Managing the repair and rehabilitation process of deped school building in urdaneta city

Managing the Repair and
Rehabilitation Process of DepEd
School Building in Urdaneta City
Jamie C. Marcos, CE
DepEd Project Engineer
Schools Division of Urdaneta City

Abstract
School Buildings deteriorate from the moment they are constructed because of
exposure to a variety of natural forces and from tear and wear by the users. The influence
of natural forces varies with climate, design, materials and standards of workmanship.
Deterioration of school buildings, is a continuing process and so must maintenance be in
order to succeed.
School building improvement and maintenance are essential aspects of school
management and require constant attention and careful planning by administrators. So it
is very essential for Education Faclities Chief, Superintendents, DepEd Engineers to
employ good maintenance planning and know which schools to prioritize for optimum
fund utilization.
Department of Education, specifically the Education Facilities division takes the
responsibility and efforts to request and submit fund that is approved by DBM every year.
Repair involves remedial work done on any damaged and deteriorated portion or portions
of a building to restore its original condition and to upgrade its structure. Repair jobs are
generally common problems.
This paper describes and analyzes the repair and rehabilitation management
process generally undertaken for government projects in the Philippines applying the
Government Procurement Policy Board (GPPB). It has for its case study the repair and
rehabilitation of various classroom in public schools at Urdaneta City. Particularly focusing
on the Basic Educational Facilities Fund (BEFF) Repair 2020 Project. It is structured in
three parts: Design Process, Procurement Process & Implementing Process. In each part,
management and administrative procedure as it had been done for the project was

discussed. The objective is to review how this Project was implemented as well as outline
general experiences encountered by the writer during each stage of project management
which are typical of most construction projects and the conclusions derived from these
experiences which could be used as baseline for policy-makers for future policy-making
decisions. Solutions vary and are most often based on local construction standards and
cultural influences.

Introduction
An effective school building is responsive to the changing programs of educational
delivery, and at a minimum should provide a physical environment that is comfortable,
safe, secure, accessible, well illuminated, well ventilated, and aesthetically pleasing.
Withal, DepEd ensure quality buildings, and other facilities in school are being
provided in a safe, child-friendly and conducive learning, as DepEd Engineer and part of
the process of validating, conducting, implementing school facilities for public schools
every year. Doing our best effort in providing the appropriate facilities for each school all
throughout this past up to the present year.
Every year, DepEd—under the Basic Education Facilities Fund (BEFF)—
conducts major repairs on priority schools nationwide based on information provided in
the enhanced Basic Education Information System (eBEIS) and actual validations and
assessments made by DepEd field engineers.
For this writing, I have chosen as a case study the repair and rehabilitation of
various school building in Urdaneta City Division particularly the CY 2020 BEFF Project.
Specifically, four schools have funded for school classroom repair. These schools are
Don Amadeo Perez Sr. Memorial School-West, Anonas East Elementary School,
Tabuyoc Elementary School and Bactad Community School. It should be noted that the
projects financed wholly from the Regular Basic Education Facilities Fund. However, for
purposes of discussing local rules, regulations and practices, this paper will describe the

repair and rehabilitation management procedure as it has been applied to a national-
funded government project.
Objective of the Paper
This paper aims to describe and analyze the repair and rehabilitation management
process that has been applied by the Education Facilities Division under the Schools
Division of Urdaneta City to a CY 2020 BEFF funded government project. The repair and
rehabilitation of various school building at Dapmecs-West, Anonas East ES, Tabuyoc ES
and Bactad CS hereafter referred to as the Project. This paper also intends to discuss
actual experiences and problems insofar as repair and rehabilitation management
procedures in national-funded government projects in the Philippines are concerned
which could provide baseline for future policy-making decisions.
The Project
The Project, the CY BEFF 2020 Repair and Rehabilitation of Various School
Building in four schools in Urdaneta City. These various school building is located at
Tabuyoc Elementary School, Anonas East Elementary School, Bactad Community
School and Don Amadeo Perez Sr. Memorial Elementary Central School. This schools
were by cluster two. Tabuyos ES and Bactad CS were clustered as LOT 1 and Anonas
East ES and DAPSMECS-West were clustered as LOT 2. The repair of these various
school building includes the utilization of some structural components of the building such
as columns and outer beams, replacement of the roof frame and roofing, replacement of
doors and windows, electrical works and painting works. To clearly identify the project
and its scope of works done, see table 1.0 below.

