Terms of Reference (TOR)

Preparation of the Provincial Government of Oriental Mindoro for ISO Certification-ISO 9001:2015

TERMS OF REFERENCE FOR CONSULTING SERVICES FOR THE

PREPARATION OF ALL DEPARTMENTS AS AN INTEGRATED AND INTERRELATED
QUALITY MANAGEMENT SYSTEM OF THE PROVINCE OF ORIENTAL MINDORO
FOR ISO 9001:2015 CERTIFICATION

Total Contract Price: Php443,520.00

Office: Office of the Provincial Governor
All Departments:

I. INTRODUCTION

1. The Province of Oriental Mindoro has been regarded as the Rice Granary and Fruit
Basket of Southern Tagalog. Through the years, it has transformed successfully in
various sectors including infrastructure, agriculture and livelihood, health, education,
environment and ecotourism, social welfare, and disaster preparedness. At the onset
of the new administration, the Provincial Government of Oriental Mindoro aims to
promote a proactive, accountable and participatory governance.

2. Capitalizing on these opportunities, the local government is very positive in initiating

progressive changes in its Management System in order to address the call for
uncompromised quality by creating and establishing the INTERNAL QUALITY AUDIT
DIVISION to take care of the significant positive changes in the public service.

3. The Province intuitively desires to institutionalize the standard for Quality

Management System which is not just of local appeal but of world class acceptation,
it being dubbed as the International Organization for Standardization (ISO) ISO
9001:2015.1

4. Probing further into its essence of industrialized area in Southern Luzon, its active
gears are keen towards Quality Management Standards close to the hearts of its
stakeholders, to prove true, honest and sincere public service which is the battle cry
of the new Provincial Governor.

5. Implementing an International Management Systems with internal and external

auditors can assure a well disciplined and genuinely implementable procedures of
quality aimed to attain high customer satisfaction. Thus, proving that good
governance is real.

1
Terms copied from the ISO 9001:2015 standards.

1
Terms of Reference (TOR)
Preparation of the Provincial Government of Oriental Mindoro for ISO Certification-ISO 9001:2015

6. To elaborate the essential core of world class imprimatur of quality, it is high time
that the Provincial Government breathes in an integrated Quality Management
System for all the Departments in order to have a unified, cohesive and integrated
system that will cover all sectors of public service interrelated and inevitable to a
world-class system.

7. Certainly, this intensive effort and strong political will can intensify the integrity of
the Province since adaption of the International Standards is certainly breaking the
barriers of bureaucracy and it gives birth to the new concept of transformational
leadership, that which is attaining the essence of not just professionalism but also
internationalism.

II. RATIONALE

1. With the renaissance of Republic Act No 9485, otherwise known as the Anti-Red
Tape Act (ARTA) of 2007 all officials and employees of the Provincial Government
are reminded and enjoined to observe and adhere to the provisions of the ARTA.
This Republic Act established the requirements of the frontline services which
have direct contact with the constituents and other stakeholders. In fact, the
Frontline Services without exemption are expected to serve all the taxpayers,
residents and the public in general requesting assistance without delay. Further,
the public servants must make sure that all the visitors are properly informed of
the: procedure to follow; the documents they should bring; the employee
responsible for the transaction; the amount of fees to be paid; and how long the
transaction may be finished. All these basic information which signify
transparency must be contained in the Citizen’s Charter. This is the Manual that
serves as the repository of procedures that the Local Government follow and must
be appropriately disseminated. The Act was passed in response to the urgent need
to establish an effective system that will: eliminate bureaucratic red tape; avert
graft and corrupt practices; improve efficiency of delivering government frontline
service.2 The bottom line remains and that is to achieve an excellent customer
service.

2. In the extremely patriotic move for change, the Local Government needs to have
guidance and assistance in making sure that what are provisioned in writing in
the Citizen’s Charter may find application in the day to day operations of all the
departments of the Provincial Government of Oriental Mindoro. Though
embedded in the ARTA is the surveillance conducted by the oversight committee
compose of: Civil Service Commission (CSC) as head; Office of the Ombudsman

2
Anti-Red Tape Act, Republic Act 9485.

2
Terms of Reference (TOR)
Preparation of the Provincial Government of Oriental Mindoro for ISO Certification-ISO 9001:2015

(OMB); Presidential Anti-Graft Commission (PAGC); Development Academy of the

Philippines (DAP) still the success of such law is in the strict implementation.3

3. One important key seen to be beneficial in maintaining the effects of the Citizen’s
Charter is the help of Internal and External Auditors founded on the principles
and framework of the International Organization for Standardization (ISO).

