T ERMS OF R EFERENCE
1. OVERALL PROJECT SUMMARY
Project Title :
ONE LOT RENDITION OF CONSULTING SERVICES FOR THE PREPARATION OF THE DETAILED
ARCHITECTURAL/ ENGINEERING PLANS FOR THE BENGUET AGRIPINOY TRADING CENTER
(BATC) FACILITY
Objective : To create/develop detailed architectural and engineering plans (A/E-plans)
that will be used as basis and reference for the construction of an engineered
facility called Benguet AgriPinoy Trading Center (BATC); or hereinafter
called the “FACILITY.”
Beneficiary : Local fruit and vegetable farmers, farmers’ cooperatives, fruit and
vegetable traders, storage facility operators, institutional buyers
Proponent : Department of Agriculture (Central Office)
Project Partners : 
Department of Agriculture – Cordillera Autonomous Region;

Benguet State University;

Municipal Government of La Trinidad; and,

Provincial Government of Benguet.
Duration : 
Phase 1 (Development and Submission of Complete A/E-plans):
05Apr to 09May2011


Phase 2 (Fabrication of Scale-Model): 10May to 16May2011
Phase 3 (Construction Phase): will commence when construction
starts and end upon completion of requirements as per agreed date of
delivery
2. PROJECT BACKGROUND
The La Trinidad Vegetable Trading Post (existing trading center in Benguet and one of the relatively
successful agricultural trading centers) was built in 1984 to house the wholesale agricultural trading
operation of the Benguet Province. The trading post aims to increase the market share of
vegetables coming from Benguet, to increase LGU revenue, and to accommodate the demand that
could no longer be met by the Baguio City market. After more than twenty years, even the La
Trinidad Vegetable Trading post cannot adequately respond to the demands of the vegetable
market that has grown in size and complexity. In addition, the original trading post accumulated
operational and economic problems that did not have timely and effective solutions. As a result,
the growing farmer population as well as the local government is pushing for the construction of a
new trading post.
The project aims to answer the challenges posed by the growing high value commercial crop trade
in Benguet through the installation of a modern facility that will:
2.1. decongest the traffic of produce in the Province (possibly with the use of online transaction);
and,
2.2. ensure the quality of ready-to-sell vegetables from sorting, washing, cutting, packing, to
labeling (with the use of modern processing equipment).
This Terms of Reference (TOR) is specifically made to address the need to create a complete
Architectural and Engineering Design for the Benguet AgriPinoy Trading Center (BATC) or
otherwise will be known as the “FACILITY” under this TOR.
3. OBJECTIVE OF THE CHOSEN A/E-DESIGNER FOR THE PROJECT
The Architectural and Engineering Plans (A/E-plans) will be used as basis and reference for the
construction of an engineered facility called Benguet AgriPinoy Trading Center (BATC) in
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approximately two (2) hectares lot in La Trinidad, Benguet (currently part of the Strawberry Farm
in La Trinidad), a property owned by Benguet State University; or hereinafter called as the
“FACILITY”
4. SCOPE OF WORK FOR THE INTERESTED A/E-DESIGNER WITH PHASES OF WORK
The undertaking will have three (3) phases, namely: a) Phase I: Development and Submissions of
Complete A/E Plans; b) Phase II: Fabrication of the Scale-model; and c) Construction Phase.
 PHASE I: DEVELOPMENT & SUBMISSION OF COMPLETE A/E PLANS
Develop and submit a complete set of A/E-plans inclusive of all usual building utilities and
auxiliary facilities for solid waste management, as well as road access going to and out of the
FACILITY, for the construction of the above described FACILITY to include but not limited to
the activities outlined below:
4.1. Schematic Design
Development (SDD)
4.1.A. Attend necessary conferences and consultations with the designated representative/s
from the Development Academy of the Philippines, Department of Agriculture (DA),
and/or their project partners who shall be referred herein as the “PROJECT
TECHNICAL WORKING GROUP” or “PROJECT TWG” to ascertain the
requirements of the FACILITY;
4.1.B. Conduct site inspection(s) to ascertain site conditions and requirements pertaining to
the FACILITY;
4.1.C. Prepare at least (3) schematic design studies (SDS) which should lead to a
recommended solution including a general description of the FACILITY for
endorsement by the PROJECT TWG and approval by the Department of Agriculture;
4.1.D. Prepare an initial General Specifications Manual outlining the various materials and
engineering systems to be incorporated in the FACILITY;
4.1.E. Prepare an initial construction cost estimate based on current cost parameters; and,
4.1.F. Submit for this phase of the work two (2) copies of:
4.1.F.01. Schematic Design Plans (A3);
4.1.F.02. Schematic Elevations/Sections (A3);
4.1.F.03. Preliminary Sketch Perspective;
4.1.F.04. Space Allocations (A4);
4.1.F.05. General Specifications Outline (A4);
4.1.F.06. Initial Budgetary Estimate Document (A4); and,
4.1.F.07. Electronic-files (JPEG or PDF) of the above enumerated documents.