School School Building
Type Repaired
Work Item Scope Of Work Done
Tabuyoc
Elementary
School
One (1)
Classroom Decs
Building
Three (3)
Classroom BLSB
Building
Item 6. Doors and
Windows
Item 7. Steel Works
Item 8. Roofing works
Item 9. Carpentry Works
Item 10. Electrical Works
Item 13. Painting Works
Item 6. Doors and
Windows
· Removal of existing damaged
window/door including jambs.
Installation of standard windows and
doors.
· Removal of damaged
wooden/steel trusses and replacing by
new steel trusses.
· Removal of old roofing sheets,
ridge roll and flashing. Replacing it
with a G.I. Long Span Roofing(pre-
painted).
· Removal and replacement of
existing interior and exterior ceiling.
electrical wires and fixtures.
· Applying the standard color for
painting concrete, wood and steel
members.
doors.
painted).
existing interior and exterior ceiling, as
well as construction of new concaved
blackboard.
members.
Bactad
Community
School
2 Unit of One (1)
Classroom Decs
Building
Item 6. Doors and
Windows

Item 7. Steel Works
doors.
new steel trusses.
painted).
existing interior and exterior ceiling.
members.
Anonas
East ES
One (1)
Classroom used
as Principal’s
Office
Item 2. Concreting
Works
Item 3. Rebar Works
Item 4. Formworks
Item 5. Masonry Works
Item 6. Doors and
Windows
Item 7. Steel Works
· Columns and Beams concrete
mixture composed of Portland
cement, crushed gravel and washed
sand.
· Columns, & Beams were
reinforced with deformed round bars.
· Construction of a temporary
mold into which the fresh concrete
mixture was gradually poured and
formed.
· Masonry Walls should be
composed of 4" thk CHB, Portland
cement, washed sand, and 10mm
deformed bar. All walls should be
plastered.
Masonry Works are done if and only
if;
· Wooden partitions are to
be replaced into masonry walls.
· Masonry wall were
damaged due to the removal of
existing damaged window/door jambs.
· Walls were already
damaged (cracks are present).
doors.
new steel trusses.

painted).
blackboard.
members.
Don
Amadeo
Perez Sr.
Memorial
Central
School-
West
Seven (7)
Classroom
DepEd Building
Item 6. Doors and
Windows
doors.
painted).
blackboard.
members.
Table 1.0 The Project “CY BEFF 2020 Repair and Rehabilitation of Various School
Building”
The Participants
In Repair and Rehabilitation of school buildings of DepEd, there are three main
group of participants in the process. These are the owners, contractors and Implementing
office. The owners or clients of the repair of various school building projects are those
DepEd public schools which are recipients of those repair projects.
The implementing office of the Project is the Schools Division of Urdaneta City
hereafter referred to as the Executing Agency. It is headed by the Schools Division

Superintendent and joined by the School Governance Office Division- Chief and the
Division Engineers. Also under the control and direction of the SDS are the DepEd Project
Engineers as acting consultants who have been engaged to assist the Executing Agency
in the detailed engineering and construction supervision of various DepEd infrastructure
projects. A DepEd project Engineer were assigned to take charge of the supervision
services for the Project.
The Contractor of the project is T.J. Velasco Construction, hereafter referred to as
the Contractor, with its Office located at San Vicente East, Urdaneta City.
The Process
In the Repair of Classroom Project of DepEd, the system of tendering and
implementation is through public construction contracts. Generally, government
construction projects are undertaken by contract after competitive public bidding.
Design Process
In this part, it is intended to discuss the Project organization, project planning,
project financing of the projects.
Project Organization
The Basic Education Facilities Fund (BEFF) is the annual budget of the
Department for its School Building Program, which covers the improvement and
maintenance of school facilities.

Usually, overall involve in the project is the DepEd Division Engineer or the DepEd
Project Engineers.
They recommend to the Schools Division Superintendent the approval of all
Project documents. These includes the plans and specifications, programs of work,
contract documents, change orders, progress payments and other documents pertaining
to the Project. He has overall responsibility for the implementation of all projects being
implemented by the Project Management Office concerned.
The DepEd Division Engineer or DepEd Project Engineer:
a. The Division Engineer (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 DE shall have the following tasks:
1. Conduct regular site inspections to ensure that the approved program of works is 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 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
affected 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. (DepEd Order No. 35, s 2017).
Project Planning
Following are the activities done by the Executing Agency in the design and
project-planning phase for this Project:
1. Site Validation and Damage Assessment.
2. Analysis of preliminary designs, general outline drawings and specifications of
structural, civil and building services
3. Preparation of detailed architectural drawings comprising floor plans showing
finishes and all none structural elements and partitions, sections, ceiling plans,
interior walls, doors, windows and finishing schedules
4. Preparation of the Program of Works, Bill of Quantities and Cost Estimates.
5. Preparation of the Final Design Report and the detail design drawings.

