DENR Citizen's Charter (2020, 4th Edition)

RAL OFFICE

CATION AND INITIATIVES
Services)

28 of 236

CITIZEN’S CHARTER PROCESS NO. CO-SCIS
PROTESTS

Define controls to ensure that stakeholders have direc
makers to ventilate ENR issues relevant to the Department.

Office or Division: Stakeholder Managemen

and Initiatives Service (S

Classification: Complex

Type of Transaction: G2C – Government to Ci

Who may Avail of the Service: Any citizen or individual

Checklist of requirements

1. Request/notice for a dialogue (1 original or photocopy)

2. Resolution and other related documents, if any (1 origina

photocopy)

3. Names of 20 persons authorized to represent their

organization/group

4. Names of DENR officials, focal/technical persons reques

to participate in the dialogue

CLIENT STEPS AGENCY ACTION

1. Go to DENR for a public 1. Notify SMCRD of
assembly and/or protest rallies/protests happening a
the entrance gate
1.1. None
1.1. Go down and request fr
2. Provide a copy of the rally group the
request or notice for a necessary documents.
dialogue, and names of
20 representatives who 2. Coordinate with Senior Offi
e.g. Undersecretaries,
Assistant Secretaries, Bure
Directors and/or other foca
persons requested to

Page 12

S-05. HANDLING PUBLIC ASSEMBLIES AND

ct (face to face) access to the Department’s officials/decision

nt and Conflict Resolution Division - Strategic Communication
SMCRD-SCIS), DENR Central Office

itizens

Where to secure
CSO or Office of the Secretary
al or CSO or Office of the Secretary

Requesting Party

sted Requesting Party

FEES TO PROCESSING PERSONS
RESPONSIBLE
BE PAID TIME Security Guard

at None 5 min. Security
Agency/DENR
rom 1 hour
None Staff
SMCRD-SCIS
icials
Staff
eau None 1 hour SMCRD-SCIS
al

29 of 236

CLIENT STEPS AGENCY ACTION
will participate in the
dialogue participate in the dialogue a
2.1. None request for photographer to
document the dialogue.
2.2. None 2.1. Prepare the venue and
2.3. None
other equipment needed
2.4. None (microphone, lap top,
2.5. None projector).
2.2. Allow participants to
2.6. None accomplish the attendan
sheet.
2.3. Start the dialogue/meet
by allowing each one
present to introduce
themselves, discussion
follows then take down
notes.
2.4. Prepare the highlights o
dialogue.

2.5. Finalize the highlights o
dialogue.

2.6. Released the approved
highlights to concerned
Offices

TOT

Page 13

FEES TO PROCESSING PERSONS
RESPONSIBLE
BE PAID TIME

and

o

d None 1 hour Staff
30 min. SMCRD-SCIS
nce None 4 hours
ting Staff
SMCRD-SCIS
None
Division Chief
SMCRD-SCIS

of 2 days Staff
None SMCRD-SCIS

of 2 days Staff/Division Chief
None SMCRD-SCIS

d 15 min. Releasing Officer
None SMCRD-SCIS

TAL: None 4 days, 7 hours & 50 min.

30 of 236

DENR CENR, PENR AN

Admin and Fi
(Internal and Ex

Page 13

ND REGIONAL OFFICES

inance Sector
xternal Services)

31 of 236

CITIZEN’S CHARTER NO. RO-AF-01. IS
RECORDS/APPEAL/MOTION FOR RECONSIDERA

This Certification is made upon request of DENR pers
for Reconsideration, etc. being filed in the DENR. The purpos

Office or Division: Records Unit/Section,

DENR CENR, PENR and

Classification: Simple

Complex

Type of Transaction: G2B - Government to Bus

G2C - Government to Citi

G2G - Government to Go

Who may avail: Internal: Regular Employe

External: Contract of Serv

instrumentalities and priva

CHECKLIST OF REQUIREMENTS

1. Duly accomplished customer request form (1 Pu

original) Un

2. Government issued ID (present 1 original) Re

Additional if from the Government Sector

3. Official Letter Request (1 original) Re

Additional if Requesting Party is a representative

4. SPA for representative (1 original, notarized) Re

CLIENT STEPS AGENCY ACTION F

1. Accomplish request 1. Receive, and check the
form and forward to completeness of
Receiving/ Releasing submitted
Clerk requirements, stamp
the date and time on
documents and
forward to all

Page 13

SSUANCE OF CERTIFICATION OF NO
ATION, ETC.

sonnel, official or external party of No Records/Appeal/Motion
se for the request is included in the Certification.

