1. INTRODUCTION
In line with the Philippine government’s program to promote efficiency and responsiveness, public sector organizations are urged to enhance operations and delivery of services.
The Home Guaranty Corporation (HGC), as one of the government’s key shelter agencies, has adopted and implemented the ISO 9001:2008 standards as the foundation for the attainment of its quality objectives. Compliance with said standards has increased the Corporation’s operational efficiency and productivity, as work responsibilities and processes are clearly-defined, transparent, guided and controlled.
With the aim to continuously improve its Quality Management System (QMS), HGC will have its core services certified using the ISO 9001:2015 and ISO 27001 standards.
2. OBJECTIVE
HGC intends to engage the services of a certification body that will conduct assessment and audit of the needed ISO 9001:2015 and ISO 27001 standard requirements for all core services.
Accordingly, this Terms of Reference (TOR) intends to convey the services and obligations required of the certification body.
3. DEFINITION OF TERMS
The following terms used under this TOR shall be understood as follows:
3.1 ISO – International Organization for Standardization
3.2 ISO 9001:2008 – is the latest update of the ISO 9000 QMS series of standards, which promotes continual management systems improvement to achieve customer satisfaction.
3.3 HGC – Home Guaranty Corporation
3.4 Quality Management System – a set of interrelated or interacting elements that allow the organization to
establish its policy and objectives related to quality and to achieve those objectives.
3.5 ISO/IEC 17021:2006 – contains principles and requirements for the competence, consistency and impartiality of the audit and certification of management systems of all types (e.g. quality management systems or environmental management systems) and for bodies providing these activities.
4. SCOPE OF SERVICES
4.1 The scope of services to be provided by the certification body shall include the following:
| 1. Readiness Assessment |
- Determine possible gaps of the HGC QMS
|
2. Certification Audit – (March 2016)
- Stage 1 - one (1) day
- Stage 2 - one (1) day
|
- Prepare and submit certification audit plan
|
3. Issuance of ISO 9001:2015 and ISO 27001 Certificates valid for three (3) years |
- Conduct certification audit; and
- Prepare and submit audit report detailing observations, opportunities for improvement and any non-conformity to ISO 9001:2015 and ISO 27001 standards or documented procedures, and suggestions on addressing the same not later than five (5) working days after the conduct of an on-site audit
- Issue a valid ISO 9001:2015 and ISO 27001 compliance certificates
|
4. Surveillance Audit for the 2nd year (Year 2017) – One (1) day |
5. Surveillance Audit for the 3rd year (Year 2018) – One (1) day |
4.2 The certification body shall adhere to the agreed scope of work/deliverables approved by the HGC QMS Core Team created under HGC Office Order No. 12 S. 2012.
4.3 The certification body audit team shall provide HGC with a full report on the operations audited, consistent with the approved scope of work/deliverables within five (5) working days from each initial assessment, surveillance and recertification audit, unless otherwise waived by the HGC.
4.4 The certification body shall develop a procedure for HGC appeals. If resolutions for disputes between the HGC and the certification body cannot be made, HGC shall be afforded the right to lodge appeals on the decisions of the audit team to an arbitration panel.
The mutually agreed-upon arbitration panel shall consist of three (3) members: one chosen by HGC, one chosen by the Certification Body, and one acceptable to both parties (i.e., a certified auditor with proven familiarity on Philippine Government Quality Management Systems). The arbitration panel shall hear the evidence and make a final decision. If the arbitration panel decides in favor of HGC, all fees and expenses to convene the panel shall be paid by the Certification Body.
5. DURATION OF SERVICES
The services subject of the procurement shall be for a period of three (3) years starting CY 2016.
6. QUALIFICATIONS OF CERTIFICATION BODY
6.1 The certification body should be duly certified by a member or signatory of the International Accreditation Forum (IAF) and must show a valid proof of conformity to ISO/IEC 17021:2006 and competence to conduct ISO 9001/ 27001 certification of integrated Quality and Information Security Management Systems (QISMS).
6.2 The certification body, composed of audit and surveillance teams, shall satisfy the following:
- With at least five (5) years experience in the industry;
- With at least one (1) year ISO 9001 and 27001 Quality and Information Security Management Systems (QISMS) auditing experience;
- With at least two (2) members who have a minimum of three (3) years ISO 9001 and 27001 auditing experience; and
- With at least one (1) auditor who has advanced training on ISO 9001 and 27001 Auditing of not less than thirty two (32) hours.
7. ENGAGEMENT FEE
7.1 In consideration of the services, HGC shall pay the certification body in the following manner:
Deliverables/Issuance of Certificates |
Amount |
Date of Payment |
1st Year:
- Readiness Assessment
- Stage 1 audit
- Stage 2 audit
- Issuance of ISO 9001:2015 and ISO 27001 Compliance Certificate (valid for three (3) years)
- HGC Logo on Certificate/s
|
Php250,000.00
(VAT-inclusive) |
- Mobilization fee (15% of amount)- upon signing of agreement and submission of security bond;
- The remaining 85% of the amount shall be paid upon acceptance of the Audit report.
|
2nd Year: Surveillance Audit ( 2017) |
Php100,000.00
(VAT-inclusive) |
Upon submission and acceptance of the surveillance audit report |
3rd Year: Surveillance Audit (2018) |
Php100,000.00
(VAT-inclusive) |
Upon submission and acceptance of the surveillance audit report |
Total |
Php 450,000.00 |
|
7.2 Payments shall be based on the completion of the activities as evidenced by the submission and acceptance of the required deliverables for the identified processes stated in Clause 7.1 above.
7.3 HGC may refuse to make payments when the terms and conditions of the services are not satisfactorily performed by the certification body.
8. ENGAGEMENT FEE
8.1 The certification body shall submit eligibility documents as prescribed under Republic Act No. 9184 or the Government Procurement Reform Act and its Revised Implementing Rules and Regulations.
8.2 The HGC Bids and Awards Committee shall select the most qualified certification body using the quality cost-based methodology pursuant to the pertinent provisions of R.A. No. 9184. The 70% - 30% quality to cost ratio shall be used for this purpose and shall be allocated as follows:
Criteria |
Percentage |
A. Technical Proposal
- Quality of Personnel to be Assigned - 30%
- Firm Experience & Capability - 30%
- Plan of Approach & Methodology - 40%
|
70%
|
B. Cost Proposal |
30% |
Total |
100% |
9. RESPONSIBILITIES OF THE CERTIFICATION BODY
9.1 At least one (1) auditor of the initial team should participate in all audits of the three-year audit cycle.
9.2 The certification body shall provide the HGC with its company profile highlighting related projects, scope of work and implementation methodology. Curriculum vitae of the proposed certification team shall also be submitted.
9.3 The certification body audit team shall abide with the auditing principles, terminologies and guidelines as specified in the ISO 190011:2002 – Guidelines for Quality Management Systems Auditing.
10. CONFIDENTIALITY AND IMPARTIALITY CLAUSE
10.1 Except with the prior written consent of the HGC, the certification body shall not, at any time, communicate to any person or entity any confidential information acquired during the course of the services, nor shall the certification body make public the findings/observations/recommendations formulated in the course of, or as a result of, the services.
10.2 The certification body shall value the importance of impartiality in the certification of the system and shall use all reasonable efforts to manage possible conflicts of interest and ensure the objectivity of the certification process.
