COMMISSION ON AUDIT - REGIONAL OFFICE NO.

XIII
AUDIT GROUP ________ AUDIT TEAM__________
_________________________
(Official Station of the ATL)
AUDITORIAL CONTRACT REVIEW ANALYSIS SHEET FOR PROCUREMENT OF GOODS AND SERVICES

( Competive Bidding)
Date Prepared:

Name of Procurement: Source of Fund:

Name of Agency: Amount:
Address: Approved Budget for the Contract (ABC):
Supplier: Scope of Work (for services)

A. General Requirements:

Purchase Request requested by/date:

Purchase Request approved by/date:

I. PREPARATORY REQUIREMENTS:
A. DOCUMENTS NEEDED: Present Absent Date Remarks
A.1. Project Project Procurement Management Plans(PPMP)
(Section 7.3.2. of Revised IRR)
A.2. Annual Procurment Plan (APP)
(Section 7.2. of Revised IRR)
A.3 Approved Budget for Contract (ABC)
(Section 3.g. of Annex"A" of Revised IRR)
A.4 Complete Bidding Documents
(Section 6.2. of Revised IRR and GPPB Res.
No. 06-2010 dated Dec. 17, 2010)

B. AUDITORIAL ANALYSIS:
Yes No Date Remarks
B.1. Is the procurement project included in the Project
Procurement Management Plan (PPMP)?
B.2. Is the procurement project included in the Annual
Procurement Plan (APP)?
B.3. DoeIs the APP match the budget per GAA,
corporate budget, appropriation ordinance,
as the case may be?
B.4. Is the Approved Budget for Contract (ABC) prepared
in prescribed form
B.5. Is the procurement use the Standard Philippine
Bidding Documents containing the following?
Section I. Invitation to Bid
Section II. Instruction to Bidders (ITB)
Section III. Bid Data Sheet (BDS)
Section IV. General Conditions of Contract (GCC)

Page 1 of 24
 Section V. Special Conditions of Contract (SCC)
Section VI. Schedule of Requirements
Section VII. Technical Specifications
Section VIII. Bidding Forms
Section IX. Foreign-Assisted Projects

II. BIDDING REQUIREMENTS:

1. Pre-Procurement Conference: (ABC above 2M)
prior to the date of 1st day of posting of Invitation
to Bid (IB) - (Section 20 of the Revised IRR)

A. DOCUMENTS NEEDED: Present Absent Date Remarks

A.1. Invitation of three(3) obsevers in writing, at least
3 calendar days before procurement activity.
(Section 13 of the Revised IRR)
a. COA Representative
Date received :
b. Duly recognized private group
Date received :
c. Non-Government Organization (NGO)
Date received :
A.2. Minutes of the Pre-Procurement Conference

B. AUDITORIAL ANALYSIS: Yes No Date Remarks

B.1. Is the Pre-procurement Conference conducted
within the required time?
B.2. Has the required participants attended the
Pre-procurement Conference?
B.3. Has the Pre-procurement Conference attained the
objectives of the conference?
a) Approval of the Bidding Documents
b) Reiteratiom of “no contact rule” during the bid
evaluation process, and the applicable sanctions
and penalties

2. Advertisement and/or Posting of Invitation to Bid(IB)

(Section 21 of Revised IRR)

A. DOCUMENTS NEEDED: Present Absent Date Remarks

a. Entire page of the Newspaper clippings of advertisement
( ABC 2M above) at least once in one (1) newspaper
of general nationwide circulation
b. Printout copies on advertisement posted in PhilGEPS
7 calendar days starting on date of advertisement
c. Certification from the Head of BAC Secretariat on
the posting of advertisement at conspicuous place
within 7 calendar days
d. Printout copies on advertisement posted in agency

Page 2 of 24
 website, if any , within 7 calendar days
e. Printout copies on advertisement posted in Website
prescribed by the foreign gov’t/ foreign or IFI’s, for
foreign-funded procurement

B. AUDITORIAL ANALYSIS: Yes No Date Remarks

B.1. Is the procurement advertise and post the Invitation to Bid
(IB) within the required media and within the specified required
time ?

3. Issuance of Bid Documents: available from the time the IB

is first posted and/or advertised until the deadline for the
submission and receipt of bids - (Section 17.3.g. of Revised IRR)

A. DOCUMENTS NEEDED: Present Absent Date Remarks

A.1. Approved Bid Documents
A.2. Records of BAC on the issued of Bid Documents with
corresponding official receipt

B. AUDITORIAL ANALYSIS: Yes No Date Remarks

B.1. Is the BAC issued the Bid Documents within
the required time?
B.2. Is the sale of the Bid Document within the
standard rates under GPPB Resolution No. 04-2012
dated Feb. 24, 2012?
B.3. Is the purchase of the Bid Documents paid to
the authorized collecting officer?

