TERMS OF REFERENCE
DOCUMENTATION, TRAINING, AND CONSULTANCY SERVICES ON THE
MAINTENANCE ON THE ISO 9001:2015 QUALITY MANAGEMENT SYSTEM (QMS)
OF THE DEPARTMENT OF TOURISM FOR FY 2020
1. BACKGROUND
In compliance with Executive Order No. 605 institutionalizing the structure, mechanismand standards to implement the Government Quality Management Program (GQMP), allgovernment 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 andscope 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 andDevelopment. 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, there is a need to engage the services of a Consultancy Firm who will
provide expert knowledge throughout the project stages of the DOT QMS. The
consultancy firm shall conduct a review of the DOT’s processes, trainings, coachingsessions, capacity building, and other activities to ensure the that the DOT will achieve
its objective and benefit from an effective ISO 9001:2015 QMS in the most economic andtimely manner.
2. REQUIREMENTS
The DOT is in need of a Consultancy Firm to provide professional, technical andconsultancy services in order to ensure the long term maintenance of the Quality
Management System compliant to ISO 9001:2015. Furthermore, the consultant shallcapacitate DOT Officials and employees through trainings, coaching, and other activities
for the maintenance of QMS and Annual Surveillance Audit. The requirements are as
follows:
2.1.

Must have been engaged and have successfully led government agencies andprivate companies within the last three (3) years, for the establishment of their
QMS and Certification to ISO 9001:2015. Bidder/s to submit the appropriate
supporting documents.

2.2.

The consulting firm must be an independent consultancy firm and does nothave any affiliation to any certifying body to maintain its impartiality aspect of
the certification process.

2.3.

Assign a Lead Consultant who possess the following qualifications:Page 1 of 8

2.4.

2.3.1.

Must have passed a Lead Auditor Course conducted by a Training
Service Provider traceable to Training Provider & Examiner
Certification Scheme (TPECS).

2.3.2.

Must have work experience as lead consultant and/or trainer engaged
in consulting, training and establishing a Quality Management Systemfor certification to ISO 9001 Standard.

2.3.3.

Must have assign at least four (4) consultants as team members withat least one (1) team member assigned as a full time consultant toensure consistency on the delivery of the service contract.

Assign Team Members that must possess the following qualifications:2.4.1.

Must have at least five (5) years of work experience as consultant
and/or trainer engaged in establishing a Quality Management Systemfor certification to ISO 9001 Standard

2.4.2.

Must have attended at least one (1) International Training of any related
ISO Standard to ensure their capacity to establish system procedures
based on the ISO Standard.

2.5.

Must provide training and/or consultancy services to a minimum of three (3)additional Regional Offices and/or additional coverage/scope covering otherprocesses to be included in the next stages of the ISO Certification of the DOT.

2.6.

Lead consultant shall ensure that the team members are consistent with themodule, teaching method, and information transfer to the end user.

2.7.

Must conduct QMS related trainings to DOT Officials and personnel such as
those stated in Item 3.2 (Scope, Coverage, and Deliverables).

2.8.

Must provide technical assistance and consultancy services for the continuous
implementation of QMS for the existing ISO Certified Offices of the Department
namely DOT Main Office, Regions 1, 4B,6, 7,9, 11 and NCR. The Consultancy
firm shall also ensure the successful renewal of the DOT’s ISO 9001:2015
Certification.

2.9.

Ensure the successful ISO 9001:2015 Certification of the three (3) additional
Regional Offices with the scope Public Administration covering theAccreditation and Enforcement of Rules and Regulations to Tourist Enterprises
as well as Industry Training and Development Service.

2.10. Must provide technical assistance to DOT during its Third Party SurveillanceAudits such as, but not limited to, how to answer audit questions and how toarrange offices to be acceptable to the auditors.
2.11. Lead consultant and/or Team Members shall strictly report to the DOT Main
Office and/or Regional Office for a minimum of four (4) man-days per monthincluding the man-days allotted for the Regional Offices for the duration of theproject to provide necessary technical assistance in consultation & training withDOT Planning Service.

