COLLEGE OF AGRICULTURE AND FOOD SCIENCE

UNIVERSITY OF THE PHILIPPINES LOS BAÑOS

College, Laguna 4031 Philippines

MINUTES OF THE 6TH COORDINATION MEETING

REHABILITATION OF CENTRAL EXPERIMENT STATION(FOD)
COLLEGE OF AGRICULTURE, UPLB, COLLEGE, LAGUNA
14 MARCH 2019, 1:30 PM

ATTENDANCE:
EMMANUEL Q. AMATORIO Station Manager, CES
NOEL P. PALACPAC Engineer II, CES
JOHN PATRICK V. MALVEDA Administrative Officer II, CES
IRIS M. RONQUILLO Administrative Assistant II, CES
ANGELINE M. PASUQUIN CE, CSIS-UPMO
JOHN RAPH LUIGI S. BAUTISTA ME, CSIS-UPMO
RUEGENE T. CABRAL EE, CSIS-UPMO
ARIEL R. DELA CRUZ CE, CSIS-UPMO
RONALD P. BELIZARIO AR, CSIS-UPMO
ARNEL I. PANTIG Engineer III, CSIS-UPMO
SHADDAIEL P. REY EE, CSIS-UPMO
JOHN JERIC F. CATABAY EE, CSIS-UPMO
JUSTINE ANNE E. MENDOZA CE, CSIS-UPMO
CARLITO B. CANLAS Architect, Juncan Ent.
CYNTHIA CANLAS Manager, Juncan Ent.
SHARIFUDDIN P. JAMIH EE, Juncan Ent.

I. QUORUM
With there being sufficient number to conduct the business, the meeting was called to order
at 1:40 pm, with Engr. Ariel R. dela Cruz, Lead Inspector of the CES(FOD) project, presiding.

II. REVIEW AND DISCUSSION OF MATTERS ARISING FROM THE MINUTES OF THE 5th
COORDINATION MEETING
Engr. Dela Cruz started the meeting by checking the workers’ IDs however Arch.Canlas
mentioned that there are still no UPF ids but are using company IDs for identification.
The change in key personnel has already been documented and approved and has already been
received by Arch. Canlas.
Contract Time Extension(CTE) 1 has already been approved and official contract expiry is on 27
March 2019, with an additional 42 calendar days. Engr. Dela Cruz instructed Arch. Canlas to submit
amended PERT CPM and S-curve that reflects additional contract extension.
Regarding dismantled materials, Engr. Dela Cruz asked the contractor if there are still materials
that needs to be turned over to CES, Arch. Canlas answered that there are no more left but some
debris that will be discarded. Mr. Malveda mentioned that the Waste Materials report has already
been processed. Engr. Cabral asked whether it includes those electrical materials dismantled to
which Arch. Canlas answered that it is still in the storage area. Engr. Cabral then mentioned to turn it
over to the Electrical section. It also needs to be included in the inventory to be accomplished by the
contractor. He also mentioned some cable wires brought over to the electrical section for
safekeeping.
Engr. Pantig mentioned the internet connection, if it was dismantled. Engr. Palacpac answered
that it was dismantled and taken by ITC. Engr. Pantig askerd whether it is ok that the net shelter will
still be placed at the same location as before, to which Engr. Palacpac answered yes.
 COLLEGE OF AGRICULTURE AND FOOD SCIENCE
UNIVERSITY OF THE PHILIPPINES LOS BAÑOS
College, Laguna 4031 Philippines

Arch. Canlas brought the switch for the lathe machine and was received by CES. Engr. Palacpac
mentioned that the CES mechanic might not be able to replace the switch. Engr. Ariel Dela Cruz
suggested to request to UPMO thru Job Order for the electricians to install the switch.
Shop drawings for windows and mock ups of locking system was verified on site by Arch.
Belizario, but he reminded the contractor of the alignment.
The request for CTE due to inclement weather is already for signature of the Chancellor as per
Engr. Dela Cruz, with additional 19 calendar days making the amended expiry date, 15 April 2019.
Engr. Pantig asked whether this is enough time already for the contractor to finish the project. Arch.
Canlas assured that the project will be finished by then. Once approved, a new PERT CPM and S-
curve should be submitted by contractor as per Engr. Dela Cruz.
Transformers scheduled for testing are all installed and tested as per Engr. Cabral. It is
tapped temporarily to the building using the existing circuit breaker to be able to be used in the
building as per Engr. Jamih. He also mentioned that the transformer has been replaced, as Engr.
Pantig asked about it. Engr. Cabral verified that electricity consumed still being metered. Installation
test is also possible and will be scheduled as per Engr. Jamih.
The tiles to be used for the flooring (2nd floor and ground floor) and for the restroom have
already been approved CES and Arch. Belizario.
Mechanical roughing ins for copper pipes have not been complied yet by the contractor.
Engr. Bautista mentioned that the contractor still needs to submit samples. Arch. Canlas said that he
submitted shop drawings and materials for cladding but has not been received as per Engr. Bautista.
Engr. Dela Cruz said that they will follow up as there are many documents being received by their
office. He mentioned that as this is not included in the original plan, CSIS will propose a variation
order with corresponding CTE and once finalized, they will coordinate with the contractor and will
provide copy to CES.
Interior wall paint has already been approved by CES.
Arch. Belizario discussed the difference in ceiling height between the pantry and the office
area and mentioned that the contractor to submit shop drawings for the change in the restroom
ceiling. Engr. Pantig asked whether it was approved and Engr. Dela Cruz said that it is for signature of
the designer and has already been discussed to and agreed with CES.
Overhead wiring proposed by the contractor during the meeting reverted back to the
original plan to place wirings underground as per Engr. Cabral.
Engr. Rey discussed the request by CES to move 3 switches so that the security guard will
have access to it. Engr. Pantig asked if this is for the pin lights but Engr. Rey said that it is not, but for
the additional installation of angle bars for the lights, and for variation order due to chipping to be
made. Engr. Cabral mentioned that this has already been discussed with CES and the contractor.
Engr. Amatorio asked if the sliding widows at the ground floor has grills and was informed
that there no grills to be installed. Engr. Pantig suggested for CES to request installation of grills,
through letter to Dr. Sundo, for it to be included for variation order with corresponding CTE.
The request of CES for stainless letters was disapproved the Chancellor.

