Checklist Procurement Thru Bidding

DOCUMENTARY REQUIREMENTS PER COA CIRCULAR 2012-001 ANNEX A
***Disbursement Vouchers and Obligation Request and Status are inherent documentary requirements for all transactions requiring
cash disbursements
CASH ADVANCE SUBMITTED NOT SUBMITTED REMARKS
GRANT OF CASH ADVANCE:
1 Authority to handle cash advance stating the amount and the purpose for
which it was granted
2 Certification from Accountant that previous cash advance has been liquidated
(APPLICABLE TO ALL CASH ADVANCES)
3 Approved application for bond and/or fidelity bond for accountability of more
than P 5,000, (NOT APPLICABLE FOR TRAVELS)
4 Approved estimates of petty expenses for one month (for initial cash
advances)
ADDITIONAL REQUIREMENTS FOR CASH ADVANCE FOR LOCAL TRAVEL
1 Travel Order
2 Itenerary of Travel
FOREIGN TRAVEL:
1 Travel Order
2 Itenerary of Travel
3 Letter of Invitation from host/sponsoring country/agency/organization
4 For plane fare, quotations of 3 travel agencies or its equivalent
5 Flight itenerary issued by the airline/travel agency

Copy of the United Nations Development Programme (UNDP) rate for Daily
6 Subsistence Allowance (DSA) for the country of destination as basis for DSA to
be claimed
7 Document to show the dollar to peso exchange rate at the date of grant of
cash advance
8 Invitation to the agency inviting participants (issued by foreign country)
9 Acceptance of the nominees as participants (issued by foreign country)
10 Program Agenda and Logistics Information (in case of trainings/seminars)

DOCUMENTARY REQUIREMENTS PER COA CIRCULAR 2012-001 ANNEX B
***Disbursement Vouchers and Obligation Request and Status are inherent documentary requirements for all
transactions requiring cash disbursements
LIQUIDATION SUBMITTED NOT SUBMITTED REMARKS
PETTY CASH FUND

1 Report of Disbursement
2 Petty Cash Replenishment Report
3 Approved purchase request with certificate of Emergency

Purchase,, if necessary
4 Bills, receipts, sales invoices
5 Certificate of Inspection and Acceptance
6 Report of Waste Materials in case of replacement/repairs
7 Approved trip ticket, for gasoline expeses
Canvass from at least 3 suppliers for the purchases involving P
8 1,000 and above, except for purchases made while on official
travel
9 Summary/Abstract of Canvass
10 Petty Cash Vouchers duly accomplished and signed
11 OR in case of refund
Such other supporting documents that may be required and/or
12 required under the company policy depending on the nature of
expenses
LOCAL TRAVEL
1 Paper/electronic plane, boat or bus tickets, boarding pass,

terminal fee
2 Certificate of Attendance/Appearance
3 Approved Itinerary of Travel (Copy of previous approved Itinerary

of Travel if liquidation)
4 Department Personnel Order/Regional Order
5 Revised or supplemental Office Order or any proof supporting

the change of schedule
6 Revised Itinerary of Travel, if the previous approved itinerary was

not followed
7 Liquidation Report (if cash advance was granted)
8 Certification of Expenses not Requiring Receipts (for expenses

not exceeding P 300)
9 Reimbursement Expense Receipt (RER) for expenses more than P

300 without official receipts
10 OR in case of refund of excess cash advance (in case of CA)
11 Certificate of travel Completed
ADDITIONAL REQUIREMENT FOR FOREIGN TRAVEL
1 For reimbursement of actual travel expenses in excess of the

prescribed rate (EO No. 298)"
a) Approval by the President
b) Certification from the Head of Agency that it is absolutely
necessary
c) Hotel room bills with official receipts (certification or affidavit
of loss shall not be considered as an appropriate replacement for
the required hotel/lodging bills and receipts
2 Narrative report on trip undertaken/Report on Participation
* Same requirement for reimbursement of traveling expenses except for no. 7 and 10
DOCUMENTARY REQUIREMENTS PER COA CIRCULAR 2012-001 ANNEX B
LOCAL TRAVEL SUBMITTED NOT SUBMITTED
LOCAL TRAVEL
1 Paper/electronic plane, boat or bus tickets, boarding pass,

terminal fee
2 Certificate of Attendance/Appearance
3 Approved Itinerary of Travel
4 Department Personnel Order/Regional Order
5 Revised or supplemental Office Order or any proof supporting

the change of schedule
6 Liquidation Report (if cash advance was granted)
7 Certification of Expenses not Requiring Receipts (for expenses

not exceeding P 300)
8 Reimbursement Expense Receipt (RER) for expenses more than P

