TERMS OF REFERENCE (TOR) - NFA

NATIONAL FOOD AUTHORITY
National Capital Region
U.N. Avenue, Manila
TERMS OF REFERENCE (TOR)
Negotiated Procurement under Section 53.1 of the Revised IIR of RA 9184 for the
Provision of Vessels for Door to Pier Containerized Transfer of Iron Rice Premix (IRP)
to Iloilo and Cebu (After Two Failed Biddings)
__________________________________________________________________________________
I. RATIONALE
The NFA-NCR has received a wire message coded GMOD-IMD-12-L-018 re: authority to
disperse/transfer Iron Coated Rice Premix (IRP) @ 25kg/bag to various regions including
Regions VI (Iloilo) & VII (Cebu) with volumes of 1,000 bags & 1,500 bags, respectively.
II. MODE OF PROCUREMENT
Negotiated Procurement under Section 53.1 - Two Failed Biddings of the Revised
Implementing Rules and Regulations of RA 9184.
III. SCOPE OF SERVICES
Containerized Door to Pier Delivery
IV. TECHNICAL SPECIFICATIONS
a. The vessel/s must be made of steel and seaworthy
b. The container vans should be free from :
1. live insects/pests
2. objectionable odors, droppings, spillage or residues of the previously
transported cargoes
3. water & oil leakage
4. protruding objects which could damage the containers/sacks (e.g. nails,
wires or any pointed metal or wooden objects).
c. The vessel should be covered by a Cargo Ship Safety Certificate
V. DELIVERY/SHIPMENT PERIOD
Shipment must be within three (3) days from receipt of Notice to Proceed
VI. BIDDING SCHEDULE
Adopt the following schedule of Negotiated Procurement Activities:
ACTIVITIES
Posting of RFQ at NFA-Website, PhilGEPS & Conspicuous
places
Issuance of RFQ & TOR upon payment of non-refundable bidding
fee of P500.00 per lot
Submission and Opening of RFQ
Bid Evaluation
Post Qualification
Approval of Resolution/Issuance of Notice of Award
Contract preparation and signing
Issuance of Notice to Proceed
DATE
January 23 to 30, 2013
January 23 to 30, 2013
Weekdays only 8:00 a.m. - 5:00 p.m.
January 31, 2013 8:00 am to 9:00 am
January 31, 2013 9:00 a.m.
January 31, 2013
February 01, 2013
February 01, 2013
February 04, 2013
February 04, 2013
Page 1 of 5 pages of TOR for IRP shipments

VII. QUALIFICATION OF BIDDERS
The prospective bidder/contractor must be in the business of providing containerized door to
pier delivery services for at least five (5) years and must be legally, technically and
financially capable to provide and undertake the transfer/delivery of stocks subject of this
Request for Quotation (RFQ).
VIII. VOLUME TO BE BID
The volumes subject matter of the Request for Quotation are 1,000 bags and 1,500 bags Iron
Rice Premix of 25kg/bag for transfer to Region-VI (Iloilo) and Region-VII (Cebu),
respectively.
IX. SOURCE/DESTINATION OF CARGO
LOT
1
2
SOURCE
CDO
DESTINATION
ILOILO
CEBU
VOLUME
IN BAGS
1,000
1,500
NO. OF
FTR VANS
1x10-ftr van
1x20-ftr van
5x10-ftr vans
X. APPROVED BUDGET FOR THE CONTRACT
LOT
1
2
DESTINATION
ILOILO
CEBU
VOLUME
IN BAGS
(25kg/bag)
1,000
1,500
NOTE : Bidders may bid on any or all lots
NO. OF
FTR VANS
1x10-ftr van
1x20-ftr van
5x10-ftr vans
RATE PER
20-FTR VAN
P26,347.00
P50,170.00
P14,716.07
TOTAL - - - - -
AMOUNT
OF ABC
P76,517.00
P73,580.35
P150,097.35
XI. NON-REFUNDABLE BIDDING FEE
Issuance of bid documents (RFQ) upon payment of non-refundable bidding fee of Five
Hundred Pesos (P500.00) per Lot.
XII. DOCUMENTARY REQUIREMENTS
The bidder/offeror shall submit two (2) certified photo copies of the following documents in
separate sealed envelopes addressed to the Chairman, RBAC, NFA-NCR, U.N. Avenue,
Paco, Manila.
1. FIRST ENVELOPE
A. LEGAL REQUIREMENTS
a. Mayor’s Permit/Business License for 2012 and corresponding Official Receipt
b. Authority of Signatory
b.1 Special Power of Attorney for sole proprietorship
b.2 Secretary’s Certificate for corporation
B. TECHNICAL REQUIREMENTS
Cargo Ship Safety Certificate
C. FINANCIAL REQUIREMENTS
2011 Income Tax Return
Page 2 of 5 pages of TOR for IRP shipments

