Combination of Annexes "F", "S" and COA CIRCULAR 2012-001

CHECKLIST FOR TECHNICAL EVALUATION/PRICE VERIFICATION (CONTRACT REVIEW) OF

MATERIALS AND EQUIPMENT PROCUREMENT CONTRACTS

SCOPE OF TECHNICAL EVALUATION: (Contract Review) Technical aspect of contracts for the
procurement of supplies, materials and equipment; and fabrication services for the determination of the
reasonableness of the contract amount
1 Copy of the approved contract /Purchase Order, Job Order, etc.
2 Technical and Financial Proposal of the winning bidder/supplier

Complete set of technical specifications (Complete set of approved agency specifications/item

description indicating the following, among others, brand, unit of measurement, accessories (if
3 any), make, country of origin, size/dimension/volume, model, use of item, color, capacity,
horsepower, voltage, watts, gauge, kind of equipment where spare parts are to be used,
statement whether replacement or original (for spare parts), part number of spare parts, type and
classification of materials, packing (quantity per pack), substance, speed, kind of service
rendered)
4 Approved detailed plans/drawings/layout/ sketch, if applicable
5 Conditions of Contract
6
Copy of the document containing the approved Breakdown of the Approved Budget for the
Contract (ABC) and of the contract amount
7 Copy of the document containing the breakdown of the contract amount.
8 Appropriate approved documents indicating the unit prices of the items.
9 Certificate of Exclusive Distributorship, if applicable

Copy of the Dealers / Suppliers Sales Invoice, Delivery Receipts (if applicable), showing the
10 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.
11 Appropriate approved documents indicating the unit prices of the items.
12 Samples and brochures/photographs, if applicable
For imported items:
a Consular Invoice/Pro-forma invoice of the foreign supplier with the
corresponding details
b Home Consumption Value of the Items
c Breakdown of the expenses incurred in the Importation
13 Request for purchase of supplies, materials or equipment, duly approved by proper authorities.
14 In case of motor vehicles, (AO No. 233 dated August 1, 2008) authority to purchase from:
1. Agency head and Secretary of DBM, or OP depending on the type of vehicles being provided (Section 7
and 9)

2. Local Chief Executives, including Punong Barangay, for types of vehicles enumerated under Section 7 of
AO No. 233 sourced from their unencumbered local funds and if chargeable under the GAA, either from the
DBM or OP depending on the type of vehicles purchased (Sections 7 to 9)

15 Copy of the canvass sheets prepared by authorized General Services Office in determining the ABC or Purchase
Request amount
Note : canvasss sheet should contain the following information, among others:
suppliers' name and address canvassed, date of canvass,

PREPARED BY:
AUDIT TEAM LEADER
 Combination of Annexes "G", and COA CIRCULAR 2012-001

CHECKLIST FOR TECHNICAL EVALUATION OF DELIVERED SUPPLIES, MATERIALS AND

EQUIPMENT

SCOPE OF TECHNICAL EVALUATION: Inspection/validation of items delivered, fabricated, and/or

installed (supplies, materials, equipment, furniture and fixtures, etc)
1 Copy of the approved contract /Purchase Order, Job Order, etc.
2 Technical and Financial Proposal of the winning bidder/supplier

Complete set of technical specifications (Complete set of approved agency specifications/item

description indicating the following, among others, brand, unit of measurement, accessories (if any),
3 make, country of origin, size/dimension/volume, model, use of item, color, capacity, horsepower,
voltage, watts, gauge, kind of equipment where spare parts are to be used, statement whether
replacement or original (for spare parts), part number of spare parts, type and classification of
materials, packing (quantity per pack), substance, speed, kind of service rendered)
4 Approved detailed plans/drawings/layout/ sketch, if applicable
5 Conditions of Contract
6
Copy of the document containing the approved Breakdown of the Approved Budget for the Contract
(ABC) and of the contract amount
7 Copy of the document containing the breakdown of the contract amount.
8 Certificate of Exclusive Distributorship, if applicable

9 Copy of the Dealers / Suppliers Sales Invoice, Delivery Receipts (if applicable), 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.
10 Samples and brochures/photographs, if applicable
11 For imported items:
Consular Invoice/Pro-forma invoice of the foreign supplier with the
a corresponding details
b Home Consumption Value of the Items
c Breakdown of the expenses incurred in the Importation

12
Request for purchase of supplies, materials or equipment, duly approved by proper authorities.
13 Performance/Quality Tests Results/ Results of Test Analysis, if applicable.
14 Inspection and Acceptance Report prepared by Department / Agency property inspector and signed by the Head
of Agency or his authorized representative.

