TERMS OF REFERENCE
DEVELOPMENT OF THE ELECTRONIC DOCUMENT CONTROL CENTER (EDCC) FOR THE IMPLEMENTATION OF THE DEPARTMENT OF TOURISM’SQUALITY MANAGEMENT SYSTEM
Planning Service
Department of Tourism

1. BACKGROUND
In compliance with Executive Order No. 605 institutionalizing the structure,mechanism and standards to implement the Government Quality Management
Program (GQMP), all government agencies are directed to adopt a Quality
Management System (QMS) certifiable to ISO 9001 in the delivery of its priority
government services. For Calendar Year 2019, the Department of Tourism (DOT)
undertook the expansion of coverage and scope to its ISO Certification. The said
certification covers the Central Office and seven (7) Regional Offices namely,
Regions I, IV-B, VI, VII, IX, XI, and NCR with the scope Accreditation of Tourism
Enterprises as well as Tourism Industry Training and Development. For CY 2020,
the DOT’s objective is continued compliance to ISO 9001:2015 Standard,
expansion of coverage to a minimum of three (3) additional regional offices and/or
coverage/scope covering other processes. Furthermore, the DOT will also focus
on the continuous improvement of its services to satisfy or exceed client
satisfaction.

In view thereof and in anticipation of the New Normal Scenario due to the Corona
Virus Diseases 2019 (COVID-19) pandemic, the DOT is in need of a web
development company who will develop an Electronic Document Control Center(E-DCC) to ensure the agency’s compliance with Clause 7.5 Control ofDocumented Information requirements of the ISO 9001:2015 Standard. This
platform shall also serve as a venue for the submission, review, and approval ofother QMS requirements such as, but not limited to, the Context of theOrganization, SWOT Analysis, Opportunities Action Plan, Risk Assessment
Registry, and Quality Objectives. This initiative is consistent with austerity and costsaving measures as well as the sustainability thrust of the Tourism Secretary forit will entail paperless transactions.

2. SCOPE OF WORK / REQUIREMENTS
The professional service provider shall oversee the following tasks and deliver thefollowing requirements:
2.1. Build a Web-based E-DCC compatible with the existing hardware/software
being utilized by the DOT, while fulfilling the current needs and allowing thescope for expansion in the future. The E-DCC must be accessible/ compatible
from/in any platform.

(As of July 3, 2020)

12.2. The system shall be based on agile development.
2.3. The system must have a secure socket layer (SSL) for improved security.
2.4. Consolidate QMS Documents into a single system where data will benormalized.
2.5. The DOT Main Office will be the central Document Control Center and overall
DCC Administrator of the system.
2.6. Validation of data entry forms to ensure the accuracy of data being entered in
the system.
2.7. Ensure that the system can handle a large volume of DOT records anddocuments.
2.8. The system is aligned with the existing DCC operation of DOT.
2.9. The Program must be flexible for customization.
2.10.

Provision of the following training:
2.10.1. Users Training - to adequately train all users to understand thebasics on how the system works.
2.10.2. Super Administrators Training - to equip administrators withtechnique on maintaining and troubleshooting the system.
2.10.3. Trainer’s Training - shall be conducted for systems administrators
who shall form part of the core pool of facilitators. The systems
administrators shall be responsible for conducting a retraining
module to end-users for the application system.

2.11. All training materials, user’s manual, systems manual shall be provided by
the Supplier. Travel expenses, hotel accommodations, per diem/honoraria,
etc. of their employees shall be shouldered by the winning bidder at no
additional cost to the DOT. In addition, should the training be conductedvirtually/online, the cost for the virtual training, such as communication
expenses, platform to be used, etc. shall be shouldered by the winningbidder.
2.12.

Users, Access, and Security Feature

2.12.1. Users – are DOT officials and employees with the following roles:
2.12.1.1. Super Administrator - pertains to global administrator of thesystem handling maintenance and troubleshooting.

(As of July 3, 2020)2

2.12.1.2. Administrators - pertains to ISO Facilitator, Deputy ISO
Facilitator, Document Control Custodian, and Document Control
Assistants.
2.12.1.3.Editors - Directors/Regional Directors and Process Owners
2.12.1.4.Reviewers - interfacing unit/process owner
2.12.1.5. Subscribers - other Operating Units/Delivery Units who are not
identified as Process Owners.
2.12.2.

Access - All users will access the system through the internet. Users
will access the system using email address (tourism.gov.ph) andpassword.

