The public is hereby notified of the following clarifications on the Request for Proposal (RFP) for the automation of the 11 August 2008 ARMM Elections, based on additional questions that were received after the Pre-Bid Conference held on 26 February 2008:
| QUESTION |
ANSWER |
| 1. |
Do the voter’s choices have to be printed in English and Arabic on the VVPAT? In which language does it have to be printed? |
The voter’s choices on the VVPAT are to be printed in English only. |
| 2. |
What measures are COMELEC going to use to assess accessibility for disabled voters? |
This shall be coordinated with the National Council for the Welfare of the Disabled Persons (NCWDP). The bidders are, however, required to show the accessibility features of their system during the systems evaluation. |
| 3. |
In the Pre-Bid Conference, it was stated that the gender and age group information will be captured as questions posed in the EVM. Are answering these questions mandatory? |
No. The voter may choose not to provide the information. However, the inclusion of age group and gender fields on both paper and electronic ballots are required. |
| 4. |
What software does the COMELEC currently use for managing the candidates for positions in a specific election? |
The COMELEC currently uses its own proprietary software for managing candidate information. However, the RFP provides that for Lots 1-A and 1-B, the vendor must provide an integrated EMS which handles all requirements for managing an entire election. |
| 5. |
Does the COMELEC have any information on the average time for voting with paper ballots (for ACM) and the distribution of arrival times of voters? |
On the average, it takes 5 minutes for a voter to accomplish his ballot. Since a polling place has at least 10 voting booths, there may be a maximum of 10 voters accomplishing their ballots simultaneously. Voters arrive as they please.
The RFP provides that the voting shall be finished in 8 hours per clustered precinct, subject to Part IV E-1 of the RFP. |
| 6. |
How will the accuracy testing be done for Lot 1-A and 1-B’s machines? Will the testing be based on a generic computer test basis? If not, what is the basis for the accuracy test? |
Accuracy for Lot 1-A and Lot 1-B will be tested based on the expected results using the ballot templates as provided by the COMELEC in Bid Bulletin No. 3.
For Lot 1-B, there will be a separate sensitivity test using the voting templates indicated in the RFP Part VI - C.27.2. A stress test will also be done wherein 10,000 pre-marked ballots will be continuously counted by the proposed Lot 1-B system. |
| 7. |
With reference to the testing of the equipment for Lot 2-A, can you clarify how testing will be done on the transmission equipment? |
The transmission equipment will be tested by transmitting election results from one point to another to determine the following functionalities, among others:
- Accuracy
- Speed
- Security
- Reliability
- Stress tolerance
The actual test procedure shall be determined by the DOST for compliance with all requirements under the RFP. |
| 8. |
We would like clarifications with regard to Lots 2-A as “Lease...” while Lot 2-B is referred to in Page 15 as a “Purchase …” Based on this, wouldn’t the Approved budget in page 72 for Lot 2-A of PHP 48,878,400 reflect the total leasing budget as Lot 2-A is described only as a lease arrangement instead of aforementioned 70% of PHP 48,878.400. Or did the COMELEC intend to lease-purchase Lot 2-A instead of simply “lease”? |
The COMELEC does not intend to purchase the system. For the maximum amount that may be offered, please refer to the answer to question no. 9. |
| 9. |
In the RFP, Lot 2-A is only for lease and with no option to purchase. Would this mean that the indicated price of PHP 48,878,400 is the maximum lease price the vendor can propose? |
No, similar to all Lots, the maximum amount for lease is 70% of the approved budget estimate. |
| 10. |
Similarly for Lot 2-B, given that it is strictly a purchase, wouldn’t the budget of PHP 205,000,000.00 be actual ceiling as there is no lease involved? |
Yes, the estimated budget in page 72 of the RFP reflects the actual ceiling price for the purchase of the system. |
| 11. |
With regard to the computation of 70% ceiling for leasing of Lots 1-A and 1-B, given that as all lots, except Lot 3, requires the delivery of both goods and services and it was explained that 70% leasing ceiling only applies to actual goods as services will be charged in full since these are not lease-able, wouldn’t the actual lease option ceiling for both lots be a combination of 70% of the full cost of goods and 100% of the full cost of services? Then the lease option budget ceiling would not be straightforward computation of 70% of PHP 279,148,260 and PHP 125,027,431 for Lots 1-A and 1-B respectively. |
The total lease offer of the Bidder must not exceed 70% of the budget estimate. In case Services is incorporated in the Lot, the total amount of the lease must not exceed the maximum allowed. On the other hand, if Services is offered separately, the cost of Services shall be added to the cost of Goods, the sum of which should not exceed 70% of the total budget estimate.