4. Pre-Bid Conference: (ABC 1M or more) held at least 12 cd

before deadline for the submission and receipt of bids
(Section 22 of the Revised IRR)

A. DOCUMENTS NEEDED: Present Absent Date Remarks

A.1. Invitation of three(3) obsevers in writing, at least
3 calendar days before procurement activity.
(Section 13 of the Revised IRR)
a. COA Representative
Date received :
b. Duly recognized private group
Date received :
c. Non-Government Organization (NGO)
Date received :
A.2. Minutes of the Pre-Bid Conference
A.3. Request for clarification by the bidders, if any, received within
10 days before the submission and receipt of bids
A.4. Supplemental Bid Bulletin, if any, issued within 7 days before

Page 3 of 24
 the submission and receipt of bids

B. AUDITORIAL ANALYSIS: Yes No Date Remarks

B.1. Is the Pre-bid Conference conducted within the
required time?
B.2. Is the Pre-bid Conference attained the objectives
of the conference?
B.3 Is the amendment of Bid Documents covered by a
Supplemental Bid Bulletin?
B.4. Is the Supplemental Bid Bulletin issued properly
advertised?
a. Printout copies on posted at Phil-GEPS
b. Printout copies on posted at Agency Website (if any)
c. Certification from the Head of BAC Secretariat on
posted at conspicuous place

5. Submission, Receipt, Opening and Preliminary

Examination of Bids max. period of 45 cd from
last day of advertisement up to the Submission and Receipt of Bids
( Section 25.4.a of the Revised IRR)

A. DOCUMENTS NEEDED: Present Absent Date Remarks

A.1. Invitation of three(3) obsevers in writing, at least
3 calendar days before procurement activity.
(Section 13 of the Revised IRR)
a. COA Representative
Date received :
b. Duly recognized private group
Date received :
c. Non-Government Organization (NGO)
Date received :

A.2. Checklist on Technical documents including

eligibility requirements (1st Envelope)
(Section 23.1, 25.2.b & 30.1 of the Revised IRR)
1. Eligibility Requirements : General rule: 60% Filipino
a) Class “A” Documents
Legal Documents
1. DTI/SEC/CDA Registration
2. Mayor’s permit
Technical Documents
1. Statement of ongoing & completed contracts
Financial Documents
1. Audited financial statement
2. NFCC or CLC
b) Class “B” Document

Page 4 of 24
 1. Valid Joint Venture Agreement, if applicable.

2. Technical Requirements
a. Bid security
a.1 Forms: Amount
1) Cash, cashier’s/manager’s
check, bank draft/guarant 2.00% of ABC
2) Irrevocable letter of credit 2.00% of ABC
3) Surety bond 5.00% of ABC
4) Any combination of the foregoing
5) Bid Securing Declaration
a.2. Bid security Validity Period
b. Schedule of Requirements
c. Technical Specifications
d. Omnibus Sworn Statement

A.3. Checklist on Financial documents (2nd Envelope)

1. Financial Bid Form which includes bid prices and the
bill of quantities and the applicable Price Schedules
2. If the Bidder claims preference as a Domestic Bidder or
Domestic Entity, a certification from the DTI, SEC, or CDA
issued in accordance with ITB Clause 27 (if applicable)
A.4. Abstract of Bids as Read
A.5. Minutes of Submission, Receipt and Opening of Bids
A.6. BAC Resolution(s) on the Preliminary examination of bids

B. AUDITORIAL ANALYSIS: Yes No Date Remarks

B.1. Is the procurement follow the prescribed conditions and
procedure in the submission and receipt of the bid?
B.2. Is the bids received on the date, time and place
specified in the Invitation to Bid?
B.3. Is the bids submitted within the mandatory requirements
as contained in the checklist?

6. Detailed Evaluation of Bids

completed within seven (7) calendar days from
the deadline for receipt of proposals.

