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COA orders Mariveles to hand over missing bidding documents

Oct 29, 2019 @ 7:55
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by Allan Yves Briones

The Commission on Audit (COA) reminded the municipal government of Mariveles, Bataan that the submission of documents is more than a passing requirement, but a key to better governance.

According to the 2018 Annual Audit Report, an inspection of the programs, projects and activities (PPA) under the municipal government’s 20% Development Fund revealed several missing documentary requirements including qualification reports, contract computations and other clearances.

“[M]anaging documentation effectively will provide better internal controls and better financial reporting leading to better governance,” the state auditing agency stated in the report.

State auditors found that during the processing of payments, Mariveles’ accounting department already noted incomplete documentary requirements, which was communicated to the concerned officials.

In their response, they commented that they neglected to attach other supporting documents due to inadequacy of personnel who will collect, review, monitor and submit those required.

“After that, payments still pushed through so as not to affect PPA’s timely delivery. Finally, they forgot to attach the other supporting documents before submission of the processed disbursement vouchers to the Office of the Auditor,” the report read.

COA advised the municipal government of Mariveles to hire additional personnel, and adopt a checklist to review and ensure the completeness of required documentation.

As stated in the report, Mariveles officials agreed to do so, also committing to submit the lacking documents as soon as possible.

The complete list of missing documents, as cited in the report, are as follows:

Authenticated photocopy of the approved APP (Annual Procurement Plan)
Letter of intent
Results of eligibility check/screening
Minutes of pre-bid conference
Bidders technical and financial proposals
Post-qualification report of technical working group
Notice of post qualification
Detailed computations of contract time
Post qualification evaluation report
Printout copy of posting of notices in the PhilGEPS
Evidence of invitation of three observers
Statement of time elapsed
As-built plans
Warranty security
Clearance from the provincial treasurer
Copy of turn over documents

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