Metro Manila Hosted Tours for the ASEAN Ministers on Energy Meeting

ACTIVITIES/COMPONENTS

 

The procured Service Provider shall be responsible for the complete delivery and execution of the following activities and components in accordance with the approved tour program and applicable government and ASEAN hosting requirements:

 

A. Tour Operations and Transportation

· Provide appropriate, safe, clean, and air-conditioned tourist transport vehicles through DOT-accredited tourist transport operators;

· Provide qualified drivers and cover fuel, toll fees, parking fees, driver-related expenses, and other applicable transportation requirements;

· Provide the necessary transportation requirements for both the dry run/simulation and actual tour;

· Ensure compliance with applicable driver, vehicle, safety, security, accreditation, and other requirements prescribed for ASEAN hosting;

· Manage routing, dispatch, scheduling, and timing to ensure efficient and timely movement of participants;

· Coordinate participant pick-up and return arrangements at the designated official hotel;

· Ensure that vehicles are available and properly positioned according to the approved movement plan;

· Provide contingency transportation arrangements, as may be necessary;

· Closely coordinate with the ASEAN National Organizing Committee (ASEAN NOC), Department of Tourism (DOT/DOT-NCR), and Department of Energy (DOE) on transportation, routing, dispatch, security, protocol, and other operational requirements relevant to the conduct of the hosted tour; and

· Comply with transportation, driver, vehicle, security, and other applicable requirements prescribed by the ASEAN NOC, DOT, DOE, and other concerned authorities.

 

B. Professional Tour Guiding and On-Ground Coordination

· Deploy qualified DOT-accredited English-speaking tour guides knowledgeable in Philippine history, arts, culture, heritage, natural history, and tourism products;

· Preferentially deploy, where available and applicable, tour guides who have undergone relevant technical training and skills development activities in preparation for ASEAN hosting;

· Provide sufficient professional tour coordinators to manage participant movement, timekeeping, operational requirements, and other participant needs;

· Coordinate among tour guides, coordinators, DOT-NCR, DOE, ASEAN NOC, site representatives, establishments, security personnel, and other concerned stakeholders;

· Brief all assigned tour guides and coordinators on the approved itinerary, participant profile, protocol requirements, safety and security considerations, contingency arrangements, and other operational requirements; and

· Ensure adherence to appropriate ASEAN protocol, professionalism, service excellence, and delegate-handling standards.

 

C. Meals and Drinks / Curated Food Experience

· Arrange and provide lunch and appropriate drinks for eighty (80) participants;

· Provide a curated Filipino dining experience appropriate to the profile of ASEAN delegates and participants;

· Coordinate with the approved dining establishment to ensure food quality, food safety, timely service, and appropriate service standards;

· Consider and accommodate dietary restrictions and other reasonable dietary requirements communicated prior to the activity;

· Coordinate participant seating and meal service to ensure efficient implementation within the approved tour schedule; and

· Provide necessary food and beverage requirements for authorized operational, security, and support personnel, as may be required and within the approved scope.

 

D. Tour Requirements, Tour Kits, Site Arrangements and Weather Contingency

· Coordinate access and tour arrangements with the National Museum of Fine Arts and National Museum of Natural History;

· Coordinate with other sites and establishments included in the final approved tour program;

· Provide appropriate tour kits and essential materials for all participants;

· Provide bottled water and other basic tour necessities;

· Provide appropriate participant identification and/or customized tour materials, as may be required;

· Coordinate assembly areas, group movement, photo opportunities, and other site-specific arrangements;

· Coordinate entrance, access, reservation, and related requirements, where applicable;

· Ensure compliance with visitor, security, access, and operational protocols of participating institutions and

establishments;

· Provide sufficient umbrellas and/or appropriate rain-protection equipment for participants for immediate deployment in case of inclement weather, particularly during embarkation, disembarkation, site transfers, and other outdoor movements; and

· Ensure that weather contingency materials are readily accessible and properly positioned during the actual tour.

