Guidelines - Student...

1

FY 2017

Guidelines: GRANT ASSISTANCE FOR GRASSROOTS HUMAN SECURITY

PROJECTS (GGP)

Embassy of Japan in the Philippines The Japanese Government has various programs under its Official Development Assistance (ODA) that meet the diverse needs of developing countries. One of the ODA schemes, the Grant Assistance for Grassroots Human Security Projects (GGP), support small-scale projects directly benefiting the grassroots level as well as contributing to the socio-economic development of developing countries. In the Philippines, GGP was launched in 1989 and as of January 2017, 520 small-scale grassroots projects have been implemented by non-government organizations (NGOs), local government units (LGUs), and other non-profit organizations. Duration of application: 6 months ～ one (1) year

Deadline: April and October every year

Grant Amount: Up to 3.5～4 million pesos, exclusive of tax (VAT) Sectors:

1. Education – classrooms for public schools 2. Health – health center, birthing facility, medical equipment 3. Water System – Level I and II 4. Agriculture – processing center, equipment 5. Social Welfare – shelter homes, centers for persons with disabilities (PWDs)

CONTACT INFORMATION: Grant Assistance for Grassroots Human Security Projects (GGP) Tel. No. (02) 551-5710 local 2112/ 2111/ 2119/ 2109 Email: [email protected] Part1. APPLICATION guidelines P1 – P9 Part 2. IMPLEMENTATION guidelines P9 – P42

2

Documentary Requirements The following are the documents required upon submission of the concept paper. The proposal should follow the prescribe format of the EOJ.

Concept Paper Format (http://www.ph.emb-japan.go.jp/bilateral/oda/grassroots.html)

Only those who have submitted complete requirements shall be considered for the initial evaluation. 1 Registration Papers (excluding LGUs)

2 Certificate of Good Standing (excluding LGUs)

3 3-year Audited Financial Reports

4 List of Projects Implemented for the last 3 years

5 List of Officials and Employees

6 Proof of Land Ownership (Land Title, Land Tax Declaration, Deed of Sale/Donation)

7 Recommendation Letters from LGUs, PLGUs or other government agencies

8 Maps of the project site

9 Current and Future Utilization Plans (See Annexes A-1 & 2)

10 Photos of the project site

11 Photos showing the current condition of existing building/facility and equipment

12 Quotations from 3 different suppliers of proposed items requested under GGP. The quotations must be duly signed by the suppliers’ authorized personnel. Each quotation must exclude tax for all items requested under GGP.

13 For infrastructure projects, copy of the Program of Works (POW), Detailed Estimate and Building Design printed in A4 Size paper only.

14 3-year Projected Training Plan for capacity building projects (See Annex B)

15 For equipment, furniture and fixtures, copy of the document/product catalogue that shows the features, details and specification of equipment.

Notes: 1. Additional documents maybe requested by the EOJ. 2. EOJ will NOT return the documents that proponents submitted. 3. All documents must be printed in A4 SIZE ONLY.

3

Part.1 APPLICATION GUIDELINES (Page1-9)

I. Eligible Recipients of GGP

Local Government Units (LGUs) Non-Government Organizations (NGOs) Educational Institutions and Medical Institutions

Note: Elementary and secondary schools as well as cooperatives are NOT eligible as GGP proponents but can be possible beneficiaries of the project. Alternatively, these schools may coordinate with their respective local government units (LGUs) or any Non-Government Organization (NGO) while cooperatives can request their LGU to send the project application as the proponent. Note: Universities can be our proponent provided that the project is for the benefit of the community. CAN: Example, a processing center for the benefit of farmers and residents in the

community CANNOT: School building for college students II. Eligibility Requirements

a. With registration documents and certificate of good standing (i.e. SEC, CDA, etc.) b. Registered/Operational for at least 3 years c. Implemented projects for the past 3 years

III. Applicable Projects

Education ・Construction or renovation of classroom buildings and procurement of furniture and

equipment for elementary and secondary schools. (Priority is given to public schools)

4

Health ・ Construction or improvement of health facilities and procurement of basic medical

equipment for public hospitals, rural health units (RHU) and barangay health stations (BHS)

・

Water System ・ Construction of Level I and II water systems and improvement of water quality in

poor areas CANNOT: Level III

Level I: Stand-alone water points (e.g. handpumps, shallow wells, rainwater collectors) Level II: Piped water with a communal water point (e.g. borewell, spring system) Level III: Piped water supply with a private water point (e.g. house connection)

