Revised Guidelines on the Implementation of the Basic Educational Facilities Fund

July 17, 2017

DEPED ORDER NO. 035-17

REVISED GUIDELINES ON THE IMPLEMENTATION OF THE BASIC EDUCATIONAL FACILITIES FUND

 

1. The Basic Educational Facilities Fund (BEFF) is an annual budget of the Department for its School Building Program, which covers the improvement and maintenance of school facilities. It shall be utilized for the provision of classroom and workshop buildings, replacement of old dilapidated buildings, provision of furniture, repair and rehabilitation of classrooms, including heritage buildings, as well as water and sanitation facilities, and electrification. HTcADC

2. The guidelines on the implementation of the different projects under the BEFF Program are detailed in the following enclosures:

Enclosure No. 1: Guidelines for the Implementation of New Construction of Classrooms

Enclosure No. 2: Guidelines on the Implementation of Repair/Rehabilitation of Classrooms, Water and Sanitation Facilities, and Gabaldon Heritage Buildings

Enclosure No. 3: Guidelines on the Implementation of the School Furniture Program

Enclosure No. 4: Guidelines on the Implementation of the Electrification of Schools On-Grid Program

Annex A: Revised Memorandum of Agreement (MOA) with the Department of Public Works and Highways (DPWH) for the implementation of the School Building Program

Annex B: Designs of School Furniture

3. The finalization of lists and release of funds for the various BEFF projects for ARMM shall be in accordance with the priorities and criteria set herein. However, implementation of the approved projects shall be governed by Republic Act (RA) No. 9054 or the Organic Act for the Autonomous Region of Muslim Mindanao (ARMM). The Department of Education (DepEd) ARMM shall report to the DepEd Central Office the status and utilization of funds and implementation of the projects funded under the BEFF.

4. Procurement and contract implementation of all the projects for implementation under BEFF shall be in accordance with RA 9184 otherwise known as the Government Procurement Reform Act (GPRA) and its latest Implementing Rules and Regulations (IRR). The procuring entity shall ensure transparency in all procurement processes.

5. For all DepEd-implemented BEFF projects, the signing authorities for contracts as stipulated in DepEd Order No. 67, s. 2016 entitled Revised Signing Authorities for Financial Matters shall be followed in the implementation of the projects. CAIHTE

6. Modification of approved project listings in terms of scope or change of recipient school shall be subject for approval of the Secretary provided that the proposed modifications are justified and certified by the schools division superintendent (SDS).

7. Utilization of savings generated from terminated contracts or difference between the approved budget for the contract and the contract award price including any variations required for the project may be allowed subject for approval of the Secretary.

a. The savings generated shall only be used for projects of the same category/purpose; and

b. Savings shall be utilized for construction/repair projects in the same school or in other schools according to the following priorities:

i. 1st Priority — repair of classrooms damaged by typhoons or calamities, prioritize damages that have occurred two to three years ago that have not been repaired or no repairs have started yet;

ii. 2nd Priority — repair of classrooms with structural issues; and

iii. 3rd Priority — repair of classrooms needing major repair based on the latest National School Building Inventory (NSBI) data, and/or latest survey data of the Office of the Undersecretary for Administration (OUA)/Education Facilities Division (EFD)

7. The OUA, the Office of the Assistant Secretary for Legislative Affairs, regional directors, and/or SDSs shall be responsible in informing the concerned district representatives, local government units (LGUs), and other stakeholders on the approved project listings to avoid duplication of projects and to ensure smooth implementation of the program.

8. The approved project listings shall be published in the DepEd website: www.deped.gov.ph, in accordance to the provisions of the General Appropriations Act (GAA). aScITE

9. Immediate dissemination of and strict compliance with this Order is directed.

(SGD.) LEONOR MAGTOLIS BRIONESSecretary

References: DepEd Order Nos.: (67, s. 2016); 94, s. 2011

To be indicated in the Perpetual Indexunder the following subjects:

 

FUNDS	PROJECTS
OFFICIALS	SCHOOL BUILDING
POLICY	SCHOOLS
PROGRAMS

(Enclosure to DepEd Order No. 35, s. 2017)

Enclosure 1 of the Revised Guidelines for the Implementation of

GUIDELINES ON THE IMPLEMENTATION OF NEW CONSTRUCTION OF CLASSROOMS UNDER THE BASIC EDUCATIONAL FACILITIES FUND (BEFF)

1. Manner of Allocation

The annual lump sum allocation for the School Building Program shall be equitably distributed to all legislative districts on the basis of the following priorities:

a. Data on schools needing classrooms based on the classroom needs analysis of the enhanced Basic Education Information System (eBEIS), the National School Building Inventory System (NSBI), and/or the latest survey data of OUA/EFD.

b. Replacement of school buildings totally damaged by typhoons and other calamities and those that are already structurally unsafe or declared condemned by building officials and poses hazards to the school populace;

c. Provision of science, computer and technical and vocational laboratory workshop buildings. DETACa

2. Manner of Prioritization

Priorities for the construction of classrooms are as follows:

a. Requirements of Kinder, Elementary, Junior High Schools and Senior High Schools;

b. Schools with at least 50% enrolment of Indigenous People Students;

c. Schools in 6th class Municipalities

d. Multi-grade schools

e. Special Education Centers/Schools

3. Implementation

As provided for in the Special Provisions of the General Appropriations Act (GAA), the New Construction of Classrooms program under the Basic Educational Facilities Funds (BEFF) shall be implemented by the Department of Public Works and Highways (DPWH).

The implementation arrangements and the specific roles of the DepEd and DPWH in the implementation of the projects are incorporated in the revised Memorandum of Agreement (MOA) as attached in Annex A.

