Guidelines on the Implementation of Slaughterhouse Projects Funded under the FY 2016 Bottom-Up Budgeting (BuB)

December 16, 2016

DA MEMORANDUM CIRCULAR NO. 06-16

GUIDELINES ON THE IMPLEMENTATION OF SLAUGHTERHOUSE PROJECTS FUNDED UNDER THE FY 2016 BOTTOM-UP BUDGETING (BuB)

I. RATIONALE

The Department of Agriculture (DA) is one of the participating agencies in the implementation of Bottom-up Budgeting Program (as defined in Annex A). One of the projects funded under the Program is slaughterhouses which consist of new construction, upgrading/improvement, repair/rehabilitation, and expansion of existing operating slaughterhouses (as defined in Annex A). The DA, in coordination with the Local Government Units (LGUs), shall ensure food safety and quality through the establishment of slaughterhouses.

The implementation of BuB-funded Slaughterhouse Projects shall be guided by DBM-DILG-DSWD-NAPC Joint Memorandum Circular No. 7 Series of 2015 dated November 3, 2015 and National Meat Inspection Service (NMIS) standards.

In view of this, the Circular aims to establish a Guideline on the implementation of above cited projects under FY 2016. The procedures stipulated herein shall guide the DA and its operating units Field Operations Service (FOS), Regional Field Office (RFO), NMIS-Engineering Section and Regional Technical Operations Center (RTOC) and partner Local Government Units (LGUs) relative to the planning, pre and post-validation, implementation, monitoring and evaluation of FY 2016 BuB Slaughterhouse Projects (as defined in Annex A).

II. PURPOSE

The DA Circular covers the planning, pre and post validation, implementation, monitoring and evaluation of FY 2016 BuB-funded Slaughterhouse Projects. Slaughterhouse projects funded under different programs are NOT covered by this guideline.

III. PROCEDURES

The process flow of the step by step procedures in implementing the construction, upgrading/improvement, repair/rehabilitation, and expansion of existing operating slaughterhouses as indicated in Annex B.

1. The LGU (MLGU/CLGU/PLGU) shall prepare and submit Project Proposals (PP) and other enabling documents to DA-RFO copy furnished NMIS-RTOC such as SB Resolution, Program of Work (POW), Detailed Engineering Design (DED), Certificate of Land Availability (CLA), Deed of Donation (DD)/Usufruct Agreement (UA), Special Trust Account (STA), Right of Way (ROW), Environmental Clearance Certificate (ECC), etc. The DA-RFO and NMIS-RTOC shall provide technical assistance in the preparation of project proposal and other documents. EATCcI

2. DA-RFO and NMIS-RTOC shall review and evaluate the project proposals and other enabling documents submitted by the LGU within 15 days. NMIS-RTOC shall submit the results of their review and evaluation to DA-RFO for the approval of the project proposals which consist of new construction, upgrading/improvement, repair/rehabilitation, and expansion of existing operating slaughterhouses.

3. In case of rehabilitation and expansion of existing slaughterhouses, DA-RFO shall endorse the project proposals to NMIS-Engineering for the evaluation of the POW/DED within 15 days. The NMIS Executive Director shall sign the recommending approval and submit to DA-RFO for approval.

4. DA-RFO and NMIS-RTOC, in coordination with LGU, shall conduct joint site validation, geo-tagging, project feasibility assessment, and verify the accuracy of the submitted project proposals and other enabling documents.

5. LGU will conduct the bidding of the slaughterhouse project engaging the NMIS accredited contractor/fabricator/supplier (CFS) based from DA Memorandum No. 1 Series of 2007 and DBM-DILG-DSWD-NAPC Joint Memorandum Circular No. 7 in accordance with Republic Act 9184. However, all slaughterhouse equipment shall be sourced only from an accredited fabricator.

6. DA-RFO and NMIS-RTOC in coordination with the LGU shall conduct the inspection to support payment and release of funding.

7. DA-RFO and NMIS-RTOC, together with NMIS-Engineering, in coordination with LGU, shall conduct dry-run (as defined in Annex A) and testing for slaughterhouse projects with basic and essential equipment and conduct the joint inspection upon completion of the project. The LGU shall likewise invite its resident COA Auditor. In cases of punch lists, re-inspection shall be conducted based on agreed time frame or schedule. The CFS shall be liable for the warranty within one (1) year as stated in RA 9184.

IV. ROLES & RESPONSIBILITIES

The roles and responsibilities of collaborating agencies on the implementation of FY 2016 BuB-funded Slaughterhouse Projects are hereby defined, namely:

A. DA-Field Operations Service (DA-FOS)

1. Formulate and issue policy guidelines on the implementation of FY 2016 BuB-funded Slaughterhouse Projects.

2. Serve as the National Secretariat of the project.

3. Prepare a prescribed template and require DA-RFO to submit monthly, quarterly, and annual project report using the prescribed template and prepare terminal report upon project completion.

B. DA-Regional Field Office (DA-RFO)

1. Create the Regional Technical and Monitoring/Inspection Team (RTMIT) and provide technical assistance to recipient LGUs in the preparation and finalization of project proposals.

2. The RTMIT shall serve as the regional secretariat, which is responsible for scheduling of activities of all projects in the region.

3. Review/evaluate the project proposals and other enabling documents together with NMIS-RTOC.

4. Approve project proposals submitted by LGU.

5. Endorse Program of Work (POW) and Detailed Engineering Design (DED) to NMIS-Engineering Section for review and evaluation of rehabilitation and expansion of slaughterhouses.