Social Welfare ・ Construction or improvement of centers or shelters for children, elderly,

indigenous people, persons with disabilities, and women

Agriculture ・ Construction or improvement of food processing center owned by LGUs or state

universities ・ Construction and/or procurement of pre and post-harvest facilities/equipment to

improve productivity of farmers

Recycled Projects ・ This pertains to used emergency vehicles such as ambulances, fire trucks,

rescue trucks and garbage compactors from Japan ・ The EOJ will only accept proposal under this category once the proponent was

able to find and has settled an arrangement with a donor for the requested emergency vehicle in Japan

Capacity Building ・ Construction or renovation of training facilities and procurement of equipment for

the conduct of skills and livelihood training activities

CAN: Proponents with outstanding track record in implementing trainings

5

IV. Items that are NOT covered by GGP fund

a. ADMINISTRATIVE COSTS such as staff salary, electricity and water, rent for

house or offices, fuel and/or gas for vehicles, equipment for proponent’s office b. Maintenance costs c. Purchasing of food, houses, medicine, clothes and consumables d. Scholarship and research costs e. Purchase of land

f. Payment for TAX, customs and duties, registration/license/certification fees, etc.

g. Animal dispersal h. Social preparation, mobilization expenses, project conceptualization and

community consultations i. Working capital for projects that generate income for specific individuals or

enterprises j. Equipment and/or facility for rent that generate income for specific individuals or

enterprises

V. Application Process Initial Assessment/Preliminary Screening

- EOJ will conduct initial screening. Disapproved proponents will receive rejection letter.

Conduct of Site Appraisal - Only the projects selected will be visited by the EOJ for the conduct of site appraisal. - The proponents will be notified regarding the schedule of site appraisal for their

proposed project.

Selection and Approval of the Project - After site appraisal, EOJ will select potential projects. At this stage, additional

document will be required for submission. - The proponent will be notified about the approval/disapproval of the project.

6

VI. Selection Criteria

a. Capability of the proponent (including track record, financial management capacity,

implementation capability and monitoring system, etc.).

b. Project feasibility c. Sustainability d. Appropriateness and cost-effectiveness of the requested grant e. Necessity, urgency and impact

VII. Important Notes/Conditions/Regulations Plaques/Building Marker/Bronze Marker and Japanese ODA stickers are required to be installed. ODA stickers will be given by the EOJ while costs for the installation of bronze marker will be the counterpart of the proponent.

7

Annex A-1. 【CURRENT】 School Utilization Plan Format (with Number of students per Grade Level)

STA

GE

Proposed Area - Dilapidated Classrooms, - Congested (Grade5&6)

This building will be demolished.

GR

ADE-

6 (6

8 st

uden

ts)

GRADE-1A (42 students)




GR

ADE-

4B

(34

stud

ents

)

GR

ADE-

5 (6

6 st

uden

ts)

GATE

ADMIN-OFFICE

GRADE-2B (38 students)

LIBRARY



8

Annex A-2. 【FUTURE】 School Utilization Plan Format (with Number of students per Grade Level)

GRAD

E-4B

(3

4)

GRAD

E-6A

(3

4)

GRAD

E-5A

(3

3 st

uden

ts)

STAG

E

GRAD

E-6B

(3

4)

GATE

New building will be constructed. Grade 5 & 6 will have additional rooms. classrooms.

GRAD

E-5B

(3

3)





ADMIN-OFFICE


LIBRARY



9

Annex B. Three-Year Projected Training Plan Format

Year 1

No.

COURSE TIME FRAME

TRAINING DURATION

NUMBER OF TARGET

PARTICIPANTS

TARGET PARTICIPANTS

SOURCE OF LECTURERS AND

TRAINING RESOURCES

OUTPUT

1.

1.1

1.2

Garments Making Basic skills training in garments making Upgraded skills training in garments making

November 1-5,11-13, 18-19, 24-26, 2015

December 4-5, 9, 15-

17, 19, 2015

13 days

7 days

25

25

Women, unemployed, out of school youth Graduates of the basic skills training.

LGU, DTI LGU, DTI

25 basic skills sewers 25 upgraded skills sewers

Total

20 days 50 25 upgraded skills sewers

10

Part 2. IMPLEMENTATION GUIDELINES (Page10-42)

I. Before the Grant Contract signing

The Embassy of Japan will immediately inform the proponent through a written communication about the approval of the project.

Bank Account - A separate bank account shall be opened by the proponent before the grant

contract is signed. And the GGP grant amount shall be deposited solely in this bank account.