The above designs were made adopting the National Building Code of the
Philippines, Works were estimated to be finished in 120 calendar days.
Project Allocation and Prioritization
Every year, DepEd—under the Basic Education Facilities Fund (BEFF) conducts
major repairs on priority schools nationwide. The annual lump sum allocation for the
repair/rehabilitation of classrooms, 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. Repair of school buildings damaged by typhoons and other calamities;
c. Rehabilitation/Restoration of Gabaldon and other Heritage School Buddings;
d. Other priority schools reported needing immediate repair/rehabilitation. (DepEd Order
No. 35, s 2017).
Procurement Process
This part intends to discuss the tendering and contracting process as well as the
construction methodology undertaken to implement the Project. Experiences generally
encountered during construction stage are also presented in this part.

Tendering
All the DepEd BEFF Projects are usually undertaken by contract after competitive
public bidding. Generally, contractors are invited to bid through Philgeps advertisement
of at least three (3) times. After the pre-bid conference and Bidding day. It come up with
a two bidder for the CY 2020 Repair and Rehabilitation of Various Classroom for Urdaneta
City. Lot 1 and Lot 2 Repair of Classroom Project has Two Bidder, namely, TJ Velasco
Construction and Vyragus Construction. Both contractors attend the public bidding.
Vyragus Construction got the lowest bid for lot 1 &2 of the Project. Unfortunately, upon
post qualification, Vyragus Construction was disqualified in terms of incomplete
necessary documents in their bid documents. Therefore, the project was awarded to TJ
Velasco Construction as it has a clean document and submitted all necessary documents
needed.
The Executing Agency evaluated the prequalification statements submitted by the
contractor that was invited and it was found to be qualified to bid based on the technical
capability gauged by the extent and quality of the relevant experience, performance and
track record, the suitability of the available construction equipment, adequacy of the
proposed project organization and personnel, financial capacity and compliance to
administrative and legal requirements. A Resolution approved by the Prequalification,
Bids and Awards Committee chaired by the Assistant Schools Division Superintendent
was issued prequalifying the contractor.
The bid was received and was opened and read in the presence of the bidder’s
representatives. Each bid was submitted in two sealed envelopes, Envelope No. 1
containing all the legal and technical documentation and Envelope No. 2 with the bid and

detailed estimates. For this particular project, Lot 1 and Lot 2 Repair of classroom project
has two bidder which are Vyragus Construction and TJ Velasco Construction. And all
Envelope for lot 1 and lot 2 were opened to check and verify the compliance with the
requirements and its satisfactorily complied with the requirements and therefore the for
lot 1 and lot 2 bids were opened and read as follows:
Cluster ABC (Approved
Budget Contract)
Bid Amount (TJ
Velasco)
Bid Amount
(Vyragus)
Lot 1 (Tabuyoc ES
& Bactad CS)
Php 1,664,469.15 Php 1,659,331.45 Php
1,511,664.78
Lot 2 (Anonas East
ES & DAPSMECS-
West
Php 1,568,340.63 Php 1,559,871.76 Php
1,431,511.35
The project was won by Vyragus Construction as it offers the lowest bid at the time
of bidding. But has been disqualified for incompliance of documents upon post
qualification. As a result, the second bidder which is TJ Velasco got the project as they
comply with all necessary documents needed.
Contracting
The contract was awarded to TJ Velasco Construction, hereafter referred to as the
Contractor, at the price of P1,659,331.45 for Lot 1 (Tabuyoc ES & Bactad CS) and P
1,559,871.76 for Lot 2 (Anonas East ES & DAPSMECS-West).
A unit-price form of contract was employed for this Project. This is the most
common form of contract in the public sector in the Philippines and it simply means that
the final contract cost is dependent on the actual quantities installed or constructed
because it is very seldom that government projects in the Philippines have had no

variation orders. Upon approval of the contract, the Contractor posted a performance
bond in the form of a surety bond equivalent to 10% of the contract price to guarantee the
faithful performance of the Contractor of his contractual obligations. The Performance
Bond could also be in the form of cash, manager’s check, cashier’s check, and bank
guarantee or surety bond. Then, the government issued the Notice to Proceed that
became effective 10 days after contract approval. The contract time was set at 120
calendar days.
Implementing Process
The Project requires manpower operation with the support of equipment. At the
start, manpower and equipment were immediately deployed at the job site based on the
priority of utilization. Other manpower and equipment requirements were mobilized based
on the submitted Manpower and Equipment Utilization Schedule.
Repair and Rehabilitation of various school building started with the erection of
scaffolds for the demolition of the existing roof, wood truss and clearing of all possible
areas in order to facilitate a smooth flow of work. Then installation of steel trusses and
purlins and laying of CHB for outer walls have proceeded. Simultaneously with the
installation of doors and windows. Then, ceiling and blackboards, electrical works
followed. Finally, with the finishing works, painting.
As soon as the contract was awarded and the Notice to Proceed issued by the
Executing Agency, the Contractor posted key personnel in the jobsite, provided
equipment to be used and erected temporary works.

