Tondo Medical Center Tender

Description Hiring Of Consultant For The Iso 9001:2015 1st Surveillance Audit Of The Tondo Medical Center (tmc) Quality Management Systems (qms) Np-svp-24-238 The Tondo Medical Center Has A Requirement For The “hiring Of Consultant For Iso 9001:2015 1st Surveillance Audit Of The Tondo Medical Center (tmc) Quality Management Systems (qms)” Under Np-svp-24-238.” We Would Like To Request Your Institution To Submit The Technical And Financial Proposals For The Aforementioned Procurement Project Based On The Attached Requirement. Relative To This, The Following Documentary Requirements Must Also Be Submitted: 1. Valid And Current Philgeps Certificate Or Philgeps Registration Number; 2. List Of All Ongoing And Completed Government And Private Contracts Within The Last Three (3) Years Prior To The Deadline Of The Submission Of Bids, Where Applicable, Including Contracts Awarded But Not Yet Started, If Any. These Include Experiences In Assignment Of Similar And Related Nature And Complexity; 3. Original Curriculum Vitae Of The Personnel Involved In The Project; 4. Work Methodology- Concise, Complete And Logical Descriptions On How To Carry-out The Activities; 5. Notarized Omnibus Sworn Statement (see Attached): 6. Financial Proposal; Should Your Company Be Declared As The Lowest Calculated Bidder, Submit The Following Within Five (5) Calendar Days From The Receipt Of Post-qualification Letter: 1. Mayor’s Permit; 2. Sec / Dti; 3. Bir 2303 Certificate; 4. Supporting Documents For The Criteria For Technical Evaluation. All Bid Prices Are Fixed And Therefore Not Subject To Price Escalation During Contract Implementation, Except Under Extraordinary Circumstances And Upon Prior Approval Of The Government Procurement Policy Board, In Accordance With Section 61 Of The Revised Implementing Rules And Regulations Of Republic Act No. 9184. Proposals For This Project May Be Submitted Manually At The Procurement Office, Tondo Medical Center Or Thru Email At Procurement@tmc.doh.gov.ph On Or Before 4 November 2024, 10:00am. Signed Ryan E. Cabance, Md, Fpso-hns Chairperson Bids And Awards Committee Terms Of Reference (tor) I. Title: Iso 9001:2015 1st Surveillance Audit Of The Tondo Medical Center (tmc) Quality Management Systems (qms). Ii. Type Of Service: Consultancy Services To Assist Tmc For The Iso 9001:2015 Standards Iii. Client: Tondo Medical Center Iv. Completeness Of The Elements Of The Terms Of Reference A. Background And Rationale: The Tondo Medical Center (tmc) With Its Quality Policy To Continually Improve The Quality Management System And To Be Internationally Competitive Multi-specialty Training Hospital For Patient’ Satisfaction Is One With The Doh Agenda And To Our Best Effort, Last April 14, 2015, The Tmc Was Certified To Be The First (1st) Iso 9001:2008 Certified Doh Retained Hospital In Manila. Reaching For Excellence, Tondo Medical Center Passed The New Version Of The Standard, Iso 9001:2015 Last January 2024. As A Commitment To Continually Improve And Achieve Its Mission And Vision, Tmc Intends To Pass The 1st Surveillance For Iso 9001:2015. In So Doing, Hiring An Expert Consultant Is Essential To Assist And Assure That The Organization Meets The Standards Structure. B. Objective General Objective: To Pass The Tmc Quality Management System Iso 9001:2015 1st Surveillance. Specific Objectives: A. To Assist And Provide Updates In The Required Documentation In Conformity With Iso 9001:2015 Standards. B. To Conduct Random Gap Analysis C. To Assist In The Preparation For Certifying Body Audit D. To Assist The Organization During The Certifying Body Audit. C. Scope Of Work: The Consultant Shall: 1. Review All Existing Documents If Still In Conformity With The Iso Standard. 2. Assist The Iso Contact Person To Fulfill The Iso Documents Requirements And Provide Updates For The Iso Audit. 3.ensure All Documents Are Ready And Prepared For The Iso 9001:2015 Certification Audit Especially The Following: A. Corrective Preventive Action Records B. Customer Satisfaction Surveys Records C. Management Review Records D. Objective Target And Plan Records E. Iqa Records F. Updates Of Risks Registries Particularly Risks And Opportunities G. Updates On Objective Target And Plan H. Forms (checklist/ Pm) I. Document Control Records (dcc) J. Legal Requirements (permits & Licenses) K. Review Of Quality Manual For Necessary Updates L. Infection Control Hai M. Employee’s Trainings ( Internal, External) N. Identify And Record Context Of The Organization O. Identify And Records Interested And Relevant Parties 4. Identification Of Gaps, Inconsistencies, And Areas For Improvement In Documentation Structure, Content, And Alignment With Iso 9001 Standards. 