CAN: Savings Account CANNOT: Time Deposit

II. Grant Contract Signing

a. One (1) original copy of the grant contract will be given to the proponent. b. The travel and accommodation cost to attend the signing ceremony will NOT be

covered by the Embassy of Japan. c. The authorized signatory, engineer and accountant are required to attend the

Grant Contract Signing. d. During grant contract signing, the proponent is requested to submit a signed

Memorandum of Undertaking (See Annex C) and Request for the Release of Grant (See Annex D).

III. After the Grant Contract signing a. The grant will be sent to proponent’s bank account.

b. The proponent is required to submit upon receiving of the grant an Official Receipt (OR) (See Annex E) and a bank certification (See Annex F). The

11

bank certification should reflect the actual exchange rate used by the bank during conversion from dollars to peso.

c. Immediately, proponent can proceed with the procumbent/bidding process. Note: NGO-proponents are required to submit three (3) new quotations after GC signing.

IV. Entering into Contract with Suppliers

a. For Local Government Units (LGUs), the rules under Republic Act 9184 or Government Procurement Act shall be applied.

b. Before awarding of contract to the suppliers, the proponent is required to submit the procurement documents (See Annex G, H, I) to the Embassy of Japan for review.

c. Once the supplier’s contract or other legal document used for procurement is signed, the proponent shall immediately submit a copy to the EOJ within one (1) week.

d. The proponent is required to submit supporting documents and wait for the permission of EOJ before releasing any payment.

e. Payment made without prior permission from EOJ may result in suspension of the project and non-acceptance of the EOJ to the corresponding amount paid to the supplier.

V. Reporting

a. Monthly Report (See Annex J) b. Mid-term Report c. Final Report d. Annual Report

Note: Annual reports should be submitted every December for the next 5 years Note: All reports must be submitted using A4 size format.

With Voucher, Delivery Receipts, Official Receipts

12

VI. Modification The proponent shall implement the project based on the EXACT approved items of the EOJ. These include the design, location/orientation, materials, and list of equipment/furniture.

Any form of modification must be approved first by EOJ. However, lack of strong justification may result to disapproval. VII. Remaining Balance

a. Foreign Exchange (FOREX) gain CANNOT be used.

b. All remaining balance, inclusive of interest income and FOREX gain, should be refunded to EOJ.

Note: There is a process for refunding the balance. Please wait for the advice of EOJ.

VIII. Turnover - The proponent will be advised by the EOJ regarding the date of the turnover ceremony

- Prior to the turnover ceremony, the proponent should submit an Inspection/Completion Report issued by a third party (DepEd, DOH, COA, etc.)

- The facility cannot be used before the turnover ceremony and without the written approval of the EOJ

13

Annex C. Memorandum of Undertaking Format

(Letterhead of the Proponent)

Date

Memorandum of Undertaking His Excellency Kazuhide Ishikawa Japan’s Ambassador to the Philippines Embassy of Japan 2627 Roxas Boulevard, Pasay City Dear His Excellency Ishikawa:

The (Name of Proponent) in receiving the amount of (Amount of Grant) (US$ 000.00) from the Embassy of Japan for the (Project Title) do solemnly swear to fulfill the tasks set forth herewith as the proponent of the project. The (Name of Proponent) shall perform its responsibilities as follows: 1. To use the grant appropriately and exclusively for the proper execution of the project; 2. To open a new account at any applicable bank exclusively for the grant; 3. To provide annual status report for the project for at least five years even after the

submission of midterm and final reports; 4. To shoulder the additional costs in the event of sudden budget shortage during project

implementation and do everything possible for the full completion of the project; and 5. To ensure funds for the operation and maintenance of the project and sustain its positive results.

For and in behalf of our target beneficiaries, we therefore signify our commitment to this

endeavor.

Very truly yours,

AUTHORIZED SIGNATORY Position

14

Annex D. Request for Release of Grant Format

(Letterhead of the Proponent)

Date

Request for Release of Grant

His Excellency Kazuhide Ishikawa Japanese Ambassador to the Philippines Embassy of Japan 2627 Roxas Boulevard Pasay City, Metro Manila

Dear His Excellency Ishikawa:

We hereby request the payment of (grant amount) for Grant Assistance for Grassroots Human Security Projects based on the Grant Contract dated (date) between the Embassy of Japan and (name of proponent).

Very truly yours,

AUTHORIZED SIGNATORY Position

15

Annex E.

