Department of Public Works and Highways Issue Date: April 21, 2022

BUREAU OF EQUIPMENT Doc. Code: BOE-QMS-02-F16-REV 02

FLEET AND DREDGING MANAGEMENT
AUDIT (FDMA) CHECKLIST Revision No.: 2
Regional Offices & District Engineering Offices Page No. 1 of 6

Process Scope: Equipment Fleet Management

Area(s): Equipment Management Division / Equipment Services Unit Auditee: Regional Offices and District Engineering Offices
Criteria: DPWH Equipment Fleet Management Issuances, Manuals and other related policies

COMPLIANCE FINDINGS/REMARKS
MAX (Specify reasons for partial,
REFERENCE REQUIREMENTS/EVIDENCE SCO PARTI noncompliance or not
RE YES AL NO N/A applicability, i.e. discrepancies,
incomplete, etc.)

1. ISO Documents and other related documentation

ISO 9001.2015 1 0 Previous Audit:

Clause 7.3 - 1.1 ISO folder; Highlighting Functional Chart 1.00 . . _______________________
Awareness signed by RD&DC/DE&SC 0 0
0 0 OFIs ______ NCs ______
ISO 9001.2015 1 0
Clause 7.1.2 - 1.2 Organizational Chart signed by . .
RD&DC/DE&SC 1.00 0 0
People 0 0
ISO 9001.2015 1.3 Latest IPCR or DPCR signed by ratee and
Clause 9 - raters, including personnel under the 1 0
Measurement, supervision of EMD, AES, ESU, and DM; . 0.5 .
monitoring, 1.00 0 0 0
analysis, and PGS scorecard and backup computations 0 0
evaluation of Implementing Office or EMD
ISO 9001.2015
Clause 6.1 – 1.4 Risk and Opportunity Registers signed by 2 0
Action to RD&DC/DE&SC and evidence for Action 2.00 . 1.0 .
address risks Plans 0 0 0
and 0 0
opportunities
1.5 Copy of previous reports and 1 0
CARD/CARF from EMA, IQA Audit, and . .
ISO 9001.2015 External Audit, if any (BOE will bring 1.00 0.5 1.0
Clause 10 – master list of previous findings to 0 0 0 0
Improvement; countercheck) 0 0
Nonconformity
and corrective 1 0
action 1.6 Evidence of rectification of OFIs or NCs, if 1.00 . 0.5 . 1.0
any 0 0 0 0
0 0
TOTAL SCORE 7.00
2. Equipment Fleet Management Processes
2.1 Acquisition and Disposal
1 0
DO 102 s2015; 2.1.1 Latest RPCPPE of Motor Vehicle and 1.00 . 0.5 .
DO 53 s2018 other Equipment (as of Dec 2021) 0 0 0
0 0
DO 165 s2016; 2.1.2 Photo of filing of Acquisition Documents 2 0
DO 102 s2015; for all units i.e., with or without DPWH . 1.0 .
Memo dtd 2.00 0 0 0
07/15/19 Property Code Number (DPCN) 0 0

2.1.3 Issuance of Certificate of Clearance for 1 0

DO 165, s2016 . 0.5 .
Equipment and Other Obligations 1.00 0 0 0
- latest 3 issued certificates 0 0
Memo dated
July 22, 2019 2.1.4 Programming and Turnover of Service
by Usec EK Vehicles and Equipment for 2 0
Sadain Infrastructure Projects Supervision . 0.5 .
- proof of Base Model of vehicles 2.00 0 0 0
DO 165, s2016 acquired by contractor for DPWH 0 0
- proof of carpooling system or vehicle
management in DEO/RO
DO 3, s2010

Page 1 of 6
 Department of Public Works and Highways Issue Date: April 21, 2022
BUREAU OF EQUIPMENT Doc. Code: BOE-QMS-02-F16-REV 02
FLEET AND DREDGING MANAGEMENT
AUDIT (FDMA) CHECKLIST Revision No.: 2
Regional Offices & District Engineering Offices Page No. 2 of 6

