Additional Documentary Requirements

 Additional documents under Annex D of COA Memorandum No.2005-

027 dated February 28, 2005 required to be submitted to the Auditor's
Office within five days from the execution of the contract:
 If not in the Terms of Reference, appropriate approved documents
indicating the expected outputs/deliverables
 Copy of the Approved Manning Schedule indicating the names and
positions of the consultants and staff and the extent of their participation in
the project
 Copy of the curriculum vitae of the consultants and staff
 Letter request for payment from the consultant
 Approved Consultancy Progress/Final Reports, and/or output required
under the contract
 Progress/Final Billing
 Contract of Infrastructure Projects subject of Project Management
Consultancy Services

9.1.3 ___ Goods

General Guidelines

This refers to all items, supplies, materials and general support services,
except consulting services and infrastructure projects, which may be
needed in the transaction of public businesses or in the pursuit of any
government undertaking, project or activity, whether in the nature of
equipment, furniture, stationery, materials for construction or personal
property of any kind, including non-personal or contractual services such as
the repair and maintenance of equipment and furniture, as well as trucking,
hauling, janitorial, security and related or analogous services, as well as
procurement of materials and supplies provided by the procuring entity for
such services. The term "related" or "analogous services" shall include, but
not limited to, lease or purchase of office space, media advertisements,
health maintenance services, and other services essential to the operation
of the agency [Section 5(r) of the Revised IRR of RA No. 9184].

In addition to the Revised IRR of RA No. 9184, procurement of Goods shall

also be governed by the following provisions of FY 2012 GAA or pertinent
provisions of the GAA for the year.
 The inventory of supplies, materials and equipment spare parts to be
procured out of available funds shall at no time exceed the normal three-
month requirement (Section 18).
 Agencies of the government are authorized to make emergency
purchases of supplies, materials and spare parts of motor transport
equipment when there is an unforeseen contingency requiring immediate
purchase, subject to the conditions prescribed under RA No. 9184 and it’s
Revised IRR (Section 19).

 All appropriations for the procurement of equipment, supplies and

materials, and other products and services authorized in this Act shall be
used in accordance with the provisions of Commonwealth Act (CA) No.
138, Section 43 of RA No. 9184 and its Revised IRR. Accordingly, all
departments, bureaus, offices, agencies and instrumentalities of the
government, including LGUs and GOCCs, shall give preference to
domestic entities and domestic bidders, subject to the following (Section
20):

A domestic entity can only claim preference if it secures a certification from

the Department of Trade and Industry (DTI), if a sole proprietorship, or the
Securities and Exchange Commission (SEC), if a corporation or
partnership, that it has all the qualifications required under C.A. No. 138,
R.A. No. 9184 and its Revised IRR

A domestic bidder can only claim preference if it secures from the DTI a
certification that the goods forming part of its bid are substantially
composed of articles, materials, or supplies grown, produced, or
manufactured in the Philippines

Purchases under foreign military sales agreements, heavy equipment

imports for infrastructure projects, and other importations of agencies which
are financed by foreign borrowings may be made, subject to the
requirements of Letter of Instruction (LOI) No. 880 dated June 21, 1979
and to pertinent budgeting, accounting and auditing laws, rules and
regulations. In the utilization of the amounts appropriated herein for
infrastructure projects to be undertaken either by administration or by
contract, preference shall be given to locally-produced and manufactured
materials in accordance with the preceding paragraph, including foreign-
assisted projects whose covering loan agreements expressly allow or do
not prohibit the same (Section 20 of FY 2012 GAA or pertinent provisions
of the GAA for the year).

9.1.3.1 ___ Supplies, Materials, Equipment and Motor Vehicle

General Guidelines

The inventory of supplies, materials and equipment spare parts to be

procured out of available funds shall at no time exceed the normal three-
month requirement, subject to pertinent rules and regulations issued by
competent authority. The heads of departments, bureaus, offices or
agencies may increase their inventory of critical supplies and materials in
anticipation of cost increases, or if necessitated by a national emergency or
of an impending shortage in the items concerned, specifying maximum
quantities of individual items. Unless otherwise approved by the President
of the Philippines, upon the joint recommendation of the Secretary
concerned and the Chairman of COA, these stocks shall not exceed one
year's requirement (Section 18 of FY 2012 GAA or pertinent provisions of
the GAA for the year).

