standard operational instructions technical

STANDARD OPERATIONAL INSTRUCTIONS

TECHNICAL SERVICES DEPARTMENT

PHILIPPINE FISHERIES DEVELOPMENT AUTHORITY

PCA Annex Building, Elliptical Road, Diliman, Quezon City

Code PFDA-ISO-SOI-005

Version No. 1

STANDARD OPERATIONAL INSTRUCTIONS TECHNICAL SERVICES DEPARTMENT

Effectivity February 1, 2019

Page No. Page 1 of 27

This document is an UNCONTROLLED COPY unless stamped as CONTROLLED COPY duly signed by the QMR .

I. FUNCTION OF THE DEPARTMENT

The Technical Services Department (TSD) is in charge of the formulation and

recommendation of policies, systems and techniques for the effective implementation of

developmental projects and the repair, rehabilitation and improvement of existing

facilities and utilities; preparation of preliminary appraisal and feasibility studies of

project proposals to determine infrastructure projects proposed for implementation;

preparation, review and validation of engineering, architectural and technical plans for

proposed infrastructure projects; supervision, monitoring and evaluation of the

construction/rehabilitation, repair activities undertaken by private contractors or by

administration on duly approved projects; provision of technical assistance to operating

units on matters involving technical plan preparation and related concerns; and

preparation of the annual work plans in coordination with other units for inclusion of

same in the over-all expenditure program of the Agency.

II. DEFINITION OF TERMS AND ABBREBIATIONS

A. DEFINITION OF TERMS

The following terms and definition shall apply in this manual:

1. Construction Supervision = is the process of ensuring that the project is built in

accordance with the requirements of the contract documents, approved plans,

specifications, building codes, building code standards and applicable local codes

and ordinances.

2. Preliminary Project Evaluation = an initial step wherein moderate to

large projects are evaluated before development applications are filed.

3. Infrastructure Assessment Study = a process/method which involves the

evaluation or estimation of a basic physical and organizational structures and

facilities (e.g., buildings, roads, and power supplies) needed for the operation of

enterprise.

4. Field Survey = a research activity undertaken at the specific project location

where survey methodologies and techniques are applied in the a) collection of

primary and secondary data using questionnaires, b) gathering hydrographic and




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topographic data using engineering equipment, and c) conduct of observations

on the actual unloading and trading activities of fishermen and fish traders.

5. Project Identification = is the process of identifying the potential site for the

establishment of fishery post-harvest facilities: such as fish port, ice plant, cold

storage.

6. Pre-Feasibility Study = is the initial design stage of a project which establishes the

fishery resource situation in the project area, the functional design, project site

selection, architectural and physical layout of specific projects, preliminary design

and cost estimates, and the economic, financial and environmental impact

analyses required for project evaluation.

7. Regional Fish Port Complex = is a port compound equipped with facilities such as

breakwater, landing quay, market hall, refrigeration facilities such as ice plants

and cold storages, processing facilities, slipway or dry-docking facilities, fishing

gear mending area, and related facilities devoted for the landing and

distribution/marketing of fish and fishery products.

8. Municipal Fish Port = refers to smaller fish ports equipped with basic fish

landing and trading facilities catering to sustenance fishermen

9. Preliminary Engineering Design = one of the stages of project development where

basic analysis and design planning are translated into specific conceptual

engineering plans, specifications and budgetary cost estimates of a project.

10. Budgetary Cost Estimate = is a detailed approximation of the preliminary/initial

engineering design of the project and is used to source funds for the

construction/implementation of the proposed project.

11. Detailed Engineering Design/Study = is the phase where the approved concept

design is refined, and plans, specifications, and estimates are created. It describes

all the main component of the projects, their dimensions, sections, and elevations.

The output also include 2D and 3D models, P & ID's, cost build up estimates,

procurement plans, operational flows etc.




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12. Detailed Project Cost Estimate = is the process of determining the total cost of the

project by analysing the type and quantity of construction materials, price of the

materials required by the scope of the project, labor requirement for all the items

of work and their costs which is then used to compare with the bids to compete

for a contract award.

13. Program of Work = refers to the reference point of the contract for how work will

be carried out in a certain way and by certain dates.

14. Specifications of Materials = refers to a set of documented requirements to be

satisfied by materials, design, product, or service.

15. Tender Documents = refers to the documents issued by the agency as the basis for

bids, furnishing all information necessary for a prospective bidder to prepare a

bid for the Goods, Infrastructure Projects and/or Consulting Services required by

the agency

16. Approved Budget for the Contract = refers to the budget for the contract duly

approved by the HoPE, as provided for in the General Appropriations Act,

continuing, and automatic appropriations, in the case of national government

agencies ; the corporate budget for the contract approved by the Board of

Directors, pursuant to Executive Order (E.O). No. 518, s. 1979, in the case of

GOCCs1.

