Required Attachments to Request for Fund Release for NCDDP-AF Community Sub-Projects

(RFR Checklist, updated June 2021)

Requirements for First Tranche Request

c Request for Fund Release Slip printed from the e-RFR System and duly approved by the following
authorized reviewers and authorities:

Amount of RFR1 Recommending Recommending Approval

Approval (Initials of Approval (Signature)
Reviewers)

Php1M and below CDO IV RPC Assistant Regional

PDO IV for Infra Director for Operations
SAO Finance

More than Php1M CDO IV RPC (initials) and Regional Director

PDO IV for Infra Assistant Regional
SAO Finance Director for Operations

c Approved Obligation Request

c Notarized Sub-Project Agreement

c Sub-project lot/site notarized documents, as applicable to the type of sub-project being proposed:

Classification Applicable Land Instruments

For lots located within the o Notarized Deed of Donation or

Residential/Agricultural/Industrial Notarized Usufruct Agreement that
Lands including lands covered by clearly stipulates (i) the use intended
Certificate of Land Ownership for the sub-project and the
Award (CLOA) appropriate duration and (ii) specific
Privately-Owned Lots delineation of the lot subject of the
usufruct agreement.
o Right-of-Way Agreement and/or
Permit to Enter or Construct
o Municipal Assessor’s Certificate to
certify the identity/legal owner of the
parcel of land for the proposed site.

For lots located within the titled o Usufruct Agreement supported with a
ancestral domains covered by an Resolution by the Council of Elders
approved or on-process and CADT/CALT representative,
CADT/CALT stating the consent of the tribe to the
use of lot within

1 Sub-project proposals with budget costings amounting to Php2M and above (including Cash-for-Work which
would follow the guidelines indicated in DSWD Memo Circular 4 s.2021) are subject for NPMO Prior Review.
Scanned copies of the technical documents and other annexes shall be submitted to NPMO for review and
issuance of No Objection Letter.
 For lots located within Non-Titled o Quit Claim issued by the actual
Residential/Agricultural Lands occupant/s and holder of Tax
Declaration of the land

For lots owned by the Local o Sangguniang Panlalawigan or

Government Units Bayan or Barangay Resolution

For lots owned by the Department o Certification from the School

of Education Superintendent allowing the use of
Public Lands land

For lots within forest lands, o Certification/Resolution from the

timberlands, and legal easements relevant government agency (i.e.
DENR, DAR, DA) having jurisdiction
over the area in which the lot is
located, and Permit/Clearance
allowing the use of lot for the sub-
project

For lots under concession o Permit/Clearance from the

agreements concessionaire allowing the use of
lot for the sub-project

For proposed sub-projects to be located within the existing o MLGU or BLGU Certification
local infrastructure or facilities confirming that the site has been in
actual use for such donation for a
period of time, in lieu of a Right-of-
Way (ROW) Agreement or Deed of
Donation

For repair of existing government owned infrastructure o The applicable and appropriate
resolution from the owner (barangay
or municipality) of the property shall
be attached along with a certificate
from the Municipal Assessor

c MDRRMC Resolution, effected/provided after MIAC Technical Review – The resolution should reflect
the Local Counterpart Contribution to be provided by the Municipal and/or Barangay LGU, if these are
provided to specific barangays. It should contain the following provisions: “The Body approves the LCC
to be provided by the LGU and other funding partners, whichever is applicable, the exact amount as
indicated in the Program of Works, and the delivery schedule as reflected in the LCC Plan.” The
indicated amount of grant allocation for the barangays shall not exceed the total grant amount reflected
in the BDRRMC Resolution.

c Completely filled-out Program of Works (POW, see attached template), certified and signed by the
BDC-TWG Chairperson, Area Coordinator, BDRRMC Chairperson, Municipal Disaster Risk Reduction
Officer, the Punong Barangay, and the Municipal Mayor. Additional signatories may be required
depending on the type of the sub-project, i.e.:
o Livelihood-related sub-projects – representative of the appropriate department/unit in the MLGU
o Capacity Building/IEC-related sub-projects – Training Specialist of the RPMO and representative of
the appropriate department in the MLGU

c Bank snapchat and/or Bank Certificate clearly indicating the community bank account number.
c Geotagged Photos Required

Type of Sub-Project Required Photos

Vertical Infrastructures

New At least three (3) photos of the proposed site, taken from
different angles (especially those that have an implication on
the design of the structure) for sites that are not ideal for
standard plans (e.g. terrain of the proposed site requires
Buildings adjustments in the structural components of the structure, .

