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TERMS OF REFERENCEFOR THE SELECTION OF ISO 9001:2008 CERTIFYING BODY

I. BACKGROUND

Executive Order No. 605, dated February 23, 2007, Institutionalizing the Structure, Mechanisms and Standards to Implement the Government Quality Management program, Amending for the Purpose Administrative Order No. 161, was issued to effect improvements in public sector performance recognizing the International Organization for Standardization (ISO) 9000 series which ensures consistency of products and services through quality processes.

EO 605 directs all departments and agencies of the Executive branch, including all Government-Owned and/or Controlled Corporations (GOCCs) and Government Corporations (GOCCs) and Government Financial Institutions to adopt ISO 9001:2000 Government Quality Management Systems Standards (GQMSS) as part of the implementation of a Government-wide Quality Management Program (GQMP).

Pursuant to EO 605, the Governance Commission for GOCCs in its GCG Memorandum Circular No/ 2013-02 (Re-Issued), Performance Evaluation System (PES) for the GOCC Sector, identified compliance with the Government Quality Management Systems Standards (GQMSS) as one (1) of the good governance conditions required from all GOCCs.

II. OBJECTIVE

The Poro Point Management Corporation (PPMC) intends to procure and engage the services of a Certifying Body that will conduct an assessment and audit of PPMC’s quality management system as a pre-requisite for ISO Certification on or before September 22, 2014 and periodic surveillance audits thereafter prior to renewal of the said ISO Certification.

III. SCOPE OF SERVICES

The scope of services of the engagement shall include the following:

Activity DeliverableCertification Audit (on or before September 22, 2014)

Stage 1 - one (1) dayStage 2 - two (2) days

Prepare and submit certification audit plan

Issuance of ISO 9001:2008 Certificate valid for three (3) Years

Conduct certification audit; andPrepare and submit audit report detailing observations, opportunities for improvement and any non-conformity to ISO 9001:2008 standards or on documented procedures and suggestions on how to address them within five (5) working days after the conduct of the on-site audit

Surveillance Audit for the 2nd year (Year 2015) – One (1) daySurveillance Audit for the 3rd year (Year 2016) – One (1) day

Flexibility in the project schedule shall be allowed subject to PPMC approval.

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IV. RESPONSIBILITIES OF THE CERTIFYING BODY

The Certifying Body shall have the following responsibilities:

a. Provide PPMC its company profile highlighting related projects, scope of work and implementation methodology. Curriculum vitae of the proposed certification team shall also be submitted.

b. Abide with the auditing principles, terminologies and guidelines as specified in the ISO 19011:2011 – Guidelines for Quality Management Systems Auditing.

c. In order to avoid conflict of interest, Certifying Bodies that have provided quality management system consulting services or site-specific auditor training to a particular group/unit within the agency, shall not be contracted as a Certifying Body for PPMC.

d. Include in the proposal the audit activities and a procedure for client appeals. Any dispute which may arise between PPMC and the Certifying Body shall be resolved amicably in good faith. However, PPMC shall be afforded the right to lodge appeals about the decisions of the audit team through the accreditation body. Further, the parties are not precluded from resorting to any legal remedy that may be available to them.

e. Adhere to the agreed scope of work/deliverables which were approved by PPMC.

f. Provide a full report on the operations audited consistent with the content of the approved scope of work/deliverables to the agency within five (5) working days of each initial, surveillance and re-surveillance audits unless otherwise agreed by PPMC.

g. All information reviewed and recorded by the Certifying Body audit team would be treated in the strictest confidence at all times.

