REQUEST FOR QUOTATION FOR QUOTATION - NFA

NATIONALFOOD AUTHORITY
Central Luzon Regional Office
Cabanatuan City
REQUEST FOR QUOTATION
NEGOTIATED PROCUREMENT UNDER LEASE OF REAL PROPERTY (SEC. 53.10 OF THE REVISED IRR OF RA
9184) FOR THE LEASE OF PRIVATE WAREHOUSES IN THE PROVINCES OF AURORA AND NUEVA ECIJA
FOR THE PERIOD JULY TO DECEMBER, 2013
June 17, 2013
Sir/Mam:
Please fill-up the required items below and quote your AVAILABLE WAREHOUSE SPACE (sq. m.) and
LOWEST PRICE OFFER PER SQUARE METER (Php) per specified Lot, subject to the attached Procurement
Guidelines:
Lot
Province
No. of
Whse.
Proposed Location/
Target Service Area
1 AURORA 1 Dipaculao, Ma. Aurora,
Baler
2 N. ECIJA 1 Talavera, Llanera, Gen.
Natividad, Quezon, Sto.
Domingo
Capacity
Total Rate
Required
Rate per Rate per
in bags
for 6 mos.
Floor Area
sq. m. month
(more or less)
(Jul-Dec)
20,000 450.00 72.00 32,400.00 194,400.00
63,000 1,260.00 65.00 81,900.00 491,400.000.00
You may submit the duly accomplished and signed quotation form thru courier or your authorized
representative to the NFA Region III RBAC Secretariat at the NFA Central Luzon Regional Office,
Cabanatuan City not later than June 25, 2013, 10:00 AM, together with the eligibility and documentary
requirements in two (2) separate e sealed envelopes in order to qualify for evaluation and post-
qualification. The first envelope shall contain the original copies, and the second envelope shall contain
two (2) photocopies of the quotation and eligibility and documentary requirements as follows:
(A)
Legal Documents
1. a) For Corporation - SEC Registration
b) For Partnership - SEC Registration
c) For Cooperative
- DTI Registration and CDA Registration
d) For Sole Proprietorship - DTI Registration
2. Updated Mayor's Permit
3. BIR/VAT Registration Certificate;
4. Police Clearance/or NBI Clearance which is issued not earlier than 6 months from date of bid
opening
5. Proof of Warehouse Ownership (Owner/Transfer Certificate of Title, Declaration of Real
Property)
6. Floor Plan of Warehouse
7. Location Plan / Sketch Plan.
8. NFA License/Registration for Privately-Owned Warehouse
(B)
Financial Documents
1. Updated Income and Business Tax Return stamped "received" by BIR or its duly accredited and
authorized institutions.

(C)
Quotation Form
NOTE: If submitted by an authorized representative, original copy of Special Power of Attorney (SPA)
shall be submitted.
ANGEL G. IMPERIAL, JR.
Assistant Regional Manager II/
RBAC Chairperson
Note/Reminders:
1. All items must be typewritten or legibly handwritten.
2. Bid offer per square meter should not exceed the approved budget rate per square meter.
3. Offered floor area in square meters is equal to or more than the specific requirement per lot, but the
total bid amount should be equal to or lower than the total Approved Budget for the Contract (ABC).
4. The offered floor area maybe less than the required area by no more than 10%.
-- oOo --
QUOTATION
TO :
Sir:
Asst. Dir. ANGEL G. IMPERIAL, JR.
Assistant Regional Manager II/
RBAC Chairperson
After having carefully read and accepted the terms and conditions as per attached GUIDELINES ON THE
NEGOTIATED PROCUREMENT UNDER LEASE OF REAL PROPERTY (SEC. 53.10 OF THE REVISED IRR OF RA
9184) FOR THE LEASE OF PRIVATE WAREHOUSES IN THE PROVINCES OF AURORA AND NUEVA ECIJA
FOR THE PERIOD JULY TO DECEMBER, 2013, I hereby submit my quotation/s on the item/s as indicated
above, along with the attached documents as required:
LOT NUMBER
:
PROVINCE
:
NAME OF WAREHOUSE :
ADDRESS/LOCATION :
TOTAL SQUARE METERS :
RATE PER SQUARE METER : P
RATE PER MONTH
: P
TOTAL BID FOR 6 MONTHS : P
Note : ALL BIDS ARE INCLUSIVE OF 12% VAT
Printed Name and Signature of Warehouse Owner/Offeror
Name of Warehouse
Address of Warehouse
Telephone No. / Cellphone No. / e-mail address
Date