15 Tax receipts from the Bureau of Custom or the BIR indicating the exact specifications and/or 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 (Administrative Order No. 200 dated November 21, 1990).
16 For equipment, Property Acknowledgement Receipt.

PREPARED BY:

AUDIT TEAM LEADER

 Combination of Annex "A" and COA Circular 2012-001

CHECKLIST FOR TECHNICAL EVALUATION (CONTRACT REVIEW) OF INFRASTRUCTURE

CONTRACTS

SCOPE OF TECHNICAL EVALUATION: Determination of the reasonableness of the contract cost and duration.
Technical Aspect of contracts for infrastructure projects which shall include, but not limited to, construction,
improvement/rehabilitation/repair, demolition, restoration and/or maintenance of: roads, bridges, railways, airports,
seaports, communication facilities, civil works components of information technology projects, irrigation, flood control
and drainage, water supply, sanitation, sewerage and solid waste management systems, shore protection,
energy/power/electrification facilities, national school buildings including schools and hospitals, and other related
construction projects of the government.

1 Copy of the approved contract

Special Condition of Contract
General Condition of contract
2 Notice to Proceed
3 Program of work and Detailed Estimates
Copy of the document containing the Detailed Breakdown of the Approved Budget for the Contract (ABC)
4 including the detailed breakdown of estimates and/or unit cost analysis/derivation for each work item
expressed in volume / area / lump sum/ lot.
5
Copy of the complete set of duly approved plans/drawings, showing all details and dimensions,, including the
following:
Plan drawn to scale and legible
profile sheet (showing horizontal and vertical alignment of the road), typical section and
details : broken down,as:

For Horizontal Construction (roads, canals, footbridges, slope protection and related structures)
Location Plan/Site Development Plan
Profile sheet of the road (showing horizontal and vertical alignment of the road)
Typical sections and details of roadway
Cross-section of the roadway (by 20m or 50m distances up to the end of the project)
straight line diagram showing the location/ stationing of the items of work.
Slope Protection - details - (thickness, height, length, location)
Structural plans of footbridges, showing details and sections
drainage details where applicable
structural plans at appropriate scale indicating all details necessary in order that the
complete structure can be set out and constructed
other necessary details
For vertical construction (bldg)
Location Plan/Site Development Plan
structural plans at appropriate scale indicating all details necessary in order that the complete structure
can be set out and constructed
Electrical Plans
Plumbing and Sanitary Layout with details
Doors and windows details
Septic Vault Details
other necessary details
For water supply system
Location Plan/Site Development Plan
Profile sheet
structural plans for reservoir, intake tanks, etc., at appropriate scale indicating all details necessary in
order that the complete structure can be set out and constructed
water system layout / pipe lines layout with details
Details of Pipe Laying
other necessary details
 6 Copy of complete Technical specifications, including the following:
Items not included in DPWH Specification should have an approved construction
procedures and technical specification.
Disposal location of unsuitable / excavated materials
Classification of materials in Removal of Structures
Kinds of paint materials for every surfaces

PAGE 2

Copy of the document containing the Detailed Breakdown of the Contract Cost including the detailed
7 breakdown of estimates and/or unit cost analysis/derivation for each work item expressed in volume / area /
lump sum/ lot.
Quantity sheet - mathematical computations on how each quantity under every item of work were derived at.
8 Derivation of area (length x width x thickness; end area method; of the items of work: Removal of Structures,
Structure Excavation, Structural Concrete, Reinforcing Steel Bars, Hand Laid Rock Embankment,
Embankment, PCCP, etc)
Example:
Structural Concrete volume derivation: length x width x thickness of = foundation, column, slab on fill,
concrete slab, beams, girders, canopy

