=== dc2024-06-0020-pages-01.ppm ===
DEPARTMENT OF ENERGY

(Kagawaran ng Enerhiya)

@
Be: re Republic of the Philippines
a B
eC

BACONG PILIPINAS

DEPARTMENT CIRCULAR NO, [DC 20 Zq- C6 ~ 00%,

ESTABLISHMENT OF THE CENTER FOR AFFILIATED RENEWABLE ENERGY AND

ENERGY EFFICIENCY AND CONSERVATION (CARE) AND AMENDING THE RULES

AND REGULATIONS GOVERNING THE MANAGEMENT AND OPERATIONS OF THE
AFFILIATED RENEWABLE ENERGY CENTERS (ARECS) IN THE PHILIPPINES

WHEREAS, Republic Act No. (RA) 7638 or the Department of Energy Act of 1992 states that
it is the policy of the State to ensure continuous, adequate, and economic supply of energy
with the end in view of ultimately achieving self-reliance in the country’s energy requirements
through the integrated and intensive exploration, production, management, and development
of the country’s indigenous energy resources, and through the judicious conservation,
renewal, and efficient utilization of energy to keep pace with the country’s growth and
economic development:

WHEREAS, RA 9513 or the Renewable Energy Act of 2008 established the framework for the
accelerated development and advancement of renewable energy (RE) resources, and the
development of a strategic program to increase its utilization;

WHEREAS, RA 11285 or the Energy Efficiency and Conservation Act provides the
establishment of a framework for introducing and institutionalizing fundamental policies on
energy efficiency and conservation (EEC), including the promotion of efficient and judicious
utilization of energy, increase in the utilization of energy efficiency (EE) and RE technologies,
and the delineation of responsibilities among various government agencies and private
entities;

WHEREAS, RA 11393 or the Advanced Energy and Green Building Technologies Curriculum
Act states that it is the policy of the State to give priority to education, science, and technology,
and other similar fields, as weil as to support the country's educational institutions in their
efforts at initiating and implementing curriculum development activities that will lead to
socioeconomic progress and technological advancement;

WHEREAS, Department Order (DO) No. DO2013-12-0019 or Strengthening the Management
and Operations of the Affiliated Renewable Energy Centers (ARECS) in the Philippines, DO
No. DO2015-06-0005 or Prescribing the Duties and Functions of the Field Offices of the
Department of Energy Pursuant to Section 5 (3 & 4) of Department Order No. DO2013-12-
0019 Entitled “Strengthening the Management and Operations of the Affiliated Renewable
Energy Centers (ARECS) in the Philippines,” and DO No. DO2019-03-0007 or Amending
Department Order No. DO2013-12-0019 Entitled Strengthening the Management and
Operations of the Affiliated Renewable Energy Centers (ARECS) provide policies and
procedures governing the ARECS in the Philippines;

WHEREAS, the DOE recognizes the need to reinforce and integrate related laws, policies,
and other statutory provisions for a comprehensive approach to energy efficiency,
conservation, sufficiency, renewable energy, and sustainability in the country; and

WHEREAS, the DOE conducted public consultations attended by various stakeholders on 19
March 2024 and to present the draft Department Circular (DC) and to consolidate the inputs
from stakeholders in Luzon, Visayas, and Mindanao.

Energy Center, Rizal Drive cor. 34th Street, Bonifacio Global City, Taguig City, Philippines 1632
Tel. No. (Trunkline) (632) 8479-2900

Website: http:/Awww.doe.gov.ph; Email: infocenter@doe.gov.ph

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DC on the Establishment of the CARE and Amending the Rules and Regulations Governing the
Management and Operations of the ARECS in the Philippines
Page 2 of 8

NOW, THEREFORE, for and in consideration of the foregoing, the following are hereby
established, expanded, and strengthened:

Section 1. Scope. This DC shall provide the rules and regulations in the recognition of higher
education institutions (HEIs) as “Center for Affiliated Renewable Energy and Energy Efficiency
and Conservation” (CARE), the conversion into CARE of the existing Affiliated Renewable
Energy Centers (ARECS) established in accordance with DO Nos. DO2013-1 2-0019,
DO2015-06-0005, and DO2019-03-0007, and the overall implementation and administration
of programs and projects financed under the CARE funds created under Section 10 hereof.

Section 2. Reclassification of all ARECS. All existing ARECS with valid and subsisting
accreditation from the DOE shall be subject to the provisions of this DC and be referred to as
CARE, provided they shall comply with the requirements prescribed in Section 16 hereof.

Section 3. Composition and Responsibilities of the CARE Steering Committee. The
CARE Steering Committee shall be composed of the following members:

Chairperson : Undersecretary or any official designated by the DOE
Secretary

Vice-Chairperson : Director, Energy Utilization Management Bureau

For EEC (EUMB) [for EEC-related projects]

Vice-Chairperson : Director, Renewable Energy Management Bureau

For RE (REMB) [for RE-related projects]

Members ; Director, Financial Services (FS)

Director, Legal Services (LS)
Director, Administrative Services (AS)

Secretariat : Representatives from REMB and EUMB

Responsibilities of the CARE Steering Committee. The CARE Steering Committee
shall perform the following functions:

a. Oversee the implementation and monitoring of activities stated in this DC;

b. Provide general direction to the HEls, including, but not limited to, the annual
policy thrusts and research agenda of the DOE;

c. Review and approve the CARE application of HEls;

d. Facilitate the deliberation of and recommend the allocation of the CARE fund
to the Secretary;

e. Review and approve internal procedures, policies, and processes of the DOE
related to this DC; and

f. Provide updates to the DOE Secretary on matters involving CARE.

