any General
Procurement Notice issued. In addition, it shall also be sent to all heads of associations of
consultants within the area where the project will be undertaken.

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 REQUEST FOR EXPRESSION OF INTEREST (EOI)

Procurement of Consulting Services for the Formulation of Master Plan

and Feasibility Study for the CEZA Convention/Expo and Sports
Center in Santa Ana, Cagayan

1. The Cagayan Economic Zone Authority (CEZA) through the Corporate Operating Budget
CY2019 intends to apply the sum of THIRTY MILLION PESOS (PhP 30,000,000.00) inclusive
of all applicable government taxes and charges, professional fees, and other incidental and
administrative costs, as the Approved Budget for the Contract (ABC), to payments under the
Contract for the subject consulting services. Proposals received in excess of the ABC shall be
automatically rejected at the opening of the Financial Proposals.

2. The CEZA now calls for the submission of EOI and eligibility requirements for the
Procurement of Consulting Services for the Formulation of Master Plan and Feasibility Study
for the CEZA Convention/Expo and Sports Center in Santa Ana, Cagayan. The contract shall
be completed within nine (9) months.

EOI and Eligibility submissions of interested Consultants must be duly received by the CEZA Bids
and Awards Committee (BAC) on or before February 26, 2019, 9:00AM, at the following
address:

DHART E. CARPIO
BAC Chairman
10th Flr., Greenfield Tower, Mayflower cor. Williams Sts., Greenfield
District, Mandaluyong City

3. Interested Consultants may obtain further information from CEZA and acquire a complete set of
Bidding/Proposal Documents at the address given above from Mondays to Fridays, 8:00AM to
5:00PM, starting February 19-26, 2019 upon payment of the applicable fee for the
Bidding/Proposal Documents in the amount of PhP 25,000.00. The Bidding/Proposal Documents
may also be downloaded free of charge from the Philippine Government Electronic
Procurement System (PhilGEPS) and CEZA websites, provided that Consultants shall pay the
applicable fee for the Bidding/Proposal Documents not later than the submission of their proposals.

4. A Pre-Proposal/Bid Conference will be held on F e b r u a r y 2 7 , 2 0 1 9 , 3 : 0 0 P M at 1 0 t h

F lr . , G r e e nfie ld T o w e r, Ma yflo w e r c o r . Wil l ia ms S t s., Gr e e n fie ld D ist r ic t ,
M a n d a l u yo n g C i t y and will be open only to Consultants who have paid the corresponding fee
for the Bidding/Proposal Documents. Representative/s should bring a letter addressed to the BAC
Chairman certifying that the representative/s has/have authority to speak for and in behalf of the
Consultant.

5. Interested Consultants have the option to submit their Legal, Financial and Class “B” Eligibility
Documents (1 original copy and 4 copies), as applicable, in advance (on or before February 26,
2019, 9:00AM) for preliminary evaluation by the BAC in terms of completeness/compliance. The
BAC, however, shall only proceed with the preliminary evaluation upon payment of a participation
fee of PhP 5,000.00. Note that said amount shall cover the attendant administrative cost for the
eligibility check and shortlisting process and shall be deducted from the cost of the
 Bidding/Proposal Documents. The BAC, after its preliminary evaluation of advance submissions, shall
inform the participating Consultants of any deficiency in their respective submissions at least three
(3) calendar days prior to the deadline for submission of Eligibility Documents set in this Request for
EOI.

6. The BAC shall draw up the short list of Consultants from those who have submitted EOI, including
the Eligibility Documents, and have been determined as eligible in accordance with the relevant
provisions of Republic Act (RA) No. 9184, or the Government Procurement Reform Act (GPRA), and
its Revised Implementing Rules and Regulations (IRR). The short list shall consist of three (3) to
seven (7) prospective Consultants who will be entitled to submit proposals. The criteria and rating
system for shortlisting are as follows:

Criteria/Particulars Firm
I. Experience and Capability of the Firm Max 60 points
a. Years in the Consulting Services
b. Related Experience/Previous Engagements
i. Similar Experience
ii. Relevant Experience
II. Qualification of Personnel Who May Be Assigned to the 30 points
Study*
a. Education
b. Relevant Training
c. Related Experience
III. Financial/Job Capacity** 10 points
Grand Total 100 points

*Only organic personnel may be nominated for the purposes of eligibility and shortlisting wherein the number of
nominated personnel must correspond to at least 50 percent of the identified experts under the TOR. However, the
personnel to be proposed/nominated under the technical proposal (of shortlisted consultants) may be non-organic and
may not be the same personnel nominated in the shortlisting, provided that, the technical proposal (of shortlisted
consultants) must include a signed written letter of commitment under oath from the nominated personnel that services
of said personnel shall be available for the study should the firm/consultant is awarded the contract. An individual
expert for a particular position may only be nominated by one (1) firm for that position.

