Policy purpose and program premise
- Minor repair and maintenance of school facilities are undertaken by all public elementary and secondary schools throughout the country.
- The scheme establishes accountability for identification, implementation, supervision, completion, and reporting of minor repair and maintenance work.
- Community participation is designed to create a local sense of responsibility and ownership and to ensure transparency.
- Preventive maintenance is treated as an annual requirement to retain school facilities in good operating condition.
Definitions used in SBRMS
- School-Based Management refers to minor repair and maintenance of school facilities undertaken by public elementary and secondary schools nationwide, where the Principal/School Head is accountable for identification, implementation, supervision, completion, and reporting of minor work.
- Minor Repair refers to replacement of schoolbuilding components not subjected to critical structural loads and stresses and estimated to cost less than 10% of the cost of the standard unit, such as repair of windows, door, partitions, and similar components.
- Maintenance refers to measures necessary to retain an item in, or restore it to, its original status or a specified condition, including preventing, forestalling, or correcting damaged or deteriorated schoolbuilding elements.
- Maintenance is intended to keep items in good operating order, prolong economic life, and preserve appearance.
- Maintenance work includes:
- preventing further building deterioration;
- enhancing building endurance in calamities such as typhoons, earthquakes and floods;
- meeting emergency requirements;
- correcting deficiencies causing disruption/inadequacy of utilities, especially water supply and electrical services; or
- making facilities serviceable and safe for pupils.
- Maintenance work includes specified activities such as: replacements for roofing sheets, wall claddings, ceiling boards, windows, door, jambs, partition parts of stairs, flooring, and hardware (locks, knobs); electrical repairs and replacement of fixtures and electrical rough-ins; plumbing services for water systems; repair of security fence; rust proofings and painting of roof; painting works; and termite prevention.
- Community Participation means representatives of stakeholders assisting the School Head/Principal in implementing works financed under the SBRM Scheme to support responsibility/ownership and transparency.
What qualifies as SBRMS work
- Each public elementary school must receive at least PHP 10,000 per year for preventive maintenance, subject to the availability of funds for that purpose.
- Secondary schools with their own budgetary appropriation must allot at least PHP 10,000 of the school’s budget for Repair and Maintenance for preventive maintenance work every year.
- For repair and maintenance work beyond PHP 10,000, approval of the Division Superintendent is required based on the scope of works submitted by the Principal/School Head.
- The funds allocated for “Repair and Maintenance of School Building” must be used only for minor repair and maintenance work as defined in the SBRMS Guidelines.
- In no case shall the cost of the work exceed PHP 100,000.
- Procurement must align with the defined procurement mode options under the guidelines, limited to works not exceeding PHP 100,000.00.
Persons and offices responsible
- The Principal/School Head is primarily responsible for repair and maintenance work in the respective school, including supervision of approved work and submission of corresponding liquidation reports.
- The Principal/School Head must encourage the active participation of the Parents-Teachers Community Association (PTCA) in repair and maintenance activities.
- Regional and Division Offices must prepare implementing guidelines and conduct information dissemination so school heads, chairpersons of SBRMS, and other concerned staff have working knowledge of the system and procedures.
- The Physical Facilities Coordinator (PFC)/Senior Engineer of the Region/Division Offices must facilitate, monitor, and assess completed and on-going repair and maintenance work funded under SBRMS and must provide technical assistance as necessary.
- The DepEd Central Office must monitor and assess SBRMS implementation, including: (i) monitoring on-going and completed implementation; (ii) assessing systems implementation; (iii) recommending improvements; and (iv) assessing prioritization and quality of repair and maintenance work.
- The Physical Facilities Division-OPS of DepEd Central Office must prepare a Maintenance Manual and train PFCs as monthly inspectors and trainers.
- The Maintenance Manual must guide school officials and staff on the technical and administrative aspects of SBRMS.
Community participation and participation rules
- Representatives of stakeholders assist the School Head/Principal in implementing works financed under the scheme.
