ANNEX “A.

2”

Contract Review and/or Inspection

Documentary Requirements
A. CONTRACT REVIEW OF ICT RELATED GOODS AND SUPPORT
SERVICES

1. Approved Contract/Job Order/Purchase Order including if any, all approved

variation orders issued;
2. Special Conditions of Contract - Section V of the bidding documents;
3. Detailed breakdown of the Approved Budget for the Contract (ABC);
4. Detailed breakdown of the Contract Cost;
5. Technical and Financial Proposals of the winning bidder/supplier;
6. Complete set of Technical Specifications:
a. Agency’s Technical Specifications/Requirements - Section VII of the bidding
documents;
b. Winning bidder’s Technical Specifications (Statement of Compliance);
c. Contract Specifications/Requirements;
7. If not in the Agency's Technical Specification - Section VII of the bidding
documents
a. Warranty Information indicating the Terms and Conditions;
b. Service Level Agreements (SLA);
8. Brochure/Product Data Sheet indicating Technical Specifications & Features of the
subject item (evidence to support the winning bidder’s offer);
9. Purchase Request of materials and equipment duly approved by proper authorities;
10. Complete set of approved original detailed plans / drawings / layouts;
11. Certificate of Authorized Reseller, if applicable; and
12. Such other documents peculiar to the contract and/or mode of procurement and
considered necessary in the technical evaluation thereof.

B. INSPECTION OF DELIVERED ICT RELATED GOODS AND SUPPORT

SERVICES

1. Approved Contract/Job Order/Purchase Order including if any, all approved

variation orders issued;
2. If not in the Contract:

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a. Warranty Certificate;
b. Service Level Agreement (SLA);
3. Dealer/Suppliers' Invoices showing the quantity, description of the articles, unit and
total value, duly signed by the dealer or his representative;
4. Delivery Receipt indicating brand name, model, serial number, quantity,
peripherals and receipt by the proper agency official of items delivered;
5. Certificate of Final Acceptance;
6. Inspection and Acceptance Report prepared by the Department/Agency property
inspector and signed by the Head of Agency or his authorized representative;
7. Performance / Quality Tests Results;
8. Complete set of approved original and as-built detailed plans / drawings / layouts;
9. Brochures / Manuals / Catalogues / Product Fact Sheets / Datasheets / Photographs;
10. Software License Certificates;
11. Certificate of Training and Attendance, if applicable;
12. Agency's Technical Inspection Report, if any;
13. Distribution List of all hardware & software used indicating their respective brand
name, model, serial and property numbers, and its location; and
14. Such other documents peculiar to the contract and/or mode of procurement and
considered necessary in the technical inspection thereof.

C. CONTRACT REVIEW OF ICT RELATED CONSULTING SERVICES

1. Approved Consultancy Contract including if any, all approved variation orders

issued;
2. Special Conditions of Contract – Section V of the Bidding Documents;
3. Terms of Reference (TOR) – Section VI of the Bidding Documents;
4. not in the TOR, appropriate approved documents containing the following:
a. statement of the scope of work, expected outputs / deliverables and expected
time frame;
b. minimum requirements on the expertise and qualifications of the consulting
firm and individual personnel necessary for the undertaking;
5. Technical and Financial Proposals of the winning consultant – (using Bidding
Forms, Section VII of the Bidding Documents):
Technical Proposal Form (TPF) 1. Technical Proposal Submission Form;
TPF 2. Consultant’s References (Qualification and experience of the winning
consulting firm);
TPF 3. Comments and Suggestions of Consultant on the Terms of Reference and
on Data, Services, and Facilities to be provided by the Procuring Entity;
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TPF 4. Description of the Methodology and Work Plan for Performing the Project;
TPF 5. Team Composition and Task;
TPF 6. Format of Curriculum Vitae (CV) for Proposed Professional Staff;
TPF 7. Time Schedule for Professional Personnel;
TPF 8. Activity (Work) Schedule;
Financial Proposal Form (FPF) 1. Financial Proposal Submission Form;
FPF 2. Summary of Costs;
FPF 3. Breakdown of Price per Activity ;
FPF 4. Breakdown of Remuneration per Activity;
FPF 6. Miscellaneous Expenses;
6. Appendices - Section VIII of the Bidding Documents;
7. Detailed breakdown of the Approved Budget for the Contract (ABC) indicating the
following, among others:
a. schedule of basic rates/salaries;
b. estimated man-months;
c. estimated billing factor/multiplier derived from the following:
➢ Overhead Cost;
➢ Social Charges;
➢ Management Fee;
d. Contingency Cost, if applicable;
8. Market survey on the monthly salary, per diem, hotel and living expenses for staff
away from normal duty station, air or land transportation, and other out-of-pocket
expenses, as basis in the determination of the ABC;
9. Detailed breakdown of the contract cost indicating the following, among others:
a. schedule of basic rates/salaries certified by the consultant with a sworn
statement;
b. man-months;
c. billing factor/multiplier derived from the following and certified by the
consulting firm with a sworn statement:
➢ Overhead Cost;
➢ Social Charges;
➢ Management Fee;
d. Contingency Cost, if applicable;
10. Information on the rates or fees of consultants per expertise relative to the
procurement on-hand from the umbrella organization of consultants;
11. Certification of Credentials (e.g. CCNA, CISA, etc.), if applicable;
12. Organizational and functional structure of the procuring entity including the salary
grade of each position title related to procurement at hand; and
13. Such other documents peculiar to the contract and/or mode of procurement and
considered necessary in the technical evaluation thereof.