300 without official receipts
9 Certificate of travel Completed
10 Statement of Account from Travel Agency (for plane fare

payment)
ANNEX B
quirements for all
REMARKS
DOCUMENTARY REQUIREMENTS PER COA CIRCULAR 2012-001 ANNEX C
FUND TRANSFERS SUBMITTED NOT SUBMITTED REMARKS
1 Copy of duly notarized MOA/Trust Agreement
2 Copy of Approved Program of Work (for infrastructure project)
3 Approved Project Expenditures or Estimated Expenses indicating

the project objective and expected output (for othe rprojects)
Certification by the Accountant that funds previously transferred

4 the Implementing Agency (IA) has been liquidated and accounted
for in the books
Copy of the OR issued by the IA to the Source Agency

5 acknowledging receipt of funds transferred (for post audit
activities)
LIQUIDATION:
Report of Checks Issued and Report of Disbursements certified
1 correct by the Accountant approved by the Head of IA and duly
received by COA
2 Copy of OR issued for the refund of unexpended/unutilized

balance of fund transferred
DOCUMENTARY REQUIREMENTS PER COA CIRCULAR 2012-001 ANNEX D
***Disbursement Vouchers and Obligation Request and Status are inherent documentary requirements for all transactions
requiring cash disbursements
SALARY SUBMITTED NOT SUBMITTED REMARKS
1 Certified true copy of duly approved Appointment

2 Certified true copy of Oath of Office
3 Certificate of Assumption
4 Statement of Assets, Liabilities and Net Worth
5 Approved DTR
6 BIR Form 1902 and 2305
Additional Requirements for transferees (from one government office to another)
1 Clearance from money, property and legal accountabilities from

the previous office
Certified true copy of pre-audited disbursement voucher of last
2 salary received from previous office duly verified by the assigned
auditor thereat
3 BIR Form 2316 (Certificate of Compensation Payment/Tax

Withheld)
4 Certificate of Available Leave Credits
5 Service Record
Salary Differentials due to Promotion and/or Step Increment
Certified true copy of approved appointment in case of
1 promotion or Notice of Salary Adjustment in case of step
increment/salary increase
2 Certificate of Assumption
3 Approved DTR or certification that the employee has not incurred
leave without pay
Last Salary
1 Clearance from money, property and legal accountabilities
2 Approved DTR
Salary Due to heirs of deceased employee
1 Same requirements as those for last salary
2 Death Certificate authenticated by NSO
3 Marriage Contract authenticated by NSO, if applicable
4 Birth Certificates of surviving legal heirs authenticated by NSO
5 Designation of next-of-kin
6 Waiver of right of childred 18 years old and above
Maternity Leave
1 Certified true copy of approved application for leave
2 Certified true copy of Maternity leave clearance
3 Medical certificate for maternity leave
Additional Requirements for Unused Maternity Leave (upon assumption before the expiration of the 60 day ML
1 Medical certificate that the employee is physically fit to work
2 Certificate of assumption
3 Approved DTR
General Claims through ATM
1 Salary Payroll
DOCUMENTARY REQUIREMENTS PER COA CIRCULAR 2012-001 ANNEX E
NOT
HONORARIA SUBMITTED REMARKS
SUBMITTED
HONORARIA FOR COMMITTEE MEMBERS
Office Order creating and designating the BAC
1 composition and authorizing the members to collect
honoraria
2 Minutes of BAC Meeting
3 Notice of award to the winning bidder of procurement

activity being claimed
4 Certification that the procurement involves competitive

bidding
5 Attendance Sheet listing names of attendees to the BAC

meeting
HONORARIA FOR RESOURCE SPEAKERS
1 Invitation Letter
2 Office Order for the activity
3 Accomplishment Report
4 Course Syllabus/Program of Lectures
5 Certification from Program Manager/s as to no. of hours

and compliance with the tasked assigned
6 Curriculum Vitae
7 Guidelines
DOCUMENTARY REQUIREMENTS PER COA CIRCULAR 2012-001 ANNEX F
***Disbursement Vouchers and Obligation Request and Status are inherent documentary requirements for all transactions requiring cash
disbursements
OVERTIME SUBMITTED NOT SUBMITTED REMARKS
1 Overtime authority stating the necessity and urgency of the work

to be done, and the duration of overtime work
2 Overtime Work Program/Target
3 Quantified ovetime accomplishment duly signed by the

employee and supervisor
4 Approved DTR
5 Statement of Rendition of Overtime Services
DOCUMENTARY REQUIREMENTS PER COA CIRCULAR 2012-001 ANNEX G
TERMINAL LEAVE SUBMITTED NOT SUBMITTED REMARKS
1 Clearance from money, property and legal accountability from

the office of last assignment
2 Certified photocopy of employees leave card as at last date of

service duly audited by Personnel Division and COA
3 Certificate of leave credits issued by HRMO

