TERMS OF REFERENCEFOR THE PROCUREMENT OF CONSULTANCY SERVICES ON THE
MAINTENANCE OF THE ISO 9001:2015 QUALITY MANAGEMENT SYSTEM (QMS)
OF THE DEPARTMENT OF TOURISM FOR FY 2022 THROUGH EARLYPROCUREMENT ACTIVITIES (EPA)
1. BACKGROUND
Pursuant to Executive Order No. 605 series 2007 “Institutionalizing the Structure,Mechanisms, and Standards to implement the Government Quality ManagementProgram”, all government agencies are directed to adopt a QMS certifiable to ISO
9001 in the delivery of its priority government services.
In 2021, DOT undertook expansion of its ISO 9001:2015 Certification covering theCentral Office and thirteen (13) Regional Offices namely, Regions 1, 2, 4A, 4B, 6, 7,8, 9, 10, 11, 12, CAR, and NCR. The certification includes the following scopes: (1)Accreditation of Tourism Enterprises, Monitoring and Enforcement to Tourism
Enterprises and (2) Tourism Industry Training and Development Service.
For CY 2022, the DOT’s certification will cover the remaining Regions 3, 5, and 13.
The DOT will also focus on continuous improvement of its services to satisfy andexceed client satisfaction.
In view thereof, there is a need to engage the services of a Consultancy Firm who will
provide expert knowledge throughout the DOT QMS project stages. The consultancy
firm shall conduct review of DOT’s processes, trainings, coaching sessions, capacity
building, and other activities to ensure the objective and benefit from an efficient ISO9001:2015 QMS implementation.
2. REQUIREMENTS, SCOPE, COVERAGE AND DELIVERABLES
The DOT is in need of a Consultancy Firm to provide professional, technical andconsultancy services in order to enhance its QMS as compliance to ISO 9001:2015.
Furthermore, the consultancy firm shall capacitate DOT Officials and employees
through trainings, coaching, and other activities for the maintenance of QMS and
Annual Third Party Audit. The requirements are as follows:
2.1. Company Profile
2.1.1. The Consultancy Firm must have successfully led at least 25 government
agencies and private companies within the last three (3) years, for theestablishment of QMS Certification/Re-certification to ISO 9001:2015.
2.1.2. Must be an independent consultancy firm and does not have any affiliation
with any Certification Body, a notarized sworn statement must besubmitted by the bidder.

Page 1 of 9

2.1.3. Must have experience in developing and establishing an Online Document
Control System. List of completed Online Document Control Systemprojects must be submitted.
2.1.4. Must be duly ISO 9001:2015 certified organization at the time of openingof bids.
2.2. Profile and Composition of Team2.2.1. Assign a Lead
responsibilities:

Consultantwith

thefollowing

qualifications

and2.2.1.1. Must have passed a Lead Auditor Course conducted by a Training
Service Provider traceable to Training Provider & Examiner
Certification Scheme (TPECS) within the last three (3) years.
2.2.1.2. Must have attended at least one (1) International training of any
ISO related Standard within the last four (4) years.
2.2.1.3. Must have also attended three (3) additional trainings related to theInternational Standard and Legal Laws to maintain his/hercompetency as Lead consultant for the last three (3) years at thetime of the opening of bids.
2.2.1.4. Must have at least twenty (20) years of work experience as lead
consultant and/or trainer engaged in consulting, training andestablishing a Quality Management System for certification to ISO
9001 Standard
2.2.1.5. Must assign at least four (4) consultants as team members with atleast two (2) assigned as full-time consultants.
2.2.2. The assigned team members shall have the following qualifications:2.2.2.1.

At least five (5) years of work experience as consultant and/ortrainer engaged in establishing a Quality Management Systemfor certification to ISO 9001 Standard and at least two (2) other
ISO Standards such as Health, Safety, and Environment
Management System as these are timely for the Pandemic andis related to the DOT Accreditation and Training processes.

2.2.2.2.

Must have attended at least one (1) International training of any
ISO related Standard within the last four (4) years.

2.2.2.3.

Must have also attended two (2) additional trainings to other ISO
Standards within the last four (4) years years to maintain theircompetency as consultant.

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2.3. Consultancy Services
2.3.1.

