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REPUBLIC OF THE PHILIPPINES

DEPARTMENT OF PUBLIC WORKS AND HIGHWAYSOFFICE OF THE SECRETARY

MANILA

JUl 1 2 2004DEPARTMENT ORDER )

No. 84 ~Series of 2004 ~ "'-I~-~4-

For the CY 2004 DepED Schoolbuilding Projects to be eligible under the Second SocialExpenditure Management. Project (SEMP 2) of the World Bank, we have modified ourguidelines in the implementation t!:lereof, as follows:

SUBJECT: Guidelines in the Implementationof the CY 2004 DepEDSchoolbuilding Program

1. The average and ceiling costs of classroom under the CY 2004 DepEDSchoolbuilding Program (SBP) shall be based on the agreed DepED and DPWHcost of classroom based on the prescribed cost to be established by theDepartment of Budget and Management (DBM). The cost of classroom. based onthe program of work maybe adjusted upwards especially for multi-storeyschoolbuildings provided that the total/target number of schoolbuildings are metwithin the approved GAA budget (i.e. PI.8 Billion or 90% of the SBP componentto be implemented by the DPWH).

2. Clustering of projects for bidding shall be for a complete classroom per DepEDrequirement, in accordance with the Joint DepED-DPWH Memorandum dated 10July 2003. A complete classroom has the following features:

• cemented floor• smooth finished' .valls• painted walls, ceiling and-roofing• full cathedral-type ceiling (for single storey)

or drop ceiling (for multi-storey)• complete set of windows (2 facing walls)• two entrances with doors• complete electrical wires

• roofing or weather protection• blackboard (optional)• comfort room (optional)

tiled wall and floorlavatory

- water closet- lighting fixtures- plumbing and water source

3. Any classroom/schoolbuilding that cannot meet the definition of a completec1assroom/schoolbuilding should be segregated, bid separately, or undertaken byadministration. In any cluster, for new construction, not more that.' one projectshall be segregated with costing enough to put up a building with functionalclassrooms.

4. Repair/replacement shall assure completeness of a classroom, to be included inthe clustering of projects for bidding, of which if such repair/replacement cannotassure completeness, the same shall be segregated and implemented separatelyand individually either by contract or by administration.

DO:O. C'.J+ s. 2())'+ p2

5. In a Congressional District with two or more district engineering offices,clustering shall be done for each contract package per engineering district basedon the above-mentioned -mode of clustering projects to form one contractpackage. In some instances, clustering by island or isolated municipalities maybeallowed provided that bidding shall be conducted simultaneously.

"6. Bidding for the contract package shall be advertised in at least two nationalnewspapers with general circulation giving the bidders a period of thirty (30)days from advertisement or issuance of bid documents (whichever is later) to bidopening. The advertisement shall specifically mention that a one-envelope systemshall be adopted in the procurement process. The Approved Budget for theContract (ABC) shall not be reflected in the advertisement.

¥ 7. Procurement shall be in accordance with the national competitive biddingprocedures. However, foreign contractors and/or suppliers, if any, from WorldBank eligible countries shall be allowed to participate, if interested, without firstbeing required to a"sociate or enter into a joint venture with local firms.

~ 8. Bid security shall be in the form of a certified check, bank draft, letter of credit,or a guarantee from reputable bank.

9. Explicit bid evaluation criteria shall be set forth in the bid documents.

I 10. Bid opening shall be unrestricted to those who wish to attend. A representativefrom the DepED Division Office to sit as observer during bid opening shall beinvited. The deadline for submission of bids should be the same as that for bidopening or immediately thereafter.

, 11. Lonc rcsponsivc bids shall not be rejected without pnor concurrence of theDPWH Secretary and the World Bank. Rebidding will not be mandatorilyrequired when fewer than three responsive bids are received. The lowestresponsive bid exceeding the budget shall not be rejected without priorconcurrence with. the World Bank. Price negotiation shall not be allowed.However, in case of budget limitation, adjustment in quantities of schoolbuildingor minor scope of works may be agreed upon, subject to the concurrence of theWorld Bank.

". 12. If any bidder is denied access to the bidding process for reasons unrelated to itsfinancial and technical qualifications to perform the contract, the World Bankshall be consulted prior to such denial.