The Contractor was also generally responsible for the following:
1. Obtaining necessary licenses and permits in connection with the contract
2. Siting and making access to site coordinating the school head of the school
3. Arrangement for construction equipment and tools
4. Arrangement for labor and materials sufficiently in advance to avoid delays.
5. Taking Safety Precautions
6. Purchasing Materials
Financial Program of the Contractor
All throughout the implementation of the project, the contractor requested two
progress billing and final billing. First request billing for lot 1 and lot 2 project has an actual
accomplishment of 54.77 % and 43.75% respectively. Second request billing for lot 1 and
lot 2 project has an actual accomplishment of 90%.
Such request for payment is verified and certified by the DepEd Engineer.
Progress payments are subjected to retention of 10% referred to as “retention money”.
Such retention is based on the total amount due to the contractor prior to any deduction
and shall be retained from every progress payment until 50% of the value of works are
completed provided the work is done satisfactorily and on schedule. The total retention
money will only be released upon final acceptance of the project and will answer for
uncorrected defects and remaining works.
When the project work accomplishments reach to 95%, the DepEd Division
Engineer together with the Regional Engineer and Area Manager conduct a punch list

report. The project found out some work items that were not installed, therefore the DepEd
Engineer decided to have a variation order. The items that were not installed were
subjected to an additive and deductive works. And the contractor conformed with it.
Then, a final billing of 100% completed project. The DepEd Engineer recommends
payment requested by the contractor for any extra work and accompanied by a statement,
giving a detailed accounting and record of amount for which, he claims payment.
Property Management
In government projects in the Philippines, a Warranty Period of one (1) year is
provided and calculated from the date of final completion of the contract works as certified
by the Executing Agency. Within the above prescribed period, the Contractor should
maintain the facility at his own expense and is liable for any failure or defect noted which
is traceable to poor workmanship, use of poor-quality materials or non-compliance to
plans and specifications. The Contractor, at his own expense, should correct the defects
and failure or refusal to do so will warrant the Executing Agency to carry out the corrective
work with all the consequential expenses consequential chargeable from any monies due
to the Contractor. However, defects and failures due to ordinary wear and tear and for
causes other than the fault of the Contractor shall not be taken against the Contractor.
After one year, a certificate of acceptance is issued by Executing Agency the facility is
now turned-over to the Government for property management or maintenance. However,
the Contractor, after the date of issuance of a Certificate of Final Acceptance for the
project, remains criminally and administratively liable for any damages or defects

discovered on the works due to faulty construction and or use of materials of inferior
quality as provided under Article 1723 of the Civil Code of the Philippines.
Conclusions
In our country which is Philippines where infrastructure is almost always affected
by natural calamities like earthquakes, typhoons and floods. The need to improve the
planning and design guidelines and capability must be taken responsible enough
specially government infrastructure programs. Considering these local phenomena
design standards should be updated.
Growing infrastructure projects specifically public school buildings where this study
talked about here in the Philippines also must need to reform like, on the planning stage
of the project. It has to have a sufficient time to during the planning stage to further
execute the project effectively. Considering those various criteria like the validation of site,
preparation of documents such as detailed estimate and the plans.
In the implementation process of the projects, the pandemic brought a big effect in
the implementation of the projects. It leads to limited time to supervised the project as a
lot of areas has travel restrictions. Work done by the contractor in the sites are not
properly documented day by day. Therefore, executing agency can’t just provide the
contractor’s payments/ billings promptly according to schedule and settlements for the
completed projects.
Finally, in all that has been implemented new construction school building it is
really important to have limited funds for the implementation of repair and rehabilitations
of old school infrastructure building. By having a safe and new school building as well as

well-maintained existing school building, it can provide advantage to all public students
where they can stay to be educated.
References:
2010, EFD Manual
DepEd Order No. 35, s 2017
Contract Documents for the CY 2020 BEFF Repair and Rehabilitation of DepEd School
Building in Urdaneta City

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