 

E. Safety, Security and Protocol

· Implement appropriate safety and risk-management measures during tour operations;

· Coordinate with the ASEAN NOC, DOT/DOT-NCR, DOE, participating institutions, establishments, security authorities, and other concerned agencies regarding safety, security, access, and protocol requirements;

· Comply with applicable ASEAN protocol, security, and access requirements;

· Assist in ensuring the safe, comfortable, and orderly movement of participants throughout the activity;

· Coordinate arrangements for authorized security officers and other support personnel, as may be required;

· Ensure that all assigned tour personnel are properly briefed on applicable emergency, safety, security, and evacuation procedures;

· Assist participants requiring reasonable support during tour movements, as may be necessary; and

· Immediately coordinate with DOT-NCR, DOE, ASEAN NOC, and other concerned authorities in the event of emergencies, security concerns, or other incidents affecting tour operations.

 

F. Administrative, Logistics, Inter-Agency Coordination and Operational Support

· Maintain close and continuous coordination with the ASEAN National Organizing Committee (ASEAN NOC), Department of Tourism (DOT/DOT-NCR), and Department of Energy (DOE) throughout the planning, preparation, dry run/simulation, actual implementation, and completion of the hosted tour;

· Attend coordination meetings, briefings, technical meetings, and other preparatory activities convened by the ASEAN NOC, DOT/DOT-NCR, DOE, or other concerned agencies, as may be required;

· Coordinate and comply with applicable protocol, security, transportation, accreditation, access, and operational requirements prescribed by the ASEAN NOC, DOT, DOE, and other concerned authorities;

· Coordinate with participating cultural institutions, tourism establishments, transport providers, security personnel, tour guides, and other stakeholders to ensure that all components of the approved tour program are properly arranged;

· Participate in and provide the necessary logistical and operational requirements for the conduct of the dry run/simulation prior to the actual tour;

· Prepare and implement appropriate tour operational arrangements covering routing, dispatch, participant movement, timekeeping, site access, meal arrangements, contingency measures, and other logistical requirements;

· Facilitate permits, clearances, access arrangements, and other operational requirements, where applicable;

· Provide necessary logistical arrangements for authorized security officers and other support personnel;

· Immediately communicate to DOT-NCR and DOE any issue, change, delay, or circumstance that may affect the approved tour program and undertake the necessary corrective or contingency measures upon coordination with concerned agencies; and

· Undertake other incidental administrative, logistical, and operational requirements directly necessary for the successful implementation of the hosted tour and within the approved scope and budget.

 

G. Documentation, Reporting and Evaluation

· Provide attendance and/or participant records, as may be required;

· Document the conduct of the activity;

· Submit a tour completion or accomplishment report;

· Provide proof of services rendered and other supporting documentation necessary for payment processing;

· Provide post-tour summaries, feedback, or evaluation results, as may be required by DOT-NCR and/or DOE;

· Submit documentation demonstrating compliance with the approved scope of services; and

· Comply with other documentation requirements under applicable government accounting and auditing procedures.

 

 

 

 

 

 

H. Contingency Readiness and Operational Flexibility

Given the nature of ASEAN ministerial meetings and the possibility of changes arising from official schedules and external conditions, the Service Provider shall maintain sufficient operational flexibility and contingency readiness to respond to:

· Changes in the official AMEM schedule;

· Protocol and security requirements;

· Weather conditions and inclement weather, including the provision and deployment of umbrellas and other appropriate rain-protection measures;

· Traffic and mobility conditions;

· Site availability or operational restrictions;

· Changes in participant movement or official arrangements; and

· Other circumstances affecting the safe and efficient conduct of the activity.

 

The Service Provider shall anticipate reasonably foreseeable weather-related requirements and ensure that contingency materials, including sufficient umbrellas, are readily available and deployable during the actual tour to facilitate the safe, comfortable, and orderly movement of participants between transportation units, tour sites, dining establishments, and other activity areas.

 

Any operational adjustment shall be undertaken upon appropriate coordination with DOT-NCR and DOE and, where applicable, the ASEAN NOC and other concerned authorities. The Service Provider shall implement necessary alternative or contingency arrangements within the approved project scope, specifications, and ABC. Reasonably foreseeable weather-related contingency requirements included within the approved scope shall not result in additional costs beyond the approved contract price.

