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Guidelines on the Implementation of the School Furniture Program

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Enclosure to DepEd Order No. 35, s. 2017

Enclosure 3 of the Revised Guidelines for the Implementation of the Basic Educational Facilities Funds

Guidelines for the Implementation of the SCHOOL FURNITURE PROGRAM under the Basic Educational Facilities Fund (BEFF)

1. Manner of Allocation

a. The annual budget for the School Furniture Procurement Program under the Basic Educational Facilities Funds shall be used to address the furniture requirements of priority schools.

b. As provided in the Special Provision of the General Appropriation Act (GAA 2017), twenty-five percent (25%) of the budget shall be used to procure school furniture from Cooperatives further broken down as follow:,

1. Ten percent (10%) shall be allocated to cooperatives of Persons With Disabilities (PWD);

2. Fifteen (15%) to other types of cooperatives.

3. The remaining 75% shall be allocated for regular suppliers following the procurement procedures herein.

The Central Office EFD shall facilitate the downloading of funds to the respective implementing units.

2. Identification of Recipient Schools

a. Priority shall be given to schools which are recipients of new academic classrooms under the school building program implemented by the DPWH, DepEd and other funding sources such as those constructed by the Local Government Units (LGUs);

b. Second priority should be accorded to schools in need of classroom seats. The result of the latest Furniture Analysis in the EBEIS, NSBI, and/or OUA/EFD Surveys shall be used as basis in determining classroom furniture needs.

3. Design and Specifications

The school furniture shall oe manufactured in accordance with the DepEd standard design and specifications (Annex B).

4. Type of Materials

The DepEd standard design of armchairs made of all wood, combination of wood and steel, engineered bamboo, and nonwood based materials shall be adopted. All these materials shall be allowed to participate in any bidding (i.e bidding should not be exclusive to any type of material), except for bamboo as mandated by EO No. 379.

5. Standard Package for School Furniture

The set of armchairs based on standard shown below shall also be provided with a set of teacher’s table and chair:

a. For Kindergarten – 5 sets of modular tables and chairs (1 set consist of 2 modular tables and 6 chairs)

b. For Elementary and Junior High Schools – 45 units of armchair, 2 units shall be intended for left handed elementary and secondary students;

c. For Senior High Schools – 40 units of armchair, 2 units shall be intended for left handed senior high school students.

d. Science laboratory table and stools – 7 sets of tables and stools (1 set consist of 1 table and 6 stools);

e. Workshop table and stools – 7 sets of tables and stools (1 set consist of 1 table and 6 stools).

6. Procurement Method

a. The Division Offices shall conduct the procurement of school furniture using the Sub-AROs downloaded by the Central Office.

b. The Regional Offices shall procure school furniture from cooperatives following the provisions of R.A. 9184 using the fifteen percent (15%) budget allocation for cooperatives issued by the Central Office through a Sub-ARO.

c. Upon receipt of the Sub-ARO, the concerned Division/Regional Office shall obligate the funds within three (3) months from date of Sub-ARO, subject to the existing budgeting, accounting and auditing rules and regulations. In the event that the funds are not obligated within the three month period, the concerned Division/Regional Offices is obliged to report unobligated funds and to submit a Certificate of Availability of Funds immediately to the Budget Division of the Central Office. In this case, the Budget Division will issue a negative sub-ARO and Regional Office/ Central Office shall take-over the procurement and implementation of the said projects. The failure will be reflected in the performance, ranking and/or standing of the concerned office/s.

d. The DepEd Central Office shall procure school furniture from cooperatives of Persons with Disability (PWD) using the ten percent (10%) budget allocation earmarked for cooperatives of PWD. The DepEd Central office shall also procure 10% of the budget for the replacement of school furniture and for the procurement of science laboratory tables and stools, workshop table and stools.

7. Contract Implementation

The Inspection of school furniture must be conducted in three different stages. School furniture must be inspected during pre-delivery, during deli very and post-delivery. In each stage, the school furniture must be inspected following the hereunder inspection procedures.

a. Pre-Delivery Inspection Stage – Pre-delivery inspection shall be conducted pr ior to the delivery of finished school furniture to recipient schools inspection may be conducted at random at the manufacturing site of the supplier. The number to be inspected should not be less than the number of recipient schools. The following are the pre-delivery inspection activities:

a.1. Conduct of Pre-Implementation Meeting – This meeting is conducted by the end-user attended by the supplier, representatives from COA, Accounting Division, Supply Division and members of inspectorate team. Provisions of the contract implementation shall be discussed in this meeting,

a.2. Production of the School Furniture – After the issuance of the Notice to Proceed and the conduct of the pre-implementation meeting, the supplier may start the production of the school furniture.

a.3. Request for Pre-delivery inspection of finished school furniture by the Supplier – The supplier shall request for a pre-delivery inspection from the end-user prior to the delivery of finished school furniture.

a.4. Conduct of pre-delivery inspection by the implementing office Inspectorate Team. – The Implementing Office Inspectorate Team shall conduct a random inspection of finished school furniture. School furniture found to be in accordance with the technical specifications shall be marked by the inspectorate team. Marked school furniture must not be less than the number of target recipient schools.

a.5. The Implementing Office Inspectorate Team fill-up the Inspection Report Form and prepare the Pre-Delivery Inspection Report.

b. On-Site Delivery Inspection Stage – The on-site delivery inspection is conducted during the delivery of the school furniture to the recipient school. All school furniture delivered by the supplier shall be inspected as to quantity and quality. Below are the on-site delivery activities:

b.1. Supplier delivers the school furniture to recipient schools.

b.2. School Inspectorate Team shall inspect all the delivered furniture if in accordance with the approved specifications and required quantity. Furniture not in accordance with the approved specs shall be rejected.

b.3. Members of the School Inspectorate Team shall sign in the Inspection and Acceptance Report (IAR) form indicating trie number of furniture accepted and rejected.

b.4. The supplier shall replace the defective furniture reported by the school inspectors.

b.5. The School Property Custodian signs in the acceptance box of the Inspection and Acceptance Report (IAR) and Delivery Receipt (DR).

b.6. Supplier takes pictures of the delivered school furniture with the name of the school

b.7. The supplier shall submit the signed IAR, DR and pictures to the implementing office.

c. Post-Delivery Inspection Stage – After the delivery to recipient schools, a post-delivery inspection shall be conducted within the warranty period which is one year from the date of the certificate of completion.

c. l. After the issuance of the Certificate of Completion, the Implementing Office Inspectorate Team shall conduct a random inspection of the school furniture delivered in the schools.

c.2. The school furniture shall be inspected if there are defects. All defects found to be due to the suppliers’ fault ‘ shall be subject for rectification / replacement.

c.3. The Implementing Office Inspectorate. Team shall prepare a post-delivery inspection report. All defective findings shall be forwarded to the supplier for” rectification / replacement.

c.4. The supplier shall submit to the Implementing Office a certification from the school head that rectification/replacement had been completed.

c.5. After one year from the issuance of the certificate of completion, the Certificate of Contract Compliance shall be issued to the supplier.

c.6. The retention money shall be released after the issuance of the Certificate of Contract Compliance.

Read:

  1. Guidelines for the Implementation of New Construction of Classrooms
  2. Guidelines on the Implementation of Repair/Rehabilitation of Classrooms, Water and Sanitation Facilities, and Gabaldon Heritage Buildings
  3. Guidelines on the Implementation of the Electrification of Schools On-Grid Program
  4. Revised Memorandum of Agreement (MOA) with the Department of Public Works and Highways (DPWH) for the implementation of the School Building Program
  5. Designs of School Furniture

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