POLICY GUIDELINES AND PROCEDURES IN THE IMPLEMENTATION OF THE FY 2019 LOCAL

GOVERNMENT SUPPORT FUND – ASSISTANCE (LGSF – AM) PROGRAM

(Memorandum Circular No. 2019-71)
MONITORING STAGES
PRE-IMPLEMENTATION STAGE (60 DAYS)
DAY 0 Date of Issuance of NADAI (Notice of Authority to Debit Account Issued)
Transfer of Funds from the General Account to the Trust Account of the LGU
30 Calendar Days
  Issuance of Confirmation Letter (Annex D: Municipality’s Confirmation on
the Receipt of FY 2019 AM Fund)
30 Calendar Days Installment of Annex I: Community Billboard
Preparation of POW, DED and Bidding Documents
60 Calendar Days Creation or reactivation of the Project Monitoring Committee (PMC)
Submission of the Notarized LGU Certification of Compliance to Project
Implementation(Annex E-1 to Annex E-9) together with a copy of POW, DED
and Project Implementation Schedule (Annex F-2) to the DILG-PO
PROCUREMENT STAGE (MINIMUM OF 26 CALENDAR DAYS TO MAXIMUM OF 141 CALENDAR
DAYS in accordance with the revised IRR of R.A. no. 9184)
Shall commence upon the submission of Annex D and shall end upon the
 
issuance of the Notice to Proceed (NTP)
Posting of ITB and a provision of a copy of the same to the MLGOO
7 Calendar Days
Invitation of CSO as observer during the bid opening
50 Calendar Days Opening of Bids
67 Calendar Days Issuance of Notice of Award
Issuance of the Notice to Proceed (NTP) within SEVEN (7) calendar days after
the approval of the contract with advice to mobilize within SEVEN (7) calendar
17 Calendar Days days upon receipt of the NTP
Notification to the MLGOO and CSO of the NTP Issuance
*The MLGU shall provide an electronic or hard copy of the duly received NTP to
the DILG-PO within seven (7) days from the date of receipt by the Contractor.
IMPLEMENTATION SCHEDULE (MINIMUM OF 52 CALENDAR DAYS BASED ON DPWH CIRCULAR
NO. 44 series of 2012 and No. 71 series of 2013 AND A MAXIMUM OF 247 CALENDAR DAYS FROM
THE RECEIPT OF CERTIFICATE OF ACCEPTANCE BY THE CONTACTOR TO THE ISSUANCE OF
CERTIFICATE OF ACCEPTANCE BY THE LGU)
*Implementation schedule (Annex F-2) shall be the basis in monitoring actual
physical accomplishment of each particular project
 
*A revised Annex F-2 shall be submitted for any change in the duration of
project implementation
15 Calendar Days Installment of the Project Billboard by the Contractor
7 Calendar Days Mobilization (upon the receipt of the NTP by the Contractor)
Posting of the Implementation Status of the project on the LGU Website
30 Calendar Days
Assigning a Project Engineer to supervise construction activities of each project
45 - 240 Calendar
Construction
Days
 POLICY GUIDELINES AND PROCEDURES IN THE IMPLEMENTATION OF THE FY 2019 LOCAL
GOVERNMENT SUPPORT FUND – ASSISTANCE (LGSF – AM) PROGRAM
(Memorandum Circular No. 2019-71)
*Annex T: Statement of Work Accomplished (Monthly submission of the Contractor to the MLGU)
#(The MLGU shall include as a provision of the Contract Agreement the submission of Annex T: Monthly
Statement of Work Accomplished (SWA) by the Contractor)
*Annex J: LGU Quarterly Report (DBM, Senate Committee on Finance, House Committee on
Appropriations, President of the Senate, Speaker of the House of Representatives, DILG-CO)
*Annex L: Site Instruction (Any observed deficiencies during construction, the MLGU through the ME
or Project Inspector, shall issue the Site Instruction to the Contractor)
*Annex G-1: Concrete Pre-Pour Checklist
*Annex G-2: Concrete Pouring Permit
*Annex G-3: Finished Concrete Checklist
*Annex H: List of Major Activities (Checklist of activities during the actual inspection to be done by
the Inspectorate Team)
*Annex S: Aide Memoire
Annex M-1: Inspection Report
Annex O: Notice of Defects/Deficiencies
POST IMPLEMENTATION (30 CALENDAR DAYS)
Issuance of Certificate of Completion after the project has reached 100%
physical accomplishment
 
Quarterly mobilization of LGU Monitoring Team to monitor functionality within
a year after the issuance of Certificate of Completion (Annex N-1)
30 Calendar Days LGU Project Completion Report (Annex K: Project Completion Report)
30 Calendar Days LGU Website Posting
Fund Liquidation Report
Booking of the Project as an LGU asset as per COA Circular 2015-008 for road
30 Calendar Days infrastructure projects and Government Accounting Manual for other
infrastructure projects
Returning of unutilized funds to Bureau of Treasury, if there is any
*The Inspectorate Team shall inspect the project at least two (2) weeks before
the expiry date (one year after the project completion up to the Final
Acceptance) if there are any defects. The discovered defects shall be repaired by
the Contractor. Certificate of Final Acceptance shall be issued to the Contractor
After One Year
by the MLGU once rectification is done.
Annex M-2: Final Inspection Report
Annex N-2: Certificate of Acceptance
Enhanced-Rapid Sub-Project Sustainability Assessment (E-RSSA)
 Submission of the “Proof of Provision of Maintenance Fund” after a year upon
completion of the project.
Posting of the project information on the LGU Website for a period of THREE (3)
years
- As-Built Plan
- Actual Cost including variation, if there is any
 POLICY GUIDELINES AND PROCEDURES IN THE IMPLEMENTATION OF THE FY 2019 LOCAL
GOVERNMENT SUPPORT FUND – ASSISTANCE (LGSF – AM) PROGRAM
(Memorandum Circular No. 2019-71)

Additional Information
*Project Implementation Team (PIT)
 Municipal Engineer’s Office: Municipal Engineer (ME) or Representative/Project
Engineer (Chairperson)
 Municipal Disaster Risk Reduction Management Office (MDRRMO)
 Municipal Accountant’s Office (MAccO)
 Municipal Treasurer’s Office (MTO)
 Municipal Administrator’s Office, if any; if none, senior staff from Mayor’s Office
holding a plantilla position
*Inspectorate Team (The procuring entity may create the team once the project reaches an
accomplishment of ninety-five (95%) of the total contract amount))
 Municipal Engineer’s Office: Municipal Engineer (ME) or Representative/Project
Engineer (Chairperson)
 Municipal Accountant’s Office (MAccO)
 Municipal Health Office (MHO)
 Municipal Agriculturist’s Office (MAO)
 Municipal Disaster Risk Reduction Management Office (MDRRMO)
 General Services Office (GSO)
*SubayBayan Platform Update: The LGU shall provide project status report to the
MLGOO for the data needed.
*The MLGU shall submit their Agency Procurement Compliance Performance
Indicators (APCPI) Assessment to GPPB and inform the DILG, through channel, of their
submission.
*Variation Order: The LGU shall inform the MLGOO of approved variation order and
contract time extension, and shall ensure that all related documents are readily available
during monitoring by DILG Personnel and/or as may be requested.
*Annex Q-2: Validation Form (The MLGOO shall submit the validation form once the LGU
complied with all the requirements for the pre-implementation and procurement stage)
*Groundbreaking Ceremony and Inauguration