 

 

INDICATIVE TOUR PROGRAM

 

TIME ACTIVITY

8:00 AM Assembly at Conrad Manila, Pasay City

8:30 AM Departure from Conrad Manila

8:30–8:45 AM Travel to National Museum of Fine Arts

8:45–9:00 AM Meeting with Museum Tour Guides / Assembly at Spoliarium / Photo Opportunity

9:00–10:30 AM National Museum of Fine Arts Tour – Old Session Hall of the Senate; Luna and Hidalgo Gallery; Philam Foundation Gallery – Wood Carvings; Art Deco

10:30–10:45 AM Transfer to National Museum of Natural History

10:45–11:00 AM Meeting with Museum Tour Guides / Assembly and Photo Opportunity at the Tree of Life

11:00 AM–12:00

NN National Museum of Natural History Tour – Philippine Biodiversity; Minerals and Energy Resources

12:00–12:15 PM Travel to Intramuros

12:15–2:00 PM Filipino Lunch / Curated Dining Experience

2:00–2:30 PM Return to Conrad Manila

 

The foregoing itinerary shall serve as the indicative program and may be adjusted in coordination with the ASEAN NOC, DOT/DOT-NCR, DOE, concerned cultural institutions, establishments, security authorities, and other relevant stakeholders based on the official AMEM schedule, protocol and security requirements, traffic and weather conditions, site availability, and other operational considerations.

 

 

 

 

 

 

 

 

OBJECTIVES

The project generally aims to ensure the efficient, timely, safe, and professional delivery of the Metro Manila Hosted Tour for the ASEAN Ministers on Energy Meeting (AMEM) through the procurement of qualified and DOT-accredited Travel and Tour Operator services.

Specifically, the project aims to:

· Provide eighty (80) AMEM participants with a curated and professionally managed Metro Manila hosted-tour experience that complements the official meeting program;

· Showcase Philippine arts, history, natural heritage, culture, and gastronomy through selected attractions and experiences within the City of Manila;

· Provide participants with a cohesive tourism experience highlighting significant cultural institutions and heritage destinations;

· Ensure seamless tour implementation through appropriate transportation, professional tour guiding and coordination, meals and drinks, tour requirements and kits, logistical support, weather contingency measures, and other necessary operational services;

· Ensure effective and continuous coordination among the ASEAN NOC, DOT/DOT-NCR, DOE, Service Provider, participating cultural institutions, establishments, security authorities, and other concerned stakeholders;

· Ensure that the hosted tour meets appropriate standards for safety, security, protocol, professionalism, service quality, and delegate experience;

· Support the Philippines' ASEAN 2026 hosting responsibilities through the reliable delivery of tourism-related hosting components;

· Promote Metro Manila as the country's national capital and primary international gateway by presenting its cultural, heritage, gastronomic, and urban tourism offerings; and

· Ensure transparency, accountability, value for money, and compliance with applicable government procurement, budgeting, accounting, and auditing requirements.

LEGAL BASIS

The implementation of the Metro Manila Hosted Tour for the ASEAN Ministers on Energy Meeting (AMEM), including the procurement of the necessary Travel and Tour Operator services, shall be anchored on the following legal, policy, and institutional frameworks:

1. Republic Act No. 9593

“An Act Declaring a National Policy for Tourism as an Engine of Investment, Employment, Growth and National Development, and Strengthening the Department of Tourism and Its Attached Agencies” (Tourism Act of 2009)

Republic Act No. 9593 mandates the Department of Tourism (DOT) to develop, promote, and coordinate tourism programs and activities, and to represent the Philippines in international tourism cooperation and regional initiatives. Under this law, the DOT is authorized to coordinate with government agencies, local government units, and the private sector in the implementation of tourism programs and international hosting activities. The procurement of Travel and Tour Operator services for ASEAN 2026 hosted tours falls within the DOT’s mandate to promote Philippine destinations and ensure the effective delivery of tourism-related components of international engagements.

2. National Tourism Development Plan (NTDP) 2023–2028

The National Tourism Development Plan (NTDP) 2023–2028 serves as the country’s medium-term tourism development framework and prioritizes urban tourism, culture and heritage tourism, creative industries, gastronomy, and the strategic use of international events for tourism promotion. The procurement and implementation of Metro Manila hosted tours directly support these priorities by translating national tourism strategies into curated experiences for high-level international delegates and stakeholders.

