Commission on Audit
Commission on AuditSpecial Services Sector
TECHNICAL SERVICES OFFICE
------------------------------------------------------------------------------------------------------------------------------------------------------------------SUPPLIES/
MATERIALS, EQUIPMENTAND OTHER GOODS EVALUATION MATRIX
(Work Paper)
Reference No.:A060513/748
Project Name :Retrofitting of Lighting System at Burnham and
Wright Parks in Baguio City and Streetlighting and LED Traffic
Lights in Cagayan de Oro City including Related Services
Contracting Parties:Department of Energy and FUMACO, INC.
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/Govt Policies/ applicable standardsTechnical 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 documentsTechnical Evaluation Sub-objective 3 -
To verify whether the specifications of the items indicated in the
contract/P.O./J.O. are in accordance with the agency requirement
and winning bidders offerTechnical 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/PO
PROJECT INFORMATIONSOURCE DOCUMENTSUBMITTEDINFORMATION/ DATA
ANALYSIS
(ex. approved; not signed; certified copy; not certified copy;
not in accordance with prescribed form; information not congruent
with)
YesNo
AORIGINAL CONTRACT/PO/JO
1. 1Project Name (Approved and signed by both parties.The
Memorandum of Agreement (MOA) is not certified true copy.Project
name is stated differently in the contract Retrofitting of Lighting
System at Burnham and Wright Parks in Baguio City and
Streetlighting and LED Traffic Lights in Cagayan de Oro City
including Related Services
Approved Plans (Plans - Retrofitting of Burnham Park and Wright
ParkNot drawn to scale electrical plans.Not clear vicinity maps.The
Locational Traffic Light vicinity/location map is not consistent
with the location indicated in the LED Traffic Lights Bill of
Quantities for Cagayan de Oro City.Required submission of the
complete set of drawn to scale Construction Plans/Drawings,
complete with the entire layout and details involved in the
project. The said plans shall be signed and sealed by the
Professional Electrical Engineer.Required submission of the
As-Built Plans of the completed lighting installation (wattage
ratings of lamp size of conductor and conduits and others). The
said plans shall be signed and sealed by the Professional
Electrical Engineer.Required submission of the clear/readable
vicinity/location map/s reflecting the exact location (e.g.
barangay, streets, etc.) of the lighting system including existing
pole (with pole no., if any) not retrofitted, existing pole (with
pole no., if any) - retrofitted and additional poles/posts (with
pole no., if any) installed with the required lighting system at
Baguio City.Required submission of the clear/readable
vicinity/location map/s reflecting the exact location (e.g.
barangay, streets, intersections, etc.) of the retrofitted street
lighting and LED traffic lights at Cagayan de Oro City.Required
submission of the detailed plan of the installed LED traffic
lighting system reflecting the lamps and controllers installed at
Cagayan de Oro City (e.g. LED traffic ball, green; LED traffic ball
directional arrow, red, etc.).
Required submission of lamp pole/post detail of the existing
lamp pole/post retrofitted with the required lighting system and
the additional lighting pole/post installed.
Approved Technical Specifications (Retrofitting of Lightings at
Burnham Park and Wright Park in Baguio CityRetrofitting of Street
Lighting in Cagayan de Oro City
Notice of Award(Retrofitting of Thirty-Five (35) Government
Buildings and Retrofitting of Lighting System in Baguio City and
Streetlightings and Traffic Lights in Cagayan de Oro City
Signed by the DOE Secretary and Sales Executive/Account Manager
of Fumaco, Inc. Received by the winning bidder on June 1,
2011.Certified true copy.
Notice to Proceed(Retrofitting of Thirty Five (35) Government
Buildings and Retrofitting of Lighting System in Baguio City and
Streetlightings and Traffic Lights in Cagayan de Oro City
Signed by DOE Secretary. Received by the Supplier on July 13,
2011.
Certified true copy.
Approved Purchase Request(
2. Contract (MOA)/PO/JO No.Unnumbered. Date = July 5, 2011;
Acknowledgment/Notarial Seal dated July 12, 2011.Contract(MOA) /
Purchase Order/ Job Order(Signed by the contracting parties. The
Memorandum of Agreement (MOA) is not certified true copy.