A. DOCUMENTS NEEDED: Present Absent Date Remarks

A.1. Abstract of Bids as Calculated
A.2. TWG Report on the Detailed Bid Evaluation for
determination of the bidder with the LCB, as reviewed
by the BAC
A.3. Minutes of BAC meeting on the Detailed Bid Evaluation
A.4. Resolution of the BAC declaring the LCB

B. AUDITORIAL ANALYSIS: Yes No Date Remarks

B.1 Verify the following:

Page 5 of 24
 1. Completeness of Bids
2. Minor Arithmetical Corrections
3. Bid within the upper limit of ABC
4. Experience of bidder, a single largest contract must be
50% of the ABC, in the case of Expendable Supplies,
single contract must be at least 25% of the ABC.
6. Adequate Financial Capability FNCC equal to ABC
or Credit Line Commitments 10% of ABC

7. Post-qualification: completed within seven (7) calendar days

from the determination of the LCB (Section 34 of the Revised IRR)

A. DOCUMENTS NEEDED: Present Absent Date Remarks

A.1. Invitation of three(3) obsevers in writing, at least
3 calendar days before procurement activity.
(Section 13 of the Revised IRR)
a. COA Representative
Date received :
b. Duly recognized private group
Date received :
c. Non-Government Organization (NGO)
Date received :
A.2. Subimission of additional requirements within 3 cd from
receipt by the bidder of the notice from the BAC that the
bidder has the LCB as follows:
a) Tax clearance;
b) Latest income and business tax returns;
c) Certificate of PhilGEPS Registration; and
d) Other appropriate licenses and permits required by law
and stated in the Bidding Documents.
A.3. Post-qualification Evaluation Report by the TWG
A.4. Notice of Post-qualification
A.5. BAC Resolution Declaring LCRB and Recommending Approval
by the HOPE

B. AUDITORIAL ANALYSIS: Yes No Date Remarks

B.1 Is the LCB submitted the additional document within the
required time?
B.2. Is the TWG Post Qualification Report contained the validation of
the following:
1. Authenticity of the document submitted
2. On-going and completed projects
3. Verification and/or inspection and testing of the goods/
product, after- sales and/or maintenance capabilities
4. Bid Security as to type, form and wording, validity period
5. Compliance with the financial requirements

8. Award of Contract: within 7 calendar days from the date of receipt

of the recommendation of the BAC for NGA's and LGU's;
for GOCCs and GFIs - 15 cd ( Section 37 of the Revised IRR)

Page 6 of 24
 A. DOCUMENTS NEEDED: Present Absent Date Remarks
A.1. Notice of Award
A.2. Notification of Bidding Results of the Bidders
A.3. Print out on posting of Notice of Award
a. Phil-GEPS
b. Agency Website (if any)
c. Conspicuous place certified by the Head of BAC Secretrait

B. AUDITORIAL ANALYSIS: Yes No Date Remarks

B.1. Is the award issued within the required time?
B.2 Is the contract awarded to the bidder with the LCRB at its
submitted bid price or its calculated bid price, whichever is lower?
B.3. Is the award properly posted at Phil-GEPS, Agency Website
and Conspicuous place
9. Contract Preparation and Signing : within ten (10) calendar days
from receipt by the winning bidder of the NOA. (Section 37 of Revised IRR)

A. DOCUMENTS NEEDED: Present Absent Date Remarks

A.1. Perfected Contract, in standard form under PBD
A.2. Performance Security
1) Cash, cashier’s/manager’s check,
bank draft/guarantee 10.00% of Contract Price
2) Irrevocable letter of credit 10.00% of Contract Price
3) Surety bond 30.00% of Contract Price
4) Combination of the foregoing

B. AUDITORIAL ANALYSIS: Yes No Date Remarks

B.1. Is the Performance Security posted within the required
type, form and wording, validity period?
B.2. Is the contract signed within the required time?

10. Notice to Proceed: within three (3) calendar days from

the date of approval of the contract, for projects with an
ABC of 50M and below, the max. period is 2 calendar days

A. DOCUMENTS NEEDED: Present Absent Date Remarks

A.1. Notice of Proceed
A.2. Print out on posting of Notice of Proceed
a. Phil-GEPS
b. Agency Website (if any)
c. Conspicuous place certified by the Head of BAC Secretrait

Page 7 of 24
B. AUDITORIAL ANALYSIS: Yes No Date Remarks
B.1. Is the Notice of Proceed issued within the required time?
B.2. Is the Notice of Proceed posted at Phil-GEPS, Agency Website
(if any) and conspicuous place?

Reviewed by:

Date :

Page 8 of 24
 Annex A

AGENCY
_________________________

CHECKLIST FOR PROCUREMENT OF GOODS AND CONSULTING SERVICES

( Competitive Bidding)

Date Prepared:

Name of Procurement: Source of Fund:

Name of Agency: Amount:
Address: Approved Budget for the Contract (ABC):
Supplier: Scope of Work (for services)

I. Pre-Procurement Activities

Purchase Request requested by/date:

Purchase Request approved By/date:

Yes No Date Remarks

Is the procurement project included in the Project
Procurement Management Plan (PPMP)?
Is the procurement project included in the Annual
Procurement Plan (APP)?