2.12.2.1. Access on the EDCC System shall be based on multilevel rights
but must be flexible or editable to all roles and on the following
definition:
2.12.2.1.1. Read – Can search and view the documents
2.12.2.1.2. Create – Can search, view, create and upload documents
2.12.2.1.3. Update – Can change the information associated with adocument, it can also search and view the documents.
2.12.2.1.4. Review – Can input comments on the document requested
to be reviewed.
2.12.2.1.5. Approve – Can approve/disapprove the request on any
changes in the document. (e.g. approval of procedure)
2.12.2.1.6. Download – Can download the document.
2.12.2.1.7. Version – Can download documents and upload a newversion of the Document.
2.12.2.1.8. Print – Can print the document.

RESPONSIBLEPERSONREAD

CREATEUPDATEREVIEW

APPROVEDOWNLOAD

VERSION

PRINT

Administrators

✔

✔

✔

✔

✔

✔

✔

✔

Editors

✔

✔

✔

✔

✔

✔

x

✔

Reviewers

✔

x

x

✔

x

x

x

✔

Subscribers

✔

x

x

x

x

x

x

x

2.12.3. Security Feature - Ensure that the users can only access the system
based on their roles. Unauthorized users should not be able to accessthe system. Must also include protection against data breach and(As of July 3, 2020)3

contingency plans for this possibility. Further, the features must be inaccordance with the National Cybersecurity Plan 2022.
2.13.

Data Entry and Storage Feature

2.13.1. Assist users with data entry by setting mandatory fields, dropdowns,
and other controls to be identified by DOT.
2.13.2. Data to be Stored - the data in the system will be normalized to ensure
data is stored in the most efficient way possible. The list below shows
key areas of data the system shall store:
Master Copy Document● Document Number● Revision Number● Document Title● Process Owner● Document Classification● Document Type
● Revision Type● Page Affected● Date of Execution● Description of Change/s● Filename
Document Review● Document Number● Revision Number● Process owner● Reviewer● Date Received● Time Limit● Purpose● Approval
Quality Management System Aligned Documents● Interested Parties● Needs and Expectations● Strengths, Weaknesses, Opportunities, and Threats● Opportunities Action Plan
● Risk● Risk Treatment● Severity of the Risks● Quality Objectives● Action Plans

Document Access● Process of Document
authorized DCC/DCA.

(As of July 3, 2020)

Distribution/Access

to

all

4

Note: Identified data to be stored may be revised during the consultation
process on the development of the EDCC.
2.14. Reporting and Outputs Feature – All reports will be accessed via theReport Manager Feature, which gives a common interface for the user toselect the report, enter parameters (such as document number) and run thereport. The user can view the results on screen, as well as print. The reports
produced will be standard tabular reports. Reports to be generated shall
include Master List of Registered Documents, Master Record Control
Register, Document Distribution List, and others. The report format must be
flexible enough to be customize, update, revise and easy to use.
2.15. Standard Components – To ensure a secure and efficient system, theservice provider shall include standard components in all applications they
develop. These components can be dropped into any project with minimalcustomization, thus reducing development timescale and cost. The standard
components that will be utilized in the proposed application are as follows:
2.15.1. Record Locking - the system must have a record locking facility. When theuser (process owner) opens a record for registration/revision of QMS
documents, the record will be locked. The record will be unlocked once theuser (process owner) closes the document. When another user opens alocked record, they will be allowed to view the record, but not save changes.
The proposed system shall also include a maintenance form to manually
remove locks from records should an issue arise where a record is locked
when it shouldn’t be (e.g. the user’s PC crashes before they close out oftherecordandremovethelock).
2.15.2. Provision of Audit Trail to include data analytics such as, but not limited to,data and statistics on how many times the system was accessed, whoaccessed the system, and others which will be agreed upon between theend user and winning bidder.
2.15.3. Error Handling - The proposed system must log errors or crashes in thesystem and help to identify and fix possible unforeseen problems. This isparticularly useful during the development and testing phases of the project.
2.16.

User Interface

2.16.1. The UI will be divided into key sections: heading, navigation, andworking area. The design of the UI will depend on the preference andconvenience of the end user.
2.16.2. The UI will feature a central area/home screen that acts as the hub of
the application, and this will be the first screen that the user is presented
with after they have logged in. This feature will contain the mainnavigation options and menus to allow access to the main functions of
the system.

(As of July 3, 2020)5

2.17.