D. BID SECURITY
Bid security in the prescribed form, amount of and validity period.
AMOUNT OF BID SECURITY
FORM OF BID SECURITY
(Equal to percentage of the ABC)
a. Cash or cashier’s/manager’s check issued
by a Universal or Commercial Bank
b. Bank draft, guarantee or irrevocable letter of
credit issued by a Universal or Commercial
Bank
c. Surety bond callable upon demand issued by
a surety or insurance company duly certified
by the Insurance Commission as authorized
to issue such security
d. Any combination of the foregoing
Two percent (2%) of the ABC
Two percent (2%) of the ABC
Five percent (5%) of the ABC
Proportionate to share of form with
respect to total amount of security
In case of Surety Bond, it must be valid for 120 calendar days and shall bear the phrase
“CALLABLE ON DEMAND”.
2. SECOND ENVELOPE (marked as "BID PROPOSAL")
Request for Quotation (RFQ)
XIII. OBLIGATIONS OF THE NFA
1. Stuffing and devanning of cargo to/from container vans
2. NFA-IPSO to collate all documents for billing and once completed to submit to Finance
Section of the Regional Office for processing, evaluation and effect payment to the
contractor for its shipping services rendered at the freight rate inclusive of VAT.
3. NFA-IPSO to take care of the insurance coverage of the cargo.
4. NFA-IPSO to notify the contractor in writing of the scheduled date of shipment to Iloilo
and Cebu indicating the volume.
5. NFA IPSO to inform NFA destinations of the ETD/ETA of vessel/s and daily status of
loading operations.
6. Issue Bills of Lading to the contractor.
XIV. BID VALIDITY
The bid shall be valid for 120 calendar days from the date of opening of bids.
XV. OBLIGATIONS OF THE CONTRACTOR
1. Ship NFA IRP cargoes in container vans safely from the source warehouse to destination
warehouse.
2. Cranage at loadport/disport, if necessary, shall be for the contractor’s account.
3. Assign cargo checkers during stuffing and devanning of cargo at source warehouse and
destination warehouse.
4. Assume all expenses such as trucking, arrastre, stevedoring, wharfage and other related
port charges at loadport and disport.
5. Acknowledge receipt of the NFA cargo on the acknowledgment receipt portion of the Bill
of Lading.
Page 3 of 5 pages of TOR for IRP shipments

XVI. PENALTY
Should contractor fail to make the vessel available on the specified date of loading, the
contractor shall be held liable to pay NFA the penalty in the amount equivalent 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 the procuring
entity (NFA) and other losses/damages that NFA may incur due to the fault of the
contractor. However, contractor shall not be held liable for penalty if the cause of the
delay in loading and shipment is attributable to or caused by the NFA, fortuitous events or
force majeure.
XVII. SPECIAL PROVISIONS
1. The NFA Iron Rice Premix (IRP) cargoes shall be under the custody of the contractor
reckoned immediately from the stuffing at source warehouse to devanning of cargo and
duly acknowledged receipt at the receiving warehouse.
2. While the NFA IRP cargoes are under the contractor’s custody, any loss or damage
thereof not attributable to the NFA’s fault shall be deemed the contractor’s liability.
3. The container vans may be sealed and unsealed by NFA authorized employees in the
presence of the contractor’s representatives at the source warehouse at loadport and
receiving warehouse at disport. If seal is broken/tampered with, contractor shall be liable
for any shortage between the volume per Bill of Lading and actual receipt. Payment shall
be based on NFA’s replacement cost based on SOP no. FS-GP18 on Revised SOP on the
Application of Replacement Cost with date of effectivity on December 07, 2000.
4. Any excess in the number of bags loaded in the vessel shall be understood to remain to be
the property of the NFA. The contractor or its authorized representative shall be obliged
to deliver or turn over the same to the receiving NFA Regional/Provincial Office. Failure
on the part of the contractor or its authorized representative to deliver or turn over the
excess number of bags to the receiving NFA Regional/Provincial Office shall subject the
contractor or its representative to criminal or civil liability or both as the NFA may deem
proper to protect its interest.
5. NFA reserves the right to enter into an agreement with other shipping contractors in case
the contractor fails or refuses to provide within 24 hours upon receipt of a formal NFA
written demand to provide vessel without justifiable reason even at a higher rate than the
contracted rate or terminate the contract in order to protect its interest without prejudice
to the imposition of penalties and sanctions stipulated in the contract. The difference in
rate, if there is any, between the contracted rate of the bidder and the other contractor
shall be charged to or from the account of the winning contractor/bidder.
7. There shall be no price adjustment during the contract duration. The awarded bid price
shall be fixed.
8. Bid/Offer in excess of the Approved Budget for the Contract shall be automatically
rejected at bid/price quotation opening.
9. The container vans shall not be subject to despatch, demurrage or detention charges.
XVIII. EFFECTIVITY/DURATION OF THE CONTRACT
The contract shall be effective upon Contractor’s receipt of the Notice to Proceed and shall
expire upon completion of the delivery of the total volume for shipment.
Page 4 of 5 pages of TOR for IRP shipments