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2.12. Must provide training kits/materials and certificates to participants whocompleted the trainings at no additional cost to the DOT.
2.13. The Consultancy Firm shall shoulder airfare, accommodation, and meal
expenses for activities covered in their methodology and/or plan of action forthe defined areas of training and consultancy job. Should there be activities
requested by the end-user outside the scope of methodology, the DOT shallshoulder the expenses of the said activities.
2.14. Must be duly ISO 9001:2015 certified organization at the time of openingof bids.
2.15. The Bidder must submit the following documentary requirements:
2.15.1. Company Profile
2.15.2. Curriculum Vitae & proof of trainings of the Lead Consultant and TeamMembers who will handle the project
2.15.3. List of relevant projects, both in public and private sector in the last
three (3) years
2.15.4. Consultancy Firm’s ISO 9001:2015 Certificate

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3. SCOPE, COVERAGE AND DELIVERABLES
The Consultancy Firm shall provide the following consultancy services necessary for thecontinuous development of the DOT’s ISO 9001:2015 Quality Management System:
3.1. Consultancy Services
Location

Tentative
Implementation

Tentative
Duration

Minimum
No. ofConsultants

Deliverables(whenapplicable)

Evaluate the current
QMS documented
information of DOT andidentify the gaps

DOT Main
Office andRegional
Offices

5 days after theissuance of theNotice toProceed andapproval of theContract

2 Man-Days

1

Gap Analysis
ReportAssist in the revision, if
required and preparationof new Quality Manualand Management
System procedures incompliance with therequirements of ISO
9001:2015 Standard,
operational
requirements, work
instructions, flowchart
and forms

DOT Main
Office andRegional
Offices

5 days after thesubmission ofGap Report

4 ManDays perconsultant

3

RevisedManuals,Forms,Procedures,WorkInstructions

Provision of necessary
documentation coachingsessions and other ISO
9001:2015 requirements

DOT Main
Office andRegional
Offices

5 days after thesubmission ofGap Report

4 Man-Days
perconsultant

4Terminal
Report with
Recommenda
tions

Assist the Internal Audit
Team in developing
Annual Audit Plan,
conduct of actual IQA(issuance of NC if any),assessment of corrective
actions to address thenonconformities, andpreparation of IQA
Report.

DOT Main
Office andRegional
Offices

5 days after thesubmission/
preparation ofRevised
Quality ManualandManagementSystemprocedures, ifneeded

4 Man-Daysperconsultant

3Audit Plan,IQA Reports,
NCs
Minutes ofMeeting

Assist in the conduct ofManagement Review
and preparation ofManagement Review
Report.

DOT Main
Office andRegional
Offices

Based on theschedule of theManagement
Review Meeting

2 Man-Days

1Management
Review
ReportDescription of Activities

1.

2.

3.

4.

5.

Page 4 of 8

6.

7.

8.

Description of Activities

Location

Tentative
Implementation

Tentative
Duration

Minimum
No. ofConsultants

Deliverables(whenapplicable)

Conduct Systems Audit
prior to 2nd surveillance
audit and identify areas
for improvement.

DOT Main
Office andRegional
Offices

1 month prior to
2nd Surveillance
Audit

3 Man-Days
perconsultant

4Systems Audit
ReportEnrolment of additionaland revision ofdocumented information,
if needed based on theSystems Audit

DOT Main

Based on thesubmission ofthe documented
information

4 Man-Days

2

Revisedprocedures/forms

Assist the DOT in theentire duration of Third
Party Surveillance Audit
activities such as, but
not limited to, review
Third Party Audit results
and assist in correcting
non-conformities

DOT MainandRegional
OfficesNovember 2020

4 Man-Days

2Regional
Offices’ Root
Cause
Analysis
ReportRenewal of ISO
Certification of DOT

December 2020

1 Man-Day

1

Attestation
Certificate

10. ISO 9001:2015
Certification of at least 3(three) additional
regional offices and/or
coverage/scope

December 2020

1 Man-Day

1

Attestation
Certificate

9.

Page 5 of 83.2. TRAINING PROGRAMS
3.2.1.
3.2.2.
3.2.3.
3.2.4.
3.2.5.
3.2.6.