Documentary Requirements for Utilization of Grant GGP Fund

I. Procurement Documents

A. For Local Government Units

1. Program of Works

2. Invitation to BID

3. Copies of Posting to PHILGEPs or newspapers

4. Minutes of the Pre-Bid Conference and Bidding

5. Quotation (copies of quotation from participating suppliers)

6. Registration Papers and/or Business Permits of participating suppliers

7. Post Qualification Report

8. Bids and Awards Committee (BAC) Resolution

9. Notice of Award

10. Notice to Proceed

11. Purchase Order/Contract Agreement (whichever is applicable)

B. For Non-Government Organization and People’s Organization

1. Program of Works

2. At least three (3) Quotation (copies of quotation from participating suppliers)

3. Purchase Order/Contract Agreement (whichever is applicable)

4. Delivery Receipts

5. Sales Invoice

II. Documentary Requirements for Payment

A. Payment for the procurement of equipment, furniture and fixtures, vehicles and

construction of buildings and other facilities

1. Disbursement Voucher

16

2. Delivery Receipts

3. Sales Invoice

4. Inspection and Acceptance Report

5. Progress of Construction Report

6. Official Receipts

7. Photos of the progress of construction and delivery of materials, equipment

and machineries

B. Payment for labor


2. Copy of Request for Hiring (Applicable for procurement by administration)

3. Job Order or Contract of Services (Applicable for procurement by

administration)

4. Signed Payroll (Applicable for procurement by administration)

C. Payment for Audit Fee


2. Official Receipt

3. Job Order or Contract of Services (whichever is applicable)

4. Copy of Audited Financial Report

III. Other Requirements

2. Copy of (Monthly) Bank Statements

3. Copy of Bank Certification

17

Annex F. Sample Bank Certification Format

Official Letterhead of the Bank

CERTIFICATION

This is to certify the amount: IN WORDS (IN FIGURES) was credited to the account

of the Municipality of del Carmen under (current/savings) account no.__________________

dated __________ with details as follows:

Face amount : Php_____________ ($_____@<exchange rate> Buying rate)

Less

Postage : Php ________________ ($5@<exchange rate> Buying rate)

Documentary Stamp Tax : Php________________

Net Amount : Php ________________

Issued this ___ day of ______ _______ upon the request of ____________________for

whatever legal purpose it may serve.

NAME

Position

Branch

18

Annex G. Sample Construction Contract Format

CONSTRUCTION CONTRACT

KNOW ALL MEN BY THESE PRESENTS

This agreement made and entered into this _______ day of ____________, 2015 by and between:

Note: Contract with supplier shall be signed after the GGP grant contract

signing.

________Name of the Organization__________, a non-stock, non-profit institution, duly organized and existing under the laws of the Philippines, with office address at ________Address_______ represented in this act by its President, Mr. Juan C. Dela Cruz, hereinafter referred to as the OWNER;

and

_____Name of the Construction Firm/Supplier_____, a corporation

duly organized and existing under the laws of the Republic of the Philippines, with office address at __________Address__________, represented by its General Manager, ___Name of the General Manager___, hereinafter referred to as the CONTRACTOR.

19

-WITNESSETH-

WHEREAS, the OWNER desires to undertake the construction of

a Shelter Home for Street Children also known as Street Children’s Shelter Home located at the ___Address___. In connection herewith, the OWNER needs the services of the CONTRACTOR who shall undertake building framing, foundation works and erection of structural concrete framing systems and floor, railing and roof systems in accordance with the standard specifications as adopted by the Building Code requirements of the Philippines. The construction shall commence seven (7) days after receipt of the advance payment by the OWNER to the CONTRACTOR and the building shall be completed within One Hundred Fifty (150) Calendar Days with a total contract price of ONE MILLION THIRTY FIVE THOUSAND FIVE HUNDRED THIRTY SEVEN AND FIFTY ONE CENTAVOS (PhP 1,035,537.51);

WHEREAS, the CONTRACTOR, represented itself as capable,

ready, willing and able to do all the works described and warrants and assures the OWNER that it could finish such works as aforesaid, within the period of one hundred fifty calendar days for a total contract price of ONE MILLION THIRTY FIVE THOUSAND FIVE HUNDRED THIRTY SEVEN AND FIFTY ONE CENTAVOS (PhP 1,035,537.51);

Note: The duration of the construction implementation should be within the grant contract period.

WHEREAS, because such representation, warranties and assurance as above stated, the OWNER, upon a written request from the CONTRACTOR shall make an advance full payment to the Contractor in the amount equivalent to thirty (30%) percent of the total contract price or equal to THREE HUNDRED TEN THOUSAND SIX HUNDRED SIXTY

20

ONE AND TWENTY FIVE CENTAVOS (Php 310,661.25) after the Construction Contract has been signed the guarantee payment bond callable on demand issued by surety or insurance company acceptable to the OWNER by the CONTRACTOR has been submitted. The total advance payment shall be repaid by deducting thirty percent (30%) from the Contractor’s periodic progress payments, with the first repayment to be made when contract value of work executed and the materials delivered is equal or have exceeded thirty (30%) percent of the contract price. Further refunds shall be done thereafter every month billing;

Note: Specify the amount of progress billing or percentage of construction and retention fee.

