TERMS OF REFERENCE as of November 10, 2023

Terms of Reference
PROCUREMENT ANNUAL CONTRACT FOR SECURITY SERVICES
FOR THE FOREST MANAGEMENT BUREAU FOR CY 2024
(As of 10 November 2023)

The security and protection of the Office, its officials and employees is vital in the delivery of
effective, efficient and economical public service making it necessary to engage the services of a duly
qualified and eligible security agency, subject to the laws and regulations on the procurement of
Security Services, for the Forest Management Bureau (FMB).
The FMB properties requiring security services are as follows:
[1.] FMB Central Office compound located at the . Visayas Avenue, Diliman, Quezon City;
1.[2.] FMB Main Buildings A, B, C
2.[3.] FMB Annex Building
3.[4.] FMB Grounds
The Forest Management Bureau intends to employ the sum of Three Million One Hundred
Thousand Pesos (P3,100,000.00) as the Approved Budget for the Contract (ABC) for the annual full-
year implementation of the project Procurement Project for Security Services for the Forest
Management Bureau (FMB). The security services shall commence upon the receipt of the Notice to
Proceed (NTP) until 31 December 2024.
The Terms of Reference (TOR) for the services of eight (8) Security Guards are as follows:
1. There shall be no employer-employee relationship between FMB and the security guards
and other personnel employed by the Security Agency.
2. Qualification of Prospective Bidders in addition to the minimum qualification set by RA
9184:
• At least five (5) years of experience in providing security services as shown by
either a Philippine Association of Detective and Protective Agency Operators
(PADPAO) certificate of membership or Philippine National Police-Supervisory
Office for Security Investigation Agencies (PNP-SOSIA) license to operate for
the preceding five (5) years;
• Must submit a Retirement Plan to its Security Personnel or employees pursuant to
Department of Labor and Employment (DOLE) Department Order No. 150- 16,
Series of 2016.
• Liquidity of the Contractor - At least 2 million (Current Assets minus current
liabilities based on Balance Sheet as of December 31,2022).

3. Obligations and Responsibilities of the winning Security Agency hereafter referred to as

the "Agency."

a. Enforce strict confidentiality and ensure that no information on the Bureau’s

affairs and activities shall be disclosed to any person or entity that may be
acquired/possessed in the course of the performance of services.
[b.] Provide, assign, designate, supervise and control the eight (8) security guards, for
the fixed and roving posts determined by the FMB under the schedule provided in
item 6 of this TOR. The Service Provider shall submit to the Bureau’s General
Services Unit (GSU) a deployment schedule every 15th and 30th of the month or
at least one (1) day before any proposed changes to the schedule, which shall
include the names of relievers, if any for monitoring purposes;
[c.] No security guard shall be permitted to render service beyond a period of twelve
(12) hours continuously and not more than six (6) consecutive days. A violation
 of this condition shall be considered enough ground to terminate the contract. As
such, the Service Provider shall make available, at its own expense, such number
of relievers as may be necessary, who are ready to take over the duty schedules of
those regularly assigned guards who either report late or are absent for the day at
no additional cost to FMB:
[d.] Provide additional number of guards as maybe directed by FMB through a
written notice from the Director and under the same terms, conditions and rate of
compensation set forth in the contract of service;
[e.] Submit the Curriculum Vitae and/or 201 file and work experience in security
operations of all the security personnel to be deployed to enable FMB to
determine if they satisfy the requirements. stated in Item No.7 of this TOR.
b.[f.] The Security Guards shall have the following training conducted by the Agency
or any other training institution, which in either case, should be accredited or
recognized by DOLE, TESDA, DOH, Bureau of Fire Protection (BFP), or any
similar institution that has jurisdiction on the conduct of the particular training.
such as:
[I.] All Officers and Security Guards (SG):
● Basic First Aid Training/Basic Life Support Training;

● Customer Service Relation Training;

● Crowd Dispersal Management Training;

● Counter Terrorism Awareness Seminar; and

● Disaster Preparedness & Response (including COVID-19

response);
● Certificate on Basic Intelligence and Investigation Course or
equivalent;
● Emergency Response Drivers with Emergency Response Driving
Training; and
● Basic Occupational Safety and Health (BOSH).