NATIONAL FOOD AUTHORITY
Central Luzon Regional Office
Cabanatuan City
June 18, 2013
FOR : Dir. AMADEO B. DE GUZMAN
Regional Manager II, NFA CLRO
FROM : The NFA Region 3 Bids and Awards Committee
SUBJECT : GUIDELINES ON THE NEGOTIATED PROCUREMENT UNDER LEASE OF REAL
PROPERTY (SEC. 53.10 OF THE REVISED IRR OF RA 9184) FOR THE LEASE OF
PRIVATE WAREHOUSES IN THE PROVINCES OF AURORA AND NUEVA ECIJA FOR
THE PERIOD JULY TO DECEMBER, 2013
Project Reference No. : 2013-RBAC-REGIII-005F
The NFA Region 3 Bids and Awards Committee (RBAC) hereby recommends the following
Guidelines/General Terms and Conditions to be adopted in the conduct of bidding (Alternative Method :
Negotiated Procurement under Lease of Real Property [Sec. 53.10] of the Revised IRR of RA 9184) for
the lease of private warehouses in the provinces of Aurora and Nueva Ecija for the period July to
December, 2013
I. RATIONALE
The Procurement Guidelines on the Lease of Warehouses in the different provinces of Region III as
buying stations for palay procurement and as storage of grains/rice from July to December 2013 is
hereby adopted by the NFA-CLRO Regional Bids and Awards Committee (RBAC) to achieve the following
objectives:
• To uphold transparency and accountability.
• To achieve equity, effectiveness, efficiency and economy.
• To award the Lease Contract of Warehousing Services thru negotiated procurement to
contractor whose bid offer is most advantageous to the government.
II. SUBJECT MATTER OF THE BIDDING
A. Scope of Services
The subject matter of the negotiated procurement is for the award of a contract for the provision of
warehouse space requirements for the storage of procured palay and storage of rice in the different
provinces of NFA Region III as described below:
Lot
Province
No. of
Whse.
Proposed Location/
Target Service Area
1 AURORA 1 Dipaculao, Ma. Aurora,
Baler
2 N. ECIJA 1 Talavera, Llanera, Gen.
Natividad, Quezon, Sto.
Domingo
Capacity
in bags
(more or less)
Required
Floor Area
Rate per
sq. m.
Rate per
month
Total Rate
for 6 mos.
(Jul-Dec)
20,000 450.00 72.00 32,400.00 194,400.00
63,000 1,260.00 65.00 81,900.00 491,400.00
The budget covers for the above bidding activity were authorized as follows:
• Lot 1 : BTFMD-BUD-D-049 dated April 15, 2013
• Lot 2 : BTFMD-BUD-F-009 dated June 5, 2013

The warehouse/s to be leased shall be preferably located in any of the service areas. However, if there
are no available warehouses in the service areas, other warehouses outside the service areas maybe
considered.
B. Technical Specifications
1. FLOOR AREA
Warehouse/s with floor area, more or less, as stated above.
2. STRUCTURAL CONDITION:
a. Roofing System - no signs of leaking
b. Main roof - Galvanized Iron Sheets or equivalent
c. Cemented flooring and no potholes
d. Wall - Concrete or Semi Concrete
e. Columns- Steel, Wooden or Concrete
f. Steel Door, Accordion, or Wooden Sliding Door
g. Trusses - Steel or Wooden
3. AVAILABLE FACILITIES
a. Office space
b. Comfort room
c. Electrical line
d. Water line and
e. Preferably with sentry post
4. FLOOD HISTORY
a. No history of flooding
b. With operational drainage system
5. PARKING SPACE AND ACCESS OF TRUCKS INSIDE THE WAREHOUSE
a. Preferably with open space for truck parking and maneuvering.
b. Preferably warehouse doors and concrete pavement/flooring are suited for entry of
trucks to load and unload inside the warehouse.
III. DEFINITION OF TERMS
A. Warehouse Space - refers to the inside dimension of the warehouse (floor area) as supported by a
Technical Inspection Report. Enclosures inside the warehouse, i.e. storeroom, office space, comfort
rooms as well as parking lots, open spaces or premises surrounding the warehouse shall not be included
in the computation of warehouse space.
B. Lessor - Refers to any private individual, partnership, cooperative, association, or corporation having
absolute ownership over the real estate to be leased.
C. Lessee - Refers to any government agency temporarily occupying a real estate on the basis of a
contract executed with the private individual, partnership, cooperative, association, or corporation
having absolute ownership over such real estate.
IV. CONDUCT OF NEGOTIATED PROCUREMENT AND COST OF BIDDING DOCUMENTS
The lease shall be facilitated thru negotiated procurement pursuant to Section 53.10 (Lease of Real
Property) of RA 9184 and its revised IRR as recommended by the Regional Bids and Awards Committee
(RBAC) and approved by the Head of Procuring Entity (HOPE).
Pursuant to GPPB Resolution No. 04-2012 dated February 24, 2012, Approving the Guidelines on the
Sale of Bidding Documents, prospective bidder/s may obtain the bidding documents for this project,
composed of the Request for Quotation and Procurement Guidelines, from the concerned

