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REPUBLIC OF THE PHILIPPINES ()K~ ~ ~~

DEPARTMENT OF PUBLIC WORKS AND HIGHWAYS

OFFICE OF THE SECRETARY
MANILA

f ~ 2 6 2005
SPECIAL ORDER

NO. 92
Series of 200~"' •. '"

SUBJECT: CREATION OF STEERING COMMITTEE AND TECHNICAL

WORKING GROUP FOR THE "STUDY ON THE ANALYSIS
OF ROAD CONSTRUCTION MANAGEMENT/ROAD
MAINTENANCE REGULATION IN THE PHILIPPINES"
PHASE II

The Government of Japan (GOJ) through the Japan International Cooperation

Agency (JICA) extended technical assistance for the conduct of the Study II

on the Analysis of Road Construction Management/Road Maintenance

Regulation in the Philippines",

To ensure the effectiveness and coordinated undertaking in the conduct of

the study a Steering Committee is hereby created, composed of the following:

STEERING COMMITTEE:

1. RAUL C. ASIS - - - - - - - - - - - - - - - - - - Chairman

Assistant Secretary
2. LUIS A. MAMITAG - - - - - - - - - - - - - - - Vice Chairman
OIC-Director, BOM
3. LINDA M. TEMPLO - -- -- -- - -- -- - -- Member
Director III, Planning Service
4. WALTER R. OCAMPO - - - - - - - - - - - - Member
OIC-Director, BOC
5. VIRGILIO A. ARPAFO - - - - - - - - - - - - - Member
Director, BOE
6. DANILO C. MANALANG - - - - - - - - - - - - - Member
Director, BOD
7. JUDY SESE -- - -- -- -- - -- - -- -- - -- Member
OIC-Director, BRS
8. RAMON P. AQUINO - - -- - - - - - - - - - - - Member
Director, DPWH, III
9. BONIFACIO SEGUIT - - - - - - - - - - - - - - Member
Director, DPWH, Reg. IV-A
10. MARIANO R. ALQUIZA - - - - - - - - - - - - Member
Director, DPWH-CAR
S. O. No. 92 s. 2005 p.2 of 2

The main function of the Steering Committee is to monitor the progress of

the study, provide guidance, resources and support in all the activities to
be undertaken during the conduct of the study. The Steering Committee
will hold meetings during the Presentation of Status Reports and as may
be requested by the JICA Study Team.

A Technical Working Group (TWG) is likewise created to assist the

Steering Committee, composed of the following:

1. REBECCA T. GARSUT A -- -- -- -- -- - -- - -- -- - -- - Head

Engineer V, DPD, Planning Service
2. Bureau of Construction (BOC) representative - - - - - - - Member
3. Bureau of Maintenance (BOM) representative- - - - - - - - Member
4. Bureau of Equipment (BOE) representative - - - - - - - - - Member
5. Bureau of Design (BOD) representative - - - - - - - - - - - - Member
6. Bureau of Research & Standards (BRS) representative - Member
7. DPWH Reg. III representative - - - - - - - - - - - - - - - - - - - Member
8. DPWH Reg. IV-A representative - - - - - - - - - - - - - - - - - Member
9. DPWH CAR representative - - - - - - - - - - - - - - - - - - - - - Member

This order takes effect immediately.

HERMOGEN~ ~E. JR.

Acting secret~~\I;;' v~

11111II1I1
WINSQ00481
 Attachment - 1
The Analysis on the Actual Condition of Road Construction and Maintenance Management
in the Philippines
Scope of Work