V. QUALIFICATIONS OF THE CERTIFYING BODY

The Certifying Body must meet the following minimum qualifications:

a. The Certifying Body must be duly accredited by Philippine Accreditation Office, Bureau of Product Standards, Department of Trade and Industry;

b. The Certifying Body must have at least five (5) years ISO 9001 auditing experience;

c. The Certifying Body must have a good track record of certifying government agencies for quality management; and

d. Its audit teams, including surveillance, must satisfy the following:

Consist of at least two (2) auditors with actual hands-on experience on QMS who are qualified to conduct audits in the name of the Certifying Body;

At least one (1) of the team members shall have relevant public sector specific experience for all relevant ISIC codes (For PPMC, L75 Public Administration);

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No member of the audit team should have provided consultancy for PPMC prior to the audit;

At least one (1) auditor of the initial team shall participate in all audits of the three-year audit cycle;

The two (2) members shall have a minimum of three (3) years ISO 9001:2008 auditing experience;

The two (2) members must have actual hands-on experience on Government QMS Process; and

Replacement of any team shall require prior written approval from PPMC.

VI. SELECTION CRITERIA

Evaluation shall be based on the Quality-Cost Based Evaluation (QCBE) Procedure wherein the Technical Proposal together with the Financial Proposal shall be considered.

The criteria and rating system for the selection of the winning Certifying Body are as follows:

Evaluation Criteria WeightTechnical Proposal 60%Financial Proposal 40%

Total 100%

6.1 The Technical Proposal shall have the following sub-criteria:

Evaluation Criteria Weighta. Applicable Experience and Track Record of the Certifying Bodyb. Qualifications of auditors who will be assigned to the project c. Approach and Methodology

25%

25%

10%Total 60%

a. Applicable Experience and Track Record of the Certifying Body (25%)

Number of Years of Auditing Experience (ISO 9001) Equivalent Points (10%)At Least Five (5) Years 2Six (6) to Seven (7)Years 4Eight (8) to Nine (9)Years 6Nine (9) to Ten (10) Years 8More than Ten (10) Years 10

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Number of Completed Similar Projects in the Government Sector (ISO 9001)

Equivalent Points (10%)

Three (3) to Five (5) Similar projects 2Six (6) to Seven (7) Similar projects 4Eight (8) to Nine (9) Similar Projects 6Ten (10) to Twelve (12) Similar Projects 8More than Twelve (12) Similar Projects 10

Number of Completed Similar Projects in the Private Sector (ISO 9001)



b. Qualifications of auditors who will be assigned to the project. The applicable score shall be the average score of the two (2) nominated personnel. (25%) Each of the two (2) shall be assessed using the following sub-criteria:

Number of Years of Auditing Experience (ISO 9001) Equivalent Points (10%)At least Three (3) Years 2Four (4) to Five (5) Years 4Six (6) to Seven (7)Years 6Eight (8) to Nine (9)Years 8More than Nine (9) Years 10

Number of Similar Projects Handled in the Government Sector (ISO 9001)



Number of Similar Projects Handled in the Private Sector (ISO 9001)



The applicable score shall be the average score of the two (2) nominated personnel.

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c. Approach and Methodology (10%)

c.1 Clarity of proposed methods and approaches to be used; their feasibility, soundness and practicability to site conditions (5%)

c.2 Comprehensiveness (5%) Completeness of activities as outlined in the TOR Logical sequence of activities Appropriate timing of the activities Flexible enough, so that it can be modified easily, if necessary

6.2 Financial Proposal

a. The Approved Budget for the Contract (ABC) shall be the upper limit or ceiling for acceptable Financial Proposal. Financial Proposal received in excess of the ABC shall be automatically rejected.

b. The Financial Proposal shall be computed as follows:

b.1 The lowest Financial Proposal shall receive the maximum score of 40%.

b.2 The scores of other Financial Proposals shall be computed using the formula:

Financial Score = Lowest Financial Proposal/Financial Proposal of the Proponent x 100 x 40%.

6.3 Overall Rating

The overall rating of the proponent shall be the sum of the ratings earned for the Technical Proposal and Financial Proposal.

The contract shall be awarded to the Highest Rated Bid.