User/Provincial Offices upon submission of Letter of Intent (LOI) and payment of a non-refundable
bidding fee of P500.00 per lot.
V. ELIGIBILITY AND DOCUMENTARY REQUIREMENTS
The prospective bidder/s shall submit its sealed quotation/s to NFA Region III RBAC at NFA Maharlika
Highway, Cabanatuan City, on the dates specified below, using the form provided together with the
eligibility and documentary requirements in two (2) separate sealed envelopes in order to qualify for
evaluation and post-qualification. The first envelope shall contain the original copies, and the second
envelope shall contain two (2) photocopies of the quotations and eligibility and documentary
requirements as follows:
(A)
Legal Documents
1. a) For Corporation - SEC Registration
b) For Partnership - SEC Registration
c) For Cooperative - DTI Registration and CDA Registration
d) For Sole Proprietorship - DTI Registration
2. Updated Mayor's Permit
3. BIR/VAT Registration Certificate;
4. Police Clearance/or NBI Clearance which is issued not earlier than 6 months from date of bid
opening
5. Proof of Warehouse Ownership (Owner/Transfer Certificate of Title, Declaration of Real
Property)
6. Floor Plan of Warehouse
7. Location Plan / Sketch Plan.
8. NFA License/Registration for Privately-Owned Warehouse
(B)
Financial Documents
1. Updated Income and Business Tax Return stamped "received" by BIR or its duly accredited and
authorized institutions.
(C)
Quotation Form
The activities of the negotiated procurement shall be conducted as follows:
Activities Responsible Date
RBAC Secretariat/ June 18-25, 2013
CL Provinces/GMOD
1 Posting of Request for Quotation and
Procurement Guidelines at PhilGEPS, NFA
Website and Conspicuous Places;
2 Invitation of prospective lessors/
Issuance of Bidding Documents (Request
for Quotation and Procurement
Guidelines)
3 Submission and Opening of Sealed
Quotations
VI. BID OFFER AND FLOOR AREA
User-Province/PM June 18-25, 2013
RBAC at NFA CLRO
Conference Rm.,
Maharlika Highway,
Cabanatuan City
To qualify for the bid per specified area, the following conditions shall be observed:
June 25, 2013
10:00 AM
1. Offered floor area in square meters is equal to or more than the specific requirement per lot,
but the total bid amount should be equal to or lower than the Approved Budget for the Contract
(ABC). The offered floor area maybe less than the required area by no more than 10%.

2. Bid offer per square meter should not exceed the approved budget rate per square meter.
VII. OBLIGATIONS OF NFA (LESSEE)
A. Warehouse Space or Floor Area
1. The NFA shall lease warehouses with a floor area more or less as stated in VI.1.
B. Occupancy
1. The NFA shall issue the Warehouse Owner (LESSOR) a Notice To Occupy before actual
utilization.
2. The NFA through the Provincial Manager concerned shall issue the Lessor a Certificate of Actual
Occupancy upon actual utilization of the warehouse/s.
3. The lessee shall use the Leased Premises in accordance with purposes for which the lease is
intended, ordinary wear and tear exempted.
4. The NFA shall surrender to the Lessor the leased premises upon issuance of notice of
termination of the contract.
C. Payment
1. The NFA shall pay the contractor the rental of the utilized/occupied warehouse/s based on
awarded rate per square meter inclusive of VAT per calendar month and/or proportionate part
thereof, reckoned from the first day of actual occupancy.
D. Logistics
1. The NFA shall provide necessary facility and equipment in the proper and safe storage of grains
in the warehouse/s, such as, platform scales, filing cabinets, pallets, empty sacks, tarpaulin
canvass, fire extinguishers, tables and chairs.
2. The services namely: water, electricity, janitorial and security services shall be for the account of
the NFA;
3. The signages, billboards and directional signs shall be for the account of the NFA.
VIII. OBLIGATIONS OF LESSOR
1. To provide immediately necessary warehousing services and other facilities as stated on the
subject matter of the bidding, provided, that the said warehouse/s and facilities are free from
odor, toxic, and/or hazardous substance, or foreign matters that may cause
adulteration/contamination of NFA stocks.
2. To remove unnecessary materials and equipment in the warehouses premises prior to the
occupancy.
3. To undertake incidental repairs and improvements intended to guarantee the complete and
unimpaired use and enjoyment of the leased premises.
4. During Occupancy, the Lessor shall undertake necessary repairs of the leased warehouse and
other facilities should the same be destroyed/damaged from any cause whatsoever not
attributable to NFA's fault to protect the stocks/properties of the latter from theft and/or
exposures from the element of risks.