d Regional Offices

siness
izen
overnment
ee of DENR, including its Bureaus and Attached Agencies
vice Personnel, LGU and other government agencies or
ate individuals

WHERE TO SECURE
ublic Assistance Desk, Receiving Area or Records
nit/Section
equesting Party

equesting Party

equesting Party, Private Lawyer or Notary Public

FEES TO BE PROCESSING PERSONS

PAID TIME RESPONSIBLE

None 5 min. Receiving/Releasing Clerk
Records Unit/Section

32 of 236

1.1. None documents to action
officer
1.2. None 1.1. Verify all
1.3. None
requirements and
indicate amount to
be paid in the
Request Form

1.2. Approve and sign
Request Form

1.3. Prepare/Approve
Order of Payment

2. Pay to the Cashier the 2. Accept payment and C

Certification Fee issue Official Receipt

(f

Page 13

None 5 min. Records Officer
Records Unit/Section

None 5 min. Records Officer
5 min. Records Unit/Section
None 5 min.
Records Officer
Certification CENRO Records
Fees***:
Php 50.00 Unit/Section

for reference Accounting Personnel
purposes) PENRO/Regional Office
Php 100.00 Accounting Unit/Section
(for loan
purposes) Collecting Officer
Credit Officer

Cashier Unit/Section

33 of 236

2.1. None 2.1. Check the Official
Receipt. Verify,
2.2. None prepare and initial
2.3. None the Certification

2.2. Initial the
Certification

2.3. Determine accuracy
of the Certification
and affix signature

2.4. None 2.4. Release the
approved
Certification to the
customer and
forward the
received Customer
Request Form to
Action Officer

Page 13

None 25 min. Records Officer
None (Simple) Records Unit/Section
3 hours
None (Complex) Chief
Concerned Unit/Section
5 min.
CENR Officer or
5 min. Records Officer
(CENR Office)

Chief, MSD or TSD or
PENR Officer
(PENR Office)

RED
(Regional Office)

None 10 min. Receiving/Releasing Clerk
Records Unit/Section

34 of 236

3. Receive the approved 3. File the Customer

Certification Request Form

(f
TOTAL:

***Except when covered by Official Letter Request

Page 13

None 5 min. Records Officer
Simple Records Unit/Section
Php 50.00 Complex
for reference 1 hour & 15 min.
purposes)
3 hours & 50 min.
Php 100.00
(for loan
purposes)

35 of 236

CITIZEN’S CHARTER NO. RO-AF-02. DOC
CIRCULATION DOCUMENTS*

Document Authentication is made by a requesting party
purpose for the request is included in the Request Form.

Office or Division: Records Unit/Section,

DENR CENR, PENR and

Classification: Simple

Complex

Type of Transaction: G2B - Government to Bus

G2C - Government to Citi

G2G - Government to Go

Who may avail: Internal: Regular Employe

External: Contract of Serv

instrumentalities and priva

CHECKLIST OF REQUIREMENTS

1. Letter Request (1 original) Pu

Un

2. Government issued ID (present 1 original) Re

Additional if from the Government Sector

3. Official Letter Request (1 original) Re

Additional if Requesting Party is a representative

4. SPA for representative (1 original, notarized) Re

(P

CLIENT STEPS AGENCY ACTION F

1. Accomplish request 1. Receive, check, and
form and forward to stamp date and time
Receiving/ Releasing on document. Upload
Clerk. the document to
Document Tracking
System. Forward

Page 13

CUMENT AUTHENTICATION FOR GENERAL

y for a certified true copy of a record issued by the DENR. The

d Regional Offices

siness
izen
overnment
ee of DENR, including its Bureaus and Attached Agencies
vice Personnel, LGU and other government agencies or
ate individuals

WHERE TO SECURE
ublic Assistance Desk, Receiving Area or Records
nit/Section
equesting Party

equesting Party

equesting Party, Private Lawyer, Public Attorney’s Office

PAO) or Notary Public

FEES TO BE PROCESSING PERSONS

PAID TIME RESPONSIBLE

None 15 min. Receiving/Releasing Clerk
Records Unit/Section

36 of 236

document to the
concerned Action
Officer

1.4. None 1.1. Check the
availability of
records.

Process the request

(photocopy and
stamp “Certified
True Copy”) and

sign the certification

or documents.

2. Pay to the Cashier the Indicate amount to C
Certification Fee. be paid in the
Request
Form/Order of
Payment.
2. Accept payment and
issue Official Receipt.

P

1.2. None 1.2. Check the Official
1.5. None
Receipt and

photocopy for filing.