Installation, Configuration and Maintenance2.17.1. The Service Provider shall create the database and tables on the server
allocated for the system and uploading of the EDCC on the server.
2.17.2. The system will require simple maintenance which can be performed
in-house, rather than relying on external consultants. The system will
require a simple update on database drop down boxes. Tools toperform maintenance tasks will be built directly into the system, throughthe maintenance screen. The Service Provider will provide training forthe system maintenance.
2.17.3. Provision to update the system’s libraries.
2.17.4. Hardware/Software Requirements - The system to be developed must
be compatible with the existing hardware/software being utilized by the
DOT.

3. DELIVERABLES

3.1. A web-based system working in any platform, to manage the creation, review,
approval, distribution, retrieval, retention and disposal of QMS documents(quality manual, work procedures, work instructions, quality objectives, list ofrecords and other documents needed for the implementation of QMS). The
system must be compatible with the existing hardware, software, and operating
system of the DOT.
3.2. Production of a detailed specification of the system before development toensure that any major issues are caught at an early stage.
3.3. The completed system must be configured and installed on the designatedserver.
3.4. A project manager will be assigned to provide a single contact for the DOT todeal with any issues or questions.
3.5. Technical documentation for the application, vital for the ongoing maintenanceand development of the system.
3.6. Delivery of approved specification which will include a detailed meeting todiscuss requirements and the creation of a detailed specification document,
outlining both functional and technical details of the system. Approval shall be
required prior to addition and customization of the system.
3.7. Must submit an accomplishment report on a monthly basis.
3.8. The proposed process flow of the system are as follows which can be revised
during the development of the system:(As of July 3, 2020)

63.8.1.Establishing New Document

RESPONSIBLEPERSONPROCESS FLOW

Process Owner

Shall log-in his/her credentials on the EDCC System

Process Owner

Shall click the Registration Tab and select “New Quality
Procedure Tab”.

Process Owner

Shall prepare their respective procedure.
Note:● The concerned division shall be the originator of theprocedure.
● In case the person who initially prepared the procedure
is no longer connected to the organization, the Division
Head shall appoint another originator from the division.

Process Owner

Shall upload the draft Quality Procedure and identify at least
two (2) interfacing Operating Units/Process Owners.

Document
Shall approve the registration review request of the Process
Control
Owner.
Custodian(DCC)/
Note:
Document● An email notification will be sent to the Process Owner
Controlthat the request has been approved.
Assistant (DCA)● An email notification will be sent to the interfacing
Operating Unit/Process Owner to review theprocedure.
Interfacing
Operating
Units/Process
Owner(As of July 3, 2020)

Shall review the document.
Shall encode their inputs/ feedback on the DQPT and DRRF.
Note:● After the review, the process owner shall collate theinputs and incorporate in the proposed procedure if
necessary.
● If the procedure under review is inconsistent with aninterfacing procedure, the originator shall forward the
document to the ISO Facilitator for verification.

7

Interfacing
Operating
Units/Process
Owner

Shall click “Submit” after encoding inputs/feedback on the
DQPT and accomplishing the DRRF.

Process Owner

Shall forward the revised procedure to the Regional
Document Coordinator (RDC) for final edit of the procedure.

RDC

Shall examine the template of the procedure if consistent withthe approved Quality Procedure layout.

Director

Shall review the Quality Procedure.

Note:● An email notification will be sent to the Process Owner
that the interfacing Operating Unit/Process Owner
completed the review of the procedure.

Note:● If there are comments, shall return to the process
owner for revision.
● If there are no comments, the process owner andDirector shall “Request for Document number Tab” on
the EDCC System.
DCC/DCA

Shall review the completeness of the DRRRF and the DQP.
Note:
● If found in order, shall assign Document number to the
Quality Procedure.
● If not found in order, shall return to the Process
Owner/Director for revision.

Process Owner

Shall print the DQP and DRRF.

Regional
Document
Coordinator(RDC)

Shall scan the signed DRRRF and Newly Established Quality
Procedure and upload to the New Procedure tab in the EDCC
system.

DCC

Shall print the DRRRF and Newly Established Document for
Deputy ISO and ISO Facilitator’s signature

Deputy ISO and Shall approve and sign the Newly Established Quality
ISO Facilitator
Procedure(As of July 3, 2020)

8RESPONSIBLEPERSON
DCC

PROCESS FLOW
Shall stamp “Controlled Copy”, scan and upload the Newly
Established Quality Procedure in the EDCC System.
Note:● Refer to Figure 3 “Kinds of DCC Stamps” and Figure 4“Classification of Use of DCC Stamps”● Shall share copies to all concerned divisions based on
the identified copy holders of that specific procedure for
their reference.

