The City Of Taguig Tender

Description A. Objective: To Engage Experienced Service Providers Capable Of Providing Secure Storage Facilities For Ipophl's Records While Ensuring Accessibility And Compliance With Regulatory Standards, For A Contract Period Of Two (2) Years. B. Background: Ipophl Generates And Maintains A Significant Volume Of Records Crucial For Operational Continuity, Legal Compliance, And Regulatory Obligations. To Optimize Space Utilization, Enhance Security, And Ensure Access To Records And Compliance With Records Management Standards, We Seek The Services Of A Reputable Offsite Records Management Service Provider. C. Scope Of Work: The Selected Service Provider Will Be Responsible For The Following: 1. Records Collection And Transport: A. Collection Of Records From Existing Service Provider; B. Collection Of Records From Ipophl Premises; C. Secure Transportation Of Records To The Offsite Storage Facility. 2. Secure Storage Facilities: A. Providing Secure And Climate-controlled Storage Facilities; B. Providing 24x7 Secure Storage Facilities Equipped With Advanced Security Measures, Including Surveillance Cameras, Access Controls, And Alarm Systems; C. Ensuring Physical Security Against Unauthorized Access, Theft, Fire, And Environmental Hazards. 3. Records Management System: D. Implementing A Robust Records Management System For Indexing, Tracking, And Retrieval; E. Migration Of Records Management System From Existing Service Provider To Its Own System; F. Providing Authorized Access To Designated Personnel While Ensuring Compliance With Data Protection And Confidentiality Requirements 4. Records Retrieval And Delivery: A. Prompt Retrieval Of Requested Records Upon Receipt Of Approved Retrieval Request; B. Secure And Timely Delivery Of Requested Records To Ipophl Within The Following Timeline: 1. Express Deliveries - Maximum Of Four (4) Working Hours Upon Receipt Of Approved Request; 2. Regular Deliveries - Maximum Of Eight (8) Working Hours Upon Receipt Of Approved Request; C. Provision Of A Secure Chain Of Custody During Transportation And Delivery; 5. Records Disposition: A. Assistance With Records Disposition In Compliance With Retention Schedules And Legal Requirements; B. Secure Destruction Or Archival Preservation Of Expired Records As Per Organizational Policies. 6. Emergency Response: A. Establishing Procedures For Emergency Response And Disaster Recovery To Mitigate Risks And Ensure Business Continuity; B. Maintaining Redundancy And Backup Systems To Minimize Downtime In Case Of Emergencies; 7. Compliance: A. Adhering To Regulatory Standards And Industry Best Practices For Records Management, Data Protection, And Confidentiality; B. Providing Documentation And Audit Trails To Demonstrate Compliance With Legal And Regulatory Requirements. C. Ra 9514 (revised Fire Code Of The Philippines) D. Occupational Safety And Health Standards D. Deliverables: 1. Secure Transportation Of Records To The Offsite Storage Facility; 2. Implemented Records Management System For Efficient Tracking And Retrieval; 3. Timely Retrieval And Secure Delivery Of Requested Records To Ipophl; 4. 24x7 Secure Storage Facilities Equipped With Advanced Security Measures; 5. Established Procedures For Emergency Response And Disaster Recovery; 6. Documentation Demonstrating Compliance With Data Privacy Laws, Relevant Regulatory Standards, And Industry Best Practices. E. Qualifications Of Service Provider: Proposals Will Be Evaluated Based On The Following Criteria: 1. Experience And Expertise - Ten (10) Years Of Demonstrated Experience In Offsite Records Management Services, Particularly In Handling Sensitive Records And Meeting Regulatory Requirements (must Be Stated In Company's Sec Registration). 2. Storage Facilities A. Security, Climate Control, And Accessibility Of The Offsite Storage Facilities Used Exclusively For Records And Document Storage / Archiving With Round-the-clock Security Guards B. Emergency Preparedness Response Unit On Standby 24/7, 365 Days Per Year, Within Its Premises; C. Must Have A Fire Fighting And Flood Prevention System Installed. 3. Records Management System A. Procedures And Documented Systems On: I. Service Request Processing And Monitoring; Ii.retrieval, Shelving, Access Onsite, And Disposal; Iii. Business Continuity And Disaster Recovery Programs; B. Efficiency And Accessibility Of A Licensed Records Management And Inventory System For Tracking And Retrieval; C. Compatible / Interoperable With Or Able To Migrate To Rssql O'neil System For Tracking And Barcoding (subject To Verification); 4. Retrieval And Delivery Process A. Efficiency, Reliability, And Timeliness Of The Retrieval And Delivery Process. B. Availability Of Web Ordering And Online Inventory Viewing For Ipophl C. Company-owned Vehicles 5. Compliance A. Ability To Comply With Data Protection Laws, Confidentiality Requirements, And Relevant Regulations. B. Submit Most Recent Certificate Of Inspection And Compliance With Ra 9514 (revised Fire Code Of The Philippines) C. Submit Proof Of Monthly Pest Control Implementation D. Submit Updated And Recently Tested Business Continuity Plan E. Minimum Of One (1) Valid And Current Certification On Records Management From An International Organization 6. Account Management - Availability Of A Dedicated Account Manager, With A Minimum Of One (1) Training Per Year On Records / Document Management Taken Within The Recent Three (3) Years, As The Focal Point For Ipophl Communications And Coordination. F. Ipophl's Responsibility: 1. Clearly Communicate Access Requirements For Records Retrieval And Delivery, Including Standard Operating Procedures That Need To Be Followed. 