Current Assets – Current Liabilities – 2 months of all ongoing contracts

**Financial Capacity =
2 months of reimbursable expenses
7. The selection process will be conducted through open competitive bidding procedures
using non-discretionary “pass/fail” criterion as specified in the IRR of RA 9184. This
procurement activity is open to all interested Consultants subject to the conditions for
eligibility provided in said Revised IRR.

8. Proposals shall be evaluated using the Quality Based Evaluation/Selection (QBE/QBS)

procedure.

9. CEZA reserves the right to reject any and all proposals, including that of a single
eligible proponent, waive any minor deviation in the submitted documents which will not
materially affect the substance of the proposal, annul the procurement/bidding process,
or not award the contract without thereby incurring any liability to the affected
participating Consultant/s.

10. For further information, please contact the BAC Secretariat:

THE BAC SECRETARIAT

10th Flr., Greenfield Tower, Mayflower cor. Williams Sts.,
Greenfield District, Mandaluyong City
CP No. 0918-8001351

Issued on February 19, 2019.

(sgd.) DHART E. CARPIO

Chairman
Bids and Awards Committee
10
 Section II. Eligibility Documents

Notes on the Eligibility Documents

This Section provides the information necessary for prospective bidders to prepare
responsive Eligibility Documents in accordance with the requirement of the Procuring
Entity.

The provisions contained in this Section are to be used unchanged. Additional information
or requirements specific to each procurement shall be specified in the EDS.

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1. Eligibility Criteria
1.1. The following persons/entities shall be allowed to participate in the bidding
for Consulting Services:

(a) Duly licensed Filipino citizens/sole proprietorships;

(b) Partnerships duly organized under the laws of the Philippines and of
which at least sixty percent (60%) of the interest belongs to citizens of
the Philippines;

(c) Corporations duly organized under the laws of the Philippines and of
which at least sixty percent (60%) of the outstanding capital stock
belongs to citizens of the Philippines;

(d) Cooperatives duly organized under the laws of the Philippines; or

(e) Persons/entities forming themselves into a joint venture, i.e., a group of

two (2) or more persons/entities that intend to be jointly and severally
responsible or liable for a particular contract: Provided, however, That
Filipino ownership or interest thereof shall be at least sixty percent
(60%). For this purpose, Filipino ownership or interest shall be based
on the contributions of each of the members of the joint venture as
specified in their JVA.

1.2. When the types and fields of Consulting Services involve the practice of
professions regulated by law, those who will actually perform the services
shall be Filipino citizens and registered professionals authorized by the
appropriate regulatory body to practice those professions and allied
professions specified in the EDS.

1.3. If the Request for Expression of Interest allows participation of foreign

consultants, prospective foreign bidders may be eligible subject to the
conditions stated in the EDS.

1.4. Government owned or –controlled corporations (GOCCs) may be eligible to

participate only if they can establish that they (a) are legally and financially
autonomous, (b) operate under commercial law, and (c) are not attached
agencies of the Procuring Entity.

2. Eligibility Requirements
2.1. The following eligibility requirements, together with the Eligibility
Documents Submission Form, shall be submitted on or before the date of the
eligibility check specified in the Request for Expression of Interest and Clause
5 for purposes of determining eligibility of prospective bidders:

(a) Class “A” Documents –

Legal Documents

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 (i) PhilGEPS Certificate of Registration and Membership in
accordance with Section 8.5.2 of the IRR, except for foreign
bidders participating in the procurement by a Philippine
Foreign Service Office or Post, which shall submit their
eligibility documents under Section 24.1 of the IRR, provided,
that the winning Consultant shall register with PhilGEPS in
accordance with Section 37.1.4 of the IRR;