1.3. Release the

approved

Authentication to

Page 13

None 30 min. Records Officer
(Simple) Records Unit/Section

3 hours
(Complex)

Php 50.00 10 min. Collecting Officer
Certification Credit Officer

Fee** Cashier Unit/Section
per set +
5 min. Records Officer
Php 5.00 per 5 min. Records Unit/Section
page
Receiving/Releasing Clerk
None Records Unit/Section

None

37 of 236

the customer and

forward the

received Customer

Request Form to

Action Officer.

3. Receive the approved 3. File the Customer
Certification.
Request Form and

attachments.

C

TOTAL:

P

*Confidential and Top Secret Documents are subject for appr
**Except those with Official Letter Request

Page 13

None 5 min. Records Officer
Records Unit/Section
Php 50.00 Simple
Certification 1 hour & 10 min.

Fee 3 hours & 40 min.
per set +

Php 5.00 per Complex

page

roval of the Secretary.

38 of 236

CITIZEN’S CHARTER NO. RO-AF-04. PROCES
PURCHASE ORDER, JOB ORDER, CONTRACT O

This service serves as a proof whether there is/are fun

Office or Division: Accounting Unit/Section a

DENR PENR and Region

Classification: Complex

Type of Transaction: G2B - Government to Bu

G2C - Government to Cit

G2G - Government to Go

Who may avail: Internal: Permanent Pers

External: Personnel unde

CHECKLIST OF REQUIREMENTS

If Initial Contract of Communication/Telephone and Gaso

a. Contract (3 original)

b. Annual Procurement Plan (APP) (1 certified copy)

If Supplier/Contractor/Service Provider

a. Purchase Order (P.O.)

 Purchase Order (3 original)

 Purchase Request (3 original)

 BAC Resolution (1 original, 2 photocopies)

 Abstract of Quotations (2 original)
 Quotations (3 original per supplier)
 Special Order, if applicable (1 photocopy)

b. P.O. Through Direct Contracting
 Purchase Request (3 original)
 BAC Resolution (1 original, 2 photocopies)
 Quotations (3 original per supplier)

Page 13

SSING AS TO AVAILABILITY OF FUNDS OF
OF SERVICE AND OTHER CONTRACTS

nd/s available for the purpose.

and Budget Unit/Section, Finance Section/Division,
nal Offices

usiness
tizen
overnment
sonnel
er Contract of Service, Service Provider and Supplier

WHERE TO SECURE
oline

Service Provider or Requesting Party
Procurement Unit or Section

Procurement Unit or Section
Requesting Party
Bids and Awards Committee (BAC)
Secretariat
Requesting Party & BAC Secretariat
Service Provider
Requesting Party, Regional Office or Central
Office

Requesting Party
BAC Secretariat
Service Provider

39 of 236

 Distributor Certificate or Sworn Certificate of Guara
Exclusive Distributorship Agreement (if applicable)
photocopy)

If Job Order (J.O.)
a. Repair of Vehicle/Equipment/Facilities
 Purchase Request (3 original)
 Request for Repair (3 original)
 Pre-Repair Inspection Report (1 original, 2 photoco
 BAC Resolution (1 original, 2 photocopies)
 Abstract of Quotations (2 original)
 Quotations (3 original per supplier)
b. Printing
 Purchase Request (3 original)
 Layout or e-copy of document to be printed (1 orig
copy)
 BAC Resolution (1 original, 2 photocopies)
 Abstract of Quotations (2 original)
 Quotations (3 original per supplier)

If Agency Procurement Request (APR)
a. Purchase Request (3 original)

If Contract
a. Notarized Contract (3 original)

b. Purchase Request (3 original)
c. TOR (3 original)
d. Letter Intent/Proposal (3 original)
e. Curriculum Vitae (3 original)
f. MCLE Certification, if lawyer (1 original, 2 photocopies
g. Written Concurrence from COA, if lawyer (1 original, 2

photocopies)
h. Deputation of OSG, if lawyer (1 original, 2 photocopie
If Salaries of Contract of Service

Page 14

antee Service Provider or BAC Secretariat
) (1

opies) Requesting Party
Requesting Party
Inspection Committee
BAC Secretariat
Requesting Party & BAC Secretariat
Service Provider

Requesting Party
ginal, digital Requesting Party

BAC Secretariat
Requesting Party & BAC Secretariat
Service Provider

Requesting Party

Requesting Party, BAC Secretariat or
Service Provider
Requesting Party
Requesting Party
Service Provider
Service Provider
s) Service Provider
2 Commission on Audit (COA)

es) Office of the Solicitor General (OSG)

40 of 236

b. Notarized Contract (3 original)

CLIENT STEPS AGENCY ACTION

1. Submit PO, JO or 1. Receive, record in logbook
contract with complete and forward the PO, JO or
supporting documents Contract with supporting
to Budget Unit or documents to concerned
Section. Budget Officer.