ISO 9001:2015 Awareness Training for New Employees
ISO 9001:2015 Awareness & Documentation
Risk Management and Root Cause Analysis Training
Retooling for Internal Quality Auditors
Training for New Internal Quality Auditors
Root Cause Analysis Training for Internal Quality Auditors

Note: Number of training participants and timelines shall be determined by the DOT.
 The Consultant may propose other relevant trainings depending on theirassessment to the QMS implementation of the DOT.

TITLE OF TRAININGS

Estimated EstimatedNumbernumber ofofParticipants
Batchesper Batch

ISO 9001:2015
Awareness Training for
New Employees
ISO 9001:2015
Awareness &Documentation
Risk Management andRoot Cause Analysis
Training
Retooling for Internal
Quality Auditors
Training for New Internal
Quality Auditors
Risk Management andRoot Cause Analysis
Training for Internal
Quality Auditors

Proposed
MinimumDurationVenue

250

1 day each
batch

NCR

350

2 days eachbatch

Regions 2,8, and12350

2 days eachbatch

Regions 2,8, and 12130

2 daysRegion 6

140

2 daysRegion 5

150

3 daysNCR

3.3. OTHER DELIVERABLES
3.3.1.

Bidder must submit proposed activities and timeline.

3.3.2.

Selected Consultant shall render deliverables (QMS Work Plan) within
the agreed timeline.

3.3.3.

The Consultant shall review the existing work/documents prepared by
the DOT such as Quality Manual, Quality Procedures, Context of theCompany, Risk Assessment Registry, Opportunities Action Plan, Quality
Objectives Monitoring, and other reportorial requirements and submit thereviewed documents based on the agreed timeline.

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3.3.4.

Assist the Document Control Custodian (DCC) and DCC Assistants on
the process of QMS documentation’s control.

3.3.5.

Ensure the conduct of relevant training programs in accordance with theISO 9001:2015 Standard.

3.3.6.

Ensure 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.

3.3.7.

Must provide technical support to DOT during its Third Party Surveillance
Audits and ensure the successful continued maintenance of DOT’s ISO
Certification.

3.3.8.

Must ensure the successful ISO Certification of a minimum of (three) 3
additional regional offices and/or coverage/scope to be included in thenext stages of the ISO Certification of the DOT.

4.

PROJECT DURATION: UNTIL 31 DECEMBER 2020

5.

PROJECT INVESTMENT/ APPROVED BUDGET FOR THE CONTRACT (ABC):The Consultant shall be paid the amount of One Million Six Hundred EightyPesos (Php 1,680,000.00) inclusive of all applicable government taxes inaccordance with government procedure and based on the following tranches:
5.1.

30% of the total contract cost after the completion of the Gap Analysis,
conduct of ISO 9001:2015 Awareness and Documentation Training, Risk
Management and Introductory Root Cause Analysis Training, andRetooling for Internal Quality Auditors and completion of the required
documented information such as review and propose revisions on theQuality Manual, Quality Procedures, Aligned Documents and other ISO
9001:2015 Standard operational requirements, forms, if needed;

5.2.

20% of the total contract cost after the conduct of the Training for New
Internal Quality Auditors, Advanced Root Cause Analysis Training forInternal Quality Auditors and 100% completion of the 1st Internal Quality
Audit Report and 1st Management Review Report for FY 2020.

5.3.

30% of the total contract cost after the conduct of the Systems Audit and2nd Internal Quality Audit, verification and closure of the nonconformities,
completion of the revised QMS aligned documents based on the audits
conducted, if necessary.

5.4.

20% of the total contract cost after the completion of the ISO 9001:2015
requirements for the Surveillance Audits such as, but not limited to theManagement Review Report and successful renewal of the ISO
Certification of the DOT and certification of three (3) additional RegionalOffices.

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5.5.

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

5.6.

Consultant shall submit Terminal Reports and other requirements
requested by the end-user, if applicable prior to the processing of payment.

5.7.

Training Certificates shall be issued five (5) working days after the conductof the training.

6. CONTACT PERSON/S:Ms. Alyssa Coline C. Malabanan / Ms. Leslie Marie ZalduaPlanning Service459-5200 loc. 416
dcc.tourismph@gmail.com

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