VII. REQUIRED SUBMISSIONS:

The consultants are required to submit the following documents:

Technical Proposal

a. Expression of Interest (Please use Form 1);b. Company Profile (Please use Form 2); c. Registration Certificate from SEC for corporation, or from Department of

Trade and Industry for sole proprietorship, or from CDA for cooperatives, or any proof of such registration;

d. Accreditation Certificate from Philippine Accreditation Office, Bureau of Product Standards, Department of Trade and Industry;

e. Mayor’s Permit issued by the City or municipality where the principal place of business is located;

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f. Valid and Current PhilGEPS Registration;g. Audited Financial Statement for CY 2013 stamped received by the BIR or its

duly accredited and authorized institutions;h. Statement of all ongoing and completed government and private contracts

including contracts awarded but not yet started, if any. Please include Certificates of Completion for each of the completed projects (Please use Forms 3,4 and 5);

i. List of auditors who will conduct the initial, surveillance and re-surveillance audits including their Curriculum Vitae stating therein their complete qualifications and experience data (Please use Forms 6 and 7);

j. Narrative Description of the Proposed Approach and Methodology (Please use Form 8); and

Financial Proposal

k. Please use Financial Proposal Forms 9 and 10.

VIII. APPROVED BUDGET FOR THE CONTRACT

The Approved Budget for the Contract (ABC) is Two Hundred Thousand Pesos Only (PhP 200,000.00) and shall be deemed to include the cost of all taxes, duties, fees, levies and other charges imposed under applicable laws.

IX. PAYMENT

Payment shall be made in three (3) installments upon completion of each of the following milestones and submission of the required deliverables, to wit:

Activity/Deliverable Paymenta. After Certification Audit and Issuance of ISO

9001:2008 Certificate valid for three (3) Years50%

b. After Surveillance Audit for the 2nd Year 25%c. After Surveillance Audit for the 3rd Year 25%

X. PPMC reserves the right to reject any or all proposals, or to waive any defect or informality thereon or minor deviations, which do not affect the substance and validity of any or all of the proposals.

XI. PPMC reserves the right to reject the proposal of any proponent who:

a. does not offer the required services as provided for in this Terms of Reference;b. is discovered to have suppressed, disclosed or falsified information; orc. failed to satisfactorily perform/complete any contract previously awarded to it.

XII. PPMC reserves the right to review other relevant information affecting the proponent or the proposal before the approval of the contract. Should such review uncover any misrepresentation made in the proposal documents, or any change in the situation of the proponent which affects the substance of the proposals, PPMC may disqualify the proponent from obtaining the award.

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Form 1

EXPRESSION OF INTEREST

[Date]

The Bids and Awards CommitteePoro Point Management CorporationGov. Joaquin L. Ortega Ave.Poro Point Freeport Zone, City of San Fernando, La Union

Ladies/Gentlemen:

In connection with your Request for Expression of Interest dated, August 13, 2014, for the services of ISO 9001:2008 Certifying Body, [Name of Consultant] hereby expresses interest in participating in the procurement and submits our Technical Proposal and Financial Proposal in compliance with the requirements as provided for in the Terms of Reference.

In line with this submission, we certify that:

a) [Name of Consultant] is not blacklisted or barred from bidding by the GOP or any of its agencies, offices, corporations, or LGUs, including foreign government/foreign or international financing institution whose blacklisting rules have been recognized by the Government Procurement Policy Board, and

b) Each of the documents submitted herewith is an authentic copy of the original, complete, and all statements and information provided therein are true and correct.

We acknowledge and accept the Procuring Entity’s right to inspect and audit all records relating to our submission.

We understand that you are not bound to accept any proposal received for the selection of a consultant for the Project.

We remain,

Yours sincerely,

SignatureName and Title of Authorized Signatory

Name of Consultant Address

THIS FORM MAY BE RE-ENCODED. PLEASE USE ADDITIONAL SHEET/S IF NECESSARY.

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Form 2

Relevant Services Carried Out That Best Illustrate Qualifications

1. Company Profile

Please submit Company Profile highlighting qualifications on ISO 9001 auditing experience and good track record of certifying government agencies for quality management.


