06/03/2024 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 2023-2024 and Mid-Year Commencement Exercises AY 2024-2025 across PUP System
The Polytechnic University of the Philippines (PUP), represented by the 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 the PUP System.
Anticipating an attendance of over 25,000 students from Bachelor’s, Master’s, Doctorate levels, and Senior High School, the ceremonies are scheduled for October 2024 and April 2025.
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:
Please submit a clear copy of the following documentary requirements:
Outlined below are the specifications and terms of reference for the products/services offering:
1. Rental Agreement
1.1. The Academic Gown/Toga available for rent include gowns, caps, hoods, stoles, and other related accessories
1.2. 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.
1.3. 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.
2. Ordering and Payment
2.1. Orders must be placed through direct contact with the service providing team at the scheduled date by the RGO.
2.2. Full payment must be made at the time of order placement unless otherwise agreed in writing.
2.3. Chosen service providers must collect payment from students and record their names and courses/programs on the registration sheet provided by RGO.
2.4. The chosen service providers should furnish proof of payment to each student availing of the graduation rites photo and toga rental services.
2.5. The chosen service providers are required to provide the University, through the RGO, a copy of the student’s proof of payment.
2.6. Prices for rental items are as listed on our website or provided in the quotation.
3. Delivery and Return
3.1 The chosen service provider will deliver the academic gown/toga to the designated place and schedule provided by the RGO.
3.2 The student must return the academic gown/toga on the agreed return date. Late returns may incur additional charges.
3.3 Toga rental deposit to be refunded to students upon return of toga one or two days after graduation rites.
3.4 Academic Gown/Toga must be returned in good condition. The student/dignitaries is responsible for any damage beyond normal wear and tear.
4. Fitting and Adjustments
4.1 Fitting sessions may be provided as part of the rental service. Details of fitting sessions will be arranged at the time of order.
4.2 Minor adjustments may be made to ensure proper fit. Any major alterations are prohibited.
5. Cancellation and Refunds
5.1. Orders may be canceled up to two days before the delivery date for a full refund.
5.2. Cancellations made after this period may incur a cancellation fee.
5.3. Refunds will be processed within seven (7) business days of order cancellation.
5.4. Refunds will be issued through the original method of payment.
6. Liability and Indemnity
6.1 The chosen service provider is not liable for any injury, loss, or damage arising from the use of the rented academic gown/toga.
6.2 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.
7. Others
7.1 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.
7.2 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.
7.3 Availing these University-provided graduation-related services is voluntary; students may or may not opt for the graduation academic gown/toga rental services.
Proposals/letter of intents, quotations, and portfolios should be sealed separately and submitted to the Resource Generation Office (RGO) located at the 2nd Floor Dome, Main Building, PUP Mabini Campus, Anonas St., Sta. Mesa, Manila.
To seek further information, kindly contact the RGO at 5335-1787/5335-1777 loc. 350 or 5335-1785 (direct line).
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