Ensure the successful ISO 9001:2015 Certification of the three (3)additional Regional Offices namely, Regions 3, 5, and 13 and/or
additional scope (if applicable).

2.3.2.

Must provide technical assistance and consultancy services theexisting DOT ISO Certified Offices namely DOT Main Office, Regions
1, 2, 4A, 4B, 6, 7, 8, 9, 10, 11, 12, CAR, and NCR. The Consultancy
firm shall also ensure the successful ISO Re-Certification of the DOT.
Ascertain implementation of relevant activities and provide policy
support for the implementation of required documented information of
the Quality Management System and adopted by the DOT.

2.3.3.

Check and/or provide advice, whenever applicable, on the consistencyof the Quality Manual, Quality Procedures, and other documentation
requirements to be prepared /updated by the DOT with the ISO
9001:2015 Standard and other legal laws such as, but not limited to theRepublic Act 11032 or the Ease of Doing Business and Efficient
Government Service Delivery Act of 2018.

2.3.4.

Check and/or provide advice, whenever applicable, on the online
development control center’s compliance on the ISO 9001:2015
Standard

2.3.5.

Review the existing work/documents prepared by the DOT such as
Quality Manual, Quality Procedures, Context of the Organization, Risk
Assessment Registry, Opportunities Action Plan, Quality Objectives
Monitoring, and other reportorial requirements and submit the reviewed
documents based on the agreed timeline.

2.3.6.

Must provide technical assistance to DOT during its Third Party Audits
and validation audits, if applicable such as, but not limited to, how toanswer audit questions and how to arrange offices to be acceptable tothe auditors.

2.3.7. Selected Consultant shall render deliverables (QMS Work Plan) within
the agreed timeline.
2.3.8. Lead consultant and/or Team Members shall strictly report to DOT Main
Office and/or Regional Office for a minimum of four (4) man-days permonth physically or virtually thru online platforms in order to guide theDOT in checking the totality of the QMS readiness. To monitor
attendance of Lead consultant and/or Team Members, terminal reports
shall be submitted to the end user at least three (3) days after theactivity.
The Consultancy Firm shall provide the following services necessary for the continuous
development of the DOT’s ISO 9001:2015 Quality Management System:

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1.

2.

3.

4.

5.

6.

Description of Activities

Location

Tentative
Implementation

Evaluate and analyze
the gaps in DOT’s
current QMS
documentation,
implementation, andknowledge as well as
results from the ReCertification Audit

DOT Main
Office andRegionalOffices

5 days after theissuance of theNotice
to3 Man-Days
Proceedandapproval of theContract

Conduct a Learning
Needs Assessment on
the DOT’s
implementation of theQMS
Provision of necessary
documentation coachingsessions such as but notlimited to Aligned
Documents, online
document control center,and other ISO
9001:2015 requirements
Facilitate the updating ofQuality Manual andManagement Systemprocedures operational
requirements, work
instructions, flowchart
and forms, if applicable
Assist the Internal Audit
Team in development
and preparation ofAnnual Audit Plan,
Internal Audit Checklist,
conduct of actual IQA(issuance of NC, if any),assessment of corrective
actions to address thenonconformities, andpreparation of IQA
Report.

Conduct of QMS
Trainings

Tentative
Duration

DOT Main
Office andRegional
Offices

7 days after the
conduct of the 2 Man-Days
Gap Analysis

DOT Main
Office andRegional
Offices

5 days after the 4 Man-Days
Leaning Needs per
Assessment
consultant

DOT Main
Office andRegional
Offices

5 days after the
updating of the
1 Man-Day
QMS
AlignedDocuments

DOT Main
Office andRegional
Offices

DOT Main
Office andRegional
Offices

July andNovember 2022

March to June
2022

4 Man-Days
perconsultant

Refertotable 2.4

Minimum
No. ofConsultants

Deliverables
and deadlineof submission(whenapplicable)

2

Gap Analysis
Report (5days after the
conduct of
Gap Analysis)

3

Leaning
Needs
Assessment
Report (5days after the
conduct ofLNA)

4Terminal
Report (3days after the
conduct of theactivity)

2

UpdatedQuality
Manual (3days)

3

Refer totable 2.4

Annual Audit
Plan,
IQA Reports,
CAR Registry,
Minutes of the
Meeting (3days)

Training
kits/material(5 days beforethe training),
training report(3 days aftereach batch),
Training

Page 4 of 9Description of Activities

Location

Tentative
Implementation

Assist in the conduct ofManagement Review
and coaching on thefinalization ofManagement ReviewReport.

