Commission on Audit

Systems and Technical Services Sector

INFORMATION TECHNOLOGY AUDIT OFFICE

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IT GOODS AND SERVICES EVALUATION MATRIX
(Understanding the Project Working Paper)

Reference No. :

Project Name :

Contracting Parties :

Technical Evaluation Objectives :

a. To determine the conformance of the contract specifications/requirements with the agency requirements/ applicable standards
b. To validate the reported deliveries and determine compliance with the contract/PO specifications

Technical Evaluation Sub-objective 1 - To determine if all the documents necessary for review / technical evaluation are complete per COA
Memorandum 2005-027/COA Circular 2009-001/COA Circular 2012-001/Gov’t Policies/ applicable standards.
Technical Evaluation Sub-objective 2 – To verify congruence of the project information as they appear in the ABC, Contract/PO/JO, Technical
Specifications and other contract documents.
Technical Evaluation Sub-objective 3 - To verify whether the specifications of the items indicated in the contract/PO/JO are in accordance with the
agency requirements and winning bidder’s offer.
Technical Evaluation Sub-objective 4 - To verify whether the delivered items as reported by the procuring entity are in accordance with the
requirements of the contract.

SUBMITTED INFORMATION/ DATA

ANALYSIS
(ex. approved; not
signed; certified copy;
PROJECT INFORMATION SOURCE DOCUMENT not certified copy; not in
Yes No
accordance with
prescribed form;
information not
congruent with…)
A ORIGINAL CONTRACT/PO/JO
1. Project Name Contract / Purchase Order/ Job Order
1 Notice to Proceed
Approved Plans
Approved Technical Specifications
Notice of Award
Approved Purchase Request
2. Contract/PO/JO Contract / Purchase Order/ Job Order
No.
3. Contract/PO/JO Contract/ Purchase Order/ Job Order
Amount
4. Contract/PO/JO Contract / Purchase Order/ Job Order
Date
5. Approved Budget Contract / Purchase Order/ Job Order
. for the Contract Detailed breakdown of ABC
(ABC) HOPE-Approved Purchase Request
HOPE-Approved APP
BAC Resolution
10. Agency’ Brief Contract / Purchase Order/ Job Order
Description of Approved Purchase Request
the Project
Notice of Award
11. Implementing Contract / Purchase Order/ Job Order
2 Agency/ies and Notice of Award
Address
13. Contract / Purchase Order/ Job Order

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 SUBMITTED INFORMATION/ DATA
PROJECT INFORMATION SOURCE DOCUMENT
Yes No ANALYSIS
Contractor/ Notice of Award
Supplier and
Address
14. Development Contract / Purchase Order/ Job Order
Partner/s and Joint Venture Agreement
Address
16. Fund Source/s Certificate of Availability of Fund
Contract/ Purchase Order/ Job Order
18. Mode of Approved APP
Procurement Contract/ Purchase Order/ Job Order
Notice of Award
Abstract of Bids
22. Date of Bidding Contract/ Purchase Order/ Job Order
Abstract of Bids
Notice of Award
Invitation to Bid
26. Place of Delivery Contract/ Purchase Order / Job Order
27. Effectivity/ Start Notice To Proceed
8 Date
28. Date of Delivery Contract/ Purchase Order / Job Order
Delivery Receipt
Notice To Proceed
31. Delivery Term/ Contract/ Purchase Order / Job Order
7 Contract Notice To Proceed
Duration
33. Items involved Contract/ Purchase Order / Job Order
Detailed breakdown of Contract/PO/JO
Amount
Agency technical specifications/
requirements (per bid docs)
Contract/PO/JO specifications/
requirements
Technical specifications (winning bidder)
Approved detailed drawings/ layout if
applicable
Certificate of exclusive distributorship, if
applicable
Approved ISSP
License Certificates
Service Level Agreements
B DELIVERIES
Items delivered Contract/ Purchase Order/ Job Order
Delivery Receipt
Certificate of Inspection
Certificate of Final Acceptance
Sales Invoice
Warranty Certificate
Proof of payment of custom duties
Test analysis results, if applicable
Standards (BPS PS or ISO, brochures,
catalogues)
Certificate of exclusive distributorship, if
any
C RESULTS OF COA REVIEW PRIOR TO SUBJECT REQUEST
Submitted Results (if with AOM, etc) Remarks
Review Conducted
Yes No
1. Auditorial Review
2. Technical Evaluation
a. Review
b. Inspection
Prepared by: Reviewed by:

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 SUBMITTED INFORMATION/ DATA
PROJECT INFORMATION SOURCE DOCUMENT
Yes No ANALYSIS

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