OFFICE OF INDUSTRY MANPOWER DEVELOPMENTT E R M S OF R E F E R E N C E
I.

Project Title
DEVELOPMENT OF DOT LEARNING MANAGEMENT SYSTEM

II. Background
In Section 13 of Republic Act No. 9593 or the Tourism Act of 2009, the Office of Industry
Manpower Development (OIMD) is mandated to develop training modules and conduct
seminars and continuing education for industry workforce to upgrade the quality,competence, and excellence in tourism services. The OIMD planned to provide newstrategies, innovative and responsive trainings for the tourism industry stakeholders and
LGUs, keeping in mind that as human capital, there is a trigger to constantly ensure thatthe tourism professionals are always valuable assets throughout the tourism work life
cycle.
In 2020, a total of 538 online trainings were conducted through OIMD-initiated andTourism Industry Skills Program which resulted to 36,404 trained participants from thetourism industry and LGUs.
The program is also consistent with the Bayanihan To Heal As One Act, and is one of theactivities identified by the DOT in the Tourism Response and Recovery Plan on
COVID-19 by shifting the conduct of trainings to DOT Online Learning Courses throughvarious online applications to ensure the safety of everyone, virtually continue the“upgrading skills and enhancing knowledge” of the tourism stakeholders even in the
comforts of their homes or offices.
III. Purpose/Objectives
With the positive feedback and demand for more trainings from the tourism stakeholders,
OIMD shall continue to offer online and blended learning courses even beyond the
pandemic as the tourism industry prepares to embrace the “Better Normal”. Hence, the
OIMD is in need of the services of an IT Consultant that is capable of providing
professional consultancy and information technology services for the Development of
DOT Learning Management System (DOT-LMS).
The selected IT Consultant shall undertake the planning, development, maintenance andimplementation of the said learning management system in accordance with the following
objectives:•

To develop web portal which shall provide an all-inclusive learning experience,encompass features and tools expected in today’s digital learning landscape fortourism industry stakeholders;•

To develop a system’s user interface, features and functionalities in the learning
management system;

1|P ag e

•To integrate the registration process, enrollment of learners in the DOTOIMD/Regional learning courses, monitoring and tracking of learner’s progress,
customized reporting, and providing data and learning analytics in one system;•

To develop a regional learning system which shall provide safety and security
features against unauthorized access and tampering of data and information;•

To create a feedback mechanism and impact assessment tool on DOT-OIMD
programs and pool of resource speakers/tourism trainers;•

To have a learning system which can meet different modes of training delivery,
efficient, effective, user-friendly, as well as, promote active and collaborative
learning, and accessibility to the learners/training participants that will give an
actionable insight on course and learner’s progress.

IV. Bidder’s Qualification

1. Qualifications of the Company
1.1 Must be a duly registered sole proprietorship, partnership or corporation with atleast five (5) years IT experience in the design, development, implementation andmaintenance of Learning Management System;
1.2 Must be knowledgeable in learning solutions via online and blended formats withexperience in developing live and on demand learning tools that will support theentire learning lifecycle;
1.3 Must be capable of providing expertise in terms of LMS in a government setting
and also has an extensive experience and expertise in IT-based LMS systems thatwill help DOT in the policy and procedure required for the successful
implementation of learning management solution;
1.4 Must have developed at least two (2) web-based applications and implemented afully integrated learning management solution to private and government agencies
with at least 1,000 training participants/students in a centralized and decentralized
mode; and1.5 Must have successfully completed at least five (5) web-based application systems
with government and/or private entities.
2. Qualifications of Team Members
The Team Members should have the following skills and qualifications;
2.1 Team Leader
2.1.1 Must be knowledgeable in programming language such as but not limited tohtml5, php, css, python, java, etc.
2.1.2 At least five (5) years in experience
2.1.3 Attended two (2) web development trainings for the past 3 years
2.1.4 Attended at least 40 hours of training related to project management for the
past 3 years

2|P ag e

2.2 System/Data Analyst
2.2.1 Must be knowledgeable in programming language such as but not limited tohtml5, php, css, python, java, etc.
2.2.2 At least three (3) years in experience
2.2.3 Must be able to analyze, model and interpret data
2.2.4 Attended two (2) relevant trainings for the past 3 years
2.3