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D. INSPECTION OF ACCOMPLISHMENTS/OUTPUT OF ICT RELATED

CONSULTING SERVICES

1. Approved Consultancy Contract including if any, all approved variation orders

issued;
2. Special Conditions of Contract – Section V of the Bidding Documents;
3. Terms of Reference (TOR) – Section VI of the Bidding Documents;
4. If not in the TOR, appropriate approved documents containing the following:
a. statement of the scope of work, expected outputs / deliverables and expected
time frame;
b. minimum requirements on the expertise and qualification of the consulting firm
and individual personnel necessary for the undertaking;
5. Technical and Financial Proposals of the winning consultant – (using Bidding
Forms, Section VII of the Bidding Documents);
Technical Proposal Form (TPF) 1. Technical Proposal Submission Form;
TPF 2. Consultant’s References (Qualification and experience of the winning
consulting firm);
TPF 3. Comments and Suggestions of Consultant on the Terms of Reference and
on Data, Services, and Facilities to be provided by the Procuring Entity;
TPF 4. Description of the Methodology and Work Plan for Performing the Project

TPF 5. Team Composition and Task;

TPF 6. Format of Curriculum Vitae (CV) for Proposed Professional Staff;
TPF 7. Time Schedule for Professional Personnel;
TPF 8. Activity (Work) Schedule;
Financial Proposal Form (FPF) 1. Financial Proposal Submission Form;
FPF 2. Summary of Costs;
FPF 3. Breakdown of Price per Activity;
FPF 4. Breakdown of Remuneration per Activity;
FPF 6. Miscellaneous Expenses;
6. Appendices - Section VIII of the Bidding Documents;
7. Detailed breakdown of the Contract Cost indicating the following, among others:
a. schedule of basic rates certified by the consultant with a sworn statement;
b. man-months;
c. billing factor/multiplier derived from the following and certified by the
consulting firm with a sworn statement:
➢ Overhead Cost;
➢ Social Charges;
➢ Management Fee;
d. Contingency Cost, if applicable;
8. Approved Consultancy Progress Reports and billings/output;
9. Quality Assurance Test (QAT) Results;

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10. User Acceptance Test (UAT) Results;

11. Certificate of Final Acceptance;
12. Certificate of User's Training and Attendance, if applicable; and
13. Such other documents peculiar to the contract and/or mode of procurement and
considered necessary in the technical inspection thereof.

E. PRICE VERIFICATION OF ICT RELATED GOODS AND SUPPORT

SERVICES

1. Approved Contract/Job Order/Purchase Order including if any, all approved

variation orders issued;
2. Detailed breakdown of the Approved Budget for the Contract (ABC);
3. Market survey/canvass/quotation/cost-based analysis as basis of the ABC
indicating the unit prices of the items;
4. Detailed breakdown of the contract cost;
5. If not indicated in the contract cost, appropriate approved documents indicating the
unit prices of the items;
6. Dealer/Suppliers' Invoices showing the quantity, description of the articles, unit cost
and total value, duly signed by the dealer or his representative;
7. Delivery Receipt indicating brand name, model, serial number, /peripherals and
receipt by the proper agency official of items delivered;
8. Complete set of approved agency specifications/item description indicating the
following, among others, brand, unit of measurement, accessories (if any), make,
country of origin, size/ dimension/ volume, use of item, color, capacity, voltage,
watts, gauge, kind of equipment where spare parts are to be used, statement whether
replacement or original (for spare parts), part number of spare parts, type and
classification of materials, packing (quantity per pack), substance, speed, kind of
service rendered;
9. Copy of the complete set of approved original detailed plans / drawings / layouts, if
applicable;
10. Certificate of Authorized Reseller, if applicable;
11. Samples and brochures/photographs, if applicable;
12. For imported items:
a. Consular Invoice/Pro-forma invoice of the foreign supplier with the
corresponding details;
b. Home Consumption Value of the items;
c. Breakdown of the expenses incurred in the Importation;