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DC on the Establishment of the CARE and Amending the Rules and Regulations Governing the
Management and Operations of the ARECS in the Philippines

Page 3 of 8

Section 4. Composition and Responsibilities of the CARE Technical Working Group
(TWG). The CARE TWG shall be composed of the following members:

Chairperson : Assistant Director, EUMB

For EEC

Co-Chairperson : Assistant Director, REMB

For RE

Members : Concerned Division Chiefs of EUMB and REMB
Secretariat : Office of the Director of EUMB and REMB

Responsibilities of the CARE TWG. The CARE TWG shall perform the following
functions:

a. Accept applications and evaluate applicants for CARE registration;
b, Endorse certificates of registration to the CARE Steering Committee;
c. Evaluate submitted project proposals of recognized CARE;

d. Endorse evaluated proposals to the CARE Steering Committee;

e. Prepare yearly reports on CARE registration and projects to the Steering
Committee;

f. Perform orientation and other information dissemination-related activities
regarding CARE; and

g. Perform other tasks that may be assigned by the Steering Committee.

Applications for registration as a CARE and the evaluation of project proposals shall be
conducted by the appropriate bureau concerned with the thematic area of the institution or the
project proposal.

Section 5. Recognition of Higher Education Institutions. HEls shall be recognized as

CARE through a Certificate signed either by the DOE Secretary or his duly authorized
Undersecretary.

The Certificate shall be valid perpetually unless canceled or revoked by the DOE in
accordance with Section 14 of this DC, and is subject to the periodic evaluation of the CARE’s

submitted accomplishment reports, including prescribed liquidation report/s duly validated by
the Commission on Audit (COA) for released funds.

All existing and prospective applications shall undergo the application process subject to the
submission of the following requirements:

1. Letter of intent addressed to the Chairperson of the CARE Steering Committee from
the duly authorized representative of the HEI;

2. Duly accomplished Application Form by the duly authorized representative of the HEI
(Annex A);

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DC on the Establishment of the CARE and Amending the Rules and Regulations Governing the
Management and Operations of the ARECS in the Philippines
Page 4 of 8

3. Copy of proof of recognition by the Commission on Higher Education (CHED) as an
HE];

4. Proof that CARE’s office complies with the following requirements (Annex B);

a. Atleast 15 m? gross floor area;

b. Complete list of features such as facilities, ventilation, furniture, and fixtures;

c. Sketch of the CARE office set-up with the necessary facilities, furniture, and
fixtures; and

d. Room capacity to fit the CARE Director, Technical Head, Extension Head,
Researchers or Principal Investigators, and other staff.

5. List of personnel complement of the HE! (Annex C);

6. List of ongoing, completed, and/or published research related to conventional energy,
renewable energy, energy efficiency and conservation, and energy resiliency, among
others (Annex D);

7. For State Universities and Colleges (SUCs), a copy of the Certificate of Program
Compliance for energy-related courses; and

8. For private institutions, universities and colleges, Government Recognition for energy-
related courses.

Applications shall be filed with the CARE TWG and shall be based on the thematic area of the
applicants’ ongoing, completed, and/or published research. An applicant with incomplete
application shall be notified of any deficiencies thereof for revision or supplemental
submission.

Only complete applications shall undergo technical evaluation by the CARE TWG.

All documents shall be submitted based on the submission guidelines of the DOE under Annex
E. Application for accreditation shall follow the procedure stated in Annex F.

Section 6. Administration of Certificates of CARE. The DOE shall maintain and publish the
registry of all issued Certificates of Recognized CARE. The registry shall contain such
pertinent information on the CARE and its projects to apprise and guide the general public.

Section 7. Duties and Responsibilities of CARE. The CARE shall perform the following
duties and responsibilities:

1. Commit manpower resources such as a CARE Director, Technical Head, Extension
Head, and Researcher or Principal Investigator;

2. Designate a separate project leader and staff for each Memorandum of Agreement
(MOA) or project with the DOE, aside from contract-based and full-time staff for project
implementation;

3. Allocate adequate counterpart fund/s to fund day-to-day operations chargeable against
annual budget of the institutions;

4. Authorize its personnel, including targeted students, to attend meetings, conferences,
and workshops relative to the formulation, implementation, and monitoring of CARE’s
programs, activities and projects;

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DC on the Establishment of the CARE and Amending the Rules and Regulations Governing the
Management and Operations of the ARECS in the Philippines

Page 5 of 8

5. Attend and present research and studies for the Annual CARE Conference and other

6.

fora and consultations; and

Comply with all the requirements under this DC and all other policies governing CARE.

Section 8. Duties and Responsibilities of the DOE. The DOE shall perform the following
duties and responsibilities:

1.

2.

