| 1. Disbursement Vouchers –(4 copies, 1 original) | Requesting Office |
| 2. Approved Certification on Appropriation, Funds and Obligation of Allotment (CAFOA) – (4 copies, 1 original) | City Budget Office |
| 3. Purchase Order (PO) (4 copies, 1 original) | Bids and Awards Committee (BAC) Office |
| 4. Purchase Request (PR) (3 copies, 1 original) | Requesting Office |
| Requirements of Procurement through Public Bidding: 1. Approved Procurement Plan (APP) (1 original copy) | Bids and Awards Committee (BAC) Office |
| Approved Contract (1 original copy) supported with: 1. Invitation to Apply for Eligibility to Bid (1 original copy) | Bids and Awards Committee (BAC) Office |
| 2. Letter of Intent (1 original copy) | Bids and Awards Committee (BAC) Office |
| 3. Results of Eligibility Check/Screening (1 original copy) | Bids and Awards Committee (BAC) Office |
| 4. Bidding Documents (1 original copy) | Bids and Awards Committee (BAC) Office |
| 5. Minutes of Pre-bid Conference [ABC 1M above] (1 original copy) | Bids and Awards Committee (BAC) Office |
| 6. Bidders Technical & Financial Proposals (1 original copy) | Bids and Awards Committee (BAC) Office |
| 7. Minutes of Bid Opening (1 original copy) | Bids and Awards Committee (BAC) Office |
| 8. Abstract of Bids (1 original copy) | Bids and Awards Committee (BAC) Office |
| 9. Post-qualification Report of TWG (1 original copy) | Bids and Awards Committee (BAC) Office |
| 10. BAC Resolution declaring winning bidder (1 original copy) | Bids and Awards Committee (BAC) Office |
| 11. Notice of Post Qualification (1 original copy) | Bids and Awards Committee (BAC) Office |
| 12. BAC Resolution recommending approval & approval by the HOPE of the Resolution of the BAC recommending award of contract (1 original copy) | Bids and Awards Committee (BAC) Office |
| 13. Notice of Award (1 original copy) | Bids and Awards Committee (BAC) Office |
| 14. Performance Security (1 original copy) | Bids and Awards Committee (BAC) Office |
| 15. Program of Works & Detailed Estimates (1 original copy) | Bids and Awards Committee (BAC) Office |
| 16. Notice to Proceed (1 original copy) | Bids and Awards Committee (BAC) Office |
| 17. Detailed Breakdown of ABC (1 original copy) | Bids and Awards Committee (BAC) Office |
| 18. PERT/CPM (1 photocopy) | Bids and Awards Committee (BAC) Office |
| 19. Detailed breakdown of contract cost (1 original copy) | Bids and Awards Committee (BAC) Office |
| 20. Advertisement of Invitation to Bid (1 photocopy) | Bids and Awards Committee (BAC) Office |
| 21. Documentary requirements under Section 23.1 & 25.2.b for infrastructure, 23.1 & 25.2a for goods and 24.1 & 25.2c for consulting services of the Revised IRR of RA 9184 (1 original copy) | Bids and Awards Committee (BAC) Office |
| 22. Minutes of Pre-procurement conference for projects costing above 5M – infrastructure; 2M – goods (1 original copy) | Bids and Awards Committee (BAC) Office |
| 23. Bid Evaluation Report (1 original copy) | Bids and Awards Committee (BAC) Office |
| 24. Post Qualification Evaluation Report (1 original copy) | Bids and Awards Committee (BAC) Office |
| 25. Posting of Notice of Award, Notice to Proceed, & Contract of Award in the PhilGEPS (1 photocopy) | Bids and Awards Committee (BAC) Office |
| 26. Authorization by Local Sanggunian for the Local Chief Executive to enter into contract (1 original copy) | Bids and Awards Committee (BAC) Office |
| 27. Evidence of Invitation of three observers in all stages of the procurement process (1 original copy) | Bids and Awards Committee (BAC) Office |
| 28. Purchase Request (PR) (1 original copy) | Requesting Office |
| Additional requirements for Infrastructure: 1. Letter request from contractor for advance/progress/final payment or for substitution in case of release of retention money (1 original copy) | Contractor/ Supplier |
| Common to progress/final payments: 1. Statement of Work Accomplished (1 original copy) | City Engineering Office (CEO) |
| 2. Inspection Report by the Agency’s Authorized Engineer (1 original copy) | City Engineering Office (CEO) |
| 3. Results of Test Analysis, if applicable (1 original copy) | City Engineering Office (CEO) |
| 4. Statement of Time Elapsed (1 original copy) | City Engineering Office (CEO) |