Technical Documents

(ii) Statement of the prospective bidder of all its ongoing and

completed government and private contracts, including
contracts awarded but not yet started, if any, whether similar or
not similar in nature and complexity to the contract to be bid,
within the relevant period provided in the EDS. The statement
shall include, for each contract, the following:

(ii.1) the name and location of the contract;

(ii.2) date of award of the contract;

(ii.3) type and brief description of consulting services;

(ii.4) consultant’s role (whether main consultant,

subconsultant, or partner in a JV)

(ii.5) amount of contract;

(ii.6) contract duration; and

(ii.7) certificate of satisfactory completion or equivalent

document specified in the EDS issued by the client, in
the case of a completed contract;

(iii) Statement of the consultant specifying its nationality and

confirming that those who will actually perform the service are
registered professionals authorized by the appropriate
regulatory body to practice those professions and allied
professions in accordance with Clause 1.2, including their
respective curriculum vitae.

(b) Class “B” Document –

If applicable, the Joint Venture Agreement (JVA) in case the joint

venture is already in existence, or duly notarized statements from all
the potential joint venture partners in accordance with Section 24.1(b)
of the IRR of RA 9184.

2.2. The eligibility requirements or statements, the bids, and all other documents to
be submitted to the BAC must be in English. If the eligibility requirements or
statements, the bids, and all other documents submitted to the BAC are in
foreign language other than English, it must be accompanied by a translation

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 of the documents in English. The documents shall be translated by the relevant
foreign government agency, the foreign government agency authorized to
translate documents, or a registered translator in the foreign bidder’s country;
and shall be authenticated by the appropriate Philippine foreign service
establishment/post or the equivalent office having jurisdiction over the foreign
bidder’s affairs in the Philippines. The English translation shall govern, for
purposes of interpretation of the bid.

2.3. Prospective bidders may obtain a full range of expertise by associating with
individual consultant(s) and/or other consultants or entities through a JV or
subcontracting arrangements, as appropriate. However, subconsultants may
only participate in the bid of one short listed consultant. Foreign Consultants
shall seek the participation of Filipino Consultants by entering into a JV with,
or subcontracting part of the project to, Filipino Consultants.

3. Format and Signing of Eligibility Documents

3.1. Prospective bidders shall submit their eligibility documents through their duly
authorized representative on or before the deadline specified in Clause 5.

3.2. Prospective bidders shall prepare an original and copies of the eligibility
documents. In the event of any discrepancy between the original and the
copies, the original shall prevail.

3.3. The Eligibility Documents Submission Form shall be signed by the duly
authorized representative/s of the Bidder. Failure to do so shall be a ground for
the rejection of the eligibility documents.

3.4. Any interlineations, erasures, or overwriting shall be valid only if they are
signed or initialed by the duly authorized representative/s of the prospective
bidder.

4. Sealing and Marking of Eligibility Documents

4.1. Prospective bidders shall enclose their original eligibility documents described
in Clause 2.1, in a sealed envelope marked “ORIGINAL – ELIGIBILITY
DOCUMENTS”. Each copy thereof shall be similarly sealed duly marking
the envelopes as “COPY NO. ___ - ELIGIBILITY DOCUMENTS”. These
envelopes containing the original and the copies shall then be enclosed in one
single envelope.

4.2. The original and the number of copies of the eligibility documents as indicated
in the EDS shall be typed or written in ink and shall be signed by the
prospective bidder or its duly authorized representative/s.

4.3. All envelopes shall:

(c) contain the name of the contract to be bid in capital letters;

(d) bear the name and address of the prospective bidder in capital letters;

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 (e) be addressed to the Procuring Entity’s BAC specified in the EDS;

(f) bear the specific identification of this Project indicated in the EDS; and

(g) bear a warning “DO NOT OPEN BEFORE…” the date and time for
the opening of eligibility documents, in accordance with Clause 5.

4.4 Eligibility documents that are not properly sealed and marked, as required in
the bidding documents, shall not be rejected, but the bidder or its duly
authorized representative shall acknowledge such condition of the documents
as submitted. The BAC shall assume no responsibility for the misplacement of
the contents of the improperly sealed or marked eligibility documents, or for
its premature opening.

5. Deadline for Submission of Eligibility Documents

Eligibility documents must be received by the Procuring Entity’s BAC at the address
and on or before the date and time indicated in the Request for Expression of Interest
and the EDS.