Allocate funds to support the operations and execution of this DC;
Conduct the following activities:

Bi-annual Meeting of CARE;

Annual CARE Conference; and

Publication of a Journal on EE and RE; and

Publication of the registry of all issued Certificates of Recognized CARE;

20 op

Perform visitorial duties to monitor, evaluate, and inspect any program, project, or
activity of CARE;

Provide necessary assistance to the CARE; and
Discharge such other duties and responsibilities as may be provided under this DC or

other issuances, or as may be agreed upon with any party in accordance with existing
laws, rules, and regulations.

Section 9. Journal on EE and RE. Pursuant to Section 12 of DOE DO No. DO2013-1 2-0019,
a Journal on EE and RE shall be established.

1.

4.

Constitution of Advisory Board and Editorial Board. To ensure the publication of the
Journal, the following Advisory Board and Editorial Board are hereby constituted:

a. Advisory Board. The Advisory Board shall be composed of the following
representatives from DOE:

i. Director, EUMB;
li. Director, REMB; and
iii. Division Chiefs of EUMB and REMB

b. Editorial Board. The Editorial Board shall be composed of representatives from
CARE:

i. Editor-in-Chief:
ii. Associate Editor; and
iii. Section Editors

Members of the Editorial Board will be entitled to reasonable honorarium subject to
existing laws, rules, and regulations of the Department of Budget and Management
and COA;

Subject to the approval of the Editorial Board, papers from contributors and
researchers other than submitted by CARE may be accepted;

All publication expenses, online or physical, and including ISBN or ISSN shall be the
responsibility of the DOE;

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DC on the Establishment of the CARE and Amending the Rules and Regulations Governing the
Management and Operations of the ARECS in the Philippines
Page 6 of 8

5. Depending on the volume of the submission, the number of Associate Editors and
Section Editors may be identified;

. The Advisory Board, upon recommendation of the Editorial Board, shall formulate and
implement internal rules and procedures, evaluation and publication standards and
requirements, which guidelines shall be subject to the approval of the Chairperson of
the Steering Committee; and

. Best Paper and other distinctions and awards shall be identified by the Editorial Board
to recognize quality contributions to academic research.

Section 10. Establishment of CARE Fund. The CARE fund shall be sourced from the
following:

. Allotment of fund for CARE from the General Appropriations Act (GAA) budget of
EUMB and REMB;

. Fund allocation from the National Energy Efficiency and Conservation Program
(NEECP);

3. Other research/training funds from the GAA of the DOE; and
4. Financial assistance/grants from development partners.

Subject to applicable budgetary rules and regulations, the funds to support the
operationalization of this DC shall be sourced from the existing budget of DOE.

Section 11. Management of the CARE Fund. All disbursements and accounting for fund
utilization shall be in accordance with pertinent COA rules and regulations and shall be
required to be liquidated through the submission of all necessary documents (i.e., liquidation
report duly signed by the accountant and head of agency, and the report of disbursement and
other attachments such as copy of billing/statement of account, tear sheets, certificate of
performance, etc.).

The DOE, through its Budget Division, shall pool the identified funds and maintain a separate
Financial Statement Report based on the submitted tagging of DOE offices.

Section 12. CARE Project Cycle. The CARE Fund can be accessed through successful
project proposals by recognized CARE. The cycle for project proposals is as follows:

1. Determination of Thematic Area by the DOE or Development Partners. Projects shall
conform to the thematic area identified by the DOE or development partners with
defined project scope and outputs. Subject to the requirements identified by DOE or
development partners, CARE may apply by submitting an Expression of Interest (EOI).

. Call for Proposals. Subject to the identified thematic areas, a Call for Proposal! will be
published by the DOE for the next fiscal year based on the funding availability as
identified during the 4th quarter of the current fiscal year.

Project proposals must be accompanied by the following:
a. Letter of Intent;

b. CARE Project Fund Application Form (Annex G);
c. Project Proposal Form (Annex H);

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DC on the Establishment of the CARE and Amending the Rules and Regulations Governing the
Management and Operations of the ARECS in the Philippines
Page 7 of 8

d. Work and Financial Plan (Annex /); and
e. Budgetary Requirements Form (Annex J);

3. MOA. Successful project proposals shall be executed through a MOA between/among
the proponents, concerned DOE bureau for the project, and/or Development Partners.
The finalized Project Proposal, Work and Financial Plan, and Budgetary Requirements
shall form part of the MOA.

Specific requirements for the MOA may vary based on the Terms of Reference on the
activities to be implemented for the project. Other terms and conditions mutually
agreed upon during the implementation shail be included in the MOA.

Obligation and utilization of the funds must be within the fiscal year. Project extension,
including no-cost extension, will not be allowed unless due to unforeseen
circumstances and will be subjected to the written approval of the Chairperson.

Any unutilized fund/s allocated within the project may be disbursed to support
expenses necessary in the implementation of any related programs, projects, and
activities, upon written approval of the Chairperson of the Steering Committee.

All activities to be undertaken in the fulfillment of the MOA shall be compliant with
pertinent laws and government regulations, such as, but not limited to, RA 9184 —
Government Procurement Reform Act, and COA Circular No. 94-013 (Rules and
Regulations in the Grant, Utilization, and Liquidation of Funds transferred to
Implementing Agencies).
Section 13. Creation of Special Bids and Awards Committee. The CARE — Special Bids
and Awards Committee (SBAC) may be established, if necessary, to spearhead and
administer the transfer of funds to identified CARE and other related procurement activities.