2. Timely Submission Of Request For Record Retrieval Within Agreed-upon Timelines To Facilitate Prompt Delivery By The Service Provider. 3. Provide Accurate And Detailed Information Regarding The Records Required For Retrieval To Ensure The Correct Documents And Accessed And Delivered. 4. Comply With Policies, Procedures, Or Regulations Set Forth With The Service Provider Regarding Records Management And Access. 5. Designate A Point Of Contact To Facilitate Communication With The Service Provider Regarding Records Management Matters, Including Requests, Clarifications, Or Feedback; 6, Provide Timely Feedback On The Service Provider's Performance Including The Timeliness And Accuracy Of Record Retrieval And Delivery, To Ensure Continuous Improvement; G, Payment Schedule: The Contractor Shall Send By Email A Bir Approved Computer-generated Invoice To The Depositor On A Monthly Arrears Basis For The Storage And All Other Services Including Pick-up/delivery, Access On Site, Etc. A Print Out By The Depositor Of This Computer-generated Invoice, When A Hard-copy Is Required, Is Considered As Original. The Invoice(s) To Contain Sufficient Detail On The Calculation Of The Charges And To Be Accompanied By Such Other Information As The Depositor May Reasonably Require, Verifying The Same. The Depositor Shall Make Payment Within Thirty (30) Days Of Receipt Of Invoices With All Relevant Supporting Information, Any Revision In The Invoice(s) Brought After The Billing Reconciliation Process Of Both Parties, The Revised Invoices (s) Will Be Submitted Within 5 Working Days. H, Ownership And Confidentiality Of Data: 1, Compliant With Existing Laws And Legislation Such As : • Republic Act 9470 (national Archives Act Of The Philippines 2007) • Data Privacy Act 2012 • Executive Order No, 2,series Of 2016, Particularly Section 7, Protection Of Privacy, And Section 14 Keeping Of Records I. Performance Security: Unless Otherwise Specified In The Scc', Within Ten (10) Calendar Days From Receipt Of The Notice Of Award From The Procuring Entity But In No Case Later Than The Signing Of The Contract By Both Parties, The Successful Bidder Shall Furnish The Performance Security In Any The Forms Prescribed In The Itb2 Clause 33.2. The Performance Security Posted In Favor Of The Procuring Entity Shall Be Forfeited In The Event It Is Established That The Winning Bidder Is In Default In Any Of Its Obligations Under The Contract. The Performance Security Shall Remain Valid Until Issuance By The Procuring Entity Of The Certificate Of Final Acceptance. Unless Otherwise Specified In The Scc, The Performance Security May Be Released By The Procuring Entity And Returned To The Supplier After The Issuance Of The Certificate Of Final Acceptance Subject To The Following Conditions: (a) There Are No Pending Claims Against The Supplier Or The Surety Company Filed By The Procuring Entity; (b) The Supplier Has No Pending Claims For Labor And Materials Filed Against It; And (c) Other Terms Specified In The Scc. In Case Of A Reduction Of The Contract Value, The Procuring Entity Shall Allow A Proportional Reduction In The Original Performance Security, Provided That Any Such Reduction Is More Than Ten Percent (10%) And That The Aggregate Of Such Reductions Is Not More Than Fifty Percent (50%) Of The Original Performance Security. J. Liquidated Damages: Subject To Gcc3 Clauses 18 And 22, If Or When The Supplier Fails To Satisfactorily Deliver Any Or All Of The Goods And/or To Perform The Services Within The Period(s) Specified In This Contract Inclusive Of Duly Granted Time Extensions If Any, The Procuring Entity Shall, Without Prejudice To Its Other Remedies Under This Contract And Under The Applicable Law, Deduct From The Contract Price, As Liquidated Damages, An Applicable Rate Of Onhenth (1/10) Of One Percent (1%) Of The Cost Of Unperformed Services For Each Week Or Part Thereof Of Delay Until Actual Delivery Or Performance, Up To A Maximum Deduction Of The Percentage Specified In The Contract. Once The Maximu'm Is Reached, The Procuring Entity Shall Rescind The Contract Pursuant To Gcc Clause 23, Without Prejudice To Other Courses Of Action And Remedies Open To It. K. Pre-termination: 1. Pre-termination Shall Follow The Provisiond Of Ra 9184, Its Irr And Applicable Laws. The Pre-terminating Party Shall Issue A Notice Of Termination In Wrting To The Other Stating The (a) Grounds For The Pre Termination; And The (b) Date Of Effectivity Of The Pre-termination 2. Within Fifteen (15) Calendar Days From The Dateof Effecivity Of The Pre Termination Or Termination, The Service Provider Shall Remit Back To Ipophl Unspent Advances Made Or Those Spent Withouth Following The Provisions Of The Contract, Contract Documents And Modifications If Any,and Applicable Laws. Total Budget For The Contract = Php 9,500,000.00 (inclusive Of Vat And All Applicable Taxes) Others Provide Most Recent Certificate Of Very Satisfactory Performance From At Least One Private Client And One Government Client. The Winning Bidder Must Provide The Following Without Anyadditional Cost To Ipophl : • Hauling Of Records Boxes From Existing Storage Facility To The New Facility • Bar/or Coding Of Approx. 15,000 Boxes To Be Transferred From Existing To The New Facility • Use Of Room For Retrieval And Review Of Records For Pull Out / Disposal.