DEPARTMENT OF GENERAL SERVICES

PROJECT DOCUMENTATION CHECKLIST

Project Title :

Location :
Contractor :
JO/PO No. : dated
PR No. : dated
Original Contract Amount :
Original Contract Duration :
Original Starting Date :
Original Target Completion Date :
Contract Time Extension : days
Contract Time Adjustment : days
Revised Target Completion Date :
Variation Order:
Variation Order No. 1 : dated
….
Total Amount of Approved VO :
Revised Contract Amount :

TAG DOCUMENT REMARKS

I. PROCUREMENT DOCUMENTS
o ANNEX 1 PROJECT BRIEFER
o ANNEX 2 BUSINESS CASE
o ANNEX 3 PURCHASE REQUISITION
CHECKLIST OF REQUIREMENTS IN FILING PURCHASE
o ANNEX 4
REQUISITIONS

BASIS FOR THE APPROVED BUDGET FOR THE CONTRACT

o ANNEX 5
(ABC)
o ANNEX 6 ATTACHMENT TO PR
PROJECT PROCUREMENT MANAGEMENT PLAN (PPMP)
o ANNEX 7
FORM
o ANNEX 8 OTHER PROCUREMENT REQUIREMENTS (OPR)
o ANNEX 9 SCOPE OF WORK AND SPECIFICATIONS
o ANNEX 10 BSP-SEM
DERIVATION OF APPROVED BUDGET FOR THE
o ANNEX 11
CONTRACT
o ANNEX 12 BID COST SHEET
o ANNEX 13 BLANK BID COST SHEET
o ANNEX 14 PERT / CPM NETWORK DIAGRAM
o ANNEX 15 BAR CHART
o ANNEX 16 UNIT COST ANALYSIS
o ANNEX 17 PLANS / DRAWINGS
o ANNEX 18 APP INCLUSION
o ANNEX 19 OTHERS:

SPC Form No. ____________ * Version ____ * Updated ________________ File Ref. No. _________________ * Page 1 of 11
 TAG DOCUMENT REMARKS
II. BIDS AND AWARDS (BAC) COMMITTEE DOCUMENTS
o ANNEX 1 INVITATION TO BID
o ANNEX 2 GENERAL CONDITIONS OF THE CONTRACT
o ANNEX 3 SPECIAL CONDITIONS OF THE CONTRACT
o ANNEX 4 BID BULLETIN
o ANNEX 5 EVALUATION OF BIDS
o ANNEX 6 ABSTRACT OF THE BIDS
o ANNEX 7 MINUTES OF THE BIDS
o ANNEX 8 POST QUALIFICATION REPORT
o ANNEX 9 BID PROPOSAL / LUMP SUM PROPOSAL
o ANNEX 10 COST BREAKDOWN / DETAILED COST

o ANNEX 11 BAC-SPC RESOLUTION - AWARD OF CONTRACT

o ANNEX 12 NOTICE OF AWARD

o ANNEX 13 JOB ORDER
o ANNEX 14 NOTICE TO PROCEED
o ANNEX 15 OTHERS:
III. IMPLEMENTATION
o ANNEX 1 CONSTRUCTION METHODOLOGY
o ANNEX 2 BAR CHART / S-CURVE (FROM CONTRACTOR)
ANNEX 3 ELIGIBILITY DOCUMENTS
o a. PCAB LICENSE
o b. LIST OF CONTRACTOR'S KEY PERSONNEL
o c. CURRICULUM VITAE
o d, RELEVANT LICENSES

o e. LIST OF CONTRACTOR'S MAJOR EQUIPMENT UNITS

o ANNEX 4 NOTICE TO PROCEED

o ANNEX 5 CONTRACTOR'S ALL RISK INSURANCE
o ANNEX 6 PERFORMANCE BOND
o ANNEX 7 AUTHENTICITY OF PERFORMANCE BOND
o ANNEX 8 SURETY BOND
o ANNEX 9 AUTHENTICITY OF SURETY BOND
o ANNEX 10 CONTRACTOR'S ALL RISK INSURANCE
AUTHENTICITY OF CONTRACTOR'S ALL RISK
o ANNEX 11
INSURANCE
o ANNEX 12 MATERIALS APPROVAL FORM
o ANNEX 13 MINUTES/ COORDINATION MEETING
o ANNEX 14 INSTRUCTION TO CONTRACTOR
o ANNEX 15 BAR CHART
o ANNEX 16 PERT CPM
ANNEX 17 CONTRACT TIME ADJUSTMENT
o a. Contract Time Adjustment No. 1 Memo
o b. Contract Time Adjustment No. 1 to Contractor
o c. …
ANNEX 18 CONTRACT TIME EXTENSION
o a. Contract Time Extension No. 1 Memo
o b. Contract Time Extension No. 1 to Contractor
o c. …
ANNEX 19 SUSPENSION ORDER
o a. Suspension Order No. 1 Memo
o b. Suspension Order No. 1 to Contractor
o c. …
ANNEX 20 RESUMPTION ORDER
o a. Resumption Order No. 1 Memo
o b. Resumption Order No. 1 to Contractor
SPC Form No. ____________ * Version ____ * Updated ________________ File Ref. No. _________________ * Page 2 of 11
 TAG DOCUMENT REMARKS
o c. …

