TERMS OF REFERENCE FOR THE PROCUREMENT OF

JANITORIAL SERVICES PHILHEALTH REGIONAL OFFICE 10

A. OBJECTIVE

To acquire a rcpuiahlt supplier of janitorial sen’ices that will provide effective and efficient janitorial sennees to the Corporation; has a pool of well trained personnel who arc able to provide adequate, reliable maintenance services to ensure orderliness and sanitar\- condition of the Corporation's premises.

B. BUDGET

The total amount of contract price for Janitorial Services for Three (3) years is equivalent to SIXTEEN MILLION TWO HUNDRED FIFTEEN THOUSAND FIVE PESOS AND FIFTY TWO CENTAVOS (R 16,215,005.52). 1 he total Budget for Janitorial Seri ices for each vear of engageineni is FIVE MILLION FOUR HUNDRED FIVE THOUSAND ONE PESO and'EIGHTY FOUR CENTAVOS (R5,405,001.84) for PHILHEALTH REGIONAL Ol'l'lCE X, I.HlO’s and its PBC’s.

C. SCOPE OF SERVICES

Janitors shall render 8 hours of work ever)- day from MONDAY to FRIDAY on a shifdng schedule as indicated in the table below in order to perform the tasks to the satisfaction of the Offices concerned.

For PhilHealth-X and its Warehouse, LHIOs and PBCs

Shift Time In (AM)

Time Out (AM) Break Time Time In

(PM)Time Out

(PM)

Shift 1 6;(K) am 10:00am 10:00 am- 12:00nn 1:00 pm 5:00pm

Shift 2 6:00 am 11:00 am ll:00am-12:00nn 1:00 pm 4:00 pm

Shift 3 8:00 am 12:00 nn 12:00 nn 1:00pm 5:00 pm

Shift .3 sltall onlv apply to janitor/s assigned at the PRO-X Warehouse

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I. Daily Routine. The daily routine ser\'iccs to be rendered by the janitors assigned by die Janitorial Agcncv shall apply to PhilHcalth-X office spaces, rooms, pantn-, comfort rooms, elevator, stairways, corridors, lobbies, common areas, walkways, PRO-X Warehouse or other areas which may be specified by the client and shall include:

a. Boxing/ unboxing, arranging records, documents, equipment and other collaterals at the PRO-X Warehouse;

b. Sweeping, dusting, mopping, spot scrubbing and polishing floors with disinfectant cleaners;

c. Dusting, wiping, cleaning and sanitizing all accessible surfaces such as telephones, office tables, glass tops, furniture and fixture, equipment, appliances with the appropriate cleaning agent;

d. Wiping, cleaning, polishing and sanitizing hand rails, signs and trims, spot cleaning marks in areas near light switches, window ledges, counters, doorknobs, and glass partitions and doors with the appropriate cleaning agent;

e. Cleaning and sanitizing/disinfecting comfort rooms and pantries, bath and kitchens sinks and removal of spots or stains from floors and other surfaces;

f. Fetcliing gallons of drinking water from and to designated areas;

g. Fetching water and filling of containers in the comfort rooms when water is not available;

h. Cleaning driveways, parking spaces and immediate surroundings of the buildings (for rented office space and warehouses);

i. Emptying of all trash bins, relining with appropriate trash bags and washing, cleaning and disinfecting bins. Segregating wastes and proper disposal of solid wastes from \‘arious parts of the area assigned to the designated trash storage;

j. Keeping free from obstruction all corridors, hallways, stairways and lobbies;

k. Switching off all lights when area is not in use;

l. Maintaining upkeep of indoor potted plants.

m. Repomng to the General Services Unit any damaged/ leaking pipe, water and toiler facilities, electrical installations and furniture and fixtures which may require necessary repair or replacement works within their areas to the General Services Unit of this Office;

n. Spray with insecticide areas where flying and crawling insects are reported or as needed;

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o. Perform other related duties as may be required or assigned from time to time with respect to janitorial works as may be requested from the Agency.

II. Weekly Routine. Tlte weekly routine ser\-ices to be rendered by janitors assigned by the Janitorial .\gency include;

a. Spot scrubbing, dirt stain removal and cleaning of chairs, carpets, and rugs;b. Thorough cleaning, washing with soap and water, scrubbing and

disinfecting of all floors, rooms, comfort rooms and other facilities;c. Cleaning and polishing on the inner surfaces of all window glasses, sun

baffles, walls, counters, light diffusers, picture frames and wall hanging, and;

d. NX'ashing, scrubbing, stripping, waxing and polishing floors.