NOW THEREFORE, for and in consideration of the foregoing

premises and the mutual covenants, agreements and stipulation hereinafter set forth, the parties hereby agree as follows:

ARTICLE I - CONTRACT DOCUMENTS

1.1 It is mutually understood and agreed that the following constitute

the contract documents and are hereby incorporated as integral part of this contract: a) Bid Documents; b) Plans and Drawings; c) Performance Security; d) Authority of Contractor’s Representative/Signatory of the

Contract; e) Cash Flow and Monthly Schedule of Payments; f) Construction Schedule and S-curve; g) List of Key Personnel; h) Schedule of Equipment Utilization; i) Credit Line; and j) Other pertinent documents as maybe reasonably required by

the Owner

21

1.2 Each part of the contract documents are normally complementary.

What is noted in one although not shown in the others shall be considered contained in all.

ARTICLE II – SCOPE OF WORK

2.1 Except those specified in Article III of this contract, the obligation of

the CONTRACTOR to the OWNER in accordance with the specifications referred to in Paragraph 1.1 above includes the supervision by the CONTRACTOR of the whole work, and supply all the materials, transportation, labor and equipment necessary for the faithful and full performance contained in the Contract Documents mentioned in paragraph 1.1 hereof.

ARTICLE III – EXCLUSIONS

3.1 The CONTRACTOR’s scope of work excludes the following items: Note: Specify all works excluded, as agreed upon by the OWNER and the

CONTRACTOR

ARTICLE IV – CONTRACTOR’S LIABILITY

4.1 The CONTRACTOR shall solely be liable for, and shall hold the OWNER free and harmless from any and all claims made by suppliers of materials, by the CONTRACTOR’s employees or laborers regarding wages and other benefits arising from the performance of this CONTRACT, especially those under the provisions of the New Labor Code, and other related laws and by third persons affected or damaged as consequence of any work done by the CONTRACTOR.

22

4.2 The CONTRACTOR shall be exclusively liable for all accidents to

persons pursuant to existing laws or damage to property, traceable to its negligence or to the negligence of its subordinates.

ARTICLE V – INSPECTION

5.1 During the progress of the work and up to its final acceptance, the

OWNER or his/her representatives shall have the full power and authority to inspect at any time the work performed or being performed and the materials and equipment used, the CONTRACTOR shall extend all reasonable assistance to the OWNER or his/her representatives to carry out such inspection.

ARTICLE VI – ASSIGNMENT AND SUB-CONTRACTORS

6.1 The CONTRACTOR shall not sublet or sub-contract all or any

portion of the work, however, should any portion of the works require specially sub-contractors, the CONTRACTOR shall not be relieved from any liability and obligations under this Contract, the CONTRACTOR shall continue to be responsible for the acts, defaults and neglects of any sub-contractors.

ARTICLE VII – EXTRA WORK/ ALTERATION/ OMISSION

7.1 Where extra work or revisions duly approved by the OWNER is to be accomplished, it is agreed that the CONTRACTOR will undertake such work based on the unit cost submitted by the CONTRACTOR. For extra work not included in the units cost, such cost shall be based on current prices of labor and materials plus twelve percent (12%) of agreed total cost of labor and materials. For revision involving deductions, the CONTRACTOR will deduct

23

the current price of labor and materials plus twenty percent (20%) of the agreed cost of labor and materials.

7.2 All extra work shall be executed under the same terms and

conditions as the original contract.

ARTICLE VIII – EXTENSION FOR TIME OF COMPLETION

8.1 If the CONTRACTOR is delayed at any time by reason of any extra work requested by the OWNER or by the reason of force majeure, the duration of delay shall be determined by the CONTRACTOR and approved by the OWNER and the time for performance of the work be extended by the OWNER.

ARTICLE IX – LIQUIDATED DAMAGES

9.1 Except in case of delay referred to in Article X, the CONTRACTOR

shall pay the OWNER in the amount of 1/20 of 1% of the total contract price for every working day of delay beyond the completion date or extension thereof as referred to in the immediately preceding Article.

ARTICLE X – GUARANTEE FOR WORK

10.1 CONTRACTOR shall guarantee the entire work in general and

against all defects in workmanship and materials. All materials shall be in accordance with the plans and specifications, and all labor is to be performed in the most acceptable manner by skilled workmen and workmanship.