COMPLIANCE FINDINGS/REMARKS
2.1.5 Updated PARs classifying H1M highway MAX (Specify reasons for partial,
REFERENCE
Memo dated REQUIREMENTS/EVIDENCE
maintenance crew) and H1 (officials’ SCO noncompliance or not
July 3, 2019 by transport, administrative and logistics, RE applicability, i.e. discrepancies,
and carpooling) 1 0 incomplete, etc.)
Usec EK . 0.5 . 1.0
Sadain - Check H1M for L300 issued by 1.00 0 0 0 0
BOM-BOE 0 0
- Inventory Table/Matrix of Service
DO 64, s2016 Vehicles per Section/Division with
PAR No. (with and without DPCN)
1 0
DO 64 s2016; 2.1.6 RIE for Temporary assigned vehicles 1.00 . 0.5 . 1.0
DO 53 s2018 and/or equipment, if any 0 0 0 0
0 0
1 0
2.1.7 Authority to Lease Equipment from . 0.5 . 1.0
DO 36 s2014 Private Lessors, if any 1.00 0 0 0 0
0 0
2.1.8 IIRUP/Inventory of Unserviceable 1 0
DO 102 s2015 vehicles and/or equipment, if any (as of 1.00 . 0.5 . 1.0
Dec 2021) 0 0 0 0
0 0
TOTAL SCORE 10.0
0

2.2 Operation, Quick Response Activities and Reporting

2.2.1 Equipment Status, Preventive Maintenance and Utilization Report (ESPMUR)

1 0
a. MS Excel worksheet file of the 1.00 . .
reports for the past 6 months 0 0
0 0
1 0
b. Consistency of inventory among . 0.5 .
ESPMUR Forms, RPCPPE and IIRUP 1.00 0 0 0
0 0
2 0
c. General Format, Codes and . 1.0 .
Pagination 2.00 0 0 0
0 0
2 0
d. Timeliness of submission of reports 2.00 . .
- bring transmittal memo of reports 0 0
DO 134 s2016; 0 0
Memo dtd SUBTOTAL SCORE 6.00
11/08/16; .
2.2.2 Equipment Demand, Availability and Utilization Report (EDAUR)
Memo dtd
10/07/16; 1 0
a. Copy of Last 2 months 1.00 . .
Memo dtd 0 0
07/03/19; 0 0
Memo dtd 1 0
12/02/19; b. Consistency of entries between . 0.5 .
EDAUR Forms and RPCPPE 1.00 0 0 0
Memo dtd 0 0
6/25/20 1 0
c. Calculation of Formulas 1.00 . 0.5 .
0 0 0
0 0
d. Verification of Basis of Reported 1 0
Demand, Utilization, and Fleet 1.00 . 0.5 .
Requirements 0 0 0
0 0

e. Verification in Reported Acquisition 1 0

Information, Rentals and Costs (vs. 1.00 . 0.5 .
PAR) 0 0 0
0 0
1 0
f. General Format, Codes and . 0.5 .
Pagination 1.00 0 0 0
0 0
SUBTOTAL SCORE 6.00

Page 2 of 6
 Department of Public Works and Highways Issue Date: April 21, 2022
BUREAU OF EQUIPMENT Doc. Code: BOE-QMS-02-F16-REV 02
FLEET AND DREDGING MANAGEMENT
AUDIT (FDMA) CHECKLIST Revision No.: 2
Regional Offices & District Engineering Offices Page No. 3 of 6