" 13. Bid submission deadlines, time and location specified in the bidding documentsshall be strictly adhered to, and bids submitted after the specified datc and timeand location, shall be rejected and returned unopened to the bidder.

14. Works by administration shall not be eligible for World Bank financing.

DO no. G4 s. 2004 p3

/15. For contracts above P15.0 Million, documents comprising the bidding processshall be submitted to the Chairman, DPWH Task Force on Schoolbuilding, forreview and/or evalr"ation, and eventual submission to the bank for concurrence.

/ 16. Domestic or regional preferences shall not be applied in the evaluation of bids,and other preferences in effect in the Philippines shall not be used, except withthe prior concurrence of the World Bank.

/ 17. Bracketing or setting upper and lower limits on acceptable works shall not apply,unless specifically agreed with the World Bank in advance prior to the bidding.

18. The projects in each contract package shall, as much as possible, be implementedsimultaneously instead of sequential.

19. For reference, enclosed is a copy of the Joint DepED-DPWH Memorandum dated10 July 2003 regarding the "Guidelines for Coordination and Monitoring ofDPWH-Constructed Schoolbuildings", and sample bidding documents to be usedfor the schoolbuilding program procurements.

Schoolbuilding projects under the CY 2003 DepED Schoolbuilding Program which werenot yet advertised and/or bidded-out for implementation shall adopt these guidelines.

For strict and immediate complianfe.

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REPl!SLIKA NG PILIPNAS1~1't:I3L1C OF THE PIIIUPPNES

KAGA WARo\~ NG EDUK.\SYONDEPARTMEI"T OF EDUCATION

DCllED Complex, I-1~lco AvolU., Pasig City, I'hilippin",

Tanggapan I1g PangalaH'ang A'aliizimOffice (If the Undersecretary

July 10, 2003

Joint DepED-DPWH MemonmdulII

Direa Lin.: 633-93-42Trunk Line: 632-13·6110;:u1::21'2007E·I-13il Address:~:".II.' '0'_ ' '," ,

\\.'ebsite: hUp ::/w""", d:ped. £0\' ,ph

GUIDELINES FOR COORDINA TION AND MONITORINGOF DP\VH-CONSTRUCTED SCHOOL BUILDINGS

1. TIle Department of Public Works and Highways (DPWH) administers the constl1lction ofschool buildings palticularly 90% of the school buildings under tlle School BuildingProgram (SBP), pursuant to R.A. 7880, the Fair and Equitable Access to Education Act.Also, tlle General Appropriations Act (GAA) requires tlle Department of EducationI.DepED) to submit annually tlle number and cost of school buildings constructf'd by tl1eDPWH by School Division and funding source.

2. Average cost of classroom for a particular SBP Calendar Year shall be based on tlle agreedDepEd and DP\VH average cost of classroom" Costs (program o/work) may be adjustedupwards especially for multi-storey school buildings provided tllat tlle totaVtarget' numberof school buildings are met within the approved GAA budget (P1.80 Billion or 90% of tlleSSP component).

3. TIle Depaltment of Education (DcpED) and tlle DPWH entered into a Memorandum ofAgreement (MOA) which provides for, among others, tlle establishment of a monitoringand assessment system and tlle funding assistance thereof. For tllis purpose, a Joint DPWH-DepED Teclmical Working Group was organized to prepare tlle Guidelines forCoordinCltion Clnd !1/!onilOring (~rDPJYH-Cons(rucfed School Buildings.

-I. The DepED and DPWH hereby jointly issue the enclosed Guidelines .for Coordination and/\1011ito/'il1,1',(~rDJ'IVJ1-Con.l'/l'IIctl!d School J]I/ildill~s to cover all DP\VH-constructed schof\ll .buildings.

5. The cooperation and assistallce of all Dep.ED and D PWH officials and staff are enjoined. •

6 11,is MemQmn::sakCS effect immediately and wide dissemination is desi"d.

( JUA~1QI.LUZUndersecretary for Fi'~ance & ~linistrationDepartment of EducatIon (DepE ) JM.// ....

I

• For SUP 21111].the Dl.:pED and DPWI I ha\'c set an "\'cragl.: COSI of P 400.000.00 per classroom based on therequired spccifications. This is an a\'crage cost for bllllget purposcs onl\'. Thc DPWH sh:JlJ not use this as acost conslr;lint to ddi\'l.:r unfinished classrooms ..

