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    Joint Circular No. 1 DBM DENR DPWH

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    Jointcircularno1dbm Denr Dpwh

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    Joint Circular No. 1 DBM DENR DPWH

    Copyright:

    © All Rights Reserved
    Download as PDF or read online from Scribd
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    2K views87 pages

    Jointcircularno1dbm Denr DPWH

    Uploaded by

    Aireen Bonghanoy
    Joint Circular No. 1 DBM DENR DPWH

    Copyright:

    © All Rights Reserved
    Download as PDF or read online from Scribd
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    of 87
    Joint Circalar No. 1 September 30, 1989 (DBM, DENR, DPWH) MANUAL ON BUILDING SERVICES AND REAL PROPERTY MANAGEMENT DEPARTMENT OF 8UDGET AND MANAGEMSNT DEPARTMENT OF ENVIRONMENT AND NATURAL RESOURCES = DEPARTMENT OF PUBLIC WORKS AND HIGHWAYS Joint Circular No. 1 September 30, 1989 e Nationa! Government, ‘Govern Owned ° seeds of Departments, Bureaus, Offices and Ao Soverning Boards and Commissions, Stete Universities and Colles ang/or Controlled Corporations, and All Others Concerned, SUBJECT: MANUAL ON POLICIES, STANDARDS, GUIDELINES AND ISSUANCES ON BUILDING SERVICES AND REAL PROPERTY MANAGEMENT 1.0. This Joint Circular is issued to prescribe the use of the Manual on Building Services and Rea! Pronery Mansge:.ent. it ountaing the pollvies, stadarcs and guidelines on building ard veai aroperty menage ment mandated under Section 3 of Executive Order No. 285 which rationalizes and dacentralizes the functions on building services and rea! property management, among others. 2.0 The Manual shall serve as an authoritative source of information end guidance to ensure maximum efficiency in the delivery of building services and real property management. 2.0. The Manuel-embodies-the standards;guidelines anc issuances on the fotfowing areas: 3.1 Building Services Repair and maintenance of government buildings 2 Allocation of buildings for the various government entities 1.3 Allocation of space within a building 1.4 Rental of building/space 45 1.8 Demolition of buildings Housekeeping services : 2. Janitorial S. Security ¢. Grounds mzinzenance d. Messengerial services 3.2. Real Property !anegement 3.2.1. Disposal of commercial, industrial, end urban properties of the national government 3.2.2 Appraisal of real property 4.0 Strict comaliance with the provisions of this Joint Cire: lar is hereby enjoined, oe) CFULSENCIO S. FACTORAN NELDRELLO RL # , Secretary, DENA i Secretory SPA FOREWORD This Manuai on Suriding Services anu Real Pruperty lanagement, the «irst publication on standards, ‘guideline: and issuances on building services and real property management, was prepared in response to Executive Order No. 285 which rationalizes and decentralizes general services functions pertaining to build ing services and real property management to government agencies and abolishes the Building Services and Real Property Management Office (BSRPMO). This is a joint undertaking of the Systems and Procedures Bureau, Department of Budget and Manage- ment; Department of Public Works and Highways; Department of Environment and Natural Resources; and the defunct Building Services and Real Property Management Office, General Services Administration. A Department of Budget and Management end Department of Environment enc Natural Resources Joint Memorandum, dzted January 28, 1988, and 2 Denactment of Budget and Management Office dated May 30, 1988, were issued autnorizing the constiustion of the fotiowing fer the preparation of this, Manual: Steering Commitise Director Josefino R. Angeles (SPB) — Chairman Assistant Secretary Antonio S. Tria (DENR) — Co-Chairman Director Je: = Meruber Assistant Director Diosdado Silva (DPWH) Member Technical Working Staff Ms. Gloria E. Lauzon (SPB) — Team Leader Mr. Rolando Metin (DENR) — Member Ms, Rosemary P. Rapanut (SPB) Member Engr. Lamberto.de Guzman (BSRPMO) : — Member Atty. Edelfonso Orig (BSRPMO) — Member Engr. Dominador Nace (DWH) Member ‘Ms. Nora Dayoan (SPB) ices and | standards, guidelines and issuances so thet ‘The publication of this manual is 2 benchmark for a continuing effort to improve building se real property management by way of policy and procedu Gelivery of such services can truly be effective. VILLERMO NYCARAGUE Secretary Department of Bud: ‘ang Management TABLE OF CONTENTS Page Joirt Circular No. 1 FOREWORD ii PART1 GENERAL CHAPTERS Chapter 1. General Introduction . : 1 1.1. Purpose 1 1.2 Scope .. i 1.2.1 Building Services 1 1.2.2 Real Property Management i : A 1 1 2.1. Building Serviees and Real Property Management Before E.0. 