| REPUBLIC OF THE PHILIPPINES SAN PABLO CITY WATER DISTRICT Maharlika Highway, San Gabriel, San Pablo City Tel. No. (049) 562-9955 INVITATION FOR NEGOTIATED PROCUREMENT DUE TO TWO FAILED BIDDINGS Contract No. 2025-240 Security Services (13 Security Guards from April 1, 2026 to December 31, 2026) 1. The San Pablo City Water District, through the 2026 Approved Budget intends to apply the sum of Four Million Five Hundred Thousand Pesos (Php 4,500,000.00) only being the Approved Budget for the Contract (ABC) to payments under the contract for Contract No. 2025-240 Security Services (13 Security Guards from April 1, 2026 to December 31, 2026). Quotations received in excess of the ABC shall be automatically rejected. 2. The SAN PABLO CITY WATER DISTRICT through its Bids and Awards Committee (BAC), now invites technically, legally, and financially capable suppliers for the said project. 3. The procurement procedure for this requirement is Negotiated Procurement pursuant to Section 53.1 of the Revised Implementing Rules and Regulations (IRR) of Republic Act (R.A.) No. 9184, otherwise known as the “Government Procurement Reform Act”, including Annex H thereof: The BAC will engage in negotiations with at least three (3) suppliers to ensure effective competition. The selection of the successful offer shall be based on the best and final offer that will be submitted on the specified date shown below, and which would meet the minimum technical specifications required. 4. Interested bidders may obtain further information from the BAC Secretariat at San Pablo City Water District, Maharlika Highway, Brgy. San Gabriel, San Pablo City - Purchasing Section during office hours from 8:00 o’clock in the morning up to 5:00 o’clock in the afternoon starting February 23, 2026 until March 15, 2026. 5. The schedule of the bidding activities is herein stated below: No. Activities Schedule Venue 1. Advertisement/Posting of Invitation for Negotiated Procurement & Request for Quotation (RFQ) February 23, 2026 to March 2, 2026 (Monday to Friday, 8:00AM to 5:00PM) PhilGEPS San Pablo City Water District - Purchasing Section 2. Pre-Negotiation Conference March 3, 2026 2:00PM San Pablo City Water District - Regional Training Center 3. Deadline of Submission and Receipt of Negotiation Documents and Proposal March 15, 2026 2:00PM San Pablo City Water District - Regional Training Center 4. Opening of Negotiation Documents and Proposal March 15, 2026 2:00PM San Pablo City Water District - Regional Training Center 6. In case the due date falls on a non-working day, i.e. Saturday and Sunday, legal holiday, or special non-working holiday, the deadline shall be moved on the next working day. 7. The San Pablo City Water District reserves the right to accept or reject any bid, to annul the bidding process, and to reject all bids at any time prior to contract award, without thereby incurring any liability to the affected bidder or bidders. 8. For further information, please refer to: ROXAINE LOURREST A. CARANDANG Head, BAC Secretariat San Pablo City Water District Maharlika Highway, Brgy. San Gabriel, San Pablo City 4000, Laguna, Philippines bac@spcwd.org.ph Tel No: Laguna Trunkline: (049) 562-9955 loc. 124 or 125 or 128 Manila Line: (02) 8396-9550 loc. 124 or 125 or 128 Direct Line: (049) 503-0075 Approved by: EFREN R. DELA PAZ Chairman, Bids and Awards Committee Noted by: MILDRED C. MORGA Acting General Manager xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx Checklist of Technical and Financial Documents I. TECHNICAL COMPONENT ENVELOPE Class “A” Documents Legal Documents ? (a) Valid PhilGEPS Registration Certificate (Platinum Membership) (all pages) in accordance with Section 8.5.2 of the IRR; Technical Documents ? (b) Statement of the prospective bidder of all its ongoing government and private contracts, including contracts awarded but not yet started, if any, whether similar or not similar in nature and complexity to the contract to be bid; and ? (c) Statement of the bidder’s Single Largest Completed Contract (SLCC) similar to the contract to be bid, except under conditions provided for in Sections 23.4.1.3 and 23.4.2.4 of the 2016 revised IRR of RA No. 9184, within the relevant period as provided in the Bidding Documents; and ? (d) Original copy of Bid Security. If in the form of a Surety Bond, submit also a certification issued by the Insurance Commission or Original copy of Notarized Bid Securing Declaration; and ? (e) Conformity with the Technical Specifications, which may include production/delivery schedule, manpower requirements, and/or after-sales/parts, if applicable; and ? (f) Original duly signed Omnibus Sworn Statement (OSS) and if applicable, Original Notarized Secretary’s Certificate in case of a corporation, partnership, or cooperative; or Original Special Power of Attorney of all members of the joint venture giving full power and authority to its officer to sign the OSS and do