III. Monthly Routine. .Monthly routine seniccs to be rendered by janitors assigned by the lanitorial .Agency include:

a. Dusting and removing of cobwebs from ceiling of the premises;

b. Cleaning of ornamental plants and polishing of metal signs;

c. General cleaning of draperies and blinds;

d. Spraying of insecticides and other pest control activities;

e. Disinfecting of all bathrooms.

f. Refilling of liquid deodorizers in all bathrooms.

The conduct of all scheduled monthly routine must be strictly overseen by the Janitorial Agency Supcivisor/s assigned lo Philheahh-X, its LHIOs and PBCs.

IV. Quarterly Routine. Quarterly routine ser\'iccs to be rendered by janitors assigned by the janitorial Agency include:

a. rhorough and general cleaning and disinfection of all areasb. Thorough shampooing of all chairs, panels, carpets and rugs.c. Cleaning and wiping of walls.

V. Miscellaneous Routine. Miscellaneous sen-ices to be rendered by janitors as per request of the concerned units through the MSD include but are not limited to:

a. Miscellaneous work such as carrying, transporting or monng of office furniture, equipment supplic.s within and/or outside office premises as may be assigned from time to time or during major PhilHealth activities.

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b. Rendition of overtime scn’ices during cmcrgenc)- and urgent situations may be allowed as determined by MSD and approved by the Regional Vice- President.

VI. In performing above-mentioned miscellaneous task outside office premises, the janitor should fill out a PASS SLIP duly signed by authorized personnel where he/she is assigned and to be submitted to the security guard on dut)- in order to be informed of his/her whereabouts or itinerary in case the need to be located/contacted arises. In cases when the janitot cannot be located and did not submit a Pass Slip, the number of hours shall be deducted from the total bill of the Janitorial Agency for the period.

D. SUPPLIES, MATERIALS AND EQUIPMENT

'Ilie lanirorial .\gency shall provide the following type and quantit)- of needed tools, supplies, materials and equipment. All supplies and materials to be provided by janitorial services should be of guaranteed lugh - grade qualin- to ensure and maintain maximum cleaning results and use

Ref Supply Monthly Quarterly Semester Annual1 Rags 1 ’ ’ kls

Liquid Hand Soap 10 liters.*) Detergent powder (all purpose) 12 kls.4 Bleaching solution (ex; Chlorox) 12 liters5 Disinfectant, liquid concentrate (cx:

Lvsol)12 liters

f —r> .Scrubbing pad or its equivalent (cx: Scotch brite)

12 pcs.

^7 Garbage bag. size 13”xl3”x32” 500 pcs.8 ^ Insecticide spray, 500 ml/can, water-

based10 cans

9 Mop head 10 pcs10 Disinfectant, aerosol (ex: l.vsol) 10 cans11 Muriatic acid (cx: Apollo) 9 liters12 Toilet bowl cleaner 20 liters13 Acrvlic dust control Mop with handle 6 pcs.14 Soft brooms 24 pcs.15 Mop with handle 10 pcs.16 Toilet brush 9 pcs.17 Push brush 9 pcs.18 Toilet rubber pump/ flushcr 9 pcs19 Hand brush 9 pcs20 Suck Imxims 9 pcs.21 Steel wool 9 boxes22 Mop squeezer 18 pcs.23 Dust pan, plastic, big 18 pcs.24 Pail, 4 gals, capacity 10 pcs.25 Ceiling brooms 7 pcs.26 Sprav gun 20 pcs.

I I'chmcal Specific actons l,U< 1 X lanirorial .Services nustn

[anitorial Agencv shall provide :u least three (3) functional Vacuum Cleaners at the Regional Office and one (1) Vacuum Cleaner for each Local Health Insurance Office (LHIO) and its PhilHealth Business Center (PBC), to be used by janitors in performing the above- mendoned tasks. Timely dcliverv of needed supplies and materials per month, quarter, semester or per year shall be delivered to the General Services Unit who shall inspect the same prior to its distriburion.