Reinforcing Steel = number of pieces per structure (foundation, column, slab, beam, girder, etc) x unit
weight per sizes of reinforcing bars
Structural Steel = number of pieces per structure (roofing system, etc) x unit weight per sizes of
structural steel
Embankment, grouted riprap, hand laid rock embankment, etc by End Area Method
Paint = Surface area - concrete, masonry x production rate of paint (gallons / cans)
Paint = Surface area - wood, lumber x production rate of paint (gallons / cans)
Paint = Surface area - metal x production rate of paint (gallons / cans)
Masonry : Area of walls, fences,septic tank
Aggregate Sub Base & Base Course =( Area of shoulders + Area below pavement)x
length

9 Copy of the Approved PERT/CPM Network Diagram by Head of Office and detailed computations of contract
time: Annex "A" 3.j: actual working days; holidays/weekends; unworkable/rainy days
10 Dated Pictures taken of site "before" construction of items of work:
canals
riprap
clearing and grubbing
roadways and drainage excavation
location of building
For Demolition of old building/ structures

11
Certification from concerned government officials who prepared and approved the detailed engineering that
the detailed engineering surveys and designs have been conducted according to the prescribed agency
standards and specifications in conformance with the provisions of this Annex, and that the detailed
engineering outputs are adequate for the procurement at hand. (Annex "A" 4.)
12 Site Inspection
13 Hauling Computatation / Analysis, when applicable
PREPARED BY:

AUDIT TEAM LEADER

Copy of the approved contract

Copy
Copy ofofthe
approved
completeChange Order and/or
set of approved Extra Work
plans/drawings Order,
for the if any.
original contract and the approved revised plans/drawings for
the variation order(s)
Technical specifications for the original contract and for all variation orders, if any
Copy of the approved Statement of Work Accomplished/Progress Report/ Accomplishment Report
Copy of the approved detailed breakdown of the original contract amount and for all the variation orders issued, if any
Copy of Certificate of Completion for 100% Accomplishment
Copy of Certificate of Acceptance (if any) for 100% Accomplishment
As built-plans (for completed projects only)
Statement of Work Accomplished/Progress Billing
Inspection Report by the Agency's Authorized Engineer
Results of Test Analysis, if applicable
Statement of Time Elapsed
Monthly Certificate of Payment
Contractor's Affidavit on payment of laborers and materials
Pictures, before, during and after construction of items of work especially the embedded items
Photocopy of vouchers of all previous payments
Certificate of completion

copy of notice to proceed

Certification from the end user that the project is completed and inspected / Certificate of
Acknowledgement of Turn-over
Copy of the turn over of the project to concerned agency
Copy of turn over documents/transfer of project and facilities such as motor vehicle, laptops, other equipment and furniture
included in the contract to concerned government agency.
Suspension Order and Resume Order (for contract extension)

By Administration
Approved Plans and Specifications (Original)
Program of Work and Cost Estimates
Approved Budget for Contract (ABC) of materials, labor, rental
Statement of Work Accomplished (final / 100%)
Statement of Time Elapsed
Suspension Order and Resume Order (for contract extension)
PERT/CPM (including detailed computation of number of days)
Pictures "before" of site, including locations for the following items of work:
canals
riprap
clearing and grubbing
roadways and drainage excavation
 location of building
For Demolition of old building/ structures
As Built Plan
Volume Computation
Certificate of Completion and Turn Over
Final Inspection Report

For materials/Supplies
Purchase Request -
Purchase Order
Inspection and Acceptance Report
Official Receipt; Sales Invoice and Delivery Receipt

For Labor:
Pakyaw Contract / Job Order
Notice of Award (if pakyaw contract)
Notice to Proceed (if by pakyaw contract)
Summary of Labor Payroll (if by in house labor)
Inventory / List of Available Equipment

For Equipment Rental

approved rental agreement / contract
Certificate of Unavailability of Equipment (from nearest DPWH/NIA office)
Approved Equipment Rental Rates (SB Resolution, ACEL rates)

Copy of the approved Change Order (C.O./Extra Work Order (EWO)

Copy of the approved Original Contract.
Copy of the approved original plans indicating the affected portion(s) of the project and duly approved 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(s) for the need of such CO and/or EWO which shall include:
the computation as to the quantities of the additional works involved per item indicating the specific
a stations where such works are needed,
b the date of inspection conducted and the results of such inspection
a detailed estimate of the unit cost of such items of work for new unit costs, including those
c expressed in volume/area/lump sum/ lot

Copy of approved revised PERT/CPM Network Diagram which shall be color-coded, reflecting the effect of 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
Copy of the approved detailed breakdown of contract cost for the original contract
Copy of the approved detailed breakdown of contract cost for the variation order
Copy of the Notice to Proceed indicating the date of receipt by the contractor
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 requirements for all previously approved
variation orders, if not yet reviewed, otherwise, copy of COA Technical Evaluation Report for the previously approved variation
orders.

