Polytechnic University of the Philippines

Invitation to Submit Proposals or Quotations for Graduation Related- Academic Gown/Toga Rental Services

03/25/2025 Information Broadcast

Invitation to Submit Proposals or Quotations for Academic Gown/Toga Services relative to the Senior High School Graduation, Year-End Commencement Exercises AY 2024-2025 and Mid-Year Commencement Exercises AY 2025-2026 in PUP Main and other Campuses

The Polytechnic University of the Philippines (PUP), represented by its Resource Generation Office (RGO), cordially invites interested suppliers/providers to submit proposals or quotations for the products and services required for the Year-end and Mid-Year Commencement Exercises across PUP Main, its various campuses.

poster Anticipating an attendance of over 25,000 students from Bachelor’s, Master’s, Doctorate levels, and Senior High School, the ceremonies are scheduled for September 2025 and April 2026.

We require a reputable service provider to supply high-quality graduation regalia/togas, including but not limited to gowns, caps, hoods, and stoles, for our graduates, faculty, and dignitaries. The services should include:

Rental of Regalia/Togas:
- Bachelor’s, Master’s, and Doctoral gowns
- Caps and mortarboards
- Hoods and stoles for various academic disciplines
Fitting and Sizing Services:
- On-site fitting sessions for graduates
- Custom sizing options if needed
Delivery and Collection:
- Timely delivery of regalia to the designated venue
- Post-ceremony collection and return process
Additional Services:
- Provision of garment bags
- Emergency support on the day of the event for any last-minute adjustments

Please include clear copy of the following documentary requirements:

Business Permit;
DTI Registration Certificate for sole proprietorship, SEC Registration for partnership and corporation, or Certificate of Registration (COR) for cooperatives Location map of the business establishment;
Tax Clearance/ BIR Registration Certificate;
Two (2) valid government-issued ID of the registered business owner/s;
Notarized sworn statement that the service provider is not blacklisted or barred from any transaction with the government or any of its agencies, offices, corporations, or Local Government Units (LGUs);
Latest audited financial statement; and
Other pertinent detailed proposal/documents relative to operation including the following information:
1. Company/Business Profile:
  - Background and experience in providing graduation regalia/toga rental services
  - References from previous clients
2. Service Offering and Specifications:
  - Detailed description of the regalia/togas provided
  - Size range and customization options
3. Pricing:
  - Itemized pricing for each type of regalia/toga
  - Any additional costs (e.g., fitting sessions, delivery charges)
4. Payment terms and conditions
  - Delivery and Collection Plan:
  - Proposed timeline for fitting sessions, delivery, and collection
  - Logistics and handling procedures
5. Customer Support:
  - Contact details for the service team
  - Emergency contact information for the day of the event
6. Sustainability Practices:
  - Any eco-friendly practices in the production, rental, and cleaning

Outlined below are the specifications and terms of reference for the products/services offering:

Rental Agreement
1. The Academic Gown/Toga available for rent include gowns, caps, hoods, stoles, and other related accessories
  - Complete set (gown, cap with tassel, hood); color black for the gown; hood is color black for the body with satin cloth for the bar; color of hood bar and tassel depends on the course/academic program; no hood for diploma courses
  - Complete set (gown and cap with tassel); color white for gown, cap and tassel Size of gown and cap depends on actual measurement of individual.
2. The rental period begins on the date the academic gown/toga is delivered to the students (at least three days before the date of graduation) and ends on the date the academic gown/toga is returned to the Service Provider.
3. The rented academic gown/toga is for personal use during the graduation ceremony and related events only. The student shall not sublet or allow the use of the academic gown/toga by any other party.
Ordering and Payment
1. Orders must be placed through direct contact with the service providers team at the scheduled date by the RGO.
2. Full payment must be made at the time of order placement unless otherwise agreed in writing.
3. Chosen service providers must collect payment from students and record their names and courses/programs on the registration sheet provided by RGO.
4. The chosen service providers should furnish proof of payment to each student availing of the graduation rites photo and toga rental services.
5. The chosen service providers are required to provide the University, through the RGO, a copy of the student’s proof of payment.
6. Prices for rental items are as listed on our website or provided in the quotation.
Delivery and Return
1. The chosen service provider will deliver the academic gown/toga to the designated place and schedule provided by the RGO.
2. The student must return the academic gown/toga by the agreed return date. Late returns may incur additional charges.
3. Toga rental deposit to be refunded to students upon return of toga one or two days after graduation rites.
4. Academic Gown/Toga must be returned in good condition. The student/dignitaries is responsible for any damage beyond normal wear and tear.
Fitting and Adjustments
1. Fitting sessions may be provided as part of the rental service. Details of fitting sessions will be arranged at the time of order.
2. Minor adjustments may be made to ensure proper fit. Any major alterations are prohibited.
Cancellation and Refunds
1. Orders may be canceled up to two days before the delivery date for a full refund.
2. Cancellations made after this period may incur a cancellation fee.
3. Refunds will be processed within seven (7) business days of order cancellation.
4. Refunds will be issued to the original method of payment.
Liability and Indemnity
1. The chosen service provider is not liable for any injury, loss, or damage arising from the use of the rented academic gown/toga.
2. The student/dignitaries agree to indemnify and hold the service provider harmless from any claims, damages, or expenses arising from the student's use of the academic gown/toga.
Others
1. Students are not required to rent their academic gown/ toga from the service provider selected by the University; they are free to choose their toga provider but subject to aforesaid toga specifications.
2. Schedule and venue of academic gown/toga distribution to graduating students, as well as the registration for availment of graduation rites photos, shall be determined and announced by the University through the RGO.
3. Availing of these University-provided graduation-related services is voluntary; students may or may not opt for the graduation academic gown/toga rental services.

Submission Guidelines:

All Proposals/Letter of Intent, Quotations, and Portfolios must be sealed separately and submitted on or before 30 April 2025 to:

Resource Generation Office (RGO)
2nd Floor, Dome, Main Building, PUP Mabini Campus, Anonas St., Sta. Mesa, Manila

For further inquiries, you may contact the Resource Generation Office (RGO) at:
5335-1787 / 5335-1777 loc. 350 or 5335-1785 (Direct Line)
Email: rgo@pup.edu.ph