4.2. Detailed
Design Development (DDD)
4.2.A. Prepare, from the approved Schematic Design Plans and General Specifications
Outline, the complete Design Development Documents consisting of detailed
architectural drawings (plans, elevations, sections, site development, landscaping and
specialized details) and specifications, detailed conceptual engineering plans and
specifications to illustrate the size and character of the entire FACILITY;
4.2.B. Prepare an updated construction cost estimate based on the more detailed design
development documents and specifications;
4.2.C. Submit two (2) copies of:
4.2.C.01. Signed print copies of all relevant plans (drawing size to be prescribed later
by the end-user) and documents (in A4); and,
4.2.C.02. CD/DVDs with complete electronic files of all printed copies (jpeg or pdf
format).
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4.3. Outputs
of the A/E-designer (Contract Documents)
4.3.A.01. The outputs of A/E-designer shall serve as reference documents for the
construction of the FACILITY. Same outputs shall be issued to the
appropriate CONSTRUCTOR to whom the physical construction of the
FACILITY will be awarded to, at the subsequent/final stage of the Project.
4.3.A.02. Thus, the A/E-designer shall prepare, i.e., from the approved DDD, the
complete Construction Drawings and Specifications setting forth in detail the
works required to include…
4.3.B. Architectural Plans consisting of but not limited to:
4.3.B.01. Site and Physical Development and Landscaping Plan;
4.3.B.02. Right-of-Way including possible Schedule of Acquisitions, as appropriate;
4.3.B.03. Floor Plans, Elevations and Sections;
4.3.B.04. Roof Plan;
4.3.B.05. Reflected Ceiling Plans and Ceiling Details including Lighting Fixtures
Specifications;
4.3.B.06. Door and Window Schedule including Jamb, Baseboard and Window Cornice
Details;
4.3.B.07. Enlarged detailed plans of all specialized areas including Lobby and Stairwell
Core, Fire Exits, Comfort Rooms;
4.3.B.08. Architectural Specifications; and,
4.3.B.09. Architectural Detailed Cost Estimate;
4.3.C. Civil and Structural Plans consisting of but not limited to:
4.3.C.01. General Conditions for the Civil/ Structural Works;
4.3.C.02. Site and Excavation Works;
4.3.C.03. Foundations Plans and Details;
4.3.C.04. Structural Framing Plans and Details;
4.3.C.05. Column and Beam Details;
4.3.C.06. Wall Footing Details;
4.3.C.07. Slab and Stair Details;
4.3.C.08. Roof Framing Plans and Details;
4.3.C.09. Roof Details;
4.3.C.10. Structural Computations;
4.3.C.11. Civil and Structural Specifications; and,
4.3.C.12. Civil and Structural Detailed Cost Estimate.
4.3.D. Sanitary Plans consisting of but not limited to:
4.3.D.01. Piping Computation for Water, Drainage and Sewer Systems;
4.3.D.02. Water System Lay Out;
4.3.D.03. Drainage System Lay Out;
4.3.D.04. Sewer System Lay Out;
4.3.D.05. Isometric Diagram of Combined Water, Drainage and Sewer Systems;
4.3.D.06. Septic Tank and Catch Basin Details;
4.3.D.07. Solid Waste Handling-auxilliaries;
4.3.D.08. Sanitary Specifications; and
4.3.D.09. Sanitary Detailed Cost Estimate.
4.3.E. Electrical Plans consisting of but not limited to:
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4.3.E.01. Electrical Load Computations;
4.3.E.02. Power Distribution One Line Diagram, including power layout;
4.3.E.03. Lighting Lay-Out;
4.3.E.04. IT, Telephone, Cable, Intercom and other electronics system lay out;
4.3.E.05. Fire Protection System;
4.3.E.06. Electrical/Electronics and Fire Protection Specifications; and,
4.3.E.07. Electrical/Electronics and Fire Protection Detailed Cost Estimate.
4.3.F. Mechanical Plans consisting of but not limited to:
4.3.F.01. HVAC Systems General Conditions and Analysis;
4.3.F.02. HVAC Lay out;
4.3.F.03. HVAC Specifications; and,
4.3.F.04. HVAC Detailed Cost Estimate.