The highlights of the MOA include the following:

a. Conduct of joint validation activity between the DepEd Engineer and DPWH District Engineering Office to ascertain the specific construction program in the priority schools provided by the DepEd.

b. Manner of Fund Releases and Utilization;

c. Procurement and Monitoring;

d. Definition of a Complete School Building;

e. Acceptance and Booking up of Completed Project.

4. Monitoring

a. The department will allocate the necessary manpower and other resources to effectively monitor the implementation of the projects.

Enclosure 2 of the Revised Guidelines for the Implementation of HEITAD

GUIDELINES ON THE IMPLEMENTATION OF REPAIR/REHABILITATION OF CLASSROOMS, WATER AND SANITATION FACILITIES, AND GABALDON HERITAGE SCHOOL BUILDINGS UNDER THE BASIC EDUCATIONAL FACILITIES FUND (BEFF)

1. Manner of Allocation and Prioritization

The annual lump sum allocation for the repair/rehabilitation of classrooms, water and sanitation facilities, and Gabaldon or other Heritage school buildings shall be equitably distributed to all legislative districts on the basis of the following priorities:

a. Data on classrooms needing major repair based on the EBEIS, NSBI, and/or OUA/EFD Surveys;

b. Bottom-Up Budget (BUB) school building repair projects;

c. Repair of school buildings damaged by typhoons and other calamities;

d. Rehabilitation/Restoration of Gabaldon and other Heritage School Buildings;

e. Other priority schools reported needing immediate repair/rehabilitation.

2. Parameters for Repair/Rehabilitation of Classrooms

Minor Repair — is the replacement of school building components which are not subjected to critical structural loads and stresses and which are estimated to cost less than Php50,000.00 per classroom, such as repair of windows, doors, partitions and the like. Minor repair keeps a building in fit condition for use without increasing its capacity or otherwise adding to its normal value as an asset.

Major Repair — is the replacement of school building components which are subjected to critical structural loads and stresses and are estimated to cost Php50,000.00 per classroom and above such as repair of roof, frames, posts, exterior walls, etc. Major repair materially increases the value or extend the useful life of the building.

Rehabilitation — is intended to put back the school building to its original or previous condition and involves a general overhauling or a comprehensive repair of the whole building or a major section of it. A school building which has been blown down by a typhoon or destroyed by an earthquake or a flood may be rehabilitated if the estimated cost is considered economically practical by the Appraisal Team. aDSIHc

Renovation/Restoration — involves any physical change made on a building to ensure its value, utility and/or to improve its aesthetic quality. Renovation is applied to old buildings aging 25 years or more which have weathered the years and remained sturdy, but need some face lifting to restore their original conditions.

Old Spanish school buildings/Gabaldon buildings and other heritage school buildings may be restored for their historical value. Old posts, floor, etc. may be replaced keeping them close to their original architectural designs, with the health and safety of the pupils/students and teachers in mind.

3. Implementation

a. The Division Offices or any implementing Unit as authorized by the Secretary shall conduct procurement of BEFF Repair and/or Restoration of Gabaldon and other Heritage Buildings upon receipt of Authority to Procure with attached list of recipient schools from Central Office.

b. The DepEd Central Office shall process sub-ARO and release to the respective implementing office immediately. Upon receipt of the sub-ARO, the Division Offices are ordered to obligate the funds within three (3 months) from the date of sub-ARO in consonance with existing budgeting, accounting and auditing rules and regulations. Failing to obligate within the given period, the Implementing Unit shall report the unobligated funds to Budget Division of the Central Office. The failure will affect the performance, rank and/or standing of the implementing unit and its officials.

 In such failure, the DepEd will issue a negative sub-ARO and Regional Office shall take-over the procurement and implementation of the said projects.

4. Monitoring and Inspection

a. The Regional/Division Engineer (RE/DE) shall function as Project Engineer and shall be mainly in-charge of regular monitoring and inspection of the repair projects. As Project Engineer the RE/DE shall have the following tasks:

1. Conduct regular site inspections to ensure that the approved program of works are being executed by the selected contractor/s accordingly; ATICcS

2. Review and validate work accomplishments of the constructors and their claims for payments of completed works;

3. Assist in the resolution of issues and concerns during project implementation;

b. The Central Office through the OUA/EFD shall serve as oversight during project implementation and shall have the following functions:

1. While the project is on-going or at any time during project start until substantial completion, the OUA/EFD may conduct site inspection. Any and all findings shall be effected in writing through Site Instructions and or Inspection Report;

2. Resolve issues that may arise during project implementation through the conduct of construction meetings;

3. The OUA/EFD shall before the issuance of the Certificate of Completion, conduct Final Inspection of projects and ensure compliance to the Program of Works, Plans and Specifications.

Enclosure 3 of the Revised Guidelines for the Implementation of

GUIDELINES FOR THE IMPLEMENTATION OF THE SCHOOL FURNITURE PROGRAM UNDER THE BASIC EDUCATIONAL FACILITIES FUND (BEFF)

1. Manner of Allocation

a. The annual budget for the School Furniture Procurement Program under the Basic Educational Facilities Funds shall be used to address the furniture requirements of priority schools.

b. As provided in the Special Provision of the General Appropriations Act (GAA 2017), twenty-five percent (25%) of the budget shall be used to procure school furniture from Cooperatives further broken down as follow:

1. Ten percent (10%) shall be allocated to cooperatives of Persons With Disabilities (PWD);

2. Fifteen (15%) to other types of cooperatives.

3. The remaining 75% shall be allocated for regular suppliers following the procurement procedures herein.

 The Central Office EFD shall facilitate the downloading of funds to the respective implementing units. ETHIDa

2. Identification of Recipient Schools

a. Priority shall be given to schools which are recipients of new academic classrooms under the school building program implemented by the DPWH, DepEd and other funding sources such as those constructed by the Local Government Units (LGUs);

b. Second priority should be accorded to schools in need of classroom seats. The result of the latest Furniture Analysis in the EBEIS, NSBI, and/or OUA/EFD Surveys shall be used as basis in determining classroom furniture needs.