EdllL'(lt;lI/: .for (I Stroll/: Rt'JlIlbli(..·

, ~o1Ed-DPW" <;UIDELlNES FOR COOIU>INATION AN!' MONITOIUNG. OF DPWH-CONSTRUCTI<:D SCHOOL IHfll.D!NGS

1.0 Scope

The Guidelines for Coordinatio1l alld A.fo1litoril1K (!! I )/'WII-Col1slruC{l'dSchool Buildings hereinafter referred to as the Guidelillcs. cover the monitoring ofschool buildings/classrooms constructed by DPWI I as funded under the annualGeneral Appropriations Act (GAA).

2.0 Objectives

The Guidelines aim to enhance the efficiency and efTectiveness of the deliveryof school facilities provided under the School Building Program (snp).

A. For On-going SBP Construction(I) Provide Principals with adequate information needed for acceptance or

the school building~(2) Provide timely information on dcficirnci~s which wiil alTeet

acceptance;(3) Benchmark good practices in the procurement proeess~ and(4) Provide factual and timely reports to DepED and DPWII r.lanagement

on the status, performance and problems on the SBP.

B. For Completed SSP Con~tnJction(1) Provide information on the conditions and utilization of the school

buildings constructed under the SI3P: and(2) Tender necessary action on fcedback from the schools on the

conditions of the school buildings constructed under the S8P

3.0 Definition ofTenns

For purposes of the Guidelincs, the following definitions shall apply:

a) DPWH-Constructed School nllildin~s - refers to the schoolbuildings/classrooms constructed by DPWII under the SchoolBuilding Program of the General Appropriations Act.

b) Progrnm of Works - refers to scope/description of works based onthe construction requirements of the projcct whcther ncw constructionor repair and rehabilitation of school buildings.

c) Construction Schedule - the schedule of constnlction activities frommobilization to demobilization stage.

d) Pre-Construction Stage - activities from identification of projectsites to the issuance of the "No/icc /0 Proceed".

e) Construction Stage - activities during actual construction frommobilization and layout to the completion of the project.

f) Post-Construction Stage - activities al1er the issuance of Certilicatcof Completion to the issuance of the Certificate of Acceptance,including warranty period. I

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g) ~ost Occupancy Evaluation - activity for purpose of obta •.•mg theImpact of the project that will provide information about theexperiences and satisfaction Icvels of thc stakeholders.

11) DepED Inspectorate - Monilors/lnspeclors illlrhorizcd by the DepEDCentral, Regional and Division Offices.

i) Physical Facilities Coordinator (PFC) - the DcpED stafr in theRegional and Division Offices responsible for physical f.lcilities-relatcd work including the overall supcrvisinn of rhe .monitoring andassessment of DPWH-constructed school buildings in Iheir respectiveareas of responsibility.

j) School Building Program Technical Comn:i((('(' (SBPTC) - a localcommittee at the School Division level composed of representativesfrom DPWH, DepED and civic groups ml1inly 10 resolve conflictsduring the implementation of the program.

4.0 Coordination and Monitoring Procedures

The coordination and monitoring process starts even prior to construction upto the occupancy stage. The focus shall be at the construction sites by schoolauthorities representing the "owners". The school division. DPWII District onicesand DepED Regional and Central Office serve as oversight and management units

Figure 1: Flaw CharI for I'vlofliloriflt; (!f IWWI/-Col1slmcled SchoofBuildings summarizes the flow of activities which consists or

A. Identification Stage

1. DepED shall identify school sites that require school buildings III

consultation with LGUs, LSBs and Congressmen

B. Pre-Construction Stage

1. The DepED Division Office through the Superintendent and theDPWH District Office through the District Engineer shall jointlycreate a School Building Program Tcchnical C'ommiLlec (SBPTC)composed of the following:

a. Authorized representative from the DPWII District Office;b. PFC from DepED Division Office; andc. Authorized representative from a local civic group with technical

knowledge on construction of school buildings, but not acontractor for school buildings.

The SBPTC shall deliberate and assist in resolving conflicts andproblems that may arise during the implementation of the programProblems which cannot be resolved at the Committee level shall beelevated to the Superintendent and District Engineer.