4.3.G. Pre-Final Submission: 2 sets of blue prints (drawings) and 2 sets of A4
(documents) of the following…
4.3.G.01. Complete Architectural Plans and Specifications;
4.3.G.02. Complete Civil/Structural Plans and Specifications;
4.3.G.03. Complete Sanitary Plans and Specifications;
4.3.G.04. Complete Electrical Plans and Specification;
4.3.G.05. Consolidated Project Cost Estimate;
4.3.G.06. Structural Computations; and,
4.3.G.07. Tender Bid Documents, as necessary.
4.3.H. For the final review and approval, A/E-designer must submit ten (10) complete
sets of signed and sealed by appropriate professionals the following:
4.3.H.01. Complete Architectural Plans;
4.3.H.02. Complete Civil/Structural Plans;
4.3.H.03. Complete Sanitary Plans;
4.3.H.04. Complete Electrical/Electronics/Fire Protection Plans;
4.3.H.05. Complete Mechanical Plans;
4.3.H.06. Consolidated Technical Specifications describing the type and quality of
materials, finish, manner of construction and the general conditions under
which the FACILITY will to be constructed;
4.3.H.07. Structural Computations;
4.3.H.08. Consolidated definitive Cost Estimate and supported with Bill-of-Quantities
(BOQ). BOQ must include cost estimates for the [i] construction of the
proposed FACILITY; as well as, [ii] development of the site based on the
Technical Project Briefs and Executive Summary Reports.
4.3.I. Format and Quantity of Final Submissions:
4.3.I.01. Complete set of reproducible original, signed and sealed copies of all design
drawings and sepia copies (drawing size to be prescribed later by the enduser) and A4 documents (1-master file; 1-presentation and working file)
4.3.I.02. Complete set of editable as well as non-editable electronic files of all
documents (e.g., spreadsheets, photos, presentation materials) and drawings,
indicating software used and saved in compact disks/DVD.
NOTE: *Drawing scales of plans for submissions should be technically appropriate and as
agreed upon with the DAP Project Team. A/E-designer must interact as frequent as possible
with DAP Project Team to avoid ‘waiting-times’ that may cause undue delays in completing
the plans as scheduled.
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 PHASE II: FABRICATION OF SCALE-MODEL
The Scale Model (4 feet by 4 feet) of the proposed FACILITY shall be based on the approved
A/E-designs and site-development plan
 PHASE III: CONSTRUCTION PHASE
4.4. This phase will commence once the actual construction of the FACILITY starts. During this
Phase, the winning bidder (A/E designer/firm) shall directly communicate to the Department
of Agriculture (DA) as the owner of the A/E plans and the one who will facilitate the
construction of the subject FACILITY. The DA could assign and authorize any capable
entity (e.g. winning construction firm) to represent DA during this construction phase.
4.5. The DA and/or its assigned/authorized entity will directly communicate to the winning bidder
(A/E designer/firm) the requirements during this phase. The DA shall approve the outputs
of the winning bidder (A/E designer/firm) under the construction phase and shall endorse the
outputs to dap for payment processing. Payment will be made by the dap only upon
completion of deliverables under this phase and endorsement of DA.
4.6. Assist the Owner as the final user of the A/E plans in coordinating required documents to
secure approval of all relevant governmental authorities having jurisdiction over the design
of the FACILITY.
4.7. Assist the Owner in the preparation of all relevant forms for contract letting, documents for
construction and all required components of the Tender Bid Documents.
4.8. Assist the Owner in the bid and negotiation process to obtain proposals from Contractors
including the preparation of bid abstracts and in the review, assessment and recommendation
for the contract award
4.9. Make periodic visits to the site to assess the general progress and quality of the work to
determine whether the construction implementation is proceeding in accordance with the
Contract Documents. Based on these regular periodic visits, prepare a report for the DA
project team describing the general progress of the construction implementation.
4.10. Assist the Owner in evaluating Contractor’s Applications for Payments to determine
completed work in accordance with approved Contract Documents prior to the issuance of
Certificates of Payment for such amounts.
4.11. Assist the Owner in the conduct of the required inspection to determine the date of
Substantial and Final Completion including the issuance of the final Certificate for Payment
to the Constructor of the FACILITY.
5. DETAILED WORK SCHEDULE OF THE CHOSEN A/E-DESIGNER
5.1. The approving authorities Department of Agriculture, (DA) have certified the urgency of
constructing the FACILITY.