Database Administrator
2.3.1
2.3.2
2.3.3

2.4

Programmer / Graphics Designer
2.4.1
2.4.2
2.4.3

2.5

Must be knowledgeable on database such as but not limited to MySQL,MsSQL, OracleDB, etc.
At least three (3) years in experience
Attended one (1) relevant training for the past 3 years

Must be knowledgeable on programming such as but not limited to Java,
Javascript, Bootstrap, HTML, CSS, etc.
At least three (3) years in experience
Attended two (2) relevant trainings for the past 3 years

Quality Assurance Tester
2.5.1
2.5.2
2.5.3

Must be knowledgeable on project management and software development
method/QA methodology
At least three (3) years in experience
Attended one (1) relevant training for the past 3 years

Note: Bidders may provide additional personnel deemed fit for the team.
Bidder must submit proof that they meet the qualifications indicated in the above(example: list of relevant projects, training certificates, diploma, etc.).
V.

Scope of Work and Deliverables
1. The provider must design, develop, and customize a web-based DOT Learning

Management System (DOT-LMS) which shall cover the following:
1.1. Registration Management Module
1.2. Learning Management Module
1.3. Virtual Classroom Module
1.4. Built-in Feedback and Survey Module
1.5. Reporting and Analytics Module
1.6. Skills Passport Module
2. Data Gathering - Conduct data gathering activities to define the scope of the projectand required functions and features.
3. Develop and submit Inception Report - defining the Project Scope, Development

Approach, Project Composition, Project Schedule and Acceptance Procedures.
4. The defined project scope must be transformed into a System Design Specifications

which includes the flowchart of the proposed system, data elements, screen and reportlayouts, menu navigation and integration points.

3|P ag e

5. Delivery of approved System Design Specifications which will include coordination

meetings to discuss requirements and the creation of a detailed specification
document, outlining of functional and technical details of the system. Approval shall be
required prior to deployment.
6. Progress Report - Progress report must be submitted regularly to the DOT-OIMD as tobe determined by both parties.
7. Data Migration - Perform data migration, provide the necessary equipment, tools andsoftware for the system’s implementation.
8. Cloud Storage Services – The system must be supported by scalable, security-rich,and cost-effective cloud data storage of at least 4TB per month with a minimum
subscription plan of three (3) years which shall be turned-over to DOT after system’s
completion. Provision of synchronized-onsite and cloud data updates, as well as,
provide assistance to DOT in migrating cloud-stored data to the DOT available server
prior to expiration of the subscription. Subscription plan should be directly under thename of DOT.
9. Cloud Disaster Recovery – Database resiliency and backups in the event of asystem/database failure, the service would cut-over to an alternative availability zone.
Subscription plan will depend on the system requirement/data to be approved by the
DOT end-user. Subscription plan should be directly under the name of DOT.
10. Backup and Data Archiving – The system shall provide daily and monthly backup

outside the system through a dedicated desktop or storage device. Data archiving
data should also be stored outside the system and should be readable or reloadable
thru the system.
11. The Project IT Team must have at least five (5) team members, to wit:

11.1
11.2
11.3
11.4
11.5

One (1) Team Leader
One (1) System/Data Analyst
One (1) Database Administrator
One (1) Programmer/Graphic Designer
One (1) Quality Assurance Tester

12. User Acceptance Test - The objective of this phase is to conduct simulation on theactual process of the system (function, performance and security) to make sure that it
operates according to the user requirements.
13. Users Training - Service Provider should provide training to concerned employees andusers (OIMD, Regional Training Champions and IT staff) related to technicalities,
software processes including operational procedure such as but not limited to thefollowing:
13.1 IT Division
13.1.1 Must provide proper knowledge transfer to at least five (5) IT personnel
13.1.2 Training on Level 1 trouble shooting
13.1.3 Training on data migration, archiving, cloud data storage transfer, andcloud disaster recovery
13.2 OIMD Systems Administrator
13.2.1 Must provide proper knowledge transfer to at least five (5) OIMD
personnel
13.2.2 Super Administration Operation Training
4|P ag e13.2.3 Training on data migration, archiving, cloud data storage transfer, andcloud disaster recovery
13.2.4 Systems operations and usage
13.3 All End-users (OIMD, TRCRG, Training Champions and Trainers)
13.3.1 Online Training for System Usage and Operation for four (4) batches
13.4 Public Users (Learners/Participants)
13.4.1 Self-paced Training using Video User’s Manual
Note: All training materials, user’s manual, systems manual and video user’s manual
shall be provided by the Service Provider. Travel expenses, hotel accommodations,trainer’s fee, etc. shall be shouldered by the winning bidder.
In addition, should the training be conducted virtually, the cost for the online platform to
be used, communication expenses, and other related expenses shall be shouldered by
the winning bidder.

