Institutionalizing the Properties Committee

May 10, 2013

 

DFA DEPARTMENT ORDER NO. 06-13

INSTITUTIONALIZING THE PROPERTIES COMMITTEE

Pursuant to the Department's commitment to full compliance with the requirements of Philippine laws on the acquisition, management and disposition of movable and immovable properties of the Department within the Philippines as well as those located abroad, the DFA Properties Committee is hereby institutionalized.

SECTION 1. Institution of the Properties Committee. —

The Properties Committee (PropCom) shall oversee the purchase, lease, management and disposition of all properties of the DFA.

SECTION 2. Definition. —

The definition of properties as used in this Order shall encompass the following:

Buildings and Real Estate Properties — refers to FSPs, PMs, Official Residences of Heads of Posts, Philippine Centers (New York and San Francisco, USA, and Sydney, Australia), RCOs, Satellite Offices, Staff Houses, the DFA Main Building, ASEANA or OCA Building, DFA Baguio Cottage, land and/or buildings acquired by the Government under the administration of the DFA;

Tools and Equipment;

Furniture and Fixtures;

Transport Vehicles;

Office Supplies and Equipment;

Communications Equipment;

Artwork and Institutional Memorabilia;

Waste Material and Disposable Paraphernalia.

SECTION 3. DFA Properties Committee. —

The DFA-PropCom shall be composed of the following:

Chairperson:	Undersecretary for Administration
Members:	Assistant Secretary, OPAS
	Assistant Secretary, OLA
	Assistant Secretary, OFM

The Chairperson may invite the Assistant Secretaries, Heads or Officials of other offices of the DFA as may be deemed necessary.

SECTION 4.Functions and Responsibilities. —

The DFA-PropCom shall: HICATc

4.1 Plan, implement, review and conduct ocular inspection in administering the acquisitions, repairs, renovations, developments, construction, and disposal of Government-owned properties defined in Section 2 under the administration of the Department of Foreign Affairs;

4.2 Review, approve and monitor leases and transfers of FSPs, PMs, Official Residences of Heads of Posts, Satellite Offices, RCOs and Staff Houses;

4.3 Assess and approve the regulatory and customary practices and policies of host governments as recommended by the Foreign Service Posts;

4.4 Submit quarterly report to the Secretary within fifteen (15) days from the end of each quarter on all matters related to the management and administration of the properties;

4.5 Endorse to the Secretary the acquisition, major repair and renovation, development and construction, and disposal of properties;

4.6 Endorse the recommendations of Foreign Service Posts on the hiring of duly accredited professional consultants on the acquisition, major repair and renovation, development and construction of properties; aATHIE

4.7 Determine and establish space design standards and guidelines for government property, building exteriors and interiors;

4.8 Ensure that, in the administration of properties, laws, rules and regulations that pertain thereto, such as but not limited to, Department Circular No. 01-07 (Checklist for Acquisitions, Leases, Transfers, and Renovations in all FSPs and RCOs), CIR-1020-OFM-2005 (Guidelines on Proposal to Relocate Chancery and Official Residence), the Lease Templates for FSPs and RCOs, and Republic Act No. 9184 (Government Procurement Reform Act) and its applicable Implementing Rules and Regulations shall be followed and complied with;

4.9 Formulate standard guidelines for training modules to be given to DFA personnel who will be designated as Administrative Officer and/or Property Officer in coordination with OPAS and FSI, to provide them sufficient knowledge and skills and competencies to properly and efficiently manage all properties at the Home Office, RCOs and FSPs;

4.10 Monitor, allocate and disburse the DFA's Building Fund in accordance with existing laws and regulations;

4.11 Establish guidelines for the adoption of environmentally sustainable practices and information technologies in the management of the Department's properties;

4.12 To provide Foreign Service Posts guidelines in the research and compilation of local statutes on property acquisition, renovation and lease and in drawing up annual Property Management Workplans based in the Department's strategic goal priorities and mission; and

4.13 Perform any and all acts as may be necessary and lawful to successfully implement this Order.

SECTION 5. PropCom Technical Working Group and Secretariat. —

A Technical Working Group (TWG) which shall assist the DFA-PropCom in the conduct of its functions and responsibilities is hereby created and shall be composed of the following:

Chairperson:	Special Assistant, OUA
Members:	Assistant Secretary, OPAS
	Assistant Secretary, OLA
	Assistant Secretary, OFM
	Director, OPAS-PMTD

The TWG-Chairperson may enjoin the Directors of its member offices and other officials of the DFA to participate in the discussions in order to effectively carry-out its functions and fully implement its projects.

A Secretariat headed by a senior FSSO and staff members from the Office of the Undersecretary for Administration shall be provided to support the activities of the DFA-PropCom and DFA-PropCom Technical Working Group.

SECTION 6. Meetings. —

The DFA-PropCom shall convene at least once a month or whenever deemed necessary by the Chairperson.

The DFA-PropCom TWG shall convene at least twice a month or whenever deemed necessary by the TWG-Chairperson.

SECTION 7. Memberships in Other Committees. —

The PropCom Chairman shall represent the Secretary of Foreign Affairs as the Chairman of the Republic of the Philippines Negotiating Panel for the Development and Disposition of the Consular Area Property in Fort Bonifacio.

The PropCom Chairman shall represent the Secretary of Foreign Affairs as the Chairman of the Bids and Awards Committee for the Disposition of Philippine Properties in the United States of America. TIEHSA

The PropCom Chairman shall represent the Department as a Member in the Bids and Awards Committee for the Development of Philippine Properties in Japan.

SECTION 8. Building Fund. —

The existing Building Fund taken from the DFA's earnings from Consular Services shall be utilized for the acquisition, construction and/or major repairs and renovation of DFA properties through direct purchase and/or lease-purchase agreements, and downpayment, amortization of loans and other financing agreements that DFA may enter into pursuant to its purchase and/or acquisition of properties, as specifically provided in the General Appropriations Act.

The guidelines for the prioritization and allocation of the Building Fund shall be determined by the Properties Committee and no amount from the Building Fund shall be allocated or disbursed without the endorsement of the Properties Committee and approval of the Secretary.

The Assistant Secretary of OFM, in coordination with the Budget Officer of the DFA, shall be responsible in closely monitoring the allocation, disbursement and utilization of the Building Fund and shall regularly report its status to the DFA-PropCom and the Secretary.

SECTION 9. Disposition of Government Properties. —

The disposition of properties covered by this Order shall be governed by applicable Philippine laws, rules and regulations of concerned agencies and subject to the approval of the President of the Philippines: Provided, that for properties abroad, the relevant laws, rules and regulations of the country where the property is located shall be observed.

Under the applicable Special Provisions of the General Appropriations Act, the Secretary of Foreign Affairs is authorized to dispose through sale, exchange/swap or any other acceptable arrangement, any existing properties in FSPs, in order to acquire new properties.

SECTION 10. Repealing Clause. —

All other Department issuances or parts thereof inconsistent with the provisions of this Order are hereby repealed or amended accordingly.

SECTION 11. Separability Clause. —

If any part of this Department Order is declared contrary to law or unconstitutional by competent authority, the other parts not covered by such declaration shall remain in full force and effect.

SECTION 12. Effectivity. —

This Department Order shall take effect fifteen (15) days from the date of filing thereof with the Office of the National Administrative Register (ONAR) of the UP Law Center. aCTcDH

Pasay City, May 10, 2013.

(SGD.) ALBERT F. DEL ROSARIOSecretary of Foreign Affairs