Department Of Agrarian Reform Tender

Description Terms Of Reference Engagement Of A Third-party Auditing Services (as Certifying Body) For The Iso 9001:2015 (iso-qms) Certification Of The Department Of Agrarian Reform – Provincial And Municipal Offices Of Zamboanga Del Sur (dar-zds) I. Rationale The Department Of Agrarian Reform (dar) Is An Executive Department Created Pursuant To Republic Act No. 6389 In September 1971 To Carry Out The State Policies On Agrarian Reform. Following The 1987 Constitution, Republic Act No. 6657, Otherwise Known As The Comprehensive Agrarian Reform Law (carl), Was Enacted To Promote Comprehensive Rural Development And Agrarian Reform. This Paved The Way For The Creation Of The Comprehensive Agrarian Reform Program (carp). Under Ra 6657, Dar Was Tasked To Lead The Implementation Of Carp Toward The Realization Of Social Justice. As A Reliable Government Agency To Deliver The Aforementioned Constitutional Mandate, The Department Of Agrarian Reform, With Its Operating Units, Including The Dar Provincial Office-zamboanga Del Sur, Is Committed To Upholding The Principles Of Good Governance, Which Include Transparency, Accountability, And Efficiency In Its Operations. This Commitment Necessitates The Establishment Of A Quality Management System (qms) That Ensures Consistent And Effective Delivery Of Public Services While Also Minimizing Bureaucratic Processes And Requirements To Streamline Operations. The Qms Serves As The Organizational Framework For Dar-zds, Outlining Responsibilities, Procedures, And Processes Required To Maintain Quality Standards In Service Delivery. By Adhering To The Iso 9001:2015 Standard, Dar-zds Aims To Demonstrate Its Ability To Consistently Meet Client Needs And Statutory Requirements, Ultimately Enhancing Client Satisfaction. Moreover, Aligning With Executive Order No. 605, Which Mandates Qms Implementation In Government Institutions, Reflects Dar-zds's Commitment To Institutionalizing Quality Management Practices And Adhering To National Directives, Promoting Stakeholder Trust And Confidence. Recognizing The Mandate For Qms Establishment, Dar-zds Underscores The Need For Third-party Certification. This Ensures Stakeholder Confidence And Enhances Dar-zds's Reputation As A Dependable Government Entity. This Proactive Approach Enhances The Organization’s Overall Effectiveness And Reinforces Its Role In Public Service Excellence Within Zamboanga Del Sur Province. Ii. Objectives The Overall Objective Of The Engagement Is To Provide Independent Confirmation That Dar-zds Qms Is Compliant With Iso 9001:2015 Requirements, And If Found Compliant, Issue The Corresponding Certification. Meeting The Following Specific Objectives Is Expected To Contribute To The Attainment Of The Primary Objectives Of The Dar-zds Iso 9001:2015 Qms, Which Are: I. Conduct Initial Audits (stage 1 And 2) Of Dar-zds Qms Based On The Iso 9001:2015 Standard; A. Stage 1 Audit (desk/documentation Audit) ● The Certification Body (cb) Will Furnish An Audit Plan. A Meeting, Whether Virtual Or Physical, Will Be Arranged Between The Cb And The Client To Discuss The Audit Process In Detail. Both Parties Will Then Come To A Mutual Agreement On The Date For The Stage 1 Audit. ● The Certification Body (cb) Will Conduct A Stage 1 Audit To Assess The Client's Preparedness For The Certification Audit. This Enables The Client To Address Any Identified Gaps And Take Necessary Actions And Measures To Enhance Compliance With The Standards. ● After Concluding The Stage 1 Audit, The Certification Body (cb) Will Provide The Client With An Electronic Or Soft Copy Of The Audit Reports, Outlining The Findings For Clarification. Ii. Conduct Surveillance Audit