The contract implementation guidelines for the procurement of goods,

supplies and materials are prescribed under Annex D of the revised IRR of
RA No. 9184.

Additional Documentary Requirements

 Additional documents required under Annexes F and S of COA

Memorandum No. 2005-027 dated February 28, 2005 required to be
submitted within five days upon execution of the contract:

 Certificate of Exclusive Distributorship, if applicable

 Samples and brochures/photographs, if applicable
 for imported items:

Consular Invoice/Pro-forma invoice of the foreign supplier with the

corresponding details Home Consumption Value of the items Breakdown of
the expenses incurred m the Importation

 Original copy of Dealers/Suppliers' Invoices showing the duly signed by

the dealer or his representative, and indicating receipt by the proper
agency official of items delivered.
 Results of Test Analysis, if applicable

 Tax receipts from the Bureau of Customs 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 (AO)
No. 200 dated November 21, 1990]

 Inspection and Acceptance Report prepared by the Department/Agency

property inspector and signed by the Head of Agency or his authorized
representative
 For equipment, Property Acknowledgment Receipt
 Warranty Security for a minimum period of three months, in the case of
expendable supplies, or a minimum period of one year in the case of non-
expendable supplies, after acceptance by the procuring entity of the
delivered supplies
 Request for purchase of supplies, materials and equipment duly
approved by proper authorities
 In case of motor vehicles, (AO No. 233 dated August 1, 2008) authority
to purchase from:

 Agency head and Secretary of DBM, or OP depending on the type of

vehicle being provided (Sections 7 and 9)
 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)
 For procurement of drugs and medicines
 Certificate of product registration from Food and Drug Administration (FDA)
 Certificate of good manufacturing practice from FDA
 Batch Release Certificate from FDA
 If the supplier is not the manufacturer, certification from the manufacturer that
the supplier is an authorized distributor/dealer of the products/items

 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

9.1.3.2 __ General Support Services (janitorial, security, maintenance,

garbage ________ collection and disposal and similar services

Additional Documentary Requirements

 Additional documents under Annexes H to K and P of COA Memorandum No.

2005-027 dated February 28, 2005 required to be submitted to the Auditor's Office
within five days from the execution of the contract:

 For janitorial/security/maintenance services, appropriate approved documents

indicating the following:
 The number of personnel involved and their corresponding rates/salary
 Schedule of work and places of assignment or station/visits indicating, among
others, the number of hours per visit
 the type and number of equipment to be served (in case of visitorial maintenance
service)

The scaled floor plans of the building and other area/s covered by the service
contract (for janitorial services) The group classification of personnel to determine
the Equivalent Equipment Monthly Statutory Minimum Wage Rate in accordance
with the applicable Rules Implementing RA No. 6727 Approved documents
indicating the minimum requirements of the agency on the number of security
personnel to be involved in the project (for security service contract) The
population of the agency where the services are rendered (for security service
controls) Detailed description of the maintenance services to be rendered or
activities to be performed (for maintenance service contracts)

 For Garbage Collection and Disposal

Complete description/specifications (brand name, model, make/country of origin,
hp, piston displacement, capacity) and number of units of dump trucks to be used
Complete descriptions/specifications (age, condition, brand, etc.) and number of
units of all other equipment to be rented/used Appropriate approved documents
containing the terms and conditions, whether operated or bare rental for heavy
equipment, whether per trip or package deal; and other relevant condition The
designated dump site location of dumpsite (if provided in a separate document)
The measurement in kilometers of the total distance covered by one complete route
for all the required routes to be traveled Estimated volume in cubic meters of
garbage to be hauled from area of operation, including the basis for such estimates
In cases where the type of contract differs from the usual per trip contract basis,
sufficient justification and comparative analysis between the type of contract
adopted against the basic per trip type({; contract
 for forwarding/shipping/hauling contract

