Solicitation Number: 2022-09 Trade Agreement: Implementing Rules and Regulations Procurement Mode: Selection based on Consultants Qualification Classification: Consulting Services Category: Consulting Services Approved Budget for the Contract: PHP 800,000.00  Delivery Period: 10 Month/s Client Agency: Contact Person: EVELYN COLUMBRES MALIGAD BAC Secretariat Old Rotary Park, Fort San Pedro, Iloilo City Iloilo City Iloilo Philippines 5000 63-033-3351878 Ext.0 63-033-3369542 evelyn.maligad@yahoo.com	Status	Closed
	Associated Components	1
	Bid Supplements	0
	Document Request List	0
	Date Published	03/03/2022
	Last Updated / Time	03/03/2022 00:00 AM
	Closing Date / Time	10/03/2022 13:00 PM
Description   TERMS OF REFERENCE Assisting Professional (AP) for Infrastructure Works I. Background The Department of Environment of Natural Resources (DENR) through the National Forest Development Office (NFDO) implemented the Forestry Sector Project (FSP) Phase 1 in 1993 until the end of 2003 with financial assistance from the Japan Bank for International Cooperation (JBIC). The FSP has adopted Community-Based Forest Management (CBFM) as a main strategy towards Sustainable Forest Management (SFM). Recognizing the significant accomplishment of FSP 1, a second phase of the FSP was conceptualized in 2003 to implement participatory sustainable watershed management and improve the economic condition and quality of life of the upland dwellers and downstream communities in three (3) critical river basins- the Upper Magat and Cagayan in Ifugao (CAR), Nueva Vizcaya and Quirino (Region 2), Upper Pampanga in Nueva Ecija (Region 3), and Jalaur in Iloilo (Region 6). However, the subsequent implementation of FSP 2 was delayed for almost a decade since its conceptualization in 2003 due to policy, institutional and economic changes and setbacks both from the recipient country and the funding agency. Finally, in March 2012 the Government of the Philippines (GOP) and the Japan International Cooperation Agency (JICA) signed a loan agreement for the ten (10) year implementation of the former FSP 2 now the Forestland Management Project (FMP) within the aforecited river basins. The Project aims to improve forestland management through collaborative and holistic implementation of comprehensive and sustainable forestland management strategies in the three (3) critical river basins. The Project likewise complements the current National Greening Program (NGP) and focuses on Comprehensive Site Development (CSD) which include: 1) Survey, Mapping and Planning (SMP); 2) Community Organizing (CO); 3) Site Development (SD); 4) Agroforestry Support Facilities (ASF); 5) Policy Initiative; 6) Monitoring and Evaluation; 7) Project Management and Supervision (PMS). The Project is expected to integrate conservation and development-oriented activities with full participation and capacitation of local communities and/or 147 Peoples Organizations (POs) within the 24 sub-watershed areas including the DENR and other stakeholders. The Project includes implementation of civil works to support the implementation of forestland site development through Component 4: Agroforestry Support Facilities (ASF). Together with the implementation of the Component, the Assisting Professional (AP) in coordination with the Site Engineers (SE) and Infrastructure Specialist (IS) shall provide technical assistance and expertise to concerned proponents such as the Provincial Project Management Offices (PPMOs), Local Government Units (LGUs) and Peoples Organizations (POs). II. Objectives of the Services The Project had attained two of the four ASF milestones/phases namely Participatory Planning and Preparation of Detailed Engineering Design and currently implementing the remaining last two ASF milestones/phases specifically Construction and Maintenance of subprojects. The services of the AP for infrastructure works shall be inclusive of the following responsibilities and activities grouped in to two: A. Group 1: Construction Activities 1. In coordination with the IS and SE, conduct the pre-construction conference of the subproject for implementation; 2. Supervise the implementation and/or construction of ASF infrastructure subprojects in accordance with the approved construction plans, specifications and contract documents in coordination with the IS and EF; 3. Prepare the modules and facilitate the conduct of workshop and training of POs and FIUs in monitoring of ASF subprojects under construction phase. 4. Facilitate weekly site coordination meeting with subproject contractor, beneficiaries and SW FIU to discuss construction related issues and concerns. The AP to document the discussions/agreements made and prepare reports for RPMO/PPMO information; 5. Facilitate monthly contractors meeting to discuss construction related issues and concerns; 6. Maintain and update the Contract Management & Information System (CMIS) for ASF every 30th day of the month including posting of geo-tagged field photos taken every 50 meters at all sides; 7. Maintain and update ASF Monitoring Tool and matrix of ASF compliance to Project’s safeguards requirements; 8. Review and process proposed ASF variation orders in coordination with the IS and SE; 9. Facilitate the conduct of inspection activities by the inspectorate team relative to the progress billings submitted by contractors; 10. Review the contractor’s billing documents and make recommendations based on the results of inspection conducted; 11. Be the lead person in the conduct of pre-final and final inspection of completed ASF subprojects. B. Group 2: Miscellaneous Activities 1. Ensure the compilation and safe keeping of subprojects documents from identification, DED & POW, RSAC approval, procurement, construction, turn-over and O&M. 2. Prepare the modules and facilitate the conduct of Operation and Maintenance Workshop for completed ASF subprojects including the establishment of agreements with the