14. Maintenance and Support - Provide maintenance services and support for all users

and administrators of the system for a period of two (2) years after acceptance (UAT)
via direct call or email support (both technical and end-user queries). Maintenanceincludes on-site and remote support, database administration and fixing of errors.
15. Transfer of Knowledge - Program codes, subscription to online platform and cloudservices, and other details of the system developed must be completely turned-over tothe DOT, necessary training on understanding the LMS infrastructure as specified in
Item No. 13, endorsements of essential information, such as source codes, cloudservices/platform subscription, technical and user manual as stated in Item No. 16, allassets used in building the system and all other essential data.
16. Prepare the following documentation for the entire project and ensure that existing

government rules and regulations are considered:
16.1 Three (3) sets of hard and soft copy of Completion Report
16.2 Three (3) sets of hard and soft copy of the Systems Administration
Manual (policies, procedures, operations and maintenance of the system)
16.3 Three (3) sets of hard and soft copy of the User’s Manual (user guide,description, system usage including Frequently Asked Questions)16.4 Video User’s Manual
17. Security Features

17.1 Must be capable of role-based access control, native authentication, single
sign-on, multi-factor authentication, attribute-based access control andcustom authentication.
17.2 Must have an auditing procedure that will securely manage stored
data/information in the cloud (e.g. SOC 2, CSA Star 2, etc.).
17.3 Must provide a set of tools and services offering a holistic view of anorganization's information security, real-time visibility across anorganization's information security systems, event log management that
consolidates data from numerous sources, and the like.
17.4 Must have data encryption, node to node encrypted communication, fieldand document level security.
5|P ag e

A. General Requirements for the System
1. Web-based applications/modules shall be able to run through mostly used
desktop or laptop, mobile devices, web and mobile browsers such as Google
Chrome, Internet Explorer, Mozilla Firefox, etc.
2. The system should be using a multi-tiered layer approach with Model-ViewController pattern.
3. The system must be compatible with the OS Database of the DOT, and shouldbe able to connect to all major types of latest versions of relational databases
systems such as Oracle, MySQL, Postgre, MSSql, and DBF.
4. The system must be capable of role-based access control, native
authentication, single sign-on, multi-factor authentication, attribute-based
access control, custom authentication, security information and event
management, data encryption, node to node encrypted communication, as wellas, field and document level security.
5. The approval process will be identifiable by the authorized users thru the librarytable of authorized signatories.
6. Compatibility with existing systems and hardware/equipment such as but notlimited to Windows 7 and up, Android, IOS, mobile devices, laser/deskjet
printers, photocopier, etc.
7. The system must provide a Portal or Landing Page which shall allow flexibility
for the learners to access training-related transactions. It shall be accessed
through user defined access control and login requirements. The portal shallprovide necessary features/display the following information;
7.1 Dashboard/Analytics on Training Statistics and Other Accomplishments
7.2 DOT-OIMD/Regional Training Programs
7.3 OIMD and Regional Training Calendars
7.4 Definition of Terms and How to Avail the DOT-OIMD Trainings
7.5 Announcement/ Public Advisory
7.6 Link/show web address to the DOT Regional Directory
7.7 List of OIMD Pool of Resource Speakers/Trainers
7.8 List of DOT-Accredited Tourism Enterprises/Frontliners
7.9 FAQs and Downloadable Forms
7.10 Related DOT Circulars and Guidelines
7.11 Online Inquiry, Feedback and Suggestion Form which can be sent todesignated OIMD/regional staff
The system shall allow authorized user to publish, edit, delete, and archive
information found on the landing page through the Content Management
System.
8. Provision of sitemap for website search engine optimization.
9. The system shall provide the user the facility to create a report template andgenerate using the system, report content, style and output format to be userdefined.

