CHECKLIST IN MONITORING

MAINTENANCE CONTRACTOR ACTIVITIES IN OCAI

(For GARDENERS / LANDSCAPERS covering the period: ___________________)

STATEMENT OF UNDERTAKING OF CONTRACTOR BASED ON THE CONTRACT

CONTRACTOR shall supply the services for gardening of existing plants and greens
within Ortigas Center as well as on the center islands, sidewalks, walkways and open
spaces and vacant lots bound by OCAI in a healthy growing condition by cultivating,
weeding of plant areas, mowing, wound dressing, protective spraying and any other
procedures consistent with good horticultural practice necessary to ensure normal,
vigorous and healthy growth of plants. It is understood that CONTRACTOR shall have
full supervision and control over its employee(s) composed of four (4) Gardeners /
Landscapers whose duties and responsibilities are the Key Performance Indicators
(KPIs) that determines their fitness on their assigned jobs.

In a Scale of 1 to 5, CONTRACTOR as the duly contracted Service Provider shall be

graded / rated respectively in its Compliance with the Contract it entered into with OCAI
as well as its hired Gardeners / Landscapers in the performance of its Duties and
Responsibilities on a bi-monthly basis, in accordance with the following Grade Points
(GP) / Rating Scale (RS):

GP / RS 5 - refers to Excellent performance / Tasks done all the time;

GP / RS 4 - refers to Very Satisfactory performance / Tasks done most of the
time;
GP / RS 3 - refers to Satisfactory performance / Tasks done once in a while;
GP / RS 2 - refers to Unsatisfactory performance / Tasks done only when told;
GP / RS 1 - refers to Very Unsatisfactory performance / Tasks not done at all.

 CONTRACTOR, at their own account, shall undertake the supply and

placement of needed fertilizers, compost and insecticides twice a year or as
necessary for the plants under OCAI’s care to grow healthy: [ ]

 CONTRACTOR shall undertake the supply of all consumables, and is

responsible for the repair of their lawn mowers, sprayers and other tools,
(Equipment and Motorized Tools) indicated as follows:

a. Pruning shears 4 pcs [ ]

b. Hand trowel 4 pcs [ ]
c. Knapsack sprayer (twice a month) 1 unit [ ]
d. Manual pole pruner 1 unit [ ]
e. Wooden hedge shears 2 pcs [ ]
f. Shovel (spade type) 2 pcs [ ]
g. Bolo 1 pc [ ]
 h. Water hose (not less than 30 m) 1 unit [ ]
i. Coconut broom 4 pcs [ ]
j. Dust pan 4 pcs [ ]

 CONTRACTOR shall immediately cause the repair or replacement of any plants

and greens that wither or die, when cause is due to the workers’ neglect, except
when said damages are caused by force majeure such as floods, typhoons, fire
and other calamities: [ ]

GARDENERS / LANDSCAPERS

a. Uprooting all weeds that grow around the plants and planting areas: [ ]

b. Sweeping and collecting uprooted weeds and bushes, pruned branches,

leaves, etc.: [ ]

c. Cultivating and applying fertilizers and performing other measures to ensure

healthy growth of all plants: [ ]

d. Performing other duties as may be assigned by OCAI: [ ]

SPECIFIC SCOPE OF WORKS

1. Lawn Care
a. Cutting and trimming of plants to maintain their neat and pleasant
appearance, raking and clipping grass and weeds and removing
debris from the lawn: [ ]
b. Edging of lawn along sidewalks, curbs and other paved areas
every other morning: [ ]

c. Cutting grass as needed to maintain a maximum height of two (2)

inches: [ ]
d. Applying fertilizers and pesticides based on schedule: [ ]

e. Immediate identification of plant pests and insect infestation and

undertaking proper treatment: [ ]

