I. IVE:

The primary ive of hiring of Security Agency is to provide protection to all Philhealth employees, clients, guests and stakeholders. The Security Agency is also being engaged to safeguard and secure all properties of Philhealth Regional Office XI and its Local Health Insurance Offices in Region XI.

II. APPROVED BUDGET FOR THE CONTRACT:

The engagement of a Security Agency for this particular Public Bidding shall be for the period of THREE (3) YEARS upon signing of the contract. The Approved Budget for the contract is THIRTY MILLION EIGHT HUNDRED TWENTY FIVE THOUSAND FOUR HUNDRED NINETY NINE & 54/100 PESOS (P 30,825,499.54) ONLY.

III. SCOPE OF SERVICES:

The engagement of a Security Agency consists and involves the provision and supervision of personnel, supplies and equipment.

Areas that will be subjected for the Security services shall be the following but not limited to:

1. Philhealth Regional Office XI – Valgosons Building, Bolton Extension, Davao City;

2. PRO XI Warehouse - DDIS Warehouse Complex, Diversion Road, Matina Pangi, Davao City;

3. LHIO Digos – De Leon Building Roxas Extension, Digos City;

4. LHIO Mati – Roche Building Andravel corner Mabini st. Mati City;

5. LHIO Nabunturan – Aford Building, National Highway, Poblacion, Nabunturan, Davao de Oro;

6. LHIO Tagum – Ramos Building Lapu-Lapu Street, Tagum City.

A. PERSONNEL REQUIREMENT, POSTING AND SHIFTING:

i. Philhealth Regional Office XI (Valgosons Building)