6|P ag e

10.The system shall easily implement changes or new policies without the needfor system enhancement and modification. The system should be adaptable tobusiness policy changes.
11. Access Control and Login Requirements
11.1 Creation of unlimited user with different functionalities.
11.2 The user or access levels of the users should be configurable down tothe activities/actions that may be performed on a specific user.
11.3 All users will access the system through the internet. Users will accessthe system using email address and password. They must beauthenticated, and access rights are based on their roles.
11.4 The OIMD System Administrator and users shall have full access to allfunctions and features as authorized by the OIMD Director.
11.5 Access must be denied after 3 unsuccessful login attempts. After which,the user account will be locked and needs to be reset by the designated
OIMD/Regional Administrator to allow re-login to the system.
11.6 Provide change password facility similar to windows forgot password
concept.
12. The system shall provide Audit Trail Facility.
13. User Management – The System shall allow the OIMD System Administrator
to manage users, groups, and roles as follows:
13.1 DOT – OIMD Accounts
13.1.1 System Administrator
13.1.2 OIMD Director
13.1.3 Manpower Planning and Monitoring Division Chief
13.1.4 Manpower Training Division Chief
13.1.5 Cluster Head
13.1.6 OIMD Training Champion
13.1.7 Undersecretary, TRCRG
13.1.8 Assistant Secretary, TRCRG
13.2 DOT – IT Division Account
13.2.1 Server and Database Administrator
13.3 DOT – Regional Accounts
13.3.1 Regional Administrator
13.3.2 Regional Director
13.3.3 Regional Division Chief
13.3.4 Regional Training Champion
13.4 External Users
13.4.1 Resource Speakers/Trainers
13.4.2 Learners/Training Participants
Note:
•
•

User and Access Roles may be changed depending on the structural design of thesystem.
The system shall also have a provision to add/delete/disable/ archive Users.

B. System Functional Specifications
1. Registration Management Module
1.1. Online Registration
7|P ag e

1.1.1 Manage and process via online registration
1.1.2 Provide tools needed to process and manage registrations
automatically 24/7
1.1.3 Real-Time email registration notifications and automatic event
reminders
1.1.4 Automatic waiting list management tools
1.1.5 Integrated name ID/badge printing
1.1.6 Custom fields including field dependency, branding andcustomization tools
1.1.7 Integrated reporting, APIs and data export features
1.2. Check-in and Attendance Tracking
1.2.1 Fully integrated registration processing with Attendee check-in
solutions, including name ID/badge scanners, and the like.
1.2.2 Automatic attendance tracking with time monitoring and reporting
1.2.3 Branded event mobile app (with active event guide, deliverables &feedback tools)
1.2.4 24/7 On-Site Security System Monitoring (for self-paced learners)
2. Learning Management Module
2.1. Easy to Use for Admins and Learners
2.1.1 Design should be functional, informative user experience
2.1.2 Can access LMS anytime, anywhere through mobile application
2.1.3 Tracking of learners’ progress and compliance2.1.4 Create curriculum and pathways
2.1.5 Manage access roles of DOT officials, OIMD Team, Regional
Training Champions, Trainers/Resource speakers
2.2. Assign Courses and Activities
2.2.1 Enroll learners in a single course or programs like onboarding andcompliance2.2.2 Screen enrolment requests from staff and designated officers
2.2.3 Send notifications to learners, trainers, training champions
2.2.4 Upload Shareable Content Object Reference Model (SCORM)
2.2.5 Upload course presentations, videos, assignments and otherlearning materials
2.2.6 Create learning activities such as quizzes, games, interactive video
2.2.7 Interactive content
2.3. Issuance of Completion Certificates
2.3.1 Issue Certificates upon approval of OIMD Director/Regional Director
2.3.1.1 Certificate of Attendance/Participation (Director/Regional
Director Level)
2.3.1.2 Certificate of Training (Undersecretary Level)
2.3.2 Customized branding and formatting of Certificates
2.3.3 Automatic assignment of unique serial numbers and QR codes
8|P ag e