10.2 CONTRACTOR hereby guarantees the work stipulated in this

Contract, that he shall make good any defects in materials and

24

workmanship which makes itself within one year after the completion and final acceptance of the work.

ARTICLE XI – PROVISION OF PERFORMANCE, SURETY, GUARANTEE BONDS AND CONTRACTOR’S ALL RISK

INSURANCE

11.1 The CONTRACTOR shall apply to any reputable insurance company for the issuance of the following:

a) Performance Bond in the amount of PESOS

_______________________ in favor of the OWNER, for the faithful performance of the provisions of the Construction Contract.

b) Surety Bond in the amount of PESOS ____________________________ in favor of the OWNER, to cover the repayment of down payment.

c) Guarantee Bond equivalent to PESOS __________________________ valid for a period of one year from date of completion of the PROJECT.

d) Contractor’s All Risk Insurance in the amount of PESOS _____________________ to relieve the OWNER of any and all liability and responsibility for damages to the work, person(s), or property(ies) of third parties.

11.2 The premiums to be paid for the issuance of the aforementioned

bond and insurance shall be for the account of the OWNER.

ARTICLE XII – PARTIAL AND FINAL ACCEPTANCE

12.1 OWNER shall have the right to take possession of, and use any completed portion of the work notwithstanding the time for

25

completing the entire work may not have expired, it is agreed, however that such possession by OWNER of the completed portion shall not relieve the CONTRACTOR of its responsibilities embodied in this Contract.

12.2 Upon completion of the work, the OWNER shall issue a Certificate of Final Acceptance.

ARTICLE XII – ARBITRATION

13.1 Any dispute or controversy in connection with the performance in

the interpretation and execution of this Contract shall be brought exclusively before the proper courts of _________________.

IN WITNESS WHEREOF, the parties have hereto set their hands this ______day of _______________, 2015, at ________________.

(Name of the Organization) (Name of the Construction Firm/Supplier)

(Owner) (Contractor) By: By: ______________________________ ________________________________ JUAN C. DELA CRUZ (Name of the General Manager)

President General Manager

SIGNED IN THE PRESENCE OF: ____________________________ _____________________________

26

ACKNOWLEDGEMENT Republic of the Philippines ) )

Before me a Notary Public of ______________, this ___ day of ___________, 2017 personally appeared the following persons:

JUAN C. DELA CRUZ, President of __Name of the Organization__,

with Residence Certificate No. 1645XXX issued on ________________ at ______________ representing as the OWNER; and __Name of the General Manager__, General Manager of __Name of the Contracting Firm/Supplier__with Residence Certificate No. 16837XXX issued on _____________ at ____________ representing as the CONTRACTOR.

Known to me to be the same persons who executed the foregoing instrument and they acknowledged before me that the same is of their free and voluntary act and deed and that of the entities they respectively represent.

This instrument refers to the Construction Contract consisting of six (6) pages including this page where this notarial acknowledgment is written, signed on each and every page by the parties and their witness.

WITNESS MY HAND SEAL THIS ____day of ____________, 2017 at

________________, Philippines.

PTR No. _________________

Until ____________________

Doc. No. ________ Page No. ________ Book No. _______ Series of 2017

27

Annex H. Budget Summary Sheet

Item

GGP Approved POW

Firmabuilt Construction

Zette Construction

Jeene-Son

Construction

Materials 2,406,396.50

2,892,024.00

2,420,976.75

2,577,000.00

Labor 522,650.00

947,300.00

526,350.00

601,200.00

Furniture and Fixtures 296,760.00

407,630.00

293,500.00

31,250.00

Signboard -

4,600.00

7,000.00

6,000.00

Profit/Miscellaneous 774,193.56

780,461.18

750,645.56

801,610.00

Eng'g and Admin Overhead

70,000.00

-

-

Subtotal 4,070,000.06

5,032,015.18

3,998,472.31

4,017,060.00

VAT 480,000.00 497,076.50 470,773.69 479,223.54

Other items under counterpart of the proponent 10,000.00

9,000.00 10,000.00

11,000.00

Total of Construction 4,560,000.06

5,538,091.68

4,479,246.00

4,507,283.54

Note: The information contained in the sample format was used for purposes of presentation.