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Form 3

2. Statement of Ongoing and Completed Projects

In addition, using the format below, please provide information on each similar project (ISO 9001) for which your firm/entity, either individually, as a corporate entity, or as one of the major companies within an association, was legally contracted.

Project Name: Country:

Name of Client: Professional Staff Provided by Your Firm/Entity(profiles):

Address: No of Staff:

No of Staff-Months; Duration of Project:

Start Date (Month/Year): Completion Date (Month/Year):

Approx. Value of Services (in Philippine Pesos):

Name of Associated Consultants, if any: No of Months of Professional Staff Provided by Associated Consultants:

Name of Senior Staff Involved and Functions Performed:

Narrative Description of Project:

Description of Actual Services Provided by Your Staff:

Consultant’s Name:


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Form 4

SUMMARY OF ONGOING PROJECTS

Please provide a summary of all ongoing projects using the format below.

ISO 9001 Projects in the Government Sector

Name of Government Agency/GFI/GOCC

Address Scope of QMS Indicate Inclusive Period

ISO 9001 Projects in the Private Sector

Name of Company Address Scope of QMS Indicate Inclusive Period


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FORM 5

SUMMARY OF COMPLETED PROJECTS

Please provide a summary of all completed projects using the format below. Please attach Certificate of Completion for each completed project.

ISO 9001 Projects in the Government Sector



ISO 9001 Projects in the Private Sector



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Form 6

List of Auditors who will Conduct the Initial Audit, Surveillance Audit and Re-surveillance Audit

List of Auditors who will Conduct the Initial Audit, Surveillance Audit and Re-surveillance Audit

Name Position Task

1.

2.

Please attach the Curriculum Vitae for each of the auditors.


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Form 7

FORMAT OF CURRICULUM VITAE (CV) FOR PROPOSED PROFESSIONAL STAFF

Name of Firm:

Name of Staff:

Profession:

Date of Birth:

Years of ISO 9001:2008 auditing experience: _________________________________

Years with Firm/Entity: Nationality:

Membership in Professional Societies:

Detailed Tasks Assigned:

Key Qualifications:

1. Education:

[Summarize college/university and other specialized education of staff members, giving names of schools, dates attended, and degrees obtained.]

2. Employment Record:

[Starting with present position, list in reverse order every employment held. List all positions held by staff member since graduation, giving dates, names of employing organizations, titles of positions held, and locations of projects. For work experience, give types of activities performed and client references, where appropriate.]

3. Previous ISO 9001 Projects Handled in the Government Sector

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4. Previous ISO 9001 Projects Handled in the Private Sector


Certification:

I, the undersigned, certify that to the best of my knowledge and belief, these data correctly describe me, my qualifications, and my experience. Date: [Signature of staff member and authorized representative of the firm] Day/Month/Year

Full name of staff member: _________________________________________________Full name of authorized representative: _______________________________________


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FORM 8

NARRATIVE DESCRIPTION OF THE PROPOSED APPROACH AND METHODOLOGY FOR PERFORMING THE PROJECT

Please include in the timing of activities the schedule of completion and submission of reports.


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FORM 9

FINANCIAL PROPOSAL SUBMISSION FORM

[Date]

The Bids and Awards CommitteePoro Point Management CorporationGov. Joaquin L. Ortega Ave.Poro Point Freeport Zone, City of San Fernando, La Union

Ladies/Gentlemen:

We, the undersigned, offer to provide the consulting services for the ISO 9001:2008 Certifying Body in accordance with your Request for Expression of Interest and Terms of Reference dated August 13, 2014 and our Technical and Financial Proposals. Our attached Financial Proposal is for the sum of [amount in words and figures]. This amount is inclusive of all taxes, duties, fees, levies and other charges imposed under applicable laws.

Our Financial Proposal shall be binding upon us subject to the modifications resulting from Contract negotiations.

