Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures 37 F. One-Time Payment of Taxes, Charges, & Fees The OBO/C/MEO and the local BFP shall jointly implement a one-time payment of fees and charges related to applications for Certificates of Occupancy. Its mode of implementation depends on whether there is a MOA with BFP or not. If the LGU does not have a MOA with BFP and two OPs were issued to the applicant, the applicant gives payments for both BFP and the LGU (in cash or check). The cashier of the LGU receives the payments and gives the amount due (or the check) to the BFP at the backroom. The BFP prepares a separate receipt and forwards it to the LGU cashier who releases both receipts to the applicant. If the LGU has a MOA with BFP, the cashier receives both payments and remits BFP’s at a later agreed time period. The issue of whether the LGU would issue one or still two receipt/s to the applicant is pending on the issuance of guidelines by BFP as of July 2019. In terms of LGU/BFP - applicant interface, “one-time” payment means that the applicant had a face-to-face interaction in ONE window/desk with a public officer, usually from the LGU. In the context of on-line interfaces, it similarly means that there was a single interface with the assessment and/or payment applications. The OBO/C/MEO shall issue the Certificate of Occupancy together with the CFEI, the FSIC and other related certificates/clearances upon payment of the required fees by the applicant on the same day. Online payment. All cities and municipalities and the BFP are also encouraged to establish a system of online payment of fees and related charges and other electronic payment schemes. G. Signatories The JMC specifies that the Building Official shall sign and issue the Certificate of Occupancy. Other clearances that are provided to the applicant as part of the process are actually signed by other officials, e.g. the City/Municipal Fire Marshal for FSIC, the Assessor for the new Tax Declaration. The absence of said officials should not be a cause for breaching the standard processing time for the evaluation of the application for Certificate of Occupancy. Section 9 of RA 11032 stipulates that “in case the authorized signatory is on official business or official leave, an alternate shall be designated as signatory.” Furthermore, the same law also proposes the use of electronic signatures or pre-signed licenses, permits, and certifications. H. Process Flow with Processing Time Figure 3 illustrates the process flow with the processing time that the various offices involved in the OSCP would take. The purpose of the illustration is to show how the streamlined process within the OSCP can be done within the service standard of 5 days. Thus, the process depicted assumes regularity and an application that is accepted and approved. Figure 3 shows a simultaneous process that is carried out manually in most of the tasks. For LGUs with automated systems, the flow and time involved may be shorter. LGUs can redesign based on their personnel requirements and other parameters. The process flow, layout and time breakdown of the various tasks by offices are recommendations that would enable LGUs to meet the processing time standard of 5 days stipulated by the JMC. (The BFP’s processing time is part of the 5 days.) (The figures forwarding documents to the different areas do not represent distinct and separate indi viduals and should not be summed in terms of calculating personnel requirements. Instead, the same individual/s can be servicing the different areas. This staff complement would depend on the volume of applications. Table 7 gives a recommended personnel
Figure 3. Certificate of Occupancy and FSIC Process Flow with Processing Time in the OSCP Legend: - refers to Tasks - refers to the total time of the task or set of tasks beside the Task No. 38 Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures
Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures 39 Table 11 explains the set of tasks that corresponds to the task number (numbers in square, bold boxes) in Figure 3. Users must read the Table from left to right per row, in sequence. Thus, the leftmost column gives a set of tasks and its total time; the middle column gives the office and function responsible for this set of tasks; and, the rightmost column lists, in sequence, the tasks involved and its input and output documents. In the middle column, when there is a time given in parenthesis, it is the breakdown of the total time on the left. Unlike the process flow, Table 11 includes the tasks and output documents if the application process is ended prematurely and would have to be re-submitted. This would be for cases that are incomplete or have to be corrected. Acronyms used in Figure 3 and Table 12 OBO / BPD (C/MEO) Office of the Building Official or Building Permits Division (under the City/Municipal Engineer’s Office) BFP CRO/Assessor Bureau of Fire Protection Customer Relations Officer / Assessor BLP Bureau of Fire Protection Liaison Personnel FSES Fire Safety Enforcement Section BO/ C/ME Building Official / City/Municipal Engineer OPs Order of Payment NOD Notice of Disapproval FSI Fire Safety Inspector C/M Assessor City/ Municipal Assessor FSIC Fire Safety Inspection Certificate FSC Fire Safety Checklist AIR After Inspection Report
Table 11. Sequence and Enumeration of Tasks & Input/Output Documents in Flow TASkS SEQUENCE & TOTAL TIME OFFICE & FUNCTION RESPONSIBLE TASkS of LGU & BFP PERSONNEL & INPUT/OUTPUT DOCUMENTS 1 30 mins. OBO / Bldg. Permits Division (BPD, C/MEO) Receiving Officer (Process Starts; Monitoring of Processing Time begins) Receives and checks the completeness of the forms & Documentary Requirements (Henceforth called “application set” in this Manual; the term includes the cumulative documentary outputs produced by the various tasks of the process) ► If the submission is complete: • Places a check mark on the appropriate box under the “Remarks” section of the Documentary Requirements Checklist for Certificate of Occupancy/CFEI • Fills up the claim stub portion of the Checklist, including the LGU’s contact nos., detaches it & gives it to the applicant • Asks the applicant to sign in the logbook ► If the submission is incomplete: On the Documentary Requirements Checklist for Certificate of Occupancy/CFEI • Places a check mark on the un-submitted requirements; • Checks the box for “Incomplete Documents” under the “Remarks” section • Fills up the details below the box & asks the applicant to sign Returns the application & documents to the applicant for completion (Process Ends; Monitoring of Processing Time Ends. It begins again when the application is accepted for completeness.) On the routing slips, writes the time & date that the application set was submitted that is the same as that written on the claim stub Attaches the routing slips Separates the received documents for proper distribution and forwards it 2 25 mins OBO / Bldg. Permits Division staff Receives the application set from Receiving Officer Distributes copies of the form and Documentary Requirements ► For BFP: 1 copy of the Application Form, 1 copy of Certificate of Completion ► For OBO/C/MEO: 2 copies of the Application Form (1 for OBO/ C/MEO & 1 to be returned to the applicant eventually); Construction Logbook; 2 copies of Certificate of Completion (1 to be retained with OBO/ C/MEO & 1 to be returned to the applicant eventually); 1 photocopy of the valid licenses of all involved Professionals; Photograph of the completed structure showing front, sides, and rear areas; and, Yellow Card issued by Electrical Service Provider 40 Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures
TASkS SEQUENCE & TOTAL TIME OFFICE & FUNCTION RESPONSIBLE TASkS of LGU & BFP PERSONNEL & INPUT/OUTPUT DOCUMENTS 3.a 1 day BO /C/ME After Office receives the application set: Schedules the joint inspection & informs the inspectors Inspection can be done on the 1st day or 2nd day ► Applications received until 1 pm : Inspection will be the afternoon of the same day ► Applications received after 1 pm : Inspection will be the following morning * If the applicant is not available for the inspection, the applicant has the option to reschedule but count of processing time stops. 3.b 30 mins. BFP CRO/Assessor (1 person doubling in function) Acknowledges receipt of documents in a routing slip Records the details of the application in his/her logbook Forwards the documents to the BLP for transmittal to the Fire Station ► Plan evaluation can be done in the OSCP backroom depending on the availability of BFP personnel 4 1 day BLP (mobile between OSCP & Fire Station, in cases where Plan Eval. is in Fire Station) Inquires from OBO/C/MEO the schedule of the JIT for the received application set Coordinates with OBO/C/MEO the schedule of the JIT for the application/s Notifies the Chief, FSES of the schedule Transmits application sets to the Fire Station Chief, FSES (in Fire Station) Assigns a designated Fire Safety Inspector (FSI) Prepares an Inspection Order (IO) and countersigns the same FOR THIS CASE ONLY, the C/MFM may issue the IO upon the recommendation of the Chief, FSES even prior to the physical transmittal of documents from the OSCP in order to meet the schedule for joint inspection. Joint Inspection Team OBO/BPD Inspectors (Architectural, Civil, Plumbing/Sanitary Mechanical, Electrical, and Electronics), and C/M Assessor Conducts joint inspection and verification BFP FSI Conducts JIT with OBO / BPD inspectors: ► Shall cause the acknowledgment receipt of the IO from any responsible person in the building, structure or facility ► Does the fire safety inspection ► Immediately prepares an After Inspection Report (AIR) ► Gives a copy to the building owner, occupant, or his/her duly authorized representative & has it acknowledged as being received before leaving the premises Forwards the AIR to the Chief, FSES preferably on the day after the completion of inspection or on the following day Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures 41
TASkS SEQUENCE & TOTAL TIME OFFICE & FUNCTION RESPONSIBLE TASkS of LGU & BFP PERSONNEL & INPUT/OUTPUT DOCUMENTS (Simultaneous) 5 1 day OBO / Bldg. Permits Division Inspectors & C/M Assessor (1 day) Processes the filled-up Compliance Evaluation Sheet For Certificate of Occupancy and Inspection Report and evaluates the submitted application set/s Issues the processed Compliance Evaluation Sheet for Certificate Of Occupancy and Inspection Report and the C/M Assessor’s Inspection Report OBO/ Bldg. Permits Division staff (25 mins) Forwards the reports with the application sets to OBO/BPD staff at Task 6 Chief, FSES (in Fire Station) Reviews/evaluates the findings of FSI Forwards his/her recommendation to C/MFM for approval/ disapproval Signs the AIR and prepares the FSIC or NOD Forwards the same to the C/MFM for final action on the application ► The period of review/evaluation and approval shall not exceed one (1) day Assigns a control number for the signed FSIC after the C/MFM signs the AIR and FSIC or NOD & prior to the transmittal to the BLP (see task below) C/MFM (in Fire Station) Signs the AIR and FSIC or NOD Forwards the same to the BLP, after the Chief, FSES assigns a control number on the FSIC BLP (mobile between OSCP & Fire Station) Forwards the FSIC / NOD to BFP CRO/Assessor at the OSCP BFP CRO/Assessor Records the FSIC Control Number and its date of issuance If disapproved, records the date of NOD Forwards the FSIC/NOD to the OBO/BPD staff ► If the BFP issued a NOD, the BFP CRO/Assessor notifies the BO. (The BO then advises the evaluators.) 42 Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures
TASkS SEQUENCE & TOTAL TIME OFFICE & FUNCTION RESPONSIBLE TASkS of LGU & BFP PERSONNEL & INPUT/OUTPUT DOCUMENTS 6 1 day Assessment Area for both: OBO / Bldg. Permits Division staff Receives the FSIC / NOD together with the application set Assesses the fees to be paid and issues an OP that will reflect either (1) a Filing Fee for non-compliant applications; or (2) Permits & Clearance Fees for compliant applications BFP CRO/Assessor Assesses the Fire Code Inspection Fee due for the owner/applicant in coordination with the OBO/C/MEO through sharing of information, which shall be the basis of the assessment to be reflected in the Order of Payment Slip (OPS) OBO / Bldg. Permits Division staff Forwards OPs (OBO/C/MEO and BFP), FSIC/NOD & the application set to BO / C/ME 7 2 hours Approval Area BO / C/M Engineer Reviews OP & Compliance Evaluation Sheet For Certificate Of Occupancy and Inspection Report & signs it Forwards OP, incl. the BFP’s OP, & application set to OBO/BPD staff 8 25 mins. OBO / Bldg. Permits Division staff Forwards OPs (OBO/BPD and BFP) to Assessment Releasing Area For approved applications, forwards application set to Recording and Printing Area for printing For disapproved applications, forwards application set to Assessment Releasing Area 9 30 mins. Assessment Releasing Area OBO / Bldg. Permits Division staff Releases OPs to the applicant Has applicant sign the OBO/C/MEO & BFP logbooks signifying receipt 10 30 mins. Assessment Releasing Area Payment Area Cashier Accepts payment and issues LGU’s ORs, in triplicate, depending on the type of payment made, and writes “PAID” on the claim stub form Gives BFP Collector Fire Code fees Upon receipt of the BFP’s OR (see task below), gives the applicant the original copy of the ORs BFP Collecting Agent Receives the amount due for the BFP from the LGU Cashier Issues the OR to the owner through the LGU Cashier Keeps a copy of the OR & records the details in his/her logbook Not in Figure: Informs the OBO/C/MEO representative in the releasing area of the amount paid, OR number and date of payment to facilitate the recording in the FSIC of the details prior to their release to the applicant/owner Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures 43
TASkS SEQUENCE & TOTAL TIME OFFICE & FUNCTION RESPONSIBLE TASkS of LGU & BFP PERSONNEL & INPUT/OUTPUT DOCUMENTS 11 1 hour OBO / Bldg. Permits Division staff Printing & Recording Area OBO / BPD Recording Personnel Receives ORs from the Cashier & forwards it to the Printing/Recording Area Collates printed Certificate & other documents (see Task 8), including the OR for the payment of Permits & Clearance Fees Records & assigns corresponding Permit Number for BO/C/M Engineer’s signature Assessment Releasing Area OBO/ BPD Releasing Personnel (adjacent tasks are not shown in Fig.) Receives the OR for Filing Fee from the OBO / CMEO staff Receives & validates the claim stub provided by the applicant Requires the applicant to sign the FSC Releases the application set with the Compliance Evaluation Sheet for Cert. of Occupancy & Inspection Report, FSC and the NOD to the applicant Has applicant sign the OBO/C/MEO & BFP logbooks signifying receipt (itemize in the logbook the documents received by the applicant) 12 30 mins. Approval Area BO / C/ME Signs the Certificate of Occupancy Reviews all the documents (application set) for release 13 30 mins. BO / C/ME Forwards Certificate of Occupancy and other documents in the application set for release BFP CRO/ Assessor (adjacent tasks not shown in Figure) Records the FSIC Control Number and its date of issuance and or the NOD in case of disapproval and forwards the same to the OBO/C/MEO. Keeps a record in his/her logbook of the details of the documents to be released as well as the details of payment ► For release to the applicant/owner: 1 set of FSIC/NOD ► For retention by OBO / C/MEO: 1 set Upon receipt by the owner/applicant of the FSIC/NOD, he/she shall acknowledge receipt in the documents and in the BFP logbook. The third set will be archived by the BFP OBO / Bldg. Permits Division staff Printing & Recording Area Prepares the Certificate of Occupancy, clearances & other documents Sends it to Releasing Area for release to the applicant 44 Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures
TASkS SEQUENCE & TOTAL TIME OFFICE & FUNCTION RESPONSIBLE TASkS of LGU & BFP PERSONNEL & INPUT/OUTPUT DOCUMENTS 14 30 mins. Releasing Area OBO / Bldg. Permits Division staff Receives & validates the claim stub provided by the applicant Releases to the applicant the Certificate of Occupancy, FSIC, Notice of Assessment, Tax Declaration, CFEI and all other submitted documents Has applicant acknowledge receipt on the documents and in the BFP logbook. The third set will be archived by the BFP Has applicant sign the OBO/C/MEO logbook signifying receipt (Monitoring of Processing Time ends) Provides OBO/C/MEO with a copy of the signed FSIC 15 (No time needed) OBO / Bldg. Permits Division Archives staff Archives the issued/released Certificate, clearances & other documents for documentation C/M Assessor Archives the copies for the Assessor’s office BFP CRO/Assessor Secures a copy of the approved/issued Certificate of Occupancy Attaches it to the rest of the documents Records the control numbers of the FSIC and the Occupancy Permit and date of release Endorses the documents to the BLP to be transmitted back to the Fire Station for proper filing Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures 45
I. Joint Inspection Team, Inspection Checklists and Good Practice 1. Joint Inspection Team (JIT). Item 6.2.7 of the JMC requires the formation of a JIT to conduct inspections of the structure that is the subject of the application. The JMC named the OBO/C/MEO, the local BFP, and the Assessor’s Office as its members. Since a key principle behind a JIT is to reduce the time that applicants have to spend on the regulatory process, other LGU offices that conduct inspections required by law should also join the JIT. This could include the Zoning Office (the practice of conducting site verification varies across LGUs) during the Building Permit process. The JMC assigns to the OBO/C/MEO the leadership in the following: ► organizing the JIT; ► preparing and synchronizing the schedules of JIT members; and, ► providing logistics for the JIT. 2. Inspection Checklists. The use of inspection checklists standardizes the inspection and lessens discretion by the inspectors. (See Annex F for the Compliance Evaluation Sheet for Certificate of Occupancy and Inspection Report) The BFP uses inspection checklists depending on the type of structure and its use. (See JMC 2018-01 Annex 8). It also prescribes standard forms for the following: ► Inspection Order (See JMC 2018-01 Annex 7) ► After Inspection Report (See JMC 2018-01 Annex 8) ► Notice of Disapproval (See JMC 2018-01 Annex 9) ► Notice to Comply (See JMC 2018-01 Annex 10) 3. Good Practices for Effective Inspections. Box 1 provides a list of good practices for conducting effective inspections. These are basic practices that should be applied across regulatory functions that involve inspections, including those for construction and business permits. 46 Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures
Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures 47
JMC 2018-01 enjoins all LGUs to automate/computerize the processing of building permits, certificates of occupancy and other related permits and licenses. The main objective of automation/computerization is to enable the LGUs to effectively and efficiently deliver their frontline services through the use of ICT. If done appropriately, automation/computerization can enable not just complying with the service standards but in surpassing it; i.e., delivering the service in less than five (5) days and with less than four (4) steps. The expected output would be: ► Information sharing among the OBO/C/MEO and other concerned entities in the process (LPDO, OBO/C/ MEO, LTO, ZO, LAO, BFP, and Business Permits and Licensing Office or BPLO). ► Shortened processing time as approving officials will be able to do online collaboration. In reference to JMC Section 9.3, the DICT shall develop a web-based system or software for the online application and processing of building permits, certificates of occupancy and other related permits and licenses available to qualified LGUs, taking into consideration the availability of the ICT resources of the beneficiary LGUs. In the design and development of the system, the DICT would take into account the best practices of LGUs with computerized building permitting system, the service standards set by the JMC, and the provisions of the EODB/EGSD Law. Further, the EODB/EGSD Law also tasks the DICT to develop a Central Business Portal (CBP) which shall serve as a “central system to receive applications and capture application data involving business related transactions, including primary and secondary licenses, and business clearances, permits, certifications or authorizations issued by LGUs.” For LGUs who may want to outsource (contract out to other parties) or develop their own systems (in-house development), the DICT provides the following approach to embark on automation/computerization correctly. A. GUIDING PRINCIPLES Apart from the JMC principles stated in Chapter II, the DICT adds the following that are specific to developing and implementing an automated/computerized system. 1. Technology is a means to an end, not the end itself. -- ICT should be seen as a strategic tool that could help LGUs in designing innovative solutions to help achieve its local development goals, as aligned with the national goals. 2. Automation and computerization projects must be directed by the LGU leadership -- The responsibility for ICT direction lies with the Local Chief Executive and the other top officials of the LGU even though ICT is managed by the head of the management information services (MIS) department or its ICT unit. Ideally, this leadership is guided by the principles and practices of ICT governance. The practice of ICT governance ensures that ICT resources are used responsibly, its risks are managed appropriately and, its information and related technology support its business objectives. 3. The LGU’s automation/computerization strategy should be aligned with the national development strategy (eGovernment Masterplan or eGMP) and with the Sustainable Development Goals. -- The objectives of an automated/computerized building permit and occupancy system falls squarely within the masterplan’s goal to improve processes in government to provide better services to citizens and businesses, while ensuring interoperability among ICT-related resources, programs and projects across the levels of government.(See www.dict.gov.ph for the eGMP 2.0 framework.) The eGMP adopts a whole-of-government approach wherein all departments, agencies including LGUs collaborate to achieve unity of effort towards a common goal. 48 Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures
4. LGUs are encouraged to formulate their Information Systems Strategic Plan (ISSP) – The ISSP serves as the LGUs’ automation and computerization roadmap. The ISSP should be able to identify, among others, the strategic information systems that will support the concerns of the LGU that: ► are mission-critical; ► improve public service; ► promote bureaucratic efficiency; and, ► address the need for revenue-generation. 5. GIGO (Garbage In, Garbage Out) - The quality of the output received from a computer program depends on the quality of the information that was input. 6. Data privacy and protection benefits to LGUs - The enforcement of data privacy safeguards in the LGUs’ daily operations brings about better local government administration and enhanced social services. In developing its automated/computerized system, LGUs should address the stipulations of the Data Privacy Act of 2012. B. ORGANIZATIONAL ACTIVITIES Prior to automation/computerization, LGUs are recommended to prepare and undertake activities in planning, implementing, monitoring, and evaluating of actions necessary for their computerization initiatives. Primarily, the creation of the Technical Working Group (TWG) is necessary, This shall be the primary project team who will work on the: i. Creation of ICT Unit and/or designation of Information Systems Planner ii. Design and development of LGU website iii. Secure approval of the Sanggunian Bayan for the implementation of its computerization project; and iv. Develop a Data Privacy Manual and appointment of Data Protection Officer or Compliance Officer for Privacy in compliance to the Data Privacy Act of 2012 and National Privacy Commission Circular No. 16-01. C. BUILDING PERMIT SYSTEM The Building Permitting System, is an application system or software that facilitates the processing of Building Permits from application, endorsement, payment, to permit issuance. The system may be: 1. Online, if accessible via the internet; or 2. On-premise, if available and accessible only within the LGU premises • it may be browser-based or accessible using a web browser; • or client-based or stand-alone which is accessible only in a defined computer workstation. A. Processes that can be automated or computerized are as follows: 1. Filing of application. The unified application form prescribed by the JMC must be used, which can be made available via the following means: ► Online. The unified application form must be available and accessible at the LGU’s official website. The applicants would fill out the form and submit online, with the option to save and print the filled-out form. ► Via kiosk. The Building Permitting System of the LGU must be loaded at the kiosk that is located within the LGU vicinity. The applicant may file an application here, preferably guided by an LGU personnel. The LGU may provide a device or acquire a kiosk, e.g.: • Computer desktop or laptop available at OSCP • Touch-screen kiosk • Customized kiosks For self-serving kiosks, an acknowledgement receipt or stub must be printed and provided to the applicants for their reference. A fillable unified application form in portable document format (PDF) would also be made available by the DICT, which can be downloaded via the LGUs website. Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures 49
2. Endorsement and review. The Building Permitting System must be able to cater to simultaneous endorsement and review. The documentary requirements and sets of plans must be considered. If the LGU can acquire wide format document scanners so that the documents are digitized, stored, and retrievable, this is very advantageous for them . Other mechanisms for consideration are: ► Defining the endorsement and review workflow; ► Time stamping or counting of processing time per action officer; ► Option to provide remarks or result of evaluation; ► Affixing of signature via digital or electronic means with added security schemes; ► Tagging or triggering the status of application; and ► Audit trail of actions and accountable officers/staff. 3. Payment. Payment can be done via the following modes: ► Online. The LGUs must have a legal basis through an agreement with the electronic payment (e-payment) service provider and with the authorized government depository bank (AGDB). Online payment can only be made available for LGUs who have online building permitting systems. The e-payment service can be linked to the LGU’s software through an application program interface (API). The LGU must make sure that the data transfer is safeguarded with security measures with these mechanisms: • Data encryption schemes; • Secured sites; • Integrity of data such that appropriate and precise data are transmitted; and • Mechanism for capturing transaction records, whether successful or erroneous. LGUs must also define the payment options or payment channels available to applicants, require the generation of real-time collection reports and other necessary reports, and notification for successful or unsuccessful transaction. For online payments, electronic official receipt or EOR can be issued as prescribed by COA Circular No. 2013-07, the Guidelines for the Use of Electronic Official Receipts to Acknowledge Collection of Income and Other Receipts of Government. ► Point-of-Sale (POS). The POS device is available at the cashiering unit of the LGU for the onpremise payment by using debit or credit card. 4. Permit issuance. The Building Permitting System must be capable to generate and issue Building Permit in accordance with the format prescribed in this manual. The permit can be printed by the LGU or emailed to the applicant. To prevent document tampering or falsification, the permit must have security features such as: • Codes that can be validated online (QR code, barcode, etc.) • Digital signature, electronic signature, Philippine National Public Key Infrastructure (PNPKI) • Other applicable technology that will arise 50 Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures
Other processes that can be automated or computerized: 1. Generation of reports in spreadsheet or portable document format (PDF) that can be downloaded by the LGU 2. Storage and retrieval of digitized documents 3. Generation and printing of Order of Payment (OP) and notices/reminders, etc. Other permits and licenses can also be generated by the concerned system users: • Zoning Clearance • Certificate of Occupancy • Fire Safety Inspection Certificate • Fire Safety Evaluation Clearance 4. Notification to applicants on the status of application can be sent through electronic mail or email or through short messaging service (SMS) or text 5. Other suggested features and capabilities of the system: ► Generation of checklist of documentary requirements based on the type of application as reference to the applicants; ► Online calculator of fees and charges as initial basis for applicants to be aware of the corresponding dues; ► One-time assessment of fees and charges and one-time payment of fees (for the LGU and BFP); ► Data migration and data back-up; ► Use of workflow engine, business rule engine, reports generator, etc.; ► Availability of dashboard and statistics of information; ► Viewing (only) of audit trail; ► Housekeeping utilities such as maintenance of LGU profile, management of system users (access level per user type), blocking/unblocking or activation/deactivation of users, updating of form/document templates, etc.; ► Timestamping of actions; and ► Document archiving Recommended Innovations a. LGUs are encouraged to use cloud computing (please refer to DICT Department Circular No. 2017-002, Prescribing the Philippine Government’s Cloud First Policy). b. Information sharing among the internal LGU offices/regulatory offices through common view of applications and its details, status, documentary requirements, and other related information and documents. c. Integration and connectivity to other systems (of the LGU and with the NGAs) through web service, application program interface (API), and other means, with security level and bounded by a Data Sharing Agreement as prescribed by the Data Privacy Act of 2012. d. Utilization of data standards that will be populated to the system such as the Chart of Accounts for LGUs, Philippine Standard Geographical Code (PSGC), and other applicable standards. Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures 51