SPC Form No. ____________ * Version ____ * Updated ________________ File Ref. No. _________________ * Page 3 of 11
 TAG DOCUMENT REMARKS
ANNEX 21 VARIATION ORDER INCL. ATTACHMENTS
o a. Variation Order No. 1
o b. …
o c. …
o ANNEX 22 CERTIFICATE OF PARTIAL COMPLETION

o ANNEX 23 CERTIFICATE OF COMPLETION AND FINAL INSPECTION

COMPUTATION OF LIQUIDATED DAMAGES CONFORMED

o ANNEX 24
BY CONTRACTOR
o ANNEX 25 OTHERS:
IV. BILLING DOCUMENTS
BILLING NO. ____
TRANSMITTAL/ MEMORANDUM REQUEST TO PROCESS
o ANNEX 1
PAYMENT
o ANNEX 2 RECOMMENDATION FOR PAYMENT
o ANNEX 3 DISBURSEMENT VOUCHER
o ANNEX 4 LETTER REQUEST FROM CONTRACTOR
o ANNEX 5 STATEMENT OF ACCOUNT / BILLING INVOICE
o ANNEX 6 AFFIDAVIT OF PAYMENT OF LABOR AND MATERIALS

o ANNEX 7 ACCOMPLISHMENT REPORT

o ANNEX 8 NOTICE OF SCHEDULED DELIVERIES

o ANNEX 9 GOODS RECEIPT NOTE
o ANNEX 10 PROJECT PHOTOS
o ANNEX 11 TEST RESULTS
o ANNEX 12 BAR CHART / S-CURVE
o ANNEX 13 OTHERS:
V. CLOSE OUT DOCUMENTS
o ANNEX 1 WASTE MATERIAL REPORT
o ANNEX 2 AS BUILT PLANS
o ANNEX 3 UPDATED PERT/ CPM
o ANNEX 4 PUNCHLIST REPORT
o ANNEX 5 CONSTRUCTION SAFETY AND HEALTH PROGRAM
o ANNEX 6 WARRANTY CERTIFICATE
o ANNEX 7 PRODUCT MANUALS
a. OPERATION MANUAL
b. MAINTENANCE MANUAL
o ANNEX 8 TESTING AND COMMISSIONING CERTIFICATES
o ANNEX 9 PRODUCT BROCHURES
o ANNEX 10 OTHERS:
VI. RELEASE OF RETENTION
o ANNEX 1 CERTIFICATE OF ACCEPTANCE
o ANNEX 2 PROOF OF TRANSMITTAL OF AS BUILT PLANS
o ANNEX 3 UPDATED PERT/ CPM
o ANNEX 4 PUNCHLIST REPORT
o ANNEX 5 CONSTRUCTION SAFETY AND HEALTH PROGRAM
o ANNEX 6 QUIT CLAIM
o ANNEX 7 SURETY BOND FOR SUBSTITUTION
o ANNEX 8 COVID-19 TEST RESULTS
o ANNEX 9 OTHERS:

Prepared by: Checked/Verified by:

SPC Form No. ____________ * Version ____ * Updated ________________ File Ref. No. _________________ * Page 4 of 11
 TAG DOCUMENT REMARKS
PROJECT TEAM LEADER/MEMBER FILE CUSTODIAN

SPC Form No. ____________ * Version ____ * Updated ________________ File Ref. No. _________________ * Page 5 of 11
 DEPARTMENT OF GENERAL SERVICES

PROJECT DOCUMENTATION CHECKLIST

Project Title :

Location :
Contractor :
JO/PO No. : dated
PR No. : dated
Original Contract Amount :
Original Contract Duration :
Original Starting Date :
Original Target Completion Date :
Contract Time Extension : days
Contract Time Adjustment : days
Revised Target Completion Date :
Variation Order:
Variation Order No. 1 : dated
….
Total Amount of Approved VO :
Revised Contract Amount :

