SOP No: GMO-AO-2K9-09-001

SOP Library

SOP NO: GMO-AO-2K9-09-001 (List of Exhibits/Attachments)

Mission: General Memorandum Order
Mission: General Memorandum Order

Activity: Memorandum (CA-MEMO)

Title: Submission of Copy of Government Contracts, Purchase Orders and Supporting Documents to COA

Date Approved/Issued: 09/23/2009

Date Effective: 09/23/2009

Digest:

I. TERMS OF REFERENCE

A. Rationale

B. Objective

C. Scope

D. Basis

II. IMPLEMENTING GUIDELINES

In compliance to COA Circular No. 2009-001 dated February 12, 2009 and was made effective on March 5, 2009, the NFA shall furnish the COA Auditors with a copy of perfected contracts and each of all the documents forming part thereof within five (5) working days from execution. The documents required to be submitted shall include but not limited to the following:

1. Invitation to Apply for Eligibility and to Bid
2. Letter of Intent
3. Eligibility Documents and Eligibility Data Sheet
4. Eligibility Requirements
5. Results of Eligibility Check/Screening Bidding Documents (sec 17.1, IRR-A, RA 9184)
6. Minutes of Pre-Bid Conference, if applicable
7. Agenda and/or Supplemental Bis Bulletins, if any
8. Bidders Technical and Financial Proposals
9. Minutes of Bid Opening
10. Abstract of Bids
11. Post Qualification Report of Technical Working Group
12. BAC Resolution declaring winning bidder
13. Notice of Post Qualification
14. BAC Resolution recommending approval
15. Notice of Award
16. Contract Agreement
17. Performance Security
18. Program of Work and Detailed Estimates
19. Certificate of Availability of Funds, Obligation Request
20. Notice to Proceed

21. Such other peculiar to the contract and/or to the mode of procurement and considered necessary in the auditorial review and in the technical evaluation thereof

For technical review purposes, submission of conracts and their supporting documents shall be guided by the specific documentary requirements outlined in the attached checklist (Annex A to T).

Likewise, a copy of purchase orders irrespective of amount and each and every supporting document shall be submitted to the Auditor concerned within five (5) working days from issuance thereof.

In this regard, the following NFA Offices shall be responsible for providing their respective COA Auditors with copies of the contract/P.O. and the required documents within the prescribed period:

A. Central Office
Responsible Office

1. Purchase Order (P.O.) General Services Department, Food Development Center

2. Contracts Lead departments/Office, e.g., Corporate Planning and
Management Services Department for IT contracts,
General Services Department for janitorial services contracts,
Industry Services Department for license plates contracts
Technical Research and Services Department for infrastructure contracts
B. Field Office

P.O. And Contracts Administrative Unit of Provincial Office/Regional Office

Any unjustified failure of the officials and employees concerned to comply with the requirements shall be subject to the administrative disciplinary action provided in (a) Section 127 of Presidential Decree No. 1445; (b) Section 55, Title 1-B, Book V of the Revised Administrative Code of 1987; and (c) Section 11 of Republic Act No. 6713.

This shall serve as an addendum to SOP # GS-PD15 on Central Office Purchasing System and SOP # GS-PD08 on Field Office Purchasing System

Date Approved:

September 23, 2009.

List of Annexes

Annex A

Checklist for Technical Evaluation of Infrastructure Contracts

1. Copy of the approved contract and all of its integral parts necessary for the review
2. Copy of the complete set of approved plans/drawings including the following:
a. Site development plan
b. Profile sheet, typical section and details
c. Drainage details where applicable
d. Structural plans at appropriate scale indicating all details necessary in order that the complete structure can be set out and constructed
e. Other necessary details
3. Copy of complete Technical specifications
4. Copy of the document containing the Detailed Breakdown of the Approved Budget for the Contract (ABC) including the detailed breakdown of estimates and/or unit cost analysis/derivation for each work item expressed in volume / area / lump sum/ lot.
5. Copy of the document containing the detailed breakdown of the Contract Cost including the detailed breakdown of estimates and/or unit cost analysis/derivation for each work item expressed in volume / area / lump sum/lot.
6. Copy of the Approved PERT/CPM Network Diagram and detailed computations of the contract time.