f. Sweeping, removing, collecting and disposing of thrash within and

around lawn areas: [ ]
g. Removing weeds regularly: [ ]
h. Adding top soil regularly: [ ]
i. Watering of lawn and planting areas daily: [ ]
2. Tree Care
a. Pruning of all ornamental trees to remove dried or damaged
branches and leaves regularly: [ ]
b. Trimming of trees to maintain their natural shape: [ ]
c. Applying proper fertilizers and pesticides regularly: [ ]
d. Immediate identification of pests and insect infestation in the trees
and undertaking proper treatment: [ ]
e. Removing and disposing of trash and debris caused by trimming
and pruning: [ ]
f. Sweeping and discarding of fallen leaves coming from deciduous
tree daily: [ ]
g. Adding top soil regularly: [ ]
h. Watering of trees daily: [ ]
3. Shrubs and Groundcovers Care
a. Pruning of all ornamental shrubs and groundcovers when needed
to remove dead or damaged branches and to maintain the natural
form of the shrubs: [ ]
b. Trimming and pruning hedges to shape or maintain their natural
shape: [ ]
c. Hand pruning of broadleaf evergreen shrubs after new growth
matures to maintain their natural shape: [ ]
d. Edging and pruning of groundcovers as needed to contain them
within their borders: [ ]
e. Pruning of damaged and excessive hanging plants on
passageways and parking areas regularly: [ ]
f. Applying fertilizers to shrubs and groundcovers regularly: [ ]
g. Weeding around shrubs and tree areas regularly or as necessary
to maintain a neat appearance: [ ]
h. Applying necessary treatment to prevent, control and eliminate
pests, diseases and infestation problem: [ ]
i. Removing and disposing of trash and debris after trimming of
shrubs and groundcover: [ ]
 4. Miscellaneous Works
a. Upon approval of OCAI, removing aged and shriveled shrubs
found not to be in harmony with the desired landscape intended
by the Landscape Artist: [ ]
b. Using special equipment such as cranes or lifts in pruning trees
that cannot be adequately done by ordinary tools to be approved
by OCAI as to need and cost: [ ]
c. Tilling of soil periodically: [ ]

Joint Performance Evaluation Team:

Engr. Jinky De villa - Team Leader

Contractor Representative - Co-Team Leader
Mr. Magno Telebangco - Member
Contractor Representative - Member
 CHECKLIST IN MONITORING
CONTRACTOR ACTIVITIES IN OCAI
(For GENERAL SERVICES covering the period: ___________________)

STATEMENT OF UNDERTAKING OF CONTRACTOR BASED ON THE CONTRACT

CONTRACTOR shall provide janitorial services for OCAI in the maintenance of OCAI
building and its premises, cleaning of rooms, sweeping, washing, collection of garbage,
do errands, deliver documents/letters and other task as may be required by OCAI from
time to time.

It is understood that CONTRACTOR shall have full supervision and control over its
employee(s) composed of one (1) Messenger, one (1) Janitor, and eleven (11)
Maintenance / Street Sweeper whose duties and responsibilities are the Key
Performance Indicators (KPIs) that determines their fitness on their assigned jobs.

In a Scale of 1 to 5, CONTRACTOR as the duly contracted Service Provider shall be

graded / rated respectively in its Compliance with the Contract it entered into with OCAI
as well as its hired Messenger, Janitor, and Maintenance / Street Sweepers in the
performance of its Duties and Responsibilities on a bi-monthly basis, in accordance with
the following Grade Points (GP) / Rating Scale (RS):

GP / RS 5 - refers to Excellent performance / Tasks done all the time;

GP / RS 4 - refers to Very Satisfactory performance / Tasks done most of the
time;
GP / RS 3 - refers to Satisfactory performance / Tasks done once in a while;
GP / RS 2 - refers to Unsatisfactory performance / Tasks done only when told;
GP / RS 1 - refers to Very Unsatisfactory performance / Tasks not done at all.
 CONTRACTOR shall undertake the supply of necessary tools necessary for the
performance of the duties and responsibilities of its hired Messenger, Janitor
and Maintenance / Street Sweeper and provide cleaning implements including
brooms and dustpans, basic maintenance tools but not limited to
hammers, pliers, screwdriver sets, step ladders: [ ]


 JANITORIAL

a.Cleaning, mopping, waxing of OCAI building interior and exterior

rooms such as office area, manager’s room, toilets, kitchen,
storage rooms, conference room, locker room, driveways, lobby,
etc: [ ]
b.Cleaning of office equipment, tools and furniture such as tables,
chairs, computers, cabinets, vehicles, etc: [ ]

c.Regular hauling of trash shall be done to maintain cleanliness at

the office and its surroundings: [ ]

d. Assisting in preparing food, washing dishes and utensils, serving

food and drinks and other task during meeting, seminars, and
special functions at OCAI: [ ]
e. Regularly checking of equipment/appliances of its condition and
ensuring that they are in OFF position after office hours: [ ]
f. Performing simple office tasks such as photocopying of
documents, cutting of forms, filing of documents, etc: [ ]
g. Applying insecticides / cleaning solutions to designated areas as
per instruction to eliminate insects and foul odors; [ ]

h. Performing errands such as buying things needed for office use,

kitchen use, medical use, etc. as may be instructed from time to
time: [ ]

i. Performing other duties and responsibilities as

may be required from time to time: [ ]