The type/kind and technical description of the mode of transportation used

the point of origin and destination including the estimated distance/s if
transported by land the estimated weight and volume of cargoes involved

 Accomplishment Report
 Request for payment
 Contractor’s Bill
 Certificate of Acceptance
 Record of Attendance/Service
 Proof of remittance to concerned government agency and/or GOCCs
[BIR/Social Security System (SSS)/ Pag-Ibig
 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

9.1.3.3 ___ Rental Contracts

Additional Documentary Requirements

 Additional documents under Annexes L, N and 0 of COA Memorandum

No. 2005-027 dated February 28, 2005 required to be submitted to the
Auditor's Office within five days from the execution of the contract.

 for privately-owned office/building

Complete copy of the building floor plans indicating in shaded colors the
rentable space Copy of the Certificate of Occupancy of the building or
appropriate approved documents showing the date the building was
constructed or age of the building Complete description of the building as to
type, kind and class including its component parts and equipment facilities
such as, but not limited to, parking areas, elevators, air-conditioning
systems, firefighting equipment, etc. Copy of the Master of Deed
Declaration and Restrictions in case of lease/rental of office condominiums

 For equipment rental/lease/purchase contract

Agency evaluation of equipment utilization Pertinent data. Of area of

operation
 List of prevailing comparable property within vicinity
 Vicinity map
 Request for payment
 Bill/Invoices
 Certificate of occupancy (space/building
 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

9.1.3.4 ___ Repair and Maintenance of Aircraft, Equipment

Additional Documentary Requirements

 Additional documents under Annexes Q and R of COA Memorandum No.

2005-027 dated February 28, 2005 required to be submitted to the Auditor's
Office within five days from the execution of the contract:

 Copy of the pre-repair evaluation report and approved detailed plans by

the agency showing in sufficient detail the scope of work/extent of repair to
be done

 Copy of the latest service bulletin, in case of aircraft

 Report of waste materials
 Copy of document indicating the history of repair
 Post-inspection reports
 Warranty Certificate
 Request for payment
 Bill/Invoices
 Certificate of Acceptance
 Pre-repair inspection reports

 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

9.1.3.5 ___ Advertising Expenses

General Guidelines

One of the austerity measures adopted under Administrative Order No. 103
dated August 31, 2004 is the suspension, among others, of paid media
advertisements, except those required in the issuance of agency
guidelines, rules and regulations, the conduct of public bidding and the
dissemination of important public announcements.

Additional Documentary Requirements

 Bill/Statement of Account
 Copy of newspaper clippings evidencing publication and/or CD in case of
TV/Radio commercial

9.2 _ ____ Procurement through Alternative Modes

Basic Requirements Common to All Purchases under alternative mode

 Documents to be submitted within five working days from the execution

of the contract as required under COA Circular No. 2009-001 dated
February 12, 2009:

 Purchase Order/Letter Order/Contract, duly approved by the official

concerned and accepted by the supplier (date of acceptance must be
clearly indicated, especially when the time or date of delivery is dependent
on or will be counted from the date of acceptance of the purchase
order/letter order/contract)

 Proof of posting of invitation or request for submission of price quotation

in the PhilGEPS website, website of the procuring agency, if available, and
at any conspicuous place reserved for this purpose in the premises of the
procuring agency for a period of seven calendar days in case of Shopping
under Section 52.1(b), and Negotiated Procurement under Sections 53.1
(two failed bidding) and 53.9 (small value procurement) of the Revised IRR
of RA No. 9184

 Performance and warranty securities, except for shopping and

negotiated procurement under emergency cases, small value procurement,
lease of real property and United Nation (UN) agencies

 BAC Resolution recommending and justifying to the Head of Procuring

Entity (HOPE) the use of alternative mode of procurement and approval by
the HOPE of the BAC Resolution recommending award of contract
 Proof of posting of Notice of Award in the PhilGEPs website, the website
of the procuring entity concerned, if available, and at any conspicuous
place reserved for this purpose in the premises of the procuring entity