The proof of required trainings of concerned Security personnel shall be submitted within one
(1) month from assumption of duty. Also, these training should have been taken and
completed in 2020 or onwards.
[g.] Deploy the following security guards:
1. Nneat, presentable, well trained and thoroughly screened regular
(neither probationary nor trainee) security guards licensed by PNP-
SOSIA,
2. Iin proper uniform and identification cards
3. , Pphysically and mentally fit as supported by updated medical
certificate
4. Must have and valid National Bureau of Investigation (NBI)
clearance;:
[h.] All security guards shall be subjected to neuro-psychiatric, semestral drug,.
alcohol or other related tests from government accredited testing centers; and
ensure that the security guards are fully covered by medical and risk insurance at
the Agency's own cost;
c.[i.] Submit security plans, fifteen (15) days after the assumption of duty for the
following:
 [1.] Regular and special operations including the employees' handbook with
company policies and disciplinary measures;:
[2.] Disaster and emergency response;:
1.[3.] Civil Disturbances; and,
2.[4.] Pandemic/Epidemic.
An initial plan shall be submitted to the Director, thru GSU, upon assumption of duties, which
shall be revised to conform to the needs/requirements of the Bureau.
[j.] Submission of the following documents:t
1. Rregular monthly accomplishment reports to GSU on or before the 5th
day of the succeeding month;
2. and Aannual reports of operations to the Director, through GSU on
or before the 5th day of the succeeding month and year as part of the
billing requirements;
d.[k.] Rotate, reassign, suspend, terminate or impose disciplinary measures on erring
security personnel based on the validated complaints by the Supervisor, and shall
notify/submit report to GSU, who shall update the Director;
e.[l.] Notify FMB at least one (1) week before any replacement/movement/
termination of assigned security guard(s), unless for justifiable or legal cause/s,
which requires submission of a report of the action taken at least one (1) day after
the incident;
f.[m.] Hold FMB free from any action or liability arising from any claims of the
security guards and other personnel employed by the Agency for benefits under
the Labor Code of the Philippines.
g.[n.] Submit evidence of actual payment made to their employees on any increase in
wage, social security contributions, or any similar payments as may be imposed
by law or competent authority, the grant of which shall be subject to the
availability of savings;
h.[o.] Ensure the payment of wages on a regular schedule bi-monthly of each month
and other benefits in accordance with the existing wage law and provisions of the
Labor Code and their Implementing Rules and Regulations; and submit proof of
compliance with legal requirements on the payment of salaries, remittances and
taxes as a prerequisite for payment on or before the 5th day of the succeeding
month, such as but not limited to the following:

 Performance Appraisal Report

 Statement of Account or Contractor's Bill
 Record of Attendance/Service
 Proof of remittance to concerned government agencies (BIR/Social
Security System (SSS)/ECC/Pag-ibig/PhilHealth)

[p.] Be responsible for any loss or damage to FMB properties. , provided that such
properties are properly turned over to the agency through the guard on duty. Such
loss or damage shall not include those caused by force majeure or fortuitous
events, such as earthquake, typhoon, war, rebellion, excluding strikes and pickets,
provided that the same is reported to FMB within twenty-four (24) hours from
occurrence thereof.
i.[q.] Free FMB from any liability arising from acts of its security guards which
caused damage of whatever type to FMB employees and properties or to any
third party and their properties;
j.[r.] Should there be any wage or mandated benefit (i.e., SSS, PAG-IBIG and
PHILHEALTH) increase in favor of the assigned security personnel subsequent
to the execution of the Contract pursuant to a Law, Executive Order, Decree or
Wage Order, the Service Provider must inform the FMB in writing of the wage
increase to allow the latter to undertake the appropriate measures to address the
 same before its implementation, subject to the accounting and auditing rules and
regulations and upon showing actual payment made to their employees.
:

3. Scope of Services

a. Observance of rigid inspection of personal belongings of clients / visitors at all

entrances.
b. Watch, safeguard and protect the FMB and FMB properties from theft, arson,
destruction and damages.
c. Ensure the safety of FMB officials, personnel and visitors from harassment,
threat, or intimidation within the premises of the FMB.
d. Implementation of issuance of “visitor identification badge/card” for visitors and
nonemployee affiliates of FMB.