2. The DPWH District Office shall provide the DepED Division Olliceand the Heads of the recipient schools copies of the plans.

J

rspecifications, program of works and schedules of the constructionproject unde.r thcir areas of jurisdiction for revicw and comments priorto constructIon. All comments should he sent to the DPWII DistrictOffice within seven days from receipt of the doclllllcnts. The plans andprogram of works shall be for c()mp/£!Jc_~(!/()o/ hlli/Ji"g.U~!../(YL dclinedas classrooms with:

a. cement cd floorb. smooth finished wallsc. painted walls, ceiling and rootingd. full cathedral-type ceiling (for single storey construction) or

drop ceiling (for multi-storey buildings)e. complete set of windows (2 facing walls)f two entrances with doorsg. complete electrical wires and fixturesh. roofing or weather protection

3. The DPWH District Office shall invite a representative' from theDepED Division Office to sit as observer during bid opening. Awritten notice addresscd to the DepED Division Superintendent shallbe given at least seven (7) days before the bid opening datc.

4. The DepED Division office shall conduct ;m orientation program onSBP monitoring for Principals and disseminate pertinent materials andguides.

C. Construction Stage (For On-going SBP)

I. The PrincipaVSchoolllead shall observc the following critical stages orconstruction:• Layout and excavation• Fabrication of steel reinforcement• Concrete pouring (footing, columns, bcams/gin1crs and flooring)• Fabrication and installation of truss/rarler system• Final Inspection / Punch listing

Within 24 hours after the activity, (he Principal/School Head shallsubmit a report on any observations/recommcndations that requireaction from the DPWH management to the DepED Division Office andthe DPWH District Engineer's Office.

2. The DPWH Project Engineer shall furnish the Principal with a copy ofeach of thc following reports:

• Results of thc material testing• Monthly project status report

3. The Principals/School Hcads shall invite a community and professionalorganization representative (c.g. civil cnginecring and architecturalschools and professional practitioners who are not contractors).

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prefera~ly a me~~er of its PTCA. to provide CJuality assurance duringinspection and critical stnges of constnlction.

D. Post-construction Stage

1. A joint inspection by the DPWH representative, Ihe DepED DivisiollPFC. the school head, a professional community representative and the~ontractor shall be conducted to ensure all the items listed in the punchItst have been rectified. The Principal shall sign h),..,!~l: Certificate ofAcceptance based on the Certificate of Completion and the result of theJoint Project Inspection. The president or represcntative of the PTCAshall sign as observer.

2. The Principal/School I fead shall submit the completion rcport to theDivision Office using Form 2: Completioll Ucport 011 f)/'W/I-Constructed School Bllildings within 7 days after issuing theCertificate of Acceptance.

3. The Division Office shall consolidate all reports received from theschools and submit the Quarterly Division Report to the RegionalOffice using Form-1.: Division lv!ollitoril1K Report Oil D/'Wf!-Constructed School Hili/dings on or before the end of each quarter(March 31 ~June 30; September 30 and December 30).

4. The Regional Office shall consolidate :111 rcrorts received from theDivision Offices and submit the Quarterly Regional Report. to thePhysical Facilities and Schools Engineering Division (PFSED) in theDepED Central Office using Form--1..: Regional JHollilorillg R£'f}(Jrl OilDPWH-Co/1structed School Building ••on or before the IOlhday at1erthe end of each quarter (April IO~July) 0; October) 0 and January 10)

5. The PFSED of the Central Office shall conduct random site inspectionand validation of reports prepared by the Regional and Division officesand shall submit the Quarterly National Report to the Offiee of theSecretary, DepED and the DPWII SSP Review Committee using b!.IIJI~: Natio/1al lv!of1i1oril1g Report Oil !WWlI-Collslmcled SchoofBuildings on or before the end of the succeeding month of the quarterunder review (April 30; July 30; October 30; and January 30). In theDepED, the National Monitoring Report shall become an integral partof the Department's Matcrials Resource Information System (MRIS)under the Office of Planning Service.

6. The DepED and DPWH Central offices shall create a DepED-DPWJ IS8P Review Committee to discuss SOP status and actions taken on theMonitoring and Assessment Reports. The Committee shall suhmitadditional observations and comments on the program .

