Terms of Reference

I. PROJECT TITLE: DETAILED ARCHITECTURAL AND ENGINEERING

DESIGN SERVICES FOR THE PROPOSED UPOU
LEARNING COMMONS

II. PROJECT BACKGROUND:

Proposed Project Component Description

The UPOU Learning Commons is proposed to be built using the principles of climate
change adaptive, green architecture and engineering. The building will be constructed as
an expansion of the currently being constructed Teaching and Learning Hub (see
attached) and should follow a North-South orientation.

The proposed project will have two (2) pods whose external look is congruent to that of
the Teaching and Learning Hub and with both pods having a second floor. The ground
floor of the building will have the same elevation to its adjoining structure. An open
space for activities will be located at the ground floor, which should have ample space for
a lounge and information desk. Librarians office, Childrens section, Comfort rooms
(public and employees), a discussion room that can accommodate 6 people, and a pantry
for use by eight (8) persons at a time will also be located on the ground floor. Mainly
books at the second floor Reading area, ODeL room, Thesis and Dissertations room,
Circulation section, Filipiniana section, Reference section and Technical and storage
room.

The provision of climate change adaptive/green architecture/building/engineering

features shall be strictly observed in building design. The designers shall observe this
thematic requirement to get the best possible results within the given budget.
Essentially, the building should consider: (1) siting and structure design efficiency; (2)
energy efficiency; (3) water efficiency; (4) materials efficiency; (5) indoor environmental
quality enhancement; (6) operations and maintenance optimization; and (7) waste
reduction.

Office/Space Requirements:

Ground Floor
Open Space for activities 120 sqm
Lounge/Information desk 25 sqm
Four Discussion rooms (2 large and 2 small) 81 sqm
Childrens section 20 sqm
Pantry 9 sqm
Electrical/Server Room 9 sqm
Utility Room 6 sqm
Comfort Rooms (2@9sqm) 18 sqm
 2nd Floor
Reading Area 60 sqm
Open Distance e-Learning (ODeL) section 24 sqm
Thesis and Dissertations room 35 sqm
Circulation section 35 sqm
Filipiniana section 28 sqm
Reference section 24 sqm
Librarians office 15 sqm
Technical and storage room 24 sqm
Stairs 18 sqm
Hallways and Corridors 25 sqm (approximate)

Total 576 sqm

Building Project Location:

The proposed UPOU Learning Commons will be located within the 23-hectare UPOU
campus, adjacent to the right side of the currently being constructed UPOU Teaching and
Learning Hub (see location map).

Building Cost Estimate:

The estimated total project construction cost for the building is P 20M.

III. OBJECTIVE OF THE PROJECT

To prepare the Building Space Program, Architectural and Engineering Design, and
Detailed Architectural and Engineering Contract Documents for the Construction of the
Proposed UPOU Learning Commons.

IV. DETAILED SCOPE OF WORK OF THE PROJECT

The project includes the selection and management of a Consultant. The consultancy
services required are for the Architectural and Engineering Design Services with the
desired climate change adaptive green architectural/engineering expertise/experience.

A. General

The Consultant will provide the required professional architectural and

engineering design for the Proposed UPOU Learning Commons in a manner and
level conforming to standard practices and the design guidelines prepared by the
Office of the Design and Planning Initiatives of the UP System.
 The Consultant shall take full charge of the work and is expected to assign and
engage for the project the most able and competent technical people consisting of
architects, civil/structural engineers, electrical engineers, electronics and
communication engineers, mechanical engineers, sanitary engineers, and other
technical support personnel necessary for the execution of the services.

B. The required Professional Services are described in the following scope of work:

Phase 1 Pre Design Services. The Consultant shall be responsible for

the preparation and provision of the Architectural Space Program Study
which includes the following:

1. Program of spaces for the UPOU Learning Commons and

their physical/utility requirements (including area requirements)
2. Proximity matrices and bubble diagrams
3. Functional zoning plan

The Space Program Study shall be submitted to the UPOU for review and
approval.

Phase 2 Indicative Master Planning Services. The Consultant shall be

responsible for the preparation and provision of the following:

1. Schematic Site Development Plan showing site approaches and exits,

road network, location of buildings, landscape elements and land
occupancy.
2. Conceptual Schematic Diagrams, taking into consideration Filipino
architecture, structural systems, day lighting, sun orientation,
ventilation and thermal comfort, acoustics, communication, utilities
(water supply, storm drainage, sanitary drainage, power, lighting, air
conditioning, electrical auxiliaries), security, fire safety, automation,
flexibility and future expansion.
3. Preliminary Project Cost Estimates.

Phase 3- Horizontal Engineering Design Services. The Consultant

shall be responsible for the preparation and provision of the Site
Development, Road Systems Layout, Drainage Systems Layout and
Parking Systems Layout.