2.3.4 Security feature on the digitized signatures of the authorized
signatories
2.3.5 Auto award option upon course completion
2.3.6 Print and Save to Profile
2.4. Other features/functionalities
2.4.1 Live chat and messaging in the platform (group and private chat)
2.4.2 Can add or block users
2.4.3 Push notifications that will give them timely reminders forannouncements, new tests, upcoming due date, new grades, andmore
2.4.4 Announcements, e.g. assignment due, session
cancelled/postponement, other on-the-go access to the latest
announcements
2.4.5 Cloud Storage: Store files in multiple places. App gives students
easy access to cloud stored files on Dropbox, Google Drive, and
OneDrive and lets them easily attach files to assignments
3. Virtual Classroom Module
3.1 Real-time, face-to-face collaboration
3.2 Virtual classroom (or session) is created
3.3 Online platform links shall be redirected to the “classroom” generated by
the application
4. Built-in Feedback and Survey Tools Module
4.1 Survey tools to administer pre-training assessments
4.2 Provide post-training evaluation tools for learners
4.3 Training feedback mechanism and impact assessment tool for OIMD
programs and resource speakers/trainers
4.4 Integrated reporting, APIs and data export features
5. Reporting and Analytics Module
5.1 Built-in reporting tools
5.2 Provision of all the tools necessary to integrate LMS activities/data
analytics
5.3 Integrated reporting, APIs and customized data export features/tools
5.4 Dashboard – this shall provide national and regional sex-disaggregatedstatistical data on conducted trainings for OIMD-initiated, regional-regular
and TISP trainings and to be linked/displayed in the portal/landing page.
5.5 Real-time management reporting – the system must be able to generatereports in any date range (i.e. as of date specified, monthly, quarterly,
yearly, etc.). The report can be exported in excel and PDF format. The
following reports may be generated from the system:
5.5.1 List and No. of Trainings conducted per type of training (i.e. OIMDinitiated, Regional-regular, TISP)
5.5.2 List and No. of Registered Participants
5.5.3 List and No. of Attendees
9|P ag e

5.5.4 List and No. of Certificates Released
5.5.5 Other reports based on the template to be provided
Note: All reports can be generated by type of Sector, by Region, by
Province, by City/Municipality, by Sex, and etc.
6. Skills Passport Module
6.1 A Skills passport tool that will record the participant’s profile, trainings
attended, skills, competencies and the like
6.2 Generate a skills passport document of each participant
6.3 DOT-OIMD Participant’s Registry – record of trained participants
6.3.1 OIMD-initiated Trainings (Clusteral and National)
6.3.2 Regional Regular Trainings (per Region)
6.3.3 Tourism Industry Skills Trainings (per Region)
6.4 Data migration of the existing DOT-OIMD Online Registry

VI.

Warranty
Two (2) year warranty from the issuance of Certificate of Acceptance. Warranty for the
System shall be free of charge and shall cover/consist of the items below but are notlimited to the following:

VII.

1.

Must successfully install, configure/ setup and implement the DOT-LMS features
stated in this Terms of Reference.

2.

Re/Installation, setup, and re/configuration of the application, database server, andother equipment provided free of charge.

3.

Provide pro-active assistance for two (2) years starting from the date of system
implementation.

4.

Shall provide four (4)-hour response time upon receipt of call and next business
day on-site visit when necessary.

5.

Provide site visits, on-line telephone and e-mail support within the warranty period
as needed by DOT. On call support should be available 8 hours a day (normal
working hours 8am to 5pm), 5 days a week (Monday to Friday).

6.

Provide configuration for standard configuration, performance tuning and disasterrecovery support/ warranty period.

7.

Bug fixes, corrections and minor adjustments free of charge during warranty
period.

8.

Proponent shall provide a point person to monitor and coordinate with the project
team in any concerns during the warranty period.

Duration of the ProjectSix (6) months from the issuance of Notice to Proceed.

10 | P a g e

VIII.

Mode of Payment
Payment shall be processed in accordance with the government accounting rules andregulations.

IX.

Approved Budget Cost (ABC)The Consultant shall be paid the amount of Five Million Pesos (Php 5,000,000.00),
inclusive of all applicable government taxes in accordance with government procedure andbased on the following:
Payment Reference- Inception Report / Provision of requirement analysis- Delivery and Approval of Specifications- Alpha Version of the system and testing of functionality- Submission of Progress Report- Delivery of Beta Version and Testing – improved design
and functionality- Beta Accomplishment/Progress Report- 100% Completion of the Project- Submission of Accomplishment/Completion Report- Conduct of Trainings and Issuance of Certificates- Submission of complete and detailed documentation reportas stated in Item 16 of Scope of Work and Deliverables- Submission of source codes- Submission of required manuals- Endorsement of licenses/subscriptions- Retention Fee

Amount
10%
25%

25%

20%
10%

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.

X.

PROJECT OFFICER/CONTACT PERSONMARIAN B. OBISPO
Manpower Planning and Monitoring Division
Office of Industry Manpower Development
Email: marian.obispo@gmail.com / mbobispo@tourism.gov.ph

Prepared by:

Project Officer, OIMDApproved by:

ROWENA LU Y. MONTECILLO
Director, Office of Industry Manpower Development
11 | P a g e