Announcements and Advisories

Invitation to Submit Proposals or Quotations for Graduation Photo Services

11/23/2023 Bulletin Board

Invitation to Submit Proposals or Quotations for Portrait, Graduation Rites, and TOR Photo Services relative to the Senior High School Graduation, Year-End and Mid-Year Commencement Exercises in PUP Main and other Branches and Campuses for the Academic Year 2023-2024

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 branches, campuses, and Senior High School.

Anticipating an attendance of over 25,000 students spanning Bachelor, Masters, Doctorate levels, and Senior High School, the ceremonies are scheduled for April and October 2023.

All Proposal/Letter of Intent, Quotation, and Portfolio 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.

Please include clear photocopy of the following documentary requirements:

• Company/Business Profile;
• 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 documents relative to operation such as:
  • Portfolio
  • Customer Service Report
  • Equipment and Resources Report
  • References and Reviews from previous/current clients
  • Clear breakdown of services offered and associated fees
  • Liability insurance coverage

To seek further information, kindly contact the RGO at 5335-1787/5335-1777 loc. 350 or 5335-1785 (direct line).

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

A. Graduation Portrait Photo

• One (1) piece of 8x10 Toga Print and Four (4) pieces of Wallet Size Toga Print.

B. Photo for Transcript of Records (TOR) (Mandatory) - Undergraduate and Graduate Courses

• The photograph should be colored, consisting of 2 pieces, sized at 2 inches x 2 inches (51 mm x 51 mm).
• The photo-print should exhibit clarity and a continuous-tone quality.It should display a full face with a front view (proper head size and position, centered head within the frame, no hair in front of the hood for females).
• The background must be plain, devoid of distracting shadows on the face or the background.
• In JPEG (.jpg) file format
• Sized at 600x600 pixels
• The photograph must be high quality (No Visible Dot Pattern, Properly Focused, Non-Discernible Pixels).
• Each photograph should have an individual filename (e.g., cabacis_mylin.jpg).
• Soft/Digital copies of the photographs should be saved on DVDs, with 2 copies.
• Printed copies of the photographs must be delivered to RGO as per the college/course requirements.

C. Photo Services for Graduation Rites (Receiving of Dummy Diploma/Hooding for Masters and Doctorate Levels)

• Two (2) pieces of 5 inches x 7 inches colored pictures with a footer caption, printed on glossy paper.
• A Transaction List should be submitted to the RGO within a day after the scheduled photoshoot for the Main Campus and the following day for Branches and Campuses.
• Pictures in both hard and soft copies should be delivered to RGO, sorted by college/course/program, within fifteen (15) working days after the graduation rites.
• Students may or may not choose to utilize this service.
• For Senior High School – apart from the graduation rites photo, a class picture (2 pieces of 5x7 colored images with a footer caption) for Grade 11 and Grade 12 levels is required.

D. Others

• Chosen service providers must collect payment from students and record their names and courses/programs on the registration sheet provided by RGO.
• The chosen service providers should furnish proof of payment to each student availing of the graduation rites photo and toga rental services.
• Additionally, the chosen service providers are required to provide the University, through the RGO, a copy of the student’s proof of payment.
• Availing of these University-provided graduation-related services is voluntary; students may or may not opt for the graduation rites photos.