acts to represent the Bidder. Financial Documents ? (g) The prospective bidder’s computation of Net Financial Contracting Capacity (NFCC) or A committed Line of Credit from a Universal or Commercial Bank in lieu of its NFCC computation. Class “B” Documents ? (h) If applicable, a duly signed joint venture agreement (JVA) in case the joint venture is already in existence or duly notarized statements from all the potential joint venture partners stating that they will enter into and abide by the provisions of the JVA in the instance that the bid is successful. II. FINANCIAL COMPONENT ENVELOPE ? (i) Original of duly signed and accomplished Financial Bid Form; and ? (j) Original of duly signed and accomplished Price Schedule(s). Other documentary requirements under RA No. 9184 (as applicable) ? (k) [For foreign bidders claiming by reason of their country’s extension of reciprocal rights to Filipinos] Certification from the relevant government office of their country stating that Filipinos are allowed to participate in government procurement activities for the same item or product. ? (l) Certification from the DTI if the Bidder claims preference as a Domestic Bidder or Domestic Entity. xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx SAN PABLO CITY WATER DISTRICT San Pablo City Telefax: (049) 503-0075 Email Address: spcwd_bac@yahoo.com REQUEST FOR PRICE QUOTATION February 23, 2026 AGD - 099 - 0 Contract No. 2025-240 REFERENCE PR No. : 12723 Date : 11-04-2025 SUPPLIER : ADDRESS : TIN No. : SEALED PROPOSAL for the following item(s) must be received by the SAN PABLO CITY WATER DISTRICT not later than : Date : March 15, 2026 Time : 2:00 p.m. Note: Please re-fax this form with signature stating the reason if not participating. ITEM No. DESCRIPTION QTY. UNIT COST TOTAL Approved Budget 1 Negotiated Procurement: Security Services 4,500,000.00 Security Services (13 Security Guards from April 1, 2026 to December 31, 2026) Note: please refer to attached technical specification Bid amounts must be inclusive of applicable taxes (VAT/Non-VAT) Notes: 1. Please provide the required informations. 2. In case the due date falls on a non-working day, i.e. Saturday and Sunday, legal holiday, or special non-working holiday, the deadline shall be moved on the next working day. Terms of Payment : Delivery Period : Warranty : Price Validity : Conditions: 1. Delivery should strictly be within the prescribed delivery period indicated in the Purchase Order. 2. Advance notice shall be given to SPCWD should such delivery will not be made possible. 3. Subject to withholding of Retention Money or special bank guarantee equivalent to Five Percent (5%) of the total contract price The San Pablo City Water District reserves the right to reject any or all bids and to accept bids as may be considered advantageous to the District. MARIA LOURDES E. DWIGGINS EFREN R. DELA PAZ Supervising Materials Planning Officer BAC Chairman After having carefully read and accepted your General Conditions, I/We quote you on the item at prices noted above. TO BE FILLED UP BY THE SUPPLIER Quoted by: Tel No. ____________________ Fax No. ___________________ ___________ Cellphone No. ______________ Signature over Printed Name Date E-mail Address _____________ xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx Schedule of Requirements Contract No. 2025-240 Negotiated Procurement: Security Services (13 Security Guards from April 1, 2026 to December 31, 2026) The delivery schedule expressed as weeks/months stipulates hereafter a delivery date which is the date of delivery to the project site. Item Number Description Quantity Total Delivered, Weeks/Months 1. The participating bidder shall submit during the opening of proposal the following requirements for Security officer: a. Security License b. Pre-Licensing Training Certificate c. Re-training Certificate, including First-Aid administration and Fire-Fighting techniques d. National Bureau of Investigation (NBI) Clearance e. Police Clearance f. Medical Certificate g. Psychological Examination (Neuro Exam) h. Drug Test Certificate i. Personal Data Sheet j. Educational Attainment Certificates 2. The participating bidder shall include the list of firearms/3 metal detectors for SPCWD Main Office, Branch Office, and Complex, and other equipment necessary in the performance of security services. All security guards on-duty must be equipped with IP radios and shall provide additional IP radios for GSD and HRDD at Main Office, and IP radios for PETOMS and Operations Department at Complex. 