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