• In JUM 200J. the Physical Facililies Divi.r/nn and TFF.AM will he mf'r"ed inln a nf'W I'hYTlcu/ "'uclI/lld and School!Engineering Division (pFSED). Until such lim/l. TFF.AM shall he 10.ll.:f'dwilh (hI' v,,'clfic 1'{';':f:fJ re.ll'nn.Tlhtlilif'.l.

E. Post Occupancy Evaluation

For purposes of dctermining thc impact of thc project, !:,C!n!.lNo. ~. Post O(;cupancy Evaluation Questionnaire is provided. It will befilled out by the tcachers and studcnts randol11ly l'i\.:ked by the schon Iprincipal. This survey tool will provide information abollt the experiencesand satisfaction Icvels of the stakeholders one year aOer thc acceptanccand usage of the classroom.

The questionnaire shall be randomly filled Ollt by at least 20studcnts and 4 tcachers and shall be submitted to thc PFSED Of1ice,Department of Education, DepED Complex, Pasig City.

F. Protection Clause

(YEvcry school building construction contract awarded shall have a onc-year contractor's warranty.

2. The Office of the Sccretary (OSEC), DepED reserves the right toconduct a program audit of any and all school sites covered by aparticular SBP Calendar Year.

3. If DepED, through the OSEC, as the owner, discovers that anunfinished school building has bcen accepted. it reserves the right to:(a) Administratively sanction all DepED personnel who signed the

Acceptance and Cert([Icate (?f Completion of the said structureincluding school heads, physical facilities coordinators. divisionand regional offices, PFSED personnel and others;

(b) Call for administrative charges to be filcd against DPWH personnel -signatory to the contract and program or work, including thedistrict enginecr~ and

(c) File for violation of contract against the contractor of the specificschool building.

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I CENTRAL__ O_m_C_E_

PROGRESSMONITOIL:;C

IDE.•••T1FICATION OF SCHOOL SITE A••••.D ClASSROOM fI."EED

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START

IIDMSION I', REGIONAL

SCHOOL __ O_m_C_E__ . OmCE

R.E\1E\VS PLA.'1S, SPECSA."0 PR ')GR."'\l OF

WCRK

RESOL VESCOl'FLICT IF NOT5E7:1. ED RE FERr:; S~1'T ••.~IST!".'..,

RES-'lL VES COSFLICTIF SOT SE:-rLED

REFER TO SL1'T ••.<T

n:R..'1ISH A COPY OFPLA"S. SPECS ••.

PROGRAM OF WOR.l(TO PR.JNCIP AL

cCI'm:c:-PT,..-SCrn-:S7:SG

PREPAlU OESlQ;S',PLA'IS, PRQ(;RAM OF

WORK

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MOBILIl.A TICp.;

I CONTRACfOR II I~"'~~~~~i~~"~IDPWH : COMMI1TEE :

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RE5:CL \ 'ES CCSFL:CT.~-,:; SEEkS AP?RCVAL

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"..•. REPL OF THE PHILIPPINESDEPARTMENT OF EDUCATIONDepED Complex, Meralco Avenue,

Pasig City

( Form No.1)CERTIFICATE OF ACCEPTANCE/NON-ACCEPTANCE

School:Location:Contractor:Address:

CJ On behalf of the Department of Education, I, as school head, ACCEPT theturnover of the above-described project as being fully completed in strictcompliance with the plans, spocification, scope of works and other relatedcontract documents relative thereto. I certify that based on my monitoring,each classroom is complete with:CJ Cemented floorCJ Smooth finished wallsCJ Painted walls, ceiling and roofingCJ Full cathedral-type ceiling (for single storey construction) or drop ceiling

(for multi-storey buildings)o Complete set of windows (2 facing walls)(J Two entrances with doorso Complete electrical wires and fixtureso Roofing or weather protection

CJ On behalf of the Department of Education, I, as school head, DO NOTACCEPT the turnover of the above-described project on the grounds that:

CJ I was not furnished a true and complete copy of the plans, specifications,scope of works and other related documents relative thereto, before thecommencement of the work thereon;

CJ The above-described project does not constitute a completeclassroom/school building as defined.

Principal/School HeadDate:

Noted by:

Project Engineer

Observed by:

President or Representative, PTCA

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DEPAI"CepE.. 'Tlpk!x, Mpralco Avenue

Psslg CityNo. ----Date PrcpMe<J: ---------

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Prfnclpal's Completlon Report on OPWH-Constructcd School EJuildinlJsPerIod Cov.red: From to .