 Approved Procurement Plan

 Request for purchase or requisition of supplies, materials and equipment,

duly approved by proper authorities

 Original copy of the delivery invoice 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

 Inspection and acceptance report signed "Inspected by" by the

authorized agency inspector and signed "accepted by" by the authorized
end-user to whom the item was delivered or the property officer if item is for
stock

 Approval by the HOPE or his duly authorized representative on the use

of the alternative methods of procurement, as recommended by the BAC

 Statement of the prospective bidder that it is not blacklisted or barred

from bidding by the Government or any of its agencies, offices,
corporations or LGUs

 sworn affidavit of the bidder that it is not related to the HOPE by

consanguinity or affinity up to the third civil degree

9.2.1 ___ Limited Source Bidding

General Guidelines

This is a method of procurement of goods and consulting services that

involves direct invitation to bid from the list of pre-selected suppliers or
consultants with known experience and proven capability on the
requirements of the particular contract. This alternative method of
procurement may be employed under any of the following conditions
(Section 49 of the Revised IRR of RA No. 9184):

 Procurement of highly specialized types of goods (e.g., sophisticated

defense equipment, complex air navigation systems, coal) and consulting
services where only, a few suppliers or consultants are known to be
available, such that resorting to public bidding method will not likely result
in any . Additional suppliers or consultant participating in the bidding; or

 Procurement of major plant components where it is deemed

advantageous to limit the bidding to known qualified bidders in order to
maintain uniform quality and performance of the plant as a whole.

Additional Documentary Requirements

 Specific requirements to be submitted within five working days from the

execution of the contract as required under COA Circular No. 2009-001
dated February 12, 2009:

 Copy of direct invitation to bid served by the concerned agency to all

suppliers or consultants appearing in the pre-selected list of
manufacturers/suppliers/distributors with known experience and proven
capability on the requirements of the particular contract

 Winning bidder's offer or proposal

 Abstract of bids showing the most responsive and complying bidder from
among the other bidders who participated in the bidding
 Notice of Award

 Documentary requirements under Sections 23.1 and 25.2(a) for goods,

23.1 and 25.2(b) for infrastructure, 25.1 and 25.2(c) for consultancy
services, of the Revised IRR of RA No. 9184

 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

 Bid security (required under Section 54.4 IRR-A, RA No. 9184)

9.2.2 ___ Direct Contracting

General Guidelines

This is a method of procurement of goods whereby the supplier is simply

asked to submit a price quotation or a pro-forma invoice together with the
conditions of sale. The offer may be accepted immediately or after some
negotiations. Direct contracting may be resorted to under any of the
following conditions (Section 50 of the Revised IRR ofRA No. 9184):

 Procurement of goods of proprietary nature which can be obtained only

from the proprietary source, i.e. when patents, trade secrets, and
copyrights prohibit others from manufacturing the same item;

 When the procurement of critical plant components from a specific

supplier is a condition precedent to hold a contractor to guarantee its
project performance, in accordance with the provisions of its contract; or

 Those sold by an exclusive dealer or manufacturer which does not have

sub-dealers selling at lower prices and for which no suitable substitute can
be obtain-ed at more advantageous terms to the government.

Additional Documentary Requirements

 Specific requirements to be submitted within five (5) working days from

the execution of the contract as required under COA Circular No.2009-001
dated February 12, 2009.

 Copy of letter to selected manufacturer/supplier/distributor to submit a

price quotation and conditions of sale

 Certificate of Exclusive Distributorship issued by the principal

under oath and authenticated by the embassy/consulate nearest the place
of the principal, in case of foreign suppliers

 Certification from the agency authorized official that there are no sub-
dealers selling at lower prices and for which no suitable substitute can be
obtained at more advantageous terms to the government

 Certification of the BAC in case of procurement of critical plant

components and/or to maintain certain standards
 Study/survey done to determine that there are no sub-dealers selling at
lower prices and for which no suitable substitute can be obtained at more
advantageous terms to the government