3. Design and Specifications

The school furniture shall be manufactured in accordance with the DepEd standard design and specifications (Annex B).

4. Type of Materials

The DepEd standard design of armchairs made of all wood, combination of wood and steel, engineered bamboo, and non-wood based materials shall be adopted. All these materials shall be allowed to participate in any bidding (i.e., bidding should not be exclusive to any type of material), except for bamboo as mandated by EO No. 879.

5. Standard Package for School Furniture

The set of armchairs based on standard shown below shall also be provided with a set of teacher's table and chair:

a. For Kindergarten — 5 sets of modular tables and chairs (1 set consist of 2 modular tables and 6 chairs)

b. For Elementary and Junior High Schools — 45 units of armchair, 2 units shall be intended for left handed elementary and secondary students;

c. For Senior High Schools — 40 units of armchair, 2 units shall be intended for left handed senior high school students.

d. Science laboratory table and stools — 7 sets of tables and stools (1 set consist of 1 table and 6 stools);

e. Workshop table and stools — 7 sets of tables and stools (1 set consist of 1 table and 6 stools). TIADCc

6. Procurement Method

a. The Division Offices shall conduct the procurement of school furniture using the Sub-AROs downloaded by the Central Office.

b. The Regional Offices shall procure school furniture from cooperatives following the provisions of R.A. 9184 using the fifteen percent (15%) budget allocation for cooperatives issued by the Central Office through a Sub-ARO.

c. Upon receipt of the Sub-ARO, the concerned Division/Regional Office shall obligate the funds within three (3) months from date of Sub-ARO, subject to the existing budgeting, accounting and auditing rules and regulations. In the event that the funds are not obligated within the three month period, the concerned Division/Regional Offices is obliged to report unobligated funds and to submit a Certificate of Availability of Funds immediately to the Budget Division of the Central Office. In this case, the Budget Division will issue a negative sub-ARO and Regional Office/Central Office shall take-over the procurement and implementation of the said projects. The failure will be reflected in the performance, ranking and/or standing of the concerned office/s.

d. The DepEd Central Office shall procure school furniture from cooperatives of Persons with Disability (PWD) using the ten percent (10%) budget allocation earmarked for cooperatives of PWD. The DepEd Central office shall also procure 10% of the budget for the replacement of school furniture and for the procurement of science laboratory tables and stools, workshop table and stools.

7. Contract Implementation

The Inspection of school furniture must be conducted in three different stages. School furniture must be inspected during pre-delivery, during delivery and post-delivery. In each stage, the school furniture must be inspected following the hereunder inspection procedures.

a. Pre-Delivery Inspection Stage — Pre-delivery inspection shall be conducted prior to the delivery of finished school furniture to recipient schools. Inspection may be conducted at random at the manufacturing site of the supplier. The number to be inspected should not be less than the number of recipient schools. The following are the pre-delivery inspection activities: cSEDTC

a.1. Conduct of Pre-Implementation Meeting — This meeting is conducted by the end-user attended by the supplier, representatives from COA, Accounting Division, Supply Division and members of inspectorate team. Provisions of the contract implementation shall be discussed in this meeting.

a.2. Production of the School Furniture — After the issuance of the Notice to Proceed and the conduct of the pre-implementation meeting, the supplier may start the production of the school furniture.

a.3. Request for Pre-delivery inspection of finished school furniture by the Supplier — The supplier shall request for a pre-delivery inspection from the end-user prior to the delivery of finished school furniture.

a.4. Conduct of pre-delivery inspection by the implementing office Inspectorate Team. — The Implementing Office Inspectorate Team shall conduct a random inspection of finished school furniture. School furniture found to be in accordance with the technical specifications shall be marked by the inspectorate team. Marked school furniture must not be less than the number of target recipient schools.

a.5. The Implementing Office Inspectorate Team fill-up the Inspection Report Form and prepare the Pre-Delivery Inspection Report.

b. On-Site Delivery Inspection Stage — The on-site delivery inspection is conducted during the delivery of the school furniture to the recipient school. All school furniture delivered by the supplier shall be inspected as to quantity and quality. Below are the on-site delivery activities:

b.1. Supplier delivers the school furniture to recipient schools.

b.2. School Inspectorate Team shall inspect all the delivered furniture if in accordance with the approved specifications and required quantity. Furniture not in accordance with the approved specs shall be rejected.

b.3. Members of the School Inspectorate Team shall sign in the Inspection and Acceptance Report (IAR) form indicating the number of furniture accepted and rejected. AIDSTE

b.4. The supplier shall replace the defective furniture reported by the school inspectors.

b.5. The School Property Custodian signs in the acceptance box of the Inspection and Acceptance Report (IAR) and Delivery Receipt (DR).

b.6. Supplier takes pictures of the delivered school furniture with the name of the school.

b.7. The supplier shall submit the signed IAR, DR and pictures to the implementing office.

c. Post-Delivery Inspection Stage — After the delivery to recipient schools, a post-delivery inspection shall be conducted within the warranty period which is one year from the date of the certificate of completion.

c.1. After the issuance of the Certificate of Completion, the Implementing Office Inspectorate Team shall conduct a random inspection of the school furniture delivered in the schools.

c.2. The school furniture shall be inspected if there are defects. All defects found to be due to the suppliers' fault shall be subject for rectification/replacement.

c.3. The Implementing Office Inspectorate Team shall prepare a post-delivery inspection report. All defective findings shall be forwarded to the supplier for rectification/replacement.

c.4. The supplier shall submit to the Implementing Office a certification from the school head that rectification/replacement had been completed.

c.5. After one year from the issuance of the certificate of completion, the Certificate of Contract Compliance shall be issued to the supplier.

c.6. The retention money shall be released after the issuance of the Certificate of Contract Compliance.