4 Approve leave application
5 Complete service record
6 Statement of Assets, Liabilities and Net Worth (SALN)
Certified photocopy of appointment/Notice of Salary Adjustment
7 (NOSA) showing the highest salary received if the salary under
the last appointment is not the highest
8 Certificate of Available Leave Credits
9 Applicant's authorization (in affidavit form) to deduct all financial

obligations with the agency
10 Affidavit of applicant that is no pending criminal investigation or

prosecution against him/her
11 In case of resignation, employee's letter resignation duly

accepted by the Head of Agency
12 Ombudsman clearance per COA Circular 2013-001
Additional Requirements in case of death of claimant
12 Death certificate authenticated by NSO
13 Marriage contract authenticated by NSO
14 Birth Certificate of all surviving legal heirs authenticated by NSO
15 Designation of next of kin

16 Waiver of rights of children 18 years old and above
DOCUMENTARY REQUIREMENTS PER COA CIRCULAR 2012-001 ANNEX H
MONETIZATION SUBMITTED NOT SUBMITTED REMARKS
Approved leave application (10 days) with leave credit balance

1 certified by Human Resource Office
Request for leave covering more than 10 days duly approved by

2
the Head of Agency
3 For Monetization of 50% or more:
a. Clinical Abstract/medical procedures to be undertaken in case
of health, medical and hospital needs
b. Barangay certification in case of need for financial assistance
brought about by calamities, typhoons, fire etc.
DOCUMENTARY REQUIREMENTS PER COA CIRCULAR 2012-001 ANNEX I
LOYALTY AWARD SUBMITTED NOT SUBMITTED REMARKS

LOYALTY AWARD
1 Service Record
2 Certificate of non-payment from previous office (for transferee)
Certification from the HRMO that the claimant has not incurred
3 more than 50 days authorized vacation leave without pay within
the 10-year period or aggregate of 25 days authorized vacation
leave without pay within the 5-year period, as the case may be
DOCUMENTARY REQUIREMENTS PER COA CIRCULAR 2012-001 ANNEX J
UTILITIES SUBMITTED NOT SUBMITTED REMARKS
1 Statement of Account/Bill
DOCUMENTARY REQUIREMENTS PER COA CIRCULAR 2012-001 ANNEX K
***Disbursement Vouchers and Obligation Request and Status are inherent documentary requirements for all transactions requiring cash disbursements
INFRASTRUCTURE SUBMITTED NOT SUBMITTED REMARKS
First/Progress/Final Billing
1 Letter request from contractors for advance/progress/final payment or substituion in

case of release of retention money
2 Common to progress/final payments
- Statement of Work accomplished/Progress Billing
- Inspection Report by the Agency's Autorized engineer
- Results of Test analysis, if aplicable
- Statement of Time elapsed
- Monthly Certificate of Payment
- Statement of Work Accomplished (SWA)
- Contractor's affidavit on payment of laborers and materials
- Pictures, before, during and after construciton of items of work especially the
embedded items
- Photocopy of vouchers for all previous payments
- Certificate of Completion
3 COA Transmittal Letter
4
Such other documents peculiar to the contract and/or to the mode of procurement and
considered necessary in the auditorial review and in the technical evaluation thereof
Additional Documentary Requirements for Mobilization
1 Irrevocable standby letter of credit/security bond/bank guarantee callable upon

demand, issued by a surety or insurance company duly licensed by the Insurance
Commission and confirmed by the procuring entity
2 Such other documents peculiar to the contract and/or to the mode of procurement and
Additional Documentary Requirements for Variation/Change/Extra Work Order
1 Copy of Approved Change Order (CO)/Extra Work Order (EWO)
Copy of the approved original plans indicatin gthe affected portion(s) of the project and
2 duly revised plans and specifications, if applicable, indicating the changes made which
shall be color coded
Copy of the agency's report establishing the necessity/justification for the need of such
CO and/or EWO which shall include: (a) the computation as to the quantities of the
3 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; (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
Copy of the approved/revised PERT/CPM Network Diagram which shall be color coded,
4 reflecting the period and the corresponding detailed computations for the
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
5 Copy of the approved detailed breakdown of contract cost for the variation order
6 Copy of the COA Technical Evaluation Report for the original contract
If the Variation Order to be reviewed is not the 1st variation order, all of the above
7 requirements for all previously approved variation orders, if not yet reviewed,
otherwise, copy of the COA Technical Evaluation Report for thepreviously approved
variation orders
8 Additional performance security in theprescribed form and amount if variationorder
exceeds 10% of the original contract cost
9 Such other documents peculiar to the contract and/or to the mode of procurement and
Additional Documentary Requirements for Final Payment
1 As-Built plans
2 Warranty Security
Copy of turn over documents/transfer of project and facilities such as motor vehicle,
3 laptops, other equipment and furniture included in the contract to concerned
government agency
Release of Retention Money
General Guidelines
The total retention money shall be due for release upon final acceptance of the works. The contractor may, however, request the substitution of the retention money for
each progress billing with irrevocable standby letters of credit from a commercial bank, bank guaranties or surety bonds callable on demand, of amounts equivalent to the
retention money substituted for and acceptable to the government, provided that the project is on schedule and is satisfactorily undertaken
1 Any security in the form of cash, bank guarantee, irrevocable standby letter of credit
from a commercial bank, GSIS or surety bond callable on demand
2 Certification from the end-user that the project is completed and inspected
3 Photocopy of vouchers for all previous payments
DOCUMENTARY REQUIREMENTS PER COA CIRCULAR 2012-001 ANNEX L
cash disbursements
CONSULTING SERVICES SUBMITTED NOT SUBMITTED REMARKS