285 2 2.2 Buiicing Services end Real Property Management After E.0. 285 2 Organization, Authorities and Functionat Responsibilities . . 3 3.1 Building Services 3 3.1.1 Department of Public Works and Highwove ; 3 3.1.1.1 Crtice of mre Secretary . 2 3.1.1.2 Bureau of Maintenance... - 3 3.1.2 Department of Budget end Management 3 3.1.2.1. Systems and Procedures Bureau . 3 3.1.3 Agency or Occupant of the Building 3 3.1.3.1. Office Administrator... .... 3 3.1.4 The Building Administrator . 3 3.2 Reai Property Management . te 3 3.2.1. Department of Environment and Natural 3 3.2.1.1 Office of the Secretary . . 3 3.2.1.2. Lands Management Burs oa) PART 2 Chapter 1. BUILDING SERVICES. Repair and Maintenance of Government Buildings 1.1. Scope of Busiding Repair and Maintenance 11.1 Repair .. A 1.1.1.1. Minor Repai 4.1.1.2 Miaror Revs: 1.1.2. Maintenance Work . a6 1.1.2.1 Routine Activity. 1.1.2.2 Periodic Activity ... 1.1.3. Cepital Repair Work ......., 4.1.3.1 Rehabilitation Work 1.1.3.2. Renovation Work . . 1.1.3.3 Improvement Work, 1.1.4 Urgent Repeir . 1.2. Condtions whereis. = structure or building needs repair, maintenance or demol 1.2.1 Structural Hazards . = we Hazards . : Hazardous Electric Wiring ....... Hazardous Mechanical Installation inadequate Sanitation and Health Facilities : Improper Occupancy and Architectural Eyesore . improper Location . Ulegat Constriscsi ©9000 OBBOBW IIIS NSS 1.3.2. Masonry Works . eorer 2. apter 3, napter 4. Finishes . eee eee eee vee @ Roof Framing System eee : 0 son Framing Syston... a ee re eee ea Geiling Works... 10 Partition/Paneliing Walls. 10 Doors and Windows . - 10 Cabinetries ....- 10 Plumbing System gaol) Water System . 1 Drainage System -..-- u Electrical Works . .... S5885H0 eee " Painting and Varnishing ..... +++ 22seseeees eet 1 es for the ReDair and wiains W Schoo! Buildings u 1.4.2. Health Facilities . "1 14.3. Other Buildings... ay 1.8. Repair or Reconstruction of Buildings Damaged by” “Typhoon | Flood, Fire and other calamities ..... cece eee eeeeee : 12 Allocation of Buildings for Government Entities . 13 2.1 Procedure « pependuaaco 2 22 Criteria in Setecung Office Location .. 3 22.1 Adaptability of Space . 3 22.2 Building Facilities...... 3 22.3. The Proximity of Building to Business Factors . 3 2.2.4 Cost Involved ..... 13 225 Lighting and Ventilation .. 13 2.2.6 Characteristics of the Building 13 22.7 Freedom from-Dirt and-Noise -. 3 228 Size of Office Staff. 13 Space Allocation .......0.ee0 + - err : 14 3.1 Layout 4 3.2. Aids to Pianning Office Layout 4 mental Space Consideration . 4 Services . : 4 Private Offices... 5 Cellutar Offices .. 15 Open-plen Offices 1B Lendscaped Offices 18 & Comparison of Alternatives 16 ‘asic Layout Guides 3 Guide on Space Requirem! 22 25.1. By Position 22 3.5.2. By Unit 2 23 Rental of Building/Space .... 4.1 Standar Rates eeeaeaat 2 Standards/guidenines-to determine the terms and conditions th therprescrstl ds and Guidelines on the Determination of the Reasonableness of Rental Unit Construction Cost . Depreciation Cost Reproduction Cost . Capitalization Re'2 Formula Rete Factor Value . Rental . e660 AMOR. cee cece ees lease cons! 4.2.1 Parties to the Contract . fer 25 4.2.2. Terms and conditions . 28 2 423 Termination of the Contract .. Chapter 5. Demolition of Buildings ...... : 5.1 Guidelines on the Disposal of Public Bi re for Demelitiue of Quildings 5.2.1 Precautions before Demolition . 5.2.2 Chutes ..... 5.2.3. Demolition of Walis! and Chimneys 5.24 Demolition of Floors ....... Chapter 6. Housekeeping Services ........ 6.1 Janitorial Services 5 6.1.1 Standards in Cleaning Office Buildings 6.1.2 Contracting Janitoria! Services . 6.2. Security Services 8.2.1 Security Services Organic to the gency 6.2.2 Basic Systems to be Incorpo: 6.2.3 Contractual Security Services . 8.24 Standards in Contracting Private Security Services | 6.3. Procedures in Contracting Security/Janitorial Services ........ 6.4 Messengerial Services Chapter 7. Building Administrator/Oifice Administrator... .