Document ID

Department of Environment and Natural Resources

Revision No. 0 Issue No.
PROCEDURE
Date Issued
Small Water Impounding System Project
Originating Office QMS Core Team
Billing Procedure
Page No. 1

Originator: Reviewed by: Approved by:

Conservation and Development CENR Officer PENR Officer
Section

1. PURPOSE:

This procedure intends to define the controls needed to ensure that the billing processes of
Small Water Impounding System Project Contracts per activity are being carried out as
mandated and provide necessary evidence of conformity to the requirements of Republic Act
(RA) No. 9184, Presidential Administrative Decree No. 408, and Department Administrative
Order 2019-03 for the effective implementation of the quality management system

2. EXPECTED OUTPUT:

By implementing the controls defined in the procedure, the following specific outputs are
expected:

2.1 Accurate and timely processing of Billing based on the approved work and financial plan
per contractor
2.2 Immediate payment of progress billing as per accomplished activities based on the
standard billing requirement such as percent survival, area, inspection report, etc.
2.4. Motivated contractor towards achieving Smooth implementation of the different
activities of the program

3. SCOPE:

The controls specified in this procedure apply to the establishment/construction of

SWIS within the jurisdiction of CENRO Talibon

4. DEFINITION OF TERMS:

 Billing  charge (a sum of money).

 Payment  the action or process of paying

someone or something or of being paid.

 "Ask for a discount for payment by cash"

 Document ID
Department of Environment and Natural Resources
Revision No. 0 Issue No.
PROCEDURE
Date Issued
Small Water Impounding System Project
Originating Office QMS Core Team
Billing Procedure
Page No. 2

Originator: Reviewed by: Approved by:

Conservation and Development CENR Officer PENR Officer
Section

5. RESPONSIBILITIES

Contractor Submit request for billing with maps and geo-

tagged photos
Records Officer Receive and release billing documents to the
Office of the CENRO/PENRO
CENR Officer Review and recommends for site validation to the
Watershed Coordinator with CENRO Validating
Team
Watershed Coordinator Order Validation Team and concerned personnel
to verify the area
Concerned personnel Assist the Validating Team in the conduct of site
evaluation to recommend for billing

6. PROCESS INPUTS:
Requirements of Billing:
1. Letter Request for payment
2. Statement of Work Accomplishment
3. Inspection Report by DENR’s authorized engineer
4. Statement of Time Elapsed
5. Monthly Certificate of Payment
6. Contractor’s Affidavit on payment on laborers and materials
7. Pictures before, during and after construction
8. Photocopies of vouchers on previous payments
9. Certificate of Completion

Final Payment:
10. As built plans
11. Warranty security

12. PROCESS STEPS:

a. Contractor submits letter request for inspection of accomplishment for billing
purposes.
b. Evaluates application and recommends for site validation and assessment as to the
extent of accomplishment requested for billing.
 Document ID
Department of Environment and Natural Resources
Revision No. 0 Issue No.
PROCEDURE
Date Issued
Small Water Impounding System Project
Originating Office QMS Core Team
Billing Procedure
Page No. 3

Originator: Reviewed by: Approved by:

Conservation and Development CENR Officer PENR Officer
Section

c. The validating team with the concerned personnel evaluates/assess/verify the area and
conducts geo-tagging.
d. The validating team prepares and submits validation report and recommends for
billing.
e. The CDS staff prepares billing documents for submission to PENRO upon approval of
the CENRO
f. The PENRO shall process the billing based on the recommendation of the inspection
and validation team

8. CONTROL OF NONCONFORMING OUTPUTS

Nonconforming Output Reactive Measures

Delayed implementation due to: 1. Review the Procurement Plan, Cost Estimates.
Specifications based on functional purpose.
 Failure of bidding, no
interested 2. Proper review of the cost of materials/estimates
bidder/contractor
 Wake weather disturbance 3. Fast track all the activities specified in the WFP
Changing of design and scope of Approved design by proper authority and/or by end-
work user
Incomplete compliance of Review the requirements immediately to avoid
requirements by the Contractor delayed process of billings
9. INTERFACES/FORMS (DAO, EXISTING DAO, REFER TO FORMS)

1. GPPB Resolution No. 09-2014 “Approving and Adopting the Community

Participation Procurement Manual (CPPM) and the Implementing Guidelines for
Negotiated Procurement under Section 53.12 of the Revised Implementing Rules
and Regulations of Republic Act No. 9184, otherwise known as the Government
Procurement Reform Act
2. COA Circular 2012-001/2009-001
3. Presidential Administrative Decree No. 408 in 1976

10. REVISION/APPROVAL HISTORY

Rev. No. Nature of Change Issue Date Originator

 Document ID
Department of Environment and Natural Resources
Revision No. 0 Issue No.
PROCEDURE
Date Issued
Small Water Impounding System Project
Originating Office QMS Core Team
Billing Procedure
Page No. 4

Originator: Reviewed by: Approved by:

Conservation and Development CENR Officer PENR Officer
Section