3. Contract/PO/JO AmountP 21,492,368.13 inclusive of taxes
Contract (MOA)/ PO/ Job Order ( - do -
4. Detailed breakdown of Contract/PO/JO Amount(Requires
submission.
5. Contract (MOA)/PO/JO DateJuly 5, 2011Contract / Purchase
Order/ Job Order (Signed by the contracting parties.
The Memorandum of Agreement (MOA) is not certified true
copy.
6. Approved Budget for the Contract (ABC)P23,098,029.80 Agency
Estimate (P19,189,614.40 funded by loan proceeds from Asian
Development Bank (ADB); 12% Value Added Tax (VAT) of the Contract
Price shall be paid by the Purchaser to the Supplier from the
Government of the Philippines Counterpart FundContract (MOA)( - do
-
7. Detailed breakdown of ABC(Required submission.
8. HOPE-Approved Purchased Request(
9. HOPE-Approved APP(
10. Agency Brief Description of the ProjectRetrofitting of
Lighting System at Baguio City and Cagayan de Oro
CityContract(Approved and signed by both parties.
The Memorandum of Agreement (MOA) is not certified true
copy.
Approved Purchase Request(
Notice of Award(Signed by the DOE Secretary and Sales
Executive/Account Manager of Fumaco, Inc. Received by the winning
bidder on June 1, 2011.
Certified true copy.
11. 2Implementing Agency/ies and AddressDOE, Energy Center,
Merritt Road, Fort Bonifacio, Taguig CityContract / Purchase Order/
Job Order(Approved and signed by both parties.
The Memorandum of Agreement (MOA) is not certified true
copy.
12. Notice of Award(Signed by the DOE Secretary and Sales
Executive/Account Manager of Fumaco, Inc. Received by the winning
bidder on June 1, 2011.
Certified true copy.
13. Contractor/ Supplier and AddressFUMACO, INC., 420 Ortigas
Avenue, corner Xavier Street, Greenhills, San Juan City, Metro
ManilaContract / Purchase Order/ Job Order(Approved and signed by
both parties.
The Memorandum of Agreement (MOA) is not certified true
copy.
Notice of Award(Signed by the DOE Secretary and Sales
Executive/Account Manager of Fumaco, Inc. Received by the winning
bidder on June 1, 2011.
Certified true copy.
14. Development Partner/s and AddressNoneContract / Purchase
Order/ Job Order
15. Joint Venture Agreement
16. Fund Source/sProceeds from ADB loanCertificate of
Availability of Fund(ADB Loan:
Loan 2507-PHI: Philippine Energy Efficiency Project
17. 3Mode of Procurement International Competitive Bidding
(ICB)Approved APP or(
18. Contract(The mode of procurement is not stated in the
contract.Approved and signed by both parties.
The Memorandum of Agreement (MOA) is not certified true
copy.
19. Notice of Award, or(The mode of procurement is not
stated.
Signed by the DOE Secretary and Sales Executive/Account Manager
of Fumaco, Inc. Received by the winning bidder on June 1, 2011.
Certified true copy.
20. Abstract of Bids, or(
21. Date of Bidding/ ProcurementJanuary 11, 2011Abstract of
Bids(
22. Notice of Award(The date of bidding is not stated.
Signed by the DOE Secretary and Sales Executive/Account Manager
of Fumaco, Inc. Received by the winning bidder on June 1, 2011.
Certified true copy.
Contract/ Purchase Order/ Job Order (The date of bidding is not
indicated.
Approved and signed by both parties.
The Memorandum of Agreement (MOA) is not certified true
copy.
23. Place of DeliveryLot 1 in Burnham Park and Wright Park in
Baguio City (Office of the City Mayor, Baguio City); andLot 2 in
Cagayan de Oro City (Office of the City Mayor, Cagayan de Oro
City)Contract/ PO / JO(General Condition of ContractDelivery 10.1
The Supplier shall provide its own warehouse or storage area to
handle the goods. The Supplier shall deliver the required number of
lighting fixtures and other lighting accessories to the
following:
Lot 1 in Burnham Park and Wright Park in Baguio City (Office of
the City Mayor, Baguio City); and Lot 2 in Cagayan de Oro City
(Office of the City Mayor, Cagayan de Oro City)
24. 8Effectivity/ Start DateJuly 13, 2011Notice To Proceed(Start
mobilizing within seven (7) calendar days from receipt of the
Notice to Proceed.
Signed by DOE Secretary. Received by the Supplier on July 13,
2011.
Certified true copy.
25. Date of DeliveryNovember 9, 2011 Burnham and Wright Parks,
Baguio CityNovember 4, 2011 Cagayan de Oro CityContract/ PO / JO(No
request for time extension submitted.
26. Delivery Receipt (
27. 7Delivery Term/ Contract DurationCompleted within three (3)
months upon receipt of the Notice to ProceedContract/ PO /
JO(General Condition of Contract11. Suppliers Responsibilities 11.1
The supply, delivery, installation, testing and commissioning of
parks lights, street lights and LED traffic lights shall be
completed within three (3) months upon receipt of the Notice to
Proceed.
28. SItems involved Contract/ PO / JO (Approved and signed by
both parties.
The Memorandum of Agreement (MOA) is not certified true
copy.
29. Detailed breakdown of Contract/PO/JO Amount(Required
Approved breakdown of the contract reflecting the detailed cost of
each item involved in the project.
ABC breakdown(Required submission.
Contract/PO/JO specifications/ requirements(Signed.
Agency technical specifications/ requirements (per bid
docs)(Signed.
Technical specifications (winning bidder)(Required
submission.
Approved detailed drawings/ layout if applicable(Not drawn to
scale electrical plans.
Not clear vicinity maps.The Locational Traffic Light
vicinity/location map is not consistent with the location indicated
in the LED Traffic Lights Bill of Quantities for Cagayan de Oro
City.Required submission of the complete set of drawn to scale
Construction Plans/Drawings, complete with the entire layout and
details involved in the project. The said plans shall be signed and
sealed by the Professional Electrical Engineer.
Required submission of the As-Built Plans of the completed
lighting installation (wattage ratings of lamp size of conductor
and conduits and others). The said plans shall be signed and sealed
by the Professional Electrical Engineer.Required submission of the
clear/readable vicinity/location map/s reflecting the exact
location (e.g. barangay, streets, etc.) of the lighting system
including existing pole (with pole no., if any) not retrofitted,
existing pole (with pole no., if any) - retrofitted and additional
poles/posts (with pole no., if any) installed with the required
lighting system at Baguio City.Required submission of the
clear/readable vicinity/location map/s reflecting the exact
location (e.g. barangay, streets, intersections, etc.) of the
retrofitted street lighting and LED traffic lights at Cagayan de
Oro City.Required submission of the detailed plan of the installed
LED traffic lighting system reflecting the lamps and controllers
installed at Cagayan de Oro City (e.g. LED traffic ball, green; LED
traffic ball directional arrow, red, etc.).
Required submission of lamp pole/post detail of the existing
lamp pole/post retrofitted with the required lighting system and
the additional lighting pole/post installed.
Contract documents (terms of purchase, penalty clause, warranty,
etc.)(General Conditions of Contract 26. Warranty 26.5 The warranty
shall remain valid for a minimum of two (2) years after the Goods,
or any portion thereof as the case may be, have been delivered to
and accepted at the final destination indicated in item 10, or for
two and a half (2.5) years after the date of shipment or loading in
the country of origin, whichever period concludes earlier.
Certificate of exclusive distributorship, if applicable(
Approved ISSPN/A
Approved APPN/A
License CertificatesN/A
Service Level AgreementsN/A
BAMENDMENT TO ORDER
1Date requested by Supplier orLetter-request of supplier duly
received by the agency(Required submission.
Date initiated by the agencyLetter or report of the General
Services Officer for the head of the agency(Required submission, if
any.
2Date approvedCopy of the approved ATO(Required submission.
3JustificationReport of the GSO/ Procurement Office(Required
submission.
Copy of the approved ATO(Required submission.
4Description of the amendmentCopy of the approved ATO(Required
submission.
Approved plans (Required submission.