Within A Three-year Period After Dar-zds Iso 9001:2015 Qms Gains Certification. A. Stage 2 Audit (implementation Audit) ● The Certification Body (cb) Will Conduct An Audit Before The Commencement Of The Stage 2 Audit. A Meeting Will Be Arranged Between The Cb And The Client To Discuss The Specifics Of The Audit Procedure. Both Parties Will Then Agree On The Date For The Stage 2 Audit. ● The Certification Body (cb) Will Conduct Audits In Person According To The Agreed Audit Schedule. The Goal Is To Evaluate Whether The Quality Management System (qms) Is Being Effectively Put Into Practice And To Verify Compliance With The Requirements Of Iso 9001:2015. Iii. Scope Of Services The Certification Audits Shall Cover The Dar-zds Qms. The Said Third Party Certification Audit Shall Involve The Following Activities: 1. Conduct Iso 9001:2015 Qms Adequacy And Readiness Review; A. Stage 1 Audit – Iso 9001:2015 Qms Evaluate The Organization’s Management System's Readiness For The Stage 2 Audit, And B. Stage 2 Audit – Iso 9001:2015 Qms Evaluate The Implementation And Effectiveness Of The Organization’s Management System. 2. Provide A Proposal That Includes The Costs For Application, Reports, Registration And Surveillance And Stage 1 And Stage 2 Audits Over The Full 3-year Period Against The Requirements Of Iso 9001:2015. 3. Prepare And Submit Audit Reports Detailing Observations, Opportunities For Improvements, And Any Non-conformity To Iso 9001:2015 Standards Or On Documented Procedures, Immediately After The Completion Of The On-site Audit, Unless Agreed Upon By The Two (2) Parties. Schedule And Deliverables Of Activities Activities Target Of Audit Deliverables Certification Audit (td Of Audit) 2024 1. Prepare And Submit A Stage 1 And Stage 2 Audit Plan 2. Conduct Stage 1 And Stage 2 Audit 3. Prepare And Submit An Audit Report Detailing Observations, Opportunities For Improvement, And Any Non-conformity To Iso 9001:2015 Standards 4. Issuance Of Attestation Within Fourteen (14) Days After The Stage 2 Audit 5. Issuance Of Iso 9001:2015 Certificate 6. Conduct Annual Surveillance Audits And Submit An Audit Report 4. Issue Iso 9001:2015 Certificate To Dar-zds Qms Upon Satisfactory Compliance To The Standard And Certification Requirements. Iv. Qualifications Of The Certifying Body 1. The Certifying Body Must Hold Accreditation Preferably From The Philippine Accreditation Bureau (pab), Under The Department Of Trade And Industry (dti), In Accordance With Pns Iso/iec 17021-1:2015 Or International Accreditation Specifically For Providing Iso 9001:2015 Quality Management System Certification. 2. In Addition, The Cb Should Have The Following Minimum Qualifications: Particulars Qualification Certifying Body General Requirements A) Must Be A Locally Sec-registered Entity With Accreditation From An Internationally Recognized Accreditation Body; B) Minimum Five (5) Years' Experience Providing Third-party Qms Certification Services, Including At Least Three (3) Years Working With National Government Agencies; C) Preferably Has Audit Experience With Other Dar Operating Units; D) Provide Recommendations/certificates Of Successful Qms Certification From At Least Three Top Clients (preferably Government Agencies/dar Units); E) Possess Extensive Training In Qms Development, Iso 9001, And Other Relevant International Standards; F) Maintain A Valid Philgeps Registration (red Or Platinum); G) Capable Of Issuing Bir-registered Official Receipts; H) Able To Deploy A Pool Of Auditors With Proven Iso Auditing Experience; I) Provide Documentary Proof Of Scope Approval For At Least One Audit Team Member; J) No History Of Accreditation Revocation/withdrawal From Iso Accreditation Bodies. A Notarized Statement As Evidence. K) Provide Copy Of The Accreditation From A Local Or International Accreditation Body. L) Notarized Statement Of No History Of Revocation/withdrawal Of Accreditation From Any Iso Accreditation Bodies. M) Notarized Statement Of Compliance To Iso 17021 For The Demonstrate Full Compliance To The Iso/iec 17021 Specifically On Impartiality Requirements By Not Providing Consultancy Services And Training To Its Certified Clients. 