6. Late Submission of Eligibility Documents

Any eligibility documents submitted after the deadline for submission and receipt
prescribed in Clause 0 shall be declared “Late” and shall not be accepted by the
Procuring Entity. The BAC shall record in the minutes of submission and opening of
eligibility documents, the Bidder’s name, its representative and the time the eligibility
documents were submitted late.

7. Modification and Withdrawal of Eligibility Documents

7.1. The prospective bidder may modify its eligibility documents after it has been
submitted; provided that the modification is received by the Procuring Entity
prior to the deadline specified in Clause 5. The prospective bidder shall not be
allowed to retrieve its original eligibility documents, but shall be allowed to
submit another set equally sealed, properly identified, linked to its original bid
marked as “ELIGIBILITY MODIFICATION” and stamped “received” by the
BAC. Modifications received after the applicable deadline shall not be
considered and shall be returned to the prospective bidder unopened.

7.2. A prospective bidder may, through a letter of withdrawal, withdraw its

eligibility documents after it has been submitted, for valid and justifiable
reason; provided that the letter of withdrawal is received by the Procuring
Entity prior to the deadline prescribed for submission and receipt of eligibility
documents.

7.3. Eligibility documents requested to be withdrawn in accordance with this

Clause shall be returned unopened to the prospective bidder concerned. A
prospective bidder that withdraws its eligibility documents shall not be
permitted to submit another set, directly or indirectly, for the same project. A
prospective bidder that acquired the eligibility documents may also express its
intention not to participate in the bidding through a letter which should reach

15
 and be stamped by the BAC before the deadline for submission and receipt of
eligibility documents.

8. Opening and Preliminary Examination of Eligibility Documents

8.1. The BAC will open the envelopes containing the eligibility documents in the
presence of the prospective bidders’ representatives who choose to attend, at
the time, on the date, and at the place specified in the EDS. The prospective
bidders’ representatives who are present shall sign a register evidencing their
attendance.

In case the submitted eligibility envelopes cannot be opened as scheduled due

to justifiable reasons, the BAC shall take custody of the said envelopes and
reschedule the opening on the next working day or at the soonest possible time
through the issuance of a Notice of Postponement to be posted in the
PhilGEPS website and the website of the Procuring Entity concerned.

8.2. Letters of withdrawal shall be read out and recorded during the opening of
eligibility documents and the envelope containing the corresponding
withdrawn eligibility documents shall be returned unopened to the
withdrawing prospective bidder.

8.3. The eligibility documents envelopes and modifications, if any, shall be opened
one at a time, and the following read out and recorded:

(h) the name of the prospective bidder;

(i) whether there is a modification or substitution; and

(j) the presence or absence of each document comprising the eligibility

documents vis-à-vis a checklist of the required documents.

8.4. The eligibility of each prospective bidder shall be determined by examining

each bidder’s eligibility requirements or statements against a checklist of
requirements, using non-discretionary “pass/fail” criterion, as stated in the
Request for Expression of Interest, and shall be determined as either “eligible”
or “ineligible.” If a prospective bidder submits the specific eligibility
document required, he shall be rated “passed” for that particular requirement.
In this regard, failure to submit a requirement, or an incomplete or patently
insufficient submission, shall be considered “failed” for the particular
eligibility requirement concerned. If a prospective bidder is rated “passed” for
all the eligibility requirements, he shall be considered eligible to participate in
the bidding, and the BAC shall mark the set of eligibility documents of the
prospective bidder concerned as “eligible.” If a prospective bidder is rated
“failed” in any of the eligibility requirements, he shall be considered ineligible
to participate in the bidding, and the BAC shall mark the set of eligibility
documents of the prospective bidder concerned as “ineligible.” In either case,
the BAC chairperson or his duly designated authority shall countersign the
markings.

9. Short Listing of Consultants

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 9.1. Only prospective bidders whose submitted contracts are similar in nature and
complexity to the contract to be bid as provided in the EDS shall be
considered for short listing.

9.2. The BAC shall draw up the short list of prospective bidders from those
declared eligible using the detailed set of criteria and rating system to be used
specified in the EDS.

9.3. Short listed consultants shall be invited to participate in the bidding for this
project through a Notice of Eligibility and Short Listing issued by the BAC.

10. Protest Mechanism

Decision of the Procuring Entity at any stage of the procurement process may be
questioned in accordance with Section 55 of the IRR of RA 9184.