XIX. PAYMENT PROCEDURE
1. Freight payment shall be based on per container and net of NFA claims for
losses/damages.
2. The NFA claim for losses shall be determined on the number of bags based on Bill of
Lading and Warehouse Stock Receipt (WSR) issued by the Warehouse Supervisor at
destination.
3. All payments shall be made at NFA-NCR subject to the usual accounting and auditing
rules and regulation upon submission of the the following required supporting
documents:
a. Bill/Invoice/Statement of Account
b. Copy of the Contract (xerox copy)
c. Notice of Award (xerox copy)
d. Notice to Proceed (xerox copy)
e. Duly acknowledged copy of Bill of Lading (original copy)
f. Wire-confirmation from disport on the completion of unloading, indicating the
quantity and condition of stocks received
XX. RESERVATION CLAUSE
The National Food Authority reserves the right to accept or reject any or all bids, to waive
any formalities or defects found therein and to annul the bidding process, and reject all bids at
any time prior to contract award, without thereby incurring any liability to the affected bidder
or bidders and to accept only such bids most advantageous to the government.
RECOMMENDING APPROVAL :
On leave
VIRGILIO N. CACANINDIN
RBAC Provisional Member
signed
CEZAR B. GATCHALIAN
RBAC Provisional Member
Signed
JAIME S. HADLOCON
RBAC Provisional Member
signed
MYRNA R. DOMINGO
End User
On leave
signed
ROBERTO S. MUSNGI
LEMUEL R. PAGAYUNAN
RBAC Member RBAC Vice-Chairman
signed
CELEDONIO P. MENDOZA, SR.
Asst. Reg'l. Director & RBAC Chairman
APPROVED :
signed
JOSEPH Y. DELA CRUZ, CESO V
Head of the Procuring Entity (HOPE) and Regional Director, NFA-NCR
Page 5 of 5 pages of TOR for IRP shipments

NATIONAL FOOD AUTHORITY
National Capital Region
U.N. Avenue, Manila
REQUEST FOR QUOTATION
Negotiated Procurement under Section 53.1 of the Revised IIR of RA 9184 for the
Provision of Vessels for Door to Pier Containerized Transfer of Iron Rice Premix (IRP)
to Iloilo and Cebu (After Two Failed Biddings)
January 23, 2013
___________________________
___________________________
___________________________
Dear Sir :
Please quote your lowest price on the transfer of IRON COATED RICE PREMIX of 25kg/bag
listed below, subject to the attached Terms of Reference (TOR).
Please submit your "sealed" quotation inclusive of VAT for DOOR TO PIER Delivery
Scheme using container vans on January 31, 2013 at 9:00 a.m. addressed to the Chairman of
RBAC located at 2nd flr of NCR Bldg. U.N. Avenue, Manila together with the following
requirements :
1. Non-refundable bidding fee of P500.00 PER LOT
2. Required Documents:
A. LEGAL REQUIREMENTS
a. Mayor’s Permit/Business License for 2012 and corresponding Official Receipt
b. Authority of Signatory
b.1 Special Power of Attorney for sole proprietorship
b.2 Secretary’s Certificate for corporation
B. TECHNICAL REQUIREMENT
Cargo Ship Safety Certificate
C. FINANCIAL REQUIREMENT
2011 Income Tax Return
D. BID SECURITY (pls refer to TOR)
signed
CELEDONIO P. MENDOZA, SR.
Asst. Regional Manager and
Chairman, NCR-RBAC
LOT
1
2
DESTINATION
ILOILO
CEBU
VOLUME
IN BAGS
(25kg/bag)
1,000
1,500
TENDER FORM
NO. OF
VANS
1x10-Ftr van
1x20-Ftr van
5x10-Ftr vans
RATE
PER VAN
P26,347.00
P50,170.00
P14,716.07
AMOUNT
OF ABC
P76,517.00
P73,580.35
BID OFFER
(VAT inclusive)
NOTE : Bidders may bid on any or all lots
After having carefully read and accepted your Terms of Reference (TOR), we quote you on the
items at prices noted above.
Service Provider’s Name :
TIN No.
Address :
Telephone No. :
Service Provider’s Authorized
Representative Signature over
Printed Name :
E-mail Add:
Fax No. :
Date :
Page 6 of 5 pages of TOR for IRP shipments