3. The winning bidder shall submit the following requirements for each of the security guards for deployment to SPCWD prior to posting: a. Security License b. Pre-Licensing Training Certificate c. Re-training Certificate, including First-Aid administration and Fire-Fighting techniques d. National Bureau of Investigation (NBI) Clearance e. Police Clearance f. Medical Certificate g. Psychological Examination (Neuro Exam) h. Drug Test Certificate i. Personal Data Sheet j. Educational Attainment Certificates 4. The participating bidder shall prepare and submit its own security plan for the San Pablo City Water District. Prepared by: Reviewed and Evaluated by: CORAZON M. EMPEÑO ENGR. GILBERT M. VELASCO Senior Property Officer BAC Prov. Member-Technical Recommended for Approval: Approved by: ARVIN B. GUTIERREZ MILDRED C. MORGA Division Manager A – GSD Acting General Manager xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx San Pablo City Water District Maharlika Highway, San Pablo City Security Guard Services Technical Specifications GENERAL The security guard services aim to ensure the safety and protection of officers, personnel, and properties belonging to the San Pablo City Water District (SPCWD). This includes safeguarding the SPCWD Main Building Offices, SPCWD Complex and Branch Office from any potential threats or harm. The security guards will be responsible for maintaining a secure environment, mitigating risks, and promptly responding to any security incidents or emergencies that may arise. Their primary objective is to preserve the well-being of individuals and the integrity of SPCWD's facilities and assets. SPECIFIC A. Security Guards: 1) Security guards must be at least 21 years of age with a high school diploma or equivalent. They should possess one to two (1-2) years of work experience, demonstrate trustworthiness, and is mentally and emotionally fit. It is also very important for them to undergo thorough training, possess a good moral character, and has no criminal record. In addition, they should be commissioned and/or licensed to carry firearms while on duty. 2) All security guards must be commissioned and armed while on duty at their respective place of assignment, in accordance with the requirements of the Philippine Association of Detective and Protective Agency Operators (PADPAO). 3) Prior to their deployment, all security guards must submit the following documents to SPCWD through the Security Agency: a. Security License b. Pre-Licensing Training Certificate c. Re-training Certificate, including First-Aid administration and Fire-Fighting techniques d. National Bureau of Investigation (NBI) Clearance e. Police Clearance f. Medical Certificate g. Psychological Examination (Neuro Exam) h. Drug Test Certificate i. Personal Data Sheet j. Educational Attainment Certificates 4) It is mandatory for all security guards to wear the appropriate and complete guard company uniform. Their uniforms should be clean and neatly presented. Additionally, they must demonstrate excellent interpersonal skills, treating personnel, clients, and the general public with courtesy and professionalism. B. Security Officer and/or Security Coordinator: 1) The Security Officer and/or Security Coordinator must be at least 23 years old, with a Bachelor's degree in Criminology or a related field. They should have one to two (1-2) years of relevant work experience, demonstrate trustworthiness, and be physically, mentally, and emotionally fit. It is essential for them to be well-trained, possess good moral character with no criminal record, and be commissioned and/or licensed to carry firearms while on duty. 2) The Security Officer and/or Security Coordinator should possess excellent supervision and interpersonal communication skills. They will be responsible for all security matters at the SPCWD premises, including instruction and communication between the Security Agency and SPCWD. It is crucial for them to enforce and strictly adhere to the rules, regulations, and policies of both the Security Agency and SPCWD. 3) The Security Officer and/or Security Coordinator will hold office during the day from 8:00 A.M. to 5:00 P.M. They will also perform security guard duties in SPCWD's main building, storeroom, and/or garage. They are responsible for keeping track of the daily attendance of the assigned security guards. 4) The Security Officer and/or Security Coordinator will have overall responsibility for the security force at the SPCWD premises. They will monitor the daily operations of the Security Force at SPCWD's main office, complex, and other designated security assignments. Conducting inspections and visiting posts within their Area of Responsibility (AOR) will be part of their duties. They will also implement the security policies and directives of SPCWD. 5) He/She will provide leadership and direction to the Shift-In-Charge and Security Guards and is accountable to the SPCWD management for the implementation of all rules and regulations related to security matters. He/She will monitor the performance and efficiency of the guards and recommend the replacement of unsuitable personnel. 