We acknowledge and accept the Procuring Entity’s right to inspect and audit all records relating to our Proposal irrespective of whether we enter into a contract with the Procuring Entity as a result of this Proposal.

We confirm that we have read, understood and accept the contents of the Terms of Reference.

We understand you are not bound to accept any Bid you receive.

We remain,

Yours sincerely,

Authorized Signature:Name and Title of Signatory:Name of Firm:

Address:


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FORM 10

SUMMARY OF COSTS

Costs Amount in Philippine Peso

Costs Per Activity1.2. 3.

Administrative CostTaxes

Total Amount of Financial Proposal In words

In Figures

___________________________________________________________________________________________________

____________________________________________________________________

____________________________________________________________________

__________________________________

Please note that PPMC will be providing the transportation and accommodation (room and meals) of the auditors, hence, these items should not be included in the computation of the financial proposal.


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OMNIBUS SWORN STATEMENT

REPUBLIC OF THE PHILIPPINES )CITY/MUNICIPALITY OF ______ ) S.S.

A F F I D A V I T

I, [Name of Affiant], of legal age, [Civil Status], [Nationality], and residing at [Address of Affiant], after having been duly sworn in accordance with law, do hereby depose and state that:

1. Select one, delete the other:

If a sole proprietorship: I am the sole proprietor of [Name of Consultant] with office address at [address of Consultant];

If a partnership, corporation, cooperative, or joint venture: I am the duly authorized and designated representative of [Name of Consultant] with office address at [address of Consultant];

2. Select one, delete the other:

If a sole proprietorship: As the owner and sole proprietor of [Name of Consultant], I have full power and authority to do, execute and perform any and all acts necessary to represent it in the procurement for ISO 9001:2008 Certifying Body of the Poro Point Management Corporation;

If a partnership, corporation, cooperative, or joint venture: I am granted full power and authority to do, execute and perform any and all acts necessary and/or to represent the [Name of Bidder] in the procurement as shown in the attached [state title of attached document showing proof of authorization (e.g., duly notarized Secretary’s Certificate issued by the corporation or the members of the joint venture)];

3. [Name of Consultant] is not “blacklisted” or barred from bidding by the Government of the Philippines or any of its agencies, offices, corporations, or Local Government Units, foreign government/foreign or international financing institution whose blacklisting rules have been recognized by the Government Procurement Policy Board;

4. Each of the documents submitted in satisfaction of the bidding requirements is an authentic copy of the original, complete, and all statements and information provided therein are true and correct;

5. [Name of Consultant] is authorizing the Head of the Procuring Entity or its duly authorized representative(s) to verify all the documents submitted;

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6. Select one, delete the rest:

If a sole proprietorship: I am not related to the Head of the Procuring Entity, members of the Bids and Awards Committee (BAC), the Technical Working Group, and the BAC Secretariat, the head of the Project Management Office or the end-user unit, and the project consultants by consanguinity or affinity up to the third civil degree;

If a partnership or cooperative: None of the officers and members of [Name of Bidder] is related to the Head of the Procuring Entity, members of the Bids and Awards Committee (BAC), the Technical Working Group, and the BAC Secretariat, the head of the Project Management Office or the end-user unit, and the project consultants by consanguinity or affinity up to the third civil degree;

If a corporation or joint venture: None of the officers, directors, and controlling stockholders of [Name of Consultant] is related to the Head of the Procuring Entity, members of the Bids and Awards Committee (BAC), the Technical Working Group, and the BAC Secretariat, the head of the Project Management Office or the end-user unit, and the project consultants by consanguinity or affinity up to the third civil degree;

7. [Name of Consultant] complies with existing labor laws and standards; and

8. [Name of Consultant] is aware of and has undertaken the following responsibilities as a Bidder:

a) Carefully examined all of the Bidding Documents;

b) Acknowledged all conditions, local or otherwise, affecting the implementation of the Contract;

c) Made an estimate of the facilities available and needed for the contract, if any; and

d) Inquire or secure Supplemental/Bid Bulletin(s) issued for the [Name of the Project].