2. Audit Team Audit Team Qualifications: A. Auditor Experience & Expertise Lead Auditor  Must Have A Minimum Of Five (5) Years Of Experience As A Lead Auditor.  Preferably Have Audit Experience With Other Dar Operating Units.  Must Possess Relevant Certifications Or Qualifications Demonstrating Their Competence In Iso 9001 Auditing. Audit Team Members  Minimum Of Two (2) Years Of Full-time Experience As A Third-party Auditor.  Preferably Have Audit Experience With Other Dar Operating Units.  Must Possess Relevant Certifications Or Qualifications Demonstrating Their Competence In Iso 9001 Auditing. B. Educational Background O At Least One Member Of The Audit Team Must Hold A Bachelor's Degree Or Higher In A Relevant Field, Such As:  Management  Public Administration  Any Science Related Course Or Industrial Engineering  Trainings Directly Related To Quality Management Systems Or Auditing C. Knowledge & Familiarity O The Audit Team As A Whole Must Demonstrate Knowledge Of And Familiarity With:  Government Processes And Procedures (if Applicable To The Auditee)  General Management Principles And Practices  The Specific Industry Or Sector In Which The Auditee Operates D. Proof Or Sample Work O The Certifying Body Shall Provide Proof/ Documentary Evidence To Support The Above-stated Qualification Requirements. V. Criteria For Evaluation/selection The Dar-zamboanga Del Sur Bids & Awards Committee Will Employ The Quality-cost Based Evaluation (qcbe) Method To Rank Consultants. This Approach, In Accordance With Ra 9184 And Its Revised Irr, Evaluates Both The Technical And Financial Proposals. The Technical Proposal (quality) Will Be Weighted At 80%, While The Financial Proposal (cost) Will Be Weighted At 20%, With The Specific Breakdown Detailed Below: Evaluation Criteria % 1. Technical Proposal ● Qualification Of The Proposed Staff 30% A. Years Of Experience And Expertise In Auditing For Iso Qms Certification B. Education ● Firm Experience And Capability 30% A. Minimum Of Five (5) Years' Experience, Preferably With Other Dar Operating Units B. Compliance To Iso/iec 17021 C. Proof Or Sample Work Completed And Accepted ● Methodology And Work Plan 20% A. Substance Of The Proposal B. Clarity And Completeness C. Efficiency And Feasibility D. Communication And Collaboration 2. Financial Proposal 20% Total 100% Vi. Duration Of Engagement And Approved Budget For The Contract (abc) The Contract Engagement Shall Be For One (1) Year And Chargeable Against The Current Year's General Appropriations Act (gaa). The Contract May Be Renewed Annually For A Period Not To Exceed Two (2) Years. The Cost Of The Renewal Contract Shall Be Chargeable Against The Gaa Of The Related Budget Year. A Breakdown Of The Cost For The Full Three (3) Years Which Shall Become The Approved Budget For The Contract Is Presented Below: Remuneration Php 350,000.00 Vii. Contract Price, Payments And Deliverables The Contract Price Is Fixed, With No Price Escalation Permitted. Payments To The Contractor Will Be Based On The Following Deliverables And Will Be Funded From The 2024 And 2025 Budget For Gas, Ltsp, Ajdp-legal, Ajdp-darab, And Arbdsp. Project Costs Will Be Shared According To The Following Cost-sharing Scheme: Pap Fund Source Percentage Amount Gas 30% 