Section 14. Delisting and Settlement of Disputes. The CARE shall be delisted and its
certificate revoked for violation of any of the following:

1. Failure to comply with the responsibilities set forth under Section 7 of this DC;

2. Failure to provide accurate information or the provision of false or misleading
information as required by this DC;

3. Submission of requirements containing false information or falsified documents;
4. Failure to comply with MOA without valid cause; and

5. Failure to liquidate within ten (10) days after the end of the agreed period for the project.

The DOE shall notify the CARE of its violation and the CARE shall submit its written response
with documentary evidence within five (5) calendar days. The CARE may also be blacklisted
by the DOE.

In addition, all disputes, controversies, or claims arising from or relating to this shall be settled
amicably by mutual consultation between or among the parties as far as practicable. All
disputes, controversies, or claims which cannot be settled amicably shall be settled through
negotiation and/or mediation and shall be decided by arbitration in accordance with RA 9285
or the “Alternative Dispute Resolution Law of 2004”. This is, however, without prejudice to the
provision of Rule 26 of RA 10055 on the resolution of disputes, particularly on matters
pertaining to ownership.

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DC on the Establishment of the CARE and Amending the Rules and Regulations Governing the
Management and Operations of the ARECS in the Philippines
Page 8 of 8

Section 15. Visitorial Powers. The DOE shall have the right to conduct visits and inspections
of a CARE for verification, monitoring, and evaluation purposes of its existing project
implemented under this DC.

The DOE may issue Implementing Guidelines for the verification, monitoring, and evaluation
of CARE projects.

Section 16. Transitory Provision. Upon effectivity of this DC, an existing AREC will be
automatically registered as CARE; Provided that it submits all items enumerated in Section 5
of this DC within one (1) year from the date of effectivity; Provided further that the AREC has
a valid and subsisting MOA with the DOE. Failure to comply with this provision will result in
DOE’s non-recognition of the institution.

Any outstanding obligations under existing MOAs and pending applications for accreditation
as ARECs under DOE Department Order Nos. DO2013-12-009, DO2016-06-0005, and
DO2019-03-0007 shall remain valid and in effect until the respective MOAs have lapsed and
the obligations under these MOAs have been fulfilled. Beyond these circumstances, MOAs
will no longer be entered into with ARECs under these Department Orders. Succeeding MOAs
will be executed exclusively under this Department Circular.

Section 17. Amendment Clause. The DOE may revise, supplement, and issue related
guidelines, circulars, and other subsidiary issuances as it may deem necessary for the
effective implementation of the provisions of this DC.

Section 18. Repealing Clause. The provisions of other circulars, orders, issuances, rules,
and regulations, which are inconsistent with the provisions of this Circular are hereby repealed,
amended, modified, or superseded accordingly.

Section 19. Separability Clause. If for any reason, any section or provision of this DC is
declared unconstitutional or invalid, such parts not affected shall remain in full force and effect.

Section 20. Effectivity. This DC shall take effect immediately following its publication in at
least two (2) newspapers of general circulation. A copy of this DC shail be filed with. the
University of the Philippines — Office of the National Administrative Register.

Issued this ‘SUN 21 2024

at the DOE, Energy Center, Rizal Drive cor. 34" Street,
Bonifacio Global City, Taguig City.

RAPHARY. P.M. LOTILLA feu
ecretary am
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ENERGY EFFICIENCY AND CONSERVATION PROGRAM MANAGEMENT AND
_ TECHNOLOGY PROMOTION DIVISION

QUALITY MANAGEMENT SYSTEM Doc. 1D | EPMPD-QF-XX

FORMS MANUAL ome

Document Name:
Page no. 1 of 2 CARE APPLICATION FORM Rev. no.

CHECKLIST OF REQUIREMENTS FOR CARE APPLICANT

Letter of Intent;
One (1) Certified True Copy of Proof of Recognition from the Commission on Higher Education (CHED)
One (1) Certified True Copy of Certificate of Accreditation as AREC (for Accredited AREC)
One (1) Copy of Proof of Ownership/Lease CARE’s office
One (1) Original Copy of List of Personnel Complement
One (1) Original Copy of List of On-going, Completed and/or Published Researches on Energy;
iL One (1) Original Copy of Fund Complement
One (1) Certified True Copy of Certificate of Program Compliance for Energy Related Courses (For State Universities
and Colleges)
Ol One (1) Certified True Copy of Certificate of Government Recognition for energy related courses (For Private
Institutions Universities and Colleges)
H One (1) Certified True Copy of Business Registration
One (1) Certified True Copy of Business Permits.

Type of Application : [J New [| Renewal
CARE APPLICATION FORM
CARE PROFILE
Name of Higher Educational
Institution (HEI) :
Address :

Primary Contact Name
Secondary Contact Name
Telephone Number
Contact number

E-mail address

Website (if any)

———-—-_---_—_—_———————————

Assurances:

By signing this application form and this set of assurances, | hereby acknowledge the following
conditions of the Department of Energy (DOE) and agree to abide by them if this application
is accredited:

1. | agree to submit complete accreditation requirement documents and to abide by the
accreditation and certification of CARE.

2. | hereby authorize the DOE to make direct inquiries to any person, firm, or organization
named in the application to verify the information submitted herein.