28

Annex I. Sample Building Marker

For General Projects

“Title of the Project”

Supported by the People of Japan under the Grant Assistance for Grassroots Human

Security Projects (GGP) 2016

EMBASSY OF JAPAN

Proponent’s Logo

29

For J-BIRD Projects (Mindanao sites)

“Title of the Project”

Supported by the People of Japan under the Grant Assistance for Grassroots Human

Security Projects (GGP) 2016

EMBASSY OF JAPAN

Proponent’s Logo

30

Annex J. Monthly Status Report

Monthly Status Report

A. Financial Report

As of __________________

Date Item Income Expenses

(Bank Opening Balance)

DV No. DR No. OR No. Payee Amount Remarks

Ending GGP Balance

B. Progress Report

C. Issues/Concerns/Recommendations

Prepared by: _______________________ (Signature over Printed Name) Date: Mobile No.: Approved by: _______________________ (Signature over Printed Name) Date: _______________________

Mobile No.: _____________________

31

Annex K. Mid-Term Report

MID-TERM REPORT Grant Assistance for Grassroots Human Security Projects (GGP)

Embassy of Japan in the Philippines

Part 1 General Information

Name of Organization: ………………………………………………………..… Address: ……………………………………………………………………..…… Tel.: .................................................................. Fax: ………………………. E-Mail Address: ............................................................................................ Mobile Phone No. …………………............................................................. Person Responsible for Project: Mr./Ms. ………………………………………

Name Position Mobile Number Email Address

1.

2.

3.

Note: GGP requires at least three contact persons

Name of the Organization’s Ranking Representative and His/Her Signature:

Printed Name Signature

Date: ...............................

32

Project Title: ………………………………………………………………………… Project Location:…………………………………………………………………….. Period of Report: From ............................. To ………………………………….. (mm / dd / yy) (mm / dd / yy)

Part 2 Progress (1) Describe the project’s main activities undertaken by your organization and

list these in chronological order using the table below.

Date Activities

(2) If project implementation has been delayed or encountered any problem,

please describe these problems and the adjustments done to mitigate these concerns.

33

Part 3 Mid-Term Financial Report (1) Statement of Implementation and Fund Balance. Describe the use of GGP grant for the project using the sample table

format below.

Statement of Implementation and Fund Balance

I. APPROVED AMOUNT ITEM USD Rate PESO Counterpart (Proponent)

Approved 98,776.00 42.00 4,148,614.26 Actual 98,776.00 46.75 4,617,778.00 FOREX Gain/Loss 469,163.74 Bank Charge Interest Income1 4,230.71

Note: FOREX gain, interest income and any other forms of income cannot be utilized by the proponent and should be refunded to EOJ. Bank charge should be under counterpart of proponent

1Computation for net interest income

Note: Interest – W. Tax = Net Interest Income

Month Interest W.Tax Net September 2016 2,354.67 470.93 1,883.74 December 2016 2,933.71 586.74 2,346.97

Subtotal 4,230.71

34

II. ACTUAL EXPENSES

I + II. REMAINING BALANCE (for refund to EOJ)

Approved Budget Actual Expenses Counterpart (Proponent)

1. Construction of 2-Storey Community Learning Center (Materials and Labor)

Php 3,553,492.74

Charged to GGP Payment for Amount Attachment

Materials

1st payment 2,558,444.87 S.I. 55623-31 Subtotal 2,558,444.87

Labor 2016 Oct. 21- Nov. 4 83,055.00 Payroll Nov. 15- Dec. 15 141,046.00 Payroll Dec. 16- Jan. 13 145,089.00 Payroll 2017 Jan. 14-30 109,294.50 Payroll Subtotal 478,485.00 TOTAL Construction

3,036,929.87

Expanded WT

(1%)

24,136.27

Final Tax

(5%)

120,681.36

BILLING

2,703,262.50

2. Procurement of Furniture and Training Equipment

Php 595,121.52

TOTAL EXPENDITURES Php 4,148,614.26 Php 3,036,929.87

Savings

Computation:

Approved Amount 4,148,614.26 Minus Total Expenditures -3,036,929.87 1,111,684.39

GRAND TOTAL REMAINING BALANCE

Computation:

Remaining Balance 1,111,684.39 Plus FOREX gain +469,163.74 Plus Interest Income +4,230.71 1,585,078.84

35

Annex L. Final Report

FINAL REPORT

Grant Assistance for Grassroots Human Security Projects (GGP)

Embassy of Japan in the Philippines Part 1 General Information

Name of Organization: …………………………………………………….…… Address: ………………………………………………………………….……… Tel.: .................................................................. Fax: ……………..………. E-Mail Address: .......................................................................................... Mobile Phone No. …………………............................................................. Person Responsible for Project: Mr./Ms. …………………………………….

Name Position Mobile Number Email Address

1.

2.

3.

Note: GGP requires at least three contact persons. Name of the Organization’s Ranking Representative and His/Her Signature:

Printed Name Signature

Date: ...............................