4. Based on an article written last February 2014, a question was posed in this
manner: “How can Government increase efficiency, prevent errors and improve
customer service?” And the direct and immediate response was: ISO 9001.
ISO 9001 which is the Quality Management Systems is by far the world's most
established quality framework, currently being used over 1.5 million
organizations in 191 countries. Those are some impressive numbers - and among
the primary reasons why the public sector is sitting up and taking notice.4

5. With the foregoing, Quality as the by word of competitiveness, the Province of

Mindoro never rests on its present laurels because it stretches its vision to
international standards even before full implementation of the ASEAN Integration
by 2015. This is aligned to our VISION: “By 2025, Oriental Mindoro is a food base
exporting high value agri-products, the preferred agri-ecotourism destination in
MIMAROPA and with an environment conducive for investments.” This big leap to
an International Quality Management system is indeed a clear program of good
governance.

II. OBJECTIVES

1. To assist, integrate, interrelate and guide all departments of the Provincial

Government of Oriental Mindoro in its preparation for the ISO 9001:2015
Certification it is a must that the ISO Consultants to have personal knowledge and
actual experience of the requirements by the National Government and other
Philippine Laws. The consultancy services will outline strategic courses of actions and
recommendations to aid the selected departments which have direct contact with the
constituents. Further, let this noble exercise be an inspiring gateway for other
frontline services to be ISO certified in the nearest future, as well. It is noteworthy to
emphasize that the more frontline departments certified, the more we are assured of
excellent customer satisfaction.

3
Id.
4
Information was taken from http://www.iso.org/iso/home/news_index/news_archive.

3
Terms of Reference (TOR)
Preparation of the Provincial Government of Oriental Mindoro for ISO Certification-ISO 9001:2015

2. To strengthen the implementation of the Citizen’s Charter which by law is known as

an official document which serves as a service standard, or a pledge, that
communicates information on the services provided by the concerned government
agency to the public ; it describes the step-by-step procedure for availing a particular
service; and the guaranteed performance level that they may expect for that service
because ISO 9001:2015 requires thorough documentation of the procedures and
processes the selected departments have for the sake of public service.5

3. To implement a serious and regular monitoring of established Quality Management

Systems through the institutionalized internal audits and external audit which will be
done by the International Certifying Body.

4. To make sure that continual improvement is present and alive through the public
service activities, programs, and contingency plans which are continuously being
studied and assessed; are regularly measured by standardized tools; are diligently
analyzed for customer satisfaction, which in effect will deliver the expected service of
all stakeholders.

5. To adhere to Executive Order 605 which became effective 2007 where there is a call
from the National Government for the Institutionalization of Quality Management
Systems as one of the National Competiveness Summit Action Agenda to effect public
service improvements in public governance in recognition of the International
Organization for Standardization (ISO) 9000 series which assures consistency of
products and services through quality processes.6

III. SCOPE OF WORK

1. The scope of the study will comprise a general background analysis of the feasibility
of the adoption of the International Quality Management Systems alongside the
requirements of the Anti-Red Tape Act and the Citizen’s Charter.

2. There will be two (2) stages that will ensue: the first one, will start from October-
December 2019 and the second one, will start from January to March 2020. However,
the first stage shall be covered by this TOR

5
Facts released by the Anti-Red Tape Act, RA 9485 Q&A.
6
Law data is an excerpt from http://www.dbm.gov.ph/wp-content/uploads/EO/eo605.pdf.

4
Terms of Reference (TOR)
Preparation of the Provincial Government of Oriental Mindoro for ISO Certification-ISO 9001:2015

3. The Provincial Government will include all the Departments to participate in this task
of ISO 9001:2015 or the Quality Management System in both stages 1 and 2.

4. The time frame for the preparation is between 5-6 months with a minimum of five
with a maximum of 25 Mandays (actual intervention of the ISO CONSULTANTS) per
month and shall be divided in 2 stages, as indicated on number 2 provision. Extension
of the timeframe is subject to different terms of agreement.

5. This service is limited to consulting service, concretely by preparing all departments

of the Provincial Government of Oriental Mindoro (PGOrM) for the ISO 9001:2015.
As point of information, the consulting company is entirely distinct and separate from
the Certifying Body (CB).

