TERMS OF REFERENCE

Consultancy Service for Engineering/Architectural Design and Space Planning

of the Proposed Office/Showroom
Interior Fit-Out at JB Bldg. 351 Gil Puyat St., Makati City
of the Department of Tourism
BACKGROUND/PROJECT OVERVIEW
Pursuant to Republic Act No. 8492 (The National Museum Act of 1988), the
Department of Tourism is in need to transfer their Offices to a new and conducive
workplace. The selected new location is the JB Building bordered by Gil Puyat
Avenue (Buendia) and Jupiter Street in Makati City. It is an existing mid-rise building
with six-storeys of vacant office spaces.
Accordingly, the DOT requires an engineering/architectural design and building
space plan for Interior Fit-out of the said building to house its offices; a space plan
for the selected building that will optimize the utilization of space and furniture,
fixtures, equipment and accessories and promote an effective and efficient work
environment.
At the ground floor of the building, the DOT is intending to create a Showroom to
showcase their current and upcoming tourism programs. Multimedia equipment
with inter-active counters and modern design booths are required to make the
whole showroom appealing.
From second to sixth floor are designated offices and workstations for more or less
700 staff. A modern interior design should be applied on these spaces by using
modular office equipment, partitions, fixed and unfixed cabinets. Lobbies, waiting
areas, conference rooms are expected to be incorporated on these floors and will
be one of the highlights of the interior package including the enclosed offices for
the top officials of this department.
GENERAL DESIGN REQUIREMENTS
A.

Architectural
1.
Ground Floor: The Showroom
1.1.
Floor Plan
1.2.
Furniture Layout
1.3.
Fixed Counters and Cabinet Details
1.4.
Signage and Graphics Layout
1.5.
Multi-media equipment Layout
1.6.
Floor Pattern Layout
1.7.
Reflected Ceiling Plan
1.8.
Elevations and Wall Details
1.9.
Sections
1.10.
Spot Details
1.11.
Interior Perspectives

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2.

Second Floor to Sixth Floor

2.1.
Demolition Plan
2.2.
Floor Plan
2.3.
Furniture Layout
2.4.
Fixed Counters and Cabinet Details
2.5.
Floor Patter Layout
2.6.
Reflected Ceiling Plan
2.7.
Elevations and Wall Details
2.8.
Sections
2.9.
Spot Details
2.10.
Interior Perspectives

B.

Electrical
1.
Ground Floor to Sixth Floor
1.1.
Lighting Layout
1.2.
Power Layout
1.3
Emergency Power Scheme (if required)
1.4.
Auxiliary Layout: Telephone, LAN (structured cabling and
WiFi) & DATA
1.5.
CCTV Layout
1.6.
Sound System Layout or Paging System (if required)
1.7.
New Computation and Schedule of Loads

C.

Plumbing & Sanitary

1.
Ground Floor to Sixth Floor
1.1.
Revised Plumbing Layout (for new Pantries & CR)
1.2.
Revised Cold Water Line Layout (for new Pantries & CR)

D.

Mechanical & Fire Protection

1.
Ground Floor to Sixth Floor
1.1.
Revised AC Layout
1.2.
Fire Alarm System Layout
1.3.
Sprinkler Layout (if required)
1.4.
Emergency Exit Route Layout

SCOPE OF WORK
In this particular project, the Consultants shall perform the package work for the following:
A.

Architectural and Engineering Design

1.

Prepare and submit to the DOT Inter-Agency Transfer Committee preliminary

designs and studies on the buildings architectural and engineering plan
requirements based on the owners needs.
a.

The architectural and engineering component design refers to the

development documents consisting of the following:
1)
2)
3)
4)

Interior Floor Plans with Furniture and Fixtures Layout

Ceiling and Lighting Design
Signage and Decals Details
Interior Elevations and Sections
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5)
6)
7)
8)
9)

Perspectives
Electrical, LAN, DATA, CCTV and other Auxiliary Layout
Plumbing and Sanitary Layout
Outline Specifications / Schedule of Finishes
Area Tabulation, other details and budgetary estimate

All above plans and documents are prepared and signed by

registered architect/engineers.
B.