Annex B

CHECKLIST FOR TECHNICAL EVALUATION INFRASTRUCTURE CONTRACT VARIATION ORDERS

1. Copy of the approved Change Order (C.O./Extra Work Order (EWO)
2. Copy of the approved Original Contract
3. Copy of the approved original plans indicating the affected portions(s) of the project and duly approved revised plans and specifications, if applicable, indicating the changes made which shall be color-coded
4. Copy of the agency’s report establishing the necessity/justification(s) for the need of such CO and/or EWO which shall include (a) the computation as to the quantities of the additional works involved per item indicating the specific stations where such works are needed, (b) the date of inspection conducted and the results of such inspection, and (c) a detailed estimate of the unit cost of such items of work for new unit costs, including those expressed in volume/area/lump sum/lot
5. Copy of approved revised PERT/CPM Network Diagram which shall be color-coded, reflecting the effect of additional/deductive time on the contract period and the corresponding detailed computations for the additional/deductive time for the subject Change Order/Extra Work Order
6. Copy of the approved detailed breakdown of contract cost for the original contract
7. Copy of the approved detailed breakdown of contract cost for the variation order
8. Copy of the Notice to Proceed indicating the date of receipt by the contractor
9. Copy of the COA Technical Evaluation Report for the original contract
10. If the variation order to be reviewed is not the 1st variation order, all of the above requirements for all previously approved variation orders, if not yet reviewed, otherwise, copy of COA Technical Evaluation Report for the previously approved variation orders.

Annex C

CHECKLIST FOR TECHNICAL EVALUATION OF INFRASTRUCTURE PROJECTS PROGRESS ACCOMPLISHMENT

1. Copy of the approved contract
2. Copy of approved Change Order and/or Extra Work Order, if any.
3. Copy of the complete set of approved plans/drawings for the original contract and the approved revised plans/drawings for the variation order(s)
4. Technical specifications for the original contract and for all variation orders, if any
5. Copy of the approved Statement of Work Accomplished/Progress Report/Accomplishment Report
6. Copy of the approved detailed breakdown of the original contract amount and for all the variation orders issued, if any
7. Copy of Certificate of Completion and Certificate of Acceptance (if any) for 100% Accomplishment
8. As built-plans (for completed projects only)

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Annex D

CHECHKLIST FOR TECHNICAL EVALUATION OF CONSULTANCY SERVICES CONTRACTS

1. Copy of the approved consultancy contract
2. Copt of the Terms of Reference (TOR)
3. Copy of the Technical and Financial Proposals of the winning bidder
4. Copy of the detailed breakdown of the Approved Budget for the Contract (ABC)
5. Copy of the detailed breakdown of the contract cost indicating the following, among others:
a. Schedule of basic rates certified by the consultant with a sworn statement
b. Derivation of the billing factor/multiplier certified by the consultant with a sworn statement
c. Detailed breakdown of reimbursable costs based on agreed fixed rates
d. Detailed breakdown of reimbursable costs based on actual costs

If not in the TOR, appropriate approved documents containing the following:

a. Statement of the scope of work, expected outputs / deliverables and expected time frame

b. Minimum requirements on the expertise of the consultants and the qualifications of individual personnel necessary for the undertaking

6. Copy of the Approved Program of Work/Project Schedule (PERT/CPM Network Diagram, Gantt Chart or equivalent)
7. Copy of the Approved Manning Schedule indicating the names and positions of the consultants and staff and the extent of their participation in the project
8. Copy of the curriculum vitae of the consultants and staff