Approved specifications (Required submission.
5Items involved Detailed computations of the cost (Required
submission.
Approved unit price for additional item(Required submission.
Approved plans (Required submission.
ATO specifications requirements(Required submission.
Agency technical specifications/ requirements (Required
submission.
Technical specifications (winning bidder)(Required
submission.
6Amount addedApproved ATO (Required submission.
7Amount deductedApproved ATO(Required submission.
8Revised Contract/PO/JO AmountApproved ATO(Required
submission.
9Total Amount of ATOApproved ATO(Required submission.
Detailed computations(Required submission.
10Time addedApproved ATO(Required submission.
Detailed computations of the additional time(Required
submission.
11Time deductedApproved ATO(Required submission.
Detailed computations of the deducted time(Required
submission.
12Revised Delivery Term/ Contract DurationApproved ATO(Required
submission.
Approved revised delivery term(Required submission.
13Revised end dateApproved ATO(Required submission.
Approved revised delivery term(Required submission.
CSUSPENSION ORDER
1Date requested by contractor/ supplier; orLetter-request of
contractor duly received by the agency
Date initiated by agencyLetter or notice of the GSO to the
contractor/ supplier/ agency head
2Date approvedApproved suspension order
3JustificationApproved suspension order
4Start date of suspensionApproved suspension order
5End date of suspensionCopy of the approved suspension order or
resumption Order
6Total duration of suspensionCopy of the approved suspension
order
Copy of the approved suspension order or resumption Order
7Revised Contract DurationCopy of the approved suspension
order
Approved revised delivery term
6Revised Target of CompletionApproved revised delivery term
DDELIVERIES
Items delivered Contract/ PO/ Job Order(Approved and signed by
both parties.
The Memorandum of Agreement (MOA) is not certified true
copy.
Delivery Receipt(
Sales Invoice(1. Sales Invoice No. 67641 dated July 22, 2011
-
P 2,149,236.81;
2. Sales Invoice No. 69044 dated Sept. 30, 2011 P
4,835,782.83;
3. Sales Invoice No. 69354 dated Nov. 2, 2011 P
4,835,782.83;
4. Sales Invoice No. 69369 dated Nov. 4, 2011 P
4,835,782.83;
5. Sales Invoice No. 69370 dated Nov. 4, 2011 P
4,835,782.83;
6. Sales Invoice No. 70352 dated Nov. 2, 2011 P 537,309.20;
7. Sales Invoice No. 70355 dated Nov. 4, 2011 P 537,309.20;8.
Sales Invoice No. 70357 dated Nov. 4, 2011 P 537,309.20;
9. Sales Invoice No. 71176 dated March 9, 2012 P 537,309.20
(Note: This invoice supersedes sales invoice no. 69044 pertaining
only to the 10% retention fee.).
Required submission of all sales invoices amounting to the
contract price.
Certificate of Inspection(Signed Project Inspection Report for
the Retrofitting of Burnham and Wright Parks.Required submission of
the Inspection Report for Cagayan de Oro project installation/
completion.
Certificate of Final Acceptance(Signed certification by Cordelia
C. Lacsamana, City Govt. Dept. Head II, City Environment and Parks
Management Office, Burnham Park Office, City Government of Baguio
for the completion of the retrofitting of park lighting at Burnham
Park and Wright Park, Baguio City last November 9, 2011. Signed
certification by Alan O. Villalba, Engineer III, OIC-Building &
Industrial Safety Division (BISD), Office of the City Engineer,
DPWH, Cagayan de Oro City dated November 4, 2011 for the project
completion at Cagayan de Oro City.
Certified true copy.
Warranty Certificate( General Conditions of Contract
26. Warranty 26.5 The warranty shall remain valid for a minimum
of two (2) years after the Goods, or any portion thereof as the
case may be, have been delivered to and accepted at the final
destination indicated in item 10, or for two and a half (2.5) years
after the date of shipment or loading in the country of origin,
whichever period concludes earlier.Required submission.
Proof of payment of custom duties(
Test analysis results, if applicable(Required submission of the
test result/s for the conduct of testing and commissioning signed
by the Supplier/Contractor and his/her duly licensed Professional
Electrical Engineer as per Scope of Works and GCC.