6) He/She will prepare and submit special reports on unusual incidents. They will also prepare guard detail orders and monthly security reports, providing information on the conditions of secured properties. Additionally, they will advise relevant SPCWD officials on measures to improve the security of the building premises. Conducting monthly Troop Information and Education sessions for all guards will be required. 7) He/She will ensure that security guards are free from alcohol consumption, drug use, gambling, and engaging in illegal activities while on the premises. They will also ensure that the security guards are not under the influence of alcohol or drugs during their duty hours. C. Duties and Responsibilities: 1) All security guards on duty must be at their respective premises of assignment from Monday thru Sunday, round the clock including holidays in the following: AREA/LOCATION NUMBER OF GUARDS TIME DAYS SPCWD Main Office (Gate) 2 06:00 AM - 06:00 PM Daily SPCWD Main Office (Gate-Roving) 2 06:00 PM - 06:00 AM Daily SPCWD Main Office (Gate/Traffic) 1 07:00 AM - 05:00 PM Mon.-Fri. SPCWD Main Office (Roving) 1 07:00 AM - 05:00 PM Mon.-Fri. SPCWD Office (Lobby) 1 07:00 AM - 05:00 PM Mon.-Fri. SPCWD Branch Office 1 08:00 AM - 05:00 PM Mon.-Fri. SPCWD Complex, Brgy. San Jose (G-R) 2 06:00 AM - 06:00 PM Daily SPCWD Complex, Brgy. San Jose (G) 1 06:00 PM - 06:00 AM Daily SPCWD Complex (Storage Asst) 1 07:00 AM - 05:00 PM Mon.-Fri. SPCWD Complex (Roving/Back) 1 06:00 PM - 06:00 AM Daily Total Number of Security Guards 13 2) The security guard must conduct regular patrols of the premises as directed by the SPCWD's General Services Division (GSD) and accurately document each patrol in a designated record. At the beginning of each shift, the security guard will be provided with a logbook. Patrolling should occur 24 hours a day, seven days a week, including holidays. Note: The proper use and safekeeping of logbook is the responsibility of the Security Guard and the Security Agency 3) Security guards stationed at the Main Office/SPCWD Complex gates must be equipped with handheld detectors to thoroughly inspect bags and other items and perform body searches on individuals who appear suspicious before granting access to the SPCWD premises. 4) Security guards are responsible for ensuring that employees present valid identification before entering the premises. Additionally, all visitors must sign the visitor's record and provide identification, which will be facilitated by the lobby attendant or officer of the day. 5) Security guards must ensure that all doors and gates are properly secured during their patrols. If any door or gate is found unsecured, the guard should secure it immediately and document the incident in the security report. They should also inspect the surroundings for any suspicious objects or items that do not belong. 6) Unauthorized individuals, except for authorized personnel, SPCWD employees, and visitors, should not be permitted entry to the premises. SPCWD employees are only allowed access during their regular work shifts unless authorized by their supervisors. The security guard must record the time of departure and return for employees leaving and entering the premises during office hours. 7) The security guard on duty must record all incoming and outgoing materials and equipment, including SRS and Borrower's Slip items, using the provided form from SPCWD. 8) The security guard must log all SPCWD vehicles entering or leaving the premises, noting the time, driver, and vehicle plate number. They should inspect all vehicles entering and exiting, including those used for emergencies or overtime work. Gate passes or permits for equipment and/or vehicles must be inspected and recorded on SPCWD's designated form. 9) The gate security guard must manage traffic flow for vehicles entering or leaving the SPCWD premises at all times. They should prioritize the safety of personnel, visitors, and especially concessionaires, ensuring courteous and efficient traffic control. 10) Detailed security guards are prohibited from operating any District equipment, tools, vehicles, and/or facilities without authorization from the GSD. 11) Security guards should request individuals carrying firearms to deposit their weapons after issuing a deposit slip. Individuals found in possession of dangerous or harmful materials or properties should be handed over to the nearest police station. 12) When delivery boxes are received, the security guard should call the recipient to confirm if they are expecting the delivery. 13) Security guards must promptly respond to security alarm signals and any indications of suspicious activities, espionage, sabotage, or other illicit actions. This includes incidents such as disorderly conduct, assault on VIPs, property damage, or any other activities contrary to the law. 14) In the event of accidents, fires, calamities, or unforeseen events, security guards should take appropriate action to ensure the safety and security of the building. They should apprehend individuals attempting or gaining unauthorized access to any part of the SPCWD. 