Reproduction of this Document is not allowed, unless approved by the DOE-EUMB Office of the Director

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ENERGY EFFICIENCY AND CONSERVATION PROGRAM MANAGEMENT AND
TECHNOLOGY PROMOTION DIVISION

QUALITY MANAGEMENT SYSTEM EPMPD-QF-XX

Document Name:
Page no. 2 of 2 CARE APPLICATION FORM Rev. no.

3. | hereby consent to the processing of our institution’s information that will be collected
and stored by the DOE in accordance with the Data Privacy Act and that the same will
be shared with DOE as part of the processing of my accreditation for CARE Institution.

. | further agree that if we provide false or misleading information on our application form
or otherwise fail to demonstrate that we have sufficient experience or qualifications to

perform as CARE Institutions, the DOE has the right to suspend my recognition without
prior notice.

. 1, the undersigned, hereby apply for the recognition with the DOE and certify that, to
the best of my knowledge, the particulars given in this application and all
accompanying documents/information are true and correct.

. | consent to posting my basic information on the DOE website once my application is
approved/signed subjected to the Data Privacy Act.

. [ hereby warrant that | am duly authorized to represent the aforementioned HEI by

virtue of the power vested upon me by existing laws and/or issued document! (i.e.,
Board Resolution, Special/Assignment Orders, By-Laws and etc.) attached herein.

NAME OF REPRESENTATIVE
POSITION

SIGNATURE

DATE

' Board Resolutions or Special/Assignment Orders may not be required if the HEI is represented by its
President/Chairman.

Reproduction of this Document is not allowed, unless approved by the DOE-EUMB Office of the Director

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ENERGY EFFICIENCY AND CONSERVATION PROGRAM MANAGEMENT AND
TECHNOLOGY PROMOTION DIVISION

| Dos. 1D | EPMPD-QF-XX

QUALITY MANAGEMENT SYSTEM —
FORMS MANUAL aay
ate:

Document Name:
Page no. 1 of 1 CARE OFFICE Rev. no.

Name of Institution

Preliminary Details:

Office Location:

Office Area (m?):

Proof of Recognition as HEI: (as attached)

List of Equipment:

QTY ITEM TO BE PURCHASED QTY

Prepared by:

Noted by:

Name Name
CARE Lead Head of Institution

Reproduction of this Document is not allowed, unless approved by the DOE-EUMB Office of the Director

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ENERGY EFFICIENCY AND CONSERVATION PROGRAM MANAGEMENT AND
TECHNOLOGY PROMOTION Tee]

ee QUALITY MANAGEMENT SYSTEM Doc. ID | EPMPD- QF-XX

pee
cy

Document Name:
Page no. 1 of 1 LIST OF PERSONNEL COMPLEMENT

(Continue on a separate sheet if necessary)

Note: Kindly attach the following for each personnel:
. Transcript of Record (TOR);
Diploma;
Personal Data Sheet/Curriculum Vitae;
Licenses/Eligibility (if applicable); and

Certificate of Training Attended relative to Energy Efficiency and Conservation, and
Renewable Energy

NAME OF REPRESENTATIVE
POSITION

SIGNATURE

DATE

Reproduction of this Document is not allowed, unless approved by the DOE-EUMB Office of the Director

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ENERGY EFFICIENCY AND CONSERVATION PROGRAM MANAGEMENT AND
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QUALITY MANAGEMENT SYSTEM Doc. 1D | EPMPD-QF-XX

FORMS MANUAL ecvy

Document Name:
LIST OF RESEARCH

CARE LIST OF RESEARCH

Name of Institution

A. Published Research/es (Continue on a separate sheet if necessary)

Researcher's
Information
(Contact
Number,
Email
Address)

Funding
Research Status

Duration (Funded Research Date
(MMIYYYY) or Not Cost Published Brief Description
t Yet (DDIMMIYYY)

ce]
(MMIYYYY) Funded)

Researcher's
Information

Funding
Research Status

Duration Research
{Contact (Funded
Number, (MMIYY) or Not Cost

Email Yet

Address) Funded)

Reproduction of this Document is not allowed, unless approved by the DOE-EUMB Office of the Director

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ENERGY EFFICIENCY AND CONSERVATION PROGRAM MANAGEMENT AND
TECHNOLOGY PROMOTION DIVISION

QUALITY MANAGEMENT SYSTEM EPMPD-QF-XX

FORMS MANUAL Eectivity

Document Name:
LIST OF RESEARCH Rev. no.

Researcher's Expected Funding
Information Research Status
(Contact Duration | (Funded | Research
Number, or Not
Email to Yet
Address) Funded)

NAME OF REPRESENTATIVE
POSITION

SIGNATURE

DATE

Reproduction of this Document is not allowed, unless approved by the DOE-EUMB Office of the Director

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ENERGY EFFICIENCY AND CONSERVATION PROGRAM MANAGEMENT AND
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| Doc. 1D | EPMPD- | EPMPD-OF-XX |

QUALITY MANAGEMENT SYSTEM
FORMS MANUAL rivaled

Document Name:
Page no. 1 of 2 SUBMISSION GUIDELINES

SUBMISSION GUIDELINES

The documents pertaining to the application of CARE Institution to the DOE can be accessed
through the link https://bit.ly/DC-CARE.