Copy of the approved original plans indicating the affected portion(s) of the project and duly revised plans and specifications,
if applicable, indicating the changes made which shall be color-coded
Additional performance security in the prescribed form and amount if variation order exceeds 10% of the original contract cost
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
 Combination of Annex "C" and COA Circular 2012-001
CHECKLIST FOR TECHNICAL EVALUATION OF INFRASTRUCTURE PROJECTS PROGRESS ACCOMPLISHMENT

SCOPE OF TECHNICAL EVALUATION: Inspection/validation of progress accomplishments for infrastructure

projects which shall include, but not limited to, construction, improvement/rehabilitation/repair, demolition,
restoration and/or maintenance of: roads, bridges, railways, airports, seaports, communication facilities, civil
works components of information technology projects, irrigation, flood control and drainage, water supply,
sanitation, sewerage and solid waste management systems, shore protection, energy/power/electrification
facilities, buildings including schools and hospitals, and other related construction projects of the government.

1 Copy of the approved contract

Special Condition of Contract
General Condition of contract
2 Copy of approved Change Order and/or Extra Work Order, if any.
3 Notice to Proceed
4 Program of work and Detailed Estimates
Copy of the document containing the Detailed Breakdown of the Approved Budget for the Contract
(ABC) including the detailed breakdown of estimates and/or unit cost analysis/derivation for each work
5 item expressed in volume / area / lump sum/ lot.
Copy of the approved detailed breakdown of the original contract amount and for all the variation orders
6 issued, if any
7 As built-plans (for completed projects only)
Copy of the complete set of approved plans/drawings for the original contract and the approved revised
8 plans/drawings for the variation order(s)
Plan drawn to scale and legible
profile sheet (showing horizontal and vertical alignment of the road), typical section and details :
broken down,as:

For Horizontal Construction (roads, canals, footbridges, slope protection and related structures)
Location Plan/Site Development Plan
Profile sheet of the road (showing horizontal and vertical alignment of the road)
Typical sections and details of roadway
Cross-section of the roadway (by 20m or 50m distances up to the end of the project)
straight line diagram showing the location/ stationing of the items of work.
Slope Protection - details - (thickness, height, length, location)
Structural plans of footbridges, showing details and sections
drainage details where applicable
structural plans at appropriate scale indicating all details necessary in order that the complete
structure can be set out and constructed
other necessary details
For vertical construction (bldg)
Location Plan/Site Development Plan
structural plans at appropriate scale indicating all details necessary in order that the complete
structure can be set out and constructed
Electrical Plans
Plumbing and Sanitary Layout with details
Doors and windows details
Septic Vault Details
other necessary details
For water supply system
Location Plan/Site Development Plan
Profile sheet
structural plans for reservoir, intake tanks, etc., at appropriate scale indicating all details necessary
in order that the complete structure can be set out and constructed
water system layout / pipe lines layout with details
Details of Pipe Laying
other necessary details

CONTINUED AT THE BACK

 PAGE 2
9 Technical specifications for the original contract and for all variation orders, if any, including:
Items not included in DPWH Specification should have an approved construction procedures and
technical specification.
Disposal location of unsuitable / excavated materials
Classification of materials in Removal of Structures
Kinds of paint materials for every surfaces
Quantity sheet - mathematical computations on how each quantity under every item of work were
derived at. Derivation of area (length x width x thickness; end area method; of the items of work:
Removal of Structures, Structure Excavation, Structural Concrete, Reinforcing Steel Bars, Hand Laid
10 Rock Embankment, Embankment, PCCP, etc)
Example:
Structural Concrete volume derivation: length x width x thickness of = foundation, column, slab on
fill, concrete slab, beams, girders, canopy