0.00 Ltsp 5% 0.00 Ajdp-legal 25% 0.00 Ajdp-darab 15% 0.00 Arbdsp 25% 0.00 Total 100% 0.00 A. Deliverables And Payment Schedules Year 1: 50% Is Payable For The Certification Audit Year 2: 25% Is Payable After The 1st Surveillance Audit Year 3: 25% Is Payable After The 2nd Surveillance Audit Viii. Darpo-zds Counterpart Support A. Darpo Will Provide Local Transportation And Meals For The Consultant During On-site Visits. B. Darpo Will Assign Counterpart Staff To Support The Project, Based On The Consultant's Recommended Staffing Structure. Ix. Other Project Requirements All Additional Expenses Related To The Third-party Iso 9001:2015 Certification Audit Of Dar-zds Will Be The Responsibility Of The Department Of Agrarian Reform Provincial Office Of Zamboanga Del Sur. X. Other Conditions Of The Contract Responsibilities Of The Certifying Body (cb) The Consultant Shall: A) Provide The Procuring Entity With Its Profile, Highlighting Relevant Projects, Scope Of Work, And Implementation Methodology. The Curriculum Vitae Of The Audit Team Members Shall Also Be Included; B) Adhere To The Agreed-upon Scope Of Work/deliverables Approved By The Procuring Entity; C) Prepare And Submit Comprehensive Documentation, Including Status/progress Reports And A Final Report, Aligned With The Approved Scope Of Work/deliverables; D) Strictly Comply With The Data Privacy Act. Xi. Documentary Requirements Of The Certifying Body The Following Documents Must Be Submitted: Eligibility Documents A. Securities And Exchange Commission (sec), If Partnership/corporation, Or Department Of Trade And Industry (dti) Registration, If Sole Proprietorship. B. Mayor’s Business Permit For Consulting Firm/bir Registration For Individual Consultant C. Special Power Of Attorney (spa) Granting Full Power And Authority To Do, Execute And Perform Any And All Acts Necessary And/or To Represent The Corporation In Any Government Biddings And Contracts. D. Accreditation Preferably From The Philippine Accreditation Bureau (pab), Under The Department Of Trade And Industry (dti), In Accordance With Pns Iso/iec 17021-1:2015 Or International Accreditation Specifically For Providing Iso 9001:2015 Quality Management System Certification E. Company Profile F. Philgeps Registration Number (red Or Platinum) G. Income/business Tax Return H. Omnibus Sworn Statement (downloadable From The Gppb Website) I. Sf-cons-15a - Statement Of The Prospective Bidder Of All Its Completed Government And Private Contracts (attach Copy Of Certificate Of Satisfactory Completion Issued By The Client). • Dar Operating Units (within 3 Years) • Non-dar Operating Units (within 5 Years) J. Sf-cons-15b - Statement Of The Prospective Bidder Of All Its Ongoing, Including Contracts Awarded But Not Yet Started (attach Copy Of Notice Of Award And / Or Contract And/or Notice To Proceed Issued By The Owner) • Dar Operating Units (within 3 Years) • Non-dar Operating Units (within 5 Years) Technical Proposal A. Tpf. 1 – Technical Proposal Submission Form B. Tpf. 2 – Consultant’s References (at Least One Relevant Services Carried Out In The Last Five Years That Best Illustrate Qualifications) C. Tpf. 3 – Comments And Suggestions Of Consultant On The Terms Of Reference And On Data, Services, And Facilities To Be Provided By The Procuring Entity D. Tpf.4 – Description Of The Methodology And Work Plan For Performing The Project E. Tpf. 5 – Team Composition And Task F. Tpf. 6 – Curriculum Vitae (cv) For Proposed Professional Staff G. Tpf. 7 – Time Schedule For Professional Personnel H. Tpf. 8 – Activity (work) Schedule Financial Proposal A. Fpf. 1 – Financial Proposal Submission Form B. Fpf. 2 – Summary Of Costs C. Fpf. 3 – Breakdown Of Price Per Activity