1
Additional documents under Annex D of COA Memorandum No.2005-

027 dated February 28, 2005 required to be submitted to theAuditor’s
Office within five days from the execution of the contract:
- If not in the Terms of Reference, appropriate approved documents
indicating the expected outputs/deliverables
- 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
- Copy of the curriculum vitae of the consultants and staff
2 Letter request for payment from the consultant
3 Approved Consultancy Progress/Final Reports, and/or output required

under the contract
4 Progresss/Final Billing
5 Contract of Infrastructue Projects subject of Project Management

Consultancy Services
6 Certification from End-User as to compliance by the consultant on the
TOR
Such other documents peculiar to the contract and/or to the mode of

7 procurement and considered necessary in the auditorial review and in
the technical evaluation thereof
DOCUMENTARY REQUIREMENTS PER COA CIRCULAR 2012-001 ANNEX M
SUPPLIES, MATERIALS, EQUIPMENT AND MOTOR SUBMITTED NOT SUBMITTED REMARKS

VEHICLES
1
Certificate of Exclusive Distributorship, if
applicable
2 Samples and brochures/photographs, if
applicable
3 For Imported Items:
-Consular Invoice/Pro-forma invoice of the

foreign supplier with the corresponding
details
-Home Consumption Value of the items
-Breakdown of the expenses incurre din the
importation
Original copy of Dealers/Supplier/s Invoices

4 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
5 Results of Test Analysis, if applicable
Tax receipts from the Bureau of Customs or

BIR indicating the exact specifications and/or
6 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
7 Inspection and Acceptance Report prepared

by the Department/Agency property
inspector and signed by the Head of Agency
or his authorized representative
8 For Equipment, Property Acknowledgment
Receipt
Warranty secuirty for a minimum period of

9 three months, in the case of expendable
supplies, or a minimum period of one year in
the case of non-expendable supplies, after
acceptance by the procuring entity of the
delivered supplies
Request for purchase of supplies, materials

10 and equipment duly approved by proper
authorities
In case of motor vehicles authority to
11 purchase from Agency Head and Secretary of
DBM, or OP depending on the type of vehicle
being provided
12 For Drugs and Medicines:
- Certificate of product registration from FDA

- Certificate of good manufacturing practice
from FDA
- Batch Release Certificate from FDA
- If the supplier is not the manufacturer,

certification from the manufacturer that the
supplier is an authorized distributor/dealer of
the products/items
List of recepients for goods directly received

13 by end-users and/or Requisition and Issue
Slip (if applicable)
14 Duly approved Purchase Order/Notarized
Contract
All documents required to be submitted to

15 COA within 5 days from execution of contract
(for public bidding) or copy of duly received
COA Transmittal
Such other documents peculiar to the

16 contract and/or to the mode of procurement
and considered necessary in the auditorial
review and in the technical evaluation
thereof
DOCUMENTARY REQUIREMENTS PER COA CIRCULAR 2012-001 ANNEX N
VENUE/CATERING SUBMITTED NOT SUBMITTED REMARKS

2 Certification from the contractor as to the
number of pax served
3 Statement of Room List (if live-in)
4 Duly approved Purchase Order/Notarized

Contract
5
Waiver of the winning bidder if applicable
6 Confirmation of venue
7 Statement of Account/Invoices/Bills
8 Purchase Request duly approved by proper

authorities
9 Personnel Order authorizing conduct of
activity
10 Duly signed Attendance Sheet

COA Transmittal

thereof
DOCUMENTARY REQUIREMENTS PER COA CIRCULAR 2012-001 ANNEX O
cash disbursements
JANITORIAL/SECURITY/HAULING AND SIMILAR SERVICES SUBMITTED NOT SUBMITTED REMARKS

2 Request for Payment
3 Contractor's bill
4 Certificate of Acceptance
5 Record of Attendance/Service
6 Proof of remittance to concerned government agency and/or GOCC's

(BIR/SSS/HDMF)
7
All documents required to be submitted to COA within 5 days from
execution of contract (for public bidding) or copy of duly received COA
Transmittal on 1st payment only
8 Duly Notarized Contract pm on 1st payment only
9
procurement and considered necessary in the auditorial review and in
DOCUMENTARY REQUIREMENTS PER COA CIRCULAR 2012-001 ANNEX P
cash disbursements
RENTAL CONTRACTS SUBMITTED NOT SUBMITTED REMARKS

2 Bill/Invoices
3 Certificate of occupancy (space/building)
4 MOA/Contract (rent to own contract) upon last payment

5 execution of contract (for public bidding) or copy of duly received COA
Transmittal on 1st payment only
6
procurement and considered necessary in the auditorial review and in
DOCUMENTARY REQUIREMENTS PER COA CIRCULAR 2012-001 ANNEX Q
cash disbursements
REPAIR AND MAINTENACE OF EQUIPMENT AND MOTOR VEHICLES SUBMITTED NOT SUBMITTED REMARKS
1
Copy of pre-repair evaluation report and approved detailed plans by the
agency showing in sufficient detail the scope of work/extent of repair to
be done
2 Report of Waste Materials
3 Warranty Certificate
5 Bill/Invoices
Post-Inspection and Acceptance Report prepared by the

6 Department/Agency property inspector and signed by the Head of
Agency or his authorized representative

Transmittal

DOCUMENTARY REQUIREMENTS PER COA CIRCULAR 2012-001 ANNEX R
cash disbursements
CULTURAL AND ATHLETIC ACTIVITIES SUBMITTED NOT SUBMITTED REMARKS

1 Budget Estimates approved by Head of Agency
2 Same requirements under procurement depending on the nature of

expense and the mode of procurement adopted

Transmittal
Out of the appropriations authorized in the GAA for Maintenance and Other Operating Expenses (MOOE) for each
department, bureau, office or agency, an annual amount not exceeding One Thousand Two Hundred Pesos (P1,500) per
employee-participant may be used for the purchase of costume or uniform, and other related expenses in the conduct of
cultural and athletic activities
Basic Requirements for all types of procurement through public bidding ANNEX S
PUBLIC BIDDING SUBMITTED NOT SUBMITTED REMARKS
1 Authenticated photocopy of the approved APP and any amendment thereto

2 Approved contract supported by the following documents which are required
under COA Circular No. 2009-001 dated February 12, 2009 and COA
Memorandum No. 2005-027 dated February 28, 2005 to be submitted to the
Auditor’s Office within five days from the execution of the contract:
* Invitation to Apply for Eligibility to Bid
* Letter of Intent
* Results of Eligibility Check/Screenin g
* Bidding Documents enumerated under Section 17.1 of the Revised [RR of
RA No. 9184 which includes a complete set of approved plans/drawings
and technical specifications for infrastructure projects, complete technical
description of equipment, aircraft and accessories, scope of works, if
applicable, for goods, and rental and repair contracts, and Terms of
Reference (TOR) for consultancy services
* Minutes of Pre-Bid Conference, [Approved Budget for Contract (ABC)
1 million and above]
* Agenda and/or Supplemental Bulletins, if any
* Bidders Technical and Financial Proposals
* Minutes of Bid Opening
* Abstract of Bids
* Post-Qualification Report of Technical Working Group
* BAC Resolution declaring winning bidder
* Notice of Post Qualification
* BAC Resolution recommending approval and approval by the Head of the
Procuring Entity of the Resolution of the BAC recommending award of
contract
* Notice of Award
* Performance Security
* Program of Work and Detailed Estimates
* Notice to Proceed, indicating the date of receipt by the contractor
* Detailed Breakdown of the ABC
* Copy of the Approved PERT/CPM Network Diagram and detailed
computations of contract time
* 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 for infrastructure projects
- indicating the following, among others, for consultancy services:
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 and actual costs
- indicating costs and dates of acquisition of the equipment, quantities
and cost of materials, spare parts, and supplies furnished by the
contractor for j anitorial/security/maintenance services
- indicating the monthly lease payment and period of lease for lease contracts
3 Copy of Advertisement of Invitation to Bid/request for expression of interest
- Newspaper clippings of advertisement (ABC 5.0 million and above for
infrastructure, 2.0 million and above for goods, and 1.0 million or
four months duration and above for consulting services)
- Printout copy of advertisement posted in PhilGEPS
- Certification from the Head of BAC Secretariat on the posting of
advertisement at conspicuous places
- Printout copies of advertisement posted in agency website, if any
4 Documentary requirements under Sections 23.1 and 25.2.b for infrastructure
projects, 23.1 and 25.28. for goods and 24.1 and 25.2c for consulting services,
ofthe Revised lRR ofRA No. 9184
5 Minutes of Pre-procurement Conference for projects costing above 5 .0
million for infrastructure, 2.0 million and above for goods, and 1.0 million
and above for consulting services
6 Bid Evaluation Report
7 Ranking of short listed bidders for consulting services
8 Post Qualification Evaluation Report
PUBLIC BIDDING SUBMITTED NOT SUBMITTED REMARKS
9 Printout copy of posting of Notice of Award, Notice to Proceed and Contract