LGUs/stakeholders to ensure sustainability of the ASF infrastructure subprojects; 3. Monitor the LGUs and POs in implementing the ASF subproject O&M plans and prepare the corresponding monitoring report; 4. Develop the maintenance scheme for SUSIMO buildings including the conduct of monthly monitoring/inspection of SUSIMO buildings; and 5. Perform tasks related to oversight of civil works undertakings of the PPMO. III. Deliverables and Outputs The deliverables and outputs shall be packaged and submitted to the PPMO which would be the basis for the release of the monthly remuneration based on the computed weights. The following are the expected deliverables and outputs of the APs with its corresponding percentage weights. Activities Deliverables/Outputs and Frequency of Submission Percentage Weight 1. For CPMO Submission: a. Updating ASF CMIS b. Updating ASF Monitoring Tools c. Updating ASF Safeguards Compliance Monthly Reports for CMIS, ASF Monitoring Tools and Safeguards Compliance to be submitted every 5th day of the following month 30% 2. Subproject Supervision: To be implemented regularly, reports of which shall be part of the monthly report: a. Supervision of ASF construction. AP to conduct at least two site visits per subproject per month b. Facilitate weekly site coordination meeting c. Facilitate contractors monthly meeting To be implemented as required, reports of which shall be part of the monthly report: d. Conduct of pre-construction conferences e. Facilitate the conduct of workshop and training of POs and FIUs in monitoring ASF subprojects under construction phase f. Review/process proposed subproject variation order g. Review and process contractor’s progress billing as validated by the inspectorate team h. Facilitate the conduct of pre/final inspection of subproject i. Prepare the Project Completion Report (PCR) for completed ASF subprojects a. Site Inspection Reports to be prepared three (3) CDs after each site visit b. Signed minutes of activity per subproject to be prepared three (3) CDs after each site visit c. Signed minutes of activity d. Signed minutes of activity e. Completed the training of POs and FIUs within the SW, signed activity report to be submitted three (3) CDs after each activity (Number of workshops/trainings will depend on the number of POs with ASF subprojects) f. Processed VO to be submitted to CPMO for review five (5) CDs upon receipt from the contractor g. Reviewed and processed contractor’s progress billing within fifteen (15) CDs upon receipt from the contractor h. Signed pre/final inspection reports by the inspectorate team three (3) CDs after the conduct of each activity i. Signed Project Completion Report for each completed subproject three (3) CDs after the turn-over of the subproject to the LGU and/or PO 60% 3. Operation and Maintenance: To be implemented regularly, reports of which shall be part of the monthly report: a. Monitoring/inspection of SUSIMO Bldgs. To be implemented as required, reports of which shall be part of the monthly report: b. Facilitate the conduct of O&M Workshop for completed ASF subproject one (1) month prior to subproject turn-over c. Prepare the tripartite O&M MOA of the completed ASF subproject d. Prepare the O&M plan for each SUSIMO Bldg. a. Monthly Monitoring Reports signed by the SMOs to be submitted on the 5th day of the following month b. Final O&M Plan of the subproject right after the workshop c. Signed MOA and O&M Plan of the completed subproject d. Immediate or one (1) month after acceptance of new TOR 10% T O T A L 100% IV. Degree of Expertise, Qualification, and Competencies 1. The Assisting Professional (AP) for Infrastructure Works should hold a professional qualification in civil engineering and be a member of the Philippine Institute of Civil Engineers (PICE); 2. The AP should possess a solid academic background, a post graduate studies in relevant fields or an accreditation from a government recognized professional institution will be an advantage; 3. At least five (5) years in construction management that supervises the pre-implementation and implementation phases of both vertical and horizontal projects. Supervisory experience with any Foreign-Assisted Project (JICA, WB and/or ADB) shall be an advantage; 4. At least five (5) years’ experience of implementing rural infrastructure in the Philippines including design, construction and maintenance of farm to market roads and communal irrigation schemes; 5. At least five (5) years previous experience in the use of or exposure to works in labor-based methods of construction and participatory development of infrastructures; 6. Knowledge and experience in local participation in the identification and planning of local infrastructure works; 7. Have excellent knowledge and experience in carrying out civil works without adverse effects to the environment; 8. Good writing and communication skills; and 9. Physically fit to perform actual site visits and monitoring. V. Cost Requirement The Assisting Professional (AP) for Infrastructure Works will receive a monthly compensation of eighty thousand pesos (PhP80,000.00) inclusive of all-out of pocket expenses subject to mandatory withholding taxes and existing accounting and auditing rules and regulation. VI. Duration of Assignment, Duty Station and Expected Place of Travel of the Contract: The contract will be effective for ______ months and may be extended or renewed at the discretion of the DENR-FMP-CPMO and/or PPMO subject to quarterly performance review and appraisal. The contract may be terminated during its effectivity on the ground of willful misconduct and failure to perform the tasks and responsibilities indicated in the Terms of Reference. The AP shall report to the PPMO every working day during the contract period unless on official field work or site visit covered by a travel order/authority, the AP is expected to be on field work at least four (4) calendar days per week.