Approved APP submitted to COA

Newspaper Advertisement of ITB (for 2 M above):
Dates of Issues
Affidavit of Publication by publisher:
Invitation to Bid (ITB) posted at agency website:
ITB Posted at PhilG-EPS:
Other Posting Area:
Date of ITB:
Date ITB Received by COA:

Procurement Activities Place/Venue Schedule Date Remarks

Per ITB (Invitation letter (no. of days
to COA as delayed)
observer was
rec'd)
1. Pre-Procurement Conference
(for 2 M above)
2. Issuance of Bidding documents
(From advertisement of ITB until immediately before the submission of Bids)

3. Pre-Bid Conference
(For 1 M above & 12 cds before deadline of submission of Bids)

Page 9 of 24
 Annex A

4. Issuance of Supplemental (if any)

(7 cds before deadline for bid)
5. Receipt of Bids
6. Opening of Bids

Findings/Observations:

II. Procurement Process

Date Remarks
Attendance Sheet for Pre-procurement Conference
Minutes of Pre-procurement Conference
Attendance Sheet for Pre-Bid Conference
Minutes of Pre-Bid Conference
Agenda and Supplemental Bid Bulletins (if any)
Actual Bidding conducted on

A. Bidding Requirements:
B I D D E R S
(Use additional sheets if necessary)
A.1. Name of Bidders
### 2
A.2. Date Received by BAC:

B. Eligibility Criteria

B.1. Duly Licensed Filipino Citizens

Proprietorship
B.2. Partnership, Corporation and Joint
Ventures = 60% of the int. belong
to the Citizen of the Philippines
B.3. Cooperative duly registered with CDA
B.4. Experience & Financial Requirement (Sec. 23)
(s
ho
ul Documents (Indicate the date)
C. Eligibility
d
be Bidder 1 Bidder 2 Bidder 3
val
C.1. Legal Documents (1st Envelope)
ue
of
C.1.1. DTI business name registration/
lar
ge SEC Registration
st
C.1.2. Valid Mayor's Permit/Mun. License
sin
C.1.3.
gl TIN No.
e
C.1.4. Registration with G-EPS
si
C.1.5.
mil Other Eligibility Requirements
ar
C.2. co
Technical Documents: (1st Envelope)
nt
ra
ct
co Page 10 of 24
mp
let
 Annex A

C.2.1. Eligibility requirements (Section 23.1)

C.2.2. Bid Security/Bond (Date & Amt.) (Sec. 27.2)
(s
ho
ul
C.2.3.Technical
d Specifications
be
C.2.4. Sworn Statement for
2
C.2.4.1 Not blacklisted
%
of C.2.4.2 Authentic documents submitted
A
C.2.4.3 Authorizing the HOPE to verify
BC
fo all documents
r
C.2.4.4 Signatory is the authorized
ca
sh, representative, with Secretary
ca Certificate
shi
er C.2.4.5 Complies with disclosure of Relation
/m Section 47
an
ag C.2.4.6 Bidder's Responsibilities
er C.2.4.7 Complies with existing labor laws
's
ch
and standards, in the case of
ec procurement of services.
k,
ba
C.3. nk
Financial Documents (1st Envelope)
dr
af
C.3.1. Audited Financial Statement
t/
gu stamped received by the BIR
ar
C.3.2. Computation of its net Financial
an
te Contracting Capacity (NFCC) or
e, Credit Line Certificate (CLC) - at least
irr
ev 10% of the approved budget for the
oc contract to bid)
ab
C.3.3.
le
Letter Authorizing the BAC to verify
let any/all of the documents submitted for
te
the eligibility check
r
of
cr
D. Financial Proposal (Second Envelope)
ed
it
D.1 Duly
iss signed Bid Prices (Amount)
ue
d
E. Bid Evaluation (Section 32.3)
an
d
E.1 Should
co not be more than 7 days
nfi case of discrepancy
E.2 In
rm
E.2.1 The word prevail over figures
ed
E.2.2
by Unit prices prevail over total prices
E.2.3
a Bill quantities over detailed estimates
Un cost of all taxes & other fiscal levies
E.3 Are
ive
& duties itemized in the bid form?
rs
(Bid as Read out vs. Correction of Bids)
al
of
F. Post Qualification
co
m
me Page 11 of 24
rci
al
ba
 Annex A

F.1 Post Qualification Report of TWG

F.1.1 Comment on Legal Requirements
F.1.2 Comment on Technical Requirements
F.1.3 Comment on Financial Requirements
Ranking of Bidders
Name Submitted Bid Price Total Calculated Bid Price Rank
1.
2.
3.
F.1.4 Name of Bidder considered LCB
F.1.5 Name of TWG & its participation

Name Participation
a.
b.
c.