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Annex E

CHECKLIST FOR INFRASTRUCTURE PROJECTS and CONSULTING SERVICES TIME EXTENSION EVALUATION

1. Copy of the approved Time Extension
2. Copy of contractor’s/consultant’s request for Time Extension
3. Copy of the approved contract
4. Copy of Evaluation Report by the agency concerned establishing the need for time extension including the computation showing in sufficient detail how the number of days extension was determined
5. Certification or reports establishing the existence of the grounds for the contract time extension, as follows:

PAGASA Report covering the area where the project is located, if extension requested is due to adverse weather conditions

b. Provincial Commander’s Report, if the extension requested is due to deteriorating/worsening peace and order situation

Certification form DOLE, DTI, DILG and/or DND, among others, whichever is applicable, for other grounds such as shortage of construction materials, general labor strike or similar activities that disrupted construction operations through operations through no fault of the contractor

6. Copy of the Notice to Proceed with the date of receipt by the contractor/consultant
7. Copy of the approved original PERT/CPM Network Diagram and the corresponding detailed computation of the contract time
8. Copy of the approved revised PERT/CPM Network Diagram reflecting the effect of the subject time extension on the original contract time and all previously issued Time Extensions, Suspension/Resumption Orders, and variation Orders (for infrastructure projects), if any
9. Copy of COA Technical Evaluation Report for the original contract and for all previously issued variation orders (for infrastructure projects) with additive/deductive time, and all previously issued time extensions
10. Copy of the Terms of Reference
11. Copy of the Approved Original and Revised (if any) Manning Schedule
12. If the original contract and/or any previously issued Time Extension and/or Variation Order (for infrastructure projects) with deductive/additive time have not yet been reviewed by COA, all requirements under Technical Evaluation of Infrastructure Contract Variation Checklist for each variation order and/or time Extension, must be submitted

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Annex F

CHECKLIST FOR TECHNICAL EVALUATION OF SUPPLIES, MATERIALS AND EQUIPMENT PROCUREMENT CONTRACTS

1. Copy of the approved contract (Purchased Order, Job Order, etc.)
2. Technical and Financial Proposal of the winning bidder/supplier
3. Complete set of technical specifications
4. Approved detailed plans/drawings/layout, if applicable
5. Conditions of Contract
6. Copy of the document containing the approved Breakdown of the Approved Budget for the Contract (ABC) and of the contract amount
7. Certificate of Exclusive Distributorship, if applicable

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Annex G

CHECKLIST FOR TECHNICAL EVALUATION OF DELIVERED SUPPLIES, MATERIALS AND EQUIPMENT

1. Copy of the approved contract (Purchased Order, Job Order, Letter Order Contract)
2. Copy of Sales Invoice and Delivery Receipt
3. Copy of Certificate of Acceptance
4. Performance/Quality Tests Results, if applicable
5. Detailed Breakdown of Contract Cost
6. Copy of the complete set of approved plans/drawings, if applicable
7. Copy of Brochures/manuals, if applicable

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Annex H

CHECKLIST FOR TECHNICAL EVALUATION OF JANITORIAL SERVICES CONTRACTS

1. Copy of the approved contract
2. Appropriate approved documents indicating the following:
a. The number of personnel involved and their corresponding rates/salary
b. Schedule of work and places of assignment or station
3. Detailed breakdown of the contract cost showing in sufficient details the derivation of the direct and indirect cost (e.g. quantities and cost of materials, spare parts, and supplies, etc. furnished by contractor)
4. The scaled floor plans of the building and other area/s covered by the service contract
5. The group classification of personnel to determine the Equivalent Equipment Monthly Statutory Minimum Wage Rate in accordance with the applicable Rules Implementing Republic Act No. 6727