3.8.2.Revision Process
RESPONSIBLEPERSONPROCESS FLOW

Process Owner

In the Revision Tab, click Request for Revision. Process
Owner shall be directed into Document Copy Request Page.
Shall accomplish the form in the Document Copy Request
Page. Shall click “Approval” and type name of Director

Director

Shall be notified of the request.
Shall have two options:
Approved for Endorsement and Not Approved.
● If approved, the request will be forwarded to the ISO
Facilitator for approval.
● If not approved, process owner shall be notified.

ISO Facilitator

Shall approve/disapprove request for revision.
Once approved by ISO Facilitator, the Process Owner shallreceive an email notification to draft revision.

Process Owner

Shall draft the revision and route the procedure following thesteps of establishing new document.

3.8.3.Control of Records(As of July 3, 2020)

9RESPONSIBLEPERSONPROCESS FLOW

Process Owner

Shall log-in his/her credentials on the EDCC System

Process Owner

Shall click the Registration Tab and select “List of Records”.

Process Owner

Shall prepare the List of Records and identify the
maintenance and preservation period according to NAP.
Shall upload soft copy of Forms to be registered.
Shall click submit for review of the Director.

Director

Shall review and endorse the List of Records and its
corresponding Forms to the DCC.

DCC/DCA

Shall review the submitted List of Records and Forms.

DCC

Shall approve and assign Control Numbers on the submitted
Records.
Shall forward the List of Records and registered forms to theConcerned Director

Concerned
Director

Shall approve the List of Records.

DCA

Shall prepare and update the Master Record Control Register
per Operating Unit.
Note:● Shall initiate the updates or revision of the Records.
● The process for revising the List of Records shall be
the same as the Establishing New Document Process.

3.8.4.Handling of External Documents
RESPONSIBLEPERSON(As of July 3, 2020)

PROCESS FLOW

Process Owner

Shall log-in his/her credentials on the EDCC System.

Process Owner

Shall click the Registration Tab and select “External
Documents”.

10Process Owner

Shall encode the list of External Documents

Process Owner

Shall upload the soft copy of External Documents.

DCC/DCA

Shall register the External Documents by assigning Control
Number.

RESPONSIBLEPERSONPROCESS FLOW

Process Owner

Shall print the assigned Control Number and attach to theExternal Document as proof of registration and traceability
purposes.

Process Owner

Shall record and safekeep the external document.
Note:● Shall initiate the updating of the External Documents.
● The process for updating the External Documents shallbe the same as the Establishing New Document
Process.

3.8.5.Retrieval and Disposal Process
RESPONSIBLEPERSON(As of July 3, 2020)

PROCESS FLOW

DCC/DCA

Shall log-in his/her credentials on the EDCC System.
Shall click the Retrieval and Disposal Tab.
Shall notify the Process Owner that the existing Quality
Procedure was obsolete due to the registration of a new
Quality Procedure.

Process Owner

Shall log-in his/her credentials on the EDCC System.

11

Process Owner

Shall declare disposal of obsolete procedures.

Note:● Regional Document Coordinator shall ensure that all
obsolete hard copies are disposed in accordance with
the Control of Documented Information Procedure.
DCC

Shall confirm disposal and remove obsolete procedure fromthe system.

DCC

Shall encode the obsolete procedure in the List of Obsolete
Procedures.
Shall file the master copy of the obsolete document until thepreservation period.

3.8.6.Generation of Quality Management System Aligned Documents
Requirements
RESPONSIBLEPERSONPROCESS FLOW

Process Owner

Shall log-in his/her credentials on the EDCC System.

Process Owner

Shall click the “Quality Management System Aligned
Documents Tab”.

Process Owner

Shall encode the following QMS Aligned Documents:- Context of the Organization- SWOT Analysis- Opportunities Action Plan
- Risk Assessment Registry- Quality Objectives

Director

Shall submit the QMS Aligned Documents

DCC/DCA

Shall review the submitted QMS Aligned Documents andreturn to concerned Directors for corrections, if applicable.

Concerned
Deputy ISO
Facilitator

Shall endorse the QMS Aligned Documents.

ISO Facilitator

Shall approve the QMS Aligned Documents.

3.8.7.

(As of July 3, 2020)

12

3.9. Delivery of ALPHA version of the system which will contain all the major
elements of the system to allow the follow through of QMS Control ofDocumented Information Procedure processes, as they would be on the final
version.
3.10. Development of Management Dashboard and reports which may include
text, tables, and others which must be readily available.