3. ASEAN Chairship and ASEAN National Organizing Committee (ASEAN NOC) Framework

As ASEAN Chair for 2026, the Philippines is guided by the ASEAN National Organizing Committee (ASEAN NOC) framework, which adopts a whole-of-government approach to hosting ASEAN meetings and related activities. Under this framework, the Department of Tourism serves as Chair of the Tourism, Hospitality, Tours, Social Events and Site Enhancement (THTSESE) Committee, with responsibility over tourism-facing components such as hosted tours, receptions, and delegate experience. The procurement of Travel and Tour Operator services by DOT-NCR operationalizes this national-level mandate at the regional level.

4. Republic Act No. 12009 – New Government Procurement Act and its Implementing Rules and Regulations

The procurement of the necessary goods and services for the activity shall be undertaken pursuant to Republic Act No. 12009, otherwise known as the New Government Procurement Act, and its Implementing Rules and Regulations, together with applicable procurement policies and issuances of the Government Procurement Policy Board.

RA No. 12009 took effect on 13 August 2024, while its Implementing Rules and Regulations took effect on 25 February 2025. Section 35 of the Act and its IRR provides the legal framework under which the GPPB may establish an additional type of Negotiated Procurement subject to prescribed conditions.

5. GPPB Resolution No. 01-2026 – Negotiated Procurement for International Events, Conferences, Summits or Activities Hosted by the Philippine Government

GPPB Resolution No. 01-2026, dated 07 January 2026, approved the adoption of a Negotiated Mode of Procurement for International Events, Conferences, Summits or Activities Hosted by the Philippine Government, pursuant to Section 35 of RA No. 12009 and its IRR.

The Resolution recognizes the distinct requirements of government-hosted international activities, where particular consideration must be given to international obligations, diplomatic protocols, the dignity and prestige of the occasion, and the safety and security of participants.

The approved mode covers, among others, the procurement of critical goods and services such as transportation services and other similar goods and services necessary to ensure safety and security and adherence to international obligations and diplomatic protocols. Procuring Entities availing themselves of this mode remain bound by the procurement principles under Section 3 of RA No. 12009, including value for money, efficiency, and accountability.

Accordingly, the procurement of Travel and Tour Operator services for the AMEM Metro Manila Hosted Tour may be undertaken under the applicable procurement modality, subject to the determination and approval of the Procuring Entity and compliance with the conditions and procedures prescribed under GPPB Resolution No. 01-2026, RA No. 12009, its IRR, and other applicable issuances.

The Procuring Entity shall likewise comply with the minimum procedures prescribed under the Resolution, including preparation of the appropriate Request for Quotation (RFQ) or pro-forma invoice, simplified negotiations, determination of the supplier's technical, legal, and financial capability, and ensuring the most advantageous price and contract while taking into consideration hosting requirements for safety, security, international obligations, and diplomatic protocol.

6. Government Budgeting, Accounting, and Auditing Rules and Regulations

The implementation of the project, including the utilization and disbursement of funds, shall comply with existing government budgeting, accounting, and auditing rules and regulations, ensuring proper financial management, documentation, and accountability.

GENDER AND DEVELOPMENT OBJECTIVES

In line with the Government's commitment to gender equality and inclusive development, the implementation of the Metro Manila Hosted Tour for AMEM shall integrate Gender and Development (GAD) principles in both planning and execution.

Specifically, the project shall:

· Promote equal opportunities for women and men in the delivery of tourism services, including the engagement of qualified tour guides, coordinators, drivers, and support personnel based on competence and professionalism;

· Ensure gender-sensitive service delivery, including respectful communication and safe and secure transport and tour arrangements;

· Consider the diverse needs of participants regardless of gender;

· Encourage the participation of establishments and service providers that uphold gender-responsive and non-discriminatory practices;

· Require the Service Provider to comply with applicable policies and guidelines on gender equality, safe workplaces, and non-discrimination; and

· Contribute to inclusive and people-centered tourism development through a safe, accessible, and respectful delegate experience.

BUDGETARY REQUIREMENTS

The implementation of the Metro Manila Hosted Tour for the ASEAN Ministers on Energy Meeting (AMEM) shall require a total estimated budgetary allocation not exceeding Five Hundred Eighty-Five Thousand Pesos (₱585,000.00) for eighty (80) participants.