5. Assist The Organization During Certifying Body (cb) Iso 9001:2015 1st Surveillance Audit. A. Coordination And Facilitation Of Audit Activities, Providing Necessary Documentation And Resources To Auditors. B. Act As Liaison Between Auditors And Relevant Personnel Within The Organization To Ensure Smooth Conduct Of Audit Activities And Timely Resolution Of Audit Findings. C. Communicate Audit Progress, Observations, And Outcomes To Relevant Stakeholders Within The Organization, Including Management, Employees, And Other Key Stakeholders. 6. Assist The Qmr To Close The Car Issued By Certifying Body (cb). D. Duration Of Engagement, Timeline And Level Of Effort: A. The Services Of The Consultant Will Cover The Iso 9001:2015 1st Surveillance Audit. The Project Is Expected To Commence In January 13, 2025. E. Schedule Of Activities Iso 9001:2015 1st Surveillance Preparation Key Activities Description Duration Document Review Review And Update The Following Records: 1. Record Of The Context Of The Organization 2. Record Of Interested And Relevant Parties 3. Objective Target And Plan 4. Training Plan 5. Permits And Licenses 1 Day Jan. 13, 2025 Document Review Review And Update The Following Records: 1. Internal Audit 2. Management Review 3. Corrective Preventive Action 4. Risks And Opportunities Registries 5. Hospital Annual Infection Ratings 6. Customer Survey 1 Day Jan. 14, 2025 Gap Analysis Identification Of Gaps, Deficiencies, And Areas Of Non-compliance With Iso Standards. Random Sampling Only. 1 Day Jan 15, 2025 Preparation Of Certifying Body Audit The Consultant And The Qmr Prepares The Final Report For The Certifying Body 1 Day January 16, 2025 Cb 1st Surveillance Audit Assistance Assistance During The Surveillance Virtual Audit 1 Day January 17, 2025 5 Days Work Schedule: Flexible And Agreed Upon By Both Tmc Management And The Consultant. (to Be Documented In Writing Once Agreed Upon And Signed By Both Parties). F. Deliverables: Deliverables Of The Consultant Shall Include: 1. Inception Report That Will Indicate The Activities And Timelines 2. Report On The Results Of The Review Of The Documents 3. Report On The Results Of The First Body Audit –on Site Audit 4. Report Of The Results Of Certification Audit Of The Certifying Body. G. Contract Price And Terms Of Payments: The Total Cost For The 1st Surveillance Audit Consultancy Service Shall Be One Hundred Twenty Thousand Pesos Only. (p120,000.00) Which Shall Be Released As Follows: Iso 9001:2015 1st Surveillance Audit Preparation Activity Deliverables Cost Phase 1 Upon Completion Of All Trainings Stated Above, Certification And Issuance Of The Trainings/seminars Conducted To The Participants. 80% Phase 2 Upon Completion And Submission Of Report Of The Document Review Conducted And Initial Presentation Of The Prepared Slides/presentation Prior To The Actual Date. 10% Phase 3 Upon Completion Of Certifying Body Recertification Audit And Report Of The Findings Of The Certifying Body Iso Audit. 10% Total 120,000.00 Note: Payment Shall Be Made After Submission Of The Reports And Is Subject To Applicable Government Taxes. H. Source Of Fund Hospital Income I. Implementing Arrangements: The Tmc Qms Office Shall Be The Technical And Administrative Office Responsible For The Project. The Point Persons Shall Be As Follows: Sheryl Joy Gracilla, Md Deputy Quality Management Officer Noel Coronel, Md, Fpcp, Mgm Chief Of Medical Professional Staff Ii Quality Management Officer Responsibilities Of The Consultant: 1. The Consultant Shall Submit Reports And Conduct Other Deliverables On The Schedule Specified In The Inception Report (gantt Chart). 2. The Consultant Shall Coordinate With The Tmc Iso Core Team Through The Office Of The Overall Qmr Regarding Any Changes On The Date Of Schedule Of Audit Or Any Delay In The Activities Related To Iso Surveillance Audit. 3. The Consultant Shall Provide Materials Such As Manual To The Qmr. Responsibilities Of The Tmc: 1. The Tmc Through The Tmc Iso Core Team – Office Of The Overall Qmr Shall Closely Coordinate With The Consultant In The Conduct Of Certification Activities. 2. The Tmc Iso Core Team Shall Cooperate In The Conduct Of Audit Activities Ensuring That The Process Owners And Concerned Officials And Staff Are Available On The Scheduled Date Of Iqa Audit Training. 