TAG DOCUMENT REMARKS

I. PROCUREMENT DOCUMENTS
PROJECT BRIEFER/BUSINESS CASE/REALLOCATION OF
o ANNEX 1
BUDGET
o ANNEX 2 PURCHASE REQUISITION
CHECKLIST OF REQUIREMENTS IN FILING PURCHASE
o ANNEX 3
REQUISITIONS

BASIS FOR THE APPROVED BUDGET FOR THE CONTRACT

o ANNEX 4
(ABC)
o ANNEX 6 ATTACHMENT TO PR Not needed
PROJECT PROCUREMENT MANAGEMENT PLAN (PPMP)
o ANNEX 7
FORM
o ANNEX 8 OTHER PROCUREMENT REQUIREMENTS (OPR)
o ANNEX 9 SCOPE OF WORK AND SPECIFICATIONS
o ANNEX 10 BSP-SEM

DERIVATION OF APPROVED BUDGET FOR THE

o ANNEX 11
CONTRACT (WITH UNIT COST ANALYSIS, IF APPLICABLE)

o ANNEX 12 BID COST SHEET BlLL OF QUANTITIES

Not needed, only a copy of
o ANNEX 13 BLANK BID COST SHEET
BOQ
o ANNEX 14 PERT / CPM NETWORK DIAGRAM
o ANNEX 15 BAR CHART
o ANNEX 16 UNIT COST ANALYSIS

SPC Form No. ____________ * Version ____ * Updated ________________ File Ref. No. _________________ * Page 6 of 11
 TAG DOCUMENT REMARKS
o ANNEX 17 PLANS / DRAWINGS

Not needed, normally this

o ANNEX 18 APP INCLUSION information is included realloc
or budget details

o ANNEX 19 OTHERS:

SPC Form No. ____________ * Version ____ * Updated ________________ File Ref. No. _________________ * Page 7 of 11
 TAG DOCUMENT REMARKS
II. BIDS AND AWARDS (BAC) COMMITTEE DOCUMENTS
o ANNEX 1 INVITATION TO BID
o ANNEX 2 GENERAL CONDITIONS OF THE CONTRACT
o ANNEX 3 SPECIAL CONDITIONS OF THE CONTRACT
o ANNEX 4 BID BULLETIN
o ANNEX 5 EVALUATION OF BIDS
o ANNEX 6 ABSTRACT OF THE BIDS
o ANNEX 7 MINUTES OF THE BIDS
o ANNEX 8 POST QUALIFICATION REPORT
o ANNEX 9 BID PROPOSAL / LUMP SUM PROPOSAL
o ANNEX 10 COST BREAKDOWN / DETAILED COST

o ANNEX 11 BAC-SPC RESOLUTION - AWARD OF CONTRACT

o ANNEX 12 NOTICE OF AWARD

o ANNEX 13 JOB ORDER
o ANNEX 14 NOTICE TO PROCEED
o ANNEX 15 OTHERS:
III. IMPLEMENTATION

may need to be included

defaultly in the scope of works
o ANNEX 1 CONSTRUCTION METHODOLOGY
for it to be listed in the
checklist

o ANNEX 2 BAR CHART / S-CURVE (FROM CONTRACTOR)

ANNEX 3 ELIGIBILITY DOCUMENTS
o a. PCAB LICENSE
o b. LIST OF CONTRACTOR'S KEY PERSONNEL
o c. CURRICULUM VITAE May not explicitly explained.
o d, RELEVANT LICENSES Eligibility requirement is
enough
o e. LIST OF CONTRACTOR'S MAJOR EQUIPMENT UNITS

o ANNEX 4 NOTICE TO PROCEED

o ANNEX 5 CONTRACTOR'S ALL RISK INSURANCE
PERFORMANCE BOND SECURITY (IF BOND, ADD'TL
o ANNEX 6
AUTHENTICITY)
o ANNEX 7 AUTHENTICITY OF PERFORMANCE BOND
o ANNEX 8 SURETY BOND (ADV PAYMENT, ADDT'L AUTHENTICITY)
o ANNEX 9 SURETY BOND (RETENTION, ADDT'L AUTHENTICITY)
o ANNEX 10 CONTRACTOR'S ALL RISK INSURANCE
AUTHENTICITY OF CONTRACTOR'S ALL RISK
o ANNEX 11
INSURANCE
o ANNEX 12 MATERIALS APPROVAL FORM
o ANNEX 13 MINUTES/ COORDINATION MEETING
o ANNEX 14 INSTRUCTION TO CONTRACTOR
o ANNEX 15 BAR CHART
same with Annex 2
o ANNEX 16 PERT CPM
ANNEX 17 CONTRACT TIME ADJUSTMENT
o a. Contract Time Adjustment No. 1 Memo
o b. Contract Time Adjustment No. 1 to Contractor
o c. …
ANNEX 18 CONTRACT TIME EXTENSION
o a. Contract Time Extension No. 1 Memo
o b. Contract Time Extension No. 1 to Contractor
o c. …