IN WITNESS WHEREOF, I have hereunto set my hand this __ day of ___, 20__ at ____________, Philippines.

______________________________________[Bidder’s Representative/Authorized Signatory]

[JURAT]

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PORO POINT MANAGEMENT CORPORATION AGENCY PROFILE

Background

On 13 March 1992, Congress enacted Republic Act No. 7227, creating the Bases Conversion and Development Authority (BCDA) to convert former military reservations into alternative productive civilian use to promote the economic and social development of the country.

Section 16 of Republic Act No. 7227 authorizes BCDA to form, establish, organize and maintain subsidiaries in accordance with the Philippine Corporation Law.

On 27 July 1993, Proclamation No. 216 was issued designating the area covered by the former Wallace Air Station under the 1947 Military Bases Agreement and the contiguous areas such as the San Fernando Airport and Seaport as the Poro Point Special Economic and Freeport Zone (PPSEFZ), with the BCDA as the governing body.

On 7 July 1994, BCDA incorporated the John Hay Poro Point Development Corporation as the single operating and implementing arm to pursue the conversion and development of Camp John Hay and Poro Point.

On 3 October 2002, Executive Order 132 was issued, authorizing the creation of the Poro Point Management Corporation as the operating and implementing arm of BCDA over the PPSEFZ.

On 6 January 2003, the Poro Point Management Corporation was registered with the Securities and Exchange Commission.

On 20 March 2007, Republic Act No. 9400 affirmed the Freeport Status of the Zone with explicit tax and duty free incentives such as tax and duty-free importation of machineries, equipment, raw materials, supplies and all other articles including finished goods, unlimited purchase and consumption of tax-and duty-free consumer goods within the Zone, and five percent (5%) tax on gross income earned in lieu of all local and national taxes. The PPSEFZ was also renamed as the Poro Point Freeport Zone.

The Poro Point Management Corporation is a government-owned and controlled corporation and wholly-owned subsidiary of BCDA tasked to transform the Poro Point Freeport Zone into a premier center of economic growth in partnership with the private sector. It promotes and accepts investments, both foreign and domestic, through long-term lease or through joint venture agreements.

Locators may opt to avail of the explicit tax and duty-free incentives by registering as PPFZ enterprise. As PPFZ registered enterprises, they have to comply with the applicable laws, rules and regulations inside the PPFZ. PPMC monitors and regulates the locators inside the PPFZ to ensure their compliance with said applicable laws, rules and regulations.

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There are numerous areas for investments across the globe. Even in the Philippines, there are many economic and freeport zones which offer the same incentives. PPMC competes with these areas to attract investments. PPMC has ventured into QMS certification in order to be globally-competitive since ISO certification is a recognized mark for quality that is recognized world-wide. Once ISO-certified, investors would be assured of quality service which could give PPMC the edge in enticing and retaining investors.

Location:

Gov. Joaquin L. Ortega AvenuePoro Point Freeport ZoneCity of San Fernando, La Union

Size of the Organization:

PPMC has a plantilla consisting of sixty three (63) positions; of which, fifty seven (57) are filled up.

Scope of Quality Management System:

The scope of the QMS covers the Frontline Services as follows:

1. Granting of New Certificates of Registration;

2. Renewal of Existing Certificates of Registration;

3. Granting of New and Renewal of Existing Certificates of Accreditation;

4. Issuance of Permit to Bring-In Local Articles;

5. Issuance of Permit to Bring-In Imported Articles;

6. Issuance of Permit to Bring-Out Local Articles;

7. Issuance of Permit to Bring-Out Imported Articles;

8. Issuance of Import Permit;

9. Issuance of Permit to Bring-out and Gate Pass for Property Removal;

10. Issuance of Building Permit; and

11. Issuance of Occupancy Permit.

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