F.2 Notice of Post Qualification

1. Invitation for other Observers Date Rec'd: Received by:

2. Attendance Sheets Prepared by: Name of absent:

Date Remarks
3. Bidders Technical and Financial Proposals
4. Minutes of Bid Opening
5. Abstract of Bids
6. BAC Resolution declaring winning bidder
7. BAC Resolution recommending approval

G. Notice of Award:
Date received/Approved by:
(should be 7 days from rec'd of BAC Res.)

Findings/Observations:

H. Signing of Contract/Purchase Order:

(should be 10 calendar days from receipt of winning bidder)

1. Date PO rec'd by winnng bidder Amount:

2. PO approved by: Date of Credit Line:
(10 calendar days)
3. Designation Term of Delivery:
4. Date Received by COA Term of Payment:

Item No. Description Quantity U/P Amount

Page 12 of 24
 Annex A

Approved by: Date:

Findings/Observations:

I. Notice to Proceed/Posting of Performance Security:

(to be issued w/in 3 cal. days from signing of PO/contract) Date of NTP was rec'd:
Notice Awarded to: (Contract Effectivity)

(Lowest Calculated Responsive Bid)

Performance Bond/Security
(Should be 5% of Total Contract Price if cash or Cashier/Manager's Check or Bank Draft/guarantee & 30% for
Surety Bond Callable upon demand)

1. Approved Budget for Contract:

2. Term:
3. Date/Time Rec'd by COA:
4. Goods accepted by:
Date:
5. Inspected by
Date:
6. AIReport Date
Date/Time Rec'd by COA:

Findings/Observations:

J. Payments Claimed:

15% Advance * Final Remarks

1. Date:
2. DV No.
3. Check #/ Date
4. OR #?Date
5. OBR date
6. Total Amount

Deductions:

1% W/holding Tax:
6% VAT/Percentage Tax:

Page 13 of 24
 Annex A

Others:
Total
Net Amount Received:
7. Received by:
8. BIR OR No.
9. DV #
10. Cert. of Avail. of Fund
11. OBR Certified as to Existence of Appropriation by: Date:
12. OBR Approved by: Date:
13. DV Certified completeness of supporting documents by: Date:
14. DV Certified fund available by: Date:
15. Approved for payment by: Date:
16. Other Documents

* Irrevocable Letter of Credit or Bank Guarantee: Date: Amount: Bank:

K. Other Requirements

1. Report of Inspection
2. Acceptance of Beneficiary/Requisitioner

Findings/Observations:

III. Post - Procurement Process

Yes No Date Remarks
1. Procurement Monitoring Report (Sec. 12.2 of RA 9184)
1.a. Prepared by:
1.b. Approved by:
1.c. Date submitted to GPPB the Printed copy
(should be 14 calendar days after the end of each semester)
1.d. Electronic copy
2. Release of Fund correctly recorded in the G/L
3. Procured Items included in the Annual Inventory
4. Depreciation was provided for
(Machineries and Equipments)

Reminders (DBM Circular no. 2011-6 dated 8/25/11)

Yes No
1. Common-Use Supplies & Equipment (CSE) to be procure from the Procurement Services (PS)
of DBM
2. Used of GEPS in all the procurement activites
3. APP-CSE submitted to DBM before November 15 of each year

Findings/Observations:

Audited by :

Page 14 of 24
 Annex A

Date :

Reviewed by:

Date :

Page 15 of 24
 Annex A

Page 16 of 24
 COMMISSION ON AUDIT - REGIONAL OFFICE NO. 1
AUDIT GROUP ________ AUDIT TEAM__________
_________________________
(Official Station of the ATL)
AUDITORIAL CONTRACT REVIEW ANALYSIS SHEET FOR INFRASTRUCTURE PROJECTS
( Competive Bidding)

Date Prepared:

Name of Procurement: Source of Fund:

Name of Agency: Amount:
Address: Approved Budget for the Contract (ABC):
Contractor : Scope of Work