REFERENCE REQUIREMENTS/EVIDENCE MAX COMPLIANCE FINDINGS/REMARKS

SCO 1 0 (Specify reasons for partial,
DO 64 s2016; 2.2.3 Driver/Operators’ Trip Ticket (2 SVs, 2 . 0.5 .
DO 63 s2016 HME, 2 Dredges) 1.00 0 0 0
0 0
1 0
DO 64 s2016; 2.2.4 Equipment Logbook (2 SVs, 2 HME, 2 1.00 . 0.5 .
DO 63 s2016 Dredges) 0 0 0
0 0
1 0
DO 64 s2016; 2.2.5 Fuel and Lubricant Requisition Slip (2 . 0.5 .
DO 63 s2016 SVs, 2 HME, 2 Dredges) 1.00 0 0 0
0 0
1 0
DO 85 s2005 2.2.6 Latest Monthly Fuel Consumption 1.00 . 0.5 .
Report 0 0 0
0 0
1 0
2.2.7 Latest QRA Database Report (for “The . 0.5 .
DO 87 s2018 Big One” Earthquake) 1.00 0 0 0
0 0
SUBTOTAL SCORE 5.00
TOTAL SCORE 17.0
0
2.3 Maintenance, Upkeep and Funding
1 0
DO 64 s2016 2.3.1 EMF Utilization Report or AMWP/PB 1.00 . 0.5 . 1.0
0 0 0 0
0 0
3 0
2.3.2 Annual PM Program for 2022 and latest . 1.7 .
Quarterly PM Program 3.50 5 5 0
0 0
2.3.3 Monitoring of PM Compliance 4 0
DO 63 s2016; - For AES/ESU/EMD: photo of . 2.0 .
Memo dtd compliance bulletin board/document, 4.00 0 0 0
05/31/16 and/or memo to end-users re 0 0
scheduled service
2.3.4 Work Order for PM (2 SVs, 2 HME, 2 2 0
Dredges) and relevant documents (IAR, 2.00 . 1.0 .
WMR, PR, etc) 0 0 0
0 0
2.3.5 Work Order for CM (2 SVs, 2 HME, 2 2 0
Dredges) and relevant documents (IAR, . 1.0 . 2.0
2.00 0 0 0 0
WMR, PR, etc) 0 0
DO 63 s2016;
DO 126 s2019 2.3.6 Post-inspection Report for Outside 1 0
Repair (2 SVs, 2 HME, 2 Dredges) and 1.50 . 0.7 . 1.5
relevant documents (IAR, WMR, PR, etc) 5 5 0 0
0 0
DO 64 s2016;
Memo dtd 2.3.7 Average Upkeep Score (x 8.00) 8.00
04/20/15
DO 63 s2016; 2.3.8 History of Repair and other Maintenance 1 0
Records (Manuals, Compilations, etc.) . 0.5 .
DO 64 s2016; 1.00 0 0 0
DO 126 s2019 (2 SVs, 2 HME, 2 Dredges) 0 0
TOTAL SCORE 23.0
0
A. 3. Safety, Resources, and other fleet requirements
2 0
3.1 Hot Work Permit/LOTO (photo of . 1.0 . 2.0
DO 162, s2015 implementation and sample signed permit) 2.00 0 0 0 0
0 0
3.2 Personal Protective Equipment (PPE) 3 0
Memo dtd inventory document and photo of 3.00 . 1.5 .
02/12/15 distributed/being utilized by personnel 0 0 0
0 0
ISO 3.3 Safety Reports (Drills, Toolbox Meeting, 2.00 2 1.0 0
45001:2018 Accident Reports, etc.) . 0 .
Clause 7.5 0 0
Documented Minutes of the Meeting and Attendance 0 0
Info. Sheet using DO60 latest forms
DO60, s2022

Page 3 of 6
 Department of Public Works and Highways Issue Date: April 21, 2022
BUREAU OF EQUIPMENT Doc. Code: BOE-QMS-02-F16-REV 02
FLEET AND DREDGING MANAGEMENT
AUDIT (FDMA) CHECKLIST Revision No.: 2
Regional Offices & District Engineering Offices Page No. 4 of 6

REFERENCE REQUIREMENTS/EVIDENCE MAX COMPLIANCE FINDINGS/REMARKS

ISO SCO 2 0 (Specify reasons for partial,
45001:2018 3.4 Safety Tools (Signages, Fire extinguisher, . 1.0 .
Clause 7.1 First Aid Kit, etc.) (photo of distribution or 2.00 0 0 0
Resources location in the facility) 0 0
ISO 9001:2015 3.5 TESDA NC II Certifications
Clause 7.2 - Report in table or matrix form listing 2 0
Competence Heavy Equipment Operators, . 1.0 .
Mechanics, and Drivers and their 2.00 0 0 0
NCs per qualification (type of 0 0
DO64, s2016 equipment) with expiration dates
ISO 2 0
45001:2018 3.6 Inventory documents of Maintenance 2.00 . .
Clause 7.1 Shop tools 0 0
Resources 0 0
3.7 Inventory documents of computer support
(Software, Internet Connection, Printer,
Phone, etc.)
ISO 9001:2015
Clause 7.1 3 0
Resources . 1.5 .
3.00 0 0 0
Fleet requirements per DO64 (relevant
requests to meet demands) 0 0
DO64, s2022
Fleet appropriateness (report on
inappropriate equipment assigned to IO)
TOTAL SCORE 16.0
0
4. Safety On-board All DPWH Dredges and Support Vessels
1 0
DO 74 s2015 4.1 Safety Trainings and Certifications 1.00 . 0.5 .
0 0 0
0 0
1 0
DO 74 s2015 4.2 Personal Protective Equipment (PPE) 1.00 . 0.5 .
0 0 0
0 0
1 0
. 0.5 . 1.0
DO 74 s2015 4.3 Safety Bulletin Board 1.00 0 0 0 0
0 0
1 0
DO 74 s2015 4.4 Emergency and Life Saving Equipment 1.00 . 0.5 .
0 0 0
0 0
1 0
. 0.5 .
DO 74 s2015 4.5 First Aid Kit 1.00 0 0 0
0 0
1 0
DO 74 s2015 4.6 Safety Signage 1.00 . 0.5 .
0 0 0
0 0
1 0
. 0.5 .
DO 74 s2015 4.7 Daily Safety Checklist 1.00 0 0 0
0 0
TOTAL SCORE 7.00