SPC Form No. ____________ * Version ____ * Updated ________________ File Ref. No. _________________ * Page 8 of 11
 TAG DOCUMENT REMARKS
ANNEX 19 SUSPENSION ORDER
o a. Suspension Order No. 1 Memo
o b. Suspension Order No. 1 to Contractor
o c. …
ANNEX 20 RESUMPTION ORDER
o a. Resumption Order No. 1 Memo
o b. Resumption Order No. 1 to Contractor
o c. …

SPC Form No. ____________ * Version ____ * Updated ________________ File Ref. No. _________________ * Page 9 of 11
 TAG DOCUMENT REMARKS
ANNEX 21 VARIATION ORDER INCL. ATTACHMENTS
o a. Variation Order No. 1
o b. …
o c. …
o ANNEX 22 CERTIFICATE OF PARTIAL COMPLETION
CERTIFICATE OF COMPLETION AND FINAL
o ANNEX 23
INSPECTION/COMPLETION AND ACCEPTANCE

COMPUTATION OF LIQUIDATED DAMAGES CONFORMED

o ANNEX 24
BY CONTRACTOR
o ANNEX 25 OTHERS:
IV. BILLING DOCUMENTS
BILLING NO. ____
TRANSMITTAL/ MEMORANDUM REQUEST TO PROCESS
o ANNEX 1
PAYMENT
o ANNEX 2 RECOMMENDATION FOR PAYMENT
o ANNEX 3 DISBURSEMENT VOUCHER
o ANNEX 4 LETTER REQUEST FROM CONTRACTOR
o ANNEX 5 STATEMENT OF ACCOUNT / BILLING INVOICE
o ANNEX 6 AFFIDAVIT OF PAYMENT OF LABOR AND MATERIALS

o ANNEX 7 ACCOMPLISHMENT REPORT

o ANNEX 8 NOTICE OF SCHEDULED DELIVERIES

o ANNEX 9 GOODS RECEIPT NOTE
o ANNEX 10 PROJECT PHOTOS
o ANNEX 11 TEST RESULTS
o ANNEX 12 BAR CHART / S-CURVE
o ANNEX 13 OTHERS:
V. CLOSE OUT DOCUMENTS
o ANNEX 1 WASTE MATERIAL REPORT
o ANNEX 2 AS BUILT PLANS
o ANNEX 3 UPDATED PERT/ CPM
o ANNEX 4 PUNCHLIST REPORT
o ANNEX 5 CONSTRUCTION SAFETY AND HEALTH PROGRAM still needed?
o ANNEX 6 WARRANTY CERTIFICATE
o ANNEX 7 PRODUCT MANUALS
a. OPERATION MANUAL
b. MAINTENANCE MANUAL
o ANNEX 8 TESTING AND COMMISSIONING CERTIFICATES
o ANNEX 9 PRODUCT BROCHURES
o ANNEX 10 OTHERS:
VI. RELEASE OF RETENTION
o ANNEX 1 CERTIFICATE OF ACCEPTANCE
o ANNEX 2 PROOF OF TRANSMITTAL OF AS BUILT PLANS
o ANNEX 3 UPDATED PERT/ CPM
o ANNEX 4 PUNCHLIST REPORT
o ANNEX 5 CONSTRUCTION SAFETY AND HEALTH PROGRAM still needed?
o ANNEX 6 QUIT CLAIM
o ANNEX 7 SURETY BOND FOR SUBSTITUTION same with III.9?
o ANNEX 8 COVID-19 TEST RESULTS
o ANNEX 9 OTHERS:

Prepared by: Checked/Verified by:

SPC Form No. ____________ * Version ____ * Updated ________________ File Ref. No. _________________ * Page 10 of 11
 TAG DOCUMENT REMARKS

PROJECT TEAM LEADER/MEMBER FILE CUSTODIAN

SPC Form No. ____________ * Version ____ * Updated ________________ File Ref. No. _________________ * Page 11 of 11