I. PREPARATORY REQUIREMENTS:
A. DOCUMENTS NEEDED: Present Absent Date Remarks
A.1. Project Project Procurement Management Plans(PPMP)
(Section 7.3.2. of Revised IRR)
A.2. Annual Procurment Plan (APP)
(Section 7.2. of Revised IRR)
A.3. Detailed Quantity and Cost Estimates
(Section 2.g. of Annex"A" of Revised IRR)
A.4. Program of Works for the Project
(Section 2.h. of Annex"A" of Revised IRR)
A.5 Approved Budget for Contract (ABC)
(Section 3.g. of Annex"A" of Revised IRR)
A.6. Complete Bidding Documents
(Section 6.2. of Revised IRR and GPPB Res.
No. 06-2010 dated Dec. 17, 2010)

B. AUDIT ANALYSIS:
Yes No Date Remarks
B.1. Is the procurement project included in the Project
Procurement Management Plan (PPMP)?
B.2. Is the procurement project included in the Annual
Procurement Plan (APP)?
B.3. Does the APP macth the budget per GAA,
corporate budget, appropriation ordinance,
as the case may be?
B.4. Does the Approved Budget for Contract (ABC) prepared
in prescribed form
B.5. Does the procurement use the Standard Philippine
Bidding Documents containing the following?
Section I. Invitation to Bid (IB)
Section II. Instruction to Bidders (ITB)
Section III. Bid Data Sheet (BDS)
Section IV. General Conditions of Contract (GCC)
Section V. Special Conditions of Contract (SCC)
Section VI. Specifications
Section VII. Drawings
Section VIII. Bill of Quantities
Section IX. Bidding Forms
Section IX. Foreign-Assisted Projects

Page 1 of 7
II. BIDDING REQUIREMENTS:
1. Pre-Procurement Conference: (ABC above 5M)
prior to the date of 1st day of posting of Invitation
to Bid (IB) - (Section 20 of the Revised IRR)

A. DOCUMENTS NEEDED: Present Absent Date Remarks

A.1. Invitation of three(3) obsevers in writing, at least
3 calendar days before procurement activity.
(Section 13 of the Revised IRR)
a. COA Representative
Date received :
b. Duly recognized private group
Date received :
c. Non-Government Organization (NGO)
Date received :
A.2. Minutes of the Pre-Procurement Conference

B. AUDITORIAL ANALYSIS: Yes No Date Remarks

B.1. Does the Pre-procurement Conference conducted
within the required time?
B.2. Does the required participants attended the
Pre-procurement Conference?
B.3. Does the Pre-procurement Conference attained the
objectives of the conference?
a) Approval of the Bidding Documents
b) Reiteratiom of “no contact rule” during the bid
evaluation process, and the applicable sanctions
and penalties

2. Advertisement and/or Posting of Invitation to Bid(IB)

(Section 21 of Revised IRR)

A. DOCUMENTS NEEDED: Present Absent Date Remarks

a. Entire page of the Newspaper clippings of advertisement
( ABC 5M above) at least once in one (1) newspaper
of general nationwide circulation
b. Printout copies on advertisement posted in PhilGEPS
7 calendar days starting on date of advertisement
c. Certification from the Head of BAC Secretariat on
the posting of advertisement at conspicuous place
within 7 calendar days
d. Printout copies on advertisement posted in agency
website, if any , within 7 calendar days
e. Printout copies on advertisement posted in Website
prescribed by the foreign gov’t/ foreign or IFI’s, for
foreign-funded procurement

B. AUDITORIAL ANALYSIS: Yes No Date Remarks

B.1. Does the procurement advertise and post the Invitation to Bid
(IB) within the required media and within the specified required
time ?

3. Issuance of Bid Documents: available from the time the IB

is first posted and/or advertised until the deadline for the
submission and receipt of bids - (Section 17.3.g. of Revised IRR)

A. DOCUMENTS NEEDED: Present Absent Date Remarks

 A.1. Approved Bid Documents
A.2. Records of BAC on the issued of Bid Documents with
corresponding official receipt

Page 2 of 7

B. AUDITORIAL ANALYSIS: Yes No Date Remarks

B.1. Does the BAC issued the Bid Documents within
the required time?
B.2. Does the sale of the Bid Document within the
standard rates under GPPB Resolution No. 04-2012
dated Feb. 24, 2012?
B.3. Does the purchase of the Bid Documents paid to
the authorized collecting officer?