1.1. None 1.1. Receive and review the
completeness of
1.2. None documents, initial on
the PO, JO or contract,
1.3. None and forward to
Accounting Unit or
Section.

1.2. Receive, review and
certify Certificate of
Availability (CAF) for
PO, JO or contract.

1.3. Release, record and
forward to concerned
Division / Section / Unit.

TOTAL:

Page 14

Requesting Party, BAC Secretariat or
Service Provider

FEES TO PROCESSING PERSONS
RESPONSIBLE
BE PAID TIME

None 20 min. Receiving/Releasing Clerk
Budget Unit/Section

None 1 hour Budget Officer
Budget Unit/Section

None 1 hour Chief Accountant
Accounting Unit/Section
None
: None 1 hour Receiving/Releasing Clerk
Accounting Unit/Section

3 hours & 20 min.

41 of 236

CITIZEN’S CHARTER NO. RO-AF-05-06-07. PROC

This process includes processing of Obligation Reque
preparation, processing and issuance of Checks/LDDAP-ADA
obligation to DENR employees, individuals, agencies or credi

Office or Division: Accounting, Budget and C
Classification: DENR CENR, PENR and
Type of Transaction: Complex
Highly Technical
Who may avail: G2B - Government to Bu
G2C - Government to Cit
G2G - Government to Go
Internal: Permanent Pers
External: Personnel unde

CHECKLIST OF REQUIREMENTS
General Requirement

 Disbursement Voucher (1 original, 3 duplicate)
 Obligation Request and Status (3 original)
If Initial Contract of Communication/Telephone and Gasoline
 Contract (3 original)
 Annual Procurement Plan (APP), and any amendmen

thereto (1 certified Copy), or Certification from the
Procurement Office that the items procured are
already included in the APP (1 original)
If Supplier/Contractor/Service Provider
A. Purchase Order (P.O.)
 Purchase Order/Contract Agreement (3 Original)
 Purchase Request (3 Original)
 BAC Resolution (1 original, 2 Photocopies)

Page 14

CESSING OF PAYMENT OF CLAIMS

est and Status (ORS) and Disbursement Voucher (DV), and
A and corresponding Advices. This process is used to pay an
itors for goods purchased and services rendered.

Cashier Units/Sections, Finance Section/Division,
d Regional Offices

usiness
tizen
overnment
sonnel
er Contract of Service, Service Provider and Supplier

WHERE TO SECURE*

Requesting Party or Originating Office
Requesting Party or Originating Office
e
Service Provider, Requesting Party or Originating Office
nt Procurement Unit Or Section

Complex
Procurement Unit Or Section
Requesting Party or Originating Office
Bids And Awards Committee (BAC) Secretariat

42 of 236

CHECKLIST OF REQUIREMENTS
 PHILGEPS Posting (if above 50K) (1 original, 2

Photocopies)
 Certification from Procurement- that legal document

from GPPB Reso No. 21-2017 dated 5/30/2017 are
submitted and duly verified (1 original, 2 Photocopies)
 Certificate of Availability of Funds
 Agency Procurement Request/APR Form No. 02 (for
supplies), In case supplies are not available at DBM,
there must be a certificate of Non-availability of stock
from PS-DBM (1 original, 2 Photocopies)
 Annual Procurement Plan (APP), and any amendmen
thereto (1 Certified Copy), or Certification from the
Procurement Office that the items procured are
already included in the APP (1 original)
 Abstract of Quotations (2 Original)

 Quotations with Certification from Procurement Office
that Supplier has Submitted Updated Eligibility
Documents/Legal Documents (Alternative Method of
Procurement), if shopping (3 Original Per Supplier)

 At least 1 Filled-Up Quotation, with Proof of Receipt o
Quotation (1 original, 2 photocopies)

 Certificate of Posting in 3 Conspicuous Places (1
original, 2 photocopies)

 Request for Quotations (1 original Per Supplier)
 Special Order, if Applicable (1 Photocopy)

 Inspection and Acceptance Report (1 original, 2
Photocopies)

 Sales Invoice/Delivery Receipt/Official Receipt (1
original, 2 Photocopies)

Page 14

WHERE TO SECURE*
Bids And Awards Committee (BAC) Secretariat
Bids And Awards Committee (BAC) Secretariat
)
Budget and Accounting Section
Procurement section

nt Requesting Party/Procurement Section

Requesting Party or Originating Office & BAC
Secretariat
e Service Provider

of Service Provider
BAC Secretariat
Service Provider
Requesting Party or Originating Office, Regional Office
Or Central Office
Inspection and Acceptance Committee (IAC)
Service Provider