- Community participation is required to support transparency and local ownership for the repair and maintenance works.
- For procurement, when the project is implemented by administration and is in the interest of project sustainability and achieving specific social objectives, allowable options for implementing administration include: call for participation of local communities and/or NGOs; increase utilization of local know-how and materials; or employ labor-intensive and other appropriate technologies.
Annual budget, fund releases, and approvals
- All schools must be provided with a preventive maintenance budget every year.
- The Division Office must release at least PHP 10,000 to the Principals/School Heads.
- For amounts beyond PHP 10,000, approval of the Division Superintendent is required according to the scope of works submitted by the Principals/School Heads.
- Regional Offices must release funds for “Repair and Maintenance of School Building” to Division Offices.
- Division Offices must release the repair and maintenance funds received from their respective Regional Offices to Heads of School.
- The Principal/School Head must list repair and maintenance work according to priority in SBRMS Form 1 (Column 1) with cost estimates in Column 2.
Financial procedures and monthly liquidation
- The Principal/School Head must receive repair and maintenance funds for approved works as SBRMS funds and must disburse and liquidate following government accounting and auditing rules and regulations.
- Immediately upon completion of approved repair and maintenance works, the Principal must accomplish Form 2 (Column 2–11) and return the accomplished forms together with supporting receipts to the Division Office.
- Division Accountants must consolidate Form 2 and prepare Form 1 (SOE) on a monthly basis for submission to DepEd Central Office on or before the end of each month.
- DepEd-RO must consolidate SOEs submitted by the Division Office every month for submission to DepEd Central Office.
- DepEd-RO must ensure that funds are fully liquidated and all SOEs submitted to DepEd Central Office on or before November 30 of each year.
Forms, reporting, and consolidated expenditures
- SBRMS Form 1 must be used to list repair and maintenance work by priority (Column 1) with cost estimates (Column 2).
- SBRMS Form 2 must be accomplished by the Principal/School Head for liquidation after completion, covering Column 2–11.
- The Division Office must prepare the Statement of Expenditures (SOEs) for all disbursements using Form 1, and submit consolidated SOEs to the Regional Office before the end of each month.
- The Regional Office must consolidate all SOEs submitted by Division offices and submit monthly consolidated SOEs to DepEd Central Office, Accounting Division (c/o Molyn Dionela 6377201) for all repair and maintenance expenditures.
Procurement methods and quotation rules
- SBRMS funds for “Repair and Maintenance of School Building” must be used only for minor repair and maintenance work and must not exceed PHP 100,000 per work.
- Procurement must be conducted through Community Participation or through National Shopping (Canvass).
- National Shopping (Canvass) is a procurement method based on comparing price quotations obtained from several suppliers, usually at least three, to assure competitive prices.
- National Shopping is appropriate for readily available off-the-shelf goods or standard specification commodities that are small in value.
- Requests for quotations must indicate: description and quantity of goods, and desired delivery time and place.
- Quotations may be submitted by telex or facsimile.
- Quotation evaluation must follow sound public or private sector practices of the purchases.
- The terms of the accepted offer must be incorporated in a purchase order.
- For works not exceeding PHP 100,000.00, procurement must be conducted within the applicable procurement approach under the guidelines.
Audits, spot reviews, and record readiness
- An external auditing team must conduct unannounced spot review any time of the year.
- Accounting records and bank reconciliation statements must be ready during the unannounced spot review.
Effect on prior guidelines
- DECS Memo. 394, s. 2000 is amended by DepEd Memorandum No. 68, s. 2002.
- The Revised SBRMS Guidelines issued under DepEd Memorandum No. 68, s. 2002 govern disbursements out of the allotment for Repair and Maintenance of School Buildings starting with the 2002 Budget.
- The scheme’s implementation must follow the SBRMS for all disbursements from the specified allotment beginning with the 2002 Budget.