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: Php1,000,000.00

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. 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

3. 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.

4. Implementing an International Management System with internal and external auditors

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

5. 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.

6. 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. Republic Act 11032 otherwise known as the Ease of Doing Business and Efficient
Government Service Delivery Act of 2018 mandates the promotion of integrity,
accountability, proper management of public affairs and public property as well as the
establishment of effective practices, aimed at efficient turnaround of the delivery of
government services and the prevention of graft and corruption in government. Further, all
offices and agencies which provide government services are commanded to regularly
undertake cost compliance analysis, time and motion studies, undergo evaluation and
improvement of their transaction systems and procedures and reengineer the same if
deemed necessary to reduce bureaucratic red tape and processing time.

1
Terms copied from the ISO 9001:2015 standards.

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

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 are the most current and updated service standards applicable in the
daily operations of the respective PGOM departments.

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 System 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.2

5. With the foregoing, Quality as the by word of competitiveness, the Province of Oriental
Mindoro never rests on its present laurels because it stretches its vision to international
standards. 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.

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.3

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

System 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.

2
Information was taken from http://www.iso.org/iso/home/news_index/news_archive.
3
Facts released by the Anti-Red Tape Act, RA 9485 Q&A.

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

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.4

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 Authority.

2. The first stage of the consultancy services has already been accomplished. Thus the
second stage shall be covered by this TOR and will run from March to October 2020.

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

4. The time frame for the second stage is between 6 to 8 months with a minimum of 5 with a
maximum of 25 Mandays (actual intervention of the ISO CONSULTANTS) per month.

5. This service is limited to consulting service, concretely by preparing all departments of the
PGOM 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 2
are as follows:

Stage 2 covering period of March to October 2020

(i) Training the Internal Quality Auditors (IQA) who will make sure that the Quality
Management System is installed, implemented and monitored. The Training will
comprise of those with focus and dedication in making sure that quality measures
are experienced and not just written. However, the practicing IQA shall be those
who successfully passed the IQA examination.

(ii) Practicing the IQA theories and learning through a mock audit which can be done
by going to all the participant-Departments and exercise the audit requirements
and feedback mechanism.

(iii) Conducting the sample Management Review in order to know the parameters of
the International Standards that must be included in this session with the Top
Management and members of the ISO core team so that all aspects of quality are
tackled, discussed and addressed as an evidence of continual improvement.

(iv) Exercising the documentation mock audit which will rehearse the identified
departments of the readiness of their documents before the ISO certification
process.

4
Law data is an excerpt from http://www.dbm.gov.ph/wp-content/uploads/EO/eo605.pdf.

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

(v) Learning the Corrective Action program which is a critical part of ISO 9001:2015.
This practical training will hone the skills of the ISO participants on how they can
deliver and answer the issues, problems and challenges involved in the day to day
operations. Further, this will enhance the leadership skills of the ISO members in
analyzing the root cause and the possible strategies which may address the
former.

(vi) Assisting the ISO members during the Certification schedule which shall be done
by a separate body called the Certifying Body (CB). The CB is entirely distinct and
separate from the consulting body. The CB is stationed outside of the country with
an agent company in the Philippines. The audit findings of the CB during the day
or days of audit shall only be final after the approval of the International Certifying
Body.

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;
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;

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

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;

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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)

STAGE 2
FROM MARCH TO OCTOBER 2020
1.IQA TRAINING 1 day
FOR ISO9001:2015 ISO potential auditors
1 day
2.IQA WRITTEN EXAMINATION
ISO potential auditors
1-2 days
3. IQA PRACTICAL EXAMINATION
ISO potential auditors
5 days
4. IQA PREPARATION by the Organization
(own prep)
(after all procedures are approved and printed)
Entire organization
1 day
5. CHECKING OF ACTUAL PREPARATION
All ISO champs
3 days
6. IQA PRACTICE AUDIT with printed DOCUMENTED
Entire Organization to be
INFORMATION and with other IQAs to grade the IQA of
audited
Organization
ISO auditors
1 day
7. CLOSURE OF ALL FINDINGS IN THE IQA REPORT department heads and ISO
auditors
2 days
8. PREPARATION FOR MANAGEMENT REVIEW
(own prep)
1 day
9. ACTUAL MANAGEMENT REVIEW department heads and
ISO auditors
1 day
10. FINALIZE THE MANAGEMENT REVIEW REPORTS
ISO auditors
5 days
(own prep) – ISO auditors
and DCC
11. PREPARATION FOR THE MOCK AUDIT
1 day
Checking of the
preparation by the ISO
CONSULTANTS
3 days
12. MOCK AUDIT all offices and NEO
AMCA’s auditors
1 day
13. VERIFICATION OF THE MOCK AUDIT Department heads and
ISO auditors
2 weeks (own prep) –
department heads and ISO
auditors
14. PREPARATION FOR THE STAGE 1 AUDIT
2 days
Actual checking of the
preparation by the ISO
Consultants
15. STAGE 1- EXTERNAL CERTIFYING BODY
2 days
(separate and independent from the Consulting Body)

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

LCE, all offices and

auditors from External
Certifying Body
2 weeks
16.PREPARATION FOR THE CERTIFICATION AUDIT
(own prep) – department
(2nd audit after Stage 1 audit)
heads, ISO auditors
1 day
17.OCULAR OF THE PREPARATION department heads, ISO
auditors
3 days
LCE, department heads,
18. STAGE 2- CERTIFICATION AUDIT BY ISC
ISO auditors, office staffs,
(separate and independent from the Consulting Body)
auditors from External
Certifying Body
1 month or according to
the agreement with the
19. Awarding of ISO CERTIFICATE CB, after the stage 2 audit
or less if we request the
CB

VI. TERMS AND CONDITION OF PAYMENT

STAGE 2

Payment Schedule RECOMMENDED FOR

PAYMENT
1. Upon signing NTP (Mobilization) 30%

2. After Internal Quality Audit Training 30%

3. After Management Review 30%
4. After Stage 1 Audit 10%

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

Oriental Mindoro while transportation expenses shall be shouldered by the consultants. Funding
for this consultancy service shall be charged against the Organizational Performance
Management of the Provincial Administrator’s Office.