Municipality Of Santa Fe, Cebu Tender

Description Computerization Program Terms Of Reference For The Public Bidding Of Computerization Program In The Municipal Government Of Santa Fe In Accordance With Republic Act 9184 And Its Implementing Rules And Regulations (irr) A. Introduction: This Document Serves As The Comprehensive Terms Of Reference (tor) For The Public Bidding Process In Compliance With Republic Act 9184, Also Known As The "government Procurement Reform Act," And Its Implementing Rules And Regulations (irr). The Municipal Government Of Santa Fe, Cebu Intends To Undertake A Project For Computerization Program To Enhance Its Operations And Service Delivery. The Purpose Of This Tor Is To Provide Interested Bidders With Detailed Information About The Project, Eligibility Requirements, Evaluation Criteria, And Submission Guidelines In Accordance With The Applicable Laws And Regulations. B. Project Background: The Municipal Government Of Santa Fe, Cebu Is A Local Government Unit Responsible For Providing Public Services And Administering Municipal Affairs. Recognizing The Need To Enhance Efficiency, Transparency, And Effectiveness In Its Operations, The Government Seeks To Implement A Comprehensive Systems Improvement And Computerization Project. The Objective Is To Leverage Technology To Streamline Processes, Improve Data Management, Enhance Citizen Engagement, And Facilitate Better Decision-making. C. Objective: The Objective Of This Project Is To Implement Computerization Program Initiatives That Align With The Municipality Of Santa Fe's Goals Of Efficient And Effective Governance, In Accordance With Republic Act 9184 And Its Irr. The Project Aims To Achieve The Following: 1. Streamline And Improve Existing Processes In All The Departments. 2. Improve Service Delivery To The Public. 3. Strengthen Internal Controls And Transparency. 4. Promote Citizen Engagement And Participation. 5. Ensure Compliance With Legal And Regulatory Requirements. 6. Mainstream Gad In The Website Of The Municipality. D. Scope Of Work: The Scope Of Work For The Computerization Program In The Municipal Government Of Santa Fe, Cebu Shall Encompass, But Not Be Limited To, The Following: 1. Needs Assessment And Planning: A. Conduct A Comprehensive Assessment Of The Current Systems And Processes. B. Identify Areas For Improvement And Digitalization. C. Develop A Detailed Project Plan, Including Objectives, Scope, Deliverables, And Timeline. 2. Systems And Processes Analysis And Design: A. Analyze The Existing Systems And Processes To Identify Gaps And Inefficiencies. B. Design A Comprehensive And Integrated Internal Process Ecosystem. C. Develop A Systems Architecture That Ensures Interoperability, Scalability, And Security. 3. System Utilization And Implementation: A. Utilize Existing Available Government Applications In The Different Departments. B. Implement The Applicable Applications, Ensuring Compatibility And Integration With Existing Infrastructure. C. Conduct Thorough Testing, Quality Assurance, And User Acceptance Testing. D. Provide Necessary Training And Support To End-users. 4. Data Management And Security: A. Utilize Data Management Strategy And Implement Appropriate Data Governance Practices. B. Ensure Data Accuracy, Integrity, And Security Through Effective Controls And Backup Mechanisms. C. Comply With Data Privacy Laws And Regulations. 5. Change Management And Capacity Building: A. Utilize A Change Management Plan To Facilitate Smooth Transition And User Adoption. B. Provide Training Programs To Enhance The Skills Of Staff Members And Stakeholders. C. Foster A Culture Of Innovation And Digital Transformation Within The Municipal Government. 6. Monitoring And Evaluation: A. Establish Performance Metrics And Indicators To Measure The Effectiveness Of The Implemented Systems. B. Monitor System Performance, Identify Bottlenecks, And Implement Necessary Improvements. C. Prepare Periodic Reports On The Progress And Outcomes Of The Project. 7. Website Development A. Develop Website For The Municipality Of Santa Fe. B. Mainstream Gad In The Website Where All Gad Ppa’s Are Published. E. Eligibility Criteria: Interested Bidders Must Comply With The Eligibility Requirements Stipulated In Republic Act 9184 And Its Irr. The Following Criteria Shall Be Considered For Bidder Eligibility: 1. Legal Requirements: A. Must Be A Registered Business Entity In The Philippines 2. Technical And Financial Capacity: A. Must Have The Technical Expertise, Experience, And Resources Necessary To Undertake The Project. B. Demonstrated Experience In Successfully Delivering Similar Projects, Preferably Within The Public Sector. C. Adequate Financial Capability To Support The Project's Implementation And Maintenance. 3. Compliance With Laws And Regulations: A. Must Be In Compliance With All Applicable Laws, Regulations, And Tax Obligations. B. Must Not Have Any Record Of Default Or Termination Of Previous Government Contracts. 