3.11. Completion report including transfer of all source codes to the DOT.
3.12. Submission of User Manual, Operations Manual, Administrators Manual,and Frequently Asked Questions Manual.
3.13. Warranty of one year after turn over to include fixing bugs and errors of the
deployed system, inclusion of any enhancements that may be required.
Additional one-year service warranty for the maintenance of the system fora total of 2-year warranty period after turn over.
3.14. Delivery of BETA version of the system which will contain all the featuresand functionality as outlined in the agreed specification.
3.15. Formulate test strategies for all areas of the system based on the needs ofthe system, availability of the staff, and the strategies will be built into theproject plan.
3.16. Ongoing support to include:
3.16.1. Support for technical and end-user queries. This includes email andphone support during office hours (09:00 – 6:00 Monday to Friday)
3.16.2. Provision of immediate on-site support for issues classified as
critical.
3.16.3. Provision of feedback within four (4) hours to the end user to updatethestatus/actions
undertaken
torepairthesystem.
3.16.4. Monthly SQL Server Health Check, which ensures the MySQL
Server is operating in optimum condition, and includes testing
backups to ensure they are restored correctly, running traces to
identify
bottlenecks
andimproveefficiency
etc.
3.16.5. Must have dedicated personnel who will resolve issues encounteredin the system.
3.16.6. Duration of support shall be during the development of the system andwarranty.

4. PROFESSIONAL REQUIREMENTS(As of July 3, 2020)13

Minimum Required
Personnel(As of July 3, 2020)

Minimum Years ofExperience inhandling related
projects

Other requirements

Team Leader

5 years

Attended 3 web
development training orother relevant trainings
for the past 3 years

Data Analyst

3 years

Must have a degree in
Computer Science,
Data/Information
Management, Advanced
Statistical Analysis,
Information Technology,
and Software
Engineering or otherrelated fields

Database Administrator

3 years

Must have a degree in
Computer Science,
Data/Information
Management, Statistical
Analysis, Information
Technology, andSoftware Engineering orother related fields

Programmer/ Graphic
Designer

3 years

Must have a degree in
Computer Science,
Data/Information
Management, Statistical
Analysis, Information
Technology, andSoftware Engineering orother related fields

Quality Assurance Tester

3 years

Must have a degree in
Computer Science,
Data/Information
Management, Statistical
Analysis, Information
Technology, andSoftware Engineering orother related fields

14Note: Bidders may add additional personnel deemed fit for the team. Likewise,bidder must submit proof that they meet the qualifications indicated herein(example: list of relevant projects, training certificate, diploma, etc.)

5. ELIGIBILITY REQUIREMENTS
5.1. Must be accredited with the Philippine Government Electronic Procurement
Systems (PhilGEPS).
5.2. Company must be in existence for at least five (5) years.
5.3. Certification of satisfactory service/job orders/purchase requests from at least
three (3) clients within the last three (3) years.

5.4. The Bidder must submit the following documentary requirements:
5.4.1.Company Profile
5.4.2.Curriculum Vitae of Team Leader and Team Members who will handle
the project
5.4.3.List of ongoing and completed projects both in public and private sector
in the last three (3) years

6. DURATION:

Until December 31, 2020

7. PROJECT INVESTMENT / APPROVED BUDGET FOR THE CONTRACT (ABC)The chosen system provider shall be paid the amount of Two Million Seven
Hundred Thousand Pesos (Php 2,700,000.00) inclusive of all applicable taxes inaccordance with the government procedure and based on the following tranchesof the development of the system:
Reference of Payment

AmountProvision of requirement analysis

20%

Delivery and approval of specifications as well as theAlpha Version of the system (Application is working
but needs testing for functionality)

30%

Delivery of Beta Version – look for additional
functionality

30%

Completed conversion and uploading ISO 9001:2015
Quality Procedures, and other related documents tothe system/application.

(As of July 3, 2020)15

100% completion of the project, Training of eDCC andendorsement of Manual and Source Code10%

Retention Fee

10%

Note:
● If the man-days will exceed, no additional cost shall be charged to the
DOT.
● Service provider shall submit Terminal Report and/or other requirements
requested by the end-user (if applicable), prior to the processing of
payment.
● Training Certificates shall be issued five (5) working days after the
conduct of the training.

8. CONTACT PERSONS
Ms. Alyssa Coline C. Malabanan
Planning Service
acmalabanan@tourism.gov.ph
Ms. Leslie Marie Zaldua
Lmszaldua@tourism.gov.ph(As of July 3, 2020)16