1 Minutes of the 1st MONTHLY COORDINATION MEETING

2 for the CONSTRUCTION OF UPOU LEARNING COMMONS

3 held on December 11, 2019 at the Sandbox, CCDL
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5
6 Members Present:
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8 1. Dr. Marloe B. Sundo – PDA/Project Manager
9 2. Engr. Arnel I. Pantig – Technical Consultant, Civil
10 3. Engr. Maria Therese Sandra C. Cacas – Junior Engineering Associate, CDMO
11 4. Mr. Erwin M. Moong – Junior Project Associate, CDMO
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13 Also present:
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15 1. Engr. Val Demsey Cabanilla – Project Engineer, A. E. Centeno Construction
16 (Contractor)
17 2. Engr. Gil A. Villaflores – Operations Manager, A. E. Centeno Construction
18 (Contractor)
19 3. Engr. Marcos Lalu Jr. – Operations Manager, A. E. Centeno Construction
20 (Contractor)
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23 I. Call to Order
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25 The meeting was called to order at 3:30 PM with Dr. Sundo presiding.
26
27 II. Adoption of the Agenda
28 The committee approved the provisional agenda:
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30 1. Call to Order
31 2. Adoption of Agenda
32 3. Review and Approval of Minutes of the Previous Meeting
33 4. Matters Arising from the Minutes of the Previous Meeting
34 5. Project Status/Submittals
35 a. Accomplishment Report
36 b. Contractor’s Key Personnel
37 c. Building Permit
38 6. Other Matters
39 7. Adjournment
40
41 III. Review of the Minutes of the Pre-Construction Meeting
42 The minutes of the meeting were approved with the following correction/s:
43
44 On page 2 line 98 – replacement of the words “The contractor should” with “For rebars,”
45 On page 2 line 70 – “corrugated” was added before the words GI sheets
46
47 IV. Matters Arising from the Minutes of the Pre-Construction Meeting
48
49 1. Groundbreaking Ceremony – No update yet if this will be pushed thru.
50
51 2. Project Start Date – The contractor received the Notice of Site Possession last
52 November 13, 2019 which shall be the effective date of the start the project and
53 will end on May 10, 2020.
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 55 3. Project Signages – The Project Signage has not yet been installed. Engr.
56 Cabanilla asked where will it be located. Dr. Sundo suggested to put it near the
57 entrance of their materials deliveries, facing the IRRI road.
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59 4. Perimeter Fence – It was suggested that the perimeter fence should be uniform
60 in color.
61
62 5. Construction Plans and Documents for Building Permit – Dr. Sundo asked for
63 update on the building permit. Engr. Cacas mentioned that the forms have just
64 been returned to UPOU from the contractor. These will be forwarded to the
65 designer (EOOA) to be filled-up with their design consultants which will then be
66 returned to UPOU for Chancellor’s signature.
67
68 6. Safety Engineer/Officer, PERT-CPM, S-Curve – Dr. Sundo asked the
69 contractor who is their safety engr./officer. Engr. Villaflores mentioned that their
70 safety officer will be present on the site starting January 2020. Dr. Sundo said
71 that there should be both Safety Engr./Officer and Quality Control Officer on site.
72
73 The PERT-CPM and S-Curve were already submitted last month.
74
75 7. Material Samples – Dr. Sundo mentioned that the standard procedure should
76 always be followed whenever there is concrete pouring. There should be testing
77 of rebars for foundations/columns and submission of request for pouring. He also
78 recommended to the contractor to excavate a test pit/open trench at the middle
79 part of the footings which is deeper compared to the other footings.
80
81 For the testing of rebars, there should be random testing per batch of delivery.
82 The rebars to be tested should be 1 meter in length per size. For the job mix, there
83 should also be a trial mix at the site prior to concrete pouring. Engr. Pantig
84 mentioned that during actual concrete pouring there should be samples/concrete
85 cylinders.
86
87 8. Plans and Bill Of Quantities (BOQ) – The contractor was requested to provide
88 soft copy of the BOQ in excel for UPOU’s reference.
89
90 9. Submeters – The electrical submeter has already been tapped while the water
91 submeter is yet to be tapped. The contractor was informed that the billing for both
92 utilities is every month.
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94 10. Key Personnel – Engr. Villaflores mentioned that they will submit the list of key
95 personnel by January 2020. Dr. Sundo said that if the contractor has to change
96 their personnel, they should inform UPOU. Engr. Villaflores asked if it’s okay
97 that if ever their Safety Officer is not available, their other Safety Officer will
98 come to the site. Dr. Sundo clarified that only one name be submitted (unless
99 he/she will be replaced) for accountability purposes.
100
101 It was also mentioned that PPE (Personal Protective Equipment) is required at the
102 site, including the visitors.
103
104 11. Project Monthly Coordination Meeting – It was agreed to be conducted every
105 Tuesday or Wednesday of the last week of the month.
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109
110 V. Other Matters
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112 1. Protocol – Dr. Sundo requested that there should be a Representative from PITC
113 to attend every Monthly Coordination Meeting so that they will be aware on the
114 status/progress of the project.
115
116 2. Advance Payment – Engr. Pantig asked for the status of AECC’s advance
117 payment. According to Engr. Villaflores, they submitted their request last
118 October 24, 2019 but until now, it’s still on process. It was suggested to them to
119 follow up directly on PITC’s office in Makati.
120
121 3. Shop Drawings/RFA/RFI – It was discussed that the shop drawings should be
122 updated as the project progresses. For the RFA/RFI, it was agreed that these
123 requests should be submitted to UPOU then UPOU will be the one to coordinate
124 with the designer and vice-versa. This is to closely monitor the project.
125
126 4. Accomplishment Report – Overall accomplishment as of Dec. 10, 2019 is
127 1.02% with a negative slippage of 0.88% based on their submitted S-curve.
128
129 5. Variation Order – If there’s a discrepancy between the actual quantity and the
130 BOQ, the contractor may submit a request letter for VO to PITC for UPOU’s
131 validation regarding their claim.
132
133 6. Progress Billing – 1st Progress Billing should be atleast 20% accomplishment of
134 the project. Succeeding billings could be claimed monthly. Request for payment
135 should be addressed to PITC with corresponding attachments including the BOQ
136 for UPOU’s easier evaluation.
137
138 7. Time Extension – Ideally, the contractor may avail of the contract time
139 suspension if their progress billing payment has not yet been received after 45
140 days from the submittal of their request to PITC. However, effectivity for the
141 suspension will start after 15 days. Additionally, contract time extension may also
142 be availed due to weather conditions based on Agromet rainfall data (located in
143 UPLB).
144
145 8. RFI No. 1 – Response of the designer has already been sent thru email to the
146 contractor last Dec. 6, 2019. For formality, it was recommended that everytime
147 there are construction bulletins, these should have signature of the designer or
148 stamped with “For Construction”.
149
150 VI. Adjournment
151
152 With no other agenda, the meeting was adjourned at 4:40 PM.
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154
155 Note: All items in this minutes of the meeting shall be deemed correct and final unless a
156 written notice to the contrary is given within three (3) days from receipt of this document.
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163 Prepared by: Noted by:
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167 Name Name
168 (Designation) (Designation)
169 (DPWH) (DPWH)
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172 Conformed and Agreed by:
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176 Name Name
177 (Designation) (Designation)
178 (UPOU) (ABAA)
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183 Name Name
184 (Designation) (Designation)
185 (Teravera Corporation) (PMO-OVPD)