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Annex I

CHECKLIST FOR TECHNICAL EVALUTAION OF SECURITY SERVICES CONTRACTS

1. Copy of the approved contract
2. Approved documents indicating the following:
a. The number and the corresponding rates/salary of personnel involved
b. Schedule of work and places of assignment or station
3. Detailed breakdown of the contract cost showing in sufficient details the derivation of the direct and indirect cost
4. Approved documents indicating the minimum requirements of the agency on the number of security personnel to be involved in the project
5. The group classification of personnel to determine the Equivalent Equipment Monthly Statutory Minimum Wage Rate in accordance with the applicable Rules Implementing Republic Act no. 6727
6. The population of the agency where the services is rendered

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Annex J

CHECKLIST FOR TECHNICAL EVALUATION OF MAINTENANCE SERVICES CONTRACTS

1. Copy of the approved contract
2. Detailed description of the maintenance services to be rendered or activities performed
3. Approved detailed breakdown of the contract cost showing in sufficient detail the derivations of the direct and indirect costs, the cost/s and date/s of acquisition of the equipment; and the list, quantities and costs of materials, spare parts, and supplies furnished by the contractor
4. In the case of visitorial maintenance service:
a. Number of personnel involved per visit
b. Salary and positions of personnel involved
c. Schedule of visits indicating, among others, the number of hours per visit
d. The type and number of equipment to be serviced
5. The group classification of personnel to determine the Equivalent Equipment Monthly Statutory Minimum Wage Rate in accordance with the applicable Rules Implementing Republic Act No. 6727

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Annex K

CHECKLIST FOR TECHNICAL EVALUTAION OF GARBAGE COLLECTION AND DISPOSAL CONTRACT

1. Copy of the Approved contract
2. Complete description/specifications (brand name, model, make/country of origin, hp, piston displacement, capacity) and number of units of dump trucks to be used.
3. Complete description/specifications (age, condition, brand, etc.) and number of units of all other equipment to be rented/used
4. Appropriate approved documents containing the terms and conditions, whether operated or bare rental for heavy equipment; whether per trip or package deal; and other relevant condition
5. The detailed dumpsite/location of dumpsite (if provided in a separate document)
6. The detailed breakdown of the Approved Budget for the Contract and the contract amount showing in sufficient detail its derivation, including the number of “paleros”/Laborers/crew, prices/costs of spare parts, machine shop costs. And other maintenance parts used in detailed breakdown of the contract amount
7. The detailed breakdown of the Contract amount showing in sufficient detail its derivation, including the number of “paleros”/Laborers/crew, prices/costs of spare parts, machine shop costs, and other maintenance parts used in the detailed breakdown of the contract amount
8. The measurement in kilometers of the total distance covered by one (1) complete route for all the required routes to be traveled
9. Estimated volume in cubic meters of garbage to be hauled from area of operation, including the basis for such estimates
10. In case where the type of contract differs from the usual per trip contract basis, sufficient justification and comparative analysis between the type of contract adopted against the basic per trip of contract

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Annex L

CHECKLIST FOR TECHNICAL EVALUATION OF LEASE/RENTAL CONTRACTS FOR PRIVATELY OWNED OFFICE/BUILDING

1. Copy of the approve contract
2. Complete copy of the building floor plans indicating in shaded colors the rentable space
3. Copy of the Certificate of Occupancy of the building or appropriate approved documents showing the date the building was constructed or age of the building
4. Complete description of the building as to type, kind and class including its component parts and equipment facilities such as, but not limited to, parking areas, elevators, air-conditioning systems, firefighting equipment, etc.
5. Copy of the Master of Deed Declaration and Restrictions in case of lease/rental of office condominiums

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Annex M

CHECKLIST FOR TECHNICAL EVALUATION OF APPRAISED VALUE VARIOUS PROPERTY

A. AIRCRAFT

1. Copy of the in-house or private company appraisal report
2. Cost and date of acquisition
3. Latest copy of Certificate of Airworthiness from the Air Transportation Office
4. Certificate of Registration
5. Latest service bulletin
6. Total hours since last overhaul of engine
7. Airtime flying hours
8. Time between overhaul
9. Certificate of total flying time
10. Colored photographs showing three side
11. List of instruments/equipment accessories installed