D. Technical Documentation Documentation is important for the LGUs to have reference documents in order to maintain and update their system/application software. This can be prepared by the LGU if the system is developed in-house or the LGU must require this from their service provider if the system is outsourced. 1. System Requirements Specifications (SRS) - Storage and retrieval of digitized documents will be detailed in the succeeding section. 2. Service Level Agreement (SLA) - a contract between a service provider and the end user that defines the level of service expected from the service provider. 3. Glossary of Terms - contains the definition of terms and list of acronyms or abbreviations. 4. Data Dictionary - provides the description of the data items (i.e; name, age, address), data types (i.e; integer, character, string), and how these data are used in the system. 5. Diagrams: ► Context Diagram (CD) or Data Flow Diagram (DFD) - is the graphical representation of the flow of information or data in the system as related to the processes; this can be multi-level from simple to complex. ► Entity Relationship Diagram (ERD) - is the graphical illustration of data entities and its relationships 6. User Manuals - must be provided per user type and must be updated if the system is enhanced/ updated. 7. Minimum Specifications of Resources - are the detailed and minimum specifications of the resources necessary to utilize and operate the system in terms of hardware, software, and others. ADDITIONAL GUIDE TO LGUs IN OUTSOURCING THE SYSTEM a. Formulation of the System Requirements Specifications (SRS) 1. Purpose of the SRS The SRS describes the envisioned automated/computerized system and shall serve as the foundation for all subsequent project deliverables, describing what inputs and outputs are associated with each process function to include “Business Rules”. Formulation of the SRS should be undertaken by an ICT Technical Working Group (TWG) or Task Force (TF), composed of the following: • Project core team • Process owner(s) or representatives (e.g., Building Official, Sanitary Officer, etc.) • Subject matter experts (e.g., Civil Engineer, Electrical Engineer, etc.) This ICT TWG or TF should be under the umbrella and direction of the JMC 2018-01 TWG. 2. System Overview i. Objectives of the System - statement of what the system aims to achieve. ii. Scope - identifies the covered processes and its limitations. iii. Major Components - provide a narrative that expands on and enhances the understanding of the functional breakdown. If necessary, describe how a component was further divided into subcomponents, and the relationships and interactions between the subcomponents. Attach a high-level context diagram that shows the major components of the overall system and subsystems/modules. iv. System Outputs - specify and describe the major reports and other end products that the system will generate. v. System Inputs - specify and describe the basic data that are entered into the system for subsequent processing. vi. System Files/Databases - specify and describe the databanks, referencing files, libraries, and other records established and maintained by the system. vii. System Processes - describe the major procedures covered. These can be presented in simple flowchart, business workflow diagrams, and/or business process maker notations (BPMN) to be accompanied by the narrative description of the processes or step by step procedures. 52 Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures
3. Functional Requirements Describe the desired capabilities that the system must perform or must let the users perform. They should state “what” the system shall accomplish rather than the “how.” The functional requirements must be uniquely identified and prioritized. 4. Non-Functional Requirements These include details on the operating environment such as the required hardware and software requirements (operating environment, database software, plugins) or platform and the external software interoperability, standards conformities, and general characteristics such as but not limited to reliability, robustness, accuracy of data, portability, and modifiability. These may also include information on the number of simultaneous users, response time, number of files, size of files and tables, number of transactions per interval, and performance issues. 5. System Users Identify the authorized system users who will use, operate and implement the system. 6. Interface Requirements i. User Interfaces - Describe the logical characteristics of each interface between the system and the users. These may include sample screen images, any graphical user interface (GUI) standards or product family style guides that are to be followed, screen layout constraints, standard buttons and functions (e.g., help) that will appear on every screen, keyboard shortcuts, error message display standards, etc. Define the system components for which a user interface is needed. Details of the user interface design should be documented in a separate user interface specification. ii. Hardware Interfaces - Describe the logical and physical characteristics of each interface between the system and the hardware components. These may include the supported device types, the nature of the data and control interactions between the software and the hardware, and communication protocols to be used. iii. System Interfaces - Describe the connections between this product and other specific software components, including databases, operating systems, tools, libraries and other referencing files. Identify the data items or messages coming into the system and going out and describe the purpose of each. Describe the services needed and the nature of communications. Refer to documents that describe detailed application programming interface protocols. Identify data that will be shared across software components. If the data sharing mechanism must be implemented in a specific way (for example, use of a global data area in a multitasking operating system), specify this as an implementation constraint. iv. Communications Interfaces - Describe the requirements associated with any communications functions required by this product, including e-mail, web browser, network server communications protocols, electronic forms, and so on. Define any pertinent message formatting. Identify any communication standards that will be used, such as file transfer protocol (FTP) or hypertext transfer protocol secure (HTTPS). Specify any communication security or encryption issues, data transfer rates, and synchronization mechanisms. 7. Information Architecture Describes the information and data that will be stored in the system (e.g: Applicant’s Data, Owner’s Data). a. Privacy and Security Considerations Describe the privacy/security features that must be provided to adequately protect the system against internal/external threats and vulnerabilities. Specify and describe also the controls to check fraud such as computer access controls, transaction controls and process controls. b. User Acceptance Testing For LGUs outsourcing the system, after the software testing, pilot implementation, and users training, the user acceptance testing (UAT) must be undertaken. The processes and findings must be documented, bugs and errors must be addressed by the provider before a Certificate of Acceptance will be issued by the LGU. Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures 53
c. Technical Support LGUs must be provided with technical support during these stages: ► System initialization and data build-up ► Testing period ► Pilot implementation ► Implementation (as supported by an SLA) d. Training The LGU 3P system users must be trained on how to operate and implement the system (per user type) and must be guided/provided with User Guide or User Manual. On the technical aspect, the System Administrator must be given separate training on managing the system. e. User Feedback Mechanism Mechanisms on getting the feedback of the LGU system users and its clients (for online systems) must be established. This is to make sure that the system really caters to the processes and requirements of the concerned system users. This can be established via monthly reporting or as needed, through email, SMS, etc. Table 12. Sample of Systems and Functions for Building Permit & Certificate of Occupancy SYSTEM / FUNCTION DESCRIPTION Integrated system Example from Valenzuela City: 3S+ Electronic Terminal with the Drop Box System (Automated Building and Occupancy Permitting System) (see Table 15) Example from Cagayan de Oro City: e-BPMS (Electronic Building Permit and Management System) (see Table 16) Filing applications The LGU can develop an online portal within the official LGU page (subpage/s). To do this, it can develop empty fields which applicants can fill out directly on the site, or develop ‘fillable’ forms that can be uploaded by the applicant (like eBIR forms, as mentioned). Scanned versions of documentary requirements can be accepted. In addition, the LGU may wish to have a computer system within city/ municipal premises to accommodate those who want to try out the system but may have difficulty with Internet connections. Assessment of taxes, charges, and fees Such a program enables automated computations to correctly assess taxes, charges, and fees set by the different offices involved in the processes. Payment of taxes, charges, and fees Electronic payment of taxes, charges and fees platform Cashless Payment Option Payment options include electronic platforms such as: • mobile money through G-Cash • ATM Card/Debit Card via Point-of-Sale facility at the CTO • online billing and payment • credit card payment 54 Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures
Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures 55
Figure 5 (Quarterly Report) shall serve as the tool of the Oversight Committee to monitor all OBO/ C/MEOs/ LGUs in their strict compliance with the JMC standards. Every OBO/C/MEO is enjoined to accomplish the Report, adopting the format shown in Figure 5 for every simple project building/structure that applied for Building Permit and/or Certificate of Occupancy. Modifying the Form. The OBO/C/MEO can modify the contents of their Report by indicating only the project building type applied for, either for Building Permit or Certificate of Occupancy, and its corresponding required data as shown in every column of Figure 5, provided that the data {e.g. Column Titles (Columns 1 to 8)} are maintained. This is to allow more project buildings/structures to be input into the form. Recipient and Schedule of Report. The OBOs/C/MEOs are enjoined to submit their Report to the Office of the DPWH Secretary, through the National Building Code Development Office (NBCDO) on or before the 5th day of the following month after every quarter of the year. The OBOs/C/MEOs are encouraged to computerize their Report (e.g. EXCEL type) and submit it to the DPWH - NBCDO through e-mail for paperless transmittal. The NBCDO can facilitate the preparation of the Summary of Reports on the compliance to JMC standards. 56 Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures
Table 13 is the Monitoring Compliance Report on the JMC’s indicators other than processing time. Other complementary reforms and authorizing actions that enable the JMC’s implementation are also enumerated. This is to be submitted to the Bureau of Local Government Development, DILG. Table 13. LGU Monitoring Compliance Report (JMC 2018-01) LGU : Province : Region : Implementation Strategy Indicator Status Remarks 1. Administrative Executive Order/ Administrative Order/ Sangguniang Panglungsod / Sangguniang Bayan Completed/ Compliant On-Going 2. Establishment of One-stop Shop for Construction Permits Co-Locator: - Assessor - Zoning - Treasurer - Bureau of Fire Protection - Land Registration Authority 3. Steps 4 Steps 4. No. of Days 5 Days 5. Forms Unified Application Form 6. JIT Conduct Joint Inspection (BFP, Assessor and OBO/C/ MEO) Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures 57
A. kEY CONSIDERATIONS 1. The JMC is a recent development to increase competitiveness and the ease of doing business in the country. The reforms it advocates are still unknown to the general public. 2. The public will regularly ask questions or request for clarifications regarding the procedures outlined under the JMC. There might be an adverse reaction among the public if there are inconsistencies between the JMC-prescribed process and the process being followed by the concerned regulatory offices. B. STRATEGY This communication strategy will employ LGUs’ multiple media and shall be implemented over an extended period of time. Both print and digital media will be utilized, with printed materials such as brochures, flyers, tarpaulins, posters and the like deployed in strategic locations, and digital materials such as infographics, presentations and videos deployed through the LGU’s website and social media accounts. This communication plan aims to aid the LGUs to disseminate the information on the JMC in a timely, open, and proactive manner. C. OBJECTIVES The overarching objective of the plan is to provide important and accurate information to the applicants using a variety of communication channels employed by the LGU. As such, it is also necessary to ensure that the standards are clearly disseminated to the general public. The LGU shall also provide the public with a clear basis for making clarifications regarding the procedures being followed by LGUs. D. HOW TO USE THIS GUIDE Communicating the JMC will have to be done deliberately, matching the preferred communication channels of your constituents. Therefore, the contents of this section should be used as a guide to crafting your own communication plans. The Message House does not need to be modified, as the messages across the country should be consistent. E. AUDIENCE OF COMMUNICATIONS The primary audience of communication is the applicant or any person, firm, partnership, corporation, head of government or private institution, organization or any character applying for the issuance of Building Permits and Certificates of Occupancy. The regulatory offices are the secondary audience of communication. This includes the local fire marshals, local building officials, local planning and development coordinators, local assessors, local treasurers, BPLOs, and barangay officials. F. MESSAGE HOUSE Figure 6. Message House 58 Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures The Philippine Government is making it easier to obtain Building Permits and Certificates of Occupancy for your household or business needs. You can get your Building Permit or Certificate of Occupancy in 5 days!* *For application for Simple Structures The President is working through the DILG, DPWH, DICT & DTI to ensure that it happens! Visit your city or municipal hall and look for the One-stop Shop for Construction Permits (OSCP) to experience these new and improved procedures. Government issued a Joint Memorandum Circular (DILG-DPWH-DICT-DTI JMC No. 2018-01) entitled “Guidelines in Streamlining the Processes for the Issuance of Building Permits and Certificates of Occupancy”. The streamlined procedure only requires applicants to do four (4) steps & get the permit or certificate within five (5) days.
