ROOM ACCOMMODATION AND CONFERENCE PACKAGE FOR TEACHER TRAINING IN CEBU CITY

The Embassy invites you to submit a quotation for the attached solicitation.

NOTE:

• The U.S. government does not sign any documents or agreement outside of the organization for the confirmation of order. The issuance of a fully approved and signed purchase order, by the Contracting Officer, from the U.S. government will serve as the confirmation of acquiring the items and/or services.

Offers and payment in U.S. dollars

U.S. firms are eligible to be paid in U.S. dollars.  U.S. firms desiring to be paid in U.S. dollars should submit their offers in U.S. dollars.  A U.S. firm is defined as a company which operates as a corporation incorporated under the laws of a state within the United States.

Foreign Firms

Any firm, which is not a U.S. firm, is a foreign firm.  Any firm that does not meet the above definition of U.S. firm shall submit its prices and receive payment in local currency.

Price Offer shall be firm fixed – price, VAT Exempt. The U.S. Government is exempt from paying the ad valorem/ specific tax, custom and duties imposed by the Philippine Government under Section 106(a) and 109 of the Tax Code of 1997, respectively. Thus, price(s) shall be billed to the U.S. Government net of ad valorem tax, value added tax, customs and duties.

Products and Services shall be in compliance with NDAA.

52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance

                 Services or Equipment.

52.204-25 Prohibition on Contracting for Certain Telecommunications and Video Surveillance

                 Services or Equipment.

52.204-26 Covered Telecommunications Equipment or Services-Representation.

SAM Registration

All contractors shall be registered in the SAM (System for Award Management) Database https://sam.gov/content/home prior to submitting an offer pursuant to FAR provision 52.204-7.  Therefore, prospective offerors are required to register prior to the submittal of proposals.      

 The guidelines for registration in SAM are also available at:

https://www.fsd.gov/fsd-gov/learning-center-system.do?sysparm_system=SAM

Payment shall be made via Electronic Fund Transfer (EFT) within 30 days from receipt of the original and correct statement of account. The Direct Deposit Sign Up Form for the EFT payment will be provided to the vendor upon award.

Confirmation of Order. The issuance of fully approved and signed purchase order by the Contracting Officer will serve as the confirmation of acquiring the items and/or services.

Submission of Offers:

Firm fixed price (VAT-Exclusive) offers are due by September 2, 2025, no later than 12 NOON. (Philippine local time). No quotes shall be accepted after this time.

Offers must be in English and incomplete offers will not be accepted.

Electronic submissions are acceptable. Please submit your offer via email to ManilaPurchasing@state.gov prior to the response date and time.  It is important to make sure the submission is made in specific size and format; in MS-Word 2007/2010 or MS-Excel 2007/2010 or Adobe Acrobat (pdf) file format. The file size must not exceed 10MB.  If the file size should exceed 10MB, the submission must be made in separate files and attached to separate emails with less than 10MB each.

In order for your offer to be considered, you must also complete and submit the following:

1. Completed SF18 (Blocks 8a-8f, 11e-f, 12a-12d if any, 13a-13f, 14, 15, 16a-16c)
2. Completed Technical Specifications (Excel File – Continuation of SF18, page 5)
3. Completed FAR/DOSAR Clauses, pages 21-49

• FAR Clauses 52.204-24, 52.204-25, 52.204-26, 52.212-3
• Complete the checkboxes, mark N/A if not applicable

1. Proof of successful SAM registration
2. Hotel Fact Sheet with complete name and address. The Government reserves the right to inspect the Hotel to determine technical acceptability.
3. Photos of proposed guest rooms and conference rooms (with banquet layout if available)
4. Evidence that the offeror/quoter operates an established business with a permanent address and telephone listing in the Philippines.
5. Must provide proof or certificate to be an official representative of the hotel or has been granted legal authority to represent the hotel. 
6. Non-casino hotel.  Five-star rate hotel. 
7. Must be in Lapu-Lapu City.  Within 11 km from Mactan-Cebu International Airport.

NOTE:  Additional requirements must be met under Technical Specifications – Continuation of SF18, page 5.

Kindly ensure that all requirements are addressed in your quotation.

52.225-17 Evaluation of Foreign Currency Offers.

If the Government receives offers in more than one currency, the Government will evaluate offers by converting the foreign currency to United States currency using US Embassy Exchange Rate in effect as follows:

(a) For acquisitions conducted using sealed bidding procedures, on the date of bid opening.

(b) For acquisitions conducted using negotiation procedures-

(1) On the date specified for receipt of offers, if award is based on initial offers; otherwise

(2) On the date specified for receipt of proposal revisions.