NO. POST SHIFT TIME HRS. DAYS NO. OF SG

1 Vehicle Entrance Gate (Gate 1) Morning 6:00 AM to 2:00 PM 8 7 1

2 Vehicle Entrance Gate (Gate 1) Afternoon 2:00 PM to 10:00 PM 8 7 1

3 Vehicle Entrance Gate (Gate 1) Night 10:00 PM to 6:00 AM 8 7 1

4 Vehicle Exit Gate (Gate 2) Morning 6:00 AM to 2:00 PM 8 7 1

5 Vehicle Exit Gate (Gate 2) Afternoon 2:00 PM to 10:00 PM 8 7 1

6 Vehicle Exit Gate (Gate 2) Night 10:00 PM to 6:00 AM 8 7 1

7 Roving Guard / Head Guard Day 6:00 AM to 6:00 PM 12 7 1

8 LHIO Davao Entrance Day 6:00 AM to 6:00 PM 12 5 1

9 LHIO Davao Entrance Day 6:00 AM to 6:00 PM 12 5 1

10 LHIO Davao Cashier Day 8:00 AM to 5:00 PM 8 5 1

11 Main Building Clients Entrance Morning 6:00 AM to 2:00 PM 8 7 1

12 Main Building Clients Entrance Afternoon 2:00 PM to 10:00 PM 8 7 1

13 Main Building Clients Entrance Night 10:00 PM to 6:00 AM 8 7 1

14 Entrance to 2nd Floor Main Bldg. Day 6:00 AM to 6:00 PM 12 5 1

15 Entrance to 2nd Flr Annex I Bldg. Day 6:00 AM to 6:00 PM 12 5 1

16 Outside Office Perimeter Area Day 6:00 AM to 5:00 PM 8 5 1

ii. Philhealth Regional Office XI Warehouse

NO. POST SHIFT TIME HRS. DAYS NO. OF SG

1 Gate Morning 6:00 AM to 2:00 PM 8 7 1

2 Gate Afternoon 2:00 PM to 10:00 PM 8 7 1

3 Gate Evening 10:00 PM to 6:00 AM 8 7 1

iii. LHIO Digos

NO. POST SHIFT TIME HRS. DAYS NO. OF SG

1 Entrance/Roving Day 6:00 AM to 6:00 PM 12 7 1

2 Entrance/Roving Evening 6:00 PM to 6:00 AM 12 7 1

3 Entrance Day 8:00 AM to 5:00 PM 8 7 1

4 Perimeter Day 8:00 AM to 5:00 PM 8 7 1

5 Cashier’s Office Day 8:00 AM to 5:00 PM 8 5 1

iv. LHIO Mati

NO. POST SHIFT TIME HRS. DAYS NO. OF SG

1 Entrance/Roving Day 6:00 AM to 6:00 PM 12 7 1

2 Entrance/Roving Evening 6:00 PM to 6:00 AM 12 7 1

3 Entrance Day 8:00 AM to 5:00 PM 8 7 1

4 Perimeter Day 8:00 AM to 5:00 PM 8 7 1

5 Cashier’s Office Day 8:00 AM to 5:00 PM 8 5 1

v. LHIO Nabunturan

NO. POST SHIFT TIME HRS. DAYS NO. OF SG

1 Entrance/Roving Day 6:00 AM to 6:00 PM 12 7 1

2 Entrance/Roving Evening 6:00 PM to 6:00 AM 12 7 1

3 Entrance Day 8:00 AM to 5:00 PM 8 7 1

4 Perimeter Day 8:00 AM to 5:00 PM 8 7 1

5 Cashier’s Office Day 8:00 AM to 5:00 PM 8 5 1

vi. LHIO Tagum

NO. POST SHIFT TIME HRS. DAYS NO. OF SG

1 Entrance/Roving Day 6:00 AM to 6:00 PM 12 7 1

2 Entrance/Roving Evening 6:00 PM to 6:00 AM 12 7 1

3 Entrance Day 8:00 AM to 5:00 PM 8 7 1

4 Perimeter Day 8:00 AM to 5:00 PM 8 7 1

5 2nd Floor Entrance Day 8:00 AM to 5:00 PM 8 7 1

6 Cashier’s Office Day 8:00 AM to 5:00 PM 8 5 1

SUMMARY OF SECURITY GUARDS:

AREA Number of SG

Philhealth Regional Office XI 16

PRO XI Warehouse 3

LHIO Digos 5

LHIO Mati 5

LHIO Nabunturan 5

LHIO Tagum 6

TOTAL 40

B. TECHNICAL PARAMETERS THAT SHOULD BE INCLUDED IN PROPOSAL OF BIDDERS:

1. Valid License to Operate issued by the PNP/SAGSD

2. Current List of Licensed Security Guards duly submitted to PNP/SAGSD

3. Current List of Licensed Firearms duly authorized by PNP/SAGSD

4. Proposed Security Plan

5. Sample of Security Plan for ongoing contract

6. Certified Copy of Organizational Structure

7. Duly Notarized Affidavit, declaring/manifesting the following:

a. At least five (5) years of experience in the security and investigation industry, supported by Certification from PADPAO;

b. Deion of Recruitment and Selection Process or Procedure

c. Guarantee that the security guards to be assigned are properly trained in safety and security such as First Aid, CPR, Disaster Management, Fire Fighting and Safety, radio communication and other related trainings.

d. Commitment to issue working radio communication devices; minimum number shall be as follows:

AREA Number of SG

Philhealth Regional Office XI (2 to be assigned to the office) 7

LHIO Digos 3

LHIO Mati 3

LHIO Nabunturan 3

LHIO Tagum 3

e. Commitment to ensure that the security guards shall wear complete uniforms and other regulation paraphernalia while on duty regardless of schedule: white long sleeves, blue pants, headgear, whistles, l detector, etc.

f. Commitment to provide adequate number of licensed firearms and ammunition to the Security Guards according to the following firearms specifications:

a. Firearms: functional, properly maintained and in appropriate finish; not older than five (5) years old;

b. Ammunition: in appropriate number; not older than three years old.

g. Commitment to conduct ANNUAL firearm safety and basic marksmanship validation, to be witness by this office.