All applications, together with the required documents, should be submitted through a
designated online platform. Please take note that submissions made through other e-mail
addresses will not be deemed official by the DOE.

For further guidance, the following documents should be included in the e-mail of the applicant:

1. Duly accomplished CARE Application Form under Annex A
(PDF File, File Name: “CARE_Institution Name_ApplicationForm.pdf’)

. One (1) Certified True Copy of Proof of Commission on Higher Education
(CHED) recognized HEIs
(PDF File, File Name: “CARE_Institution Name_ProofOfCommission.padf’)

. Duly accomplished Proof of CARE’s Office under Annex B
(PDF File, File Name: “CARE_Institution Name_CAREOffice.pdf’)

. Duly accomplished List of Personnel Complement under Annex C
(PDF File, File Name: “CARE_Institution Name_PersonnelComplement.pdf’)

. Duly accomplished List of On-going, Completed, Published Researches on Energy
under Annex D
(PDF File, File Name: “CARE_Institution Name_ResearchesOnEnergy.pdf’)

. One (1) Certified True Copy of Certificate of Program Compliance for Energy Related
Courses (State Universities and Colleges)
(PDF File, File Name: “CARE_Institution Name_CertProgramCompliance.pdf’)

. One (1) Certified True Copy of Government Recognition for Energy Related Courses
(Private Institutions Universities and Colleges)
(PDF File, File Name: “CARE_Institution Name_GovernmentRecognition.paf’)

Reproduction of this Document is not allowed, unless approved by the DOE-EUMB Office of the Director

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ENERGY EFFICIENCY AND CONSERVATION PROGRAM MANAGEMENT AND
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EPMPD-QF-XX

QUALITY MANAGEMENT SYSTEM —
FORMS MANUAL picid XX XXKK KXXK

Document Name:
Page no. 2 of 2 SUBMISSION GUIDELINES

The Letter of Intent should at least include the following contents:

<Date>

Chairperson of the Steering Committee
Department of Energy (DOE)

Energy Center, Rizal Drive

Bonifacio Global City, Taguig City

Subject: <institution Name> - CARE Institution Application (e.g., Department of
Energy — CARE Institution Application)

Dear Mr. Chairperson:
Good day!

The <institution Name> is hereby submitting its application for Center for Affiliated
Renewable Energy and Energy Efficiency and Conservation (CARE) Institutions. The following
documents are attached to this email for your reference:

. Duly accomplished CARE Application Form under Annex A

. Certified True Copy of Proof of Commission on Higher Education (CHED)
recognized HEIs

. Duly accomplished Proof of CARE’s Office under Annex B

. Duly accomplished List of Personnel Complement under Annex C

. Duly accomplished List of On-going, Completed, Published Researches on Energy
under Annex D

. Certified True Copy of Certificate of Program Compliance for Energy Related
Courses (State Universities and Colleges)

. Certified True Copy of Government Recognition for Energy Related Courses
(Private Institutions Universities and Colleges)

For your reference.

Thank you.

<Name of Representative>
<Position/Office/Institution>
<Contact Details>

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ENERGY EFFICIENCY AND CONSERVATION PROGRAM MANAGEMENT AND
e&. TECHNOLOGY PROMOTION DIVISION
pete,

3
ie ’
C39 QUALITY MANAGEMENT SYSTEM Doc. 1D | EPMPD-QF-XX

Giarrse,
eee FORMS MANUAL Efectivity eon
ate:

Document Name:
Page no. 1 of 1 CARE RECORGNITION PROCESS FLOW CHART

CARE RECOGNITION PROCESS

Submission of Required
———_——_—> Documents to CARE Technical
Working Group
Assessment for the Completeness
of the Submitted Documents
No
- Complete?
Notify Applicant

) Yes

1 day

One-time re- ; .
application after Technical Evaluation of the 4 days
denia! Documents Submitted
| No
Passed?
Notify Applicant
J Yes
Preparation of Endorsement Memo
and Certificate
Endorsement of the Certificate of
CARE Institution 15 days
Issuance of Certificate of CARE
Institution

Note: 20 Working Days

* Legend:

LC Applicant Failure to comply with the required documents within 30
working days from the date of notification from DOE

[ - DOE personnel on the incomplete submitted documents will
result in the disapproval of the application. Should the

<> - Decision applicant wish to continue its application for CARE
recognition, application documents must be re-
submitted to DOE.

Reproduction of this Document is not allowed, unless approved by the DOE-EUMB Office of the Director

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ENERGY EFFICIENCY AND CONSERVATION PROGRAM MANAGEMENT AND
TECHNOLOGY PROMOTION DIVISION

QUALITY MANAGEMENT SYSTEM | Doc. 1D _ | EPMPD-QF-XX

FORMS MANUAL Effectivity
date:

mob

CARE INSTITUTIONS FUND APPLICATION FORM

Document Name:
CARE INSTITUTION PROJECT FUND APPLICATION

Page no. 1 of 2

CHECKLIST OF REQUIREMENTS FOR CARE FUND APPLICATION

C1 _sLeiter of Intent;

1 One (1) Original Copy of Project Proposal (Annex H);

{] One (1) Original Copy of Work and Financial Plan (Annex 1); and
OO One (1) Original Copy of Budgetary Requirements (Annex J)

Name of Institution

A. Letter of Intent (Please see attachments)
B. Project Proposal (Please see attachment/s)

C. Work and Financial Plan (Please see atfachment/s)

D. Budgetary Requirements (Please see atfachment/s)

Assurances:

By signing this application form and this set of assurances, | hereby acknowledge the following
conditions of the Department of Energy (DOE) and agree to abide by them if this application
is accredited.

