November 29, 2011 DO 94, s. 2011 – Guidelines on the Implementation of the Basic Educational Facilities Funds (BEFF)

November 29, 2011
DO 94, s. 2011
Guidelines on the Implementation of the Basic Educational Facilities Funds (BEFF)

To : Regional Secretary, ARMM
Regional Directors
Schools Division/City Superintendents
All Others Concerned

  1. The Basic Educational Facilities Funds (BEFF) of the Department of Education (DepEd) shall be utilized to address the classroom, water and sanitation facilities, and furniture shortages based on the Basic Education Information System (BEIS), the repair and rehabilitation of classrooms including heritage buildings as well as water and sanitation facilities.
  2. The guidelines on the implementation of the different projects under the BEFF are detailed in the following enclosures:
      1. Enclosure No. 1 – Guidelines on the Implementation of School Building
        Program for Areas Experiencing Classroom Shortages to be Funded Under the DepEd Basic Educational Facilities Fund (BEFF);
        Enclosure No. 2 – Guidelines on the Implementation of Repair/
        Rehabilitation of Classrooms Including Heritage Buildings, and Water and Sanitation Facilities to be Funded Under the DepEd Basic Educational Facilities Fund (BEFF); and
        Enclosure No. 3 – Guidelines on the Implementation of the School
        Furniture Program to be Funded Under the DepEd Basic Educational Facilities Fund (BEFF).


  3. The Division Office (DO) shall prepare the list of recipient schools based on the latest BEIS and budgetary ceiling of the legislative district/schools division. The schools division/city superintendent (SDS) shall be responsible in informing the concerned representatives and LGUs on the identified recipient schools to avoid duplication of funding and to ensure smooth implementation of the program.
  4. In preparing the list of the recipient schools, the following shall be observed:
    1. The final list shall be prepared in five (5) copies for distribution to the following offices:
      1. a.1 1st copy to be submitted to DepEd Central Office through the Physical Facilities and Schools’ Engineering Division (PFSED);
        a.2 2nd copy to be submitted to the Regional Director of the DepEd Regional Office (RO) concerned;
        a.3 3rd copy to be submitted to the Office of the Representative of the District concerned;
        a.4 4th copy to be submitted to the Office of the Provincial/City Government Unit concerned;
        a.5 5th copy to be retained at the DO concerned.
    2. The 3rd and 4th copies shall be supported with the latest data of the BEIS for the information and guidance of the concerned District Representative and LGU and these shall be received by the above¬stated offices not later than December 15, 2011.
    3. The 1st copy shall be submitted with the acknowledgment receipts of the 2nd, 3rd and 4th copies (sample form enclosed must be complied). The deadline for submission of priority lists shall not be later than every first Friday of January of the following year. Failure to comply shall mean that PFSED, DepEd Central Office shall determine the recipient schools based on the latest BEIS.
    4. The Division Physical Facilities Coordinator (DPFC) shall indicate his/her contact numbers (telephone number, fax number, mobile/cellular phone number) in the list for easy access, in case clarification on the contents is needed.
  5. No realignment of projects shall be allowed except on the following situations:
    1. There is a duplication of funding on the identified recipient school;
    2. There are errors inadvertently committed by the DepEd Central Office, (i.e. typographical error);
    3. If there are legal impediments related to the implementation of the project, but are subject to the review and recommendation of the PFSED; and
      This shall be strictly implemented in order to comply with the timely completion of the projects. Thus, in preparing the list of recipient schools, the Division Offices shall conduct thorough site appraisal and consider all factors that may affect its implementation process.
  6. In the assessment of the proposed recipient schools, proper site adaptation of the standard detailed engineering designs shall be considered. For the proposed multi-storey buildings (three-storey and above), the conduct of soil investigation shall be judiciously followed.
  7. The division-based canvass (recommended and reviewed by PFSED) of materials shall be applied in coming up with a unit cost of a school building.
  8. Likewise, the Procuring Entity headed by the SDS shall likewise inform the office of the concerned representatives and LGUs on the schedule of procurement prior to its implementation.
  9. The priority lists of schools shall be submitted to the:
    Physical Facilities and Schools Engineering Division (PFSED)
    4th Floor, Bonifacio Building, DepEd Complex, Meralco Avenue, Pasig City
    Telefax Numbers (02)-633-7263/(02) 638-7110/02 638-4108
    E-mail Address: pfsed 010305(a)
  10. The mode of implementation of the projects is by contract and strictly following the Revised Implementing Rules and Regulations (IRR) of the Republic Act (RA) No. 9184. The following implementing units shall undertake the contract implementation based on the respective contract threshold:
    1. Schools with fiscal management and existing Bids and Awards Committee (BAC) – up to PhP5 Million worth of project per contract;
    2. Division Offices – up to PhP15 Million worth of projects per contract whether single or clustered;
    3. Regional Offices – more than PhP15 Million up to PhP20 Million worth of projects per contract whether single or clustered;
    4. Central Office – more than PhP20 Million worth of projects per contract whether single or clustered.
  11. Projects identified in remote areas or in schools with issue of peace and order may be implemented by the National Development Support Command (NADESCOM) of the Armed Forces of the Philippines (AFP), through a local Memorandum of Agreement (MOA) between the Implementing Units (IUs) and the local NADESCOM. Funds for the purpose shall also be downloaded to the concerned IUs who shall request directly the Notice of Cash Allotment (NCA) to the DBM and later transfer the funds to the local NADESCOM.
  12. The construction/rehabilitation/repair of school buildings as well as the water and sanitation facilities including school furniture in the Autonomous Region of Muslim Mindanao (ARMM) shall be implemented based on the provisions of the MOA to be executed by and among DepEd, DBM and ARMM Office of the Regional Governor (ORG).
  13. Prior to issuance of Notice of Award, procurement activities shall commence immediately even without the release of Special Allotment Release Order (SARO) by the DBM. An Approved Budget Matrix (ABM) shall be the basis of the bidding process.
  14. The implementation of the Constructor’s Performance Evaluation System (CPES) as stipulated in DepEd Order No. 114 s. 2010 shall be exercised in the implementation of projects under the BEFF Funds.
  15. In line with social accountability and transparency, the involvement of the Civil Society Groups (CSGs) shall be encouraged in the monitoring of procurement and implementation processes.
  16. Immediate dissemination of and compliance with this Order is directed.


To be indicated in the Perpetual Index under the following subjects: