CONTRACT REVIEW CHECKLIST– GOODS

Documents
√/x
a) Authenticated photocopy of the Approved APP and any amendment Barangay
thereto – Post Audit
b) Invitation to apply for eligibility and to Bid,
1) Copy of newspaper advertisement ,if any, Not Applicable
2) Copy of IAEB posted in conspicuous place, Barangay
3) Certification of BAC posting in conspicuous places Barangay
4) Evidence of posting in the agency website, Not Applicable
5) Evidence of Posting in the PhilGEPS. Barangay
c) Invitation to Observer
1) COA Barangay
2) Others Barangay
d) Letter of Intent Supplier
e) Eligibility documents and Eligibility data sheet Supplier
f) Eligibility Requirements,
Eligibility Documents
1) Class A documents
1. Registration certificate from SEC, DTI for sole proprietorship or CDA Supplier
for cooperatives, or any proof of such registration as stated in the
bidding documents
2. Mayor’s permit issued by the city or municipality where the principal Supplier
place of business of the prospective bidder is located
3. The prospective bidder’s audited financial statements, showing Supplier
among others, the prospective bidder’s total and current assets and
liabilities, stamped received by the BIR or its duly accredited and
authenticated and authorized institutions, for the preceding calendar
year which should not be earlier than two (2) years from the date of
bid submission.
4. Statement of the prospective bidder of all its ongoing and completed Supplier
government and private contracts, including contracts awarded but
not yet started, if any whether similar or not similar in nature and
complexity to the contract to be bid, within the relevant period as
provided in the bidding documents. The statement shall include all
information required in the PBDs prescribed by the GPPB.
5. The prospective bidder’s computation for its Net Financial Contracting Supplier
Capacity (NFCC) or a commitment from a Universal or Commercial
Bank to extend credit line in favour of the prospective bidder if
awarded the contract to be bid (CLC).
NFCC = Current assets minus current liabilities (K) minus the value
of all outstanding or uncompleted portions of the projects under on-
going contracts, including awarded contracts yet to be started
coinciding with the contract to be bid.
6. Tax Clearance per E.O 398 s. of 2005 Supplier
2. ) Class “B” Documents Not Applicable
Valid joint venture agreement (JVA), in case the joint venture is
already in existence
Technical Documents
1. Bid security in the prescribed form, amount and validity period
a) Bank draft/guarantee or irrevocable letter of credit
b) Cash or cashier’s/Manager Check
 Documents
√/x
c) Surety Bond-Shall be accompanied by a certification by the Supplier
insurance commission that the surety or insurance company is
authorized to issue such instruments.
d) Bid Securing Declaration Not Applicable
2. Schedule of Requirements (Section VI of the BDS) Supplier
3. Technical Specifications (Section VII of the BDS). Supplier
4. Sworn Statement in accordance with Sec. 25.2 (a) (iv) of the IRR of Supplier
RA 9184 and using the form prescribed in Section VIII-Bidding Forms.
g) Result of Eligibility Check Screening Barangay
h) Bidding Documents(Sec. 17.1, IRR-A, RA 9184 which includes the
following:
1. Complete set of approved detailed plans/drawings/layout/sketch, if n/a
applicable
2. Complete set of technical specifications (Complete set of approved barangay
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, kind of service rendered)
i) Minutes of Pre-Procurement Conference, if any n/a
j) Minutes of Pre-bid Conference, if applicable, n/a
k) Agenda and/or Supplemental Bid, Bulletin, if any, n/a
l) Bidders Technical and Financial Proposals,
a) Financial Bid Form, which includes bid prices and the bill of Barangay
quantities and the applicable Price Schedule
m) Minutes of Bid Opening Barangay
n) Minutes of Rebidding, if applicable n/a
o) Abstract of Bids Barangay
p) Post Qualification Report of Technical Working Group, Barangay
q) BAC resolution declaring winning bidder, Barangay
r) Notice of Post Qualification and submission of the ff: Barangay
1. Latest Income or Business Tax return per BDS Supplier
2. Certificate of PhilGEPS Registration Supplier
3. Other Appropriate licenses and Permits in BDS n/a
s) BAC Resolution recommending approval Barangay
t) Notice of Award Barangay
u) Evidence of posting of Notice of Award Barangay
v) Contract Agreement/Purchase Order, Job Order, etc. Barangay
a) Special conditions of Contract
b) General Conditions of Contract
w) Performance Security
1) Cash or Cashier’s Check 5% n/a
2) Bank draft/guarantee or irrevocable letter of credit 5% n/a
3) Surety Bond callable upon demand duly certified by the insurance Supplier
commission as authorized to issue such security. 30%
4) Any combination of the foregoing. n/a
x) Certificate of Availability of Funds, Obligation Request Barangay
y) Notice to Proceed Barangay
 Documents
√/x
z) Such Other Documents peculiar to the contract and/or to the mode of n/a
procurement and considered necessary in the auditorial review and in
the technical evaluation thereof.
a. Copy of the canvass sheets prepared by Authorized GSO in Barangay
determining the ABC or PR amount
b. Copy of the document containing the approved breakdown of the Barangay
Approved Budget for the Contract (ABC)
c. Copy of the document containing the breakdown of the contract Barangay
amount
d. Samples and brochure/photographs, if applicable Supplier
e. Appropriate approved documents indicating the unit prices of the Barangay
items
f. Certificate of Exclusive Distributorship, if applicable n/a
g. Copy of Dealer’s/Supplier’s Invoice, Delivery Receipts (if applicable), Supplier
showing the quantity, description of the articles, unit and total
value, duly signed by the dealer or his representative, and
indicating receipt by the proper agency official of items delivered
h. For imported items: n/a
1. Consular Invoice/Pro-forma invoice of the foreign supplier with n/a
the corresponding details
2. Home consumption value of the items n/a
3. Breakdown of the expenses incurred in the importation n/a
i. Request for purchase of supplies, materials or equipment, duly barangay
approved by proper authorities
j. In case of motor vehicles, (AO No. 233 dated August 1, 2008) n/a
authority to purchase
1. Agency Head and Secretary of DBM, or OP depending on the n/a
type of vehicles being provided (Section 7 and 9)
2. Local Chief Executives, including Punong Barangay, for types of n/a
vehicles enumerated under Sec. 7 of AO No. 233 sourced from
their unencumbered local funds and if chargeable under the
GAA, either from the DBM or OP depending on the type of
vehicles purchased (Sec. 7 and 9)
k. Performance/Quality Tests Results/results of test Analysis, if n/a
applicable
l. Inspection and Acceptance Report prepared by Department/Agency Barangay
property inspector and signed by the Head of Agency or his
authorized representative
m. Tax receipts from the Bureau of Custom or the BIR indicating the n/a
exact specifications and/or serial number of the equipment
procured by the government as proof of payment of all taxes and
duties due on the same equipment, supplied or sold to the
government (Administrative Order No. 200 dated November 21,
1990)
n. For equipment, Property Acknowledgement Receipt n/a
For Supplier:

1. Letter of Intent (date: after posting in ITB but before opening of bids)

2. Registration certificate from SEC, DTI for sole proprietorship or CDA for cooperatives, or any
proof of such registration as stated in the bidding documents

3. Mayor’s permit issued by the city or municipality where the principal place of business of the
prospective bidder is located

4. The prospective bidder’s audited financial statements, showing among others, the prospective
bidder’s total and current assets and liabilities, stamped received by the BIR or its duly
accredited and authenticated and authorized institutions, for the preceding calendar year which
should not be earlier than two (2) years from the date of bid submission.

5. Statement of the prospective bidder of all its ongoing and completed government and private
contracts, including contracts awarded but not yet started, if any whether similar or not similar
in nature and complexity to the contract to be bid, within the relevant period as provided in the
bidding documents. The statement shall include all information required in the PBDs prescribed
by the GPPB.

6. The prospective bidder’s computation for its Net Financial Contracting Capacity (NFCC) or a
commitment from a Universal or Commercial Bank to extend credit line in favour of the
prospective bidder if awarded the contract to be bid (CLC).

NFCC = Current assets minus current liabilities (K) minus the value of all outstanding or
uncompleted portions of the projects under on-going contracts, including awarded contracts yet
to be started coinciding with the contract to be bid.

6. Tax Clearance per E.O 398 s. of 2005

7. Surety Bond-Shall be accompanied by a certification by the insurance commission that the surety or
insurance company is authorized to issue such instruments. (date: before opening of bids)

8. Any or all of the ff:

a. Production/delivery schedule

b. Manpower requirements

c. After-Sales service/parts, if applicable

d. Technical specifications

9. Omnibus Sworn Statement in accordance with Sec. 25.2 (a) (iv) of the IRR of RA 9184 and using the form
prescribed in Section VIII-Bidding Forms (date: before opening of bids)

10. Latest Income or Business Tax return per BDS

11. Certificate of PhilGEPS Registration

11. Surety Bond callable upon demand duly certified by the insurance commission as authorized to issue such
security. 30% (date: after Notice of Award)

14. Samples and brochure/photographs, if applicable

15. Copy of Dealer’s/Supplier’s Invoice, Delivery Receipts (if applicable), showing the quantity, description of
the articles, unit and total value, duly signed by the dealer or his representative, and indicating receipt by
the proper agency official of items delivered (date: After Notice to Proceed)

Stage Stage Activities Deadline days Documents

Request for purchase of supplies, materials or

equipment, duly approved by proper
authorities

Authenticated photocopy of the Approved

APP and any amendment thereto – Post
Audit

Copy of the canvass sheets prepared by

Authorized GSO in determining the ABC or PR
amount

Copy of the document containing the

approved breakdown of the Approved
Budget for the Contract (ABC)

1 Advertisement/ 7 cd - Copy of IAEB posted in conspicuous place,

Posting of Invitation
to Bid/Request for -Certification of BAC posting in conspicuous
Expression of places
Interest
-Evidence of Posting in the PhilGEPS.

-Invitation to Observer- COA

2 Issuance and From 1st day From Supplier: Letter of Intent (date:
availability of of
after posting in ITB but before opening of
Bidding Documents Stage 1 until
Stage bids)
3

3 Submission and 45 cd from 1 cd FROM SUPPLIER:

receipt of Bids last day (includes
of Stage 1 for opening Eligibility-Legal Documents
Goods. of bids
and
 DTI/SEC/CDA registration
eligibility
check)  Mayor’s permit issued in the
principal place of business of the
bidder [expired permit w/ OR for
renewal now allowed]

 Tax clearance (now and eligibility

– legal doc. GPPB res. 21-2013
approved on 07/30/13, to take
effect immediately; provisional
tax clearance no longer
acceptable, GPPB res. 2014-01),
 Statement of On-going and
completed contracts, whether in
the government or private,
including contracts awarded but
not yet started

 Largest Single Similar Completed

Contract (Non-expendable = 50%
of ABC; Expendable 25% of ABC)

Eligibility Financial Documents

 Audited FS stamped “received”

by the BIR or its duly authorized
institutions which should not be
earlier than 2 yrs from date of
bid submission

 NFCC (at least equivalent to the

ABC)

Technical Component

 Surety Bond

 Any or all of the ff:

e. Production/delivery schedule

f. Manpower requirements

g. After-Sales service/parts, if
applicable

h. Technical specifications

 Omnibus Sworn Statement

 Samples and
brochure/photographs, if
applicable
 FROM BARANGAY:

 Minutes of Bid Opening

 BAC Sec. certification that

bidder’s Class A docs are updated
and current

 Checklist of Class A -Eligibility-

Legal Documents

 Checklist of Class A -Eligibility-

Technical Documents

 Checklist of Eligibility Financial

Documents

 Class B Document (Valid JVA)

 Checklist of Technical
Documents (1st Envelope)

 Checklist of Financial Proposal

(2nd Envelope)

4 Bid Evaluation 1cd  - Bid Evaluation Report of the

BAC

 Abstract of Bids as Read/As

Calculated

 BAC Notice to LCB and non-LCB

bidders

 minutes of bid evaluation

5 Post-qualification 1 cd  Post-Qualification Report of the

BAC
 Notice of Post Qualification
 Latest Income or Business Tax return
(from Supplier)

 Certificate of PhilGEPS Registration

(from Supplier)

 BAC resolution declaring winning

bidder,

6 Approval of 2 cd (1 cd -BAC Resolution recommending approval

resolution/Issuance for
of Notice of Award BAC
resolution
 and 1 cd -Notice of Award
for
NOA -Evidence of posting of Notice of Award

7 Contract preparation 2 cd (1 cd -Contract Agreement/Purchase Order

and signing for
contract -Performance Security (from Supplier)
preparation
and Certificate of Availability of Funds
1 cd for
contract
signing

Approval of contract 1 cd
by higher authority
Issuance of Notice 1 cd Notice to Proceed
to Proceed
16