- 7.4 Guidesines m the designation of = Suitowng Administrator 7.2 Responsibilities of a Building Administrator . 7.3. Responsibilities of an Office Administrator .. PART3 REAL PROPERTY MANAGEMENT Chapter 1.... Dispasalaf Commercial, industrial, Lirban Properties af the National Government . 1.1, Real Properties under National Government Jurisdiction ........... 4.2. Procedures on the Disposal of Disposable Property of the National Government . 1.2.1 Sale of Former Alien-Owned Properties . : 1.2.1.1 Disposition by Sale . 2, Sele Without Bidding b. Sale Thru Public Auction . oe 1.2.1.2. Procedure and Requisites in the Award Cancellation of Awards and/or Contracts ...... Leasing of Former Alien-Owned Properties under Amended : 1.24 Sale of Residential, Commercial Buildings and other Improvements 1.2.5 Leasing of Gon Industrial or Urban’ Lands, including vned by the National Gevernmanit /erament-Cwned Buiiding Space and Lot . : Chapter 2. Appraisal of Property 2.1 Real Property Appraisal . . - 2.1.1 Steps in Appreisal . . 5 2.1.2 Three Approaches to Value Estimation . 2.2. Netional Building Appraisal and Valuation . . . 2.2.1 Definitions 2.2.2 Method: of Computation . 2.3 Fundamentals of Land Appraisal . 2.4 The Appraisal Report ..... 2.8 Tentative Appraise’ Unit Cost of Building 2.6 Table of Szructurai Depreciation .. PART@ — ISSUANCES Executive Order No, 285 — Abolishing the Generel Servic: Functions.to Ape spriste Government Agencies ... cee Letter of Instructions No..989 — Regafdirig. 1 of Damage Caused by Fire or othe: Caiami cional Budget Memorandum No, 24 — Procedures/Guidelines in Requesting Releese of Cela- mity Fund for Restoration, Repair or Reconstruction of Typhoon/ Other Calamity Damaged G20) po sapd00dD0—c0 sAenad sooBuanoAeon a 60 en Disnosition of Insurance Poceeds and Repair ~ sand Regulations Imolementing Republic Act No, 5487 as amended by Presidential Decree Nu. 1913. : _ : ee s and Regulations Governing the Organization and Operation of Private Decect ‘and Security Guard Agencies Throughout the Philippines . ‘inistrative Code of 1987 . Public Contracts and Conveyances Contracts ...- 62-2. er of Instructions No. 794 ublic Act No. 477 « Pambanse Big. No. 233 74 76 76 79 80 Part 1 GENERAL CHAPTERS CHAPTER 1. GENERAL INTRODUCTION 1 13 14 1S Purpose To ensure maximum efficiency in the delivery of building services and real property management, this Manual of standards, guidelines and issuances had been prepared by the Systems and Procedures Bureau of the Department of Budget and Management in cooperation with the Department of Environment and Natural Resources, Department of Public Works and Highways and the defunct Building Services and Real Property Management Office, General Services Administration. This Manual provides an authoritative and convenient source of information to all personnel concerned on the standards, guidelines and issuances pertinent to the various aspects of building services and real property management, The user is also provided with an overview of the history of buiiding services and real property management, the organi and functional responsibilities of agencies invoived. The Manual should, therfore, faciiitare i very of building services and real property management, in this sense, it is an invaluabie working toc! cf personnel who are involved in these services. ‘This Manual contains 2 brief background of the building services and real property management before and after Executive Order No. 285, the organization, authorities and functional responsibilities of the agencies which absorbed the functions on building services and real property management and 1.2.1. Building Services Space requirements of the various government entities; Over-all maintenance to include renovation/repair/repartitioning vf the office space as may be required by the user; Janitorial eervices; Security services; Messengerial services 1.2.2. Real Property Management Appraisal of commerciai, indusciei and urver’ properties‘owned oy ine govenment; Custody, sele, rental, lease or transfer of commerciel, Industrie! enc urban prope. ssa ‘ownes by the covernment; 1.2.2.3 Determination of the reasonableness of réntal rates of privately-owned buildings! space rented by national government offi Preparation fre Menuat as rrow.iscued is based osseritiatlv on the existing poiicies, guidelines and stanc: re reviewed and some were updated and modified to conform