5.2. SCHEDULE:
The preparation of the detailed A/E-plans will run on a very tight
schedule. The schedule set below is non-negotiable. All pertinent /relevant activities to
produce the A/E-plans specified above have to be undertaken and completed on or before the
timeframe as follows:
Tasks for the production of the detailed A/E-plans
TIMEFRAME
(01)
Submission of Inception Report
11Apr 2011
(02)
Schematic Design Submissions
18Apr 2011
(03)
Design and Development submissions
2May 2011
(04)
Contract Document Submissions
9May 2011
(05)
Scale-Model Submissions
16May 2011
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Tasks for the production of the detailed A/E-plans
(06)
TIMEFRAME
Will commence once construction
started
Construction Phase
5.3. The chosen/winning A/E-designer/firm should make itself available once called upon by the
DAP Project Team, Project Technical Working Group and DA for presentation of
outputs for further consultation and/or technical as well as administrative clarification/s that
may emerge during the development of A/E plans.
5.4. The chosen/winning A/E-designer/firm shall also make itself available once called upon and
able to respond to the requirements of DA and/or its assigned /authorized entity during the
construction of the FACILITY; i.e. in reference to the submitted detailed A/E plans.
6. TECHNICAL CRITERIA FOR SELECTING A/E-DESIGNER
6.1. Selection of the A/E-designer will follow a competitive selection process.
Submitted
proposals shall be evaluated by a Bids and Awards Committee - Technical Working Group,
i.e., composed of members from the DAP and the DA.
6.2. The criteria that shall be used as guide in choosing of the A/E-designer for the FACILITY are
as follows:
CRITERIA (PASSING SCORE = 60%, AT LEAST)

PERCENTAGE
Qualification of Key Personnel: Principal architect, landscape
architect, civil/structural engineer, sanitary engineer, materials engineer,
mechanical
engineer, electrical
engineer, electronics
and
communications engineer, and environmental planner.
All must be
20%
licensed professionals who will be evaluated on the basis of (1) Experience;
(2) Education; and (3) Related-training in building designs/construction;
 Experience and Capacity of the A/E-designer: refers to [1] Years of
Experience in Building Design & Construction; [2] Record of Previous
Engagement; [3] Quality of performance with similar projects; [4]
Relationship with previous clients (testimonials);
 Approach and Methodology: refers to the [1] overall quality of
submitted proposal on how the A/E-plans will be developed and
approved; [2] adequacy and appropriateness of portfolio of work (in
particular similar projects) and e-files of the A/E-plans, as well as [3]
Oral Presentation on how the final A/E design will be delivered.
Proposals will be evaluated based on: Clarity = 10%; Feasibility =30%;
30%
50%
Innovativeness =30%; and Comprehensiveness/ Completeness =30%
TOTAL
100%
7. ACCEPTANCE/APPROVAL OF OUTPUTS FROM THE CHOSEN A/E-DESIGNER
7.1. Acceptance of submitted outputs (drafts, revision, and final reports) will mean endorsement of
the PROJECT TWG (maybe composed of representatives from the DAP, DA, and field
stakeholders/project partners at the field level) and approval of the Department of Agriculture.
7.2. Initial review will be done by DAP Project Team (composed of representative(s) from DA Central
Office and other DAP project personnel) prior to submission and presentation to DA.
8. APPROVED BUDGET & SCHEDULE OF MILESTONES FOR THE PRODUCTION OF A/EDESIGNS
8.1. The
maximum budget for the submission of the A/E-plans, as detailed above,
including any contingent expenditure /incidentals in completing all of the tasks and
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outputs as detailed above, is NINE MILLION PESOS (P9,000,000.00) ONLY;
inclusive of applicable tax; and,
8.2. The
following are the expected deliverables / outputs from the selected A/E-designer
and the corresponding schedule of payment:
PAYMENT DUE AFTER
ACCEPTANCE OF DA
DELIVERABLE/MILESTONE
(01)
SUBMISSION OF THE INCEPTION REPORT
10%
(02)
SUBMISSION AND ACCEPTANCE OF SCHEMATIC DESIGN
DEVELOPMENT OUTPUTS
15%
(03)
SUBMISSION AND ACCEPTANCE OF DESIGN & DEVELOPMENT
OUTPUTS
10%
(04)
SUBMISSION AND ACCEPTANCE OF CONTRACT DEVELOPMENT
OUTPUTS
40%
(05)
SUBMISSION OF SCALE-MODELS (AFTER APPROVAL OF A/E
PLANS)
15%
(06)
COMPLETION OF TASKS IN THE CONSTRUCTION PHASE
10%
TOTAL
100%
9. OTHERS
A Technical Project Brief prepared by the DAP will be made and provided to the
winning bidder. This describes the design coverage and reflects the basis for the
proposed construction of the said FACILITY in consonance with the approved business
model and results of the feasibility study including studies related to the environment and
geophysical aspect of the identified construction site (lot).
***NOTHING FOLLOWS***
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