of award in the PhilGEPS
10 Evidence of Invitation of three observers in all stages of the procurement process
pursuant to Section 13.1 of the Revised IRR of RA No. 9184
11 Request for purchase of requisition of supplies, materials and equipment duly approved
by proper authorities
Additional Documentary Requirements for General support Services (janitorial, secuirty, maintenance, and similar services)
12 The number of personnel involved and their corresponding rates/salary
Schedule of work andplaces of assignment or station/visits indicating, among others,
the number of hours per visit
The type and number of equipment to be served (in case of visitorial maintenance
service
The scaled floor plans of the building and other area/s covered by the service contract
(for janitorial services)
The group classification of personnel to determine the Equivalent Equipment Monthly

Statutory Minimum Wage Rate in accordance with the applicable Rules Implementing
RA No. 6727
Approved documents indicating the minimum requirements of the agency on the

number of security personnel to be involved in the project (for security service
contract)
The population of the agency where the services are rendered (for security service
controls)
Detailed description of the maintenance services to be rendered or activities to be
performed (for maintenance service contracts)
Additional Documentary Requirements for Forwarding/Shipping/Hauling Contract
13 The type/kind and technical descriptionof the mode of transportation used
The point of origin and destination including the estimated distance/s if transported by
14 land
15 The estimated weight and volume of cargoes involved
Additional Documentary Requirements for Rental Contracts
16 For privately owned office/building
- complete copy of the building floor plans indicating in shaded colors the rentable
space
- 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
- 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.
- Copy of the Master of Deed Declaration and Restrictions in case of lease/rental of
office condominiums
For equipment rental/lease/purchase contract
- Agency evaluation of equipment utilization
- Pertinent data of area of operation
17 List of prevailing comparable property within vicinity
18 Vicinity map
Basic Requirements Common to all Purchases under alternative modes ANNEX T
** Documents to be submitted within five working days from the execution of the contract as required under COA Circular No.
2009-001 dated February 12, 2009
ALTERNATIVE MODES SUBMITTED NOT SUBMITTED REMARKS
Purchase Order/Letter Order/Contract, duly approved by the official concerned and

1 accepted by the supplier (date of acceptance must be clearly indicated, especially
when the time or date of delivery is dependent on or will be counted from the date of
acceptance of the purchase order/letter order/contract)
Proof of posting of invitation or request for submission of price quotation in the

2 PhilGEPS website, website of the procuring agency, if available, and at any conspicuous
place reserved for this purpose in the premises of the procuring agency for a period of
seven calendar days in case of Shopping under Section 52.1(b), and Negotiated
Procurement under Sections 53.1 (two failed bidding) and 53.9 (small value
procurement) of the Revised IRR of RA No. 9184
Performance and warranty securities, except for shopping and negotiated

3 procurement under emergency cases, small value procurement, lease of real property
and United Nation (UN) agencies
BAC Resolution recommending and justifying to the Head of Procuring Entity (HOPE)
4 the use of alternative mode of procurement and approval by the HOPE of the BAC
Resolution recommending award of contract
Proof of posting of Notice of Award in the PhilGEPS website, the website of the
5 procuring entity concerned, if available, and at any conspicuous place reserved for this
purpose in the premises of the procuring entity
6 Approved Procurement Plan
7 Approval by the HOPE or his duly authorized representative on the use of the
alternative methods of procurement, as recommended by the BAC
8 Statement of the prospective bidder that it is not blacklisted or barred from bidding by
the Government or any of its agencies, offices, corporations or LGUs
9 Sworn affidavit of the bidder that it is not related to the HOPE by consanguinity or
affinity up to the third civil degee
Additional Documentary Requirements for Limited Source Bidding
Copy of direct invitation to bid served by the concerned agency to all suppliers or
10 consultants appearing in the late-selected list of manufacturers / suppliers /
distributors with known experience and proven capability on the requirements of the
particular contract
11 Winning bidder’s offer or proposal
12 Abstract of bids showing the most responsive and complying bidder from among the
other bidders who participated in the bidding
13 Notice of Award
Documentary requirements under Sections 23.1 and 25.2(a) for goods, 23.1 and
14 25.2(b) for infrastructure, 25.1 and 25.2(c) for consultancy services, of the Revised IRR
of RA No. 9184
Such other documents peculiar to the contract and/or to the mode of procurement
15 and considered necessary in the auditorial review and in the technical evaluation
thereof
16 Bid security (required under Section 54.4 IRR-A, RA No. 9184)
17 Copy of letter to selected manufacturer/supplier/distributor to submit a price

quotation and conditions of sale
Certificate of Exclusive Distributorship issued by the principal under oath and