with new issuances and pov Si Maintenence The Manual wili be reviewed periodically for necessary revisions as prevailing conditions may warrant, to insure that the policies, guidelines and standards es well as procedures are in dccordance with laws, policies, rules and regulations, The need for better ways of doing things will inevitably in time, Changes should thus be promptly made and the Manual kept up to date or it will lose lve. The tack of keeping the Manual current is a joint undertaking and responsibility of the DBM, R, end DPWH. The Nanual is bound in loose leaf form so thet any changes thereto can easily The word “Revised” and the date of the revision shall appear DEN be mede by replacing the affected pages. on the bottom right side of each page. Enforcement iesued free but-distribution shell be limited to the, head: of -zencies/denarments The Manuat * who shali be responsible for Mesonry finishes are of difterént types. They are otten ished floor ‘ual tiles, or masonry wall etd flog finishes™ This ificludes‘the vitrified tiles, vinyl tiles, cement tiles, plain cement, plaster cement, synthetic adobe finishes, etc. The most common defecis here are the existence of hairline cracks due to impest load. Finichos eve dismantiod when heirling cracks are repeired. Root Framing System: The roof framing system is composed of the trusses, rafters, purlins, facia boards, braces and roof girts. As the life of the structures increases, the existence >f ter mites and other pests should be nisservec! Termites are more visible in the internal part of the wood rather than at the exterior appear- ance, Hence, complete replacement with specified materials before applying termite treatment is recommended. Ii the wood is affected externally by termites, this can be partially repaired and be treated by chemicals. Floor Framing System: The common members to be observed here are the floor girts/corbels, floor joists, bridging braces and the T & B flooring. umd. the floor framing ‘ory effects, and sometime sagging. Checking of the actual spacings and sizes of tne materia! installed is very important because these ere some of the errors which could not be easily observed and could produce defects. Minor reoair works neluce putting addizional members to prevent sagging and vibrations. 1g Works: The selling system is composed of the ceiling boards, joists and nailers, 't acts as a non-conductor to the excessive heat transferred from the roof. such at ine sagging and disalignment of the structure occur’aue to the exist- ence of termites, poor installation and poor quality of materials. The ceiling frame is repair able by replacing its damaged parts. Other types of ceiling such as acoustic boards with aluminum T-Runners are seldom damaged due to the kind of material specified. Partition/Panelling Walls: Partition and panelling wells are subject to deterioration and termites infestation. The causes of damage and deterioration must be observed and examined carefully. Alignment, elevation and exterior appearance must be teken into account The actual alignment of doors and windows must be parallel with the existing walls. Tilting ot walls means that there is a slight change of alignment.and elevation of the walls. itabie. Walls need to be replaced with specified mat: jals efter The presence of termites is in ‘vesting them with chemicals. Broken fixed gless windows or partition walls shouid also be replaced. Doors and Windows: There are various types of doors. However, the most common to school puildings, health facilities, and national government buildings ere the penel doors, flush doors, ber type @r siving docrs snd =luminum doors ” Penei and aluminum doers sre seldom amazed. The flush and bar type are the ones always sHected due to the poor installation and fabrication. The boards should be well installed to its nailers and the nailers should be in good condition to hold the boards enc hinges. The doors are of different types. They are the steel casement type, awning type, wooden or iass jalousies, fixed aless or wooden transom windows and old capiz windows. Generally, the most affected windows are the wooden or glass jelousies windows with fixed aransoms and the “capiz”” windows. The wooden or glass blades must be examined carefully Whenever they are worn-out or broken. Then “capiz” type which are fast deteriorating due to the existence of