C. DUTIES AND OBLIGATIONS OF THE SECURITY AGENCY AND SECURITY GUARDS:

1. The Security Agency shall provide twenty four (24) hours Security Services for seven (7) days a week (Monday to Sunday) as indicated in III.A.

2. The Security Agency shall assign and supervise Security Guards in proper, clean and presentable uniform, complete with duly licensed firearms and ammunitions, paraphernalia and other required equipment.

3. The Security Agency shall ensure that the firearms issued are duly licensed, and kept in secured place when not in use where the guard on-duty is stationed. Access must be restricted to the guard on-duty only.

4. The Security Agency shall ensure that assigned Security Guard have undertaken minimum training as required by the PNP/SAGSD

5. The Security Agency shall maintain a pool of Security Guards to ensure that relievers/replacement is readily available in order to ensure continuous and uninterrupted service.

6. The Security Agency shall direct the Security Guards to be placed under the direct supervision of the Administrative Services Section (AdmSS) of Philhealth Regional Office XI in cooperation with the Security Agency.

7. The Security Agency is responsible to ensure that all Security Guards on duty are in the proper physical fitness and mental state.

8. No Security Guard shall be allowed to report on duty while under the influence of liquor or any prohibited drug. In such case, the Security Agency shall be responsible in the immediate replacement of the erring Security Guard.

9. The Security Agency shall likewise replace immediately any Security Guard who may be found to be undesirable and/or incompetent by the Philhealth through the Administrative Services Section upon receipt and verification of any report or request.

10. The corporation shall subject the Security services to periodic evaluation on parameters to be determined upon signing of contract. Unsatisfactory performance shall be a ground for pre-termination of contract subject to due process.

11. The Security Guard on duty shall be responsible for closely monitoring and recording of movement/transfer of office properties, supplies and personnel within the assigned area of responsibility. A procedure to monitor and record such movement/transfer shall be provided upon signing of contract.

12. The Security Guard on duty has the responsibility to screen and record all clients and guests gaining entry to office premises. All non-personnel must be subjected to security check upon entry and exit. A security check procedure/guidelines shall be provided upon signing of contract.

13. The Security Guard on duty is authorized to inspect bags and packages and search individuals, including employees, when necessary.

14. Highly sensitive offices shall be identified. Assigned security guards are expected to be extra vigilant on post.

15. The Security Agency shall be responsible in ensuring that all records are properly archived and kept inside storage area to be assigned by this corporation.

16. Official vehicle shall be included to the responsibilities of the Security Guards on duty particularly those assigned at the LHIOs. Religious monitoring and recording of the arrival and departure of such vehicles must be maintained.

17. The Security Guard is expected to be well and properly rested before reporting for duty. Sleeping on post, abandonment of post and other acts deemed as negligent of duty is a grave offense and may be a ground of termination of contract subject to due process.

D. QUALIFICATIONS OF SECURITY GUARDS. Individual documents attesting to foregoing shall be required before any Security Guard can assume duty.

1. Has finished at least second year College;

2. Has at least two (2) continuous years of experience;

3. With height of not less than 1.65 meters;

4. With weight of not less than 55 kilograms;

5. Not less than 23 years but not more than 45 years old at the time of assignment;

6. Physically and mentally fit, as indicated in a neuro-psychiatric clearance from PNP and DOH accredited institution;

7. Must be a holder of a Certificate of Training for Security Guards and other requirements of RA 5487 as amended;

8. Must possess honorable discharge documents, if with military background;

9. Of good moral character, as Certified by the Barangay, the police district concerned and the NBI; and,

10. Must have undergone drug test and found to be free from tetrahydrocannabinol, methamphetamine hydrochloride and other prohibited substances, certification to be given to this Corporation every six (6) months.

E. OTHER TERMS AND CONDITIONS THAT WILL BE INCLUDED IN THE CONTRACT WITH THE WINNING BIDDER:

1. The Security Agency shall abide with all applicable labor laws and regulations, including contribution to social security system and Philhealth.