Reinforcing Steel = number of pieces per structure (foundation, column, slab, beam, girder, etc) x
unit weight per sizes of reinforcing bars
Structural Steel = number of pieces per structure (roofing system, etc) x unit weight per sizes of
structural steel
Embankment, grouted riprap, hand laid rock embankment, etc by End Area Method
Paint = Surface area - concrete, masonry x production rate of paint (gallons / cans)
Paint = Surface area - wood, lumber x production rate of paint (gallons / cans)
Paint = Surface area - metal x production rate of paint (gallons / cans)
Masonry : Area of walls, fences,septic tank
Aggregate Sub Base & Base Course =( Area of shoulders + Area below pavement)x length
Dated Pictures of site before, during and after construction of items of work especially the embedded
11 items:
canals
riprap
clearing and grubbing
roadways and drainage excavation
location of building
For Demolition of old building/ structures
Embedded items: reinforcing steel bars (in columns, foundation, slabs, wall footing, masonry walls,
etc.), embankment, aggregate base course, sub-base course, grouted riprap thickness, hand laid
rock embankment, etc.
12 Approved Statement of Work Accomplished/Progress Report/ Accomplishment Report
Certification from the end user that the project is completed and inspected / Certificate of
14 Acknowledgement of Turn-over
15 Inspection Report by the Agency's Authorized Engineer
16 Results of Test Analysis, if applicable
17 Statement of Time Elapsed
18 Certificate of Acceptance (if any)
20 Certificate of completion
Copy of turn over documents/transfer of project and facilities such as motor vehicle, laptops, other
22 equipment and furniture included in the contract to concerned government agency.
23 Suspension Order and Resume Order (if applicable)

PREPARED BY:
AUDIT TEAM LEADER
Copy of the turn over of the project to concerned agency

Copy of the approved contract

Copy of
Copy of approved Change
the complete Order
set of and/orplans/drawings
approved Extra Work Order, if any.
for the original contract and the approved revised
plans/drawings for the variation order(s)
Technical specifications for the original contract and for all variation orders, if any
Copy of the approved Statement of Work Accomplished/Progress Report/ Accomplishment Report
Copy of the approved detailed breakdown of the original contract amount and for all the variation orders issued, if any
Copy of Certificate of Completion for 100% Accomplishment
Copy of Certificate of Acceptance (if any) for 100% Accomplishment
As built-plans (for completed projects only)
Statement of Work Accomplished/Progress Billing
Inspection Report by the Agency's Authorized Engineer
Results of Test Analysis, if applicable
Statement of Time Elapsed
Monthly Certificate of Payment
Contractor's Affidavit on payment of laborers and materials
Pictures, before, during and after construction of items of work especially the embedded items
Photocopy of vouchers of all previous payments
Certificate of completion

copy of notice to proceed

Certification from the end user that the project is completed and inspected / Certificate of Acknowledgement of
Turn-over
Copy of the turn over of the project to concerned agency
Copy of turn over documents/transfer of project and facilities such as motor vehicle, laptops, other equipment and
furniture included in the contract to concerned government agency.
Suspension Order and Resume Order (for contract extension)

By Administration
Approved Plans and Specifications (Original)
Program of Work and Cost Estimates
Approved Budget for Contract (ABC) of materials, labor, rental
Statement of Work Accomplished (final / 100%)
Statement of Time Elapsed
Suspension Order and Resume Order (for contract extension)
PERT/CPM (including detailed computation of number of days)
Pictures "before" of site, including locations for the following items of work:
canals
riprap
clearing and grubbing
roadways and drainage excavation
location of building
For Demolition of old building/ structures
As Built Plan
Volume Computation
Certificate of Completion and Turn Over
Final Inspection Report

For materials/Supplies
Purchase Request -
Purchase Order
Inspection and Acceptance Report
Official Receipt; Sales Invoice and Delivery Receipt
 For Labor:
Pakyaw Contract / Job Order
Notice of Award (if pakyaw contract)
Notice to Proceed (if by pakyaw contract)
Summary of Labor Payroll (if by in house labor)
Inventory / List of Available Equipment

For Equipment Rental

approved rental agreement / contract
Certificate of Unavailability of Equipment (from nearest DPWH/NIA office)
Approved Equipment Rental Rates (SB Resolution, ACEL rates)

Copy of the approved Change Order (C.O./Extra Work Order (EWO)

