Pre-Audit of Common Goods and Services

February 23, 2023

Requirements

1 . Obligation request (3 original copies)

2 . A/P list (if applicable)

3 . Purchase Request/ Job Order Request

4 . Charge invoice/ billing statement (duly received by regular employee- rep)

5 . Purchase Order duly received by COA

6 . SP/LSB resolution duly certified

7 . Additional Requirements (duly certified) for specific (peculiar) type of transaction

-Drugs and medicines
a. Certificate of conformity to PNDF Vol. 1
b. Certificate of product registration in FDA
c. Certificate of good manufacturing practice from FDA
d. License to operate as drug distributor/ manufacturer (BFAD)

-Handheld Radio
a. Permit to purchase from NTC
b. License to operate from NTC

-Firearms
a. Permit to purchase from PNP
b. License to operate from PNP

-Transportation equipment
a. Registration from LTO or other appropriate agency in the name of City Govt.
b. Insurance in the name of City Govt.
c. Authority from City Mayor/DBM Sec./ President depending on type of vehicle
d. Proof of non-availability under Procurement Service or justification on resort to procurement methods other than PS

-Rice
a. NFA Certificate for distribution

-Lease of Real Property and/or Venue
a. Justification: Lease vis-à-vis Purchase
b. Rating Factor Report of Lessors
b. Comparative Market Price Analysis

8 . Warranty (1 year for equipment, 3months for supplies)

9 . Sufficient performance security (if defined in RFP/Invitation to bid)

10 . Certificate of inclusion of PR/JOR in PPMP (duly signed)

11 . PPMP duly signed by authority/(ies)

12 . Abstract of proposal (at least 5 signatories including end-user)

13 . Canvass sheets

14 . Proof of valid eligibility documents duly certified by BAC

a. PhilGEPs Registration ID
b. DTI/SEC Registration
c. COR from BIR
d. Latest tax return/Valid tax clearance
e. Business permit
f. Omnibus sworn statement (original)

15 . Proof of posting in PhilGEPs (if ABC >50,000; certified by BAC)

16 . Control slip duly accomplished

17 . Materials receiving report/ARMS/ICS duly accomplished

18 . Inspection and acceptance report duly accomplished

19 . Disbursement voucher (2 original copies; passed through CTO; stamped by BAC indicating mode of procurement and duly signed)

Procedures

1 . Proceed and ask for a queuing number allotted to Pre-Audit Division

2 . Wait in a queue until its turn

3 . Proceed and submit the complete set of requirements to the Pre-Audit Division

4 . Receive the Deposit Card/Priority Pass

5 . Present the Deposit Card/Priority Pass

6 . Receive the approved/ disapproved claim

Application Form