Department of Social Welfare and DevelopmentKALAHI CIDSS–NCDDP

Kapit-Bisig Laban sa KahirapanComprehensive and Integrated Delivery of Social Services

National Community-Driven Development Program

LETTER OF INVITATION TO QUOTE(For Service Provider)

Technical Assistance Fund (TAF)

DATE: ________________

The Kapit-Bisig Laban sa Kahirapan-Comprehensive and Integrated Delivery of Social Services (KALAHI-CIDSS) National Community Driven Development Program (NCDDP) is a poverty alleviation program of the Philippine Government being implemented by the Department of Social Welfare and Development (DSWD). It was approved on 18 January 2013 by the National Economic Development Authority (NEDA) Board, which was headed by President Benigno Aquino III.

KALAHI CIDSS-NCDDP is the expansion into a national scale of operations of the community-driven development (CDD) approach, which was tried and proven effective by Kalahi-CIDSS, its predecessor, which started in 2003.

CDD is a globally recognized strategy for achieving service delivery, poverty reduction, and good governance outcomes.

It Helps communities in poor municipalities identify challenges around reducing poverty and make informed decisions on a range of locally identified options for development, including how this is made and in what form;

Gives control of resources to address local poverty to communities; and, Builds the capacity of both state (including local governments) and civil society

stakeholders to provide assistance and respond to calls for support from poor communities as they implement development initiatives.

The development objective of KALAHI CIDSS-NCDDP is to have barangays/communities of targeted municipalities become empowered to achieve improved access to services and to participate in more inclusive local planning, budgeting, and implementation. In view of the increased scale and geographic coverage, enhanced implementation processes, and anticipated implementation risks and challenges, the need to ensure sound, precise, and timely technical assistance to communities during the critical stages of Program implementation is critical to ensuring Program objectives are effectively met. Considering limitations and the tasks during project development which communities are more focused on, KC-NCDDP shall extend support to the communities in facilitating provision of technical assistance.

The Barangay Sub-Project Management Committee (BSPMC), invites and call the attention of all interested Individual and Group/firm Technical Service Providers to submit their quotation based on the Terms of Reference (ToR) attached as Annex A and Form of Quotation set as Annex B.

All interested technical service providers must submit the following:

1. Signed/Acknowledge copy by the Service Provider of Letter of Invitation to Quote (LITQ);

2. Completely filled-up and signed Quotation3. Updated Curriculum Vitae (CV) or Company Profile; it should specify field of

specialization, years of experience and all relevant ongoing and completed technical service engagement.

4. Sworn statement of financial capacity to undertake the Contract5. Certification of list of Staff & Equipment

Very truly yours

HERMINIA L. CABAHUGRegional Program Manager, KALAHI-CIDSS-NCDDPDSWD-FO7, Cebu City

Conforme:

___________________________Service Provider

Annex ATerms of Reference

Engagement of Technical Service Provider

I. GENERAL INFORMATION

Name of Barangay/s & Municipality: ______________________________Province: _________________________Region: VII

Title of Proposed Subproject: ___________________________________Date of MIBF CSW: _____________________TAF to be managed by:

Community RPMOEstimated/Indicative Cost for this Sub-Project: Php___________________

TAF required: Pre-Engineering

II. OBJECTIVE

The Technical Assistance Fund (TAF) enable the Program through the RPMO to hire necessary technical service provider to a) develop viable proposals for complicated sub-projects; b) prepare feasibility studies, pre-engineering works including plans, designs and drawings, and other similar activities; c) Conduct supervision of sub-project implementation, and; d) provide training for operation and maintenance of sub-projects (e.g. organizational development and management)

III. SCOPE AND DELIVERABLES

ITEM DESCRIPTION QTY UNIT

A. Water Source and Site Validation Report 1 Lot

B.Survey and Diagrams (Traverse Survey, Profile Survey, Schematic Plan, Connection Details)

1 Lot

C.