43 of 236

CHECKLIST OF REQUIREMENTS
 Certificate Of Acceptance (1 original, 2 Photocopies)
B. P.O. Through Direct Contracting
 Purchase Request with Certification from th

Procurement Office that the items procured are alread
included in the APP (3 Original)
 BAC Resolution (1 original, 2 Photocopies)
 Quotations (3 Original Per Supplier)
 Distributor Certificate or Sworn Certificate of Guarante
Exclusive Distributorship Agreement (If Applicable) (
Photocopy)
 Inspection Report (1 original, 2 Photocopies)
 Certificate of Acceptance (1 original, 2 Photocopies)
If Meals and Snacks For Seminar/Training
 Special Order (3 photocopies) or Notice of Meeting (1
original, 2 photocopies)
 Purchase Request with Certification from th
Procurement Office that the items procured are alread
included in the APP (3 Original)
 RESO (1 original, 2 photocopies)
 PHILGEPS BNA – RFQ (1 original, 2 photocopies)
 3 Quotations (1 original Per Supplier, 2 photocopies)
 APQ (1 original, 2 photocopies)
 Certification from Procurement that legal document
from GPPB Reso No. 21-2017 dated 5/30/2017 are
submitted and duly verified (1 original)
 Contract (3 Original)
 Billing or Statement of Account (1 original, 2
photocopies)
 Menu (1 original, 2 photocopies)
 Attendance (1 original, 2 photocopies)

Page 14

WHERE TO SECURE*
Requesting Party

he Requesting Party or Originating Office and Procurement
dy Office

BAC Secretariat
Service Provider
ee Service Provider Or Bac Secretariat
(1

Inspection And Acceptance Committee (IAC)
Requesting Party

1 Requesting Party or Originating Office, Regional Office
Or Central Office

he Requesting Party or Originating Office
dy

BAC Secretariat
BAC Secretariat
Service Provider
BAC Secretariat
Procurement Section, Administrative Division

Service Provider, Requesting Party or Originating Office
Service Provider, Requesting Party or Originating Office

Service Provider, Requesting Party or Originating Office
Requesting Party or Originating Office

44 of 236

CHECKLIST OF REQUIREMENTS
 Activity Report with Pictures (1 original, 2 photocopies

If Job Order (J.O.)
A. Repair of Vehicle/Equipment/Facilities
 Purchase Request with notation that it is included in th
APP (1 original, 2 photocopies)
 Pre-Repair Inspection Report (1 original,
Photocopies)
 BAC Resolution for Major Repairs (1 original,
Photocopies)

 Abstract of Quotations (1 original, 2 Photocopies)

 Quotations (1 original Per Supplier, 2 Photocopies)
 Post Repair Inspection Report (1 original,

Photocopies)
 Certificate of Acceptance (1 original, 2 Photocopies)
 PHILGEPS Posting (50K and above) (1 original, 2

photocopies)
 Certificate of Posing (1 original, 2 photocopies)

 Certification from Procurement that legal document
from GPPB Reso No. 21-2017 dated 5/30/2017 are
submitted and duly verified (1 original)

 Waste Materials Report (1 original, 2 Photocopies)
 Certificate of Availability of Funds (1 original,

photocopies)
B. Printing

 Purchase Request with notation that it is included in th
APP (1 original, 2 photocopies)

Page 14

WHERE TO SECURE*
s) Requesting Party or Originating Office

he Requesting Party or Originating Office
2 Inspection Committee
2 BAC Secretariat
Requesting Party or Originating Office & BAC
Secretariat
Service Provider
2 Property Unit/Section, General Services Section (GSS)
Requesting Party
Procurement Section
Procurement Section
Procurement Section

2 Budget and Accounting Section

he Requesting Party or Originating Office

45 of 236

CHECKLIST OF REQUIREMENTS
 Layout, E-Copy of Document to be Printed, or Sourc

of Layout (1 original, Digital Copy)
 BAC Resolution (1 original, 2 Photocopies)

 Abstract of Quotations (1 original, 2 Photocopies)

 PHILGEPS Posting (50K and above) (1 original, 2
photocopies)

 Certificate of Posing (1 original, 2 photocopies)

 Certification from Procurement that legal document
from GPPB Reso No. 21-2017 dated 5/30/2017 are
submitted and duly verified (1 original)

 Quotations (1 original Per Supplier, 2 Photocopies)
 Inspection Report (1 original, 2 Photocopies)
 Certificate of Acceptance (1 original, 2 Photocopies)
If Agency Procurement Request (APR)
 Purchase Request (1 original, 2 photocopies)
 Certificate of Availability of Funds (1 original,

photocopies)
If Contract

 Notarized Contract (1 original, 2 photocopies)

