Polytechnic University of the Philippines

Invitation to Submit Proposals/Quotation for Accreditation: Graduation Related-Academic Regalia /Toga Rental Services

03/09/2026 Information Broadcast

The Polytechnic University of the Philippines (PUP), through the Resource Generation Office (RGO), invites interested and qualified providers to submit proposals or quotations for accreditation as an Official Academic Gown / Regalia / Toga Rental Service Provider for the PUP Commencement Exercises Academic Years 2025-2026 to 2028-2029 in PUP Mabini Campus and other Campuses.

The selected provider shall supply high-quality academic gowns, regalia, and related accessories, ensuring that graduating students, faculty members, and university officials are properly equipped during official academic ceremonies.

Please include clear copies of the following documents:

A. Legal and Business Requirements

Valid Business Permit
DTI Registration Certificate (for sole proprietorship), or
SEC Registration Certificate (for partnership or corporation), or
Cooperative Development Authority (CDA) Certificate of Registration (if applicable)
BIR Certificate of Registration (Form 2303) and Tax Clearance
Location Map of the Business Establishment and Warehouse/Distribution Facility
Two (2) valid government-issued IDs of the Business Owner or Authorized Representative

B. Operational and Service Compliance Requirements

Description of gown/regalia inventory and available sizes
Description of cleaning, sanitation, and maintenance procedures for academic gowns
Photos of gown samples, storage facility, and inventory system
Description of distribution and retrieval process for students during ceremonies
Description of fitting and sizing procedures
Availability of on-site support staff during graduation ceremonies

C. Financial and Capability Requirements

Latest Audited Financial Statement (signed by a Certified Public Accountant)
Bank Certification attesting financial standing
List of major clients (preferably institutional, commercial, or government clients)
Notarized Sworn Statement that the provider is not blacklisted or barred from any transaction with the government or any of its agencies, offices, corporations, or Local Government Units (LGUs)

D. Detailed Company Proposal

Company Profile
Background of the company, years of experience in providing academic gown or regalia rental services, organizational structure, and operational capacity.
Inventory and Service Capability
Description of available academic gowns, regalia, caps (mortarboards), tassels, hoods, and related accessories, including quantity, sizing options, and readiness for large-scale academic ceremonies.
Service Offering and Operational Plan
Description of the distribution system, fitting schedules, collection procedures, and on-site support during commencement exercises or university events.
Pricing Proposal
Detailed rental rates for academic gowns, regalia sets, and accessories, including package options, additional service charges (if any), and validity period of the quotation.
Quality Assurance and Maintenance Practices
Description of cleaning, maintenance, repair, and replacement procedures to ensure gowns remain in excellent condition.
Customer Support and Coordination
Designated contact persons, customer service arrangements, and coordination procedures with the University for scheduling, logistics, and event requirements.

Terms of Reference for Graduation Related Regalia/Toga Rental Services

These Terms of Reference outline the requirements and responsibilities of the accredited provider in supplying academic gowns and regalia for PUP graduation ceremonies and official academic events.

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.
Cancellation and Termination
1. Either party may terminate the agreement with a thirty (30) days’ written notice.
2. PUP reserves the right to terminate the agreement immediately in case of failure to deliver agreed services or breach of contractual obligations.
Liability and Indemnity
1. The Provider shall be responsible for any service failure that affects the conduct of university ceremonies.
2. The Provider agrees to indemnify and hold the Polytechnic University of the Philippines harmless from any claims, damages, or liabilities arising from the provision of services.

Submission Guidelines

All Proposals/Letter of Intent, Quotations, and Portfolios must be sealed separately and submitted on or before 05 April 2026 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