6. Consulting service shall include the valuable training or seminars needed for the ISO
preparation. Inevitably, coaching in the documentation procedure shall be pertinent
to alignment of the Citizen’s Charter and the ISO 9001:2015 requirements.

7. The consulting team will provide the services relevant to its terms of reference in the
preparation of the identified Departments for ISO 9001:2015. The main tasks for
Stage 1 are as follows:

Stage 1, covering October to December 2019

(i) Launching of the ISO 9001:2015 blue print consisting of the soft and hard
launching which will involve as many people as possible for wider and deeper
public information. The Soft Launching will involve all the Departments which
will be part of the Certification process. On the other hand, the Hard Launching
will seek participation of the stakeholders for wider info-dissemination.

(ii) Organizing the introductory seminar to ISO 9001:2015 which will cover the
presentation of the documentary requirements of the Standards that must be
complied with by the identified Departments of the Provincial Government.
This will invite the heads and leaders of all the Departments who are named
as the ISO core team.

(iii) Conducting the ISO Awareness Training which will not only show the crucial
elements of the International Standards that must be complied with but also
study on how to align the statutory requirements of Anti-Red Tape Act and the
Citizen’s Charter.

(iv) Documenting the processes, procedures and work instructions that are fitting
to the interrelated services of all the Departments that may have more direct
contact with the constituents. This step must also align the present
documentation done for the Citizen’s Charter.

5
Terms of Reference (TOR)
Preparation of the Provincial Government of Oriental Mindoro for ISO Certification-ISO 9001:2015

(v) Revising and Finalizing all the documented processes in time for sample
internal Audits.

(vi) Establishment and Finalization of the Quality Manual which will contain all the
significant information about the Provincial Government of Oriental Mindoro.

(xi)
The Consulting firm shall have the following criteria:

a. Has corporate documents registered with Securities and Exchange

Commission which has more than 3 current ISO consultants;
b. A member of the Board of Directors who served a Local Government Unit
in order to be aligned and competent as to requirements of a Local
Government Unit;
c. A member of the Board of Directors at least have an ISO AUDIT abroad as
a proof of competence beyond the ordinary qualification;
d. At least have one consultant who had worked in the Government or with
actual experience in the Local Government Unit so that learning and
teaching shall be aligned to Government systems, like ARTA, Citizen’s
Charter, Seal of Good Housekeeping and others;
e. One Consultant has personal experience as to making of the Citizen Charter
to know how to make beneficial use of this tool to serve people;
f. Has been consulting or has finished preparations of 3 Local Government
Agencies for ISO9001:2015 to know the legal requirements of Local
Government Code;
g. Has finished consulting at least one Office of the President to align to the
Comprehensive Plans of the National Government
h. Has finished a Local Government Unit that completed the integrated
ISO9001:2015 of all the Departments in the organization to evidence
competence in knowing deeply integrative public service as a legal
requirement of Ease of Doing Business;
i. Has prepared and satisfactorily completed at least 3 Government Agencies
for ISO9001:2008 in the past;
j. Has prepared and satisfactorily completed at least 5 private companies for
ISO9001:2008 in the past;
k. Has at least 5 ISO Consultants that finished, completed, and passed the
Lead Management Training of ISO;
l. Has at least 3 Consultants, where 2 of whom are Board of Directors
practicing ISO International Audits with certifications from Certifying
Body, in order to share the experiences of being international auditors to
new organizations for a more comprehensive application of QMS;

6
Terms of Reference (TOR)
Preparation of the Provincial Government of Oriental Mindoro for ISO Certification-ISO 9001:2015

m. Can assign to our Organization at least 2-3 working consultants who have
profession, for ISO9001:2015 preparation either same or consecutive or
successive dates based on the ISO Journey Schedule;
n. Has at least 1 Consultant, who is a Board of Director, with 200 Training
time and/or actual enhancement exercises regarding ISO or ISO9001:2008
and ISO9001:2015;
o. Has at least 10 years of actual ISO Consulting experience as a Company;
p. Its Company allows the ISO champions to join as observers in their
company audits to gain practical learning and bench mark with other
government agencies which are their Company’s clients;
q. Can afford to organize benchmarking activities to LGU, ISO 9001:2015
either to complete departments or selected departments;
r. Has the ability to issue certifications for ISO9001:2015 Training due to its
qualification as training corporation as trainer-consultant
s. Board of Director who is an ISO Consultant has certification training for
ISO19011:2018 or International Management Audit System so the
company can provide training and give valid certifications for Internal
Quality Audit;
t. Company can show proof that their company has given trainings and
qualifications for ISO19011:2018 for Internal Quality Audit Team so they
can assist the Audit Office in implementing its quality functions and
objectives;
u. Company is also ISO9001:2015 Certified to prove that it has personal
experience of undergoing ISO preparations and certifications and the
company, too is implementing QMS;
v. A Board of Director who is an ISO Consultant should be a lawyer in order
to comply validly and extensively on the legal requirements of the Local
Government Code and other laws of the land pertaining to Local
Governance;