 Purchase Request (1 original, 2 photocopies)
 PHILGEPS Posting (50K and above) (1 original, 2

photocopies)
 Certificate of Posing (1 original, 2 photocopies)

 Certification from Procurement that legal document
from GPPB Reso No. 21-2017 dated 5/30/2017 are
submitted and duly verified (1 original)

Page 14

WHERE TO SECURE*
ce Requesting Party or Originating Office

BAC Secretariat
Requesting Party or Originating Office & BAC
Secretariat
Procurement Section

Procurement Section
Procurement Section

Service Provider
Inspection And Acceptance Committee (IAC)
Requesting Party

Requesting Party or Originating Office
2 Budget and Accounting Section

Requesting Party or Originating Office, BAC Secretariat
or Service Provider
Requesting Party or Originating Office
Procurement Section

Procurement Section
Procurement Section

46 of 236

CHECKLIST OF REQUIREMENTS
 TOR (1 original, 2 photocopies)
 Letter Intent/Proposal (1 original, 2 photocopies)
 Curriculum Vitae with Personal Data Sheet (1 original

2 photocopies)
 Letter Request for Payment (For Resource Person,

Documentor, or Facilitator) (1 original, 2 Photocopies)
 Evaluation Report (for Resource Person, Documentor

or Facilitator) (1 original, 2 Photocopies)
 Certificate of Acceptance (1 original, 2 Photocopies)
 Certificate of Availability of Funds (1 original,

photocopies)
 Actual Output (3 photocopies, if applicable)
If Salaries of Contract of Service
 Notarized Contract (1 original, 2 photocopies)

 Duly Accomplished Daily Time Record (DTR) (1
original, 2 Photocopies)

 Travel Order, if applicable (3 photocopies)
 Accomplishment Report (1 original, 2 Photocopies)
 S.O, if Applicable (1 original, 2 Photocopies)
 MCLE Certification, if Lawyer (1 original, 2

Photocopies)
 Written Concurrence from COA, if Lawyer (1 original,

Photocopies)
 Deputation of OSG, if Lawyer (1 original, 2

Photocopies)
 Acquiescence from OSG, if Lawyer (3 Photocopies)
 Certificate of Availability of Funds (1 original,

photocopies)
If Mandatory Expenses

A. Water and Electricity

Page 14

WHERE TO SECURE*
Requesting Party or Originating Office
Service Provider
l, Service Provider

Service Provider
)
r Requesting Party

Requesting Party
2 Budget and Accounting Section

Service Provider

Requesting Party or Originating Office, BAC Secretariat
or Service Provider
Personnel Unit/Section

Requesting Party
Requesting Party
DENR Central, Regional, PENR and/or CENR Office
Service Provider

2 Commission On Audit (COA)

Office of the Solicitor General (OSG)

Office of the Solicitor General (OSG)
2 Budget and Accounting Section

47 of 236

CHECKLIST OF REQUIREMENTS
 Billing Statement (1 original, 2 Photocopies)
B. Communication/Telephone
 Billing/Statement of Account (1 original, 2 Photocopies
 Certification that Phone Calls are official in nature (

original, 2 Photocopies)
 Contract (1 original for first payment only)
C. Gasoline
 Billing/Statement of Account (1 original, 2 Photocopies
 Vehicle Trip Ticket (1 original, 2 Photocopies)
 Contract (1 original for first payment only)
 Fuel/Lubricants Requisition and Issue Slip (1 original,

Photocopies)
If Government Share For Mandatory Deductions

 List of Personnel with Corresponding Amount o
Government Share (1 original, 2 Photocopies)

If TEV (Local)
A. Approved Travel Order (1 original, 2 Photocopies)

B. Itinerary (1 original, 2 Photocopies)
C. Special Order, if Applicable (3 Photocopies)
D. Additional Requirement For Reimbursement

 Travel Report (1 original, 2 Photocopies)
 Certificate of Travel Completed (1 original, 2

Photocopies)
 Certificate of Appearance (1 original, 2

Photocopies)
 Tickets (1 original, 2 Photocopies)
 PAL/Cebu Pacific or any other Airline TO (1

original, 2 Photocopies)
 Boarding Pass (1 original, 2 Photocopies)

Page 14

WHERE TO SECURE*
Service Provider

s) Service Provider
(1 Requesting Party or Originating Office

Service Provider Or Requesting Party

s) Service Provider
Driver In Duty
Service Provider Or Requesting Party

2 Requesting Party or Originating Office

of Personnel Section/Unit-Administrative Division/Section
or Accounting Unit/Section-Finance Section/Division