Enclosure 4 of the Revised Guidelines for the Implementation of the Basic Educational Facilities Funds

GUIDELINES FOR THE ELECTRIFICATION OF SCHOOLS UNDER THE BASIC EDUCATION FACILITIES FUNDS

1. Manner of Allocation SDAaTC

The budget allocation for the School Electrification Program shall be used for the provision of electrical connections in priority schools without electrical connections and for the upgrading of electrical connections of priority schools with urgent needs.

2. Identification of Recipient Schools

a. Schools identified by the National Electrification Administration (NEA) to be on-grid but still remains to be without electricity;

b. Upgrading of electrical connections of schools to suit current requirements considering the additional facilities and equipment:

1. Technical-Vocational Schools

2. Senior High Schools offering specializations with specific needs for high grade electrical connections (e.g., welding, automotive, etc.)

3. Other K-10 schools.

3. Implementation

a. The Division Offices or any implementing Unit as authorized by the Secretary shall conduct procurement of BEFF School Electrification Program upon receipt of Authority to Procure with attached list of recipient schools from Central Office.

b. The DepEd Central Office shall process sub-ARO and release to the respective implementing office immediately. Upon receipt of the sub-ARO, the Division Offices are ordered to obligate the funds within three (3 months) from the date of sub-ARO in consonance with existing budgeting, accounting and auditing rules and regulations. Failure to obligate within the given period, the Implementing Unit shall report the unobligated funds to Budget Division of the Central Office.

 In this case, the DepEd will issue a negative sub-ARO and Regional Office shall take-over the procurement and implementation of the said projects. The failure will affect the performance, ranking and/or standing of the implementing unit. AaCTcI

4. Monitoring and Inspection

a. The Regional/Division Engineer (RE/DE) shall function as Project Engineer and shall be mainly in-charge of regular monitoring and inspection of the repair projects. As Project Engineer the RE/DE shall have the following tasks:

1. Conduct regular site inspections to ensure that the approved program of works are being executed by the selected contractor/s accordingly;

2. Review and validate work accomplishments of the constructors and their claims for payments of completed works;

3. Assist in the resolution of issues and concerns during project implementation;

b. The Central Office through the EFD shall serve as oversight during project implementation and shall have the following functions:

1. While the project is on-going or at any time during project start until substantial completion, the EFD may conduct site inspection. Any and all findings shall be effected in writing through Site Instructions and or Inspection Report;

2. Resolve issues that may arise during project implementation through the conduct of construction meetings;

3. The EFD shall before the issuance of the Certificate of Completion, conduct Final Inspection of projects and ensure compliance to the Program of Works, Plans and Specifications.

ANNEX A

Revised Memorandum of Agreement (MOA) with the Department of Public Works and Highways (DPWH) for the Implementation of the School Building Program under Basic Educational Facilities Fund (BEFF)

MEMORANDUM OF AGREEMENT

KNOW ALL MEN BY THESE PRESENTS:

This AGREEMENT made and entered into this April 3, 2017 at Pasig City, by and between:

The DEPARTMENT OF EDUCATION (DepEd), a government agency duly organized and existing under the laws of the Republic of the Philippines with principal office address at DepEd Complex, Meralco Avenue, Pasig City, duly represented by its Secretary LEONOR M. BRIONES, and hereinafter referred to as the "DEPED"; acEHCD

-and-

The DEPARTMENT OF PUBLIC WORKS AND HIGHWAYS (DPWH), a government agency duly organized and existing under the laws of the Republic of the Philippines, with principal office address at 2nd Street, Port Area, Manila, duly represented by its Secretary, MARK A. VILLAR, and hereinafter referred to as the "DPWH";

Both parties are collectively referred to as the "PARTIES".

WITNESSETH

WHEREAS, the DEPED is the lead government agency mandated to provide Basic School Facilities (Project) under the School Building Program to address the remaining shortages of and meet the requirements of the K-12 Basic Education Program;

WHEREAS, the DEPED has an annual budget allocation in the General Appropriations Act (GAA) for the School Building Program under Basic Educational Facilities Fund (BEFF);

WHEREAS, the DPWH is the engineering and construction agency of the Government, with the capability to undertake and provide technical service and supervise the construction of infrastructure projects;

WHEREAS, as mandated under the Special Provision of General Appropriations Act, the DPWH shall manage and implement the construction of school buildings under the Basic Educational Facilities Funds (BEFF) of the DEPED;

NOW THEREFORE, for and in consideration of the foregoing premises, the PARTIES hereby agree as follows:

I. GENERAL PROVISIONS

1. For the proper dissemination of communication/correspondence during the duration of this Agreement, the following shall be the point persons of the PARTIES:

a. For the DEPED, the focal persons shall be UNDERSECRETARIES ALAIN DEL PASCUA (for Administration) and ANALYN SEVILLA (for Budget)

b. For the DPWH, the focal persons shall be ASSISTANT SECRETARIES EUGENIO R. PIPO, JR. (for Regional Operations in Luzon), ROBERTO R. BERNARDO (for Regional Operations in Visayas), and DIMAS S. SOGUILON (for Regional Operations in Mindanao);

2. This Agreement shall apply to all concerned offices of the PARTIES for the construction of the civil works of the School Building Program under the Annual Budget of the DEPED as Basic Educational Facilities Fund; EcTCAD

Furniture and other school equipment for the completed school facilities shall be provided by the DEPED in accordance with the applicable provisions of Republic Act (R.A.) 9184 or the Government Procurement Reform Act and its Implementing Rules and Regulations (IRR), and COA accounting rules and regulations;

3. It is understood that the implementation and construction of the Project shall be based on a Final List providing the location, standards, and specifications of school buildings, water and sanitation facilities, and technical vocational laboratories, as duly approved by the PARTIES.

