Pre-Audit of Disbursement Vouchers – Infrastructure Projects

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The Pre-Audit Division provides a thorough review of the supporting documents and all its attachments before it will be processed for payment to contractors and suppliers.

Office or Division: Pre-Audit Division
Classification: Highly Technical
Type of Transaction: G2B - Government to Business
Who May Avail: All

CHECKLIST OF REQUIREMENTS

Advance Payment /15% Mobilization

1. Disbursement Voucher from the Requesting Office
2. Obligation Request City from the Budget Office
3. Certification of Availability of Funds City from the Budget Office
4. Letter request from contractors for advance payment / 15% mobilization (duly received by CMO) from the Contractor
5. Irrevocable Standby Letter of Credit / Security Bond / Bank Guarantee from the Contractor
6. Approved Purchase Request from the Requesting Office
7. Approved PPMP / APP from the Requesting Office
8. Sanggunian Panglungsod Ordinance from the City Council Office
9. Transmittal letter to COA for review from the Requesting Office
10. Bidding Documents from the BAC Secretariat

Progress Payments

1. Disbursement Voucher from the Requesting Office
2. Photocopy of original Obligation Request updated based on the status of the contract being processed from the City Budget Office
3. Letter request from contractors for progress billing (duly received by CMO) from the Contractor
4. Transmittal letter to COA for review from the Requesting Office
5. Statement of Work Accomplished (SWA) / Progress Billing from the Contractor
6. Inspection Report by the Agency‘s Authorized Engineer from the City Engineer‘s Office
7. Results of Test Analysis, if applicable from the Contractor
8. Statement of Time Elapsed from the Contractor
9. Monthly Certificate of Payment from the Contractor
10. Billing Summary from the Contractor
11. Executive Summary from the Contractor
12. Background Information from the Contractor
13. Certificate of Compliance from the Contractor
14. Contractor‘s Affidavit on payment of laborers and materials from the Contractor
15. Pictures, before, during and after construction of items of work especially the embedded items from the Contractor
16. Approved Extension, Suspension and Resumption (if applicable) from the City Engineer‘s Office
17. Certification of No Pending Obligation of Labor and Materials to be signed by the contractor, Project Engineer and Foreman from the Contractor
18. Approved Variation Order if there are changes in the contract from the City Engineer‘s Office
19. Agency Approved Program of Work and Detailed Estimates from the City Engineer‘s Office
20. Photocopy of vouchers of all previous payments from the City Engineer‘s Office

Prescribed documents prior to Contract Signing

1. Construction Schedule and S-Curve from the Contractor
2. Manpower Schedule from the Contractor
3. Construction Method from the Contractor
4. Equipment Utilization Schedule from the Contractor
5. Construction Safety and Health Program from theContractor
6. PERT/CPM of winning bid for Infrastructure as prepared by contractor from the Contractor
7. Affidavit of Site Inspection from the Contractor

 ​​​​​​Final Billing

1. Disbursement Voucher from the Requesting Office
2. Photocopy of original Obligation Request updated based on the status of the contract being processed City from the Budget Office
3. Letter request from contractors for final billing (duly received by CMO) from the Contractor
4. Transmittal letter to COA for review from the Requesting Office
5. Statement of Work Accomplished (SWA) from the Contractor
6. Inspection Report by the Agency‘s Authorized Engineer City from the Engineer‘s Office
7. Results of Test Analysis, if applicable from the Contractor
8. Statement of Time Elapsed from the Contractor
9. Monthly Certificate of Payment from the Contractor
10. Billing Summary from the Contractor
11. Executive Summary  from the Contractor
12. Background Information  from the Contractor
13. Certificate of Compliance  from the Contractor
14. Contractor‘s Affidavit on payment of laborers and materials  from the Contractor
15. Pictures, before, during and after construction of items of work especially the embedded items  from the Contractor
16. Certification of No Pending Obligation of Labor and Materials to be signed by the contractor, Project Engineer and Foreman  from the Contractor
17. Warranty Security (irrevocable standby letter of credit from the bank 10% of Contract Price) or Surety Bond 30% of Contract Price (if insurance)  from the Contractor
18. COA Technical Evaluation Report for Infrastructure Project from COA Regional Office – CDO  from the COA Regional Office
19. Certificate of Project Completion  from the City Engineer‘s Office
20. Certificate of Acceptance  from the City Engineer‘s Office
21. Completion Report and Acknowledgement of Turn Over and Custody of Completed Project  from the City Engineer‘s Office
22. Photocopy of vouchers of all previous payments from the City Engineer‘s Office

Release of Retention Money

1. Disbursement Voucher from the Requesting Office
2. Photocopy of original Obligation Request updated based on the status of the contract being processed from the City Budget Office
3. Contractors Request for Substitution duly received by CMO from the Contractor
4. Irrevocable Standby Letter of Credit from the Contractor
5. Copy of the Contract of Agreement from the BAC Secretariat
6. Copy of Notice to Proceed from the BAC Secretariat
7. Copy of Notice of Award from the BAC Secretariat
8. Copy of paid voucher of all billing showing the deduction of retention from the City Engineer‘s Office
9. Certificate of Turnover from the City Engineer‘s Office
10. Certificate of Acceptance from the City Engineer‘s Office
11. Certificate of Project Completion from the City Engineer‘s Office
12. COA Technical Evaluation Report for Infrastructure Project from COA Regional Office – CDO from the COA Regional Office

NOTE: Submit two sets of disbursement voucher with complete supporting documents: 1st Set Original Copy; 2nd Set Photocopy

Total Fees to be Paid: None
Total Processing Time: 9 Days, 45 Minutes