5. If the lessor fails to effect immediate repair of the warehouse, as stated in the preceding
paragraph, the Lessee may avail the following remedies;
5.1. Suspension of payment of rent until the necessary repair shall have been completed
(Articles 1658 New Civil Code).
5.2 Recission of the lease contract plus payment of damages (Article 1659 of the Civil Code).
5.3 Payment of the damages (Article 1659 of the Civil Code).
IX. PAYMENT PROCEDURE
All payments of rental/lease shall be made at the concerned NFA Provincial Office, subject to the usual
accounting and auditing rules and regulation and only upon submission of complete documents in
support of such payment(s). The NFA shall pay the contractor the monthly rental of the occupied
warehouse/s inclusive of 12% VAT per calendar month and/or proportionate part thereof, reckoned
from the first day of actual occupancy. The payment of rental fee shall be made on monthly basis.
The NFA as lessee agrees to pay a monthly rental rate on a per square meter basis upon presentation by
the lessor of the following :
First Billing
a. Accomplished Voucher
b. Statement of Account
c. Notice of Award (photocopy)
d. Notice to Proceed/Occupy (photocopy)
e. Contract (photocopy)
f. Certificate of Actual Occupancy certified by the Warehouse Supervisor and noted by the Provincial
Manager
Succeeding Billing
a. Accomplished Voucher
b. Statement of Account
X. DURATION OF THE CONTRACT
The contract shall become effective on the date the LESSEE actually occupies the premises as evidenced
by a Certification of the Date of Actual Occupancy by the LESSEE's Provincial Manager/Officer-in-Charge
as the case maybe, and shall expire at the end of the year or upon withdrawal of stocks by NFA,
whichever is applicable, unless sooner terminated for cause.
Should the NFA/Lessee continue to occupy the leased premises after said period, the contract of lease
shall be extended for a three-month period under the same rate, terms and conditions.
XI. SPECIAL PROVISIONS
1. Should the NFA make improvements on the leased premises, it shall have the right to remove
the same at the termination of the lease and all improvements therein introduced shall be
understood to remain always as property (ies) of the NFA.
2. Damages on concrete pavement/flooring due to entry of trucks to load/unload stocks shall not
be the liability of NFA. NFA shall not be liable for any damages to warehouse due to the
negligence of drivers of private hauler contractors.

3. The NFA shall provide its own security services to secure the leased premises and the contents
thereof. The lessor shall not be answerable for any loss or damages to NFA's properties stored in
the leased premises due to the following:
3.1 Theft or pilferage unless the same is attributable to the lessor, its agent, employees
or security guards.
3.2 Force Majeure such as war, civil commotion, fire, earthquake, flood, acts of God or
any other cause beyond its control.
4. The lessor shall not charge fees or other incidental expenses for NFA and its clients such as
farmers, retailers and truckers on the use of roadways, parking and open spaces of the
warehouse premises.
5. For violation of the Terms and conditions by the Lessor shall entitle the Lessee to a penal sum
equivalent to 25% of the total annual rental involved in the contract, without prejudice to other
damages and expenses that the Lessee may suffer/incur as a consequence of this breach of
contract.
6. The NFA reserves the right to terminate the contract at its option specially under the following
conditions:
6.1 If the rate of utilization decreases to a level that is no longer operationally efficient
for NFA.
6.2 Failure of the lessor to undertake repairs of the warehouse such that stocks and
other logistical facilities/equipments are exposed to elements of risk.
XII. CONTRACT IMPLEMENTATION
The contract implementation guidelines on amendments for the procurement of services shall be
governed by Section 42.1 of RA 9184 and its IRR.
XIII. PRE-TERMINATION OF CONTRACT
The contract for warehouse lease may be terminated by either party for failure of the other to comply
with the terms and conditions stipulated therein or the warehouse may no longer be needed by lessee;
Provided however that a one (1) month prior written notice shall be given to other party, without
prejudice to whatever cause(s) of action that had already accrued.
However, if lessee can not vacate the warehouse on the date the lessor specifies in his letter notice, the
lessee shall notify the lessor for an extension of the pre-termination of the warehouse citing the
reasons/causes of its inability to vacate the warehouse and its premises.

RECOMMENDING APPROVAL:
REGIONAL BIDS AND AWARDS COMMITTEE
ELVIRA C. OBAÑA
Provincial Manager-Pampanga
RBAC Member
ADELAIDA C. NUESTRO
Provincial Manager-Bataan
RBAC Member
GEORGE R. ROCA
Provincial Manager-Nueva Ecija
RBAC Member
SERAFIN M. MANALILI
Provincial Manager-Bulacan
RBAC Vice Chairperson
ANGEL G. IMPERAL, JR.
Assistant Regional Director/
RBAC Chairperson
Approved:
AMADEO B. DE GUZMAN
Regional Director/
Head of Procuring Entity (HOPE)