4. The amount appropriated for the construction, replacement, and completion of the Project shall be directly released to the DPWH, based on the allotted budget for the School Building Program under the Department of Education's C.Y. 2017 Basic Educational Facilities Fund under GAA.

The release of funds shall be made to the DPWH Central Office, which shall sub-allot the appropriate funding to its respective District Engineering Offices (DEOs), following the allocation per congressional district with the corresponding Final List of School Buildings to be undertaken; and

5. In this Agreement, reference to either of the PARTIES shall pertain to its Central Office (CO), unless specifically provided hereof.

II. ROLES AND RESPONSIBILITIES OF THE DEPED

1. Prepare and provide the DPWH, through the DEPED EFD, the Initial List of Schools, particularly stating the names of schools, addresses, total classroom requirements, and other pertinent information, preferably on the last quarter of the preceding year to provide the PARTIES sufficient time to conduct a joint validation, soil investigation, and preparation of Detailed Engineering Designs;

2. Consolidate, through its EFD, the validated list of school building projects as jointly submitted by the DEPED School Division Offices (SDOs) and DPWH DEOs;

The consolidated validated list shall be the basis of the Final List, which the DEPED shall use in submitting its special budget request to the DBM for the release of the SARO;

3. Concur, on the Final Design Plans and Programs of Works (POW) prepared by the DPWH DEO, through its School Division Superintendent (SDS);

4. Assign to each DPWH Regional Office/DEO, a SDO representative to act as an observer in the procurement activities;

5. Assist the DPWH, through its SDO, in providing the necessary documents needed for the application, approval, and issuance of necessary building permits, demolition permits, and other clearances from concerned government agencies, prior to the start of the project; SDHTEC

6. Assign a Division Engineer (DE)/SDO Representative, who shall monitor the implementation of the projects, to ensure compliance in the agreed designs, specifications, and approved POW in critical stages of construction.

The SDO shall report to the DEPED, thru the EFD, any findings on non-compliance for appropriate action;

7. The DEPED Division Accountants shall record in its book the accepted and completed school building projects from the DPWH thru the submission of the Journal Entry Vouchers (JEV) from the DPWH DEO Accountant; and

8. Signify its concurrence in the issuance by the DPWH of the corresponding Certificate of Project Completion;

9. The DEPED School Division Superintendent shall signify its concurrence in the issuance of the Certificate of Project Acceptance after the one (1) year warranty period, if the Project has been verified as having no defects and/or deficiencies, after a joint inspection by the PARTIES.

III. ROLES AND RESPONSIBILITIES OF THE DPWH

1. Effect the transfer of the subject funds to its DEOs, following the allocation per congressional district, with the corresponding Final List containing the names of the schools, the target number of buildings and classrooms, and the types of buildings to be constructed.

The allocation for the Autonomous Region in Muslim Mindanao (ARMM) shall be released in accordance with R.A. No. 9054 and the special provisions stated in the GAA;

2. Conduct a Joint Validation of the Initial List of Schools, through its DEOs, with the DEPED DE/SD, to determine the buildable space, classroom building type, and project cost estimate of the Project;

3. Prepare the Final Design Plans, POW, and detailed cost estimates, based on the Joint Validation conducted, in accordance with the Modified Calamity-Resilient School Building Designs for each Project.

In connection with this, the DPWH shall observe the Minimum Performance Standards and Specifications (MPSS) and Harmonized Standard Regional Costing in the implementation of projects.

Specific projects with a variance beyond ten percent (10%) of the Standard Regional Costing shall be subject to further evaluation and concurrence of the EFD, upon the recommendation of the DPWH-Bureau of Design (BOD) and Bureau of Construction (BOC). In this case, corresponding documents such as Soil Investigation Results, Revised Detailed Engineering Designs, and Detailed Estimates shall be endorsed by the DPWH to the DEPED thru its EFD.

Any deviation from the design and costing as a result of the actual Joint Validation of school site condition and Detailed Engineering shall be subject to the concurrence of the DEPED; HSAcaE

4. Submit the PARTIES' joint request to the DBM for the release of the SARO based on the final list endorsed by the DEPED;

5. Assume all the duties and responsibilities relating to the project preparation, procurement/bidding, and project implementation pursuant to RA No. 9184, including the processing and approval of the necessary permits and clearances through the selected contractor, and fund the disbursements/payments to the contractor concerned;

6. Notify in writing the DEPED on matters relating to the procurement activities. The DPWH DEOs shall provide a copy of the approved PPMP containing the schedules of the bidding to the DEPED School Division Superintendent (SDS), at least three (3) days before the intended procurement activity;

7. Implement the Project until its completion, based on the final list approved by the PARTIES. Any deviation, realignment, and modification of the Scope of Works shall be with the concurrence of the DEPED.

Any Variation Order (Change Order or Extra Work Order) that may occur during the implementation period shall be with the consent of the DPWH for the approval of the DEPED;

8. Ensure the construction of complete school buildings. A "complete" school building, as applicable, shall have the features and subsidiary works as follows:

a. Concrete and smooth finish flooring;

b. Smooth finish (plastered) interior and exterior walls;

c. Painted walls and ceilings;

d. Long-span and pre-painted roofing;

e. Complete set of windows;

f. Two (2) entrances with doors;

g. Complete electrical wires and fixtures;

h. Chalkboard;

i. Ramps pursuant to Batas Pambansa Blg. 344;

j. Toilets, depending on the building design;

k. Special foundation, if applicable;

l. Fire protection;

m. Handwashing/water and sanitation facilities; and

n. Water, sanitation, and other facilities required under the Green Building Code.