I. Introduction and Background

In the Philippines deterioration of the road conditions due to damages on road structures
such as pavement and bridge, including traffic disruptions caused by natural disasters, hinders
road users from efficiently traveling and transporting their goods. The observed rapid
deterioration of the road system may be attributed to unsuitable design, faulty construction, poor
quality of construction materials, poor maintenance, and over loading, among others.
As part of the countermeasures the Department of Public Works and Highways (DPWH)
established various standards and guidelines on road design, construction and maintenance,
quality control; and conducted surveys and established several weigh bridge stations to regulate
overloading on the roads.
However, the damage on road still continues to exist. The inappropriate regulation about
construction management and maintenance, and absence of appropriate manual can be considered
as the causes. Besides the reduction of overloading, it is necessary to conduct further efforts to
reduce the original defects on the road facilities, and to maintain the road well with regular
inspection and repair work. In order to solve these issues and reduce the damage on road caused
by inappropriate road construction and maintenance, DPWH has requested a Technical
Cooperation Project, and Japan government has already approved it, and it is planed to start on
the year 2006.
In order to formulate the project master plan, it is significant to identify and recognize the issues
regarding road construction management and maintenance, to be improved through the project.
Therefore flCA and DPWH conducted the Study-"Analysis of Road Construction
Management/Road Maintenance Regulations in the Philippines" in 2004, and surveyed on the
lack and inappropriateness of regulations regarding road construction management and
maintenance. The study showed that DPWH has very poor regulations on construction
supervising though it has plenty of Department Orders on quality of construction materials.
Besides, DPWH has many regulations on road maintenance but there might be some
inappropriateness of applicable laws and regulations including inadequate manuals.
And also the study found that there are big issues on inadequate or insufficient implementation of
regulations on construction supervision, road inspection, including non-compliance to the
manuals, as apparent causes of the continuing poor condition of the road facilities, which was not
included in the Scope of Work of the former study.
The inadequate or insufficient implementation of regulations could be attributed to the deficient
situation of human resources, their capabilities, equipment availability and budgets in the
implementing Project Management Offices (PMOs), Regional Offices (ROs) and District
Engineering Offices (DEOs) are not up to the requirements of the issued manuals, rules and
regulations.
Since the improvement of such situation on inadequate or insufficient implementation of
rules/regulations through capacity building for DPWH staff will be the most important activities
of the Technical Cooperation Project, it is necessary to identify the actual situation and existing
problems of the road construction management and road maintenance activity of DPWH.
And also to maximize the efficiency of the project, it is important and necessary for DPWH to
recognize that the issues can be improved with capacity building ofDPWH staff.

SOR 1
II. Objectives ofthe Project

The main objectives of the Study are to:

• Observe the road construction conducted by DPWH, assess the causes of original defect
which leads the rapid deterioration of the road facilities, and identify the issues regarding
road constructionmanagement.
• Observe the road inspection and repair work by DPWH, assess the reasons why DPWH
can not find or why DPWH leave the damages on the road facilities in their early stage
not appropriatelytreated, and identifythe issues regarding road maintenance.
• Make DPWH staff understand the severity of the issues identified and necessity of
activities to improvethem through a series of workshop.
• Together with DPWH, make action plan to improve the issues above, and provide
technical advises to establishthe organizationto conduct the project.

III. Study Area

The Study include DPWH Head Office and Project Management Offices(PMOs)
regarding road construction such as PMO-PlHL or PMO-RRDP,two (2) Regional Officess and
its correspondingDistrict EngineeringOffices.

IV. Scope of Work

The framework of the Study to achieve its objectives is as follows :

(1) Analysis of actual implementation of quality control on road construction

work.
Through the field survey and data analysis following, identify the issues
regarding quality control on road construction work of DPWH, which causes
the original defects that leads the rapid deteriorationof the road facilities

a) Field survey on actual road construction management work by DPWH

In the construction sites, observe the work of construction work and
management work in order to identify faults in construction work, to
evaluate the road construction management activities (supervision of
construction work and quality examination of construction materials) on
road construction work by DPWH whether it is appropriately conducted
with regulations.
The number of samples targeted in the survey shall be at least ten (10),
on the following types of work.
• Earthwork(sub base)
• Asphalt Pavement Work
• Concrete Pavement Work
• Painting
• Deck Slab Construction

SOR 2
 • Retaining Wall ConstlUction
• Others (*)
(*) The bidder shall p~ other types of work to be observed in the
technical proposal, if any.--<)K
The bidder shall propose the method to evaluate the appropriateness of
road construction work by contractor and road construction management
activities by DPWH.

b) Analysis of road construction management record:

When some faults or problems are identified through the field survey,
collect the corresponding construction management records, and evaluate
whether DPWH supervised the construction work and examined the
construction materials appropriately following with the regulations, and
determine how DPWH acted on the identified faults in construction work.
The kind of materials to be evaluated under quality control should be
indicated in the proposal.

c) Identification of problems on construction management

Identify the issues on construction management (supervision of
construction work and examination of construction materials) on road
construction work, which causes the original defects that leads the mpid
deterioration of the road facilities.

d) Interview survey regarding supervision and quality control on road

construction work.
Conduct interview survey on the staffs of two DPWH ROs to determine
extent of their awareness of the problems regarding road construction
management activities previously identified in the survey, and collect
their opinions on the countermeasures to ,solve the problems.

(2) Analysis of actual implementation of road inspection for maintenance

Through the field survey and data analysis as followings, identify the
issues regarding road inspection relative to maintenance work of DPWH,
which causes the neglect of damages on road facilities.

a) Field survey on actual road inspection by DPWH

Accompany the inspector of DPWH Regional office, and assess the
inspection work on pavement and bridge if the inspection work is
conducted with the regulation appropriately, and if the damages on
pavement and bridge are inspected and recorded.
In the proposal, the bidder should indicate the method how to evaluate
the appropriateness of the inspection activities of DPWH.