4. Pre-Bid Conference: (ABC 1M or more) held at least 12 cd

before deadline for the submission and receipt of bids
(Section 22 of the Revised IRR)

A. DOCUMENTS NEEDED: Present Absent Date Remarks

A.1. Invitation of three(3) obsevers in writing, at least
3 calendar days before procurement activity.
(Section 13 of the Revised IRR)
a. COA Representative
Date received :
b. Duly recognized private group
Date received :
c. Non-Government Organization (NGO)
Date received :
A.2. Minutes of the Pre-Bid Conference
A.3. Request for clarification by the bidders, if any, received within
10 days before the submission and receipt of bids
A.4. Supplemental Bid Bulletin, if any, issued within 7 days before
the submission and receipt of bids

B. AUDITORIAL ANALYSIS: Yes No Date Remarks

B.1. Does the Pre-bid Conference conducted within the
required time?
B.2. Does the Pre-bid Conference attained the objectives
of the conference?
B.3 Does the amendment of Bid Documents covered by a
Supplemental Bid Bulletin?
B.4. Does the Supplemental Bid Bulletin issued properly
advertised?
a. Printout copies on posted at Phil-GEPS
b. Printout copies on posted at Agency Website (if any)
c. Certification from the Head of BAC Secretariat on
posted at conspicuous place

5. Submission, Receipt, Opening and Preliminary

Examination of Bids : within the required time, max.
period from last day of advertisement up to the Submission
and Receipt of Bids: a) ABC 50 M and below - 50 cd
b) ABC above 50 M - 65 cd ( Section 25.4.b of the Revised IRR)
A. DOCUMENTS NEEDED: Present Absent Date Remarks
A.1. Invitation of three(3) obsevers in writing, at least
3 calendar days before procurement activity.
(Section 13 of the Revised IRR)
a. COA Representative
Date received :
b. Duly recognized private group
Date received :
c. Non-Government Organization (NGO)
Date received :

Page 3 of 7

A.2. Checklist on Technical documents including

eligibility requirements (1st Envelope)
(Section 23.1, 25.2.b & 30.1 of the Revised IRR)
1. Eligibility Requirements : General rule: 75% Filipino
a) Class “A” Documents
Legal Documents
1. DTI/SEC/CDA Registration
2. Mayor’s permit
Technical Documents
1. Statement of ongoing & completed contracts
2. PCAB License and Registration
Financial Documents
1. Audited financial statement
2. NFCC or CLC
b) Class “B” Document
1. Valid Joint Venture Agreement, if applicable.

2. Technical Requirements
a. Bid security
a.1. Forms: Amount
1) Cash, cashier’s/manager’s
check, bank draft/guarantee 2.00% of ABC
2) Irrevocable letter of credit 2.00% of ABC
3) Surety bond 5.00% of ABC
4) Any combination of the foregoing
5) Bid Securing Declaration
a.2. Bid security Validity Period
b. Project Requirements
1) Organizational chart for the contract to be bid
2) List of contractor’s personnel (viz, Project Manager,
Project Engineers, Materials Engineers, and
Foremen), to be assigned to the contract to be bid,
with their complete qualification and experience data
3) List of contractor’s equipment units, which are owned,
leased, and/or under purchase agreements, supported
by certification of availability of equipment from the
equipment lessor/vendor for the duration of the project
c. Omnibus Sworn Statement

A.3. Checklist on Financial documents (2nd Envelope)

1. Financial Bid Form
2. Duly Signed Bid Prices in the Bill of Quantities
3. Duly Signed Detailed Estimates
4. Duly Signed Cash Flow by Quarter and Payment
 Schedules
A.4. Abstract of Bids as Read
A.5. Minutes of Submission, Receipt and Opening of Bids
A.6. BAC Resolution(s) on the Preliminary examination of bids

B. AUDITORIAL ANALYSIS: Yes No Date Remarks

B.1. Does the procurement follow the prescribed conditions and
procedure in the submission and receipt of the bid?
B.2. Does the bids received on the date, time and place
specified in the Invitation to Bid?
B.3. Does the bids submitted within the mandatory requirements
as contained in the checklist?

