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TPB-RFQ 2026-09-263 Service Provider for the Hong Kong Association of Travel Agents (HATA) 50th Overseas Convention
AI Summary
The Hong Kong Association of Travel Agents (HATA) is seeking a qualified service provider to supply food and beverage facilities for its 50th overseas convention, which will include an international dinner reception on 10 October 2026. The catering service must accommodate up to 120 guests in a buffet banquet setup, presenting a variety of Filipino dishes that adhere to the event’s international guest profile as approved by the Tourism Promotions Board (TPB). In addition to the full course menu—comprising at least three main courses, optional salad or appetizer, soup, dessert, and a single round of beverages—the provider must also be able to meet a wide range of dietary requirements, including vegan, vegetarian, halal‑friendly, pescetarian, diabetic, gluten‑free, low‑sodium, and allergy‑specific alternatives, with arrangements arranged prior to the event.
The service provider is required to furnish all necessary dining infrastructure, including properly dressed buffet tables, set dining tables and chairs, and proportionate centerpieces accompanied by printed menus and event programs. Professional, uniformed banquet personnel, dedicated VIP wait staff, and a designated event account manager must be available to ensure seamless coordination with the TPB. All food must be fresh, appropriately prepared and presented, stored and served at correct temperatures—ready at least thirty minutes before service—and must meet all applicable food safety and sanitation standards. The provider will also conduct a tasting and mock‑up of the dining layout for TPB representatives before the event.
The request formalises compliance with technical specifications, legal registrations, and corporate documentation, including a company profile, SEC/DTI/CDA registration if new, a signed Statement of Compliance, PhilGEPS registration, business permits, and tax returns, with all submissions typewritten on company letterhead. All technical and safety requirements must be met as stated.
Description
FOOD AND BEVERAGES
a) Must be able to provide F&B services for up to 120 guests in a buffet banquet set-up for the international dinner reception on 10 October 2026.
b) Must provide at least three (3) main course/entrée selections, together with salad/appetizer, soup, dessert, and one (1) round of beverages.
c) The menu must feature Filipino cuisine appropriate to the profile of the international guests, subject to TPB approval.
d) Must accommodate dietary requirements and restrictions, including vegan, vegetarian, halal-friendly, pescetarian, diabetic, gluten-free, low-sodium, and food allergy-related requirements, with appropriate alternative meals as necessary, and upon prior advice from the TPB.
e) Tables and Dining Setup: Must provide dressed buffet tables, properly set dining tables and chairs, appropriate centerpieces, and printed menus and event programs, as applicable. Centerpieces must be proportionate to the table size and configuration, and must not obstruct guests’ views or interaction.
f) Service Personnel: Must provide sufficient uniformed, professional, and well-trained banquet personnel, including dedicated wait staff for VIP tables, as required, and a designated Event Sales/Events Representative or Account Manager to coordinate with the TPB and attend to event requirements.
g) Food Quality: All F&B must be fresh, properly prepared, presented, stored, handled, and served at appropriate temperature, with food ready to be served at least 30 minutes before the scheduled serving time
h) Food Safety: F&B must comply with all applicable food safety and sanitation standards.
i) Food Tasting: Must conduct food sampling/tasting and a mock-up of the table setup prior to the event for up to three (3) TPB and/or authorized event representatives, as scheduled and coordinated with the TPB.
OTHER DINNER REQUIREMENTS
• Pre-event Coordination
• On-site Event Management
• Dinner Entertainment
• Dinner Venue
NOTE: Attached is the Statement of Compliance with the Technical Specifications for complete details of the requirements.
TECHNICAL REQUIREMENTS:
1. Company Profile, if new bidder
2. SEC/DTI/CDA Registration, as applicable
(8yrs in operation)
3. Signed Statement of Compliance
LEGAL REQUIREMENTS:
1. PhilGEPS Registration Certificate
2. Business/Mayor’s Permit
3. Latest Income/Business Tax Return
4. Notarized NGPA Omnibus Sworn Statement
ATTACHMENTS:
1. Statement of Compliance – Annex A
2. Technical Specifications – Annex B
3. NGPA Omnibus Sworn Statement – Annex C
NOTE:
1. All entries must be typewritten on your company letterhead.
2. Price validity shall be for a period of thirty (30) calendar days.
Terms Thirty (30) working days from the receipt of the invoice/billing.
ABC The Approved Budget for the Contract (ABC) is PhP659,000.00, inclusive of all applicable taxes
Line Items
Item No. : 1
Product/Service Name : HATA 50TH OVERSEAS CONVENTION
Description : SERVICE PROVIDER
Quantity : 1
UOM : Lot
Budget (PHP) : 659,000.00
Reference Number: 13245259
Trade Agreement: Implementing Rules and Regulations
Procurement Mode: Negotiated Procurement - Small Value Procurement (Sec. 34)
Classification: Goods
Category: Services
Bid Supplements: 0
Document Request List: 1