17. Developmental Projects = refers the construction, improvement, rehabilitation,

demolition, repair, restoration or maintenance of municipal fish ports, ice plant

and cold storages and other related construction projects of the agency.

18. Variation Orders = refers to the increase/decrease in quantities, including

introduction of new items that are not included in the original contract or

reclassification of work items that are either due to change of plans, design or

alignment to suit the actual filed conditions resulting in disparity between the

preconstruction plans used for purposes of bidding and the "as staked plans" or

construction drawings prepared after a joint survey by the contractor and the

agency after award of the contract 1.

1 The 2016 Revised Implementing Rules and Regulations of RA No. 9184




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19. Work Suspension = refers to the temporary stoppage of work wholly or partly by

written order for such period as may be deemed necessary, due to force majeure

or any fortuitous events or for failure on the part of the contractor to correct bad

conditions which are unsafe for workers or for the general public, to carry out

valid orders given by the agency or to perform any provisions of the contract, or

due to adjustment of plans to suit field conditions as found necessary during

construction 1.

20. Contract Time Extension = refers to the phase where the completion date of the

has not been met maybe due to additional work, or occurrence of other special

circumstances and/or major calamities such as exceptionally destructive

typhoons, floods and earthquakes, and epidemics, and for causes such as non-

delivery on time of materials, working drawings, non-acquisition of permit to

enter private properties within the right-of- way resulting in complete

paralyzation of construction activities, general labor strikes, and peace and order

problems, and other meritorious causes as determined/certified by the concerned

Government units and approved by the procuring entity.

21. Environmental Compliance Certificate = refers to the document issued by the

Department of Environment and Natural Resources - Environmental Management

Bureau that allows the project to proceed to the next stage of project planning,

which is the acquisition of approvals from other government agencies and LGU’s,

after which the project can start implementation.

22. Certificate of Non-Coverage = refers to the document issued by DENR stating that

the proposed project is not covered by the Philippine Environmental Impact

Assessment System, therefore, the proponent is not required to secure an ECC

prior to implementation or commencement of operation.

23. Architectural and Engineering Design = is the combined application

of architectural and engineering principles and technology to building and non-

building design and construction.

24. Documentary Requirements = are PFDA’s mandatory documents that must be

complied or submitted by the proponent before the project procurement.

25. Project Development Officer = a technical personnel responsible in or who carry

out the activities involved in the conduct of 1) project identifications, 2) Pre-




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Feasibility Studies, and 3) other reportorial requirements, of fishery-related post-

harvest projects

26. Civil Engineer = a technical personnel who 1) Designs and estimates all

components of proposed projects; 2) Conducts engineering surveys of proposed

projects and inspects projects during its construction stage; 3) Prepares Plans,

technical specifications, accomplishment Reports, Variation Orders, Time

Extension and other documents necessary for the projects.

27. Electrical Engineer = a technical personnel who 1) Prepares Designs and

estimates of technical documents of electrical aspects of proposed projects; 2)

Inspects the construction of electrical aspects of on-going projects; Assist in the

conduct of engineering surveys of proposed projects and inspects projects during

its construction stage;

28. Mechanical Engineer = a technical personnel who 1) Prepares Designs and

estimates of technical documents of mechanical aspects of proposed projects; 2)

Inspects the construction of mechanical aspects of on-going projects; Assist in the

conduct of engineering surveys of proposed projects and inspects projects during

its construction stage;

29. Agricultural Engineer = a technical personnel who 1) Designs and estimates all

components of proposed projects; 2) Conducts engineering surveys of proposed

projects and inspects projects during its construction stage; 3) Prepares Plans,

technical specifications, accomplishment Reports, Variation Orders, Time

Extension and other documents necessary for the projects.