Copy of the approved Original Contract.
Copy of the approved original plans indicating the affected portion(s) of the project and duly approved 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(s) for the need of such CO and/or EWO which shall
include:
the computation as to the quantities of the additional works involved per item indicating the specific stations
a where such works are needed,
b the date of inspection conducted and the results of such inspection
a detailed estimate of the unit cost of such items of work for new unit costs, including those expressed in
c volume/area/lump sum/ lot

Copy of approved revised PERT/CPM Network Diagram which shall be color-coded, reflecting the effect of
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
Copy of the approved detailed breakdown of contract cost for the original contract
Copy of the approved detailed breakdown of contract cost for the variation order
Copy of the Notice to Proceed indicating the date of receipt by the contractor
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 requirements for all previously
approved variation orders, if not yet reviewed, otherwise, copy of COA Technical Evaluation Report for the previously
approved variation orders.

Copy of the approved original plans indicating the affected portion(s) of the project and duly revised plans and
specifications, if applicable,
Additional performance indicating
security theprescribed
in the changes made
formwhich shall be ifcolor-coded
and amount variation order exceeds 10% of the original
contract cost

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
 CHECKLIST FOR INSPECTION OF INFRASTRUCTURE BY ADMINISTRATION

SCOPE OF TECHNICAL EVALUATION: Inspection and validation of accomplishment of project undertaken by

Administration..
1 Approved Plans and Specifications (Original)
2 Program of Work and Cost Estimates
3 Approved Budget for Contract (ABC) of materials, labor, rental
4 Statement of Work Accomplished (final / 100%)
5 Statement of Time Elapsed
6 Suspension Order and Resume Order (for contract extension)

7 Copy of the Approved PERT/CPM Network Diagram by Head of Office and detailed computations of contract time: Annex
"A" 3.j: actual working days; holidays/weekends; unworkable/rainy days
8
Dated Pictures of site before, during and after construction of items of work especially the embedded items:
canals
riprap
clearing and grubbing
roadways and drainage excavation
location of building
Demolition of old building/ structures
Embedded items: reinforcing steel bars (in columns, foundation, slabs, wall footing, masonry walls,
etc.), embankment, aggregate base course, sub-base course, grouted riprap thickness, hand laid rock
embankment, etc.
Quantity sheet - mathematical computations on how each quantity under every item of work were derived at.
9 Derivation of area (length x width x thickness; end area method; of the items of work: Removal of Structures,
Structure Excavation, Structural Concrete, Reinforcing Steel Bars, Hand Laid Rock Embankment, Embankment,
PCCP, etc)
Structural Concrete volume derivation: length x width x thickness of = foundation, column, slab on fill,
concrete slab, beams, girders, canopy
Reinforcing Steel = number of pieces per structure (foundation, column, slab, beam, girder, etc) x unit
weight per sizes of reinforcing bars
Structural Steel = number of pieces per structure (roofing system, etc) x unit weight per sizes of structural
steel
Embankment, grouted riprap, hand laid rock embankment, etc by End Area Method
Paint = Surface area - concrete, masonry x production rate of paint (gallons / cans)
Paint = Surface area - wood, lumber x production rate of paint (gallons / cans)
Paint = Surface area - metal x production rate of paint (gallons / cans)
Masonry : Area of walls, fences,septic tank
Aggregate Sub Base & Base Course =( Area of shoulders + Area below pavement)x length
10 Certificate of Completion and Turn Over
11 Final Inspection Report
12 As Built Plan
13 For materials/Supplies
Purchase Request -
Purchase Order
Inspection and Acceptance Report
Official Receipt; Sales Invoice and Delivery Receipt
14 For Labor:
Pakyaw Contract / Job Order
Notice of Award (if pakyaw contract)
Notice to Proceed (if by pakyaw contract)
Summary of Labor Payroll (if by in house labor)
Inventory / List of Available Equipment Owned by Agency
15 For Equipment Rental
approved rental agreement / contract
Certificate of Unavailability of Equipment (from nearest DPWH/NIA office)
 Approved Equipment Rental Rates (SB Resolution, ACEL rates)

16 Certification from General Services Office that unused, excess, and waste materials were all listed in inventory and kept in
the Bodega.
17 Test Results

PREPARED BY:
AUDIT TEAM LEADER
Combination of Annexes "F", "S" and COA CIRCULAR 2012-001

CHECKLIST FOR TECHNICAL EVALUATION/PRICE VERIFICATION (CONTRACT REVIEW OF

TECHNICAL ASPECTS) OF DRUGS AND MEDICINES, MEDICAL/ LABORATORY / DENTAL SUPPLIES,
MATERIALS AND EQUIPMENT PROCUREMENT CONTRACTS

SCOPE OF TECHNICAL EVALUATION: (contract review)Technical aspect of contracts for the procurement
of drugs and medicines, medical / laboratory / dental supplies and equipment, for the determination of the
reasonableness of the contract amount and provision for price references.