termites and its old age should be replaced. Cabinetries: Cabinets are often used in national government buildings, such 2s the open shelves, closets, drawers built-in cabinets, etc. Damages to some parts including its boards, nailers and locksets are replaceable with the same quality of materials originally used. TI may need complete repainting or varnish 9g Plumbing System: The defects of the system results into two parts, namely: the roughing-ins and the fivtuios. Damages to fixtures and its accessories usyally result in clogging, causing ov lowing and broken, soil pipes. They can beTepaited or cleaned;-either by replacement of som* <0 by cleaning, using @-cleaning device called “oger’*= oe ‘The fixtures, includes the water closets, the lavatories, the urinals, including the tanks of water closets and accessories of lavatories. All accessories of the fixtures and the septic vaults should bbe evemined to see if they nezd gener2! cleaning 1.3.11 Water System: The common defects are the leaking piping system, damaged fittings and fixtures and unserviceable pumping system. The pumping system, the pump and tank, including its fixtures and fittings should be properly checked to see if there is a good supply of water. ‘A considerable increase on meter rate, means there is damage in the water system, 1.3.12 Drainage Syste: Detect of arainage system can be cbserved by the overflowing =nd clogging ‘of pipes. It is more economical if cleaning is applied first before any replacement of pipes are made. However, when the designed slope of the concrete culverts are not properly imple- mented, there is obstruction of flow of sewage materials. 1.3.13 Electrical Works:. In the inspection system, electrical representative must be consulted to gather complete data on electrical repair works in accordance with the rules and regulations of Electrical Code of the Philippines. 4.3.14 Painting and Varnishing: All building structures and their components should be painted and vamisies, whether newly constructed or existing builcings. Painting and varnishing are nec s agains: the siemen Procedures for the repair and maintenance of buildings If and wher s building has any or all of the conditions or defects stated in Section 1.2, the Building Administrator snali prepare the request for the repair and maintenance of said building. Foliewing are the procedures: 1.4.1 Schoo! 541 prepares the reyuest for che répair and maintenance of ‘the schooi building. 1.4.1.2. The request is forwarded to the Provincial/City Building Committees for verification and approval. 4.4.1.3 The Provincial/City Building Committee prepares the priority listing for the province/ city end submits it'to the District Engineer's Office, DPWH. 1.4.1.4 The DPWH District Engineer inspects and prepares the program of work and estimates, based on the priority listing submitted by Provincial/City Engineers Office. 1.4.1.5 The request, including the priority listing, program of work and estimates is for- warded to the Regional School Builcing Committee for concurrence and preperation F the regional aricrity listing. 1.4.1.8 The priority listing, including the program of work and estimetes, is forwarded to ‘PWH Regional Director for concurrence and approval. 1.4.1.7 The request with the approved program ’of work is forwarded to the Bureau of Maintenance (BOM), OPWH for funcing. 1.4.2.1 The Buiicing Acmiinistrator prepares the request for the repair ang ma rurai, barangay, and municipal heelth units and stations, 1.4.22 request for the repair and maintenance is submitted to the provincial health er for concurrence and preparation of provincial priority listing. 1.4.2.3 The DPWH District Engineer inspects and approves the estimates and program of work based on the provincial priority listing. 44.24 The request together with the approved estimates and program of work is forwarded to the Regional Heelth Officer for concurrence/approval and preparation for regional priority listing 4.4.2.5 The regional priority listing, together with the program DPWH Regional Director for approval. 4.4.2.8 The request together with the epproved program of work is forwarded to the Bureau of Maintenance (BGM) of the DPWH for funcing. 1.4.3. Other Buildings 1.4.3.1 The Building Admis requests for repair and meintenance of the buildin. 14.3.2 The request is #

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