Design Services/Space Planning

1.

Prepare and submit to the DOT Inter-Agency Transfer Committee at least two
(2) preliminary designs for the office space plan, which consist of (i) drawings
and (ii) actual samples of materials.
a.

The office space plan refers to the plan or design of the interior of the
offices at the six (6) storey JB building, such as, but not limited to, the
design, finishes, color and material schemes, layout of interior spaces
of the office, furniture, fixtures, equipment and accessories. It shall also
include the cost estimates of the materials and other working details
and specifications.

b.

The office space plan shall cover the following areas of the JB building:
-

2.

Secretarys Office, Undersecretarys Offices, Assistant Secretarys

and other offices
Lobbies and Conference Rooms
Reception Areas
Documents Receiving and Releasing Areas
Staff Work Stations
Pantries
Other Areas

c.

In coming up with the preliminary conceptual designs, the Consultants

shall discuss the building space plan in detail, including desired
concepts, with the Chairperson of the DOT Inter-Agency Transfer
Committee and the BAC. They shall also survey the entire floor of the
leased JB building, as well as consider the existing furniture, fixtures,
equipment and accessories of the DOT.

d.

The complete preliminary conceptual designs shall be subject to the

approval of the DOT Secretary.

Prepare and submit the final office space plan

a.

The final office space plan shall include all necessary items such as,
but not limited to, floor plans, sectional perspective drawings, color
photographs and color sample boards, details and specifications and
cost estimates.

b.

It shall be subject to the approval of the DOT Secretary.

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C.

Advisory Services
1.

D.

Provide technical assistance in the procurement process for the fit-out

construction and purchase of goods and services (furniture, fixtures, articles,
etc.) to implement the Architectural and Engineering and space plan. Such
service shall include the following, among others:
a.

Assistance in the preparation of the Terms of Reference for the fit-out,

goods and services, technical specifications, schedule of
requirements, and other related documents required for the
procurement.

b.

Assistance in the evaluation of the technical specifications, schedule

of requirements and other related documents submitted by the
bidders during the bidding to ensure that the same is in accordance
with the bidding documents issued by DOT.

2.

Provide advisory assistance on the monitoring by the Chairperson of the InterAgency Transfer Committee on the progress of the implementation of the
architectural/engineering and space plan.

3.

Upon completion of the project, the Consultants shall submit an evaluation

report to assess whether the designs/space plans are complied with.

Other Services
1.

The Consultants shall be present in the discussion between the DOT-BAC and
the contractor/supplier of the fit-out, office furniture, fixtures and accessories
relative to the approved design plan.

2.

He shall perform such tasks and functions that may be assigned by DOT from
time to time regarding the architectural/engineering and office space plan.

SCHEDULE
A.

The architectural/engineering designs and space plans described above will be

carried out within three (3) months from the issuance of the Notice to Proceed by
DOT, without prejudice to any extension that may be made by the DOT without
additional cost.

B.

Upon completion of the architectural/engineering designs and space plans, the

Consultants shall continue to provide advisory and technical services during the
procurement process until the completion of the project.

C.

The consultants, however, shall not be held responsible for the contractor/supplier
failure to carry out the construction work in accordance with the Construction
Documents.

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ACCEPTANCE CRITERIA
The project will be deemed completed after the submission of the necessary plans,
documents, and other materials and completion of the activities described in the
foregoing Scope of work and the Schedule to the satisfaction of the DOT.
RESPONSIBILITIES
The Consultants and DOT will share the responsibilities for the successful conduct of this
project.
The Consultants shall:
1.

Report to and be under the direct supervision of the Chairperson of the DOT InterAgency Transfer Committee for the project implementation;

2.