6. Conduct joint site validation with NMIS-RTOC and LGU.

7. Prepare monthly, quarterly and annual project report every 10th day of the month using prescribed templates to be submitted to DA-FOS.

8. Require LGU to submit monthly, quarterly, and annual project report using the prescribed template.

9. Transfer project funds to recipient LGU and require submission of liquidation reports subject to accounting and auditing rules and regulations.

10. Provide necessary logistics and administrative support in the implementation, evaluation, monitoring and inspection of BuB-funded Slaughterhouse Projects.

11. Conduct final inspection and dry run/testing operation for slaughterhouse projects with equipment component together with NMIS-Engineering and NMIS-RTOC. DHITCc

12. Evaluate the overall project performance and submit terminal report upon project completion to DA-FOS.

C. NMIS-Engineering Section (Central Office)

1. Evaluate the POW/DED of existing slaughterhouses subject to rehabilitation and expansion submitted by DA-RFO for recommending approval of NMIS Executive Director to DA-RFO, NMIS shall then submit to DA-RFO for approval of the project proposal.

2. Provide evaluation report of the existing slaughterhouses with action taken and corresponding recommendation/s to DA-RFO and NMIS-RTOC.

3. Conduct of final inspection and dry run/testing operation for slaughterhouse projects with equipment component together with DA-RFO and NMIS-RTOC.

D. NMIS-Regional Technical Operations Center (NMIS-RTOC)

1. Represent NMIS in the RTMIT and assist DA-RFO in the conduct of joint RTMIT planning, validation, implementation, evaluation, monitoring and inspection.

2. Review/evaluate the project proposals and other enabling documents together with DA-RFO.

3. Submit status report every 10th day of the month to the Office of the NMIS Executive Director.

4. Conduct joint site validation with DA-RFO and LGU.

5. Assist in the conduct of final inspection and dry run/testing operation for slaughterhouse projects with equipment component.

E. Local Government Units (LGUs)

1. Prepare and submit project proposals and other enabling documents to DA-RFO.

2. Submit liquidation reports of the previous fund transfer to DA-RFO.

3. Spearhead the implementation of BuB-funded Slaughterhouse Project, from bidding to awarding of the project until turnover and operationalization.

4. Require NMIS accredited contractor, fabricator and supplier to participate in the bidding and eventual implementation of the slaughterhouse project.

5. Participate in RTMIT in the conduct of joint planning, validation, implementation, evaluation, monitoring and inspection of the slaughterhouse project.

6. Manage the utilization of project funds and ensure the timely completion of the project.

7. Ensure the full utilization/operation of the slaughterhouse project to maximize its intended benefits.

8. Prepare monthly, quarterly and annual project report of the project every 5th day of the month using prescribed templates for submission to DA-RFO.

9. Enforce, adhere strictly and ensure full compliance with the provisions of COA Circular Nos. 94-013, Series of 1994, 2012-001, Series of 2012, 2013-004, Series of 2013 and other related rules and regulations.

V. OTHER PROVISIONS

In case of conflict between this Guidelines and DBM-DILG-DSWD-NAPC Joint Memorandum Circular No. 7 Series of 2015, the provisions under the latter circular shall prevail.

All other existing Orders and Memoranda inconsistent with this Circular are hereby rescinded. These guidelines shall remain in effect, unless sooner repealed, amended or rescinded.

VI. EFFECTIVITY

These guidelines shall take effect 15 days after publication in the official gazette or in a newspaper of general circulation.

(SGD.) EMMANUEL F. PIÑOLSecretary

ANNEX A

DEFINITION OF TERMS

Bottom-up Budgeting (BuB) Program — is an approach to the preparation of agency budget proposals, taking into consideration the development needs of cities/municipalities as identified in their respective local poverty reduction action plans that shall be formulated with the strong participation of basic sector organizations and other civil society organizations. cEaSHC

Dry Run Operation — is a testing process where the effects of a possible failure are intentionally mitigated. Testing of equipment prior to its operation is essential to determine if there are defects to be corrected.

Slaughterhouse — is a facility where animals are slaughtered for consumption as food for humans. Slaughterhouses that process meat not intended for human consumption are sometimes referred to as knacker's yards or knackeries, used for animals that are not fit for consumption or can no longer work on a farm such as horses that can no longer work.

Planning — is the process of thinking about and organizing the activities required to achieve a desired goal. It involves the creation and maintenance of a plan, such as psychological aspects that require conceptual skills. There are even a couple of tests to measure someone's capability of planning well. As such, planning is a fundamental property of intelligent behavior.

Validation — an act, process, or instance of validating; especially: the determination of the degree of validity of a measuring device.

Implementation — is the realization of an application, or execution of a plan, idea, model, design, specification, standard, algorithm, or policy.

Monitoring — is the regular observation and recording of activities taking place in a project or programme. It is a process of routinely gathering information on all aspects of the project which involves giving feedback about the progress of the project to the funding agency, implementors and beneficiaries of the project.

Evaluation — is to determine the importance, effectiveness, or worth of slaughterhouse establishment, equipment and facilities.

Upgrading — is to improve the quality, usefulness of establishment, machine or equipment and/or operational level of slaughterhouse.

Improvement — is the process of moving from one state to a state considered to be better, usually through some action intended to bring about that better state.

Repair — is the restoration of an item to serviceable condition through correction of a specific failure or unserviceable condition.

Rehabilitation — the restoration of something to a useful things in the establishment, during which units recondition equipment and are rested, furnished special facilities, filled up with replacements, issued replacement supplies and equipment and generally made ready for use in future operations.

Expansion — an increase, enlargement, or development, especially in the operation of slaughterhouse.