 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

9.2.3 _____ Repeat Order

General Guidelines

This is a method of procurement of goods from the previous winning

bidder, whenever there is a need to replenish goods procured under a
contract previously awarded through Competitive Bidding. Repeat Orders
shall likewise be subject to the following conditions (Section 51 of the
Revised IRR ofRA No. 9184):

 Unit prices of the repeat order must be the same as, or lower than, those
in the original contract, provided that such prices are still the most
advantageous to the government after price verification;

 the repeat order will not result in splitting of contracts, requisitions, or

purchase orders, as provided for in Section 54.1 of the Revised IRR of RA
No. 9184;

 Except in cases duly approved by the GPPB, the repeat order shall be
availed of only within six months from the contract effectivity date stated in
the Notice to Proceed arising from the original contract; and

 The repeat order shall not exceed 25 percent of the quantity of each item
in the original contract.

Additional Documentary Requirements

 Specific requirements to be submitted within five working days from the

execution of the contract as required under COA Circular No. 2009-001
dated February 12, 2009:

 Copy of the original contract used as basis for repeat order indicating
that the original contract was awarded through public bidding
 Certification from the Purchasing Department/Office that the supplier has
complied with all the requirements under the original contract

9.2.4 ____ Shopping

General Guidelines

Shopping is a method of procurement of goods whereby the procuring

entity simply requests for the submission of price quotations for readily
available off-the-shelf goods or ordinary/regular equipment to be procured
directly from suppliers of known qualifications. This method of procurement
shall be employed in any of the following cases (Section 52 of the Revised
IRR of RA No. 9184):

 when there is an unforseen contingency requiring immediate purchase;

provided, however, that the amount shall not exceed the threshold
prescribed in Annex H of the Revised IRR ofRA No. 9184

 Procurement of ordinary or regular office supplies and equipment not

available in the Procurement Service involving an amount not exceeding
the threshold prescribed in Annex H of the Revised IRR of RANo. 9184

The Guidelines for shopping and small value procurement are prescribed
under the GPPB Resolution No. 09-2009 dated November 3, 2009.

Additional Documentazy Requirements

 Specific requirements to be submitted within five working days from the

execution of the contract as required under COA Circular No. 2009-001
dated February 12, 2009:

 Price quotations from at least three bonafide and reputable

manufacturers/suppliers/distributors
 Abstract of canvass

9.2.5 ___ Negotiated Procurement

General Guidelines

This is a method of procurement of goods, infrastructure projects and

consulting services, whereby the procuring entity directly negotiates with a
technically, legally and financially capable supplier, contractor or consultant
in any of the following cases (Section 53 of the Revised IRR of RA No.
9184):

 Two Failed Biddings

 Emergency cases
 Take-over of Contracts\
 Highly Technical Consultants
 Defense Cooperation Agreement
 Small Value Procurement
 Community Participation
 United Nations Agencies
 Adjacent or Contiguous
 NGO Participation (GPPB Resolution No. 12-2007 dated 29 June 2009)
 Agency-to-Agency
 Procurement Agent
 Lease ofReal Property

the last three items are subject to the guidelines to be issued by the GPPB.

Additional Documentary Requirements

 Specific requirements to be submitted within five working days from the

execution of the contract as required under COA Circular No. 2009-001
dated February 12, 2009:

 in cases of two failed biddings, emergency cases, take-over of contract

and small value procurement

Price quotation/bids/final offers from at least be three invited suppliers

Abstract of submitted Price Quotation BAC Resolution recommending
award of contract to Lowest Calculated Responsive Bid (LCRB)

 Additional requirements for each case:

 In case of two failed biddings

Agency's offer for negotiations with selected suppliers, contractors or

consultants Certification of BAC on the failure of competitive bidding for the
second time Evidence of invitation of observers in all stages of the
negotiation Eligibility documents in case of infrastructure projects