e. Guarantee that all FMB employees and clients are safe from harm which may
arise from internal/external chaos and public disorder.
f. Guard against incidence of theft and other misdemeanors which may constitute
breach of peace and order inside FMB premises.
g. Strictly observe, enforce and adhere to the FMB’s rules and regulations as it
applies to the security and well-being of the Bureau, its employees and clients.
h. Conduct investigations and submit reports to GSU, within twenty-four (24) hours
from the time of the discovery, of any loss or damage to FMB property/ies or for
any unusual occurrences within the area of responsibility.
i. Maintain peace and order at all times, prevent the unauthorized intrusion, prohibit
dumping of garbage, forbid vandalism within the FMB premises; and ensure that
the persons and properties of the Bureau are secured in times of rallies, mass
actions and other gatherings:
j. Ensure appropriate response/help to situations that require immediate assistance,
in any form, to its employees during emergencies or crisis situations, without any
additional cost to FMB;
k. Provide additional response and/or services within capacity during emergencies
or crisis situation (i.e. disinfection during pandemic, marshalling during
earthquakes);
l. Provide additional security assistance with five (5) hours prior notice from the
Director, as the need arises, by providing/ securing the use of Armored Vehicle
without any additional cost to FMB;
m. Subject its security guards to health and safety protocols, including COVID-19
prevention and control measures, as required by the Government or the Agency
(i.c. DOLE Labor Advisory 18, s.2020). Only vaccinated personnel shall be
deployed;
[n.]
[o.] Avoid unnecessary activities that may disrupt the discharge of functions (i.e.
unnecessary use of gadgets, playing, etc.) and fulfill other security-related tasks
as may be assigned by the Director or the Chief, GSU;:
[p.]
n.[q.] Protect entire work area occupied by the FMB, its employees and clients
against unauthorized intrusion, internal or external commotion.
o.[r.] Check, entertain and assist clients or visitors entering FMB premises.
p.[s.] Strictly maintains official logbook or record of all incoming and outgoing
persons,
vehicles, movements of FMB properties, among others.
q.[t.] After office hours, conduct routine patrol or inspection of the building and
report
unusual activities or threat to security to the Head Guard.
 r.[u.] Record all employees rendering overtime services and all other office personnel
who are still in the FMB premises after office hours.
s.[v.] Ensure that all doors and windows of FMB building are secured and all
electrical connections and lights are turned off. Before the start of office hours,
inspect all areas for any sign of forced entry.
t.[w.] Assist in the implementation of FMB rules and regulations such as wearing of
prescribed office uniforms, identification cards, among others.
u.[x.] Prepare incident reports especially on the irregularities that may be encountered
such as property damage, theft, and presence of unauthorized persons or unusual
occurrences/untoward incidents.
v.[y.] Safe keep office/room keys and vehicle keys, and to monitor and ensure that the
keys were returned immediately after use.
w.[z.] Assist FMB employees in crossing the streets, specifically, Visayas Avenue.
[aa.] Abide by the rules and regulations being implemented under the Environmental
Management System (EMS) of the DepartmentBureau, and shall perform the
tasks required under item 7.11 of this TOR.
x.[bb.] Implement strict precautionary measures within the area of responsibilities
including peace and order.
y.[cc.] Call the police, fire department or ambulance in cases of emergencies such as
fire, hazards, criminal activities or any disorder that may put the lives of
personnel and FMB properties in peril;
z.[dd.] Assist in the authorized investigation of cases involving injury, loss of lives
and loss of/damage to properties.
aa.[ee.] For emergency cases, the Security Agency shall coordinate with proper
authorities, police or agency designated officials in case of calamities.
bb.[ff.] Lead/assist office callers, visitors to the FMB Public Assistance Desk or
Offices concerned.
cc.[gg.] Assist traffic flow for incoming and outgoing vehicles to and from FMB
gates and parking areas.
dd.[hh.] Ensure rapid and effective communication lines with fellow guards.
ee.[ii.] Close all FMB gates during flag raising/lowering ceremony.
ff.[jj.] Perform the flag raising/lowering ceremony.
gg.[kk.] Monitor entry and exit of construction materials in the FMB under strict
supervision of GSU and concerned Office.
hh.[ll.] Conduct daily inspection/checking of TRIP TICKET to all FMB vehicles.
ii.[mm.] Check the fire extinguisher every week or monthly.
jj.[nn.] Unplug computers and other office equipment during night-time except
equipment in the Data Center.
kk.[oo.] Conduct regular roving inspection of the FMB vehicles at the parking slots,
provided by the FMB for the official use of FMB.
ll.[pp.] Provide certification from the Security Service Provider that it has fully paid
all wages of janitors for the preceding month in accordance with the provisions of
the Minimum Wage Law, the new Labor Code and other pertinent laws and
decrees. Individual janitors shall sign on the certification issued.
mm.[qq.] Perform other tasks that maybe assigned from time to time.