| 5. Monthly Certificate of Payment (1 original copy) | City Engineering Office (CEO) |
| 6. Contractor’s Affidavit (1 original copy) | City Engineering Office (CEO) |
| 7. Pictures, before, during & after construction (1 original copy) | City Engineering Office (CEO) |
| 8. Vouchers of all previous payments (1 photocopy) | City Engineering Office (CEO) |
| 9. Certificate of Completion (1 original copy) | City Engineering Office (CEO) |
| Advance Payments: 1. Irrevocable Standby Letter of Credit/Security Bond/Bank Guarantee (1 original copy) | Contractor/ Supplier |
| Variation Order/Change Order/Extra Work Order: 1. Approved Change Order (CO)/Extra Work Order (EWO) (1 photocopy) | City Engineering Office (CEO)/Contractor |
| 2. Approved original plans indicating the affected portion(s) of the project & duly revised plans & specifications (1 photocopy) | City Engineering Office (CEO)/Contractor |
| 3. Agency’s report establishing the necessity/justification(s) for the need of such CO and/or EWO (1 photocopy) | City Engineering Office (CEO)/Contractor |
| 4. Approved/revised PERT/CPM (1 photocopy) | City Engineering Office (CEO)/Contractor |
| 5. Approved detailed breakdown of contract cost of VO (1 photocopy) | City Engineering Office (CEO)/Contractor |
| 6. Additional performance security if VO exceeds 10% of the original cost (1 original copy) | City Engineering Office (CEO)/Contractor |
| Final Payment: 1. As-Built plans (1 original copy) | City Engineering Office (CEO)/Contractor |
| 2. Warranty security (1 original copy) | City Engineering Office (CEO)/Contractor |
| 3. Clearance from the Provincial Treasurer that the corresponding sand & gravel fees have been paid (1 original copy) | City Engineering Office (CEO)/Contractor |
| 4. Turn-over documents/transfer of project & facilities (1 photocopy) | City Engineering Office (CEO)/Contractor |
| Release of Retention Money: 1. Any security in the form of cash, bank guarantee, etc. (1 original copy) | City Engineering Office (CEO)/Contractor |
| 2. Certification from the end-user that the project is completed & inspected (1 original copy) | City Engineering Office (CEO)/Contractor |
| Requirements of Procurement through Alternative Modes: Documents to be submitted to COA within 5 working days from the execution of the contract: 1. Purchase Order (PO) (3 original copies) | Bids and Awards Committee (BAC) Office |
| 2. Proof of Posting of invitation or Request of Price Quotation in the Phil (1 original copy) | Bids and Awards Committee (BAC) Office |
| 3. Performance & warranty securities (1 original copy) | Bids and Awards Committee (BAC) Office |
| 4. BAC Resolution for the use of Alternative Mode of Procurement/ Minutes of BAC Meeting (1 original copy) | Bids and Awards Committee (BAC) Office |
| 5. Proof of Posting of Notice of Award (1 original copy) | Bids and Awards Committee (BAC) Office |
| 6. Approved Procurement Plan (APP) (1 original copy) | Procuring offices |
| 7. Purchase Request (PR) (3 original copies) | Procuring offices |
| 8. Delivery Receipt/ Invoice/ Bill/Statement of Account etc. (1 original copy) | Contractor/ Supplier |
| 9. Inspection & Acceptance Report (1 original copy) | Procuring offices |
| 10. Sworn Statement of the prospective bidder that it is not blacklisted or barred from bidding by the Government and Sworn Affidavit of the bidder that it is not related to the HOPE by consanguinity or affinity up to the third civil degree (1 original copy) | Contractor/ Supplier |
| 11. Such other documents considered necessary | – |
| Limited Source Bidding Specific requirements to be submitted to COA within 5 working days from the execution of the contract: 1. Copy of direct invitation to bid (1 original copy) | Bids and Awards Committee (BAC) Office |
| 2. Abstract of bids (1 original copy) | Bids and Awards Committee (BAC) Office |
| 3. Performance and Warranty (for highly specialized goods) Security (1 original copy) | Bids and Awards Committee (BAC) Office |
| 4. Notice of Award (1 original copy) | Bids and Awards Committee (BAC) Office |
| 5. Winning bidder’s offer or proposal (1 original copy) | Bids and Awards Committee (BAC) Office |
| 6. Documentary requirements under Sections 23.1 & 25.2(a) for goods of the Revised IRR of RA no.1984 (1 original copy) | Bids and Awards Committee (BAC) Office |