15) Security guards should observe, monitor, prevent, and report any actions contrary to regulations and that may pose a safety risk to the overall well-being of SPCWD. This includes identifying fire hazards, enforcing no smoking policies in restricted areas, and ensuring responsible housekeeping practices. Minimum Equipment and other Requirement: 1) Standard Security Uniform - Complete 2) Licensed Firearms Pistol (9mm) - One (1) each 3) Long Firearm (Shotgun 12 gauge) - Two (2) Main Office and Complex 4) LED Flashlight - One (1) each 5) First Aid Kit - One (1) each 6) Metal Detector - Three (3) Main Office, Branch Office and Complex 7) Logbook - One (1) per location 8) Communication (IP radio) - One (1) each 9) Whistle - One (1) each Security Agency: 1. The Security Agency should designate a local contact person who can promptly respond to any emergency situations that may arise, addressing the needs and requirements of SPCWD. 2. The security guards must undergo a pre-training period of at least two weeks before the commencement of their contract and actual posting. They should be familiarized with the locations of fire extinguishers, alarms, and exits. The security company is responsible for informing and training the guards on security procedures, duties, and responsibilities as specified in the contract prior to the start date. 3. Penalties and assessed fees may be deducted from the monthly statement of the Security Agency at the discretion of SPCWD. The Security Agency can contact the designated SPCWD representative for further information on initiating the pre-training procedure. 4. The security guard must maintain a comprehensive security shift report that documents all activities carried out during the shift. The daily shift report should be completed and submitted to the General Services Division (GSD) daily by 8:30 a.m. 5. The security guard should not work more than sixteen (16) hours per shift. Strict compliance with labor regulations regarding overtime should be observed by the Security Agency. The normal shift schedules are from 06:00 a.m. to 02:00 p.m., 02:00 p.m. to 10:00 p.m., and 10:00 p.m. to 06:00 a.m. All security guards are required to use the biometric scan system at SPCWD when reporting to and leaving their shifts, and they should not leave their posts until properly relieved by the next guard on duty. 6. The Security Agency may be subjected to penalties for any violation of the contract terms. Non-performance includes but is not limited to instances of absenteeism, tardiness, failure to conduct required rounds, failure to clock in at the designated times, and non-adherence to the specifications outlined in the contract. 7. The Security Agency is responsible for providing all necessary supplies required for the performance of the security guard's duties and responsibilities. 8. The security guards must be equipped with communication equipment that allows them to maintain continuous and uninterrupted communication with each other and the relevant security offices or service dispatchers. 9. Security guards are prohibited from having visitors or animals with them on the premises during their duty hours, regardless of the reason. 10. In the event that the premises are abandoned for any reason, penalties may be assessed based on the damages incurred per shift and deducted from the security service charges. 11. The security guard is obligated to perform all duties required for the safety and security of the SPCWD premises. 12. Any service or emergency calls received between 06:00 p.m. and 06:00 a.m., Monday through Friday, or at any time on Saturdays, Sundays, or holidays, should be recorded and forwarded as directed to the designated General Services Division Manager or the on-call General Services Chief. 13. The Security Agency must submit a statement of account to SPCWD on the 1st and 3rd week of each month, detailing the services provided during the corresponding period. 14. The Security Agency bears liability for any damages or losses incurred by SPCWD facilities, vehicles, equipment, or personnel that result from negligence or failure to perform the security services. 15. The Security Agency shall hold SPCWD free from any action or liability arising from claims made by its personnel. 16. The Security Agency shall provide the following data of its organization: a. Years of Experience b. Liquidity of the Agency c. No. of Licensed Firearms d. No. and kind of Communication Devices e. No. and kind of Motor Power Vehicles f. No. of Licensed Guards 17. Security Plan - Minimum requirements of SPCWD attached. The Security Agency shall submit its Security Plan for the San Pablo City Water District. 18. Security Agency shall describe their requirement and Selection Criteria to SPCWD. 