Upon completion of the Indicative Site Plan and Architectural Design,

the Consultant shall furnish the UP Open University with three (3) sets of
all preliminary design results and outputs.

Phase 4 Architects Regular Design Services. The Consultant shall be

responsible for the preparation and provision of the following:
 A. Architects Regular Services for the design of the building (including
contract documents), which shall consist of the following:
a. Design/developed architectural and engineering plans, elevations and
sections;
b. Building phasing plan and program;
c. AutoCAD-generated detailed architectural and engineering
drawings which include the architectural, structural, civil, electrical,
communications, plumbing/sanitary, mechanical (including fire
protection systems), automation and other related work;
d. Structural Analysis including Seismic Design
d. Technical specifications describing the type and quality of materials to be
used and the manner of doing the construction in MS Word Format;
e. Cost estimates in Excel format;
f. Detailed Unit Price Analysis (DUPA);
g. Assistance in the preparation of program of work;
h. Assistance in the preparation of bid/tender documents which
shall include Plans, Proposal Forms, etc.

The Consultant shall furnish the UP Open University, free of

charge, with one (1) set of tracing paper copies of drawings, all
AutoCAD file drawings and MS Word/Excel documents files in
CD, seven (7) printed sets of drawings and specifications duly
signed and approved for bidding purposes. Additional five (5)
printed sets of drawings and a specifications duly signed and
approved for building permit purposes. Extra sets of documents
needed by a contractor are to be charged to the contractor.

All design decisions shall be referred to the appropriate provisions

in the latest editions of the National Building Code, Structural
Code, Plumbing Code, Electrical Code, Fire Code of the
Philippines, Accessibility Law and all other pertinent laws.

B. Consultants Support Services for the construction, which shall include the
following:

a. Bidding Phase (Bidding procedures shall be in accordance with

the provisions of Republic Act 9184 (RA9184) and its
Implementing Rules and Regulations Part A (IRR-A).

i. Assistance in making the recommendations on the award of

the construction contracts
ii. Preparation and submission to the UP Open University of an
updated cost estimate using the proposal forms given to the
bidders which shall serve as the basis for the details of the
approved budget for the contract (ABC).
 The Consultant shall submit to the UP Open University three (3)
sets of the updated cost estimates. The Consultant shall attend, at
its own expense, the pre-bid conferences called by the UPOU-
BAC. During the pre-bid conferences, the Consultant shall
clarify all pertinent issues, questions, etc. raised by the bidders
prior to bidding.

b. Construction Phase

i. Preparation of supplementary drawings and construction bulletins

required to suit actual field conditions
ii. Checking detailed construction and as-built drawings submitted by
contractors
iii. Making at least once-a-month visit for project coordination meeting or
as required, to address inquiries related to the design and procedure
and to check on the general progress of work and quality of materials
and workmanship.
iv. Observing and reviewing performance tests and preparation of reports

c. Post Construction Phase:

i. Conduct final inspection and preparation of the final report of the

completed project.

Any other related activities pertaining to the project although not

mentioned in the Terms of Reference/Scope of services but are necessary
to complete the project/assignment shall be performed by the Consultant
as if the above activities are part of the services.

V. TIME FRAME

For the Detailed Architectural and Engineering Design Services, the following time
frame will be followed:

1. The period of the Consultants services shall commence three (3) days after the
date of the receipt of a written notice to proceed.
2. The required Professional Services scope of work for the UPOU Learning
Commons shall be submitted to the UPOU within the following time per phase:

Phase 1 Pre Design Services should not exceed seven (7) calendar days upon the
commencement of the Consultants services

Phase 2 Indicative Master Planning Services should not exceed ten (10)
calendar days upon the approval of Phase 1
 Phase 3 Horizontal Engineering Design Services should not exceed seven (7)
calendar days upon the approval of Phase 2

Phase 4 Architects Regular Design Services should not exceed thirty (30)
calendar days upon the approval of Phase 3

The time of review and approval by the UP Open University of the different
works shall not be included in the period of work of the Consultant.

3. Upon approval of the detailed engineering and architectural design, the

Consultant shall submit the detailed cost estimate within five (5) calendar days.
4. If the work of the Consultant is delayed due to force majeure and other unforeseen
events not within the control or fault of the Consultant, the period of work shall be
extended and adjusted accordingly, without penalty; otherwise, a penalty shall be
imposed.