2. The number of Security Guards may be subsequently increased or decreased as may be determined by the Corporation depending upon the circumstances such as, but not limited to, transfer of office space or reduction in the number of branch offices provided that the total amount in the increase will not exceed ten percent (10%) of the total contract amount.

3. The corporation reserves the right to check that the security guards deployed are fit to perform their duties through routine/random assessments. Any security guard found to be under the influence of liquor, illegal substances, and the like, while on his/her post shall be made liable through suspension, expulsion or through other means deemed appropriate by the corporation. The penalty shall not be limited to the security guard involved but can extend to the security agency.

4. The corporation reserves the right to refuse payment of the services rendered on the shift/s that a security guard was found out to have been under the influence of liquor, other intoxicating beverages, and other illegal substances even if the security agency has deployed a replacement/reliever.

5. The Corporation reserves the right to call for meeting to discuss operational and contractual issues after due notice.

6. The Security Agency shall conduct seminars at least once every quarter to further train its sentinels on emergency response; public relations; courtesy; discipline; first aid; report writing; crisis management; proper use and maintenance of firearms; laws on arrest; seizure; searches; evidence; strikes; crimes against persons; property and institution and other related topics.

7. The Security Agency shall ensure that the Security Guards and relievers were properly screened and has the qualifications indicated in letter D (Qualifications of Security Guards) before their deployment to their respective area assignments.

8. The Security Guard on duty shall check the ingress/egress of the units as listed in the approved request for movement/transfer of properties and shall immediately report to the Administrative Services Section of PRO XI any discrepancy noted.

9. The Security Agency shall be directly liable for the loss, due to negligence of the assigned security guards of any properties of the Philhealth Regional Office XI.

10. The Security Agency must be of good standing.

11. Any case regardless of the nature thereof filed by the Security Agency against the Philhealth, its Officers and/or any of its Personnel, that in the discretion of Philhealth may be detrimental and/or disadvantageous to the corporation shall be ground for outright denial and/or disqualification by the Security Agency from further participating in the procurement activity to be conducted by Philhealth.

12. The Security Agency with pending case or have filed case against Philhealth is not allowed to participate in the bidding.

13. It is mutually agreed between the Parties that the Retirement Benefits due to Guard shall exclusively be borne by the Security Agency accordingly.

IV. PAYMENT OF SECURITY SERVICES RENDERED:

1. Payment for the services rendered in accordance with the contract shall be made with the Security Agency on a monthly basis, subject to the withholding of any lawful charges and subject further to the presentation by the Security Agency of a certification that the wages have been paid and that all remittances due to the government are made as required under existing government auditing rules and regulations. PRO XI reserves the right to inspect the payroll of the Security Agency in order to verify that the wages have been paid. Any violation shall be sufficient ground for the termination of the contract without prejudice to the liability of the Security Agency.

2. The summary report of attendance of security guards shall be approved by the ASS before payments are made to the guards who shall then acknowledge that they have received the amount per contract. Claims for payment by the Security Agency must be supported by a copy of this report, certification from the AdmSS that the services have actually been rendered and a certification to the to the effect that all wages for the preceding month have been fully paid, including also that all remittances due to SSS, Pag-ibig and PHILHEALTH have been paid. The Security Agency is also required to submit RF-1 (Philhealth), R-3 (SSS) and HDMF remittance list for Pag-ibig.

3. All taxes payable to the Government shall be borne by the Security Agency.

4. In case of increases of wages rate due to enactment of new laws, the Security Agency may seek adjustment in writing, subject to the approval of the authorities concerned.

5. The Security Agency’s performance bond shall be liable for damages or loss that may arise directly or indirectly attributable to the negligence or misbehavior or direct participation of the security guard assigned by the Security Agency. In case the bond is not sufficient to cover such losses or damages, the Security Agency have to pay the balance directly to PRO XI.

6. The Security Agency shall assume full responsibility for any claim of any compensation on injuries from accidents in connection with the performance of the duties of the Security Guards, and shall free the PRO XI from any legal suit in connection herewith.