4. Conflict Of Interest: A. Must Provide A Statement Declaring The Absence Of Any Conflict Of Interest That May Affect Fair Competition. F. Submission Of Bids: Interested Bidders Must Submit Their Bids In Accordance With The Guidelines Provided In The Bidding Documents. The Bidding Documents Shall Include The Following Information: 1. Invitation To Bid (itb) Documents Containing Detailed Instructions, Guidelines, And Requirements. 2. Bid Forms And Templates For Technical And Financial Proposals. 3. Specifications And Technical Requirements Of The Project. 4. Evaluation Criteria, Scoring System, And Weightage Assigned To Each Criterion. 5. Terms And Conditions Of The Contract. 6. Deadline For Submission Of Bids And Any Applicable Pre-bid Conference Details. G. Evaluation And Selection Process: The Evaluation And Selection Process Shall Adhere To The Provisions Of Republic Act 9184 And Its Irr. The Process Shall Include The Following Steps: 1. Opening And Preliminary Examination Of Bids By The Bids And Awards Committee (bac). 2. Technical Evaluation Of Bids Based On The Specified Criteria, Including Compliance With Technical Requirements. 3. Financial Evaluation Of Bids To Determine Reasonableness And Cost-effectiveness. 4. Post-qualification Of The Bidder With The Lowest Calculated Bid (lcb) Or The Highest-rated Bid (hrb) As Applicable. 5. Recommendation For The Award Of The Contract To The Winning Bidder. H. Contractual Agreement: The Successful Bidder Shall Be Required To Enter Into A Contract With The Municipal Government Of Santa Fe, Cebu. The Contract Shall Include Provisions Related To Project Deliverables, Timelines, Payment Terms, Performance Guarantees, Intellectual Property Rights, Confidentiality, Dispute Resolution, And Any Other Relevant Terms In Accordance With Republic Act 9184 And Its Irr. I. Timeline: The Following Timeline Is Proposed For The Bidding Process, Subject To Adjustments As Deemed Necessary: 1. Release Of Bidding Documents: [date] 2. Pre-procurement Conference: [date] 3. Pre-bid Conference: [date] 4. Deadline For Submission Of Bids & Bid Opening: [date] 5. Bid Evaluation And Post-qualification: [dates] 6. Contract Negotiations: [dates] 7. Project Commencement: [date] J. Confidentiality: All Information Provided By Bidders During The Bidding Process Shall Be Treated As Confidential In Accordance With Applicable Laws And Regulations. The Municipal Government Of Santa Fe, Cebu Shall Not Disclose Any Proprietary Or Confidential Information Without The Bidder's Consent, Except As Required By Law Or Regulatory Authorities. K. Governing Laws And Dispute Resolution: The Bidding Process, Contract Execution, And Project Implementation Shall Be Governed By Republic Act 9184 And Its Irr. Any Disputes Arising From The Bidding Process Or The Contract Shall Be Resolved Through Amicable Negotiations. If The Parties Fail To Reach A Resolution, The Dispute Shall Be Referred To The Appropriate Legal Remedies And Dispute Resolution Mechanisms Provided Under The Governing Laws. L. Amendments And Cancellation: The Municipal Government Of Santa Fe, Cebu Reserves The Right To Amend Or Cancel This Tor Or The Bidding Process At Any Stage If Deemed Necessary. Such Amendments Or Cancellations Shall Be In Accordance With The Provisions Of Republic Act 9184 And Its Irr And Shall Be Communicated To All Bidders In A Timely Manner. Note: 1. Ethical Standards And Anti-corruption: All Bidders And Participants In The Bidding Process Shall Adhere To The Highest Standards Of Ethical Conduct And Integrity. Any Form Of Bribery, Corruption, Collusion, Or Unethical Behavior Will Not Be Tolerated. The Municipal Government Of Santa Fe, Cebu Reserves The Right To Disqualify Any Bidder Found To Have Engaged In Such Practices And Take Appropriate Legal Action. 2. Transparency And Public Access: The Municipal Government Of Santa Fe, Cebu Is Committed To Transparency And Public Access To Information. The Bidding Process, Including Bid Submissions, Evaluation, And Contract Award, Shall Be Conducted In A Transparent Manner. The Relevant Documents And Information Shall Be Made Available To The Public In Accordance With The Provisions Of Republic Act 9184 And Its Irr. 3. Records Retention: All Records Related To The Bidding Process, Including Bids, Evaluation Reports, Minutes Of Meetings, And Other Relevant Documents, Shall Be Retained In Accordance With Applicable Laws And Regulations. These Records Shall Be Kept Confidential And Disclosed Only As Required By Law Or Authorized By The Municipal Government Of Santa Fe, Cebu. 4. Severability: If Any Provision Of This Terms Of Reference Is Determined To Be Invalid Or Unenforceable, The Remaining Provisions Shall Remain In Full Force And Effect. 5. Language And Communication: All Bid Documents, Communications, And Correspondences Shall Be In The English Or Filipino Language, As Specified By The Municipal Government Of Santa Fe, Cebu. 6. Contact Information: For Any Inquiries Or Clarifications Regarding This Bidding Process, Interested Bidders May Contact The Following: Name: Lourdes A. Villacarlos Bac Secretariat Contact No.: 0999 846 8869