E. UNIFORM

The janitors shall be provided bv the lanitonal Agenct' with clean uniforms and TD card which must be worn from Monday - Friday. In addition, the Corporadon may provide each janitor with a second ID Card for access and securin’ puiposcs. Comfortable closed rubber shoes must be used within the premises. No sandals or slippers shall be allowed during working hours.

F. MANPOWER

1. The janitorial ,\gencv shall provide the Corporadon with Thirty (30) contracted janitors who shall render ciglil (8) hours per workday e.\clusive of break time as provided in the table below.

2. The agency shall provide a Supervisor (on top of contracted janitors whose salan’ shall be shouldered bv ihc agencv) who shall monitor the daily aedvides of the janitors. The Supervisor shall be visible in the PhilMealth premises at least three (3) hrs. daily. No team leader among the janitors shall act as overseer in place of the Supervisor.

Office Address Pax HoursPRO-X Gateway lower II. L.imkctkai Center. C.M. 12I.HIO-CDO Retro .\venuc, Cacavan dc Oro C.ir\' 2LHIO-Valenda Candelaria Bldi;. Savre ! Ii-wav, V alencia Citv 2

LHIO-Iligan Gonx.iki! Gimcno Bldg. .Macapagal .Vvenue, Ilii’an Ciiv 2

LHIO-Ozami^ IP Rixal Avenue and Ivaamino Si Ozamiz Citv 2

LHIO-GingoogFNX Cummercial Bldg. Brgv’ 22 .V.Motoomol Si., ( diuiooa Citv 2

PBC- Maramag.Vgi’u Comnicrtial Center, .South Pohlacion, Maramac. Bukidnon 1

PBC- MalaybalayOld Pt'ovintial Hospital, Capitol Compound, .Malavlialav, Bukidnon 1 8 Hours

PBC- Oroquicta Purok V I.amac lower, Oroquicia Cirv 1

PBC- TubodPurok .\. TCKS Pohlacion, Tubod, I.anao del Norte 1

PBC- MaraudingPurok I.cmon Tree, Marauding Lala, Lanao del None 1

PBC- Carmen Max Siiniel St. Carmen, Caeavan dc Oro Citv 1PBC-Camiguin I.as Pohlacion, Mambajao, Camicuin 1PBC- Tangub Doha ,Ma. Tan Memorial Hospital, Pertig St.,

Mamie, Tancuh Citv 1

Total 30

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G. QUALIFICATION AND CONDITION

1. The supen'isor and janitors to be assigned by the )anitorial Agenc\’ must possess the following qualifications:

Filipino CitizenAt Icasi high school level for janitors. Supendsors should have reached at least three years of college, and are properly trained on janitorial ser\-ices.

''' At least 20 years t>f age.•y Physically and mentally fit as indicated in a DOH accredited institution certiGed by a

ncuro- psychological test result.

2. Regular janitors and/or reliever shall be screened by the Agency. CertiGed True Copy of the following documents should be submitted to the OfGce of the MSD for evaluation:

Medical Ccriiftcare Neuro- psychological test with result Drug test negative result Barangas clcarana.Police cicaianee NBl ClearanceCopy of Diploma of highest educational attainment and transcript of records if a college undergraduate.Copy ofbirth certificateOne (1) 2x2 picture and nvo (2) 1x1 picturesCopy of SSS membership cardWith ai least years experience as janitor

Original copy of the same mavbe required to be submitted for purposes of validation. For the multi-year contract, the ding lest negative result shall be submitted at the start of each year.

3. The janitor shaU render satisfactory ser\'iccs from MONDAYS to FRIDAYS, services to be certiGed by the Office where they are assigned, and submit to the General Sendees Unit.

4. The Janitorial Agency shall provide and present during the conduct of public bidding a complete list of its personnel including its pool of relievers to be assigned to work at PhilHealth Regional Offiee-X'. The janitorial Agency shall not assign in the premises janitors who are not qualified and acceptable to PhilHealth-X. The Janitorial Agency shaU give a written nolice to ihc Office of the MSD whenever any of these janitors are to be removed or replaced.

5. The janitorial Agency shall provide relievers/replacements in case of absence of any assigned janitors to ensure continuous and uninterrupted sendee, without need of being advised by Philhealth-X. ,\ccordingl\'. the Agency shall submit to the MSD the file of the reliever.