The number of sample targeted in the survey is at follows:

• Concrete bridge Three (3)

SOR 3
 • Steel Bridge Three (3)
• Pavement Three (3) sections of ten kilometers
or longer

b. Analysis of road inspection records

Where damages are found through the field survey, collect the
corresponding inspection records to evaluate appropriateness of methods
and frequency of inspection comparing with the regulations on road
inspection, including its relevance in identifying and repairing road
damages.

c. Field survey on actual road repair work

Evaluate the road repair work, and asses whether the repair work is
necessary and urgent, whether the repair work is not too late, and
whether the method of repair is appropriate.
The number of samples targeted in the survey is at least five (5)
including following kinds of work:
• Repainting work
• Repair work of asphalt pavement
• Repair work of concrete pavement
• Others (*)
• (*) The bidder shall propose other types of work to be observed in the
technical proposal, if any. (if!1JO)

d. Identification of problems on road maintenance

Identify the issues on road maintenance activities (road inspection and
road repair work) of DPWH, which causes the leave of the damages
and the non-appropriate repair work.

e. Interview survey regarding road maintenance

Conduct interview survey on the staffs of two DPWH ROs to
determine extent of their awareness of the problems regarding road
maintenance previously identified in the survey, and collect their
opinions on the countermeasures to solve the problems.

(3) Report on the Study "The Analysis on the Actual condition of Road
Construction and Maintenance Management".
a) Categorization of the problems
Categorize the problems by type of problems, seriousness and urgency.

b) Analysis of causes of the problems, and suggestion of countermeasures

Examine the causes of the problems on road construction management
and road maintenance in DPWH indicated the causes of problems
identified in the survey, and propose the countermeasures needed.
The causes of problems should be categorized in the following groups.

SOR 4
 • Legal (Laws and Regulations)
• Manuals and Guidelines
• Organization
• Experience, Technology and Capability of Staff
• Budget
• Equipment
• Others

To identify and categorize the problems on legal matter and manuals,

utilize the result of the Study-"Analysis of Road Construction
Management/RoadMaintenanceRegulations in the Philippines" conducted by
nCA and DPWH in 2004, and examine the results caused by lack or
inappropriatenessof regulationsand manuals.

(4) Workshop

Hold a series of workshops with concerned staff in DPWH head office

{Bureau of Design (DOD), Construction (BOC), Maintenance (BOM),
Equipment (BOE), Research and Standard (BRS), and Planning Service
(PS)} and ROs in order to identify and clarify the issues on road
construction management and road maintenance, to make DPWH staff
understand the severity of the issues identified and necessity of activities to
improve them, and to make action plan to improve the issues.
and countermeasures suggested in the survey.
The workshop should be held at least three times: at the beginning of the
survey, after field survey and on the completion of the survey, with
thirty(30) participants in DPWH Head office.
The expense for workshop should be paid by the ****

V. Organizations Related to the Study

Concerned organizations related to the Study is as shown below.

Advise, Cooperation

Consultant
Consultation

Report Submission
Advise
Supervision, Approval

SOR 5
The roles of the organizations are as follows;
The consultant implements the study under the Contract. The Consultant shall
consult with the JICA, DPWH and JICA Expert to obtain consensus for the major
issues such as methodology, strategy, survey, analysis, recommendation, and to
fulfill the requirements in the Study.
JICA supervises and give approvals to the Consultant as a client of the Study.
However, JICA designates DPWH and JICA Expert as a member of client group
that has a function to guide the Consultant to pursue the effective study, to
converge their opinion, and to ensure the study quality.
DPWH, as a member of the client group, takes responsibility in advising and
commenting to the Consultant. DPWH is privileged to directly communicate with
the Consultant as required.
Mr. Yuji IKEDA, JICA Expert to DPWH, as a member of the client group, takes
responsibility in advising and commenting to the Consultant. JICA Expert is
privileged to directly communicate with the Consultant as required.

VI. Preparation of Reports

The following reports shall be submitted to JICA Philippines Office.

1. Inception Report
Inception Report shall provide general information explaining the Study such as concept,
contents, methodology, expected outputs, schedule. This Report shall be submitted to nCA and
within 5days from commencementof this Contract.

2. Draft Reports
Draft Reports including preliminary results and data of the Study shall be submitted to
JICA and discussed. The report shall consist of executive summary and main report.

3. Final Report
Final Report shall be made taking all comments and discussion results into account and
will be submitted to JICA. The report shall consist of executive summary and main report.

4. Submission Schedule

Title No. of Copies Submission date (*2)

1. Inception Report (IIR) : 5 copies Within 5 days after
commencing this
Contract
2. Draft Report (DIR): 5 copies On or before 15
December, 2005
3. Final Report (FIR) *1 (overall): 30 copies On or before 15 January,
2006
Note: * 1: 2 sets of CD-R (electrical data) shall also be provided.
Note: *2: Submission date shall be confirmed during the contract negotiation.
Note: *3: The documents shall be written in English.

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