DOT Main
Office andRegional
Offices

Based on theschedule of theManagement
Review Meeting

Conduct Systems Audit
prior to Third Party Audit
and identify areas forimprovement.
Assist the DOT in theentire duration of ThirdParty Audit activities
such as, but not limited
to, review Third Party
Audit results, assist incorrecting nonconformities, andconduct of TPA
validation audit, ifapplicable

DOT Main
Office andRegional
Offices

1 month prior to 5 Man-Days
2nd Third Party per
Audit
consultant

DOT MainandRegional
OfficesNovember 2022
or dependingon the agreed
schedule withthe TPA

10. Assist in rectifying theNC during the Recertification audit if anyMain andRegional
OfficesNovember 2022
or depending ontheagreed 2 Man-Daysschedule withthe TPA

7.

8.

9.

11. Surveillance andacceptance of ReCertification of the DOT
covering 10 Regional
Offices and CentralOffice
12. ISO 9001:2015 ReCertification of at least 3(three) additional
regional offices and/orcoverage/scope

DOT MainandRegional
Offices
DOT MainandRegionalOfficesTentativeDuration

2 Man-Days

4 Man-Days

Minimum
No. ofConsultants

Deliverables
and deadlineof submission(whenapplicable)
Certificates (2weeks)

2Management
Review
Report (3days)

5Systems Audit
Report (3days after theaudit)

2Terminal
Report (3days after theTPA)

2

Acceptance ofthe response
to NC

November 2022

1 Man-Day

2

November 2022

1 Man-Day

2

Successful
result of the
3rd party audit
thru issuanceof Attestation
Certificate
ISO
Certificate

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2.4. Training Programs

TITLE OF TRAININGS
ISO 9001:2015 Awareness Training
Effective Management ReviewRoot Cause Analysis Training
Refresher
CourseforISO9001:2015 Internal Audit Training
Corrective Action Request Training
Training for New Internal Quality
Auditor

313

Estimated
number ofParticipants per
Batch
505050

150

130

150

Estimated
Number ofBatches

2.4.1.

Ensure the conduct of relevant training programs in accordance with theISO 9001:2015 Standard and other legal laws (e.g. Republic Act 11032
or the Ease of Doing Business and Efficient Government Service
Delivery Act of 2018).

2.4.2.

Must ensure that the team members are consistent with the module,
teaching method, and information transfer to the end-user.

2.4.3.

Conduct of trainings, consultations, and other activities through physical,online, or hybrid format depending on the agreement of DOT andconsultancy firm.

2.4.4.

Number of training participants and timelines shall be determined by theDOT.

2.4.5.

The conduct of training to be facilitated should be amenable to a virtualor hybrid/face-to-face set-up, subject to the agreement of the DOT andthe consultant.

2.4.6.

The Consultant may propose other relevant trainings depending on theirassessment to the QMS implementation of the DOT.
For online trainings, the training modules, duration, and strategies must
be appropriate for virtual set-up (e.g., duration of trainings must be at most
4 hours per day, workshop activities must be interactive and engaging).

2.4.7.

Must provide soft copy of training kits/materials at least five (5) days
before the activity.

2.4.8.

Provision of names of participants who completed the training at least two(2) days after each training and provision soft and hard copies ofcertificates to participants at no additional cost to the DOT at least two (2)weeks after DOT’s confirmation of names of participants.