30. Environmental Specialist = a technical personnel who 1) responsible in securing

the required environmental clearances (from the DENR) of municipal and

regional fish port, ice plant, and cold storage projects of the agency, 2) ensures

compliance and implementation of approved Environmental Management Plan of

fish ports and other fishery-related infrastructure facilities




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B. ABBREVIATIONS AND ACRONYMS

1. PFDA = Philippine Fisheries Development Authority

2. TSD = Technical Services Department

3. PPED = Project Planning and Engineering Division

4. CMD = Construction Management Division

5. FSD = Facilities and Services Division

6. PDO = Project Development Officer

7. CE = Civil Engineer

8. EE = Electrical Engineer

9. ME = Mechanical Engineer

10. AgEng = Agricultural Engineer

11. IAS = Infrastructure Assessment Study

12. PRE-FS = Pre-Feasibility Study

13. DE/S = Detailed Engineering Study

14. CPM = Critical Path Method

15. POW = Program of Works

16. ABC = Approved Budget for the Contract

17. LGU = Local Government Unit

18. RFPC = Regional Fish Port Complex

19. MFP = Municipal Fish Port

20. IP = Ice Plant

21. CS = Cold Storage

22. ECC = Environmental Compliance Certificate

23. CNC = Certificate of Non-coverage

24. HoPE = Head of Procuring Entity

25. GAA = General Appropriations Act

26. GOCC = Government Owned Controlled Corporation

27. VO = Variation Order

28. FSD = Finance Services Department

29. CPMISD = Corporate Planning and Management Information Systems

Department




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30. BAC = Bids and Awards Committee

31. DBM = Department of Budget and Management

32. DENR = Department of Budget and Management

33. EMB = Environmental Management Bureau

34. DA = Department of Agriculture

35. GCG = Good Governance Commission for Government Owned and

Controlled Corporation

36. NEDA = National Economic and Development Authority

37. BFAR = Bureau of Fisheries and Aquatic Resources

III. RESPONSIBILITIES OF THE TSD

The Department is composed of three (3) Divisions namely: Project Planning and

Engineering Division, Construction Management Division, and Facilities and Services

Division.

A. PROJECT PLANNING AND ENGINEERING DIVISION (PPED)

1. Main tasks of the PPED are the following:

a. Prepares infrastructure assessment and pre-feasibility studies to determine and validate the need/demand for identified projects, as well as verify the magnitude, cost and financial/socio-economic viability of such projects

b. Reviews and prepares further studies on project proposals from government and non-government agencies and the private sector to determine compliance with duly approved guidelines for the establishment of post-harvest projects

c. Validates and undertakes the cost-benefit analysis of proposed plans, programs and activities (specifically the proposed capital investment projects) submitted by the operating units for inclusion in the Agency’s Annual and Medium-term plans

d. Coordinates with other units/agencies on the preparation of guidelines and/or

criteria for the establishment of fish ports, ice plants and cold storages, and




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other post-harvest projects nationwide; prepares designs, plans, technical

specifications and cost estimates of the civil works, electro-mechanical works

and the sanitary and architectural aspects of the proposed developmental

projects; develops and recommends appropriate project schemes and

reviews/ verifies the technical aspects of the project proposals submitted by

the operating units and private consultancy firms;

e. Undertakes engineering field surveys and investigations including

hydrographic and topographic surveys, among others; reviews and evaluates

engineering work programs and submits periodic accomplishment reports on

all infrastructure projects.

2. Organizational Structure of PPED

Division Chief

Project Planning

Project Develoment Officer III

Project Develoment Officer II

Project Develoment Officer I

Clerk III & Utility Worker II

Engineering

Engineering Assistant

Engineer II

Engineer III

Engineer IV

Dept.

Manager




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3. Process Flow of work

a. Project Identification

i. Project Proposals submitted by Local Government Units or endorsed by

other government agencies

(1) PDO requests submission of the accomplished TSD Survey Form Sets

A & B and other documents

(2) PDO prepares preliminary project evaluation report upon receipt of

documentary requirements

(3) PDO submits evaluation report with recommendation to Top

Management for approval

(4) PDO sends letter to the proponent and inform them of the result of the

evaluation /recommendation on the proposed project

ii. Infrastructure Assessment Study (IAS)

(1) PDO conducts Infrastructure Assessment Survey to identify potential

site and determine fishery post-harvest facilities needed in the area;

(2) PDO prepares IAS report and submits the report with

recommendation to Top Management for approval

b. Pre-Feasibility Study

i. PDO conducts Validation Survey at the City/Municipality identified to be

potential for establishment of fishery post-harvest facilities to validate the

need/demand for identified projects; identify site/location of the proposed

project, verify the types of facilities and their size/magnitude, cost and

financial/socio-economic viability of such projects

(1) Gathers secondary data from the different offices of the locality;