19. The Security Agency shall maintain a satisfactory level of performance throughout the term of the contract based on a prescribed set of performance criteria below: a. Quality of service delivered b. Time Management c. Management and suitability of personnel d. Contract administration and management e. Provision of regular progress report 20. All bid prices is renewable every year and shall be fixed and shall not be adjusted during contract implementation, except for the following: a. Increase in minimum daily wage pursuant to law or new wage order issued after date of bidding; b. Increase in taxes, SSS Contributions, Philhealth Contributions; and c. If during the term of the contract the procuring entity sees the need for an increase or decrease in the number of security guards, the resulting cost of said increase or decrease, provided that the Approved Budget Contract (ABC) for the relevant year is not exceeded. 21. At the conclusion of each year, the procuring entity is required to conduct an assessment or evaluation of the service provider/contractor's performance. This evaluation should be based on a predetermined set of performance criteria outlined in the Technical Specifications. 22. If, based on the evaluation, the procuring entity determines that the service provider/contractor has failed to fulfill its obligations under the contract, it may choose to pre-terminate the contract. The procedure for pre-termination should follow the guidelines set forth in the Guidelines on Termination of Contracts, as issued by the Government Procurement Policy Board (GPPB) under Resolution No. 018-2004. 23. The approved budget for the contract is Four Million Five Hundred Thousand Only (P 4,500,000.00) for a period of 9 months starting from April 1, 2026 and ending on December 31, 2026. The allocated budget will be evenly distributed on a monthly basis, with an amount of P 500,000.00, which includes provisions for overtime, holiday pays, night differentials, and other related charges. It is important to note that a budgetary appropriation will be in effect for the duration of the contract, spanning the next three years. 24. This is a Multi-Year Contract with the option of renewing the contract every year, for a maximum of three (3) years, based on the performance of the service provider. Performance will be evaluated in accordance with “Annex A – SECURITY SERVICES CONTRACT RENEWAL ASSESSMENT”, and “Annex B – ANNUAL PERFORMANCE SCORING CHECKLIST TEMPLATE (Security Services – Contract Renewal Evaluation)”. Prepared by: Recommended for Approval: Reviewed and Evaluated by: ARVIN B. GUTIERREZ EFREN R. DELA PAZ Engr. GILBERT M. VELASCO Division Manager - GSD Division Manager – HRDD BAC Chairman BAC Provisional Member – Technical Approved by: MILDRED C. MORGA Acting General Manager xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx Annex A San Pablo City Water District Maharlika Highway, San Pablo City SECURITY SERVICES CONTRACT RENEWAL ASSESSMENT ANNUAL PERFORMANCE EVALUATION CRITERIA 1. Purpose To establish measurable performance standards for evaluating the Security Service Provider annually in determining eligibility for contract renewal under the multi-year agreement. 2. Evaluation Period The service provider shall be evaluated annually, covering the full 12-month performance period. 3. Evaluation Methodology • Performance will be assessed using a weighted scoring system (100% total). • Each Key Performance Indicator (KPI) will be rated on a scale of: o 5 – Excellent o 4 – Very Good o 3 – Satisfactory o 2 – Needs Improvement o 1 – Unsatisfactory • Minimum overall score required for renewal: 80% • Any critical failure (as defined below) may result in non-renewal regardless of total score. 4. Key Performance Criteria A. Compliance with Contract Requirements (20%) Indicators: • Full compliance with technical specifications • Deployment of required number of trained security personnel • Adherence to agreed duty schedules and post assignments • Proper uniform, ID badges, and equipment compliance • Valid licenses, insurance, and statutory compliance Critical Failure Examples: • Operating without required licenses • Failure to deploy minimum required staff B. Quality of Security Services (20%) Indicators: • Effectiveness in preventing security incidents • Incident response time • Proper incident documentation and reporting • Professional conduct of security personnel • Visibility and vigilance at assigned posts Performance Standard: • Reduction or controlled management of incidents compared to previous year • Incident reports submitted within required timeframes C. Personnel Management & Training (15%) Indicators: • Background checks completed for all personnel • Regular training and refresher courses conducted • Low turnover rate • Adequate supervision and site inspections • Replacement of underperforming staff within agreed timeline D. Health, Safety & Risk Management (10%) Indicators: • Compliance with safety regulations • Emergency preparedness and drills conducted • Proper handling of fire, medical, or evacuation