Agrarian Reform Communities Project II(ARCP II )

ARCP II Required Documents

REQUIRED DOCUMENTS FOR ADB LP
II . REQUEST FOR ISSUANCE OF CERTIFICATE OF AVAILABILITY
OF FUNDS (CAF)

with
Templat
e

A. Financial Requirements
1. Letter Request from LGU endorsed by NPCO
2.
3.
4.
5.

Signed MOA with Sangguniang Bayan (SB) Resolution

Signed SPA with Annexes and Schedules
Signed Accession Undertaking (AU) with Annexes
NSAC/RSAC Resolution

6. Appropriation ordinance appropriating the total sub-project cost

B. Technical Requirements
6. Approved Program of Work (NSAC/RSAC Approved)

REMARKS
(For Submission and other Information)
The request will be endorsed by the ARCP II
NPCO to the Municipal Development Fund
Office so that the latter will issue such
certificate (CAF) as an evidence that the Loan
Proceeds total amount has been alloted and
that a cash counterpart is readily available at
the MDFO
1-Original Copy signed by the Mayor
PPO to prepare five (5) original copies. PPO to facilitate
signing
of approved
concernedSPs,
parties
atto
the
LGU and
submit
to to
For NSAC
NPCO
prepare
and
forward
NPCO
thru
RPO.
All
pages
must
be
signed
including
LGUNSAC
thru RPO/PPO
signing. For
RSAC
SPs,
For
approvedfor
subprojects,
NPCO
to approved
prepare five
(5)
attached
SB Resolution
the prescribed
signatories.
Full
RPO willcopies
prepare
SPA.
Allby
pages
mustthru
be RPO/PPO
signed
including
original
and
forward
to
LGU
for
- duly signed
by last
all members
of thethe
committee
signature
on the
page
bearing
printed
name
of the
annexes For
and
schedules.
Full
signature
on
the last
page
signing.
RSAC
approved
subprojects,
RPO
to prepare
signatories
and
all other
pages
with
initial. After
signing
by
bearing
the
printed
name
of
the
signatories
and
all
other
AU. Full signature on the last page bearing the printed
NPC and
PIOinitial.
- FAPsO,
NPCO
will at
facilitate
the
notarization
pages
with
After
signing
the
LGU,
PPO
thru
RPO
name of the signatories and all other pages with initial.
of
the
document
and
distribution:
to
submit
all five
(5)Mayor
original
copies
NPCO. After
signing
After
signing
by the
and
othertoconcerned
parties,
by
NPC
and
PIO-FAPsO,
NPCO
will
facilitate
notarization
of
LGU to facilitate notarization of the documents and
the
documents
and
distribution:
distribution. LGU to forward two (2) original copies to NPCO
For NSAC approved SPs, NPCO to prepare POW and forward
thru PPO/RPO. And LGU to furnished one (1) certified true
to LGU thru RPO/PPO for signing. For RSAC approved SPs,
copy each for RPO and PPO.
RPO will prepare POW. After signing at the LGU, PPO thru
RPO to submit all five (5) original copies to NPCO. After
signing by NPC and PIO-FAPsO, NPCO will facilitate
distribution:
2 original copies - NPCO
1 original copy - LGU
1 certified true copy - RPO
1 certified true copy - PPO

C. Legal and Safeguards Requirements

7. Endorsement by the Designated Agency of LGU application for
water rights to National Water Resource Board (NWRB)-for PWS and
Irrigation subproject

Page 1 of 6

Initially, Certified True Copy of LGU Application received by

NWRB for PWS/Irrigation Project.Upon approval, submit the
certified true copy of approved application.

Note: The above date states when NPCO submitted to MDFO the Required
Documents.

The initial release will be used to finance the 15%

mobilization for the Contractor, reimbursement of
the LGU for the cost incurred in the PreImplementation Phase and to that of the Progress
Billings. Succeeding releases will cover the
remaining balance not paid out of the initial
release. For all requests for releases, the ARCP 2PPO Accountant shall be the point person to assist
the LGU in the preparation of documentary
requirements. The Municipal Accountant will then
be the responsible person to consolidate all these
requirements.