1. | agree to submit complete requirement documents and to abide by the process of
accessing the CARE fund.

2. | hereby authorize the DOE to make direct inquiries to any person, firm, or organization
named in the application to verify the information submitted herein.

3. | hereby consent to the processing of our institution’s information that will be collected
and stored by the DOE in accordance with the Data Privacy Act and that the same will
be shared with DOE as part of the processing of my accreditation for CARE Institution.

4. | further agree that if we provide false or misleading information on our application form
or otherwise fail to demonstrate that we have sufficient experience or qualifications to
perform as CARE Institutions, the DOE has the right to suspend without prior notice
my accreditation from the DOE.

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ENERGY EFFICIENCY AND CONSERVATION PROGRAM MANAGEMENT AND
TECHNOLOGY PROMOTION DIVISION

QUALITY MANAGEMENT SYSTEM Doc. 1D | EPMPD-QF-XX

Document Name:

Page no. 20f2 | CARE INSTITUTION PROJECT FUND APPLICATION

5. ! hereby warrant that | am duly authorized to represent (Name of HE!) __ by virtue
of the power vested upon me by existing laws and/or issued document! (i.e., Board
Resolution, Special/Assignment Orders and etc.) attached herein.

. I, the undersigned, hereby apply for the accreditation with DOE and certify that, to the

best of my knowledge, the particulars given in this application and all accompanying
documents/information are true and correct.

NAME OF REPRESENTATIVE
POSITION

SIGNATURE

DATE

1 Board Resolutions or Special/Assignment Orders may not be required if the HE! is represented by its
President/Chairman.

Reproduction of this Document is not allowed, unless approved by the DOE-EUMB Office of the Director

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ENERGY EFFICIENCY AND CONSERVATION PROGRAM MANAGEMENT AND
TECHNOLOGY PROMOTION DIVISION
QUALITY MANAGEMENT SYSTEM | Doc. 1D | EPMPD-QF-XX

FORMS MANUAL Effectivity
date:

Document Name:
Page no. 1 of 5 PROJECT PROPOSAL

PROJECT PROPOSAL
Program Project Title:

Project Components:

1.
2.
3

Project Staff

Name of Principal Researcher (PR)
Designation

Name of Institution :
Department ; :
Principal Researcher's Contact Details :
Address :
Institution's Contact Details

Name of the Head of the institution

Name(s) and Details of Researchers and Members:

Contact Details Desianati Fietd of x oleae
(email and mobile) gnation | Specialization
QQ
ee
Ea
Curriculum Vitae of Principal Researchers, Co-Researchers, and Members of the
Team
(Please place as Attachment 1)
Project Proposal
A. Project Summary
The proposal must contain a summary of the proposed activity. This should not be

more than one page in length (Arial 11, single space). The Project Summary is a
brief description of the proposed project and should the proposal be funded. It should

Reproduction of this Document is not allowed, unless approved by the DOE-EUMB Office of the Director

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ENERGY EFFICIENCY AND CONSERVATION PROGRAM MANAGEMENT AND
TECHNOLOGY PROMOTION DIVISION

QUALITY MANAGEMENT SYSTEM | Doc. 1D | EPMPD-QF-XX

“ Se

include a statement of objectives, methods to be employed and expected output and
outcomes.

Document Name:
PROJECT PROPOSAL

Page no. 2 of 5

V. WORK PLAN

This includes a brief description in chronological order of each activity undertaken in the
conduct of the project. The starting and planned completion date are indicated in year
and month and they may be presented via Gantt Chart.

A. Work Plan

List of all expected outputs of each activity

B. Gannt Chart

Activity 4
Activity 2 SEX
Activity 3

Activity 4

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ENERGY EFFICIENCY AND CONSERVATION PROGRAM MANAGEMENT AND
TECHNOLOGY PROMOTION DIVISION

QUALITY MANAGEMENT SYSTEM | Doc. 1D | EPMPD-QF-XX

FORMS MANUAL riba’
Document Name:

Page no. 3 of 5 PROJECT PROPOSAL

[Activity ra area CARTS CORTE DRT [WR APO [WH
|Activity? | [| { [ J] [| [ [TT [Tf
|Activity2 =| | [{ [ J [| [| [yt TT
‘Activity3 _ [-XOEXEEXG@ioxe! [| | | | [| 1
|Activity4 | | | ‘| /xXeixXwXGEExelmxma [|
jActivityS [| | { [ [| [ [ | | | [eexeileexe]

Vi. Risk Management Plan

What are the risks associated with each activity of the project? Is there anything that will
prevent the project from being successfully completed? What are the mitigation
strategies for overcoming these risks (risk management, back-up plans)?

Activity Hazard / Risks Possible Courses of Action

Vil. Summary of Proposed Budget (This includes counterparts and source/s of funds).