situations • No major safety violations attributable to security staff E. Reporting & Communication (10%) Indicators: • Timely submission of daily, weekly, and monthly reports • Accurate logbooks and occurrence books • Immediate reporting of critical incidents • Effective coordination with client management F. Customer Satisfaction (15%) Indicators: • Feedback from client representatives • Complaints received and resolved • Professionalism and attitude of guards • Responsiveness to instructions Measurement Method: • Annual satisfaction survey • Complaint log analysis G. Reliability & Operational Continuity (10%) Indicators: • Attendance and punctuality records • No post abandonment • Timely replacement of absent staff • No service interruptions 5. Performance Rating & Renewal Decision Overall Score Performance Level Renewal Recommendation 90–100% Excellent Eligible for renewal 80–89% Satisfactory/Very Good Eligible for renewal 70–79% Marginal Conditional renewal with corrective action plan Below 70% Unsatisfactory Not recommended for renewal Automatic Non-Renewal Conditions: • Gross negligence leading to major loss • Proven misconduct or fraud • Repeated contractual violations • Failure to implement corrective actions 6. Corrective Action Process If performance deficiencies are identified: 1. Written notice issued to the service provider. 2. Corrective action plan required within 14 days. 3. Follow-up evaluation conducted within 30–60 days. 4. Failure to improve may result in non-renewal. 7. Documentation All evaluation results shall be documented in an Annual Performance Review Report and approved by the General Services Division Manager or designated authority. Prepared by: Recommended for Approval: Reviewed and Evaluated by: ARVIN B. GUTIERREZ EFREN R. DELA PAZ Engr. GILBERT M. VELASCO Division Manager – GSD Division Manager – HRDD BAC Chairman BAC Provisional Member – Technical Approved by: MILDRED C. MORGA Acting General Manager Annex B ANNUAL PERFORMANCE SCORING CHECKLIST TEMPLATE (Security Services – Contract Renewal Evaluation) Service Provider: _____________________________________________________________________________________ Contract No.: _____________________________________________________________________________________ Evaluation Period: _____________________________________________________________________________________ Evaluation Date: _____________________________________________________________________________________ Evaluator(s): _____________________________________________________________________________________ SCORING SCALE Rating Description 5 Excellent 4 Very Good 3 Satisfactory 2 Needs Improvement 1 Unsatisfactory Minimum Required Overall Score for Renewal: 80% A. Compliance with Contract Requirements (20%) Criteria Weight Rating (1–5) Weighted Score Required number of personnel deployed 5% Compliance with duty schedules & post assignments 5% Valid licenses, insurance, statutory compliance 5% Uniforms, IDs, and equipment compliance 5% Section A Subtotal (20%): __________ B. Quality of Security Services (20%) Criteria Weight Rating (1–5) Weighted Score Incident prevention effectiveness 5% Response time to incidents 5% Quality & timeliness of incident reports 5% Professional conduct & vigilance 5% Section B Subtotal (20%): __________ C. Personnel Management & Training (15%) Criteria Weight Rating Weighted Score Background checks completed 5% Ongoing training & refresher courses 5% Supervision & staff replacement efficiency 5% Section C Subtotal (15%): __________ D. Health, Safety & Risk Management (10%) Criteria Weight Rating Weighted Score Compliance with safety procedures 5% Emergency preparedness & drills 5% Section D Subtotal (10%): __________ E. Reporting & Communication (10%) Criteria Weight Rating Weighted Score Timely submission of reports 5% Communication with client management 5% Section E Subtotal (10%): __________ F. Customer Satisfaction (15%) Criteria Weight Rating Weighted Score Feedback from client representatives 5% Complaint resolution effectiveness 5% Professionalism & responsiveness 5% Section F Subtotal (15%): __________ G. Reliability & Operational Continuity (10%) Criteria Weight Rating Weighted Score Attendance & punctuality 5% No post abandonment / service interruptions 5% Section G Subtotal (10%): __________ OVERALL PERFORMANCE CALCULATION Section Score A B C D E F G TOTAL SCORE (Out of 100%): __________ Critical Failures (If Any) ? Operating without required licenses ? Gross negligence leading to major loss ? Repeated contractual violations ? Proven misconduct or fraud ? Failure to implement corrective actions ? Other: _______________________________ Preliminary Recommendation ? Eligible for Renewal (≥80%) ? Conditional Renewal (Corrective Action Required) ? Not Recommended for Renewal Evaluator Signature: _______________________ Date: ___________________ |
ROXAINE LOURREST A. CARANDANG
Head, BAC Secretariat