As a reminder, the deliverables for Lot 3 includes a GOODS component as provided in the RFP on page 131. |
| 12. |
The tender documents provide the option for bidders to form a Joint Venture for the purpose of responding to the Bid. Is it acceptable that in the event that such JV is awarded the Tender, COMELEC will sign the formal contract with the Philippines member only on the JV and other non-Philippine member shall act as sub-contractor in participating in the project? |
Members of the Joint Venture are not considered sub-contractors. All members are jointly and severally liable to the Commission. For purposes of signing the Contract, the members shall designate in the Joint Venture Agreement the lead corporation to represent them. |
| 13. |
Can the ACS/EVS maintain access levels vs operating modes (pre-election, election day, post-election) rather than the prescribed account levels? |
If this just refers to naming convention, the bidder can refer to the prescribed:
- “Maintenance Mode” as “Pre-Election Mode”,
- “Voting/Count Mode” as “Election Mode”, and
- “Post-Voting/Post-Count Mode” as “Post-Election Mode”
as long as the required functionality is delivered. |
| 14. |
Will the demonstrated EMS and CCS need to have all requirements stated already by the bid submission date in order to qualify for the bid? This may not be possible to achieve within the bid submission period but can be included as a deliverable for the actual ARMM election by August 2008. |
All specified technical requirements in the RFP will be checked for compliance/availability in the proposed submitted systems during the systems evaluation period, which will come immediately after the opening of the bids. |
| 15. |
Please provide information on additional taxes to be withheld aside from the 12% Value Added Tax. |
The 12% VAT shall be incorporated into the bid.
During payment, the COMELEC shall withhold the following:
- Goods: 1% EVAT; 5% VAT
- Services: 2% EVAT; 5% VAT
However, the vendor shall remit the balance of the tax liability directly to the Bureau of Internal Revenue (BIR). |
| 16. |
For the Bid Security, can the COMELEC accept GSIS Surety Bond as a form of payment, instead of Cash/Manager’s Check / Cashier’s Check/ Bank Draft / Irrevocable LC? All other government bids we have previously participated in have found the GSIS Surety Bond as an acceptable form of Bid Security. |
No. The GSIS Surety Bond is not acceptable. |
| 17. |
What is the purpose of the additional 10% ACM per province? |
The additional 10% contingency will serve as the backup units per province in case of systems breakdown or loss/damage while in transit. |
| 18. |
Allocation of DRE per polling place (2,884) does not match with DRE figures in Annex A (3,002). Which of these two figures should be considered? |
The 3,002 figure shall be followed since the 2,884 figure does not include the contingency. |
| 19. |
In terms of content, what is the difference between the first and second electronic transmission? Consolidation/canvassing will start after the second transmission. Please confirm. |
There is no difference in content. The first transmission is for advance transmission purposes. The second transmission is for official canvassing purposes in compliance with the requirements of RA 9369. |
| 20. |
Can you please provide exact address of the City/Municipal, Provincial, and Regional Consolidation/Canvassing Center? |
The city/municipal and provincial CCCs will be located at the capital town of the province.
The regional CCC shall either be in Manila or in Cotabato City. |
| 21. |
Can you please provide the exact address of the polling place for DRE? |
The exact addresses are not indicated in terms of street, etc. Annex J of the RFP provides the Project of Precincts which lists the location of the polling place in the barangay. |
| 22. |
Where is the location of counting centers with respect to the city/municipal consolidation/canvassing center? Can you please provide exact address of counting center? |
For areas implementing the ACS, the centralized counting center will be at the capital town of the province. The consolidation/canvassing center will be in the same area also. |
| 23. |
Regarding taxes, if we pay VAT on the lease with option to purchase, is the 70% based on the gross number or the net? |
All bids, inclusive of VAT, shall not exceed 70% of the budget estimate in case of lease, and 100% in case of purchase option. |
| 24. |
In the Annexes, should we show any taxes in the column labeled “Other Costs”? |
Yes. |
| 25. |
In Page 57, Item G-3 states: “All bids shall be broken down per Lot, and shall be itemized.” This means that we need to present one technical and financial proposal for each Lot or can we present one technical and one financial proposal with each Lot differentiated. |
The templates provided in Annex K (as amended in Bid Bulletin No. 3) shall be used in proposing the financial bid for all Lots. |
| 26. |
Do the machines need to be prepared in Manila or in the ARMM region? |
All machines will be configured in Manila before deployment to their destinations in the ARMM. |
| 27. |
Regarding the delivery of demo units together with the bid on March 10, what procedure do we have to follow? (i.e. Where to deliver, when to demo, logistical arrangements, etc.) |
No. This is only required from the winning bidder.The demo units shall be brought to the Session Hall during the public bidding on March 10. |