G. ACTION PLAN Table 14. Communication Action Plan per Type of Audience TARGET AUDIENCE kEY MESSAGES FORMAT/ MEDIUM TIMELINE RESPONSIBLE OFFICE INSTITUTIONAL COMMMUNICATION OF SIGNED JMC and APPROVED MANUAL OF OPERATIONS For Secondary Audiences Local Government Unit: ► LCEs ► All Department Heads ► BFP ► Barangays DILG-DPWHDICT-DTI Joint Memorandum Circular 2018-01 or the Guidelines in Streamlining the Processes for the Issuance of Building Permits and Certificates of Occupancy Meeting OBO / C/MEO OBO/C/MEO and other Department Heads concerned Issuance of EO or Sanggunian Resolution adopting the reforms under the JMC Policy Issuance LCE and Sangguniang Bayan/ Panglungsod INFORMATION AND EDUCATION CAMPAIGN For Primary Audience General Public Reforms in the issuance of Building Permits and Certificates of Occupancy for Simple Structures Flyer, Newsletter, Comics for distribution Posters, Tarps posted in conspicuous place within the LGU Year Round OBO/C/MEO, LGU Info Officer General Public Reforms in the issuance of Building Permits and Certificates of Occupancy for Simple Structures Infographics/ AVP uploaded at the LGU website and other media account Year Round OBO/C/MEO and Info Officer General Public Reforms in the issuance of Building Permits and Certificates of Occupancy for Simple Structures Radios /Local TV Interviews Year Round LCE/OBO/C/MEO Business Community Reforms in the issuance of Building Permits and Certificates of Occupancy for Simple Structures Various forums Year Round LCE/OBO/C/MEO Applicants/Clients Standards in issuing Building Permits and Certificate of Occupancy (Simple Structures Applications) Poster, flyer at the entrance of the OBO/C/MEO Year Round OBO/C/MEO Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures 59
At least two cities are known to have institutionalized reforms in the area of construction permitting systems even before the JMC’s issuance. This chapter profiles the reforms of the cities of Valenzuela and Cagayan de Oro. Tables 15 and 16 describe the features that composed their reforms. Table 15: Valenzuela City’s Construction Permitting System Reforms Valenzuela City, Metro Manila Notable Reforms / Innovations ► Shortened Process (1-3 days turn-around time for the issuance of the Building Permit and Certificate of Occupancy) ► Automated Building and Occupancy Permitting System known as the 3S+ Electronic Terminal with the Drop Box System ► The use of Geographical Information System (GIS) ► Electronic payment systems ► MOA with all barangays authorizing city collection of barangay fees and issuance of barangay clearance ► ISO 9001:2008 Certified ► Most Business Friendly Highly Urbanized City (2015) awarded by PCCI, Best in eGov Business Empowerment (2014) by NICP and recognized by NCC and DILG Setting up of a One-StopShop facility (3S Plus Electronic Terminal) • It has a year-round operation, which houses all concerned departments thru co-location for a more efficient service, including the BFP. • It includes payment of the fee for and in behalf of the respective barangay. • The city enhanced its customer service by adding television sets and offering complimentary drinks in their comfortable air-conditioned lounges. • There is a monitor for tracking applications. Introducing Innovations (Automation with the 3S Plus Electronic Terminal) Considered the Philippines’ first fully automated building and construction permits application system with the following system highlights: • Drop box procedures • User-friendly front-end system • Payment of barangay fees and issuance of barangay clearance • Bar code system for tracking • Software randomly evaluators to prevent connivance • System generates time stamps for transaction turn around accountability • Real time status prompts • Computer print-out Order of Payment to ensure accuracy • Digital archiving of certificates and permits released Joint inspection team • This is a composite team consisting of the departments (OBO/ and/or CBAC-City Business Action Team) and agencies involved in conducting inspections after the issuance of the Occupancy Permit or post-audit. • This allows for timely release of permits and clearances while addressing the purpose of the regulatory requirements set by the city. • Inspectors are also equipped with digital cameras, laser distance meter, digital tables for reporting, and service vehicles to cover more inspections. 60 Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures
Valenzuela City, Metro Manila Notable Reforms / Innovations Invest in manpower • Part of the organizational capacity-building effort includes strengthening the capacity of personnel and the provision for additional staff that will cater to the expansion of service delivery. • The ICTO was only created in 2012 but it was led from the top- the Mayor- such that by 2016, its 16-staff member was functionally supporting the operations of the hardware and network infrastructures of the city government. Cashless Payment Option • Aside from the manual payment of taxes and fees in the electronic system, the city also upgraded its payment options by offering electronic platforms such as mobile money through G-Cash and ATM Card/Debit Card via Point-of-Sale facility at the City Treasurer’s office, online billing and payment and most recently credit card (visa) payment. Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures 61
e-BPMS (Electronic Building Permit and Management System) • Online/Web-based application • Virtual Backroom office where OBO, City Planning, & BFP are co-located • Submission and evaluation of electronic blueprint (eBlueprint) of technical engineering plans. • Utilizes digital drawing plans for easy transport and evaluation purposes; no need to move physical documents back and forth from one office to another • Reduces redundancy of paper, data elements, among others • Application of digital signature into the eBlueprint ensures authenticity and integrity of submitted engineering documents in lieu of the traditional sign and seal by hand • Speeds-up the evaluation process Setting up of a One-Stop-Shop facility (e-BPMS) • Like BPLS, the city provides an OSS for the construction permitting systems operating year-round. The city has multiple counters for assessment and payment. Feedback mechanisms • One of the key features of the city’s e-BPMS is online tracking which facilitates quick feedback thru email and SMS notification of the status of application. • This addressed the lack of feedback mechanism causing applicants to travel to and from city hall and wait in long queues simply to ask for updates on their applications. Self-service oriented technology for efficient transactions • Payment of business fees and taxes were computer-aided with the introduction of mobile payments and online banking payment systems. • CDO’s award –winning ‘Taxpayer Kiosk’ has touch screen-activated features which provides not only business and Building Permit tax assessment but also generates quarterly billings for BPLS, RPT, Cedula, and even traffic citation fines and penalties. Cagayan de Oro City Misamis Oriental (Mindanao) Notable Reforms / Innovations ► Automated construction-permitting system - e-BPMS (Electronic Building Permit and Management System) ► Shortened process (3-4 steps & post-audit requirements) ► Electronic assessment, billing and payment of taxes and fees platform ► The use of Geographical Information System (GIS) ► Use of co-location in OSS ► Most E-Ready LGU (2014) awarded by DOST and DILG Provide a holistic approach to permit application, processing and issuance. • In CDO’s old construction permitting processes, agencies and departments such as CPDO, OBO, City Engineers’ Office, and BFP were treated as separate entities. • As a result of a study conducted in the city, they redefined their process flow and integrated all departments under the local government. • The BFP was also co-located in backroom operations. Collaboration with other stakeholders • The city government of Cagayan de Oro partnered with a local university, Mindanao University of Science and Technology (MUST) in developing the Electronic Building Permit and Management System (e-BPMS) for the automation of the entire OBO system which includes activities related for its smooth implementation, including system and design. • Partnership with the academe, collaboration with local professionals in their field of expertise, and department head of staff committed to it gave CDO a sense of ownership. Likewise, it is a good model for other cities to follow as its impact will not only benefit the city government but also the community. Table 16: Cagayan de Oro City’s Construction Permitting System Reforms 62 Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures
Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures 63
Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures 65 Annex A: DOCUMEntARy REQUiREMEnts ChECKlist AnD ClAiMstUb fORM fOR bUilDinG PERMit Republic of the Philippines City / Municipality of ___________________ Province of __________________ OFFICE OF THE BUILDING OFFICIAL DOCUMENTARY REQUIREMENTS FOR BUILDING PERMIT APPLICATION (Single Dwelling Residential / Commercial / Industrial / Others) Four (4) copies of filled up Unified Application Form for Building Permit Original Certificate of Title (OCT) / Transfer Certificate of Title (TCT), or Deed of Absolute Sale or Lot Locational Plan from LRA (if lessee, Contract of Lease) Four (4) sets of Survey Plans, design plans and other documents as follows: A) Architectural Documents B) Civil / Structural Documents C) Electrical Documents D) Mechanical Documents E) Sanitary Documents F) Plumbing Documents G) Electronics Documents H) Geodetic Documents I) Fire Protection Plan (If applicable) Automatic Fire Suppression System Wet Stand Pipe Dry Stand Pipe Kitchen Hood Suppression Fire Detection & Alarm System Three (3) photocopies of Valid Licenses (PRC I.D.) of all involved professionals Notarized estimated value of the building / structure to be erected as declared by the owner Construction Safety and Health Program Affidavit of Undertaking REMARKS: Complete Documents Incomplete Documents (Please comply documents with unchecked boxes.) Name of Receiving Officer : _____________________________________ Date & Time Returned : _____________________________________ Signature of Applicant : _____________________________________ NOTES: • All application forms are available in the OSCP and/or on the website. • All the fully accomplished forms and requirements must be fastened in a LONG FOLDER except for the Drawing Plans and reports. • ONLY A COMPLETE AND COMPLIANT APPLICATION WILL BE ACCEPTED. • Bring this Checklist with detachable Claim Stub when submitting your application. • Keep your CLAIM STUB at all times; “NO CLAIM STUB, NO RELEASE” CLAIM STUB Application No. : _________________________________________________ Time & Date Applied/Submitted : _________________________________________________ Return Date : _________________________________________________ Receiving Officer : _________________________________________________ (Signature over Printed Name) Name of Applicant/Owner : ________________________________________________________________ Location of Project : ________________________________________________________________ Project Title : ________________________________________________________________ NOTE: Bring this claim stub upon claiming the Order of Payment/ Building Permit, FSEC & other documents. *For updates and inquiries, please call OBO/C/MEO at nos. xxx xxxx (landline/s) / xxxx xxxxxxx (cellphone) xxx xxxx within four (4) working days. Logo of LGU Logo of LGU THIS IS FOR DILG-DPWH-DICT-DTI JMC 2018-01 64 Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures
66 Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures Annex b: AffiDAvit Of UnDERtAKinG REPUBLIC OF THE PHILIPPINES) CITY/MUNICIPALITY OF ___________________ AFFIDAVIT OF UNDERTAKING I, ______________________________, of legal age, ______ and a resident of _________________________________________________ after having been duly sworn to in accordance with the law, depose and say: 1. That I am the authorized representative of _____________________ located at ____________________________________________________________________ _____. 2. That I undertake to submit required clearances from other agencies as stipulated under Section 302 (12) b of the IRR of the National Building Code of the Philippines, and other documents or clearances from government authorities as maybe provided by local ordinances and/or national laws to the Office of the Building Official (OBO) within 30 calendar days after the issuance of building Permit. 3. That I executed this affidavit of undertaking for and in behalf of the said establishment. Default or failure to submit permits/clearances after 30 calendar days shall subject to the suspension of the Building Permit and its construction. Failure to submit permits/clearances shall be dealt with in accordance to Section 306 of the NBCP. 4. That I further executed this undertaking to attest to truth and veracity of the foregoing statements and for all legal intents and purposes. in WitnEss WhEREOf, I have hereunto affixed my signature this ___________day of __________, 2019. _________________________________ Name of Applicant SUBSCRIBED and sworn to before me, this ___ day of ______________, in the City/Municipality of _________________________ by ________________________________ with _____________________________ (Proof of Identification/Identification Number), issued on ______________________ at _______________________. Doc. No. ____________; NOTARY PUBLIC for _________________ Page No. ____________; Commission Serial No. ________________ Book No. ____________; Until December 31, ________ Series of ____________; Roll of Attorney ____________ IBP No. _________/_________/____________________ PTR No. _________/_________/____________________ Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures 65
Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures 67 This is for DILG-DPWH-DICT-DTI JMC 2018-01 Annex C: COMPliAnCE EvAlUAtiOn shEEt fOR bUilDinG PlAn REviEW fOR APPliCAtiOn Of bUilDinG PERMits ARChitECtURAl PlAns & DOCUMEnts: Check Application Check Application Check Application Check Application 1. Single Dwelling Residential Building not more than 3- storey and shall not exceed 1,500 sq. m floor area 2. Commercial Building of not more than 2-storey and shall not exceed 1,500 sq. m floor area 3. Renovation within a mall with issued Building Permit and shall not exceed 1,500 sq. m floor area 4. Warehouse storing nonhazardous substance and shall not exceed 1,500 sq. m floor area Code ID JMC and Code Regulations Compliance (Mark Check/Status) ID YES NO N/A 703 Mixed Occupancy / separation requirements 704, 303 & 803 Location on property 707 Max. Height of Building 705 Allowable Floor Area 708 Minimum Requirements for Group A 801 General Requirements of Light and Ventilation 802, 803, 804 Site Occupancy and Open Space 805 Ceiling Heights 806 Sizes and Dimensions of Rooms 808 Window Openings 301.4.a.i-ix Required Architectural Drawings: a. lot Plan, showing orientation, adjacent roads, access roads and properties b. vicinity Map/location Plan, within 2 km radius for commercial, industrial, and ½ km radius for residential buildings c. site Development Plan, showing the proposed project (with gridlines) and indicating the following: technical descriptions; orientations; setback/easement requirements; adjacent roads and lots; existing structures, if any; parking layout d. Perspective, drawn at convenient scale and taken from vantage point (eye level or bird’s eye view) e. floor Plan/s, drawn with min. scale of 1:100 showing: gridlines, room/space labels (with corresponding floor finishes), complete dimensions, door and window labels f. Elevations, at least four (4), same scale as floor plan/s, showing: gridlines, natural ground to finish grade elevation, floor to floor heights, door and window labels, exterior finish callouts, adjoining structure/s, if any (shown in single hatch lines) g. sections, at least two (2), same scale as floor plan/s, showing gridlines, natural ground to finish grade line, floor to floor heights, floor to ceiling heights, outline of cut and visible structural parts, door and window labels, room/space labels (cut by section lines) 66 Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures
68 Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures This is for DILG-DPWH-DICT-DTI JMC 2018-01 h. Reflected Ceiling Plan/s, same scale as floor plan/s showing: design, location, finishes and specifications of materials, lighting fixtures, diffusers, decorations, air conditioning exhausts/grilles, sprinkler nozzles, if any i. Roof Plan / Roof Deck Plan, same scale as floor plans, showing: gutter/s (either exposed or inside gutter), roof drains/downspouts, roof slope/s (either for metal roofing sheets or roof deck), specifications of roofing materials (either metal roofing sheets or r.c. slab) j. Door and Window schedules, drawn at min. scale of 1:50, showing their types, locations, designations/ marks, dimensions, materials/specifications, and number of sets k. Details, in the form of plans, elevations/ sections at min. scale of 1:50, of the following: (1) Stairs (exterior/interior) / Ramps, with pertinent dimensions (2) Bay Section/s, drawn from ground up to roof, showing architectural/structural parts, pertinent dimensions, specifications, etc. (3) Elevator/Escalator, if any (4) Toilet/s; Toilet & Bath (5) Kitchen (6) Other architectural elements 1207 Stairs, Exits and Occupant Loads a. Stair construction according to occupant loads b. Number of exits c. Exit Widths d. Exit arrangements e. Distance to exits from exterior door, horizontal exit, exit passageway, or an enclosed stairway, measured along the line of travel f. Doors apply to every exit door serving an area with OL>10 including hazardous room or areas g. Type of lock or latch h. Egress from door i. Change in floor level at doors, max 50mm lower than the threshold of doorway, except on exterior landing for Group A & B max floor level not lower than 200mm j. Corridors and exterior exit balconies serving as a required exit for an OL of more than 10 k. Stairway serving any building or portion, min. width l. Horizontal exit Exit enclosures, interior stairways, ramps or escalator/s Evaluated by : ____________________________ Signature over Printed Name Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures 67
Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures 69 This is for DILG-DPWH-DICT-DTI JMC 2018-01 Civil / stRUCtURAl PlAns & DOCUMEnts: Check Application Check Application Check Application Check Application 1. Single Dwelling Residential Building not more than 3-storey and shall not exceed 1,500 sq. m floor area 2. Commercial Building of not more than 2- storey and shall not exceed 1,500 sq. m floor area 3. Renovation within a mall with issued Building Permit and shall not exceed 1,500 sq. m floor area 4. Warehouse storing nonhazardous substance and shall not exceed 1,500 sq. m floor area Code ID JMC and Code Regulations Compliance (Mark Check/Status) ID YES NO N/A 1201 General Design and Construction Requirements 1202 Excavation and fills – Footings, foundations and retaining walls (safely sustain the superimposed loads under seismic or any external forces for stability of structure 1205 a. Floor Construction (Chapter 5 – Fire Resistive standards & Chapter 6 – Type of Construction) b. Floors framed and secured into framework and supporting walls (to form an integral part of the whole building) c. Types of floor construction (keeps beams and girders from lateral buckling) d. Roof construction, fire-resistive requirement for type of construction prescribed e. Roof Trusses f. Attics g. Roof Drainage System h. Flashing and counter flashing provided at juncture of the roof and vertical surfaces 301.5.b.i-iii 301.5.c - f Required civil/structural drawings and details: a. foundation Plan/s, same scale as architectural floor plan/s, showing: gridlines, complete dimensions, column-footing-wall footing labels b. floor framing Plan/s, same scale as architectural floor plan/s, showing: gridlines, complete dimensions, beams-girders labels, slab labels c. Roof framing/Roof Deck framing Plan, same scale as architectural roof plan, showing: gridlines, complete dimensions, truss/rafter labels, layout of purlins and its corresponding sizes and spacings, roof beam-girder labels d. schedule of Columns, footings, Wall footings, floor slabs, and their corresponding details e. schedule of beams and Girders/Details f. schedule of trusses, Truss Details, g. Blow-up Detail of Connections: truss to roof beam, purlin to truss, etc. Evaluated by : ____________________________ Signature over Printed Name 68 Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures
70 Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures This is for DILG-DPWH-DICT-DTI JMC 2018-01 ElECtRiCAl PlAns & DOCUMEnts: Check Application Check Application Check Application Check Application 1. Single Dwelling Residential Building not more than 3-storey and shall not exceed 1,500 sq. m floor area 2. Commercial Building of not more than 2-storey and shall not exceed 1,500 sq. m floor area 3. Renovation within a mall with issued Building Permit and shall not exceed 1,500 sq. m floor area 4. Warehouse storing nonhazardous substance and shall not exceed 1,500 sq. m floor area Code ID JMC and Code Regulations Compliance (Mark Check/Status) ID YES NO N/A 1301 1. Reference – Philippine Electrical Code 2. Overload Service Entrance 3. Attachments on and Clearances from Building 4. Open Supply Conductors attached to Buildings 5. Conductors passing by or over Buildings 6. Clearance of Service Drops 7. Wiring Methods 8. Transformers 9. Provisions for Transformer Vault 10. Required capacitors installed on electric circuits in buildings 11. Emergency power systems 12. Electrical room 13. Service equipment 14. Metering facilities 15. Design and installation 301.6.a – g Required electrical drawings, schedules/computations: 1. location and site Plan 2. Electrical legends or symbols 3. General notes and/or specifications 4. Electrical layouts (power, lighting), per floor 5. schedule of loads and Computations; Transformers; Generating/UPS Units, if any 6. Design Analysis 7. One line Diagram; Electrical Riser Diagram Evaluated by : ____________________________ Signature over Printed Name Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures 69
Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures 71 This is for DILG-DPWH-DICT-DTI JMC 2018-01 MEChAniCAl PlAns & DOCUMEnts: Check Application Check Application Check Application Check Application 1. Single Dwelling Residential Building not more than 3-storey and shall not exceed 1,500 sq. m floor area 2. Commercial Building of not more than 2-storey and shall not exceed 1,500 sq. m floor area 3. Renovation within a mall with issued Building Permit and shall not exceed 1,500 sq. m floor area 4. Warehouse storing nonhazardous substance and shall not exceed 1,500 sq. m floor area Code ID JMC and Code Regulations Compliance (Mark Check/Status) ID YES NO N/A 1302 1. Reference – Philippine Mechanical Code 2. Guarding of Moving and Dangerous Parts 3. Cranes 4. Hoists 5. Elevators, for public or private use 6. Escalators 7. Boilers and Pressure Vessels 8. Refrigeration and Air Conditioning 9. Water Pumping for buildings/structures 10. Piping for fuel, gas and steam 301.7.a –k Required mechanical drawings: 1. location and site Plan, vicinity Map 2. Mechanical Plan/s/layouts, same scale as architectural floor plan/s showing: A/C layout, Fire Suppression System, ventilation system 3. schedule of Machines/ Equipment 4. Mechanical Details: Elevator, escalator, dumbwaiter, others as deemed necessary Evaluated by : ____________________________ Signature over Printed Name 70 Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures
72 Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures This is for DILG-DPWH-DICT-DTI JMC 2018-01 ElECtROniCs PlAns & DOCUMEnts: Check Application Check Application Check Application Check Application 1. Single Dwelling Residential Building not more than 3- storey and shall not exceed 1,500 sq. m floor area 2. Commercial Building of not more than 2- storey and shall not exceed 1,500 sq. m floor area 3. Renovation within a mall with issued Building Permit and shall not exceed 1,500 sq. m floor area 4. Warehouse storing non-hazardous substance and shall not exceed 1,500 sq. m floor area Code ID JMC and Code Regulations Compliance (Mark Check/Status) ID YES NO N/A Reference – Philippine Electronics Code PART 1 Telecommunications Facilities Distribution System Chapter 3 Structured Cabling System Chapter 4 Telecommunications Pathways and Spaces Chapter 5 Grounding and Bonding Chapter 6 Administration Chapter 7 Installation Guidelines Chapter 8 Field Testing PART 2 Fire and Detection Alarm System Chapter 1 Scope and Fundamentals Chapter 2 Design Requirements Chapter 3 Installation Requirements Chapter 4 Maintenance, Testing and Inspection PART 3 Cable Television System Chapter 3 -1 General Provisions Chapter 3 – 2 Service Entrance Facility Chapter 3 – 3 Backbone Distribution System Chapter 3 – 4 Horizontal Distribution System Chapter 3 – 5 Work Area Chapter 3 – 6 Outside Plant System Chapter 3 – 7 Headend (Core) System Chapter 3 – 8 Technical Operating Parameters Chapter 3 – 9 Signal Leakage Chapter 3 – 10 Grounding and Bonding Chapter 3 – 11 Cables and Connectors Chapter 3 – 12 Testing PART 4 Distributed Antenna System (DAS) Chapter 4 – 1 Distributed Antenna System Chapter 4 – 2 The RF Material Specifications Chapter 4 – 3 The RF DAS Design Criteria Chapter 4 – 4 The DAS Installation Chapter 4 – 5 The DAS Technical Standards Chapter 4 – 6 DAS Physical & Logical Installation & Quality Acceptance 302.10.a-g Required Electronics Drawings: 1. Electronics plans/ Layouts, same scale as architectural floor plans, showing: Data and Voice; PABX, FDAS. CCTV, CATV, etc. 2. Isometric Diagrams of the Systems 3. Schedule of Equipment 4. General Notes and Specifications 5. Single Line Diagram; Riser Diagram Evaluated by : ____________________________ Signature over Printed Name Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures 71
Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures 73 This is for DILG-DPWH-DICT-DTI JMC 2018-01 PlUMbinG PlAns & DOCUMEnts: Check Application Check Application Check Application Check Application 1. Single Dwelling Residential Building not more than 3-storey and shall not exceed 1,500 sq. m floor area 2. Commercial Building of not more than 2- storey and shall not exceed 1,500 sq. m floor area 3. Renovation within a mall with issued Building Permit and shall not exceed 1,500 sq. m floor area 4. Warehouse storing nonhazardous substance and shall not exceed 1,500 sq. m floor area Code ID JMC and Code Regulations Compliance (Mark Check/Status) ID YES NO N/A Reference – Revised National Plumbing Code Chapter 1 Administration Sec 100 Permits Required Sec 101 & 102.1.7 Professional services, signed and sealed Sec 103.1 Permits Issuance Sec 103.2 Retention of plans Sec 103.3 Validity of plans Sec 103.4 Expiration Sec 103.5 Suspension or Revocation Sec 104 Application for Existing Plumbing System Sec 105 Inspections Sec 106 Connection Approval Sec 107 Special Provisions Sec 108 Plumbing Fixtures required Chapter 2 Definitions Sec 201 Terms and Definitions Chapter 3 General Regulations Sec 301 Disposal of Waste Water Sec 302 Grade of Horizontal Drainage Piping Sec 303 Changes in Direction of Drainage Flow Sec 304 Connection to Plumbing System Required Sec 305 Sewer Required Sec 306 Damage to Drainage System or Public Sewer Sec 307 Industrial Waste Sec 308 Location Sec 309 Improper Location Sec 310 Workmanship Sec 311 Prohibited Fittings and Practices Sec 312 Independent System Sec 313 Repairs and Alterations Sec 314 Protection of Piping, Materials & Structures Sec 315 Hangers & Supports Sec 316 Trenching, Excavation and Backfill Chapter 4 Plumbing fixtures Sec 401 Materials Sec 402 Materials Alternatives Sec 403 Overflows Sec 404 Strainers and Connections Sec 405 Prohibited Fixtures Sec 406 Special Fixtures and Specialties Sec 407 Installation Sec 408 Urinals Sec 409 Floor Drains and Shower Stalls 72 Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures
74 Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures This is for DILG-DPWH-DICT-DTI JMC 2018-01 Sec 410 Plumbing Fixtures required Sec 411 Whirlpool Bathtubs Chapter 5 inspection and test Sec 501 Inspection and Testing Sec 502 Maintenance Sec 503 Existing Construction Sec 504 Health and Safety Chapter 6 Water supply and Distribution Sec 601 Running Water required Sec 602 Unlawful Connections Sec 603 Cross-connection Control Sec 604 Materials Sec 605 Valves Sec 606 Gravity Supply Tanks Sec 607 Water Pressure, Pressure Regulators, and Pressure Relief Valves Sec 608 Installation, Inspection and Testing Sec 609 Size of Potable Water Piping Sec 610 Water Conservation Sec 611 Piping Installed in Fire Resistive Construction Sec 612 Hangers and Supports Abrasion Sec 613 Support Sec 614 Thrust Blocking Chapter 7 Excreta Drainage system Sec 701 Materials Sec 702 Fixture Unit Equivalent Sec 703 Size of Drainage Piping Sec 704 Fixture Connections (Excreta Drainage) Sec 705 Change in Direction of Excreta Drainage Flow Sec 706 Cleanouts Sec 707 Grade of Horizontal Excreta Drainage Piping Sec 708 Gravity Drainage Required Sec 709 Drainage of Fixtures located below the Upstream Manhole or below the Main Sewer Level Sec 710 Suds Relief Chapter 8 indirect Waste Piping, Wet-vented systems and special Wastes Sec 801 Indirect Waste Conditions Sec 802 Approvals Sec 803 Indirect Waste Piping Sec 804 Indirect Waste Receptors Sec 805 Pressure Drainage Connection Sec 806 Sterile Equipment Sec 807 Appliances Sec 808 Cooling Water Sec 809 Drinking Fountain Sec 810 Steam and Hot Water Drainage Condensers and Sumps Sec 811 Chemical Wastes Sec 812 Vertical Wet Venting Sec 813 Special Venting for Island Fixtures Sec 814 Combination Waste and Vent Systems Sec 815 Direct Waste to Ground Sec 816 Clear Water Wastes Sec 817 Swimming Pools Sec 818 Refrigeration Wastes Sec 819 Air-conditioning Equipment Chapter 9 vents and venting Sec 901 Vents Required Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures 73
Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures 75 This is for DILG-DPWH-DICT-DTI JMC 2018-01 Sec 902 Vents not Required Sec 903 Materials Sec 904 Size of Vents Sec 905 Vent Pipes Grades and Connections Sec 906 Vent Termination Sec 907 Vent Stacks and Relief Vents Sec 908 Vents Not Required Sec 909 Materials Sec 910 Size of Vents Chapter 10 traps and interceptors Sec 1001 Traps Required Sec 1002 Traps Protected by Vent Pipes Sec 1003 Traps Described Sec 1004 Traps Prohibited Sec 1005 Trap Seals Sec 1006 Floor Drain Traps Sec 1007 Trap Seal Protection Sec 1008 Industrial Interceptors (Clarifiers) and Separators Sec 1010 Minimum Requirements for Auto Wash Rack Sec 1011 Grease Traps Sec 1012 Grease Interceptors for Commercial Kitchens Sec 1013 Food Waste Disposal Prohibited Sec 1014 Traps – Described Sec 1015 Laundries Sec 1016 Sand Interceptors where required Sec 1017 Construction and Size Chapter 11 storm Drainage system Sec 1101 General - Required Sec 1102 Rainwater Systems Sec 1103 Roof Drain Sec 1104 Sizing of Rainwater Piping Chapter 12 house Drains and house sewers Sec 1201 Sewer Required Sec 1202 Damage to Public Sewer or Private Sewage Disposal System Sec 1203 Building Sewer Materials Sec 1204 Markings Sec 1205 Size of Building Sewers Sec 1206 Grade, Support, and Protection of Building Sewer Sec 1207 Cleanouts Sec 1208 Sewer and Water Pipes Sec 1209 Location Sec 1210 Abandoned Sewers and Sewage Disposal Facilities Chapter 13 Joints and Connections Sec 1301 Tightness Sec 1302 Use of Joints Sec 1303 Use of Joints Sec 1304 Special Joints Sec 1305 Flanged Fixture Connections Sec 1306 Prohibited Joints and Connections Sec 1307 Waterproofing of Openings Sec 1308 Increasers and Reducers Chapter 14 Quality and Weights of Materials, Plumbing materials and Referenced standards Sec 1401 Minimum Standards Sec 1402 Iron Pipe Size (I.P.S.) Pipe Sec 1403 Use of Copper Tubing Sec 1404 Lead Sec 1405 Ferrules and Bushings Sec 1406 Closet Rings (Closet Flanges) 74 Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures
76 Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures This is for DILG-DPWH-DICT-DTI JMC 2018-01 Sec 1407 Cleanout Fittings Sec 1408 Threaded Type Fittings Sec 1409 Backwater Valve Sec 1410 Valves and Fittings Sec 1411 Zinc Alloy Components 301.9.a – e Required Plumbing Drawings: 1. Location Plan, Vicinity Map 2. Site Drainage Plan 3. Plumbing layout/s (sewer/sewage, drainage, cold waterline, hot water line, if any), same scale as architectural floor plan/s, showing: layout of corresponding pipes (per system) with proper labels of its types, sizes, etc. 4. Isometric Diagrams (per system as cited above) 5. Plumbing Legends/ Notes 6. Details: septic vault/tank; catch basin; cistern/ underground water tank (if any); overhead water tank (if any); pipe hangers/ supports Evaluated by : ____________________________ Signature over Printed Name Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures 75
Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures 77 Annex D: DOCUMEntARy REQUiREMEnts ChECKlist AnD ClAiMstUb fORM fOR CERtifiCAtE Of OCCUPAnCy Republic of the Philippines City / Municipality of ___________________ Province of __________________ OFFICE OF THE BUILDING OFFICIAL DOCUMENTARY REQUIREMENTS FOR CERTIFICATE OF OCCUPANCY (Single Dwelling Residential / Commercial / Industrial / Others) FOR CERTIFICATE OF OCCUPANCY / CERTIFICATE OF FINAL ELECTRICAL INSPECTION (CFEI) APPLICATION Filled-up Unified Application Form for Certificate of Occupancy Three (3) copies of duly notarized Certificate of Completion using the form in Annex H, signed by the owner/applicant and signed and sealed by the duly licensed Architect or Civil Engineer in-charge of construction. If the construction was undertaken through a contract, the Certificate of Completion shall be signed by the contractor/Authorized Managing Officer One (1) copy of the construction logbook One (1) photocopy of the Valid Licenses of all involved Professionals (e.g. Professional Tax Receipt and the Professional Regulation Commission identification card) Photograph of the completed structure showing front, sides, and rear areas Yellow Card issued by Electrical Service Provider REMARKS: Complete Documents Incomplete Documents (Please submit documents with unchecked boxes.) Receiving Officer : _____________________________________ Date & Time Returned : _____________________________________ Signature of Applicant : _____________________________________ NOTES: • All application forms are available in the OSCP and/or on the website. All the fully accomplished forms and requirements must be fastened in a LONG FOLDER except for the Drawing Plans and reports. ONLY A COMPLETE AND COMPLIANT APPLICATION WILL BE ACCEPTED. Bring this Checklist with detachable Claim Stub when submitting your application. Keep your CLAIM STUB at all times; “NO CLAIM STUB, NO RELEASE” CLAIM STUB Application No. : _________________________________________________ Time & Date Applied/Submitted : _________________________________________________ Return Date : _________________________________________________ Receiving Officer : _________________________________________________ (Signature over Printed Name) Name of Applicant/Owner : ________________________________________________________________ Location of Project : ________________________________________________________________ Project Title : ________________________________________________________________ NOTE: Bring this claim stub upon claiming the Order of Payment/ Certificate of Occupancy, FSIC & other documents. Logo of LGU THIS IS FOR DILG-DPWH-DICT-DTI JMC 2018-01 *For updates and inquiries, please call OBO/C/MEO at nos. xxx xxxx (landline/s) / xxxx xxxxxxx (cellphone) xxx xxxx within four (4) working days. Logo of LGU 76 Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures
78 Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures Annex E: CERtifiCAtE Of COMPlEtiOn Republic of the Philippines Department of Public Works and Highways City/Municipality of ________________ Province of _________________________ OffiCE Of thE bUilDinG OffiCiAl CERTIFICATE OF COMPLETION _______________________________ DATE This is to certify that the building/structure covered by Building Permit No. ________________ issued on _____________________ has been constructed and completed under our supervision, conforms with the plans and specifications submitted and on file with the Office of the Building Official, and complies with the provisions of the National Building Code of the Philippines, its Revised IRR, JMC 2018-01 and other Referral Codes. NAME OF OWNER ADDRESS OF OWNER _____________________________________________________________________________ZIP CODE _____________ TEL. NO. ______________ (Last Name) (Given) (M.I.) LOCATION OF CONSTRUCTION: LOT NO.____ BLK NO.____ STREET______________ BARANGAY __________________CITY/MUNICIPALITY OF___________________ USE OR CHARACTER OF OCCUPANCY _____________________________________________________________ GROUP ______________________________________ ARCHITECT OR CIVIL ENGINEER (Signed And Sealed Over Printed Name) Date___________________ PRC No. FULL-TIME SUPERVISOR OR INSPECTOR OF CONSTRUCTION PTR No. Issued at Validity Date Issued TIN AUTHORIZED MANAGING OFFICER (Signature Over Printed Name) ___________________ IF CONSTRUCTION WAS UNDERTAKEN BY CONTRACT CTC No Date Issued Place Issued Contractor: Address PCAB Lic. No. OWNER / PERMITTEE (Signature Over Printed Name) CONFORME: Validity TIN CTC No Date Issued Place Issued CTC No. Date Issued Issued at Tel. No. DATE OF START OF CONSTRUCTION DATE OF COMPLETION TOTAL FLOOR AREA (Square Meters) NO. OF STOREY(S) NO. OF UNITS PLANNED ACTUAL SUMMARY OF ACTUAL COSTS 1. TOTAL COST OF MATERIALS: P______________________________ 1.1. CEMENT (bags) ___________________________ 1.2. LUMBER (bd. ft.) ___________________________ 1.3. REINFORCING BARS (kg.)___________________ 1.4. G.I. SHEETS (sheets)________________________ 1.5. PREFAB STRUCTURAL STEEL (kg.)___________ 1.6. Other materials_____________________________ 2. TOTAL COST OF DIRECT LABOR: P______________________________ This includes compensation whether by salary or contract for project architect/engineer down to laborers. 3. TOTAL COST OF EQUIPMENT UTILIZATION: P______________________________ 4. OTHER COSTS: P______________________________ This includes professional services fees, permits and other fees TOTAL COST OF BUILDING/STRUCTURE P______________________________ Date______________ REPUBLIC OF THE PHILIPPINES ) CITY/MUNICIPALITY OF ________________________________________) BEFORE ME, at the City/Municipality of _____________________________________________________ , on _________________________ personally appeared the persons whose signatures appear herein at the front and back of this page, known to me to be the same persons who executed this standard prescribed form and acknowledged to me that the same is their free and voluntary act and deed. WITNESS MY HAND AND SEAL on the date and place above written. Doc. No. ___________ Page No. ___________ ________________________________________________________ Book No. ___________ NOTARY PUBLIC (Until December ________________) Series of ___________ Date______________ S.S NOTE: COPY FURNISHED THE PSA SIMPLE COMPLEX Logo of LGU THIS IS FOR DILG-DPWH-DICT-DTI JMC 2018-01 Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures 77
Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures 79 ARCHITECTURAL (Signature Over Printed Name) Issued at PRC. No PTR. No Validity Date Issued TIN DESIGN PROFESSIONALS, PLANS AND SPECIFICATIONS: CIVIL / STRUCTURAL (Signature Over Printed Name) PRC. No PTR. No Issued at Validity Date Issued TIN Address Address Date___________ Date___________ ELECTRICAL (Signature Over Printed Name) Issued at PRC. No PTR. No Validity Date Issued TIN MECHANICAL (Signature Over Printed Name) PRC. No PTR. No Issued at Validity Date Issued TIN Address Address Date___________ Date___________ SANITARY (Signature Over Printed Name) Issued at PRC. No PTR. No Validity Date Issued TIN PLUMBING (Signature Over Printed Name) PRC. No PTR. No Issued at Validity Date Issued TIN Address Address Date___________ Date___________ ELECTRONICS (Signature Over Printed Name) Issued at PRC. No PTR. No Validity Date Issued TIN INTERIOR DESIGN (Signature Over Printed Name) PRC. No PTR. No Issued at Validity Date Issued TIN Address Address Date___________ Date___________ ELECTRICAL WORKS (Signature Over Printed Name) Issued at PRC. No PTR. No Validity Date Issued TIN MECHANICAL WORKS (Signature Over Printed Name) PRC. No PTR. No Issued at Validity Date Issued TIN Address Address Date___________ Date___________ SANITARY WORKS (Signature Over Printed Name) Issued at PRC. No PTR. No Validity Date Issued TIN PLUMBING WORKS (Signature Over Printed Name) PRC. No PTR. No Issued at Validity Date Issued TIN Address Address Date___________ Date___________ ELECTRONICS WORKS (Signature Over Printed Name) Issued at PRC. No PTR. No Validity Date Issued TIN INTERIOR DESIGN WORKS (Signature Over Printed Name) PRC. No PTR. No Issued at Validity Date Issued TIN Address Address Date___________ Date___________ SUPERVISORS OF SPECIALTY WORKS: IAPOA No. O.R. No. Date Issued: 78 Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures
80 Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures This is for DILG-DPWH-DICT-DTI JMC 2018-01 Annex f: COMPliAnCE EvAlUAtiOn shEEt fOR CERtifiCAtE Of OCCUPAnCy AnD insPECtiOn REPORt _____________________ DATE OF INSPECTION NAME OF OWNER______________________________________________________________________________________ (Last Name) (Given Name) (Middle Initial) ADDRESS OF OWNER _______________________________________________ TEL. NO.___________________________ LOCATION OF INSTALLATION Lot No. _____ Blk. No. _____ Street ___________ Barangay ______________________ City/Municipality __________________________________________________________ USE OR CHARACTER OF OCCUPANCY / NO. OF STOREYS___________________________________________________ Check Application Check Application Check Application Check Application 1. Single Dwelling Residential Building not more than 3-storey and shall not exceed 1,500 sq. m floor area 2. Commercial Building of not more than 2- storey and shall not exceed 1,500 sq. m floor area 3. Renovation within a mall with issued Building Permit and shall not exceed 1,500 sq. m floor area 4. Warehouse storing non-hazardous substance and shall not exceed 1,500 sq. m floor area AS TO ARCHITECTURAL WORKS: Inspected by: _______________________________ Findings:______________________________________________________________________________________________ ______________________________________________________________________________________________________ ______________________________________________________________________________________________________ ______________________________________________________________________________________________________ AS TO CIVIL/STRUCTURAL WORKS: Inspected by: ________________________________ Findings:______________________________________________________________________________________________ ______________________________________________________________________________________________________ ______________________________________________________________________________________________________ ______________________________________________________________________________________________________ AS TO ELECTRICAL WORKS: Inspected by: ________________________________ Findings:______________________________________________________________________________________________ ______________________________________________________________________________________________________ ______________________________________________________________________________________________________ ______________________________________________________________________________________________________ AS TO PLUMBING/SANITARY WORKS: Inspected by: ________________________________ Findings:______________________________________________________________________________________________ ______________________________________________________________________________________________________ ______________________________________________________________________________________________________ ______________________________________________________________________________________________________ AS TO MECHANICAL WORKS: Inspected by: ________________________________ Findings:______________________________________________________________________________________________ ______________________________________________________________________________________________________ ______________________________________________________________________________________________________ ______________________________________________________________________________________________________ AS TO ELECTRONICS WORKS: Inspected by: ________________________________ Findings:______________________________________________________________________________________________ ______________________________________________________________________________________________________ ______________________________________________________________________________________________________ ______________________________________________________________________________________________________ AS TO OTHER WORKS: Inspected by: ______________________________ Findings:______________________________________________________________________________________________ ______________________________________________________________________________________________________ ______________________________________________________________________________________________________ ______________________________________________________________________________________________________ COMMENTS/ RECOMMENDATIONS: NOTED BY: ______________________________ ______________________________ _______________________________________ ______________________________ Chief, Inspection Enforcement Division ______________________________ ______________________________ _______________________________________ BUILDING OFFICIAL Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures 79
Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures 81 Annex G: tEMPlAtE Of ExECUtivE ORDER EXECUTIVE ORDER NO. ___ An ExECUtivE ORDER CREAtinG AnD ORGAnizinG thE COnstRUCtiOn PERMittinG tAsKfORCE fOR thE stREAMlininG Of thE PROCEssEs fOR thE issUAnCE Of bUilDinG PERMits AnD CERtifiCAtEs Of OCCUPAnCy in thE City/MUniCiPAlity Of ________________ WHEREAS, the President of the Philippines, Rodrigo Roa Duterte, has made it imperative for all agencies and operating units of government to cut red tape and streamline processes for rendering services to the public; WHEREAS, the President, in his 2017 State of the Nation Address, reiterated his directive to all government agencies with frontline services “for speedy reforms” that will further streamline their respective services; WHEREAS, on January 04, 2018, the Department of the Interior and Local Government (DILG), the Department of Public Works and Highways (DPWH), the Department of Information and Communications Technology (DICT), and the Department of Trade and Industry (DTI) issued Joint Memorandum Circular (JMC) No. 2018-01 entitled, “Guidelines in Streamlining the Processes for the Issuance of Building Permits and Certificates of Occupancy” which aims to set service standards in processing Building Permits and Certificates of Occupancy by Local Government Units (LGUs). WHEREAS, under the Joint Memorandum Circular (JMC), LGUs are tasked to perform the following functions: a. Provide both budgetary and logistical support for the implementation of the standards set in the said JMC, including the setting up of a One-stop Shop for Construction Permits (OSCP) and clearances which includes the local Bureau of Fire Protection (BFP) staff; b. Organize and lead the Joint Inspection Team and provide logistic support (e.g. transportation and other incidental expenses); c. Allow the Office of the Building Official/City/Municipal Engineer’s Office (OBO / C/MEO) and staff of cities and municipalities to undergo capacity building in relation to the implementation of the service standards under the JMC; d. Forge partnerships with DILG and DICT for automating the processing of Building Permits and Certificates of Occupancy, which may include provision of logistics for training in the operationalization of the system; e. Take responsibility for the operations and maintenance of the e-Building Permitting System software that may be set-up in connection with the JMC; and f. Submit periodic status report on the City/Municipality’s compliance with the JMC. NOW, THEREFORE, I, ________________, City/Municipal Mayor, by virtue of the powers vested in me by law, do hereby order: Section 1. CREATION OF THE BUILDING PERMIT AND CERTIFICATE OF OCCUPANCY MANAGEMENT BOARD (BPCO-MB). Chairman - City/Municipal Mayor Vice-Chairman - City/Municipal Administrator Members - City Director / Municipal Local Government Operations Officer, Department of the Interior and Local Government (DILG) 80 Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures
82 Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures District Engineer, Department of Public Works and Highways (DPWH) Provincial Director, Department of Trade and Industry (DTI) Local Fire Marshal, Bureau of Fire Protection (BFP) City/Municipal Building Official / Engineer Zoning Officer / Planning Development Officer Section 2. FUNCTIONS OF THE BPCO-MB. The key functions of the BPCO-MB are following: 1. Institute and approve policies and processes that ensure fair, open and transparent transaction that ensure equitable treatment; 2. Provide advice in relation to implementation of BPCO policies and issuances with associated risk and issues of significant importance; 3. Oversee the streamlining of the BPCO in compliance with JMC 2018-01 and other related issuances; 4. Oversee the establishment of the monitoring system on the compliance of OBO, BFP and other offices set under the JMC and implement sanction for non-compliance; 5. Approve and support budgetary and logistical requirements for the implementation of the standards set in the JMC, including the setting up of a One-stop Shop for Construction Permits (OSCP) and clearances which include the local BFP staff; and 6. Monitor and assess the over-all implementation of streamlining and automation. Section 3. CREATION OF THE BUILDING PERMIT AND CERTIFICATE OF OCCUPANCY TECHNICAL WORKING GROUP (BPCO-TWG). Head - Building Official / City/Municipal Engineer Assistant Head - Zoning Officer / Planning Development Officer Members - City/Municipal Assessor City/Municipal Treasurer City/Municipal Information Officer Head, Management Information System Representative of private sector / local chamber of commerce Local Fire Marshal, BFP Section 4. FUNCTIONS OF THE BPCO-TWG. The key functions of the BPOS-TWG are the following: 1. Undertake the review and assessment of the building permits and certificates of occupancy of the City / Municipal in the light of the following issuances and their respective Implementing Rules and Regulations (IRR): a. PD 1096, otherwise known as the National Building Code of the Philippines and other referral and related laws; Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures 81
Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures 83 b. RA 9514 or The Fire Code of the Philippines; c. RA 11032 or Ease of Doing Business and Efficient Government Service Delivery Act of 2018; d. RA 7160 or Local Government Code; e. Local Zoning Ordinance and other related ordinances; and f. Batas Pambansa 344. 2. Undertake continuing studies and facilitate the adoption and application of various business processes, procedures and others that are consistent with the current laws and issuance and permissible for government transactions to improve the issuance of building permits and certificate of occupancy of the city/municipal. 3. Commence the streamlining of the building permits and certificate of occupancy with the participation of offices and departments in the city/municipal government that are involved in the process of issuing building permits and certificate of occupancy. a. Prepare and implement the process flow and procedures manual based on streamlined and automated application process to improve service standard and that will allow online application on One-stop Shop for Construction Permits (OSCP). b. Establish a functional OSCP. c. Establish a coordinated system in the technical review by concerned departments. d. Implement a one-time assessment of fees and charges related to the application of BPCO in coordination with BFP, Zoning Officer, Assessor, Treasurer and Building Official. e. Development a web-based system software for online application, submission, and processing of build permits in coordination with MIS and with approval from DICT. f. Implement data sharing with OBO and other offices and departments ie. Planning, Zoning, Treasurer, Assessor, BPLO and BFP. g. Organize and lead the joint inspection team. 4. Recommend capacity development activities to enhance the competencies and improve service standards of the city/municipal in planning, operations, maintenance and monitoring the streamlined and automated OSCP. 5. Take charge in the overall guidance in monitoring the implementation of streamlining procedures and processes, conduct of inspections and in the issuance of building permit and certificates of occupancy. 6. Prepare report and recommendation to the City/Municipal Mayor for the adoption of the streamlining processes and procedures related to building permits and certificate of occupancy through an Executive Order. 7. Coordinate with business groups and contractors to support the new guidelines in the streamlining and processes for issuance of BPCO. 7. Prepare budget and logistical requirements necessary to support he full implementation of the streamlined and automated BPCO and construction of the OSCP. 8. Perform other duties, functions and responsibilities as maybe directed by the City/Municipal Mayor. SECTION 5. CREATION OF THE BUILDING PERMIT AND CERTIFICATE OF OCCUPANCY SECRETARIAT (BPCOS). The head of the Secretariat will be _______________ and the staff under the Office of the Building Official shall act as the Secretariat of BPCO-TWG SECTION 7. FUNCTIONS OF BPCO SECRETARIAT. Their key functions are: a. Prepare for and call meetings of BPCO-TWG; b. Record and keep minutes of meetings and agreements during the BPCO-TWG meeting; c. Draft guidelines, procedures and processes of the streamlined building permits and occupancy 82 Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures
84 Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures systems for approval of the City/Municipal Mayor and the City/Municipal Council; d. Keep and maintain all records and communications and other documents of the BPCO-TWG; and e. Perform other tasks and functions assigned by BPCO-TWG. SECTION 8. Creation of a One-Stop Shop for Construction-Related Application. A One-stop Shop for Construction Permits (OSCP) is a mechanism of coordination among the OBO / C/MEO, Planning and Development Office, Assessor’s Office, Treasurer’s Office, Management Information Systems Office, other concerned departments or offices of the City/Municipality of _____________ and the Office of the City/Municipal Fire Marshal through co-location of related functions and through a practical system of linkages. The City/Municipality’s One-Stop Shop for Construction Permits (OSCP) shall be located where the OBO / C/MEO discharges its functions. The OBO / C/MEO shall provide frontline services and backroom operations as described in the JMC and its accompanying Manual of Operations. Section 9. Functions of the OSCP. The OSCP shall have the following functions: a. Receive applications and documents for Building Permits and Certificates of Occupancy, either through online or physical submission; b. Coordinate and facilitate the conduct of technical review by the concerned departments of the City/Municipality (e.g., LPDO, Barangay Official) and the City/Municipality BFP; c. Facilitate the retrieval of documentary requirements for Building Permits and Certificates of Occupancy that will be part of the OSCP backroom operation, such as the tax declaration and the current receipt of real property tax payments, in coordination with concerned departments; d. Implement a one-time assessment of fees and charges related to applications for Building Permits and Certificates of Occupancy in coordination with the BFP, the LPDO, the Assessor’s Office, the Treasurer’s Office, and the OBO / C/MEO; e. Coordinate the conduct of joint inspection by the OBO / C/MEO, the Assessor’s Office, and the BFP; f. Receive payment of all related fees and charges, either through online or physical payments, in coordination with the BFP and the OBO / C/MEO; and, g. Release Building Permits or Certificates of Occupancy, either through online or physical release The OSCP shall cater to the evaluation of Building Permits and Certificates of Occupancy applications for “simple structures”. “Simple Structures” are defined as structures with a maximum floor area of 1,500 square meter, and which covers the following types of structures: a. Single dwelling residential of not more than three (3) storeys; b. Commercial buildings of not more than two (2) storeys; c. Renovation within a mall with issued Building Permit; and, d. Warehouse storing non-hazardous substance. Section 10. Detail of personnel to OSCP. The following personnel shall be detailed at the OSCP effective immediately: a. Mr. (name), (position), Local Assessor’s Office who shall be responsible for the issuance of a tax declaration as required in the NBCP which shall be provided by the OBO / C/MEO, and the assessment of new improvement to the land where the structure will be constructed; b. Mr. (name), (position), Local Treasurer’s Office who shall be responsible for the issuance of the current tax receipt of the applicant as required by the LPDO and the collection of Building Permit fees as part of either the frontline or the backroom operations at the OSCP, whichever arrangement the LGU may decide; Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures 83
Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures 85 c. Mr. (name), (position), LPDO who shall be responsible for the verification/issuance of Locational Clearance as part of the OSCP backroom operation and for the provision of a copy of the said clearance to the OBO / C/MEO as a documentary requirement to the Building Permit application. Section 11. Detail of BFP staff. The BFP shall detail staff to the OSCP who shall be responsible to evaluate applications for Fire Safety Evaluation Clearance and Fire Safety Inspection Certificate, issue Orders of Payment, and receive payments at the OSCP from the LGU Cashier. Section 12. Reportorial Responsibilities of the OBO / C/MEO. In addition to its responsibilities under the NBCP, the OBO / C/MEO shall provide the local BFP and the Assessor’s Office a list of issued Building Permits on a monthly basis (every 5th day of the month) for their reference, in anticipation of the applicant’s application for a Certificate of Occupancy. The OBO / C/MEO is also enjoined to provide all information on issued Building Permits to concerned departments or offices of the City/Municipality, such as the BPLO, the Assessor’s Office, and the Treasurer’s Office, as may be deemed necessary and appropriate, and to the concerned barangay, as soon as the Building Permit is released to the applicant. Section 13. Arrangement with the Barangays. The Local Chief Executive and the barangays shall work out an arrangement whereby city/municipal officials shall be allowed to collect barangay fees and issue Barangay Clearance in accordance to the Republic Act 11032 or An Act Promoting Ease of Doing Business and Efficient Delivery of Government Services, Amending for the Purpose Republic Act No. 9485, Otherwise Known as the Anti-Red Tape Act of 2007, and for other Purposes. Section 14. Funding. The City/Municipal Government shall allocate the funds necessary to cover the expenses needed for the full implementation of these reforms. Section 15. Separability Clause. In the event that any section or provision of this Executive Order is declared unconstitutional or invalid, other section or provisions unaffected shall remain valid and effective. Section 16. Repealing Clause. All prior inconsistent Orders/Issuances are hereby repealed and/or modified accordingly. Section 17. Dissemination. Let a copy of this Executive Order be furnished to the Office of the President and the Metropolitan Manila Development Authority (in the case of LGU in National Capital Region) for its information and guidance pursuant to 455(b)(1)(xii), RA 160, as amended. Section 18. Effectivity. This Executive Order shall take effect immediately upon signing thereof. Done in the City/Municipality of ___________ this ___ day of __________, 2019. _______________________ City/Municipal Mayor 84 Streamlining Processes for Building Permits and Certificates of Occupancy for Simple Structures
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