 GENERAL SERVICES / STREET SWEEPERS

a . Conducting regular sweeping at roadways, sidewalks and vacant
lots, including OCAI building and its premises: [ ]
b.Regularly hauling of garbage and debris within Ortigas Center and
disposing them at OCAI building garbage area: [ ]
c.Performing drainage cleaning/de-clogging from time to time: [ ]
d.Conducting repair / rehabilitation of drainages, sewer lines,
manhole covers, inlets and others: [ ]
e.Watering of plants at areas without drip methods: [ ]
 f. Performing excavations, demolitions, concreting works at
sidewalks, roadways and other areas needed for maintenance
work: [ ]
g.Performing painting works at sidewalks, roadways, street curbs as
part of maintenance works: [ ]
i. Performing general cleaning works at OCAI building specifically to
its floors, walls and roofing: [ ]
j. Performing other duties and responsibilities as maybe required
from time to time: [ ]

Joint Performance Evaluation Team:

Engr. Jinky De Villa - Team Leader

Contractor Representative - Co-Team Leader
Mr. Magno Telebangco - Member
Contractor Representative - Member
 CHECKLIST IN MONITORING
CONTRACTOR ACTIVITIES IN OCAI
(For SERVICES OF DRIVER covering the period: ___________________)

CERTIFIED COMMITMENT OF CONTRACTOR

CONTRACTOR is duly licensed to engage in the business of providing Driver or

Chauffer services through its skilled personnel and certifies that it has adequate
qualified personnel for the purpose, certifying further that it has substantial capital in
the form of tools and equipment if needed, and technical expertise in carrying out
driver service functions.

Thus, CONTRACTOR shall supply one (1) qualified Driver to perform the DAILY
driving services (Mondays to Saturdays) of the OCAI Isuzu Mini-Dump Truck in support
to the OCAI Maintenance/Street Sweepers, Janitor and Gardeners/Landscapers. Also,
from time to time, as the need arises, said Driver shall be called to drive the OCAI Staff
Car (INNOVA) as service vehicle being used by OCAI Members of the Board, its
Officers and OCAI Office Staffs within Ortigas Center and to other locations as may be
required.

It is understood that CONTRACTOR shall have full supervision and control over its
employee of one (1) Driver whose duties and responsibilities are the Key Performance
Indicators (KPIs) that determines his fitness on its assigned job/s.

In a Scale of 1 to 5, CONTRACTOR as the duly contracted Service Provider shall be

graded / rated respectively in its Compliance with the Contract it entered into with OCAI
as well as its hired Driver in the performance of its Duties and Responsibilities on a bi-
monthly basis, in accordance with the following Grade Points (GP) / Rating Scale (RS):

GP / RS 5 - refers to Excellent performance / Tasks done all the time;

GP / RS 4 - refers to Very Satisfactory performance / Tasks done most of the
time;
GP / RS 3 - refers to Satisfactory performance / Tasks done once in a while;
GP / RS 2 - refers to Unsatisfactory performance / Tasks done only when told;
GP / RS 1 - refers to Very Unsatisfactory performance / Tasks not done at all.

 CONTRACTOR shall supply one (1) qualified Driver to perform the DAILY
driving services (Mondays to Saturdays) of the OCAI Isuzu Mini-Dump Truck in
 support to the OCAI Maintenance/Street Sweepers, Janitor and
Gardeners/Landscapers: [ ]

 Also, from time to time, as the need arises, said Driver shall be called to drive
the OCAI Staff Car (INNOVA) as service vehicle being used by OCAI Members
of the Board, its Officers and OCAI Office Staffs within Ortigas Center and to
other locations as may be required: [ ]

a. Driver shall be responsible in keeping the OCAI Isuzu

Mini-Dump Truck and OCAI Staff Car clean and sanitary: [ ]

b. Driver shall regularly inspect the body and engines of

the driven vehicles (Isuzu Mini-Dump Truck and OCAI Staff Car to
ensure said vehicles are properly working and operational:
[ ]

c. Driver shall conduct periodic maintenance services;

register the vehicles on scheduled dates; and perform other tasks
as may be required by OCAI from time to time: [ ]

Joint Performance Evaluation Team:

Engr. Jinky De Villa – Team Leader

Contractor Representative - Co-Team Leader
Mr. Magno Telebangco - Member