Requesting Party or Originating Office and CENR
Officer, PENR Officer or Regional Executive Director
(RED)
Requesting Party or Originating Office
CENR Officer, PENR Officer, RED, Usec or Secretary

Requesting Party or Originating Office
Requesting Party or Originating Office

Destination Office

Airline Company
Requesting Party or Originating Office, and RED

Airline Company

48 of 236

CHECKLIST OF REQUIREMENTS
 Terminal Fee Ticket/Stub (1 original, 2

Photocopies)
 Certificate of Expenses not Requiring Receipt (1

original, 2 Photocopies)
 Receipt from Accommodation, if applicable (1

original, 2 Photocopies)
If Cash Advances

 Special Order of SDO/Allotment Letter (3 Photocopies
 Certificate of No Unliquidated Cash Advance (1 origina

2 Photocopies)
If Replenishment of Petty Cash Fund

 Special Order, if First Payment (1 original,
photocopies)

 Official Receipts/Sales Invoices (1 original,
photocopies)

 Petty Cash Replenishment Report (1 original,
photocopies)

 Approved Purchase Request (1 original, 2 photocopies
 Certificate of Emergency Purchase (1 original,

photocopies)
 Certificate of Inspection and Acceptance (1 original,

photocopies)
 Report of Waste Materials, in case of repair (1 origina

2 photocopies)
 Approved Trip Ticket for Gasoline Expenses (1 origina

2 photocopies)
 Three (3) Quotations from Suppliers (1 original,

photocopies)
 Abstract of Quotations (1 original, 2 photocopies)

If eNGP/CBFM Contracts

Page 14

WHERE TO SECURE*
Airline Company
Requesting Party or Originating Office
Accommodation Provider

s) PENR Officer or RED
al, Accounting Unit/Section, Finance Section/Division

2 Records Section/Unit
2 Supplier
2 Concerned Special Disbursing Officer (SDO)
s) Requesting Party/Concerned Office
2 Requesting Party/Concerned Office
2 Inspection & Pre-Acceptance Committee (IPC)
al, GSS
al, GSS
2 Suppliers

Requesting Party/Concerned Office

49 of 236

CHECKLIST OF REQUIREMENTS
A. Payment of 15% Mobilization Fee

 Endorsement Memorandum (1 original, 2
photocopies)

 Letter request from the payee for the release of MF (1
original, 2 photocopies)

 Letter of Intent (1 original, 2 photocopies)

 Annual Procurement Plan (APP) (1 Certified Copy)
 Notarized MOA with WFP, Mode of Payment & Sit

MAP (1 original, 2 photocopies)
 Purchase Request (1 original, 2 photocopies)
 BAC Resolution – Mode of Procurement (1 original,

Photocopies)
 Proof of Posting of RFQ at 3 conspicuous places (

original, 2 Photocopies)
 Quotations (1 original Per Service Provider,

Photocopies)

 Abstract of Quotations (1 original, 2 Photocopies)

 BAC Resolution – Award approved by HOPE (1 origina
2 Photocopies)

 Notice of Award received by Service Provider (
original, 2 Photocopies)

 Notice to Proceed received by Service Provider (
original, 2 Photocopies)

 Philgeps Posting of Award/Contract/Proceed (
original, 2 Photocopies)

 Request for release of 15% Mobilization fee (1 origina
2 Photocopies)

 Performance Security

Page 15

WHERE TO SECURE**

Concerned CENRO/Requesting Party

1 PO's/Requesting Party

PO's/Requesting Party
Procurement Unit or Section
te Requesting Party or Originating Office

Requesting Party or Originating Office
2 BAC Secretariat

(1 BAC Secretariat

2 Service Provider

Requesting Party or Originating Office & BAC
Secretariat
al, BAC Secretariat

(1 Requesting Party or Originating Office & BAC
Secretariat

(1 Requesting Party or Originating Office & BAC
Secretariat

(1 BAC Secretariat

al, Service Provider

Service Provider

50 of 236

CHECKLIST OF REQUIREMENTS
 LEGAL REQUIREMENTS

a. Certificate of Registration from SEC/CDA (
photocopies)

b. Certification from the leader of the service provide
that none of its incorporators, organizers, director
or officials is an agent or related by consanguinity o
affinity up to the fourth civil degree to the HOPE
members of BAC or other authorized officials (
original, 2 Photocopies)

c. Disclosure of related business, if any and extent o
ownership therein (1 original, 2 Photocopies)

 TECHNICAL REQUIREMENTS
a. List of completed contracts similar to th
procurement (1 original, 2 Photocopies)