5. Guidelines on Positioning and Movement of Dredges and Floating Equipment During Heavy Weather
1 0
DO 136 s2015 5.1 Mooring ropes/cables 1.00 . 0.0 .
0 0 0
0 0
1 0
5.2 Record of activities: preparation, . 0.5 .
DO 136 s2015 securing/sheltering, and recovery 1.00 0 0 0
0 0
1 0
DO 136 s2015 5.3 Identified sheltering zone/area 1.00 . 0.0 .
0 0 0
0 0
1 0
. 0.5 .
DO 136 s2015 5.4 Weather Monitoring 1.00 0 0 0
0 0
TOTAL SCORE 4.00

Page 4 of 6
 Department of Public Works and Highways Issue Date: April 21, 2022
BUREAU OF EQUIPMENT Doc. Code: BOE-QMS-02-F16-REV 02
FLEET AND DREDGING MANAGEMENT
AUDIT (FDMA) CHECKLIST Revision No.: 2
Regional Offices & District Engineering Offices Page No. 5 of 6

1 0
. 0.5 .
DO 07 s2016 6.1 Dredging Plan 1.00 0 0 0
0 0
1 0
DO 07 s2016 6.2 Dredging Project Management Team 1.00 . 0.5 .
0 0 0
0 0
1 0
. 0.5 .
DO 07 s2016 6.3 Operational Funds, POW and DUPA 1.00 0 0 0
0 0
MAX COMPLIANCE FINDINGS/REMARKS
REFERENCE REQUIREMENTS/EVIDENCE SCO (Specify reasons for partial,
YE PAR NO N/A noncompliance or not applicability, i.e.
RE S TIAL discrepancies, incomplete, etc.)
1 0
6.4 Dredging Accomplishment Reports . 0.5 .
DO 07 s2016 (MDAR) 1.00 0 0 0
0 0
1 0
DO 07 s2016 6.5 Spoils Site 1.00 . 0.5 .
0 0 0
0 0
1 0
. 0.5 .
DO 07 s2016 6.6 Spoils Handling and Disposal 1.00 0 0 0
0 0
1 0
DO 07 s2016 6.7 Liquidation Reports 1.00 . 0.5 .
0 0 0
0 0
TOTAL SCORE 7.00

7. Guidelines for the Dry Docking and/or Repair of DPWH Dredges and Other Floating Equipment
1 0
DO 8 s2019 7.1 Project Management Plan (PMP) 1.00 . 0.5 .
0 0 0
0 0
1 0
. .
DO 8 s2019 7.2 Inspection Report of Dredge Master 1.00 0 0
0 0
1 0
DO 8 s2019 7.3 Budgetary Cost Estimate (BCE) 1.00 . .
0 0
0 0
1 0
. .
DO 8 s2019 7.4 PERT-CPM 1.00 0 0
0 0
1 0
DO 8 s2019 7.5 Safety Plan 1.00 . .
0 0
0 0
1 0
. .
DO 8 s2019 7.6 Program of Work for DDR (POW) 1.00 0 0
0 0
1 0
DO 8 s2019 7.7 Monthly Accomplishment Monitoring 1.00 . .
Report 0 0
0 0
1 0
. 0.5 .
DO 8 s2019 7.8 Performance Trial 1.00 0 0 0
0 0
1 0
DO 8 s2019 7.9 Statement of Work Accomplished (SWA) 1.00 . .
0 0
0 0
TOTAL SCORE 9.00

8. Preventive Maintenance of All DPWH Dredges (CSD, AE, MPAD, SV)

1 0
8.1 Preventive Maintenance . 0.5 .
DO 27 s2022 Schedule/Program Implementation 1.00 0 0 0
0 0
DO 27 s2022 8.2 Preventive Maintenance Daily Checklist 1.00 1 0.5 0
Page 5 of 6
 Department of Public Works and Highways Issue Date: April 21, 2022
BUREAU OF EQUIPMENT Doc. Code: BOE-QMS-02-F16-REV 02
FLEET AND DREDGING MANAGEMENT
AUDIT (FDMA) CHECKLIST Revision No.: 2
Regional Offices & District Engineering Offices Page No. 6 of 6

. .
0 0 0
0 0
1 0
DO 27 s2022 8.3 Timeliness of PM Activities 1.00 . 0.5 .
0 0 0
0 0
1 0
. 0.5 .
DO 27 s2022 8.4 Documentation or History of Maintenance 1.00 0 0 0
0 0
TOTAL SCORE 4.00

TOTAL MAXIMUM SCORE 104.00 ACTUAL

SCORE

Prepared by: Noted by:

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