 In emergency cases

Justification as to the necessity of purchase

 In case of take-over of contracts

Copy of terminated contract Reasons for the termination Negotiation
documentwith the second lowest calculated bidder or the third lowest
calculated bidder in case of failure of negotiation with the second lowest
bidder. If negotiation still fails, invitation to at least three eligible contractors
Approval by the Head of the Procuring Agency to negotiate contracts for
projects under exceptional cases

 In case of small value procurement

Letter/invitation to submit proposals

 For adjacent or contiguous projects

Original contract and any document indicating that the same resulted from
competitive bidding Scope of work which should be related or similar to the
scope of work of the original .contract Latest Accomplishment Report of the
original contract showing that there was no negative slippage/delay

9.3 ___ For procurement through (ADA) or direct payment

Documentary Requirements

 same documents required under goods, infrastructure or consulting

services depending on the mode of procurement adopted and the nature of
expenses
 Letter request from the Head of the Agency to the Bank to pay/credit the
account of the supplier
 Confirmation from the bank that the account of the supplier has already
been credited (for post audit purposes)

10.0 ___ Cultural and Athletic Activities

General Guidelines

Out of the appropriations authorized in the GAA for Maintenance and Other
Operating Expenses (MOOE) for each department, bureau, office or
agency, an annual amount not exceeding One Thousand Two Hundred
Pesos (P 1,200) per employee-participant may be used for the purchase of
costume or uniform, and other related expenses in the conduct of cultural
and athletic activities (Section 25, FY 2012 GAA or pertinent provisions of
the GAA for the year).

Documentary Requirement

 Budget estimates approved by the Head of Agency

 Same requirements under procurement depending on the nature of

expense and the mode of procurement adopted

11.0 ___ Human Resource Development and Training Program

General Guidelines

Departments, bureaus, offices or agencies shall review and formulate their

human resource development and training programs to make the same
responsive to the organizational needs and manpower requirements of
agencies and the need to train personnel in appropriate skills and attitudes.
They shall likewise include in their human resource development and
training programs measures to promote morals, efficiency, integrity,
responsiveness, progressiveness, courtesy as well as nationalism and
patriotism in the civil service. Such training programs shall be consistent
with the rules and regulations issued by the CSC for the purpose (Section
27, FY 20l2 GAA or pertinent provisions of the GAA for the year).

Documentary Requirements

 Budget estimates approved by the Head of Agency

 Schedule of training approved by the Head of the Agency
 Same requirements under procurement depending on the nature of
expense and the mode of procurement adopted

12.0 ____ Financial Expenses

General Guidelines

In line with entering into various transactions with local and international
financing institutions, agencies incurred bank charges, commitment fees,
documentary stamp tax, interest expenses and other related financial
charges.

Documentary Requirements

 Loan Agreements/Memoranda of Agreement together with supporting

documents
 Statement of Account
 Bank Debit memos,br>
 Other supporting documents deemed necessary depending on the
nature of the transaction

13.0 ____ Road Right-of-Way (ROW)/Real Property

General Guidelines

Claims for road right-of-way are subject to the provisions ofRA No. 8974
and its IRR.

13.1 ____Land

Documentary Requirements common to both Negotiated Purchase and

Payment by Court Decision

 Project parcellary survey plan showing that said lot and structures are
within the boundaries of the right-of-way

 Structural Mapping Plan of the lot affected

 Certification by the implementing agency that the claim is not within the
original ROW of a converted local road
 Certification from the Head of the Implementing Office that there is no
previous pending claim and previous payment on subject property

 Environmental Clearance Certificate (ECC) as required under Section 8

of RANo. 8974

 Copy of latest updated master list of Project-Affected-Persons (PAP)

approved by Agency's authorized representative

 In case of death of claimant or owner, judicial settlement duly advertised

in a newspaper of general circulation,

Additional Documentary Requirements

 for Negotiated Purchase

 Independent Appraisal Report/Regional Committee Resolution indicating

the valuation of the land. Valuation should be based on the provisions of
RANo. 8974

 Applicable BIR Zonal Valuation

 Certified Photocopy of Authority/Agency Resolution to Purchase Land or

Land Rights indicating the approved/established valuations or BIR Zonal
Valuations