(2) Conducts FGD with the various industry stakeholders in the area, such

as: fish producers/commercial & municipal fishermen, fishpond and

cage operators, and fish producers associations

(3) Conducts one on one interview with stakeholders using various types

of Survey Forms/Questionnaires:

ii. CE/EE/ME/Arch. conduct Engineering Surveys – hydrographic and

topographic surveys – at the site/s identified and proposed/recommended

by the LGU for the project




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iii. CE/EE/ME/Arch. prepares preliminary site development plan/drawings,

program of works or budgetary cost estimate, financial plan, work plan of

proposed project

iv. PDO packaged the Pre-feasibility Study report and prepares transmittal

memorandum submitting the report to the Top Management for approval

c. Detailed Engineering Study

i. CE/Arch. prepares architectural plan and specification of the proposed

project

(1) Site development plan which include perspective, elevation, sections,

landscaping, traffic circulation

(2) Floor plans, elevations, sections, schedule of door and windows,

finishing works of building facilities

ii. CE prepares civil and structural plan and specification of the proposed

project

(1) Site development plan which include embankment, retaining walls,

revetment, sheet pile design, pier design, causeway design, perimeter

fence details, sidewalks, curbs and gutter, concrete pavement, slabs,

quay wall, stairlanding, banca landing, access road

(2) Foundation layout: footing, footing tie beam and column details;

flooring/roof framing plan; beams, slab, parapet wall details. stair

details, CHB wall layout and details of building facilities

iii. CE/SE prepares sanitary or plumbing plan and specification of the

proposed project

(1) Site development plan which include general notes, legends, outside

fresh water supply layout, outside sewerage layout, outside storm

drainage layout, outfall layout & detail, manhole, gutter type canal,

open canal, screening tank, holding tank, , cistern, elevated water tank

details

(2) Fresh water supply layout, sewerage and downspout layout, septic

vault & catch basin details, plumbing isometric of building facilities




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iv. EE prepares electrical plan and specification of the proposed project

(1) Site development plan which include general notes, legends, , outside

power distribution layout, street & causeway/pier lighting layout

(2) Single line/riser diagram, load schedules, lighting and power layout,

lighting fixture details of building facilities

v. ME prepares mechanical plan and specification of the proposed project

which include equipment sizing, layout and details, equipment

foundation details/plans, process flow diagram, schedule of pipes and

fittings, piping layout

vi. CE/EE/ME/Arch. prepares Program of Works – Detailed cost estimate,

CPM and Terms of Reference of proposed project

vii. CE/EE/ME/Arch. packaged Detailed Engineering Plans and POW for

submission to Top Management for Approval

viii. CE/EE/ME/Arch. endorses the duly approved Detailed Engineering Plans

and Program of Works to the Bids and Awards Committee for inclusion in

the agenda to procurement

d. Other Unit Activities

i. Developmental Projects for Funding

(1) PDO prepares long-lists of projects identified for possible inclusion in

the agency’s budget proposal for the succeeding year for submission

to Top Management for approval and prioritization

> Identifies the projects from the list of Pre-FS, IAS, Preliminary

Evaluation, endorsement of LGUs and other government agencies

(2) PDO endorses the approved short list of projects to the CPMISD and

FSD

(3) PDO accomplishes various DBM Budget forms and submit the same to

the FSD for consolidation




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(4) PDO prepares other documents as maybe required by the DBM and

coordinates its submission to the DBM with the CPMISD and FSD

ii. Project Procurement

(1) CE/EE/ME/Arch. submits Tender Documents of projects included in

the BACs agenda to the procurement/bidding process.

(2) CE/EE/ME/Arch. attends to queries of the bidders concerning the

plans and cost estimates and other relevant issues raised during the

conduct of pre-bid conference

iii. Reportorial Requirement

(1) PDO prepares various reports required by other government agencies

such as NEDA Regional offices, BFAR-Regional offices, DBM, DA, GCG,

and other government agencies

(2) CE/EE/ME/Arch. prepares various reports pertaining to project

implementation required by other government and non-government

entities

B. CONSTRUCTION MANAGEMENT DIVISION

1. Main tasks of the CMD are the following:

a. Supervises the over-all construction of projects either by contract or by administration and ensures proper adherence to plans, specifications, work schedules and safety and health program as provided for in the contract;

b. Oversees the testing of materials and geo-technical investigation conducted by the Contractors;

c. Recommends payments of work accomplishments;

d. Assists the OSD on the turn-over of completed projects to the end-users;




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2. Organizational Structure of CMD

3. Process Flow of work

a. Project Engineer/Inspector conducts pre-construction conference with the Project Contractor

b. Project Engineer/Inspector and Contractor conducts joint site inspection, layout and staking

c. Project Engineer/Inspector coordinates with concerned LGUs and other government agencies relevant issues on project construction

d. Project Engineer/Inspector conducts periodic project inspection and give on-site instruction to the contractor, whenever necessary

e. Project Engineer/Inspector conducts technical meeting to discuss progress of construction and observations

f. Project Engineer/Inspector evaluates and prepares Variation Order/Contract Time Extension/Work Suspension Order upon approval by the Top Management of the Contractor’s request

g. Upon receipt of Contractor’s request, Project Engineers/Inspector prepares Progress Billing

Division Chief

Engineer IV

Engineer III

Engineer II

Clerk III & Utility Worker II

Dept.