1 Copy of the approved contract (Purchase Order, Job Order, etc.)

Note: Purchase Order/contract should contain the following information: Generic Name,
Brand name, complete specifications (dosage), units, Quantity (pcs/box) , unit cost(pc/box),
total cost
2 Conditions of Contract - for equipment

3
Copy of the document containing the breakdown of the contract amount. - for equipment

4
Appropriate approved documents indicating the unit prices of the items. - for equipment

5 Copy of the document containing the approved Breakdown of the Approved Budget for the Contract
(ABC) - for equipment

6 Copy of the Dealers / Suppliers Sales Invoice, Delivery Receipts (if applicable), 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.

Complete set of technical specifications (Complete set of approved agency specifications/item

7
description indicating the following, among others, brand, unit of measurement, accessories (if any),
make, country of origin, size/dimension/volume, model, use of item, color, capacity, horsepower,
voltage, watts, gauge, kind of equipment where spare parts are to be used, statement whether
replacement or original (for spare parts), part number of spare parts, type and classification of
materials, packing (quantity per pack), substance, speed, kind of service rendered)
8 Samples and brochures/photographs, if applicable

9
Certification that the medicines requisitioned are included in the PNDF Current Edition List

10 Copy of the canvass sheets prepared by authorized General Services Office in determining the ABC or Purchase
Request Amount

Note : canvasss sheet should contain the following information, among others:
name of legitimate supplier, date of canvass, generic name and dosage.

PREPARED BY:

AUDIT TEAM LEADER

Derived from Combination of Annex "G", and COA CIRCULAR 2012-001

CHECKLIST FOR TECHNICAL EVALUATION CHECKLIST FOR TECHNICAL EVALUATION OF

DELIVERED DRUGS AND MEDICINES, MEDICAL/ LABORATORY / DENTAL SUPPLIES, MATERIALS
AND EQUIPMENT

SCOPE OF TECHNICAL EVALUATION: : Inspection/validation of items delivered, fabricated, and/or

installed (drugs and medicines, medical / laboratory / dental supplies and equipment)
1 Copy of the approved contract (Purchase Order, Job Order, etc.)

Note: Purchase Order/Contract should contain the following information: Generic Name, Brand
name, complete specifications (dosage), units, Quantity (pcs/box) , unit cost(pc/box), total cost
2 Conditions of Contract - for equipment
3
Copy of the document containing the breakdown of the contract amount. For equipment
4
Appropriate approved documents indicating the unit prices of the items. For equipment

Complete set of technical specifications (Complete set of approved agency specifications/item

5 description indicating the following, among others, brand, unit of measurement, accessories (if any),
make, country of origin, size/dimension/volume, model, use of item, color, capacity, horsepower,
voltage, watts, gauge, kind of equipment where spare parts are to be used, statement whether
replacement or original (for spare parts), part number of spare parts, type and classification of
materials, packing (quantity per pack), substance, speed, kind of service rendered)

6 Copy of the Dealers / Suppliers Sales Invoice, Delivery Receipts (if applicable), 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.
7 Samples and brochures/photographs, if applicable

8 For Equipment - Tax receipts from the Bureau of Custom or the BIR indicating the exact specifications and/or 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 (Administrative Order No. 200 dated November 21, 1990).
9 For equipment, Property Acknowledgement Receipt.

10 Valid Test Analysis Report issued by FDA or Authorized Testing Laboratories for all other medicine (xerox copy duly
authenticated by FDA) by item

11
Valid Batch Release Certificate from FDA - antibiotics (xerox copy duly authenticated by FDA) by item

12 Inspection and Acceptance Report prepared by Department / Agency property inspector and signed by the Head of
Agency or his authorized representative.

PREPARED BY:

AUDIT TEAM LEADER