Structural Plans, Designs (Water Reservoir, Water Pipelines), and Technical Specifications on a 500mm x 800mm tracing paper.

1 Lot

D. Hydraulic and structural analysis showing design data and calculations 1 Lot

E.

Preparation of program of works, detailed cost estimates showing quantity take-off & capability output & equipment, bill of quantities technical specifications for proposed work items including derivation of tariff rates.

1 Lot

NOTE: Description and Qty. may be generally stated. But it should be based on technical assessment or site validation report as applicable to the type of proposed subproject.

An Individual or Engineering/Consulting Firm that can provide technical assistance in the pre-engineering of community water system projects in KALAHI-CIDSS-NCDDP areas. Technical assistance shall include specialized advice to implementers along preparation of appropriate designs and engineering plans, cost estimates and Program of Works.

Specifically, the Service Provider will assist the project municipal staffs and community volunteers in the following areas;

1. Provide guidance and assistance to Project Preparation Team (PPT) on the conduct of the following specific activities to come-up with study, design and plans required for the proposed water system project, to wit:

Execute detailed field survey (horizontal and vertical control) to determine the

following:i. Source of water available near the target service area.

ii. Water sampling to determine its physical, chemical or bacteriological properties.

iii. Demography and mapping of households. Preparation of engineering designs, technical drawings/plans drawn on a

500mm x 1000mm tracing paper, with the following outputs:i. Hydraulic analysis showing design data and calculations.

ii. Location plan showing the vicinity map of the proposed system.iii. Traverse plan showing the route/direction of pipelines; design pipe sizes

and specifications; length of pipes; location and description of the structures (i.e. intake, reservoir, supports/pedestals, etc).

iv. Profile plan showing elevation and grades of pipeline, reservoir, nodes/junctions.

v. Spot map showing the location of households and tapstands.vi. Detailed plans for reservoir, intake box and tapstand.

vii. If elevated tank shall be constructed, provide structural analysis.viii. Detailed cost estimates showing quantity take-off and capability outputs

of labor and equipment, bill of materials.ix. Material’s specifications and methods of construction.

Operation and maintenance activities should be considered in the choice of design options.

Consultation with community members and project staffs as to the existing cultural practices and user’s preference must be properly coordinated.

Close coordination with project technical staff as to the format of POW and other project standards.

2. Submit draft of design considerations and hydraulic analysis before the finalization of engineering drawings and plans. In cases there are conflicts or unclear standard on technical parameters, KC standard designs shall prevail.

3. Prepare billing request together with the acceptable outputs as stated in parag. 1 for payment.

4. Payment/s will be made upon submission of acceptable outputs checked and reviewed by the TF/Mun. Engineer and approved by the PPT Head and noted by the Area Coordinator.

IV. TERMS AND CONDITIONS

1. The Service provider agrees and binds itself to fully and faithfully provide for its account all needed materials, instruments necessary or required to finish, and complete the work, based on the given timeframe to complete the community project/s and requirements stipulated in the Terms of Reference.

2. The work called shall be completed and submitted on or before _____________, 2015. Failure to comply with the said date shall cause the Owner to impose the necessary penalty.

3. The Service provider shall provide and do everything necessary to conform to its obligation under the Agreement to the true intent and meaning of the other Agreement documents taken together, whether the same may or may not be shown or described particularly in the supporting documents as part of contract, provided that the same shall be informed there from. Should the Service Provider find any discrepancy in the said documents, he shall immediately refer the same to the Owner whose decision shall be followed.

4. In case of deficiency of final submission, corresponding deduction on payments shall be imposed.

5. The Service provider guarantees the quality of the workmanship of all its work under the Agreement and shall undertake at his own expense all revisions, adjustments as a result of the technical review of the Project Preparation Team, Technical Facilitator and Municipal Engineer relative to the work.