A. ProI«t rnrorml!UQn:Name Or School:LocatIon:DMsJcn:SchocI Dbb1ctlAgbIat!V'3 Dhb1ctName or Sc.'looI Head:Name or ProjectName of Contractor.TYPe of PrcjCJCtCost of Projoct~tla Sblrtxf:Comp!eUon Date:Accep¢.cnco Date:B. Comm:<:tfon Mooftor1oa R~POrt

(RIIb !he qu8lICy01 oonstrvciIon WOf1cand procedure followoodby checld"lllhe "ppropri"'" bow)- _9_ ---.-

A. PnOCESS Y••• No Cornmf"n', ;1ru' Sugy •.~tlon~

Prlncl?N ~ on the PIons & Program of Works~ 01 Worb gMen prior to condructIoo~ SdIedt..•• gMen prior 10comtructionComtIuctIon compMted on ~ ••~ jolnt I'"onaIlmsp«lion~Mlfb ~ wlltIin 15 dllyaCcnnudIon ~ ecconftng to Sl"'Cificatlons

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No. of CIa8Irooms completed on sched1le:Problems Encountered:

Prior to COTlStruction:lL... _During Construction: L.... ---' _

'--------------------------------Prepared by: . Reviewed by:

PrlncIp;:Ill School Hcad DivisIon Physical Facll/t1es Coordinator IJ.-

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•REPUBLIC OF THE PHILIPPINES

DEPARTMENT OF EDUCATIONDepED Complex, Meralco Avenue,

Pasig City

~egion)ivision

( Form No.3)

Division Monitoring Report on DPWH-Constructed School BuildingsPeriod Covered: From to _

No.Date Prepared

ALLOCATION CONSTRUCTION

NAME OF SCHOOL No. ofNo. of

RECOMMENDATIONSClassrooms PROBLEMS ENCOUNTEREDDescription Cost Clllssrooms

Completed onAccepted

Schedule

TOTAL

repared by:

Division Physical Facilities Coordinator10

Attested by:

Division Superintendent13

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DEPARTMENT OF EDUCATIONDepED Complex, Meralco Avenue,

Pasig City

( Form No.5)

National Monitoring Report on DPWH-Constructed School BuildingsPeriod Covered: to _

No. Allocated Construction

Region of Amount No. of Sites No. of Classrooms Problems Encountered Recommendations

Schools (in Pesos) Planned Com pleted Planned Com pleted Accepted

Prepared by: Attested by:

DPWH Project Coordinator 12Head, Physical Facilties & Schools Engineering Division 1</

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REPUBLIC OF THE PHILIPPINESDEPARTMENT OF EDUCATION

Physical Facilities & Schools Engineering DivisionDepED Complex, Pasig City

( Form No.8)

POST- OCCUPANCY EVALUATIONQuestionaire for School Teachers and Students'"

Name of Project: _Division/District: -------------

Respondent: --------Designation:

How would you rate your degree of satisfaction on the quality of the School Buildingunits and toilets according to the following factors?

SCHOOL BUILDING

PHYSICAL ATTRIBUTESExc. Good Fair Poor

- Amount of space for both teachers and students- Lighting quality in classrooms- Natural lighting through windows- Control of internal and extemal noise level- Temperature- Adaptability of classrooms to changing uses- Ventilation and air flow- Color- Visual appearance- Accessibility for people with disabilities- Hallways as passageways- Completion of school building

For POOR answer(s), please explain why:

Suggestions/Recommendations:

•. To be answered by at least 20 students and 4 teachers who regularly usethe newfy-constructed classroom.

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TOILET

PHYSICAL ATTRJ8UTES

- Water supply- Ventilation and air'flow

Adequacy of space- Visual appearance- Adaptability for people with disabilities- Lighting- Utilities and accessories- Functionality (easy to clean, lay-out)- Drainage

Location

For POOR answer(s), please explain why:

Suggestions/Recommendations:

Important: This form should be submitted to the Physical Facilities and Schools EngineeringDivision (PFSED), Department of Education, DepED Complex, Pasig City,one (1) yearafter usage of classroom.

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