IV. REQUEST FOR INITIAL RELEASE

A. Financial Requirements
1.Letter Request from LGU endorsed by NPCO for initial fund release
2. Statement of Receipts and Dibursements (SORD)

3. Bank Certification of two (2) trust account opened exclusively for

ARCP II Loan Proceeds and LGU Equity-ADB-ARCP II respectively
4. Machine validated bank certification of LGU Special Trust Fund
Account (STFA) specifically for ARCP II duly noted by the Treasurer
and Indicating deposit equivalent to 30% equity requirement
5. Approved/Perfected Contract including conditions/terms of the
Contract
6. Approved Bids and Awards Committee (BAC) resolution of Award

2 original copies signed by the Mayor

3- Original copies signed by all required signatories.
Includes
fromLGU
theEQUITY
LPO of in-kind
equity(LGU
at least 3certification
original copies
should have
NAME) DAR ARCP II-LGU EQUITY, (LGU NAME) DAR
ARCP-II- LOAN PROCEEDS in the account name
at least 3 original copies

at least 3 original copies

2-Original Copies and 2 LGU Certified True Copies, signed

by all BAC members (all pages initialed)

B. Technical Requirements
8. Notice of ADB/NPCO concurrence for Award (NOL) from NPCO

1-NPCO Certified True Copy

9. Notice to Proceed (NTP) from RPO

1-RPO Certified True Copy

10. Notice to Commence Work from the LGU and Acceptance by the
Contractor

1-Original Copy and 1-LGU Certified True Copy

11. Performance Security (together w/ the official receipts)/Bank

Guarantee
12. Contractor's all risk insurance (CARI)

2-LGU Certified True Copies

13. Notice of Award with Acceptance from the Contractor

Page 2 of 6

2-LGU Certified True Copies

1-Original Copy and 1-LGU Certified True Copy, signed

14. Approved "As Bid" Program of Work (POW)

4 sets prepared by NPCO for NSAC approved SPs and 4

sets prepared by RPO for RSAC approved SPs; all original
copies shall be signed by the required signatories
Approval of POW :
RSAC Approved SPs : for approval by RD and notation by
NPC
NSAC Approved SPs: for approval by NPC

C. Legal and Safeguards Requirements

15. NPCO certification that ROW is 100% negotiated and all legal
documents have been executed
16. Environmental Compliance Certificate (ECC)/Certificate of NonCoverage (CNC)
17. NCIP Certification (Certification Precondition or Certification of
Non-Overlap
18. Certificate of Completion from the LGU that the DED has been
completed, validated by NPCO

Certification to be prepared by the NPCO-ESS and to be

signed by the National Project Coordinator
1-LGU Certified True Copy
1-LGU Certified True Copy

2-Original Copies and 2-LGU Certified True Copies, signed

by the MPDC and ME, noted by the Mayor. NPCO to issue
corresponding confirmation.

V. REQUEST FOR SECOND RELEASE

A. Financial Requirements: (all liquidation papers shall be
dully verified
by thefrom
resident
Auditor)
1. Letter request
LGU endorsed
by NPCO for the succeeding
fund release
2. Statement of Receipts and Dibursements (SORD)

3- Original copies signed by all required signatories.

Includes certification from the LPO of in-kind equity
contribution as cost-out based on the Contract attachment.

3- Original copies signed by all required signatories.

- SORD for Civil Work Contract

- SORD for Construction Supervision by the LGU
3. Certificate of Status of Funds (CSF) 50% liquidation of Initial
Release
4. Summary of Expenditures (SOE)
5. Monthly Cost Summary Report (MCSR)

2-Original Copies signed by the Mayor

6. Bank Reconciliation Report with RCI & Bank Statement

3- Original copies signed by all required signatories.

3- Original copies signed by all required signatories.
3- Original copies signed by all required signatories. For
Bank Statement, add'l 3-certified true copies

7. Trial Balance-Audited Year End Report

3- Original copies signed by all required signatories.

8. Duly authenticated photocopy of DVs including Attachments

1-LGU Certified True Copy

9. Additional Equity deposit together w/ the deposit slip (30% for

more than 3.5 m and 50% for less than 3.5 m)

2-LGU Certified True Copies

B. Technical Requirements

Page 3 of 6

10. Monthly Physical Progress/Accomplishment Report with at least

25% Physical Accomplishment
11. Contractor's Statement of Work Accomplished
12. Summary Report of Materials Quality Control (MQC) test results
including attachments
13. Pictorials of the sections/stations subject for payment

Page 4 of 6

2-Original Copies and 2-LGU Certified True Copies,signed

by all required signatories
2-Original Copies and 2-LGU Certified True Copies,signed
by all required signatories
1-Original Copy and 1-LGU Certified True Copy including
test results
1-set hard copy, submit e-copy of pictures

VI. REQUEST FOR THIRD RELEASE

A. Financial Requirements: (all liquidation papers shall be
dully verified
by thefrom
resident
1. Letter request
LGU Auditor)
2. Statement of Receipts and Dibursements (SORD)

- SORD for Civil Work Contract

- SORD for Construction Supervision by the LGU
3. Certificate of Status of Funds (CSF) requires 100% liquidation of
Initial Release and 50% liquidation of Second Release
4. Summary of Expenditures (SOE)
5. Monthly Cost Summary Report (MCSR)

3- Original copies signed by all required signatories.