 Deed of Absolute Sale registered with the Register of Deeds where the
land is located

 Certified Photocopy of Tax Clearance from Assessor's Office where the

land is located

Certificate Authorizing Registration (CAR)

Capital Gains Tax (CGT)
Documentary Stamp Tax (DST)
Transfer Tax

 If registered land:
If whole lot is acquired, Transfer Certificate ofTitle (TCT) Certificate of Land
Ownership Award/Original Certificate Title/Emancipation Patent
(CLONOCT/EP) certified as true copy by the Register of Deeds and Tax
Declaration (TD) certified as true copy by the Assessor's Office in the name
of the procuring entity or previous owner depending on the provisions of the
sale If portion of lot is acquired, certified photocopy ofTCT and TD in the
name of the procuring entity or previous owner with annotation of sale

 If unregistered land:

Certified photocopy of TD in the name of the procuring entity or previous

owner with annotation of sale Notarized Affidavit of Ownership Certification
from the City/Municipal Treasurer that the claimant is the sole entity paying
the taxes for the property for the past five years Notarized joint affidavit of
two adjoining landowners or Barangay/Local Officials concerned attesting
to the ownership of land Such other documents deemed necessary for the
auditorial review and in the technical evaluation thereof If claim for payment
or amount of sale exceeds 1!50,000 (EO No. 1035), certified photocopy of
Claimant's Surety/Indemnity Bond issued by any Insurance Company duly
accredited by the Insurance Commission.

 for Payment by Court Decision

Certified photocopy of Court Decision registered with the Register of Deeds
where the land is located including all annexes referred to in the court
decision certified true copy of TCT for registered land, and TD in the name
of the previous owner for unregistered land with court decision duly
annotated Certificate of Finality of Decision

13.2 ___ Structure/House

Documentary requirements

 Approved and Notarized Agreement to Demolish and Remove

Improvements (ADRI) I Notarized voluntary undertaking to vacate the
project area

 Sketch plan/drawing of house/structure

 Notarized landowner's waiver of rights/quitclaim to affected

houses/structures or establishments if payment will be made to claimants
other than the owner

 Pictures of the structures before, during and after the demolition

 Certified true copy of owner's identification (ID), Residence Certificate
and Barangay Clearance

 Computation of Replacement Cost duly approved by implementing Office

Director supported with current abstract of canvass of construction
materials

 Certificate of Total Demolition

 Map showing the location of the structure/house in the project-affected
area
 Notarized affidavit of ownership with Waiver or Right/Quitclaim to
affected house/structure

 Copy of masterlist of Project-Affected-Persons (PAPs) indicating the

names of affected house/structure owners approved by authorized
personnel

 Certified photocopy of title (TCT/OCT or CLOA/EP) and TD of land

where the house/structure is erected

13.3 ___ Improvements (trees, plants, growing fruits, etc.)

Documentary requirements

 Permit issued by the Department of Environment and Natural Resources

(DENR) to cut plants, forest tress and fruit bearing trees on areas affected
by the project.

 Affected Trees/Crops Inventory duly certified by the Agency's Project

Committee/Authorized Officer and showing among others the following: lot
number as indicated in the project plan, number of items, specifies
classification, diameter, height, lot owner, owner of trees/plants/crops and
price

 Quitclaim or Waiver issued by the lot owner if he is not the claimant

 Map/sketch plan showing the location of the improvement in the
project� affected area
 Resolution/approval of valuation of damaged improvement
 Copy of the approved valuation of crops, plants and trees issued by
concerned government agency
 Notarized Affidavit of Ownership with Right/Quitclaim to affected
improvements
 Copy of the latest updated master list of PAPs approved by proper
authorities
 If registered land:
 Certified true copy of title (TCT/OCT or CLOAIEP)
 If unregistered land:
 Certified photocopy of TD
 Notarized joint affidavit of two adjoining landowners or barangay/local
officials concerned attesting to the ownership of land
 If payment through Court Decision
 Certified photocopy of Court Decisions (Final Order/Decision or
Certificate of Finality of Decision)