4. Scope and Limitation of the Responsibilities of FMB

[1.] Provide a written notice signed by the Bureau's Director in terms of the
increase or decrease of the number of guards as recommended by the
GSU with valid and justifiable cause. Increase or decrease the number of
guards through the recommendation of GSU with valid and justifiable
cause as approved and with a written notice from the Director to the
Agency:
[2.]
 1. Monitor attendance, payment of salaries, remittances, and taxes to the
government as required by law.
2.[3.] Conduct inspection and require replacement of defective security tools
and/or equipment by notifying the Agency.
3.[4.] Conduct Monthly Performance Appraisal/Evaluation through the GSU
to assess the quality of individual security guards and Agency
performance and compliance with the terms and conditions of the
contract using a template designed for the purpose; and
4.[5.] Before the end of each year, the Bureau through the Director shall
conduct an assessment or evaluation of the performance of the service
provider to determine whether to continue or pre- terminate the contract
for failure by the service provider to perform its obligations following the
procedure prescribed under the Guidelines on Termination of Contracts
issued by the Government Procurement Policy Board under Resolution
No.018-2004 dated 22 December 2004 as amended by GPPB Resolution
No. 07-2019 dated 08 March 2019.

4.[5.] Minimum requirement of supplies and equipment to be provided by the Agency in

carrying out the proposed security services within the contract period:

PARTICULARS MINIMUM REQUIREMENTS

Base Radio One (1) unit

Handheld Radio with NTC License Permit with Five (5) units
battery charger and extra battery pack

Under-Chassis-Mirror (vehicle inspection) One (1) unit

Luminous Vest with Hand Gloves Eight (8) units

Side Arms (at least 9mm) with ammo. (Active Four (4) units
Shift)

*Firearms must be in good condition - Covered

with license by PNP - With complete load of
ammunition - No “paltik revolvers” should be
issued to the security personnel - With duty
detail order

Shotgun One (1) unit

Rechargeable Searchlight Four (4) units

Gas/Smoke Mask Four (4) units

Fire Coat Four (4) units

Fire Boots Four (4) units

Fire Extinguishers Four (4) units

Handcuffs Two (2) sets

First Aid Kit Eight (8) units

Tear Gas Spray/Pepper Spray Four (4) units

Inspection Stick Three (3) units

 Whistle NineThree (93) pieces

Flashlight (Heavy Duty) Four (4) units

Vault for Depository of Firearms One (1) unit

Raincoat Nine (9) units

Boots Nine (9) units

Umbrella (big) Four (4) pieces

Digital Camera One (1) unit

Mega Phone One (1) unit

Traffic Cone Ten (10) units

Spine board/Stretcher One (1) set

Thermal Scanners (Hand Held) Four (4) units

Rattan Baton Three (3) units

Traffic wand Three (3) units

“Stop” and “Go” signs Three (3) units

Office Supplies (Log book, Ballpens, Bond As the need arises

Papers)

These supplies and equipment must be in good working condition and properly maintained.
Any supplies or equipment damaged or in bad condition shall be immediately replaced by the Security
Agency for the duration of the Contract. Delivery of required materials, tools and equipment shall be
at the FMB, on the first day of posting of security personnel, to be inspected by the Agency’s
representative/s. Other materials/equipment to be provided by the Security Agency shall be subject
for approval of the FMB.
Firearms should be in good condition, with license from Firearms and Explosive Office
(FEO) and PNP with complete load of ammunition. No “Paltik” revolver should be issued to the
Security Guards.
6. Deployment of Security Guards
A. Three 8-hours Shift (8 Security Guards)
Seven (7) days a week (Mondays to Sundays, including Holidays)

No. SECURITY POST (6am-2pm) (2pm-10pm) (10pm-6am) NO. OF

2nd SHIFT (3rd SHIFT GUARDS
1ST SHIFT
10pm-6am)