Includes certification from the LPO of in-kind equity
contribution as cost-out based on the Contract attachment.

3- Original copies signed by all required signatories.

3- Original copies signed by all required signatories.

6. Bank Reconciliation Report with RCI & Bank Statement

7. Trial Balance-Audited Year End Report

2-Original Copies signed by the Mayor

3- Original copies signed by all required signatories.

3- Original copies signed by all required signatories. For
Bank Statement, add'l 3-certified true copies
3- Original copies signed by all required signatories.

8. Duly authenticated photocopy of DVs including Attachments

1-LGU Certified True Copy

9. Additional Equity deposit together w/ the Deposit Slip (20% for

more than 3.5 M)

2-LGU Certified True Copies

B. Technical Requirements
10. Monthly Physical Progress/Accomplishment Report with atleast
50-75% Physical Accomplishment
11. Contractor's Statement of Work Accomplished

2-Original Copies and 2-LGU Certified True Copies,signed

by all required signatories
2-Original Copies and 2-LGU Certified True Copies,signed
by all required signatories
1-Original Copy and 1-LGU Certified True Copy including
test
1-setresults
hard copy, submit e-copy of pictures

12. Summary Report of Materials Quality Control (MQC) test results

including
attachments
13. Pictorials
of the sections/stations subject for payment

VII. REQUEST FOR FINAL RELEASE

A. Financial Requirements: (all liquidation papers shall be
dully verified
by thefrom
resident
1. Letter request
LGU Auditor)
2. Statement of Receipts and Dibursements (SORD)

- SORD for Civil Work Contract

- SORD for Construction Supervision by the LGU
3. Certificate of Status of Funds (CSF) requires 100% liquidation of
Initial Release and succeeding releases
4. Summary of Expenditures (SOE)
5. Monthly Cost Summary Report (MCSR)

Page 5 of 6

2-Original Copies signed by the Mayor

3- Original copies signed by all required signatories.
Includes certification from the LPO of in-kind equity
contribution as cost-out based on the Contract attachment.

3- Original copies signed by all required signatories.

3- Original copies signed by all required signatories.

3- Original copies signed by all required signatories.

6. Bank Reconciliation Report with RCI & Bank Statement

7. Trial Balance-Audited Year End Report

3- Original copies signed by all required signatories. For

Bank Statement, add'l 3-certified true copies
3- Original copies signed by all required signatories.

8. Duly authenticated photocopy of DVs including Attachments

1-LGU Certified True Copy

9. Additional Equity deposit together w/ the Deposit Slip(20%)

2-LGU Certified True Copies

10. Bank certification that trust account exclusively for O & M was
B. opened
Technical Requirements
11. Monthly Physical Progress/Accomplishment Report (at 100%
completed)
12. Contractor's Statement of Work Accomplished (100% completed)

2- Original copies signed by all required signatories.

2-Original Copies and 2-LGU Certified True Copies,signed
by all required signatories
2-Original Copies and 2-LGU Certified True Copies,signed
by all required signatories

13. LGU Inspection Report

14. Final Inspection Report by ARCP 2 inspectorate team

2-Original Copies and 2-LGU Certified True Copies,signed

by all required signatories
1-Original Copy and 2-LGU Certified True Copies,signed by
all required signatories

15.Certificate of Subproject Turn-Over issued by the LGU & accepted

by the Bgry. or proponent ARC community PO the Contractor and
acceptance by the LGU
16. Implementation Completion Report (ICR)

2-Original Copies and 2-LGU Certified True Copies,signed

by all required signatories
1-LGU Certified True Copy

17. Construction Forms

-Logbook
-Weather Chart used
-Straight Line Diagram & PERT/CPM used
-Site Instruction and Work Request Issued
-As-Built Plan
-Certificates of Materials Test Result
18. Pictorial of the sub-project completed

1-set hard copy, submit e-copy of pictures

19.Certificate of Subproject Completion

20. Certification that O & M fund has been appropriated/budgeted

21. Operation & maintenance plan of the sub-project
22. COA inspection report signed by TAS and Regional Director/PARO

Page 6 of 6

1-Original Copy and 2-LGU Certified True Copies,signed by

all required signatories
1-Original Copy and 2-LGU Certified True Copies,signed by
all required signatories
1-Original Copy and 2-LGU Certified True Copies,signed by
all required signatories
2-LGU Certified True Copies,signed by all required
signatories