Page 4 of 7

6. Detailed Evaluation of Bids

completed within seven (7) calendar days from
the deadline for receipt of proposals. For projects costing 50M and
below, the entire evaluation .process shall be completed in not
more than five (5) calendar days from the deadline for receipt of
proposals (Section 32 of Revised IRR)

A. DOCUMENTS NEEDED: Present Absent Date Remarks

A.1. Abstract of Bids as Calculated
A.2. TWG Report on the Detailed Bid Evaluation for
determination of the bidder with the LCB, as reviewed
by the BAC
A.3. Minutes of BAC meeting on the Detailed Bid Evaluation
A.4. Resolution of the BAC declaring the LCB

B. AUDITORIAL ANALYSIS: Yes No Date Remarks

B.1 Verify the following:
1. Completeness of Bids
2. Minor Arithmetical Corrections
3. Bid within the upper limit of ABC
4. Experience of bidder, a single largest contract must be
50% of the ABC
5. Correct PCAB License Category
6. Adequate Financial Capability FNCC equal to ABC
or Credit Line Commitments 10% of ABC

7. Post-qualification: completed within seven (7) calendar days from the

determination of the LCB (Section 34 of the Revised IRR)

A. DOCUMENTS NEEDED: Present Absent Date Remarks

A.1. Invitation of three(3) obsevers in writing, at least
3 calendar days before procurement activity.
(Section 13 of the Revised IRR)
a. COA Representative
Date received :
b. Duly recognized private group
Date received :
c. Non-Government Organization (NGO)
 Date received :
A.2. Subimission of additional requirements within 3 cd from
receipt by the bidder of the notice from the BAC that the
bidder has the LCB as follows:
a) Tax clearance;
b) Latest income and business tax returns;
c) Certificate of PhilGEPS Registration; and
d) Other appropriate licenses and permits required by law
and stated in the Bidding Documents.
A.3. Post-qualification Evaluation Report by the TWG
A.4. Notice of Post-qualification
A.5. BAC Resolution Declaring LCRB and Recommending Approval
by the HOPE

Page 5 of 7

B. AUDITORIAL ANALYSIS: Yes No Date Remarks

B.1 Does the LCB submitted the additional document within the
required time?
B.2. Does the TWG Post qualification report contained the validation of
the following:
1. Authenticity of the document submitted
2. On-going and completed projects
3. Key personnel to be used in the project
4. Equipment to be used in the project
5. Bid Security as to type, form and wording, validity period
6. Compliance with the financial requirements

8. Award of Contract: within 7 calendar days from the date of receipt

of the recommendation of the BAC for NGA's and LGU's;
for GOCCs and GFIs - 15 cd ( Section 37 of the Revised IRR)

A. DOCUMENTS NEEDED: Present Absent Date Remarks

A.1. Notice of Award
A.2. Notification of Bidding Results of the Bidders
A.3. Print out on posting of Notice of Award
a. Phil-GEPS
b. Agency Website (if any)
c. Conspicuous place certified by the Head of BAC Secretrait

B. AUDITORIAL ANALYSIS: Yes No Date Remarks

B.1. Does the award issued within the required time?
B.2 Does the contract awarded to the bidder with the LCRB at its
submitted bid price or its calculated bid price, whichever is lower?
B.3. Does the award properly posted at Phil-GEPS, Agency Website
(if any) and conspicuous place?

9. Contract Preparation and Signing : within ten (10) calendar days from
receipt by the winning bidder of the NOA. (Section 37 of Revised IRR)

A. DOCUMENTS NEEDED: Present Absent Date Remarks

A.1. Perfected Contract, in standard form under PBD
A.2. Performance Security
 1) Cash, cashier’s/manager’s check,
bank draft/guarantee 10.00% of Contract Price
2) Irrevocable letter of credit 10.00% of Contract Price
3) Surety bond 30.00% of Contract Price
4) Combination of the foregoing
A.3. Other supporting documents of the contract (Section 37.2.3.g of the
Revised IRR)
1. Construction schedule and S-curve,
2. Manpower schedule,
3. Construction methods,
4. Equipment utilization schedule,
5. Construction safety and health program approved by the DOLE
6. PERT/CPM

B. AUDITORIAL ANALYSIS: Yes No Date Remarks

B.1. Does the Performance Security posted within the required
type, form and wording, validity period?
B.2. Does the contract signed within the required time?
B.3. Does the winning bidder submitted the required documents
before signing of the contract?

Page 6 of 7

10. Notice to Proceed: within three (3) calendar days from

the date of approval of the contract, for projects with an
ABC of 50M and below, the max. period is 2 calendar days

A. DOCUMENTS NEEDED: Present Absent Date Remarks

A.1. Notice of Proceed
A.2. Print out on posting of Notice of Proceed
a. Phil-GEPS
b. Agency Website (if any)
c. Conspicuous place certified by the Head of BAC Secretrait

B. AUDITORIAL ANALYSIS: Yes No Date Remarks

B.1. Does the Notice of Proceed issued within the required time?
B.2. Does the Notice of Proceed posted at Phil-GEPS, Agency Website
(if any) and conspicuous place?

Findings/Observations:

Reviewed by:

Date :
Page 7 of 7