7
Terms of Reference (TOR)
Preparation of the Provincial Government of Oriental Mindoro for ISO Certification-ISO 9001:2015

IV. SCHEDULE AND WORK PLAN (with description of the activities, schedule and
participants)

STAGES OF ISO9001:2015 PREPARATION

PROPOSED
ACTIVITIES SCHEDULE /
PARTICIPANTS
STAGE 1
FROM OCTOBER TO DECEMBER 2019
1.EXECUTION OF SERVICE CONTRACT and EXECUTIVE
Own time
ORDER and/or SB RESOLUTION
1 day
2. SOFT LAUNCHING WITH THE ISO CHAMPIONS and
All ISO Champs
ISO9001:2015 AWARENESS
and Top Mgt
1 day
3. TRAINING ON ISO9001:2015 DOCUMENTATION
All ISO Champs
4. HARD LAUNCHING FOR PUBLICITY (invite all VVIPs that you 1 day
wish to inform, from National, Regional, Local Govt Agencies and all department
other private stakeholders and civil societies) heads and offices
1 day
5. ISO9001:2015 AWARENESS FOR ALL EMPLOYEES (1-2 hr all employees as
per group of people. By skeletal force only so the offices will group by group
remain open and serving the public) training

1 day
all department
6. RISK BASED THINKING TRAINING WORKSHOP
heads, ISO
champions
1 day
7. CHECKING OF THE OTPK or IPCR/OPCR/DPCR to align with
all department
the Vision-Mission or Strategic Initiatives; Plans of the
heads, ISO
Organization
champions
1 month
8. WRITING and Revision OF QUALITY MANUAL QMR and deputy
QMR
1 day
9. Presentation of the Quality Manual
All
1 month
(own prep when
10. WRITING OR RE-WRITING OF PROCEDURES per area consultants are not
around)

8
 Terms of Reference (TOR)
Preparation of the Provincial Government of Oriental Mindoro for ISO Certification-ISO 9001:2015

Department head
and assigned DCC
per office

1-2 day
all offices and all
11.Audit of 5S
ISO Champs

1 day
12. Verification if 5S Audit Findings are resolved All offices and all
ISO champs

V. OUTPUT AND CALENDAR OF SCHEDULE (October - December 2019)

OUTPUT OCT. 2019 NOV. 2019 DEC. 2019

STAGE 1 1 2 3 4 1 2 3 4 1 2 3 4
W W W W W W W W W W W W

1.Signed Contract
2.ISO Awareness
Training for ISO
Champs
3.Documentation
Training
4.Hard Launching
5.ISO Awareness for
all
6. Risk Based
Thinking Training
Workshop
7. Checking of the
OTPK or
IPCR/OPCR/DPCR
8. Writing and
Revision of Quality
Manual
9. Presentation of the
Quality Manual
10. Writing or
Re-Writing of
Procedures per area

9
 Terms of Reference (TOR)
Preparation of the Provincial Government of Oriental Mindoro for ISO Certification-ISO 9001:2015

11. Audit of 5S
12. Verification if 5S
Audit Findings are
resolved

Legend:

W- week of the month

Accomplishment date where the consultant will guide the ISO Team
Accomplishment Date where the main activity is conducted by the CERTIFYING BODY (CB) and the consultant will assist

VI. TERMS AND CONDITION OF PAYMENT

STAGE 1

Payment Schedule RECOMMENDED FOR

PAYMENT
1. Upon signing NTP (Mobilization) 30%
2. After Hard Launching 30%
3. After Documentation Training 30%
4. After Finalization of Documentation 10%

Accommodation of the ISO Consultants will be shouldered by the Provincial Government of

Oriental Mindoro. Funding for this consultancy service shall be charged against the
Organizational Performance Management of the Provincial Administrator’s Office.

10