V. PAYMENT SCHEDULE

Deliverables & conditions of payments Percentage(%)

Water Source and Site Validation Report

1st partial payment upon completion of

50% of the scope of works & full payment upon

complete delivery

Survey and Diagrams (Traverse Survey, Profile Survey, Schematic Plan, Connection Details)Field Survey with Plotted Results (profile, topographic/traverse, cross-section and hydrologic)Preparation of engineering designs, technical drawings/plans drawn on a 500mm x 800mm tracing paperPreparation of program of works, detailed cost estimates showing quantity take-off & capability output & equipment, bill of quantities technical specifications for proposed work items including derivation of tariff rates.

VI. QUALIFICATION OF TECHNICAL SERVICE PROVIDER:

VII. EVALUATION CRITERIA FOR TECHNICAL SERVICE PROVIDER:

CRITERIA SCORE(HPS=100)*

1. Education and other relevant studies 202. Relevant experience of Service Provider 303. Financial: (Sworn statement of financial capacity

to undertake the Contract) 20

4. Technical: (Certification of list of Staff & Equipment) 30

100HPS = Highest Possible Score

VIII.DURATION20 calendar days

Prepared by:

___________________________Project Preparation Team (PPT)

Noted by:

___________________________Technical Facilitator

Approved by

___________________________Area Coordinator

Annex B

1. Licensed Civil Engineers, Geodetic Engineers, Electrical Engineer and Architects;

2. At least Two years Professional experience relevant to the Technical Assistance at hand or being required;

3. Business license/permits for firms with qualified professionals stated in no. 1&2

REQUEST FOR QUOTATION/PROPOSAL FORMFOR TAF

Date: _____________ Proposal/Quotation No. _______

To: ______________________________________________________________________

The Regional Program Management Office invites you to submit a quotation to complete, on behalf of the community and according to the conditions of this Invitation, the whole of the scope of deliverables or work items for said project broken down as follows:

Name of Community Sub-Project: _______________________________________________Location of Sub-Project: _______________________________________________________

Work ItemNo.

Scope of Deliverables / WorksQty. Unit Unit Cost Total

1 Water Source and Site Validation Report

1 Lot

2 Survey and Diagrams (Traverse Survey, Profile Survey, Schematic Plan, Connection Details)

1 Lot

3 Field Survey with Plotted Results (profile, topographic/traverse, cross-section and hydrologic)

1 Lot

4 Preparation of engineering designs, technical drawings/plans drawn on a 500mm x 800mm tracing paper

1 Lot

5 Preparation of program of works, detailed cost estimates showing quantity take-off & capability output & equipment, bill of quantities technical specifications for proposed work items including derivation of tariff rates.

1 Lot

TOTAL

Department of Social Welfare and DevelopmentKALAHI CIDSS–NCDDP

Kapit-Bisig Laban sa KahirapanComprehensive and Integrated Delivery of Social Services

National Community-Driven Development Program

Your proposal/quotation should be submitted in a sealed envelope and addressed to the undersigned at the following address:

The Barangay Sub-Project Management Committee (BSPMC)Attention: Project Preparation Team (PPT)Address:

Your quotation shall be valid for a period of forty five (45) days from the date of submission of the quotation. Price quoted must include taxes and other incidental expenses. It is understood that the Service Provider shall complete all works or deliverables enumerated at the total quoted price. Minor works or activities not listed therein but are necessary to execute the work items are deemed part of these work items or deliverables.

A contractor/Service Provider who withdraws his/her quotation during the validity period and/or refuses to accept the award of the contract will be permanently disqualified from participating in any KC-NCDDP funded projects:

For your information and guidance please refer to the Terms of Reference (ToR), Annex A.

Your quotation should be received on or before _______________ (date and time). The Quotations shall be opened in the ______________________________ with you or your representative’s presence if you choose to attend, on ___________________ (same date as deadline for proposal/quotation submission) at ____ (time) (same as the deadline of submission) at the given address:

Very truly yours,

_____________________________ Project Preparation Team (PPT) Head

Quotation Submitted by:

____________________ ________________________ ___________ Name of Service Provider Signature over Printed Name Date (Company if Firm) Owner/Manager