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2.5. Other Deliverables
2.5.1. Submission of topics and/or agenda for meetings at least three (3) days
before the scheduled meeting to support the conduct of said meeting.
2.5.2. Provision of training reports including the comments of participants at least
3 days after each batch of training.
2.5.3. For on-site conduct of activities, they must shoulder airfare,accommodation, and meal expenses (if applicable) for activities covered intheir methodology and/or plan of action for the defined areas of training andconsultancy job. Payment will depend on the actual expenses incurred foron-site visits based on the submitted breakdown of expenses.
2.5.4. In cases of remote audit, online meetings and other activities, videoconferencing platforms must accommodate more than 100 participants.
2.5.5. The subscription expenses must be shouldered by the Consultancy Firm.
2.5.6. Trainings and other activities may be requested outside the scope andmethodology if deemed necessary by the DOT.
2.6. Other Requirements
2.6.1. Company Profile
2.6.2. Consultancy Firm’s ISO 9001:2015 Certificate
3. PROJECT DURATION: UNTIL 31 DECEMBER 2022
4. AWARD OF CONTRACT
Notwithstanding the mandatory procurement timelines provided in Section 37 of RA
No. 9184, Procurement Projects undertaken through EPA may be awarded upon
approval and effectivity of the GAA, reenacted budget, appropriations ordinance,
corporate budget or loan agreement, as the case may be.
5. PROJECT INVESTMENT/ APPROVED BUDGET FOR THE CONTRACT (ABC):The Consultancy Firm shall be paid the amount of Two Million One Hundred Ninety
Six Thousand Pesos (Php2,196,000.00) based on the Approved Indicative Annual
Procurement Plan (APP) and National Expenditures Program (NEP) for FY 2022.
Tranches
30% of the total contract cost after thecompletion of the Gap Analysis,
Learning Needs Assessment conductof ISO 9001:2015 Awareness Training,
Effective Management Review,
Refresher Course for ISO 9001:2015

Deliverables/Requirements tosupport the processing of payment- Gap Analysis Report- Learning Needs Assessment
Report- Training Certificates, training
reports, modules for the conduct ofthe ISO 9001:2015 Awareness
Page 7 of 9Tranches
Internal Audit Training and completionof the required documented
information such as review andpropose revisions on the Quality
Manual, Quality Procedures, Aligned
Documents and other ISO 9001:2015
Standard operational requirements,forms, if needed
20% of the total contract cost after theconduct of the Root Cause Analysis
Training, Training for New Internal
Quality Auditors, and 1st Internal
Quality Audit and 1st Management
Review for FY 2022.

Deliverables/Requirements tosupport the processing of payment
Training, Effective Management
Review, Refresher Course for ISO
9001:2015 Internal Audit Training- Updated Quality Manual (ifapplicable)- Updated Procedures (if applicable)--

30% of the total contract cost after theconduct of the Systems Audit and 2nd
Internal Quality Audit and Management
Review, verification and closure of thenonconformities, completion of therevised QMS aligned documents
based on the audits conducted, ifnecessary.

---

20% of the total contract cost after thecompletion of the ISO 9001:2015
requirements for the Third Party Audits
such as, but not limited to the and 2ndManagement Review Report for FY
2022 and successful ISO ReCertification of the DOT and certificationof three (3) additional Regional Offices.

--

Training Certificates, training
reports and modules for theconduct Root Cause Analysis
Training, Training for New Internal
Quality Auditors, and Corrective
Action Request Training.
1st Internal Quality Audit Report
Reviewed Corrective Action
Requests and/or CAR ControlRegistry
1st Management Review Report for
FY 2022
Systems Audit Report
2nd Internal Quality Audit Report
Reviewed Corrective Action
Requests and/or CAR Control
Registry
Terminal reports on the coachingsessions conducted in updating theQMS Aligned Documents
CAR Response and action plans
acceptable to the Certification Body
(if applicable)
2nd Management Review Reportfor FY 2022
2nd Management Review Report
Attestation Certificate of the DOT (ifapplicable)
ISO 9001:2015 Certificate ofRegions 3, 5, and 13.
Renewed ISO 9001:2015 Certificateof the 13 Regional Offices coveredby the DOT’s certification
CAR Response and action plans
acceptable to the Certification Body
(if applicable)

5.1. If the man-days will exceed, no additional cost shall be charged to the DOT, aslong as the activities are within the scope and deliverables set forth between theDOT and winning bidder.

Page 8 of 95.2. Consultant shall submit Terminal Reports and other requirements requested by
the end-user, if applicable prior to the processing of payment.
6. Contact Persons

MS. LESLIE MARIE S. ZALDUA
Planning Service
dcc@tourism.gov.phPage 9 of 9