Policy Framework
- Only CARP-covered landholdings with approved Requisition for Survey Services (RSS) may be surveyed by contract.
- Survey modules may include problematic landholdings requiring technical data research, with higher cost allowances.
- Procurement of survey services must follow the Government Procurement Reform Act (RA 9184) and its Implementing Rules.
Preparation of Survey Project Modules
- Modules must be prepared based on approved RSS and provincial Land Tenure Improvement (LTI) programs.
- Separate modules for new lands and collective Certificates of Land Ownership Award (CLOAs).
- Modules should group geographically adjacent landholdings for survey efficiency.
Approved Budget Calculation
- Provincial and Regional Geodetic Engineers prepare separate cost estimates.
- The budget reflects terrain, accessibility, transport, and other field operation factors.
- The average estimate is recommended to the Provincial Agrarian Reform Officer (PARO) as the Approved Budget for Contract (ABC).
- The contract cost and duration are computed using prescribed forms and parameters.
- The ABC must stay within the provincial survey budget.
Bids and Awards Committee (BAC)
- DARPO’s BAC assists the PARO in procuring survey services.
- Membership includes the Regional Geodetic Engineer.
- Functions follow RA 9184 Article V guidelines.
Qualifications and Disqualifications of Contractors
- Open to licensed Geodetic Engineers (GEs) and legitimate business entities engaged in land surveying.
- Disqualified are government-employed GEs, contractors previously deemed not in good standing, contractors with abandoned/rescinded contracts due to fault, and those failing to timely complete corrections.
- Business entities with disqualified individual GEs are likewise disqualified.
Bidding Documents
- Available upon submission of a Letter of Intent and payment of a non-refundable Php 1,000 fee at the DARPO.
Execution of Survey Work
- Contractor must immediately start research upon award.
- Pre-survey verification includes technical document review and coordination with DENR-Land Management Service (LMS).
- PARO approves workable and replacement lots.
- Replacement lots must be equal or larger in area and similar in location and features.
- Initial pulong-pulonga (meeting) is held to inform stakeholders and plan survey operations.
- Contractor establishes a local field office.
- Fieldwork includes boundary relocation, marking, segregation, and subdivision surveys as applicable.
- Specific procedures vary for LBP-compensable landholdings, collective CLOAs, and non-compensable landholdings.
Final Survey Outputs and Reporting
- Contractor plots survey data, conducts final pulong-pulonga for beneficiary confirmation.
- Corrections must be made immediately if errors are found.
- Complete survey returns submitted to PARO, then forwarded to DENR-LMS via DARRO.
- DARRO reviews and endorses survey returns within three days.
Verification and Approval of Survey Returns
- Compliance with Joint DAR-DENR Memorandum Circular No. 17, s. 2004 is required.
Deliverables Upon Survey Completion
- Two sepia and six certified prints of approved subdivision plans.
- Six certified copies of LMS-approved lot and narrative technical descriptions.
- One electronic copy containing survey plans and computations.
Contract Pricing and Payment Schedule
- Mobilization Fee: 15% upon contract signing.
- Progress Payment: 25% upon Regional Technical Director’s certification of survey returns acceptability and completion of field and office work.
- Final Payment: 60% after final approval and delivery of required outputs.
- Retention: 10% withheld from each payment, released after 45 days if no complaints.
Adjustment of Contract Price Due to Area Variations
- Land area estimates are approximate; actual survey may reveal discrepancies.
- Contractor must report area differences promptly; PARO directs verification.
- Increases in area lead to supplementary contracts at 75% of original unit cost, capped at total original contract price.
- Decreases in area without replacement result in proportional payment based on actual surveyed hectares.
Project Inspection and Supervision
- PARO or authorized representative supervises contractor operations and issues necessary instructions.
- Verification of fieldwork includes review of sketches, maps, and computations at no cost.
Additional Operational Instructions
- MARO ensures presence of authorized representatives during field surveys.
Inclusion of Terms in Contracts
- All guidelines and conditions are integral to survey contracts entered by contractors.
- This circular takes effect immediately upon issuance.