One (1) photo taken from an angle that includes a land mark,
for sites that are ideal for standard plans.

Repair At least one (1) photo each of the perspective, front, sides,
rear and interior views (as much as necessary for the interior
views)
Horizontal Infrastructure

Roads New At least one (1) photo each of the starting station, mid-
section, end station and critical sections.

Repair At least one (1) photo each of the starting station, mid-
section, end station, critical sections and sections for repair.

New At least one (1) photo each of the approaches from both
Bridges ends, and the span to be covered

Repair At least one (1) photo each of the approaches from both
ends, the span to be covered, critical sections to be repaired

Safe/Potable New At least one (1) photo each of the location of the water
Water Supply source, and major items of works such as reservoirs, tanks,
System tap stands, etc.

Repair At least one (1) photo each of the location of the water
source, major items of works such as reservoirs, tanks, tap
stands, etc., and critical sections to be repaired.

Irrigation/Drainage New At least one (1) photo each of the starting station, mid-
Systems section, end station and critical sections.

Repair At least one (1) photo each of the starting station, mid-
section, end station, critical sections and sections for repair.
Other Types of Sub-Projects

Livelihood Projects, including No photos required.

Cash-for-Work and Food-for-
Work

Capacity-Building and/or IEC No photos required.

Sub-Projects
c Environmental and Social Safeguards Checklist (ESSC), Environmental and Social Management Plan
(ESMP), and other applicable safeguards instruments depending on the SP –
§ Indigenous Peoples’ Plan (IPP) – in cases where sub-projects will involve adverse or negative
impacts on indigenous peoples.
§ Resettlement Plan (RP) – in cases where sub-projects will involve involuntary resettlement impacts.
§ Certificate of Non-Coverage (CNC) or Environmental Compliance Certificate (ECC) as applicable.
The ESMP shall also consider construction safety guidelines and other safety and health protocols
issued by the DOH.

c Approved Sub-Project Proposal (see attached template)

c Barangay Council Resolutions and Applicable Tribal/ICC Council Resolutions –

§ Authorizing the Punong Barangay and BSPMC to enter into a Sub-Project Agreement (SPA) with the
MLGU and DSWD.
§ Authorizing the BSPMC Char, Treasurer, and Area Coordinator to open a checking account with the
nearest Land Bank of the Philippines Branch.
§ When applicable, i.e. SPs will be implemented in indigenous cultural communities (ICC) or when an
IP/Tribal Group is present in the community, endorsement of the sub-project and certification that the
project has underwent consultations with the ICC.

c Annual Procurement Plan (APP) and Project Procurement Management Plan (PPMP) for GOP-funded
SPs or Emergency Community Procurement Plan (ECPP) for WB-funded sub-projects and Schedule of
In-kind LCC.

c Certification from the authorized Health Officer from the MLGU or authorized representative from DOH
stating that the specifications of the proposed sub-project is compliant with standard health and safety
protocols.

c Certification from the Municipal Engineer that all technical documents were prepared based on: (i) the
program and GOP Engineering Standards, ii) standard plans of partner NGAs as applicable, iii) Market
Survey, iv) inventory of Existing Technical Resources, v) Site Investigation Report; and, vi) the ESMP,
among others. These documents shall be attached to support the certification

c Sub-project technical documents and technical specifications

c Certification from the Municipal Engineer that the quality of aggregates supplied by the communities are
suitable for community infrastructure sub-projects.

c Additional Requirements:

Water System Sub-Projects § Users’/Tariff Computation

§ Hydraulic Study or Analysis, if project is a Level 2
Water System
§ Water Potability Test to be issued by an accredited
laboratory and/or the Municipal Health Officer

Infrastructure Sub-Projects § For aggregates provided as in-kind Local Counterpart

Contribution (LCC), Certificate of Materials
Quality/Availability of aggregates issued by the
Municipal Engineer, if sources of aggregates are new
or not duly recognized quarry sites but which the LGU
deems suitable for use in rural infrastructure

Livelihood-related Sub-Projects
 § Distribution List, a list of verified beneficiaries both
types of livelihood project (Cash-for-Work and support
to Community Livelihood)