 FINANCIAL REQUIREMENTS
a. Certificate that the service provider has an existin
bank account (1 original, 2 Photocopies) /
photocopies of Bank Book
b. Updated Audited Financial Statements (1 original, 2
Photocopies)
c. Certification that it has financial managemen
system that maintains sets of book of accounts (
original, 2 Photocopies)

B. Progress Billing
 Endorsement/Memorandum (1 original, 2 photocopies
 Letter Request to the Auditor for the validation of the
accomplishment (1 original, 2 photocopies)
 Validation Report / Accomplishment (1 original, 2
photocopies)
 Geotagged Photos of the Plantation (Per Beneficiary/
Family) (1 original, 2 photocopies)

Page 15

WHERE TO SECURE**
Service Provider/ ORIGINATING OFFICE/ BAC
(3 SECRETARIAT

er
rs
or
E,
(1

of

Service Provider
he

Service Provider
ng

3

2,

nt
(1

s) Concerned CENRO
Concerned CENRO & PENRO (Technical-eNGP)

Joint Validating Team of PENRO & CENRO

Joint Validating Team of PENRO & CENRO,
Concerned Site Team Leader and PO/Families

51 of 236

CHECKLIST OF REQUIREMENTS
 Statement of Account (1 original, 2 photocopies)
 List of Beneficiaries (1 original, 2 photocopies)
 Parceliarized Plantation Map (Maintained & Protected

(1 original, 2 photocopies)
 Affidavit of Completion (1 original, 2 photocopies)
 Certificate of Completion and Acceptance (1 original,

photocopies)
 Approved Memorandum of Agreement (2 photocopies
 Request for Inspection and Payment (1 original,

Photocopies)
 Statement of Work Accomplished (1 original,

Photocopies)
 Notarized Inspection and Acceptance Report (Matr

form) (1 original, 2 Photocopies)
 Notarized Narrative Report of IAR (1 original,

Photocopies)
 Letter of Turn Over (1 original, 2 Photocopies)
 Certificate of Acceptance (1 original, 2 Photocopies)
 Geo-tagged photos of validation and accomplishe

activities (1 original, 2 Photocopies)
 Fund Utilization Report with attached payroll, if wit

labor (1 original, 2 Photocopies)
C. Release of Retention fee

 Endorsement/Memorandum (1 original, 2
photocopies)

 Endorsement/Memorandum (1 original, 2
photocopies)

 PO Request for the release of Retention Fee (1
original, 2 photocopies)

 Third Party Evaluation Report that the PO Plantation
attained at least 85% Survival Rate (2 photocopies)

Page 15

WHERE TO SECURE**
Payee/Contractor
CENRO (NGP Coordinator/Site Team Leader)
d) GIS Team/eNGP Unit

Contracted PO/Family
2 Concerned CENRO

s) PENRO (Technical-eNGP)
2 Service Provider

2 Service Provider

rix Requesting Party or Originating Office

2 Requesting Party or Originating Office

Service Provider
Requesting Party or Originating Office
ed Requesting Party or Originating Office

th Service Provider

Concerned CENRO

Concerned CENRO

Contracted PO/Family

Third Party Contracted/Regional Office

52 of 236

CHECKLIST OF REQUIREMENTS
 Certificate of Final Inspection and Acceptance Report

(1 original, 2 photocopies)
 Certificate of Final Acceptance (1 original, 2

photocopies)
 Completed Parceliarized Plantation Map (1 original, 2

photocopies)
 Photo Copy of Affidavit of Completion (2 photocopies)
 Photo Copy of Certificates of Completion and

Acceptance (2 photocopies)
 Photo copy of Obligation Requests and Status (2

photocopies)
 Photo Copy of Memorandum of Agreements (2

photocopies)
 Photo Copy of Notice to Proceeds (2 photocopies)
 Inspection/Validation Report of Third Party Validator

indicating the survival rate for Sites with area of 100 ha
and above (1 original, 2 Photocopies)
 Inspection/Validation Report of Regional/PENR
composite team indicating the survival rate for Site
with area of below 100 has (1 original, 2 Photocopies)
 Fund Utilization Report (1 original, 2 Photocopies)
 Project Completion Report (1 original, 2 Photocopies)
 Letter of FINAL Turn Over (1 original, 2 Photocopies)
 Certificate of FINAL Acceptance (1 original,
Photocopies)
 Geo-tagged photos of validation and accomplishe
activities (1 original, 2 Photocopies)
 Certificate of Site Development (1 original,
Photocopies)
D. Progress Payment for Seedling Production
 Endorsement/Memorandum (1 original, 2 photocopies

Page 15