| 7. Bid Security (1 original copy) | Contractor/ Supplier |
| Direct Contracting Specific requirements: 1. Request for Quotation (1 original copy) | Bids and Awards Committee (BAC) Office |
| 2. Certificate of Exclusive Distributorship (1 original copy) | Bids and Awards Committee (BAC) Office |
| 3. Direct Purchase Award (1 original copy) | Bids and Awards Committee (BAC) Office |
| 4. Warranty Security (1 original copy) | Bids and Awards Committee (BAC) Office |
| Repeat Order Specific requirements: 1. Copy of the Original Contract awarded through public bidding (1 original copy) | Bids and Awards Committee (BAC) Office |
| 2. Certification from the Purchasing Office that the supplier has complied with all the requirements under the original contract (1 original copy) | Bids and Awards Committee (BAC) Office |
| 3. Warranty Security (1 original copy) | Bids and Awards Committee (BAC) Office |
| Shopping Specific requirements: 1. Price quotations from at least 3 bona fide & reputable suppliers (1 original copy) | Bids and Awards Committee (BAC) Office |
| 2. Abstract of Canvass (1 original copy) | Bids and Awards Committee (BAC) Office |
| Negotiated Procurement: 1. Price quotation/bids/final offers from at least three invited suppliers (1 original copy) | Bids and Awards Committee (BAC) Office |
| 2. Abstract of submitted price quotation (1 original copy) | Bids and Awards Committee (BAC) Office |
| 3. BAC Resolution recommending award of contract to Lowest Calculated Responsive Bid (LCRB) (1 original copy) | Bids and Awards Committee (BAC) Office |
| Additional requirements if: Two Failed biddings 1. Agency’s offer for negotiations with selected suppliers, contractors or consultants (1 original copy) | Bids and Awards Committee (BAC) Office |
| 2. Certification of BAC on the failure of competitive bidding (1 original copy) | Bids and Awards Committee (BAC) Office |
| 3. Evidence of invitation of observers in all stages of negotiation (1 original copy) | Bids and Awards Committee (BAC) Office |
| Emergency Cases 1. Justification as to the necessity of purchase (1 original copy) | Bids and Awards Committee (BAC) Office |
| Small Value Procurement 1. Letter/invitation to submit proposal (1 original copy) | Bids and Awards Committee (BAC) Office |
| Supplies, Materials, Equipment and Motor Vehicles: 1. Samples/brochures/photographs (1 original copy) | Supplier/Dealer/Contracting Party |
| 2. Dealer’s/Suppliers’ Invoices (1 original copy) | Supplier/Dealer/Contracting Party |
| 3. Result of Test Analysis, if applicable (1 original copy) | PEO/ CEO |
| 4. Inspection and Acceptance Report (1 original copy) | General Services Office (GSO) |
| 5. Property Acknowledgment Receipt (1 original copy) | General Services Office (GSO) |
| 6. Warranty Security (1 original copy) | Supplier/Dealer/Contracting Party |
| 7. Purchase Request (1 original copy) | Procuring offices |
| 8. Authority to Purchase from Local Chief Executives (in case of Motor Vehicle) (1 original copy) | Procuring offices |
| For drugs and medicines: 1. Certificate of product registration from FDA (1 original copy) | Supplier/Dealer/Contracting Party |
| 2. Certificate of Good Manufacturing practice from FDA (1 original copy) | Supplier/Dealer/Contracting Party |
| 3. Certification that the supplier is an authorized distributor/dealer (1 original copy) | Supplier/Dealer/Contracting Party |
| Repairs and Maintenance of Equipment and Motor Vehicles: 1. Pre-inspection Report (1 original copy) | General Services Office (GSO) |
| 2. Report of Waste Materials (1 original copy) | General Services Office (GSO) |
| 3. Warranty Certificate (1 original copy) | Supplier/Dealer/Contracting Party |
| 4. Post-inspection Reports (1 original copy) | General Services Office (GSO) |
| Advertising Expense: 1. Copy of newspaper clippings evidencing publication and/or CD in case of TV/Radio Commercial (1 original copy) | Bids and Awards Committee (BAC) Office |
| Rental Contracts: For equipment rental/ lease contract: 1. Agency evaluation of equipment utilization (1 original copy) | Procuring offices |
| 2. Pertinent data of area of operation | Procuring offices |
| Fuel, Oil and Lubricant Expense: 1. Trip Ticket (1 original copy) | Procuring offices |
| 2. Withdrawal Slip (1 original copy) | Supplier/Dealer/Contracting Party |