Manager




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h. Project Engineer/Inspector conducts punch listing activity upon report of substantial work completion by the contractor

i. Project Engineer/Inspector conducts final inspection upon receipt of request by the Contractor

j. Project Engineer/Inspector prepares Certificate of Project Completion and Acceptance duly conformed by the Contractor to be signed by the Project Management and Top Management

k. Project Engineer/Inspector prepares Certificate of Turn-over to be signed by the Top Management and Acceptance to be signed by the proponent

l. Project Engineer/Inspector coordinates with the OSD, FSD, and Project Management the preparation of Journal Entry Voucher documentary requirements

C. FACILITIES AND SERVICES DIVISION (FSD)

1. Main tasks of the FSD are the following:

a. Oversees the repair/rehabilitation, improvement and major maintenance works of all regional fish port complex (RFPC) facilities (ice plants and cold storages, waste water treatment plant, waste water treatment facilities and other electro-mechanical facilities);

b. Assists the operating units in the formulation and evaluation of operating and maintenance procedures for port facilities/utilities;

c. Evaluates the operational performance of refrigeration facilities, water and wastewater treatment plants and power sub-stations at the regional fish ports;

d. Recommends measures to improve/upgrade existing facilities for efficient performance;

e. Assists the regional fish ports in addressing their environmental concerns;




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f. Secures the necessary Environmental Compliance Certificates (ECCs) of infrastructure projects, and monitors compliance with the Environmental Management Plan (EMP) and other applicable laws in the implementation of developmental projects and operation of port facilities.

2. Organizational Structure of FSD

3. Process Flow of Work

a. Technical Assistance to RFPC and MFP/IP/CS

i. ME/EE gathers, consolidates and evaluates the technical data for the proposed project;

ii. ME/EE conducts site investigation and ocular inspection, perform testing and engineering surveys, if applicable

iii. EE prepares electrical plan and specification of the proposed project (1) Site development plan which include general notes, legends, , outside

power distribution layout, street & causeway/pier lighting layout

(2) Single line/riser diagram, load schedules, lighting and power layout,

lighting fixture details of building facilities

Division Chief

Engineer IV

Engineer III

Engineer II

Engineer I

Environment Specialist

Clerk III

Dept.

Manager




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iv. ME prepares mechanical plan and specification of the proposed project which include equipment sizing, layout and details, equipment foundation details/plans, process flow diagram, schedule of pipes and fittings, piping layout

v. ME/EE submits recommendation to Top Management for approval

b. Review of RFPC-initiated rehabilitation/improvement Projects i. ME/EE review and evaluates technical plans on the proposed project

submitted by the RFPC management ii. ME/EE prepares evaluation report and

(1) submits endorsement/recommendation to Top Management for

approval, if the technical data are found to be acceptable, or

(2) transmit the evaluation report to the concerned RFPCs, if adjustment

in the technical plans is necessary

(3) Once revised, endorsement/recommendation will be submitted to

Top Management for approval




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IV. FLOW CHART




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1

PRE-FEASIBILITY STUDY PREPARATION

(Pre- FS Report)

START

Conduct of Validation and Engineering Survey A

STOP




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Conducts joint site inspection, layout and

sta ing with the Contractor

Conducts technical meeting to discuss pro

gress of construction and observations

Prepares Certi icate of urn-over to be

signed by the op Management and Ac

ceptance to be signed by the proponent

Coordinates with the D, F D, and Project

Management the preparation of ournal

Entry oucher documentary requirements

Evaluates and prepares ariation rder/

ime E tension/ ime uspension upon

approval by the op Management of the

Contractor s request

Coordinates with concerned LGUs and oth

er govt agencies the relevant issues on

project construction

Upon receipt of Contractor s request, Pro

ject Engineers/Inspector prepares Pro

gress illing

Conducts pre-construction conference with

the Contractor

Conducts periodic project inspection and

give on-site instruction to the contractor,

whenever necessary

Conducts punch listing activity upon report

of substantial wor completion by the con

tractor

Conducts inal inspection upon receipt of

request by the Contractor

Prepares Certi icate of Project Completion

and Acceptance duly conformed by the

Contractor to be signed by the Project Man

agement and op Management

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REVIEW OF RFPC-INITIATED PROJECTS