Standards (BPS PS or ISO, brochures, catalogues)(Required
submission.
Certificate of exclusive distributorship, if any(
List of Lamps and Luminaires replaced(General Condition of
Contract 14.4 Schedule of payments
Submission of the final list of the lighting systems replaced
including the quantity, type, wattage rating and other nameplate
ratings with corresponding Certificate of Acceptance from the
concerned local government unit of Baguio City and Cagayan de Oro
City.
Submission of the final report on the list of the newly
installed LED traffic/signal/ pedestrian lights in four (4)
intersections in Cagayan de Oro City with the corresponding
Certificate of Acceptance from the concerned local government unit
of Cagayan de Oro City.
Required submission.
Statement of Work Accomplishment(Monitoring Sheet as of Nov. 4,
2011 signed by Alan O. Villalba, Engineer III, OIC-Building &
Industrial Safety Division (BISD), Office of the City Engineer,
DPWH, Cagayan de Oro City and Raymundo S. Embido, Account Manager,
Fumaco, Inc. for the Public Lighting Retrofitting Project, Cagayan
de Oro City of the 2008 units of installed lamps.Required
submission of the Statement of Work Accomplishment of all the scope
of work involved in the project.
Approved Plans(Submitted drawings/plans for Retrofitting of
Burnham Park and Wright Park located at
a.)Melvin Jones Football Field
b.)Igorot Garden
c.)Picnic Groove
d.)Burnham Lake
e.)Skating Rink
f.)Wright Park
g.)Childrens Park
Submitted Locational Traffic Light vicinity/location map for
Cagayan de Oro City.
Submitted drawing for the Existing Lamp Posts at Burnham Park
Complex.Not drawn to scale electrical plans.
Not clear vicinity maps.
The Locational Traffic Light vicinity/location map is not
consistent with the location indicated in the LED Traffic Lights
Bill of Quantities for Cagayan de Oro City.
Required submission of the complete set of drawn to scale
Construction Plans/Drawings, complete with the entire layout and
details involved in the project. The said plans shall be signed and
sealed by the Professional Electrical Engineer.
Required submission of the As-Built Plans of the completed
lighting installation (wattage ratings of lamp size of conductor
and conduits and others). The said plans shall be signed and sealed
by the Professional Electrical Engineer.
Required submission of the clear/readable vicinity/location
map/s reflecting the exact location (e.g. barangay, streets, etc.)
of the lighting system including existing pole (with pole no., if
any) not retrofitted, existing pole (with pole no., if any) -
retrofitted and additional poles/posts (with pole no., if any)
installed with the required lighting system at Baguio City.
Required submission of the clear/readable vicinity/location
map/s reflecting the exact location (e.g. barangay, streets,
intersections, etc.) of the retrofitted street lighting and LED
traffic lights at Cagayan de Oro City.
Required submission of the detailed plan of the installed LED
traffic lighting system reflecting the lamps and controllers
installed at Cagayan de Oro City (e.g. LED traffic ball, green; LED
traffic ball directional arrow, red, etc.).
Required submission of lamp pole/post detail of the existing
lamp pole/post retrofitted with the required lighting system and
the additional lighting pole/post installed.
Submitted
8 agencies.
Signed by Fumaco, Inc. but not duly approved by the head of the
procuring entity.
E.RESULTS OF COA REVIEW PRIOR TO SUBJECT REQUEST
Review ConductedSubmittedResults (if with AOM, etc)Remarks
YesNo
1. Auditorial Review(C. Findings/Observations
C.2 As to compliance with pertinent provisions of R.A. 9184
The award of the contract to FUMACO was found to be in
accordance with Section 36 of the revised IRR of R.A. 9184.
C.3 Initial review of the contractual covenants disclosed that
there are no provisions that are disadvantageous to the
government.
2. Technical Evaluation
a. Review(
b. Inspection(
Prepared by:
Reviewed by:
NANNETTE JUNE V. ACUA
Technical Audit Specialist II
BENILDA E. MENDOZA State Auditor V Technical Service Chief
TSU-GPage 2 of 28May 2013