Submit reports to the Chairperson of the DOT Inter-Agency Transfer Committee, as

may be required;

3.

Submit the final proposal to the DOT Secretary for approval, through the
Chairperson of the Inter-Agency Transfer Committee; and

4.

Be responsible for the needed equipment to produce the deliverables specified in

the scope of work, except as agreed upon by both parties.

The DOT shall:

1.

Provide the work space that may be required by the Consultants;

2.

Provide the Consultants with a computer, a printer and access to internet facilities
that shall be subject to the approval of the Chairperson of the Inter-Agency Transfer
Committee; and

3.

Provide the Consultants access to relevant documents/records subject to the

approval of the Chairperson of the Inter-Agency Transfer Committee.

COMPETENCE AND QUALIFICATIONS

The consultants must possess the following:
1.

At least five (5) years of experience in office fit-out and space plan design and has
completed similar/related government projects with project amount at least 50% of
the Projects proposed Budgetary Cost which is P166M.

2.

Creativity, technical expertise and a good sense of colors and shades in selecting
the fabrics and furnishings to provide the DOT a corporate look and comfortable
feel at reasonable cost;

3.

Good time management with different tasks at hand, to prevent delays in project
execution;

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4.

Sufficient knowledge about ergonomics to ensure the safety and comfort of the
staff;

5.

Adherence to stringent standards of safety in accordance with the Building Code so

that no untoward incidents occur during work; and

6.

Swiftness of decision action and the ability to determine the best solutions, in terms
of time and quality, to problems and complications that may crop up during the
project.

CONTRACT COST AND PAYMENT

1.

DOT has allotted a total of Six million pesos (Php 6,000,000.00) as professional fee for
the design consultant/office space planner inclusive of taxes.

2.

The consultants shall be paid fifteen percent (15%) mobilization upon signing of the
contract subject to submission of letter of credit. The remaining Balance shall be
paid by progress billing (please refer to activity & payment schedule below) and
subject to applicable taxes.

The specific activities and payment schedule are as follows:

Activity
A. Mobilization
1. Upon contract signing
B. Design Services:
1. Approval of the complete preliminary conceptual
Designs within two (2) weeks from Notice to
Proceed
2. Approval of the final interior design within two (2)
weeks from Notice to Proceed
C. Advisory Services:
1. Technical assistance during the bidding process
a. Completion of bidding documents
b. Issuance of the notice to proceed to the
winning supplier
2. Report on the implementation of the building
space plan:
a. Approval of the final report that the
Contractor/Supplier is compliant with the
building space plan, interior design, fit-out, office
furniture, fixtures and accessories
TOTAL

Payment
(Amount and % of the
Consultancy Contract)
(15%)
(15%)
(20%)

(20%)
(10%)

(20%)

(100%)

GENERAL CONDITIONS
1.

All applicable taxes shall be paid by the consultants.

2.

All transactions are subject to withholding of creditable Value-Added Tax.

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3.

The consultants must submit the following documents, namely:

3.1.
3.2.
3.3.
3.4.
3.5.
3.6.

Letter of Intent;
Curriculum Vitae detailing the personal profile, similar work completed
successfully;
Copy of license, degrees and certificates;
Taxpayers Identification Number
Track record (list of clients and their addresses including contact numbers)
and certification of satisfactory compliance/performance from its major
clients; and
At least three (3) samples of projects completed (present designs and
pictures);

4.

Price validity shall be for a period of thirty (30) days from submission of the letter of
intent.

5.

Offer shall be considered as fixed prices and not subject to price escalation during
contract implementation.

6.

When the consultants fail to satisfactorily deliver the services under the contract
within the specified delivery schedule or project implementation schedule, inclusive
of duly granted time extensions, if any, he/she shall be liable for damages in the
amount equal to one tenth of one percent (0.001) of the cost of the delayed
services scheduled for performances for everyday of delay. The liquidated
damaged will be imposed until such services are finally delivered or performed and
accepted by the DOT.

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