18 authenticated by the embassy/consulate nearest the place of the principal, in case of
foreign suppliers
ALTERNATIVE MODES SUBMITTED NOT SUBMITTED REMARKS
Certification from the agency authorized official that there are no sub-dealers selling at
19 lower prices and for which no suitable substitute can be obtained at more
advantageous terms to the government
20 Certification of the BAC in case of procurement of critical plant components and/or to
maintain certain standards
Study/survey done to determine that there are no sub-dealers selling at lower prices
21 and for which no suitable substitute can be obtained at more advantageous terms to
the government
Such other documents peculiar to the contract and/or to the mode of procurement
22 and considered necessary in the auditorial review and in the technical evaluation
thereof
Additional Documentary Requirements for Repeat Order
23 Copy of the original contract used as basis for repeat order indicating that the original
contract was awarded through public bidding
24 Certification from the Purchasing Department/Office that the supplier has complied
with all the requirements under the original
Additional Documentary Requirements for Shopping
25 Price quotations from at least three (3) bonafide and reputable
manufacturers/suppliers/distributors
26 Abstract of Canvass
Additional Documentary Requirements for Negotiated Procurement
27 Price quotation/bids/final offers from at least be three invited suppliers
28 Abstract of submitted Price Quotation
29 BAC Resolution recommending award of contract to Lowest Calculated Responsive Bid (LCRB
30 Agency’s offer for negotiations with selected suppliers, contractors or consultants
31 Certification of BAC on the failure of competitive bidding for the second time
32 Evidence of invitation of observers in all stages of the negotiation
33 Eligibility documents in case of infrastructure projects
34 Justification as to the necessity of purchase (for emergency cases)
35 Copy of terminated contract (in case of take-over of contracts)
36 Reasons for the termination (in case of take-over of contracts)
Negotiation documents with the second lowest calculated bidder or the third lowest
37 calculated bidder in case of failure of negotiation with the second lowest bidder. If
negotiation still fails, invitation to at least three eligible contractors (in case of take-over
of contracts)
Approval by the Head of the Procuring Agency to negotiate contracts for projects
38 under exceptional cases (in case of take-over of contracts)
39 Letter/invitation to submit proposals (for SVP)
Original contract and any document indicating that the same resulted from competitive
40 bidding (for adjacent or contiguous projects)
Scope of work which should be related or similar to the scope of work of the original
41 contract (for adjacent or contiguous projects)
Latest Accomplishment report of the original contract showing that there was no
42 negative slippage/delay (for adjacent or contiguous projects)
DOCUMENTARY REQUIREMENTS PER COA CIRCULAR 2012-001
***Disbursement Vouchers and Obligation Request and Status are inherent documentary requirements for all transactions r
cash disbursements
RELEASE OF RETENTION FOR GOODS SUBMITTED

1 FDA Result of Analysis
Certification from the end-user that the goods delivered are free from
2 patent and latent defects and all conditions imposed under the contract
have been fully met
3 Copy of the Disbursement Voucher and other pertinent documents
relating to payment of goods delivered

ANNEX U
ry requirements for all transactions requiring
NOT SUBMITTED REMARKS

***Disbursement Vouchers and Obligation Request and Status are inherent documentary requirements for all transactions r
cash disbursements
JOB ORDER SALARY SUBMITTED

1 Approved DTRs
2 Approved Payroll

ANNEX V
ry requirements for all transactions requiring
NOT SUBMITTED REMARKS

TRANSPORTATION/DELIVERY SERVICES SUBMITTED NOT SUBMITTED

2 Duly signed Trip Ticket
3 Van Rental Form
4 Certification of Operator as to No. of Days

travelled and No. of Vehicles used
6 Purchase Request duly approved by proper

authorities
7 Duly approved Purchase Order/Contract
8 Personnel Order authorizing conduct of

activity

COA Transmittal

thereof
ANNEX W
documentary requirements for all
REMARKS
SCHOLARSHIP GRANTS SUBMITTED NOT SUBMITTED
1 Contracts
2 Department Order
3 Guidelines
5 Certification from school as to enrolled

scholars

thereof
ANNEX X
REMARKS
DOCUMENTARY REQUIREMENTS PER COA CIRCULAR 2012-001 ANNEX Y
SCHOLARSHIP GRANTS SUBMITTED NOT SUBMITTED REMARKS
1 RO Guidelines
2 Duly Approved Purchase Request
3 Original Official Receipts
4 Medical Certificate
5 Medical Prescriptions
SCHOLARSHIP GRANTS SUBMITTED NOT SUBMITTED
1 Billing Statement from SPMC/DRMC