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 Section III. Eligibility Data Sheet

Notes on the Eligibility Data Sheet

This Section is intended to assist the Procuring Entity in providing the specific information
and requirements in relation to corresponding clauses in the Eligibility Documents, and has
to be prepared for each specific procurement.

The Procuring Entity should specify in this Section the information and requirements
specific to the circumstances of the Procuring Entity, the processing of the eligibility, and
the rules that will apply in the determination and evaluation of eligibility.

In preparing this Section, the following aspects should be checked:

(a) Information that specifies and complements provisions of the Eligibility

Documents must be incorporated.

(b) Amendments and/or supplements, if any, to provisions of the Eligibility

Documents as necessitated by the circumstances of the specific procurement,
must also be incorporated.

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 Eligibility Data Sheet
Eligibility
Documents
1.2 Not applicable.

1.3 No further instructions.

2.1(a)(ii) The statement of all ongoing and completed government and private
contracts shall include all such contracts within twenty (20) years prior to
the deadline for the submission and receipt of eligibility documents.

2.1(a)(ii.7) At least one (1) copy of Certificate of project completion/acceptance or

equivalent certification from previous related studies/projects within the
last twenty (20) years

4.2 Each prospective bidder shall submit one (1) original and five (5) copies of
its eligibility documents.

4.3 (e) CEZA Bids and Awards Committee

10 Floor Greenfield Tower, Mayflower cor. Williams Streets, Greenfield

District Mandaluyong City, Metro Manila

4.3 (f) Procurement of Consulting Services for the Formulation of Master Plan
and Feasibility Study for CEZA Convention/EXPO and Sports Center in
Santa Ana, Cagayan

5.0 The address for submission of eligibility documents is 10 Floor Greenfield

Tower, Mayflower cor. Williams Streets, Greenfield District
Mandaluyong City, Metro Manila

The deadline for submission of eligibility documents is February 26, 2019

at 9:00 AM.

8.0 The place of opening of eligibility documents is 10 Floor Greenfield

Tower, Mayflower cor. Williams Streets, Greenfield District
Mandaluyong City, Metro Manila.

The date and time of opening of eligibility documents is February 26,

2019 at 3:00 PM.

9.1 Similar contracts shall refer to consultancy services such as Master Plan,
Feasibility Study, Detailed Engineering Design, and related works.

9.2 Shortlisting will be based on applicable experience of the firm,

qualifications of key personnel who may be assigned to the job, and
job capacity. Job capacity will be measured in terms of financial
capacity using the formula:

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 FC = (current assets – current liabilities – 2 months of all ongoing
contracts) 2 months of total reimbursable expenses

The minimum score required to be shortlisted is 70 points/100 points.

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 Page 1 of 8
Terms of Reference for the Consultancy Services for the
Formulation of Master Plan and Feasibility Study for the CEZA Convention/EXPO and Sports Center

TERMS OF REFERENCE
Formulation of Master Plan and Feasibility Study for the CEZA Convention/EXPO and Sports
Center

1. BACKGROUND/RATIONALE

The Cagayan Freeport is envisioned to become an agro industrial growth zone, a major
transshipment port and a tourism and eco- tourism haven serving as a vibrant hub of economic
activities in East and Southeast Asia and spurring economic activity and employment in Northern
Philippines. This vision will only be realized with the development of key infrastructure
components that will make the Cagayan Freeport viable for investment, tourism and recreation.
An area catering to local and international markets and clients must have facilities, amenities, as
well as services that are acceptable in international standards.

2. OBJECTIVE, PURPOSE & EXPECTED RESULTS

2.1. Overall Objective of the Study

The objective of the Consultancy Service is to formulate a technically, economically feasible,

socially/environmentally and aesthetically sustainable development for the CEZA Convention/
Expo and Sports Center. This shall include the provision of sufficient detail for its
implementation, including layout plan of the utilities and preliminary architectural designs for the
CEZA Convention/ Expo and Sports Center.

2.2. Key Project Tasks

The key tasks for the preparation of the CEZA Convention/EXPO and Sports Center.
include determining:

 Technical, financial and economic viability of the proposed development; and

 How the overall plan design should be refined in light of survey information.

2.3. Expected Results

Expected outputs from the Project would include preliminary design drawings and plans together
with the results of the feasibility study for the proposed development.