9. Submit a Final Report to the DEPED before the issuance of the corresponding Certificate of Completion and Certificate of Project Acceptance.

10. Issue the corresponding Certificate of Project Completion, with the concurrence of DEPED. Within the one (1)-year warranty period after the issuance of the corresponding Certificate of Project Completion, the Contractor, at its own expense, shall correct all defects discovered in the Project; and AScHCD

11. Issue the corresponding Certificate of Project Acceptance, with the concurrence of the DEPED, after the one (1)-year warranty period, if Project has been verified as having no defects and/or deficiencies after a joint inspection by the PARTIES.

IV. PROVISIONS COMMON TO PARTIES

1. Conduct a Joint Punch Listing Inspection for the purpose of determining the items of work that need to be rectified by the contractor to final inspection, upon substantial completion of at least 95% of the physical accomplishment of the project; and

2. After the completion of construction, the PARTIES shall conduct joint post-technical inspection activities within the defects and liability period of one (1)-year after the issuance of the Certificate of Completion and prior to the issuance/approval of the Certificate of Acceptance.

V. MISCELLANEOUS PROVISIONS

3. The DEPED EFD together with its ICT Service shall work out the interfacing and interoperability of available information systems of the PARTIES to operate sharing of reports;

4. The DEPED CO shall submit to the DBM a quarterly report of the status of the implementation of School Building Program with information on the list of school buildings constructed and corresponding number of classrooms, either in printed form or by electric document, copy furnished the House Committee on Appropriations and Senate Committee on Finance;

5. Engineering and Administrative Overhead (EAO) Expenses shall be authorized for the detailed engineering activities and monitoring and supervision of the projects by the DPWH, in accordance with the provisions provided in the GAA; 

6. Unobligated allotment/balance generated from the procured school building projects may be utilized in the following manner, provided that it is duly recommended by the DEPED and approved by the DBM, and in accordance with R.A. 9184 or the Government Procurement Reform Act and government budgeting, accounting and auditing rules and regulations:

a. For extra-works in the same school building project(s) such as, but not limited to: drainage of works, installation of security grills, etc., provided that the project is certified as completed; and

b. To fund the construction of additional classrooms or completion of a particular school building project, provided that the original project is certified as completed;

7. Realignment of allotment released from appropriations and modifications of the originally approved Final List and Final Design Plans shall be approved by the DEPED Secretary in the following instances, based on the recommendation and endorsement of the DEPED SDO concerned. The SDO shall clearly justify the reason for the realignment and/or modification of the project scope, to wit: HESIcT

a. Change in the location of the kindergarten, elementary, and secondary school buildings to be completed, as the case may be, due to the duplication or double funding of the project, peace and order issues, problems on site ownership/acquisition, and other policy considerations, as may be determined by either of the PARTIES;

b. Change in the number of classrooms to be constructed per school building. Provided, that the realignment may only be undertaken once per project and that the same is made not later than the third quarter of the current year. Provided further, that the allotment has not yet been obligated for the original project/scope of work. In which case, the DPWH shall issue a Certificate of Availability of Funds (CAF), stating that the fund is available and not yet obligated;

8. The DEPED CO shall approve the realignment of allotment following the General Guideline as stated in the preceding section;

9. The DEPED CO shall inform the DBM, in writing, of every realignment within five (5) calendar days from its approval. The Secretary of Education and the agency's web administrator his/her equivalent shall ensure that such realignment is posted in the DEPED's official website within the same period;

10. During the implementation of the Project, the DPWH shall regularly update the DEPED of the monthly physical accomplishments, as well as of the status of utilization of the allotment, with the corresponding obligation and disbursement reports;

11. Completed School Buildings must be properly booked as assets of the DEPED, following the standard accounting procedures for the transfer and booking up of the subject facilities;

12. All releases, transfer of funds, payment, reimbursement, and preparation of books of accounts made pursuant to this Agreement shall be subject to pertinent laws, rules, and government budgeting, accounting, and auditing procedures;

13. All issues arising from the implementation of this Agreement shall be resolved jointly by the PARTIES; and

14. This Agreement shall take effect upon the execution by the PARTIES and shall remain in full force and effect until the purpose for which it is intended is completely served or revoked, unless otherwise revoked at the instance of either of the parties for justifiable reasons and after the PARTIES have exerted efforts to amicably settle its disagreements, by giving thirty (30) days notice prior to the intended termination.

IN WITNESS WHEREOF, the PARTIES have hereunto affixed their signatures on the date and place above-written. AcICHD

(SGD.) LEONOR MAGTOLIS-BRIONES, Ph. D.Secretary

(SGD.) MARK A. VILLARSecretary

SIGNED IN THE PRESENCE OF

(SGD.) ALAIN DEL PASCUAUndersecretary for Administration

(SGD.) EUGENIO R. PIPO, JR.Assistant Secretary for Luzon

(SGD.) ROBERTO R. BERNARDOAssistant Secretary for Visayas

(SGD.) ANALYN SEVILLAUndersecretary for Budget

(SGD.) DIMAS S. SOGUILONAssistant Secretary for Mindanao

Republic of the Philippines ) ) S.S.

ACKNOWLEDGMENT

BEFORE ME, a Notary Public for and in Quezon City personally appeared the following persons this 3rd day of April 2017:

NAME	Competent Evidence of Identity	Issued on/at
1. LEONOR MAGTOLIS-BRIONES
2. MARK A. VILLAR

Both known to me to be the same persons who executed the foregoing document consisting of six (6) pages including this acknowledgment, and they acknowledged to me that the same is their own free and voluntary act and deed as well as those of the entries herein represented. caITAC

Witness my hand and Seal, April 3, 2017.