ANNEX Z
REMARKS
OTHERS SUBMITTED NOT SUBMITTED
1 Original Official Receipts

2 Payroll
3 Purchase Request
4 Letter Request
5 Approved guidelines
6 Certification
8 Statement of Account/Invoice/Billings
9 Inspection/Acceptance Report

contract and/or to the mode of procurement
thereof
ANNEX A-1
REMARKS

Checklist Procurement Thru Bidding

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DOCUMENTARY REQUIREMENTS PER COA CIRCULAR 2012-001 ANNEX A

CASH ADVANCE SUBMITTED NOT SUBMITTED REMARKS

GRANT OF CASH ADVANCE:

3 Letter of Invitation from host/sponsoring country/agency/organization

4 For plane fare, quotations of 3 travel agencies or its equivalent

5 Flight itenerary issued by the airline/travel agency

8 Invitation to the agency inviting participants (issued by foreign country)

9 Acceptance of the nominees as participants (issued by foreign country)

10 Program Agenda and Logistics Information (in case of trainings/seminars)

LIQUIDATION SUBMITTED NOT SUBMITTED REMARKS

PETTY CASH FUND

3 Approved purchase request with certificate of Emergency

1 Paper/electronic plane, boat or bus tickets, boarding pass,

3 Approved Itinerary of Travel (Copy of previous approved Itinerary

5 Revised or supplemental Office Order or any proof supporting

6 Revised Itinerary of Travel, if the previous approved itinerary was

8 Certification of Expenses not Requiring Receipts (for expenses

9 Reimbursement Expense Receipt (RER) for expenses more than P

1 For reimbursement of actual travel expenses in excess of the

2 Narrative report on trip undertaken/Report on Participation

LOCAL TRAVEL SUBMITTED NOT SUBMITTED

1 Paper/electronic plane, boat or bus tickets, boarding pass,

5 Revised or supplemental Office Order or any proof supporting

7 Certification of Expenses not Requiring Receipts (for expenses

8 Reimbursement Expense Receipt (RER) for expenses more than P

10 Statement of Account from Travel Agency (for plane fare

FUND TRANSFERS SUBMITTED NOT SUBMITTED REMARKS

1 Copy of duly notarized MOA/Trust Agreement

2 Copy of Approved Program of Work (for infrastructure project)

3 Approved Project Expenditures or Estimated Expenses indicating

Certification by the Accountant that funds previously transferred

Copy of the OR issued by the IA to the Source Agency

2 Copy of OR issued for the refund of unexpended/unutilized

SALARY SUBMITTED NOT SUBMITTED REMARKS

1 Certified true copy of duly approved Appointment

1 Clearance from money, property and legal accountabilities from

3 BIR Form 2316 (Certificate of Compensation Payment/Tax

3 Notice of award to the winning bidder of procurement

4 Certification that the procurement involves competitive

5 Attendance Sheet listing names of attendees to the BAC

5 Certification from Program Manager/s as to no. of hours

OVERTIME SUBMITTED NOT SUBMITTED REMARKS

1 Overtime authority stating the necessity and urgency of the work

3 Quantified ovetime accomplishment duly signed by the

TERMINAL LEAVE SUBMITTED NOT SUBMITTED REMARKS

1 Clearance from money, property and legal accountability from

2 Certified photocopy of employees leave card as at last date of

3 Certificate of leave credits issued by HRMO

9 Applicant's authorization (in affidavit form) to deduct all financial

10 Affidavit of applicant that is no pending criminal investigation or

11 In case of resignation, employee's letter resignation duly

14 Birth Certificate of all surviving legal heirs authenticated by NSO

15 Designation of next of kin

MONETIZATION SUBMITTED NOT SUBMITTED REMARKS

Approved leave application (10 days) with leave credit balance

Request for leave covering more than 10 days duly approved by

LOYALTY AWARD SUBMITTED NOT SUBMITTED REMARKS

2 Certificate of non-payment from previous office (for transferee)

UTILITIES SUBMITTED NOT SUBMITTED REMARKS

INFRASTRUCTURE SUBMITTED NOT SUBMITTED REMARKS

1 Letter request from contractors for advance/progress/final payment or substituion in

1 Irrevocable standby letter of credit/security bond/bank guarantee callable upon