36

Project Title: ………………………………………………………………………… Project Location:…………………………………………………………………….. Period of Report: From ............................. To ………………………………….. (mm / dd / yy) (mm / dd / yy)

Part 2 Impact (1) Describe the project’s main activities undertaken by your organization and

list these in chronological order using the table below.

Date Activities

(2) If project implementation has been delayed or encountered any problem,

please describe these problems and the adjustments done to mitigate these concerns.

(3) Compare your project’s actual accomplishments with its specified objectives in the approved proposal. Describe in detail the number of beneficiaries who benefited from the project and how.

(4) Describe any external factor that made the implementation of the project easier and/or more difficult.

37

(5) If the implementation of your project has had a salient impact on a particular group, area, etc., other than the actual beneficiaries targeted in the approved proposal, describe this impact in concrete terms.

(6) Assess the project as a whole. Part 3 Sustainability (1) Provide examples showing that your organization’s project management

system (including its personnel system) has been duly established. Describe this system in concrete terms, and explain how it will remain effective for the continuous positive results of the project.

(2) Explain how you acquired the necessary funds to continue implementing

the entire project and how you will continue to acquire such funds to sustain the present level of success of the project.

(3) State the ways in which the targeted beneficiaries and other related

persons were able to take part in project management or decision-making. Describe how their participation benefited the project as a whole.

38

Part 4. Final Financial Report Statement of Implementation and Fund Balance. Describe the use of GGP grant for the project using the sample table format below.

Statement of Implementation and Fund Balance

I. APPROVED AMOUNT ITEM USD Rate PESO Counterpart (Proponent)

Approved 98,776.00 42.00 4,148,614.26 Actual 98,776.00 46.75 4,617,778.00 FOREX Gain/Loss 469,163.74 Bank Charge Interest Income1 4,230.71

Note: FOREX gain, interest income and any other forms of income cannot be utilized by the proponent and should be refunded to EOJ. Bank charge should be under counterpart of proponent

1Computation for net interest income

Note: Interest – W. Tax = Net Interest Income

Month Interest W.Tax Net September 2016 2,354.67 470.93 1,883.74 December 2016 2,933.71 586.74 2,346.97

Subtotal 4,230.71

39

II. ACTUAL EXPENSES

I + II. REMAINING BALANCE (for refund to EOJ)

Approved Budget Actual Expenses Counterpart (Proponent)

3. Construction of 2-Storey Community Learning Center

(Materials and Labor)

Php 3,553,492.74

Charged to GGP Payment for Amount Attachment

Materials

1st payment 2,558,444.87 S.I. 55623-31 Subtotal 2,558,444.87

Labor 2016 Oct. 21- Nov. 4 83,055.00 Payroll Nov. 15- Dec. 15 141,046.00 Payroll Dec. 16- Jan. 13 145,089.00 Payroll 2017 Jan. 14-30 109,294.50 Payroll Subtotal 478,485.00 TOTAL Construction

3,036,929.87

Expanded WT

(1%)

24,136.27

Final Tax

(5%)

120,681.36

BILLING

2,703,262.50

4. Procurement of Furniture and Training Equipment

Php 595,121.52

TOTAL EXPENDITURES Php 4,148,614.26 Php 3,036,929.87

Savings

Computation:

Approved Amount 4,148,614.26 Minus Total Expenditures -3,036,929.87 1,111,684.39

GRAND TOTAL REMAINING BALANCE

Computation:

Remaining Balance 1,111,684.39 Plus FOREX gain +469,163.74 Plus Interest Income +4,230.71 1,585,078.84

40

Part 5 Suggestion and Message (1) If you have a suggestion for the Embassy of Japan, please write your comments below:

(2) Please include a message to the people of Japan, the supporters of this program:

41

Annex M. Annual/Accomplishment Report

ANNUAL/ACCOMPLISHMENT REPORT

1. Basic Information

Project Title

Proponent

Approved Grant Amount

Project Outline

Contact Details①

Telephone No.: Mobile No.: E-mail Address:

Contact Details② Telephone No.: Mobile No.: E-mail Address:

2. Monitoring

Period Covered

Organization

Contents of Monitoring

Project Stage

Persons visiting the Area

Changes from the Original Project Design

Status of the Building or Equipment

Fund (Grant) Utilization

ODA Sticker, Building Maker or Sign Board

42

Assessment/Evaluation

Accomplishment

Relevance

Effectiveness

Efficiency

Impact

Sustainability

Lessons Learned/Recommendation

Guidelines - Student...

Documents

Transcript of Guidelines - Student...