3. Prior To Any Execution Of Activities Related To This Terms Of Reference, The Tmc Iso Core Team-office Of The Overall Qmr Shall Convene A Meeting With The Consultant And Iqa Auditors Assigned To Handle This Project. A Close Monitoring Of All Activities As Indicated Herein Shall Be Undertaken By The Iso Core Team. 4. The Tmc Will Provide Board And Lodging During The Conduct Of Related Activities That Will Require The Consultants To Stay At Night. 5. The Hospital Will Shoulder The Rt-pcr Test Upon Arrival And Transportation Of The Consultant. Project Arrangement/contract Management The Project Will Be Handled By A Team Composed Of The Above-mentioned Technical Staff Of The Tmc Iso Management Team Under The Supervision Of The Medical Center Chief Ii And Tmc Overall Qmr. The Said Team Is Also Assigned To Handle Qms Implementation And Iso Surveillance Certification Of The Tmc. The Consultant Shall Submit The Deliverables And Other Reports To The Office Of The Overall Qmr Handling This Project. Likewise, He Shall Evaluate The Deliverables And Recommend Acceptance And Approval By The Medical Center Chief Ii. In Case There Are Revisions Or Changes That Should Be Incorporated Into The Submitted Deliverables, The Tmc Iso Management Team Shall Discuss The Matter To The Consultant. The Tmc Iso Management Team Shall Issue A Certificate Of Acceptance On The Report Submitted By The Consultant. The Tmc Iso Point Person Shall Facilitate The Documentation And Release Of Payments. Reporting Scheme: The Consultant Shall Coordinate Closely With The Tmc Iso Management Team-office Of The Overall Qmr To Clarify The Scope Of Activities And Other Matters Related To The Iso 9001:2015 Surveillance Audit Of The Tmc. The Tmc Iso Management Team – Office Of The Overall Qmr Shall Have The Prerogative To Set The Schedule Of Audits And Other Iso 9001:2015 Surveillance Certification Related Activities. J. Sustainability Factor: The Tmc Iso Management Team- Office Of The Overall Qmr Shall Ensure The Institutionalization And Maintenance Of The Tmc Qms. The Established Tmc Iso Management Team-office Of The Overall Qmr Shall Oversee And Supervise All Activities Related To Qms And Ensure That The Tmc Qms Conforms With The Standards And Requirements Of Iso 9001-2015 At All Times. K. Desired Qualifications Of The Provider Type: Firm _√_ Individual __ The Following Criteria Shall Be Used In Evaluating The Consultant: Qualifications Of The Consultancy Service Provider: The Consultant Should Have Adequate Technical And Management Capability In Conducting The Services Pertaining To Internal Quality Management In Conformity To Iso Requirement. The Consultant Should Have Passed At Least One (1) Lead Auditor Training Course. The Consultant Shall Have The Capacity To Arrange Such Activities Necessary For The Preparation Of Iso 9001:2015 1st Surveillance Audit. Technical Evaluation Scoring System, Will Award The Project To The Consultant With The Highest Score. 1. Number Of Years Of Experience In Rendering Consultancy Services For Iso 9001 Certification. At Least Has A 10 Years’ Experience. A) 12 Or More = 15 Pts. B) 11 Years= 10 Pts. C) 10 Years = 5 Pts. 2. Number Of Doh Hospitals Assisted For Iso 9001:2015 Recertification. Minimum Of 4 Hospitals A) 7 And Up = 20 Pts. B) 6 = 15 Pts. C) 5 = 10 Pts. D) 4 = 5 Pts. 3. How Many Doh Hospitals Assisted That Obtained Iso 9001:2015 Recertification. A) 7 And Up = 20 Pts. B) 6 = 15 Pts. C) 5 = 10 Pts. D) 4 = 5 Pts. 4. Presentation Of Consultant’s Methodology And Approach To Tmc Management/ Iso Core Team. A) Excellent = 15 Pts. B) Very Good = 10 Pts. C) Good = 5 Pts. 5.lead Auditor Training Course Passer Of At Least One (1) Iso Standard. I.e. Quality Management System (qms) And Occupational Health And Safety (ohs) A. 2 Or More = 10 Pts B. 1 = 5pts Financial Proposal Evaluation (20%) Omnibus Sworn Statement (revised) [shall Be Submitted With The Bid] _________________________________________________________________________ Republic Of The Philippines ) City/municipality Of ______ ) S.s. Affidavit I, [name Of Affiant], Of Legal Age, [civil Status], [nationality], And Residing At [address Of Affiant], After Having Been Duly Sworn In Accordance With Law, Do Hereby Depose And State That: 1. [select One, Delete The Other:] [if A Sole Proprietorship:] I Am The Sole Proprietor Or Authorized Representative Of [name Of Bidder] With Office Address At [address Of Bidder]; [if A Partnership, Corporation, Cooperative, Or Joint Venture:] I Am The Duly Authorized And Designated Representative Of [name Of Bidder] With Office Address At [address Of Bidder]; 2. [select One, Delete The Other:] [if A Sole Proprietorship:] As The Owner And Sole Proprietor, Or Authorized Representative Of [name Of Bidder], I Have Full Power And Authority To Do, Execute And Perform Any And All Acts Necessary To Participate, Submit The Bid, And To Sign And Execute The Ensuing Contract For [name Of The Project] Of The [name Of The Procuring Entity], As Shown In The Attached Duly Notarized Special Power Of Attorney; [if A Partnership, Corporation, Cooperative, Or Joint Venture:] I Am Granted Full Power And Authority To Do, Execute And Perform Any And All Acts Necessary To Participate, Submit The Bid, And To Sign And Execute The Ensuing Contract For [name Of The Project] Of The [name Of The Procuring Entity], As Shown In The Attached [state Title Of Attached Document Showing Proof Of Authorization (e.g., Duly Notarized Secretary’s Certificate, Board/partnership Resolution, Or Special Power Of Attorney, Whichever Is Applicable;)]; 3. [name Of Bidder] Is Not “blacklisted” Or Barred From Bidding By The Government Of The Philippines Or Any Of Its Agencies, Offices, Corporations, Or Local Government Units, Foreign Government/foreign Or International Financing Institution Whose Blacklisting Rules Have Been Recognized By The Government Procurement Policy Board, By Itself Or By Relation, Membership, Association, Affiliation, Or Controlling Interest With Another Blacklisted Person Or Entity As Defined And Provided For In The Uniform Guidelines On Blacklisting; 4. Each Of The Documents Submitted In Satisfaction Of The Bidding Requirements Is An Authentic Copy Of The Original, Complete, And All Statements And Information Provided Therein Are True And Correct; 5. [name Of Bidder] Is Authorizing The Head Of The Procuring Entity Or Its Duly Authorized Representative(s) To Verify All The Documents Submitted; 6. [select One, Delete The Rest:] [if A Sole Proprietorship:] The Owner Or Sole Proprietor Is Not Related To The Head Of The Procuring Entity, Members Of The Bids And Awards Committee (bac), The Technical Working Group, And The Bac Secretariat, The Head Of The Project Management Office Or The End-user Unit, And The Project Consultants By Consanguinity Or Affinity Up To The Third Civil Degree; [if A Partnership Or Cooperative:] None Of The Officers And Members Of [name Of Bidder] Is Related To The Head Of The Procuring Entity, Members Of The Bids And Awards Committee (bac), The Technical Working Group, And The Bac Secretariat, The Head Of The Project Management Office Or The End-user Unit, And The Project Consultants By Consanguinity Or Affinity Up To The Third Civil Degree; [if A Corporation Or Joint Venture:] None Of The Officers, Directors, And Controlling Stockholders Of [name Of Bidder] Is Related To The Head Of The Procuring Entity, Members Of The Bids And Awards Committee (bac), The Technical Working Group, And The Bac Secretariat, The Head Of The Project Management Office Or The End-user Unit, And The Project Consultants By Consanguinity Or Affinity Up To The Third Civil Degree; 7. [name Of Bidder] Complies With Existing Labor Laws And Standards; And 8. [name Of Bidder] Is Aware Of And Has Undertaken The Responsibilities As A Bidder In Compliance With The Philippine Bidding Documents, Which Includes: A. Carefully Examining All Of The Bidding Documents; B. Acknowledging All Conditions, Local Or Otherwise, Affecting The Implementation Of The Contract; C. Making An Estimate Of The Facilities Available And Needed For The Contract To Be Bid, If Any; And D. Inquiring Or Securing Supplemental/bid Bulletin(s) Issued For The [name Of The Project]. 9. [name Of Bidder] Did Not Give Or Pay Directly Or Indirectly, Any Commission, Amount, Fee, Or Any Form Of Consideration, Pecuniary Or Otherwise, To Any Person Or Official, Personnel Or Representative Of The Government In Relation To Any Procurement Project Or Activity. 10. In Case Advance Payment Was Made Or Given, Failure To Perform Or Deliver Any Of The Obligations And Undertakings In The Contract Shall Be Sufficient Grounds To Constitute Criminal Liability For Swindling (estafa) Or The Commission Of Fraud With Unfaithfulness Or Abuse Of Confidence Through Misappropriating Or Converting Any Payment Received By A Person Or Entity Under An Obligation Involving The Duty To Deliver Certain Goods Or Services, To The Prejudice Of The Public And The Government Of The Philippines Pursuant To Article 315 Of Act No. 3815 S. 1930, As Amended, Or The Revised Penal Code. In Witness Whereof, I Have Hereunto Set My Hand This __ Day Of ___, 20__ At ____________, Philippines. [insert Name Of Bidder Or Its Authorized Representative] [insert Signatory’s Legal Capacity] Affiant [jurat] [format Shall Be Based On The Latest Rules On Notarial Practice]