 

NOTARY PUBLIC

(SGD.) ATTY. BENJAMIN F. ALFONSO

Doc No. 96

Page No. 20

Book No. 26 A

Series of 2017

ANNEX B

Designs of School Furniture

Design of Modular Table for Kinder Garten (Wood & Steel)

Typical Design of Chair for Kindergarten (All Plastic)

Design of Cuddy for Kindergarten (All Wood)

Design of Display Shelf for Kindergarten (All Wood)

Typical Design of Armchair for Elementary

Typical Design of Armchair for Secondary

Design of Armchair Elementary Wood & Steel Combination

Design of Armchair for SecondaryWood & Steel Combination

Technical Specifications

I. SCOPE

This General Specification is for the fabrication/manufacture/production of elementary, junior and senior high school armchairs using non-wood based materials. TAIaHE

II. SHOP DRAWINGS

Unless otherwise specified in the Purchaser's drawings, consideration shall be given to the manufacturer in utilizing its own established plant methods and standards in the fabrication/production of armchairs. The manufacturer shall be required to submit shop drawings or brochures of the armchair being offered. Plans shall be drawn large enough to convey the informations adequately. The plans must show the material specifications and the dimension of the armchair.

III. TYPICAL DESIGN

The design of armchair is intended to accommodate a learner. It should be of rigid assembly, strong and light enough so that learners can easily carry the chair. The design of armchair should have a seat, backrest, and a writing board.

The seat should be designed to give comfort to learners while in sitting position. The seat should be ergonomically spacious to suitably accommodate the buttock of the learner.

The writing board should be wide enough and adequately supported to carry books. The board should be smooth to allow comfort during classroom tasks of reading and writing.

The backrest should comfortably support the lumbar vertebrae of the learners while in sitting position. The armchair should be stable so that it will not overturn while learners are seated.

The armchair as a whole should show no adverse effects when subjected to the weight of a sitting or standing adult. The dimension shall be complying with the dimensions as required by the Procuring Entity.

IV. REQUIRED MEASUREMENTS

The measurements of armchairs intended for learners shall follow the required dimensions as specified in the attached drawings. The measurement of the following components shall be observed by the manufacturers;

Seat Height — shall be measured from floor up to the top front edge of the seat.

Seat Depth — shall be measured from the front edge of the seat to the rear edge of the seat. In case of curve/arc between the seat and backrest due to continuous design, rear edge of seat shall be the midpoint of the curve.

Seat Width — shall be measured from one side of the seat going to the other side.

Backrest Height — shall be measured from floor up to top edge of the backrest.

Backrest width — shall be measured from top right corner to top left corner of the backrest.

Writing Board Height — shall be measured from floor up to top front edge of writing board. ICHDca

V. ACCEPTABLE MATERIALS

The materials to be used shall be durable, impermeable, hygienic, and easy to clean. Plyboard, plywood, medium density fiberboard, recycled plastic and soft wood shall not be considered as an acceptable material. The acceptable material/s for the different components of an armchair shall be:

a. Fiberglass

Minimum thickness	-	4mm
Finished	-	all surfaces shall be smooth and free from imperfections
	-	No sharp edges
Components	-	Writing board, seat and backrest

b. Reinforced Polyprophylene Plastic (PP)

Minimum thickness	-	6 mm
Finished	-	No rough edges, all surfaces shall be smooth and free from imperfections. Plastic finish must be glossy and of light color.
Components	-	Legs, supports, writing board, seat and backrest

c. Metal Sheet

Minimum Thickness	-	0.9mm
Finished	-	Smooth finished coated with metal primer and paint
	-	No sharp edges and pointed corners
	-	Finished surface must have no dents or deformation
Components	-	Writing Board, seat and backrest

d. Tubular Pipe

d.1	Minimum Size	-	22mm diameter BI pipe, Sch 20
	Finished	-	Smooth finished coated with metal primer and paint
		-	No sharp edges on cut parts
		-	All connections and joints must be securely welded
	Components	-	Frames, legs, braces

 

d.2	Minimum Size	-	20mm diameter BI pipe, Sch 20
	Finished	-	Smooth finished coated with metal primer and paint
		-	No sharp edges on cut parts
		-	All connections and joints must be securely welded
	Components	-	Book shelf

e. Angular Bar

e.1	Minimum Size	-	3mm x 20mm x 20mm angular bar
	Finished	-	Smooth finished coated with metal primer and paint
		-	No sharp edges on cut parts
		-	All connections and joints must be securely welded
	Components	-	Frames, legs, braces

 

e.2	Minimum Size	-	2mm x 20mm x 20mm angular bar
	Finished	-	Smooth finished coated with metal primer and paint
		-	No sharp edges on cut parts
		-	All connections and joints must be securely welded
	Components	-	Book shelf

f. Flat Bar cDHAES

Minimum Size	-	3mm x 25mm flat bar
Finished	-	Smooth finished coated with metal primer and paint
	-	No sharp edges on cut parts
	-	All connections and joints must be securely welded
Components	-	Book shelf

VI. WORKMANSHIP

All armchairs shall be of good workmanship and all components including those not specifically referred to in this standard shall be of a quality equal to that used and recognized in the trade practice. All components shall be adequately braced to provide stability and durability. All bends, connections and welds must be undertaken with industry norms. All furniture shall have a neat appearance. Surface shall have a smooth, even and uniform finish. There shall be no cracks and chips, which may affect the appearance or serviceability of the furniture. There shall be no sharp edges.

VII. QUALITY CONTROL

The manufacturer shall provide quality control procedures to the extent that he deems necessary to assure that all work is performed in accordance with this specification. In addition to the manufacturer's quality control procedures, materials and workmanship at all times may be subject for inspection by an Inspector representing the Procuring Entity.