Water Disposal Sub-Projects § Proposal and Feasibility Study

§ Training design for the conduct of solid waste
management
§ Applicable Environmental Requirements

Capacity Building and/or IEC Sub- § Activity or Training Design

Projects § Draft IEC materials to be provided to the participants

c Bond Premium of the Barangay Treasurer

c Local Counterpart Contribution for SPI Monitoring Plan

Requirements for Second Tranche Request

c Request for Fund Release Slip printed from the eRFR System and duly approved by the same
authorized signatories as indicated in the list for First Tranche Request.

c Physical Progress Report (PPR) duly signed by the Project Implementation Team or Appropriate
Committee, Technical Facilitator or the representative of the Municipal Engineering Office and BDC
TWG Chairperson; for repair, renovation, upgrading or refurbishing SPs (converted as Barangay
Isolation Unit or treatment facility for sick residents) including repair of water supply systems the
Municipal Health Officer shall be included as signatory in the PPR.

c Geotagged photographs of sub-project progress; photos

Type of Sub-Project Required Photos

Infrastructure sub-projects 70% of the sub-project construction progress

Livelihood-related sub-projects Photo of the actual conduct of the activities and the
outputs generated

Capacity Building and/or IEC activities Photos of delivery and actual conduct of the training
activity

c Copy of payment receipt for the Annotation of executed notarized Deed of Donation or Usufruct
Agreement to the OCT or TCT; or in cases where privately-owned and titled lots have significant
amount of back taxes, the following documents may be submitted in lieu of the receipt for Annotation:
§ BLGU resolution indicating that the BLGU will ensure/facilitate annotation and allocating BLGU
funds for processing of annotation.
§ Copy of the BAIP showing fund allocated for annotation.

c Status of Sub-project Fund Utilization Report prepared by the Community Bookkeeper, reviewed by the
Audit and Inventory Team Head, and approved by the BDP-TWG Chairperson.

c If the grant fund balance is more than 20% but this balance is not enough to pay for the pending
obligations, the BDP-TWG may submit justification stating the need for release of the next tranche. The
 justification shall be endorsed by the ACT and attached to RFR with a copy of the Approved Purchase
Order as proof that additional funds are needed.

c Bank Snapshot and/or Bank Statement/Certification with Bank Reconciliation Statement and supporting
documents.

c Notarized Mutual Partnership Agreement (MPA). Roles of the BLGU and O&M Groups (if applicable)
must be indicated in the MPA.

c Municipal Engineer’s certification that the sub-project is implemented according to plan, specifications,
and sound engineering practice. If, however, the testing of materials, application for mill certificates, etc
are included in the cost estimates, the results of tests and copies of the certificates shall be attached.

c Justification supported by appropriate calculations for variance of more than 15% between the physical
and financial accomplishments including the minutes of Barangay Assembly Meeting or Minutes of the
BDRRMC Meeting or its equivalent approving the variance.

c List of Checks Issued prepared by the Treasurer and approved by the BDP-TWG Chairperson.

c Operation and Maintenance Plan/Program, as applicable. For water system SPs, this includes a Water
Safety Plan, signed by the MHO.

c Certification of any pending financial obligations e.g. unpaid delivered materials, services rendered but
not yet paid (wages/ payroll) and other incurred but unpaid related expenditures duly signed by the
Treasurer, BDP-TWG Chairperson, and the Technical Facilitator.

c Joint Inspection Report signed by the Barangay Chairperson, BDC TWG Chairperson, Technical
Facilitator, Area Coordinator, Regional Infrastructure Officer, Municipal Engineer Office (MEO)
representative, and the Contractor (if contracted). In case of COVID19 procured items, signed by
Barangay Captain, BDP-TWG Chairperson, Technical Facilitator, Area Coordinator, Municipal Health
Office (MHO) representative, and the Supplier/Contractor.

c If Contingency Cost is requested, the following should be attached to the RFR, whichever is applicable:
§ Approved Variation Order
§ Cost Comparison Analysis (ECPP vs Actual) with explanations for variances to be prepared by the
Procurement Team, as approved by the BDRRMC, noted by the BAC, and concurred by the
Technical Facilitator or Municipal Engineer and the Municipal Financial Analyst.

c Barangay Assembly Resolution or BDRRMC Resolution confirming the certifications.