VI. MINIMUM QUALIFICATION REQUIREMENTS

The minimum requirements of the Consultant on expertise desired and the qualifications
of individual personnel necessary for the required services are specified thus:

A. One (1) Principal Architect with climate change adaptive/green architecture expertise
of five (5) years: For concept and management
B. One (1) Project Manager with experience of five (5) years: For Architectural and
Engineering Design Services
C. One (1) Civil/Structural Engineer with experience of five (5) years: For
Civil/Structural Design and Project Estimates
D. One (1) Professional Electrical Engineer with experience of five (5) years: For
Electrical and Electrical Auxiliaries Systems Design
E. One (1) Electronics and Communications Engineer with experience of five (5) years:
For Communication Systems Design
F. One (1) Professional Mechanical Engineer with experience of five (5) years: For
Mechanical Systems Design
G. One (1) Sanitary Engineer with experience of five (5) years: For Water Distribution,
Drainage and Sanitary Systems Design

VII. CONSULTANTS FEE AND MANNER OF PAYMENT

Payment Schedule

1. Upon completion and approval by UPOU of Phase 1 (Pre-Design Services) of the

scope of work and not more than fifteen (15) working days after the submission of
the Architects Statement of Account to the UPOU, 15% of the fee will be paid.
2. Upon completion and approval by UPOU of Phase 2 (Indicative Master Planning
Services) of the scope of work and not more than fifteen (15) working days after the
 submission of the Architects Statement of Account to the UPOU, 20% of the fee
will be paid.
3. Upon completion and approval by UPOU of Phase 3 (Horizontal Engineering
Design Services) of the scope of work and not more than fifteen (15) working days
after the submission of the Architects Statement of Account to the UPOU, 40% of
the fee will be paid.
4. Upon completion and approval by UPOU of Phase 4A (Architects Regular
Services) of the scope of works and not more than fifteen (15) working days after the
submission of the Architects Statement of Account to the UPOU, 10% of the fee
will be paid.
5. Within fifteen (15) working days after the completion of Phase 4B (Consultants
Support Services) for the construction, followed by the issuance by the UPOU of the
Certificate of Completion of the construction project and the statement of account,
the remaining balance of 15% of the fee will be paid.

VIII. OTHER CONDITIONS

A. Work or any part thereof that is suspended or abandoned

If the work of the Consultant is suspended in whole or in part due to force

Majeure or for other reasons beyond the Consultants control or upon the
order of the UPOU, the Consultant shall receive payment based on the
phase of work already accomplished.

B. Cost Estimates

Any estimate of project construction cost submitted by the Consultant shall

be within the normally acceptable range of accuracy.

IX. OTHERS

A. SCHEDULE OF ACTIVITIES

Activity Date

Advertisement and Issuance of Eligibility Forms 13 July 2017

Submission of Eligibility Requirements 25 July 2017

Results of Eligibility Check 27 July 2017

Results of Short Listing 27 July 2017

Notification of Short Listed Consultants 27 July 2017

Issuance of Bid Documents 27 July 2017

 Pre-bid Conference 08 August 2017

Public bidding-Submission and Opening of 22 August 2017

Technical and Financial Proposal
Bid evaluation and ranking 24 August 2017

Post-Qualification 31 August 2017

Approval of BAC resolution and notice of award 05 September 2017

B. OVERVIEW OF THE REQUIREMENTS

1. The UPOU will award the project to a single Consultant which shall be an
ARCHITECTURAL FIRM or ARCHITECTURAL & ENGINEERING FIRM
with climate change adaptive/green architecture/engineering expertise.

2. The UPOU, through the Bids and Awards Committee, shall evaluate the technical
proposals. The Consultant will be selected according to the quality of the
Technical Proposals submitted, experience with similar projects and the firms
reputation, along with the capabilities of their professional staff to be assigned to
the project.

3. Presentation of one concept paper describing the green architecture and other
significant features included in the design and one schematic floor plan including
a perspective of the envisioned UPOU Learning Commons ARE REQUIRED.
All other drawings shall NOT be considered in the evaluation of the technical
proposal.

4. The UPOU shall notify in writing all participating Consultants on the results of
the evaluation.

5. The UPOU shall inform each individual firm that a selection has been made when
a contract has been negotiated with any of the firms.

6. If an agreement cannot be reached with any of the invited firms, the competitive
selection will be terminated. The UPOU will then revise the Request for
Technical Proposals and Terms of Reference for re-issuance to short listed and
interested firms.

7. The Technical and Financial proposals should be submitted in separately sealed

envelopes.

X. REPORTING REQUIREMENT

A. A report shall be submitted in three (3) sets upon completion of the

 Architectural Space Program Study and the Preliminary Architectural and
Engineering Study (Phase 1).

B. A report shall be submitted in three (3) sets upon completion of the

Indicative Master Plan and Architectural Schematic Design Study (Phase 2).

C. A report shall be submitted in seven (7) sets upon completion of the Contract
Documents Phase (Phase 4A).

D. A report shall be submitted in three (3) sets upon completion of the

free of charge construction bidding services (Support Services Phase 4B).