Budget (X years) Counterpart Funding
(requested from (specify source of
DOE funding
2
personnel

Capital Outiay
Equipment

Please provide a description and details of in-kind contribution provided by the

Principal Researchers’ Institutions and Associated Partners (i.e. Use of laboratory

facilities, equipment and utilities

Please provide justifications for these costs (MOOE and Equipment), including value

for money and confirmation that a fair procurement process will be carried out.

For SUCs, please ensure that procurement is compliant with the provisions of RA 9184
Government Procurement Reform Act) and its Implementing Rules and Regulations

Vill. Target Beneficiaries of Project Results

Who and how many are the direct/indirect beneficiaries of the study, what are the benefits
that are likely to accrue in the short or long term? Please include no. of undergraduate,
graduate students and faculty members mentored through the project

Reproduction of this Document is not allowed, unless approved by the DOE-EUMB Office of the Director

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ENERGY EFFICIENCY AND CONSERVATION PROGRAM MANAGEMENT AND
TECHNOLOGY PROMOTION DIVISION

QUALITY MANAGEMENT SYSTEM | Doc. 1D | EPMPD-QF-XX

Document Name:

Page no. 4 of 5 PROJECT PROPOSAL

*Please add additional rows, if needed

Results from Prior Research/Extension Grant Support for the Past Ten (10) Years

Provide us your ten (10) year research & extension grant portfolio. List down all the
grants received and provide the following information: (A) grant amount and period
covered, (B) title of project, (C) brief summary of work completed, (D)list of publications
and patents from the research grant, (E) results of the final M&E activity by the grantor
— was the project completed successfully? Were the funds liquidated on time? Was the
project terminated prematurely or the request for project extension denied? If so, what
was the reason(s)?

Grant amount and _ period | XX

|Tileofproject | CC—“‘“CS*s“‘CS*::™C~*Y
|Briefsummaryofworkcompleted| ee C—‘“‘“CS™*S*SCS
List of publications and patents

Results of the final M&E activity
by the grantor — was the project
completed successfully? Were
the funds liquidated on time?
Was the project terminated
prematurely or the request for
project extension denied?

Grant received from XK

Reproduction of this Document is not allowed, unless approved by the DOE-EUMB Office of the Director

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ENERGY EFFICIENCY AND CONSERVATION PROGRAM MANAGEMENT AND.
TECHNOLOGY PROMOTION DIVISION

QUALITY MANAGEMENT SYSTEM [Doc. 1D _| EPMPD-QF-XX

Document Name:
Page no. 5 of 5 PROJECT PROPOSAL Rev. no.

Grant amount and _ period | XX
covered

List of publications and patents
from the project grant

Results of the final M&E activity
by the grantor — was the project
completed successfully? Were
the funds liquidated on time?
Was the project terminated
prematurely or the request for
project extension denied?

* Add more rows as needed

SUBMITTED BY:

Printed Name over Signature
Principal Researcher

APPROVED AND ENDORSED BY:

Name of Head of CARE Institution
CARE Name

Reproduction of this Document is not allowed, unless approved by the DOE-EUMB Office of the Director

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ENERGY EFFICIENCY AND CONSERVATION PROGRAM MANAGEMENT AND
TECHNOLOGY PROMOTION DIVISION

QUALITY MANAGEMENT SYSTEM EPMPD-QF-XX

FORMS MANUAL Seevity

Document Name:
Page no. 1 of 2 BUDGETARY REQUIREMENTS FORM Rev. no.

BUDGETARY REQUIREMENTS

A. Work and Financial Plan

Amount per Month (in thousand)

PPP ere
‘wogncamccooraes | | 111111111

2.Honoraria (consultants and resource
persons)

3. Support for the conduct of activities
related to the project, such as:
Capacity building:
Seminars/workshopsf/trainings
Researches
Public forum/consultation

Activities

Engagement with partners and
other stakeholders
Benchmarking (national
international)

4, Procurement of Supplies and
materials

5. Communication and advocacy

6. Publication (reproduction of report
and other documents)

7. Administrative Cost

Reproduction of this Document is not allowed, unless approved by the DOE-EUMB Office of the Director

=== dc2024-06-0020-pages-27.ppm ===
Page no. 2 of 2

FORMS MANUAL

Document Name:
BUDGETARY REQUIREMENTS FORM

pm fe
B. Detailed Line-item Budget

Counterpart

Maintenance and Other Operating Expenses
(MOOE)

1. Wages/Salaries (project staff)

2. Honoraria (consultants and resource persons)

3. Support for the conduct of activities related to
the project, such as:

e Capacity building:
Seminars/workshops/trainings
Researches
Public forum/consultation

Engagement with partners and other
stakeholders

e Benchmarking (national international)

4. Procurement of Supplies and materials
5. Communication and advocacy

6. Publication (reproduction of report and other
documents)

7. Administrative Cost

TOTAL

NAME OF REPRESENTATIVE
POSITION

SIGNATURE

DATE

Reproduction of this Document is not allowed, unless approved by the DOE-EUMB Office of the Director

ENERGY EFFICIENCY AND CONSERVATION PROGRAM MANAGEMENT AND

TECHNOLOGY PROMOTION DIVISION

QUALITY MANAGEMENT SYSTEM Doc. ID | EPMPD-QF-XX

Effectivity