3. STUDY AREA

The Project is envisioned to be situated within the boundaries of the Cagayan Economic Zone
and Freeport. It is located in the northeastern part of Luzon spanning an area of 54,000 hectares.
Further, it covers the entire Municipality of Sta. Ana, Cagayan, including the islands of Fuga,
Barit and Mabbag located in Aparri, Cagayan.

The Project is envisioned to be situated within Barangay Diora-Zinungan, Sta. Ana, Cagayan
within the Cagayan Economic Zone and Freeport. It is located in the eastern part of Diora-
Zinungan adjacent to the existing CEZA Complex containing an area of 6 hectares.
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Terms of Reference for the Consultancy Services for the
Formulation of Master Plan and Feasibility Study for the CEZA Convention/EXPO and Sports Center

4. SCOPE OF WORKS

The key details of the Project to be included in the master plan and feasibility are as follows:

 Sports Center and Amenities

 Convention Expo Center
 Retail Areas
o Conference Hall
o Dining Hall/ Restaurant
 Administrative Offices
 Parking Space

The Consultant may suggest other areas that may provide additional purposes to the center i.e.
museum, gallery, designs for open spaces.

4.1. Preparation of a Master Plan

The Consultant shall prepare and formulate a master plan of the Freeport zone by considering the
following activities

 Review and Survey of Current Status & Potential

 Review of Development Vision & Conceptual Design
 Review of Development Visions and Philosophy
 Setting of Development Framework (Economic and Population Frameworks)
 Demand Forecast
 Setting of Development Strategies

4.2. Feasibility Study

4.2.1. Preliminary Engineering Design

The Preliminary Engineering Design shall include the survey, investigations analysis, plans
drawing and preliminary cost estimates. Land grading plan should be made first considering
the existing topo data and flood elevation. Based on the grading and use plans, layout plans
for each of the key utilities (water supply, sewer, drainage, power supply, information and
communication) should be made.

4.2.2. Preliminary Architectural Design

The Preliminary Architectural Design shall include the plans and drawings that the
consultant shall deem as the best for the needs of the client. The client shall develop design
options to be presented to the Client that will either be approved of developed further.

4.2.3. Initial Environmental Examination

For smooth project implementation, to conduct an initial environmental and social
examination (IEE) should be conducted in this service. Idea and process of strategic
environmental assessment in the planning phase should be considered to avoid big risk on
environmental and social matter in later stage. Countermeasures and mitigation plan against
risks and issues should be proposed in the IEE work.

Project implementation scheme is necessary in order to bring the project from planning stage
to implementation stage certainly. All work items should be included to secure of project’s
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Terms of Reference for the Consultancy Services for the
Formulation of Master Plan and Feasibility Study for the CEZA Convention/EXPO and Sports Center

feasibility. First, preliminary cost should be estimated based on work results of the
conceptual design and preliminary design of infrastructure. Other works below should be
followed by the preliminary cost estimation. Finally, project schedule with phasing process
should be proposed under consideration of economic and financial aspects.

 Preliminary Cost Estimation

 Economical and Financial Analysis
 Implementation Arrangements
 Project Schedule (incl. Phasing Development, if applicable)

4.3. Commencement Date and Period of Implementation

The Consultant shall complete the activities within a period of nine (9) months commencing
from the date of receipt of the Notice to Proceed (NTP).

4.4. Deliverables
 Inception Report, work plan of the service, shall be submitted within one (1) month after
commencement of the service.
 Interim report shall be submitted three (4) months after the commencement of the service
 Progress Reports shall be submitted on Months 2,3,4,5,6,7
 Draft Final Report including drawings shall be eight (8) months after the commencement
of the services
 Final Report including drawings, all outputs of services, shall be submitted within one (1)
month from the provision of comments from the draft final report
 Report size shall be A4 format and drawing size shall be in A3 format (4 copies).
 Electronic data is also required to submit with Microsoft Office format and Auto Cad
format not lower than its 2010 version for the documents and drawings respectively (4
CD copies).