The proposed budget shall cover the procurement of Travel and Tour Operator services necessary for the conduct of the hosted tour, inclusive of transportation, professional tour guiding and coordination, meals and drinks, tour requirements and kits, weather arrangements, site arrangements, administrative and logistical support, dry run/simulation requirements, security-related operational arrangements, inter-agency coordination, and other incidental requirements directly necessary for the effective implementation of the activity.

For planning and procurement purposes, the following indicative cost allocation shall serve as basis:

COST COMPONENT INDICATIVE AMOUNT

Transportation Php 115,000.00

Professional Tour Guides and Coordinators Php 85,000.00

Meals and Drinks / Curated Food Experience Php 265,000.00

Tour Requirements, Tour Kits, Site Arrangements and Weather Contingency Materials Php 50,000.00

Administrative, Logistics and Operational Requirements Php 70,000.00

TOTAL PROJECT COST / ABC Php 585,000.00

The foregoing cost estimates are based on prevailing market rates and indicative costings for the specific operational requirements of the activity and are inclusive of applicable taxes, fees, and charges. The total contract price shall in no case exceed the approved budget ceiling of Five Hundred Eighty-Five Thousand Pesos (₱585,000.00).

MINIMUM REQUIRED QUALIFICATIONS OF THE SERVICE PROVIDER

· Must be DOT-accredited Travel and Tour Operator;

· Must be legally registered and operating for at least three (3) years;

· Must have prior experience in handling or implementing tourism-related services for high-level government, diplomatic, ministerial, or international events, including but not limited to ASEAN-related activities, international conferences, summits, official state visits, or large-scale official events;

· Must have access to DOT-accredited transport units and tour guides; and

· Must be PhilGEPS-registered

The service provider shall be engaged for a period of three (3) months reckoned from the issuance of the Notice to Proceed (NTP) or commencement of the undertaking according to the date as indicated in the NTP.

The Approved Budget for the Contract (ABC) for the Consultancy Services is Five Hundred Eighty-Five Thousand Pesos (₱585,000.00) inclusive of all applicable taxes and fees; remuneration/professional fee, bank charges, and all incidental expenses such as printing of reports/deliverables, transportation/fuel, communications, etc.

 

Any extension of the period of engagement, as approved by the HoPE or the assigned Official authorized to represent the RD, shall not involve any additional cost to the Government.

a. DOT does fund transfers through the Landbank of the Philippines (LBP). If the supplier does not have a Landbank account, fund transfers may still be done but bank charges to be borne by the supplier.

b. Must have cancellation, rebooking, transferable or refundable policies without any additional cost to the government, Philippine Government or concerned Local Government Units.

The proposed payment scheme for the campaign will be billed upon completion of the tour. In the completed tour, the service provider will be required to submit (1) an accomplishment report with photo documentation; (2) attendance sheet; and (3.) Statement of Account (SOA), subject to the usual standard government accounting and auditing requirements.

 

DELIVERABLE PAYMENT

Completion of tours and submission of the required post-tour

report/deliverables and issuance of certificate of project

completion for the tour. 100%

APPROVED BUDGET FOR THE CONTRACT

The Approved Budget for the Contract (ABC) is Five Hundred Eighty-Five Thousand Pesos (₱585,000.00) inclusive of service change and all applicable taxes, fees and other logistical expenses. Cost of items in bid should be broken down. The winning bid shall be determined based on the Single/Lowest Calculated Responsive Quotation (S/LCRQ), provided that the amount of bid does not exceed the above-mentioned ABC.

Contact Persons:
 MR. MARVIN N. MALACAMAN - mnmalacaman@tourism.gov.ph
Please quote your lowest price for the above requirements and submit your quotation
along with documentary requirements VIA PERSONAL SERVICE AND/ OR COURIER in three (3) 
original sets IN A SEALED ENVELOPE to this office address:
DOT NCR BAC SECRETARIAT
Mr. Lawrence J. Alcantara – Head, NCR BAC Secretariat
 30th Floor Robinsons Summit Center, Ayala Ave., Makati City

Note: Deadline of submission is on September 28, 2026 at 10:00am