III. APPROVAL OF THE MINUTES OF THE 5th COORDINATION MEETING

After the review and corrections, Engr. Angeline M. Pasuquin motioned for the approval of
the minutes of the coordination meeting as presented, seconded by Engr. Shaddaiel P. Rey.

IV. REPORT OF THE PROJECT ENGINEER

As of 14 March 2019, submitted and signed by Arch. Carlito B. Canlas:

Target Accomplishment : 100.00%

MINUTES OF THE 6th COORDINATION MEETING
REHABILITATION OF CENTRAL EXPERIMENT STATION(FOD)
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 COLLEGE OF AGRICULTURE AND FOOD SCIENCE
UNIVERSITY OF THE PHILIPPINES LOS BAÑOS
College, Laguna 4031 Philippines

Percent of Work Accomplished : 83.29%

Slippage : 16.71 %
Contract Time : 150 days
Time Elapsed : 179

Manpower : 23 workers (1 Foreman, 8 laborers, 7 Skilled and 7

painters)
Equipment/Tools : 1 unit bar cutter
1 unit welding machine
4 units grinder
5 units hammer drill
Previous Activities:
- Laying of floor tiles (ground floor)
- Painting of interior walls and ceiling
- Sanitary and water line layout
- Installation of transformer
- Installation of lighting fixtures

On-going Activities:
- Tile laying (comfort room)
- Retouching of ceiling paint
- Fabrication of steel windows
- Fabrication of steel door

Projected Activities:
- Installation of airconditioning units
- Installation of panel boards
- Installation of toilet fixtures
- Installation of toilet partitions
- Application of acrylic water based epoxy floor finish
- Installation of roll up doors

Engr. Dela Cruz asked whether those embedded on the floor tiles have been approved.
Arch. Canlas said that those on the walls can still be checked and inspected.
Engr. Pantig asked whether the floor tiles have already been installed at the ground
floor as well as toilet partitions. Arch. Canlas answered that it has been done yet, but will push
through once the tiles has been delivered. He also reminded the contractor to at least submit a
brochure for the water based epoxy floor finish, as well as coordinate with CES regarding the
color.
Arch. Belizario mentioned how during the early on the project, workers worked the
window frames as if it will be installed with sliding windows only to realize that the other side will
be installed with steel windows. This resulted to some spaces under the window seat. Arch.
Canlas said that he will put cement on the gaps and have it painted the same color as the steel
window casing. Arch. Belizario requested for a sample, and Arch. Canlas agreed to do so.

MINUTES OF THE 6th COORDINATION MEETING

REHABILITATION OF CENTRAL EXPERIMENT STATION(FOD)
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 COLLEGE OF AGRICULTURE AND FOOD SCIENCE
UNIVERSITY OF THE PHILIPPINES LOS BAÑOS
College, Laguna 4031 Philippines

V. OTHER MATTERS
Exhaust for the comfort rooms will be mounted on the glass windows but will expose
wires. Engr. Pantig suggested ceiling mounted exhaust that will require ducting to cover the
wires as another option so as not to compromise the glass windows. He also suggested to the
contractor to request clarification to the designer. Engr. Dela Cruz asked Arch. Canlas to submit
this ASAP for it may require a construction bulletin.
Engr. Cabral mentioned the proposal of installation of messenger wire for support
which will require for a variation order for labor costs, as it was installed already. Engr. Pantig
suggested for this to be formally documented. Engr. Dela Cruz said that the contractor already
submitted a letter.
Engr. Dela Cruz discussed the possibility of 2 more construction bulletins for (1) window
grills installation which will start from CES requesting for the window grills, and (2) exhaust fans
which will start from contractor’s request for information.
Mrs. Canlas clarified the issue regarding the excess wire bought by the contractor but
was turned over to the electrical section without proper documentation. Engr. Pantig mentioned
that if installation was done as per plan and materials provided is as per BOQ, excess will still be
the contractor’s property. He suggested to clarify this matter. Engr. Cabral mentioned that he
suggested that any excess be turned over the same way as the existing transformer was turned
over, including documentation, thinking that if the provided length of wire is as per BOQ even if
actual use was lesser, it should be turned over. However, Mrs. Canlas said that they have not
acknowledged this. It was mentioned by Engr. Cabral that he assumed that it was already noted
by Engr. Jamih. Engr. Pantig said that it should be discussed first before any turn over.
Engr. Pantig asked if inside gutters have been waterproofed, and Arch. Canlas said that
it has not been waterproofed yet. He reiterated that this should be done. He also suggested to
CES to request trimming to UPMO.

VI. ADJOURNMENT
With no others concerns presented, the meeting was adjourned at 2:35pm.

Prepared by:

IRIS M. RONQUILLO
Administrative Assistant II – CES CAFS

Noted by:

ENGR. EMMANUEL Q. AMATORIO

CES Station Manager

MINUTES OF THE 6th COORDINATION MEETING

REHABILITATION OF CENTRAL EXPERIMENT STATION(FOD)
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