1 Gate #1 Entrance 1 1 1 3

2 Gate #2 Exit 1 1 2

3 Annex Building 1 1 2

4 Main Lobby (8am-5pm) 1 1

7. Additional Documentary Requirements for post qualification purposes;

 7.1. Licenses/Clearances, such as but not limited to:
1. PNP License to Operate
2. Certificate of Good Standing issued by PADPAO in CY 2022
3. NTC Certificate of Registration (for telecom equipment)
4. Current and valid Firearms license
7.2. Certification from the Agency that the Equipment, Supplies and Materials stated in item 5
of this TOR are available;
7.3. Certification that the Agency can provide the Manpower requirements as per schedule of
deployment of Security Guards stated in item 6 of this TOR;
7.4. Company profile and track record for the past five (5) years highlighting the following
information:
1. Year established and number of years in the service;
2. License to Operate Number;:
3. Name of satisfied clients;
4. Number of years serving each client;:
5. Number of security guards deployed in each client, and;
6. Area covered by contract in square meters as well as the corresponding description
(office, factory, warehouse, hospital, bank etc.)
7.5. Security Plan including Investigation and Reporting Procedures consistent with item no.
31 of this TOR;
7.6. Continuing manpower development plan to enhance capability and upgrade skills of
security guards, presenting pertinent training certificates such as but not limited to proper handling of
urban disturbances like rallies, pickets and mass actions;:
7.7. Certification for minimum qualifications of personnel stated in individual profiles
including but not limited to the following:
1. Duly licensed security guards;:
2. At least high school graduate for Security Guards and at least graduate of tertiary
education for Security Officers;
3. Must be computer literate and capable of operating CCTV monitoring system;
4. Physically and mentally fit;
5. Must have no derogatory record;
6. Must have undergone training in handling firearms with appropriate certificate
and/or licenses;
7. Has undergone basic in-service training from accredited schools for security guards
and supervisory training for security officer;
83. Ages between 21 and 55;
94. Two (2) years supervisory experience for supervisor of all guards; and
105. At least 5'5" (male) or 5'0" (female) in height.
7.8. List of commendations or certificates of appreciation received, if any.
 7.9. Certification/List of free services, supplies or equipment willing to be offered for free in
addition to the minimum requirements set in the TOR, if any.
7.10. Statement of special gadget/equipment to be installed for free in addition to the
minimum requirements set in the TOR, if any.
7.11. Energy and resource conservation measures or plan, such as but not limited to:
1. Regular and Periodic checkup of the building and utilities (e.g. lights, air-condition
and water) to avoid wastage and other circumstances,
2. Implement the "No Idling of Vehicles" policy within the FMB Compound;
3. Reporting such leakages, wastage and any violators thereof.
8. Tie-Breaking Method
a. In case of a tie and two or more bidders have been post-qualified as Lowest Calculated
Responsive Bidders (LCRBs), the tie-breaking measure shall be non-discretionary and
nondiscriminatory such that it is based on sheer luck or chance.
b. For two bidders: a Toss coin shall be used to break the tie, which shall be "best of five coin
tosses."
c. For three or more: The names of bidders involved shall be written in separate similar
unmarked papers, and will be folded and placed in a container. Thereafter, a n FMB DENR
representative shall draw the raffle wherein the first drawn bidder shall be considered as the
winner and shall be awarded the contract.

9. Terms of Payment
9.1 Payment shall be made on a monthly basis for twelve (12) months upon submission
of billing statement and other supporting documents by the Security Service Provider.
Should the Security Service Provider fail to comply, FMB shall withhold the payment
for the current month until the latter shall have complied with subject requirement.
9.2 Services shall only be billed based on the actual services received by FMB and shall
consist of complete supporting documents including but not limited to the following:
9.2.1. Statement of Account
9.2.2 Properly accomplished daily time records (DTR) generated from Biometric
Timekeeping System
9.2.3 Summary of DTR
9.2.4 Monthly Performance Appraisal Report
9.2.5 Payment of Remittances (SSS, PAG-IBIG and PHILHEALTH)
9.2.6 Other documents as may be required by FMB.
NOTES:
A. Should there be any discrepancy with the technical requirements stipulated herein and the Terms of
Reference, requirement/s provided for in the former shall govern.
B. Any other term, condition or provision not stipulated in this document will be covered by a
separate agreement as proposed and agreed upon by FMB and the Janitorial Service Provider.
C. Bidders must comply with all specifications contained in this PR, TOR and supplemental bid
bulletin, if any.
D. The FMB has the right to screen applicants and choose the personnel to be assigned.

Submitted by:

KATHLEEN Q. MARASIGAN
Interim Administrative and Finance Officer

Approved by:

ARLEIGH J. ADORABLE, CESO III

OIC, Assistant Secretary for Field Operations-Western
Mindanao and Director, in concurrent capacity