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DEPARTMENT OF AGRICULTURE

CHECKLIST: NEGOTIATED PROCUREMENT ( 2 FAILURE


---- GOODS / EQUIPMENTS / SERVICES -Payee :
Amount:
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--- DV ATTACHMENTS --Obligation Request/ Budget Utilization Request


Disbursement Voucher
BIR Voucher (
Original Purchase Order - should be completed within

Original Purchase Request

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- purpose should be specific

Implementing Guidelines approved by Secretary


Original Sales Invoice -duly received,signed and dated by end user
Inspection and Acceptance Report -duly received,signed and dated by account
Delivery Receipt,if available
Computation of Liquidated Damages,if applicable
Warranty Security - 10% of the contract amount (cash / bank guarantee)
Additional Requirements, if applicable:

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--- P. O. ATTACHMENTS ---

34 Photocopy of Purchase Order


Proof of Posting of Request for Price Quotation
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Invitation letter to Observers - duly stamped,received,signed and dated by add
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42 Minutes of BAC for failure of 2 biddings
43 Canvass/Price Quotations/Offer Sheets, at least 3 suppliers
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Abstract of Bids and Awards


TWG Bid Evaluation Report
BAC Resolution declaring the winning bidder
Notice of Award duly received,signed and dated by supplier
Print out copy of PHILGEPs posting of Notice of Award
Performance Security

--- P. R. ATTACHMENTS --66 Photocopy of Purchase Request


67 Approved APP/ PPMP
Additional Requirements, if applicable:
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Such other documents peculiar to the contract and/or to the mode of procurem
and considered necessary in the auditorial review and in the technical
evaluation thereof
NOTE:
* Please arrange and number the documents in order per checklist
* For photocopies attached, please certify as true copy or indicate where the origina
Processed
by:___________________ Date:
Reviewed by: _____________

DEPARTMENT OF AGRICULTURE
CHECKLIST: NEGOTIATED PROCUREMENT ( 2 FAILURE OF BIDDINGS)
---- GOODS / EQUIPMENTS / SERVICES ----

--- DV ATTACHMENTS --Obligation Request/ Budget Utilization Request


Disbursement Voucher
BIR Voucher (Withholding Tax/E-VAT)
Original Purchase Order - should be completed within 15 CD from issuance of notice of award
- brand name should be indicated
- should be received, signed and dated by supplier
- should be stamped received,signed and dated by COA ( per COA Circ
Original Purchase Request
- purpose should be specific
- provide detailed breakdown of the total amount
- brand name is not allowed except for repair of specific equipment
Implementing Guidelines approved by Secretary
Original Sales Invoice -duly received,signed and dated by end user
Inspection and Acceptance Report -duly received,signed and dated by accountable officers
Delivery Receipt,if available
Computation of Liquidated Damages,if applicable
Warranty Security - 10% of the contract amount (cash / bank guarantee)
Additional Requirements, if applicable:
For program implementation: (if for distribution)
-List of Recipients with signature
-Certificate of Turn-over & Acceptance
-Invoice Receipts
For purchase of seeds:
- NSQCS Result of Test Analysis
For purchase of goods/supplies:
-Request and Issuance Slip ( RIS )
-Report for Supplies and Materials Issued (RSMI)
- Inventory Custodian Slip (ICS)
-Monthly Consumption Report (for feeds only)
For purchase of Equipment:
-Property Acknowledgement Receipt (PAR)
-Picture
-AMTEC Test Result
-Warranty Certificate
For purchase of drugs and medicines:
- Certificate of product registration from FDA(Food and Drug Administration)
-Certificate of good manufacturing practice from FDA

-Result of test analysis by proper government agency, if articles are subject to test
For gasoline expenses:
-Fuel consumption report
-Approved Trip ticket (for vehicles)
-Approved withdrawal Slip
-Fuel Delivery History Report with attached paid DVs and Inspection & Acceptance Report ( fo
For advertising expense :
-Newspaper Clipping as proof of publication
-Certification of Satisfactory Service
-Certfication that you have secure a copy of the CD for radio/tv commercial as proof of broad
--- P. O. ATTACHMENTS --Photocopy of Purchase Order
Proof of Posting of Request for Price Quotation
Newspaper clipping (if PR is 2M and above)
Print-out copy of posting in the PHILGEPs
Certification of posting in the website of the procuring agency
Certification from head of the BAC Secretariat on the posting of advertisement in conspicuous
Invitation letter to Observers - duly stamped,received,signed and dated by addressee
COA
Accredited NGO
Specific relevant chamber-member of Philippine Chamber of Commerce and Industry
Minutes of BAC for failure of 2 biddings
Canvass/Price Quotations/Offer Sheets, at least 3 suppliers
Legal Documents (must be certified as true copy)
SEC/DTI Registration
Business Permit - must be valid within the procurement date
PhilGEPs Registration
BPI Accreditation ( for seeds and other planting materials)
BAI Accreditation (for animals)
Technical Documents (must be certified as true copy)
Statement from prospective bidder of all its ongoing & completed gov't. & private contracts
with 2 similar contracts equal to 50% of ABC ( Attach PO & Inspection and Acceptance Report
Production/Delivery Schedule

Manpower Requirements
After-Sales Service
Omnibus Sworn Statement
Financial Documents (must be certified as true copy)
Audited Financial Statements duly stamped received by the BIR for 2 preceding years
Latest Income and Business Tax Return
BIR Tax Clearance
NFCC or a commitment from a universal or commercial bank to extend credit line
Abstract of Bids and Awards
TWG Bid Evaluation Report
BAC Resolution declaring the winning bidder
Notice of Award duly received,signed and dated by supplier
Print out copy of PHILGEPs posting of Notice of Award
Performance Security
- 5% of the contract amount -for cash/manager's check/bank guarantee/irrevocable LC
- 30% of the contract amount-for surety bond
--- P. R. ATTACHMENTS --Photocopy of Purchase Request
Approved APP/ PPMP
Additional Requirements, if applicable:
For program implementation:
Implementing Guidelines approved by Secretary
Requirements stated in the Implementing Guidelines such as:
Letter of Intent (LOI) from Recipient
Project Proposal & Guidelines approved by RED
Validated MasterList of Beneficiaries
Resolution to enter into MOA
Memorandum of Agreement
MAO/CAO/PAO endorsement
SEC/DOLE /CDA Registration
For activity/project/training/workshop:
Activity Design with Budgetary Requirements approved by RED
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
* Please arrange and number the documents in order per checklist
* For photocopies attached, please certify as true copy or indicate where the original document was a
by:___________________ Date:
Reviewed by: ___________________ Date:

REMARKS

ar 2009-001)

staggered delivery)