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13. Quality Assurance Certificates/Product Quality Markings, at least an ISO

Certification/Marking or IEEE and ANSI standards compliance;
14. For Regulatory Product Certification/Product Safety Compliance, any of the
following:
a. The FCC (Federal Communications Commission) Mark;
b. The CE (European Commission) Mark;
c. CSA (Canadian Standards Association) Safety Listing mark;
d. The UL (Underwriters Laboratories) Listing Mark;
e. Energy Star (trademarked ENERGY STAR);
f. RoHS (Restriction of Hazardous Substances) Compliance; and
15. Such other documents considered necessary in the determination of price
reasonableness.

F. CONTRACT REVIEW/INSPECTION OF MAINTENANCE OF ICT RELATED

GOODS AND SUPPORT SERVICES

1. Approved Contract/Job Order/Purchase Order including if any, all approved

variation orders issued;
2. Detailed description of the maintenance services to be rendered or activities to be
performed;
3. Approved detailed breakdown of the contract cost showing in sufficient details the
derivations of the direct and indirect costs, the cost/s and date/s of acquisition of the
equipment; and the list, quantities and costs of materials, spare parts and supplies
furnished by the contractor;
4. In the case of visitorial maintenance service:
a. number of personnel involved per visit;
b. salary and positions of personnel involved;
c. schedule of visits indicating, among others, the number of hours per visit;
d. the type and number of equipment to be serviced;
5. The group classification of personnel to determine the Equivalent Equipment
Monthly Statutory Minimum Wage Rate in accordance with the applicable Rules
Implementing Republic Act No. 6727 and the latest approved Wage Order;
6. Maintenance History/Record;
7. Report of Waste Materials;
8. Warranty Certificate; and
9. Such other documents peculiar to the contract and/or mode of procurement and
considered necessary in the technical evaluation thereof.

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 ANNEX “A.2”

G. CONTRACT REVIEW/INSPECTION OF RENTAL/LEASE/LEASE TO OWN

OF ICT RELATED GOODS

1. Approved Contract including if any, all approved variation orders issued;

2. Approved documents containing the number and complete technical specifications
of the equipment and accessories to be rented (e.g. brand name, make/country of
origin, model, etc.);
3. Approved detailed breakdown of the Approved Budget for the Contract and the
contract amount showing in sufficient details of the derivation of the direct and
indirect costs such as, but not limited to, the depreciation charges, cost of money,
profit, overhead, maintenance, etc.; and the one-time non-refundable charge, if
applicable;
4. Appropriate document showing the monthly lease payment and period of lease;
5. Feasibility Study (Agency evaluation of equipment utilization);
6. Cost Benefit Analysis;
7. Pertinent data of area of operation;
8. Service Level Agreements (SLA); and
9. Such other documents peculiar to the contract and/or mode of procurement and
considered necessary in the technical evaluation thereof.

H. CONTRACT REVIEW/INSPECTION OF THE REPAIRED ICT RELATED

GOODS

1. Approved Contract/Job Order/Purchase Order including if any, all approved

variation orders issued;
2. Approved documents containing complete technical specifications of the
equipment;
3. Detailed breakdown of the contract amount showing in sufficient detail its
derivation of the direct and indirect costs;
4. Pre-repair evaluation report by the agency showing in sufficient detail the scope of
work to be done;
5. Certificate of Completion and Acceptance;
6. Accomplishment Report, signed by the Authorized management representative
concerned;
7. Complete copy of the approved original and as-built detailed plans/layout for the
repair;
8. Report of waste materials;

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9. Equipment ledger card or maintenance record/manual showing the records of past

repairs undertaken on the equipment and their certificate of warranty repairs;
10. Warranty Certificate of the repairs undertaken and parts supplied;
11. Performance / Test Results; and
12. Such other documents peculiar to the contract and/or mode of procurement and
considered necessary in the technical evaluation thereof.

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