6. The Philippine Health Insurance Corporation reserves the right to request for an increase and decrease in the number of janitors if the exigency of work requires, provided that the total amount in the increase will not exceed ten percent (10<' n) of the total contract price.

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7. The Janitorial Agency shall submit a schedule of periodic general cleaning of areas herein covered for reference and guidance of PhilHealth-X. All areas covered under the contract shall be maintained clean and sanitar)' at all times. Cleaning includes floor, toilet, walls, windows, grounds and other areas. likewise, the ianitorial Agency shall deliver all the required supplies at the beginning of the period (month/quarter/semester) to the General Services Unit

8. The fanitonal Agency together with its employees agree to abide with the performance and janitorial requu-ements of PhilHealth-X in general and in the office where they are assigned at all times and comply prompdy with directives, instructions and existing rules and regulations of PhilHealth-X.

9. Before the janitors assume their function, an orientation of the scope of responsibility, rules and regulations of PhilHealth-X and related matters shall be conducted bv the General Seivices Unit in the presence of the agency and the janitors. No janitor shall assume his post/her post without this orientation.

10. The Janitors to be assigned bv the Janitorial .\gency to restricted office(s) where highly accountable assets and security documents arc kept shall be strictiy supervised by the Super\r!sor of the Janitorial Agency.

11. The Janitorial Agency shall see to it that the janitors are screened and declared physically and mentally fit before they arc allowed to report to their assigned post.

12. Any janitor who may be found and considered undesirable and incompetent bv the PhilHealth-X and its concerned Local Health Insurance Offices shall be replaced by the janitorial Agency immediately upon receipt of request and vetificarion.

13. Philhealth-X resen-es the right to inspect the payroll of the Janitorial Agency in order to verif)- that the wages ha\’c been paid. Any violation shall be a sufficient ground for the termination of the contract without prejudice to the liability of the Janitorial Agency.

14. The janitorial Agency shall provide / conduct Trainings and Drills to its janitors pertaining to the following:

a. (Aistoincr Scn iccb. Disaster Preparedness including liarthquake & Fire Training & Drill andc. Basic Life Support.

A Certificate of Completion of die training/s conducted must be submitted to the Office of the Management Services Division (MSD) of PhilHealrh-X.

15. Prospective biddei's must hai'c a Satellite/ Branch or Field Office in Cagayan de Oro Citj7 to ensure fast, efficient and reliable response time and must have a business permit issued in Cagayan dc Oro Cim in compliance with local ordinance.

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H. PROHIBITIONS

1. Janitors on duu- should NOT be under the influence of liquor or any prohibited drug while on dun-.

2. Janitors on dun- should NOT sleep during working hours.3. Janitors should NOT entertain personal visiiors during working hours.4. Janitors arc NOT aUowed to smoke while on duty.5. Janitors should not entertain personal errands during working hours.

janitors who violate the above-mentioned prohibitions shall be immediately replaced by the agency. Subsequent violations may be used as ground for termination of contract between PhilHealth -X and agency-

I. HUMAN RESOURCE POLICY

The Janitorial Agency shaD present during the bidding and submit to Philhealth-X its policy on human resource specifically on 1-Iiring and placement, On-the-job training, Rules of Conduct, Payroll (wages, overtime, deductions), Employee Benefits and Disciplinary action.

J. PAYMENT

For montlilv payment, the Jamtorial Agenc\- shall submit the following documents even' 15,i’ of the month following the applicable month:

1. General Payroll2. Billing statement/ Statement of Account3. Daily Time Record (IDTR) of janitors for services rendered4. PhilHealth F.tnplovcrs Premium Remittance Report of applicable month5. SSS Remittance Report of applicable month6. PAG-IBIG Remittance Report of applicable month7. Notarized Payment of Wage (original) ( Monthly submission together with the monthly

biUing) ’8. Certification from DOLE compliant with l.abor Laws (yearly submission )

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K. PERIOD OF CONTRACT

I'ixecution of the contract hcrcfor shall be for a period of one year, to be renewed on a yearly basis, subject to a performance evaluation agreed upon by the parties.

In case of delay in the award of the Contract, the date of effeclivicy and/or the duration of the Contract shall be adjusted accordingly to maintain the 3-vear period of coverage.

Prepared and Recommended b}"

MARIA RHODELLA S. MONSANTOChief. Management Sendees Division

DELIO A. ASERON, IIActing Regional Vice-President, PRO-X

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