B. MARINE VESSEL

1. Copy of the in-house or private property appraisal report
2. Complete technical description of the vessel to include the following:
a. Type of vessel, year built
b. Dimensions (length over-all, length between perpendiculars, breadth, depth)
c. Deadweight/light displacement weight, net tonnage, and gross tonnage/general description
d. Vessel classification
e. Description of propulsion machinery /engine and Break Horse Power (BHP)
3. Date and cost acquisition
4. Copy of Certificate of Philippines Registry
5. Copy of Certificate of Ownership issued by the Philippine Coast Guard
6. Date of last dry-docking and itemizes extent and cost of repairs
7. Colored photographs showing three sides
8. List of major equipment and major accessories on board

C. REAL ESTATE: LAND

1. Copy of the in-house or private company appraisal report indicating the following:
a. The derivation or source of information/data in the approach to value
b. Physical characteristics of the property under appraisal
c. Statement of property rights or interests involved
d. Utility connections-electricity, water, telephone, sanitary sewer, etc.
e. Public Transportation, traffic patterns and controls
f. Highest and best Use of the subject property (Present and anticipated)
2. Copy of the Transfer Certificate of Title (TCT) of land/lot
3. Lot plan and vicinity map
4. Colored photographs
5. Copy of the latest Declaration of Real Property
6. Applicable Zonal Value

D. REAL ESTATE: BUILDING

1. Copy of the in-house or private company appraisal report
2. Complete building plans and specifications

Complete description of the building indicating the type/kind, and class; component parts and facilities such as but not limited to, parking areas, elevators, air-conditioning system, fire fighting equipment, etc.

Copy of Certificate of Occupancy of the building and appropriate document indicating the date the building was constructed or age of the building

5. Vicinity map of the property
6. Colored photographs
7. The Master Deed of Declaration and Restriction for condominiums

E. EQUIPMENT, MACHINERIES, OFFICE EQUIPMENT and FURNITURE

1. Copy of the in-house or private company appraisal report

Complete technical description of the property indicating the capacity, type, model, brand, dimension, and other relevant description

3. Acquisition cost and date
4. The date the property was put into operation
5. Colored photographs of the property
6. The location/site of the property
7. The Equipment ledger/record of maintenance/repair of the equipment
8. The equipment inspection report indicating specifically the missing parts, if any

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Annex N

CHECKLIST FOR TECHNICAL EVALUTAION OF EQUIPMENT RENTAL CONTRACTS

1. Copy of the approved contract
2. Approved documents containing the number and complete technical specifications of the equipment to be rented (e.g., brand name, make/country of origin, hp, model, piston displacement, etc.)
3. Approved detailed breakdown of the approved budget for the contract and the contract amount showing in sufficient detail its derivation
4. Agency evaluation of equipment utilization
5. Pertinent data of area of operation

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Annex O

CHECKLIST FOR TECHNICAL EVALUATION OF EQUIPMENT LEASE-PURCHASE CONTRACTS

1. Copy of the approved contract
2. Copy of approved documents containing the complete technical description of the equipment and accessories
3. Approved detailed breakdown of contract amount showing in sufficient detail the derivation of the direct and indirect costs such as, but not limited to, the depreciation charges, cost of money, profit, overhead, maintenance, etc.; and the one-time non-refundable charge, if applicable
4. Appropriate document showing the monthly lease payment and period of lease

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Annex P

CHECKLIST FOR TECHNICAL EVALUATION OF FORWARDING/SHIPPING/HAULING CONTRACT

1. Copy of the Approved contract
2. The detailed breakdown of the Approved Budget for the Contract and the contract amount showing in sufficient detail its derivations
3. The type/kind and technical description of the mode of transportation used
4. The point of origin and destination including the estimated distance/s if transported by land
5. The estimated weight and volume of cargoes involved

