Download Terms of Reference - Equality Commission for Northern Ireland

Terms of Reference (for Tenderers)
Project Name: ISO 9001 (2008)
Overview of Request: Accreditation services including assessment and award
The Equality Commission for Northern Ireland (hereafter ‘the Commission”) is seeking to contract
the delivery of ISO 9001 accreditation services including assessment and award.
The Commission wishes to receive proposals from UKAS accredited bodies only. The tender
should be awarded in June 2015 for a period of 3 years.
Context/Background
The Commission is committed to carrying out its functions in a way which improves people’s lives.
The Commission’s Vision is simple: fairness and equality for all. It’s mission is to improve people’s
lives through the responsible and effective use of its powers.
This contract is for the Commission’s Corporate Services Division and is connected to the
Commission’s overall business improvement programme. Corporate Services is primarily
responsible for the provision of internal services supporting the work of management and staff
across all divisions in the Equality Commission. It provides the key common corporate services
required in support of the Equality Commission’s vision and mission.
Corporate Services contributes to the Commission’s Strategic Objective 4: To have demonstrated
organisational effectiveness and value for money. The Corporate Services business objectives
aligned to this strategy, as outlined in the Corporate Business Plan for 2015 -2016, are:
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To ensure effective governance and internal control.
To demonstrate effective budgetary control in response to overall financial environment.
To develop and deliver timely and fit for purpose corporate, business and other plans.
Deliver Commission’s statutory obligations as employer and service provider
Develop and maintain an effective public profile for the Commission and its work
Deliver business continuity and service delivery improvements
The policy and objectives are achieved through the maintenance and continual improvement of a
documented quality management system that complies with the requirements of ISO 9001:2008.
The policy is communicated to all staff and is available though the intranet. Both the policy and
objectives are established and reviewed in the context of continual improvement on a regular
basis by senior management through regular management meetings.
The Commission has successfully retained ISO 9001 accreditation since 2005 and since 2012,
the internal audit programme has been carried out by Commission staff since 2012. The
Commission’s next triennial review is due in December 2015.
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Project scope and requirements
Aim
The successful retention of ISO 9001 accreditation during the lifespan of the tender to June 2018
and its continuing contribution to the Commission’s overarching quality improvement programme.
Objectives
The provision of accreditation services including:
1. A programme of 6 monthly surveillance visits (3 year tender) to assess the Quality
Processes contained within the scope of the Commission’s ISO Quality Management
System
2. Three yearly assessment in line with the appropriate applicable version of ISO 9001 (this is
due in December 2015).
3. Accreditation and recognition of the ISO 9001 standard in Corporate Services
4. Training provision for up to 6 Commission staff in any updates of ISO 9001 that become
active during the life of the tender period.
SUPPLEMENTARY INFORMATION
The following supplementary information is intended to assist potential contractors in the tendering
process.
Tenders must clearly set out:
1. Details of their accreditation services, personnel and summary of history.
2. Details of how and approximately when the programme of 6 monthly surveillance visits will
be conducted.
3. Details of how the 3-yearly assessment will be conducted.
4. Training proposal for up to 6 Commission staff in any updates of ISO 9001 that become
active during the life of the tender period.
5. Any other support services relevant to accreditation.
6. The overall price proposal including a breakdown the elements above.
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Contractor Expertise/Experience
Prospective contractors should demonstrate their accreditation credentials and relevant
expertise/experience1 regarding:
 Undertaking ISO 9001 surveillance, ISO certification processes, assessment and award.
Project deliverables
The following documents must individually and collectively meet the required standards for
acceptance2 by the Commission.
Deliverables
Content
Project Initiation Document
The document will incorporate the detailed scope of the work, roles
and responsibilities, assumptions, risks, deliverables, reporting and
timing. This should also include a simple project plan and a detailed
cost structure.
Details of the surveillance reviews. How they will be conducted, a
proposed schedule.
Details of the review. How and when it will be conducted. Any further
information of relevance eg ISO 9001 (2015).
6 monthly surveillance
Triennial Review
Staff training
Details of any training proposed.
All deliverables
Should:
1. be provided in accordance with the timetable agreed
2.
Documents should be in the generic format and be written in
clear and accessible language.
Proposed Budget
We expect to achieve best value for money in the current competitive
market. The budget specified should include VAT and expenses.
The prospective contractors should note that a weighting of 70% will be
attributed to cost.
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See the accompanying “Response to Tender Guidelines” for further information.
Information on Quality/Acceptance standards are available separately from the Commission
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