Materials or workmanship not in reasonable conformance with the provision of this specification will be rejected at any time during the progress of work.

VIII. TESTING

All manufactured armchairs using non-wood based materials must pass the durability test to be conducted by Department of Science and Technology (DOST). A Test result issued by DOST to the manufacturer one (1) year prior to bid opening shall be acceptable, and shall be included in the Technical Proposal envelope.

 

Dimensions of Tablet Armchair(For Non-Wood Based Material)

 

Typical Design of Armchair for Elementary

 

Typical Design of Armchair for Secondary All Bamboo

 

Typical Design of Armchair for Elementary All Bamboo

 

Typical Design of Armchair for Secondary All Bamboo

 

Design of Armchair ElementaryBamboo & Steel Combination

 

Design of Armchair for Secondary

 

Design of Classroom Teacher's Table

 

Design of Classroom Teacher's Chair

Technical Specifications

I. SCOPE

This General Specification is for the fabrication/manufacture/production of teacher's table and chair using non-wood based materials. TCAScE

II. SHOP DRAWINGS

Unless otherwise specified in the Purchaser's drawings, consideration shall be given to the manufacturer in utilizing its own established plant methods and standards in the fabrication/production of teacher's table and chair. The manufacturer shall be required to submit shop drawings or brochures of the table and chair being offered. Plans shall be drawn large enough to convey the information adequately. The plans must show the material specifications and the dimension of the table and chair.

III. TYPICAL DESIGN

The typical design of the teacher's table must have a table top, sidings and drawers. The size of the table must follow the dimensions as specified in the drawing of the procuring entity. The table top must be smooth and flat without signs of warping. The sidings must cover the three sides of the table and the drawers must be of three different sizes.

The typical design of the teacher's chair must have a seat and a backrest. The size of the teacher's chair must follow the dimensions specified in the procuring entity's drawing.

IV. MATERIAL REQUIREMENTS

The materials to be used shall be durable, hygienic, and easy to clean. All materials with wood component such as plywood, plyboard, wooden fiberboard etc. shall not be acceptable.

The acceptable non-wood based material for the components of the teacher's table and chair are as follows:

I. Teacher's Table

a. Table top and Sidings

1. Rigid Foamed PVC

2. Fiberglass

3. Polyprophelene Plastic (PP)

4. Fiber Cement Board 

 The table top must be adequately supported to carry loads at any portion of the table and must not show any deflection or deformation when subjected to a 20 kg load. The table top must not have sharp edges.

 The sidings must have adequate braces and support. The sidings must be securely fastened/attached to the braces. All edges of the sidings must be attached to the braces.

b. Legs

1. Tubular steel, Round — 45mm diameter (minimum)

2. Tubular steel, square — 45mm x 45mm (minimum)

3. Angular bar — 45mm x 45mm (minimum) ASEcHI

4. Polyprophylene Plastic — 50mm diameter (minimum)

 The legs must have adequate braces and support to carry the table top and drawers. The table must not be wobbly and should not show any signs of sideward motion when each side is subjected to repeated horizontal force.

c. Drawers

1. Rigid Foamed PVC

2. Fiberglass

3. Polyprophelene Plastic (PP)

4. Fiber Cement Board

5. Steel bars

 The drawers must be constructed to fit in the table. The drawer base and sides must be securely fastened and must not show any deflection when subjected to force or weight. The drawers must be pulled and pushed without difficulty.

II. Teacher's Chair

a. Seat

1. Rigid Foamed PVC

2. Fiberglass

3. Polyprophelene Plastic (PP)

4. Fiber Cement Board

5. Tubular bars

6. Metal sheets

 The seat must be adequately supported to carry the weight of an adult. No portion of the seat must show deflection when subjected to a load of 80 kgs. The seat must not have any sharp edge for safety considerations.

b. Legs

1. Tubular bar, Round — 25mm diameter (minimum)

2. Tubular bar, square — 25mm x 25mm (minimum)

3. Angular bar — 45mm x 45mm (minimum)

4. Polyprophylene Plastic — 6mm thickness (minimum)

 The legs must have adequate braces and support to carry the weight of an adult sitting on the chair. The leg of the chair must be sturdy and must not slide when an adult sits on the chair. The chair must not be wobbly and should not show any signs of sideward motion when each side is subjected to repeated horizontal force. cTDaEH

V. WORKMANSHIP

All armchairs shall be of good workmanship and all components including those not specifically referred to in this standard shall be of a quality equal to that used and recognized in the trade practice. All components shall be adequately braced to provide stability and durability.

All bends, connections and welds must be undertaken with industry norms. All furniture shall have a neat appearance. Surface shall have a smooth, even and uniform finish. There shall be no cracks and chips, which may affect the appearance or serviceability of the furniture. There shall be no sharp edges.

VI. QUALITY CONTROL

The manufacturer shall provide quality control procedures to the extent that he deems necessary to assure that all work is performed in accordance with this specification. In addition to the manufacturer's quality control procedures, materials and workmanship at all times may be subject for inspection by an Inspector representing the purchaser.

Materials or workmanship not in conformance with the provision of this specification will be rejected at any time during the progress of work.

VII. TESTING

All manufactured teacher's table and chair using non-wood based materials must pass the durability test conducted by the Department of Science and Technology (DOST) or any other government testing center. A Test result issued by DOST to the manufacturer one (1) year prior to bid opening shall be acceptable, and shall be included in the Technical Proposal envelope.

 

Typical Dimensions of Teacher's Table

 

Typical Dimensions of Teacher's Chair

 

Science Laboratory Table

 

Science Laboratory Stool (Wood & Steel)

 

Workshop Table

 

Workshop Stool

 

Floor Plan of Science Laboratory