5. PROJECT SCHEDULE

The Consulting Services will be undertaken over a period of nine (9) months as shown in Table 1

TABLE 1
IMPLEMENTATION SCHEDULE
 Page 4 of 8
Terms of Reference for the Consultancy Services for the
Formulation of Master Plan and Feasibility Study for the CEZA Convention/EXPO and Sports Center

No. Activity Master Plan Feasibility Study

1 2 3 4 5 6 7 8 9
1 Conduct of Master Plan
2 Engineering Studies
3 Preliminary Engineering Design
4 Preliminary Architectural Design
5 Initial Environmental and Social Assessment
6 Financial Analysis
7 Economic Anaysis

Master Plan Feasibility Study

No. Activity
1 2 3 4 5 6 7 8 9
1 Inception Report
2 Progress Report
3 Interim Report
4 Preliminary Engineering and Architectural Design
5 Draft Development Plan Study Report
6 Final Development Plan Study Report

6. REQUIRED EXPERTISE

The required expertise to fulfill the project can be seen in Table 2 while their schedule of involvement
can be found in Table 3. The requirement per expertise can be found in Table 4.

TABLE 2
REQUIRED EXPERTISE

No. Expert Man Months

Key Staff
1 Team Leader/Architect 9
2 Structural Engineer 7
3 Electrical Engineer 7
4 Geodetic Engineer 5
5 Geotechnical Engineer 5
6 Mechanical Engineer 7
7 Environmental Specialist 6
8 Water Supply and Wastewater Engineer 6
9 Social and Institutional Development Specialist 6
10 Financial and Economic Specialist 5
11 Cost Engineer 5
12 GIS Specialist 5

TABLE 3
MANNING SCHEDULE
 Page 5 of 8
Terms of Reference for the Consultancy Services for the
Formulation of Master Plan and Feasibility Study for the CEZA Convention/EXPO and Sports Center

No. Expert Man Months Master Plan Feasibility Study

1 2 3 4 5 6 7 8 9
Key Staff
1 Team Leader/Architect 9
2 Structural Engineer 7
3 Electrical Engineer 7
4 Geodetic Engineer 5
5 Geotechnical Engineer 5
6 Mechanical Engineer 7
7 Environmental Specialist 6
8 Water Supply and Wastewater Engineer 6
9 Social and Institutional Development Specialist 6
10 Financial and Economic Specialist 5
11 Cost Engineer 5
12 GIS Specialist 5
Support Staff
1 Researcher 9
2 Support Engineer 9
3 Support Architect 9
4 CAD Operator 9
5 Administrative Officer/Secretary 9

TABLE 4
EXPERT QUALIFICATION

Key Staff Qualifications

Team Leader/Architect The Deputy Team Leader must be a licensed architect
with at least 10 years of experience in as deputy team
leader in Master Planning, Feasibility Study, Land Use
Planning
Structural Engineer Must be a licensed Civil Engineer with at least 7 years
experience as structural engineer for vertical structures
Electrical Engineer Must be a licensed Electrical Engineer with at least 7
years experience on vertical structures
Geodetic Engineer Must be a licensed Geodetic Engineer with at least 7
years experience in master planning, feasibility study and
design
Geotechnical Engineer Must be a licensed Civil Engineer with at least 7 years
experience as geotechnical engineer in master planning,
feasibility study and design
Mechanical Engineer Must be a licensed Mechanical Engineer with at least 7
years experience in master planning, feasibility study and
design
Environmental Engineer/Environmental Must be an Environmental Engineer, Environmental
Specialist specialist with at least 7 years experience as
environmental specialist in master planning, feasibility
study and design
Water Supply and Wastewater Engineer Must be licensed sanitary engineer with at least 7 years
experience in master planning, feasibility study and
design
Social and Institutional Development Must be graduate of social sciences, anthropology, and
Specialist related studies with at least 7 years experience in master
planning and feasibility study
 Page 6 of 8
Terms of Reference for the Consultancy Services for the
Formulation of Master Plan and Feasibility Study for the CEZA Convention/EXPO and Sports Center

Financial and Economic Specialist Must be graduate of relevant business and management
course, economics, and related studies with at least 7
years experience in master planning and feasibility study
Cost Engineer Must be a graduate of Civil Engineering with at least 7
years experience as cost engineer in master planning and
feasibility study

7. REQUIRED CERTIFICATION

The Consulting Firm/Bidder must have an ISO 9001:2015 Certification

8. TOTAL PROJECT COST

The total project cost is estimated to THIRTY MILLION PESOS (Php 30,000,000.00)
including taxes and contingency amount.