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Annex Q

CHECKLIST FOR TECHNICAL EVALUATION OF CONTRACT FOR THE REPAIR OF AIRCRAFT, EQUIPMENT AND VEHICLE

1. Copy of the approved contract or Job Order
2. Complete technical description of the aircraft/equipment
3. Detailed breakdown of the contract amount showing in sufficient detail the derivation of the direct and indirect costs
4. Copy of the pre-repair evaluation report by the agency showing in sufficient detail the scope of work to be done
5. Copy of the latest service bulletin, in case of aircraft
6. Report of waste materials
7. Copy of document indicating the history of repair

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Annex R

CHECKLIST FOR TECHNICAL EVALUTAION OF CONTRACT FOR THE REPAIR OF MARINE VESSEL

1. Copy of the approved contract or Job Order
2. Complete technical description of the vessel to include the following:
a. Type of vessel, year built, and acquisition date
b. Dimension (length over-all, length between perpendiculars, breadth, depth)
c. Deadweight/light displacement weight
d. Vessel classification
e. Main propulsion and other major equipment on board
3. Detailed breakdown of the contract amount showing in sufficient detail the derivation of the direct and indirect costs
4. Copy of the pre-repair evaluation report by the agency showing in sufficient detail the scope of work to be done/itemized program of work
5. Copy of the approved detailed plans showing the extent of repair work to be done
6. Report of waste materials
7. Appropriate document showing history of repair

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Annex S

CHECKLIST FOR PRICEVERIFICATION OF SUPPLIES, MATERIALS AND EQUIPMENT

1. Copy of the approved contract (Purchased Order, Job Order, etc.)
2. Copy of the Sales Invoice, Delivery Receipts (if applicable)
3. Complete set of approved agency specifications/item description indicating the following, among others, brand, unit of measurement, accessories (if any), make, country of origin, size/dimension/volume, model, use of item, color, capacity, horsepower, voltage, watts, gauge, kind of equipment where spare parts are to be used, statement whether replacement or original (for spare parts), part number of spare parts, type and classification of materials, packing (quantity per pack), substance, speed, king of service rendered
4. Approved detailed plans/drawings/sketch, if applicable
5. Appropriate approved documents indicating the unit prices of the items.
6. Samples and brochures/photographs, if applicable
7. Certificate of Exclusive Distribution if applicable
8. For imported items:
a. Consular Invoice/Pro-forma invoice of the foreign supplier with the corresponding details
b. Home Consumption Value of the Items
c. Breakdown of the expenses incurred in the Importance

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Annex T

CHECKLIST FOR TECHNICAL EVALUTAION OF THE OUTPUT OF CONSULTANCY SERVICES PROGRESS ACCOMPLISHMENT

1. Copy of the approved consultancy contract
2. Copy of the Terms of Reference (TOR)
3. Copy of the Technical and Financial Proposals of the winning bidder
4. Copy of the detailed breakdown of the Approved budget for the Contract (ABC) including all variation orders involved
5. Copy of the detailed breakdown of the contract cost indicating the following, among others:
a. Schedule of basic rates certified by the consultant with a sworn statement
b. Derivation of the billing factor/multiplier certified by the consultant with a sworn statement
c. Detailed breakdown of reimbursable costs based on agreed fixed rates
d. Detailed breakdown of reimbursable costs based on actual costs
6. If not in the TOR, appropriate approved documents containing the Statement of the scope of work, expected outputs / deliverables and expected time frame
7. Copy of the Approved Program of Work/Project Schedule (PERT/CPM Network Diagram, Gantt Chart or equivalent)
8. Copy of the approved Consultancy Progress Reports and billings/output on the Agreement of Engineering and Management Services

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III. RESPONSIBILITIES

IV. FLOW CHART
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