Republika ng Pilipmas

( P A M B A N S A N G P A N G A S I W A A N N G P A T U B Lungsod ng Quezon

Office Address: National Government Center EDSA, Diliman, Quezon City, Philippines

Telephone Nos.; (02) 929-6071 to 78 Website; wvyw.nia.gov.ph

Telefax No. (02) 928-9343 TIN 000-916-415

MC.NO. S . 2 0 1 8

MEMORANDUM C I R C U L A R

T O T H E REGIONAL/ DEPARTMENT/ P R O J E C T MANAGERS, DIVISION MANAGERS AND A L L O T H E R C O N C E R N E D

S U B J E C T : INFORMATION AND PUBLICITY ON P R O G R A M S / P R O J E C T S / ACTIVITIES (PPAS) O F NIA TO B E IMPLEMENTED DURING THE C A L E N D A R Y E A R A S R E Q U I R E D B Y COMMISSION ON AUDIT (COA)

Pursuant to ttie COA Circular No. 2013-004 dated January 30, 2013 RE: Information and Publicity on Program/Projects/Activities (PPAs) of Government Agencies, you are required to submit list of all on-going government PPAs and those that are jto be implemented during the Calendar Year (CY) 2018 under your jurisdiction to your assigned Supervising Auditors (SA) and Audit Team Leaders (ATL). The list should be updated quarterly to be submitted within Three (3) days from the end of each quarter. Updated quarterly Project Status shall follow the NIA-Central Office Supervising Auditor suggested format as shown belovY-

Project

Name/

Brief Oeicription Location

Development

Partner

Contractor/

Supplier &

Procurement

Mode

Cost(60P

&LP)'

Project Date Project Status

Remarks

Project

Name/

Brief Oeicription Location

Development

Partner

Contractor/

Supplier &

Procurement

Mode

Cost(60P

&LP)' Duration

(No. of Davsl

Started

Target Date of

Completion

Percentage of

Completion

Cost Incurred to Date

Date Completed

Remarks

A. General Fund: ' I

B. Corporate Fund;

C. Special Fund

.* yyill)f,9ii ^.fy y ? ^ " ??. [° ^,t).?f«. 9'Government of the Philigjiines (GOP)and Loan Proceeds {I.P)

Paragraphs 2.1 and 3.1 of the same Circular are emphasized for conipliance. Attached is said COA Circular for your ready reference.

Should you haye inquiries, please contact CORPLAN at (02) 9^77984/ (02) 9274179 or send email to ppdcorplan2Q17(9)qmailcQm or midcorplancajgrnailcom

tlCMiDO R VISAYA (RET) ^dnninistratjbr

Republic of the Philippines COMMISSION ON AUDIT

Commonwealth Avenue, Quezon City, Philippines

C I R C U L A R

N o . : 2 0 1 3 - Q Q 4

Date: J A ^ 3 0 2013

T O : A l l Heads o f Departments , Bureaus, Ot f i ces , Agencies and Instruinental i t ies o f the Nat i ona l Government ; Heads o f Loca l G o v e r n m e n t U n i t s ( L G U s ) ; M a n a g i n g Heads o f G o v e r n m e n t - O w n e d and C o n t r o l l e d Corporations ( G O C C s ) ; C O A Assistant Commiss ioners , Direc tors , Superv is ing A u d i t o r s , A u d i t Team Leaders, and A l l Others Concerned

S U B J E C T ; I n f o rmat i on and Publ ic i ty on Programs/ProJects/AcliYlties o f Government Agencies

1.0 R a t i o n a l e

1.1 Subject to reasonable condidons prescribed by l a w , the State adopts and implements a po l i cy o f fu l l disclosure o f a l l transactions i n v o l v i n g publ i c interest (Sect ion 28 , A r t i c l e I I , 1987 Phi l ipp ine Const i tut ion) and recognizes the r ight o f the people to i n f o r m a t i o n on matters o f pub l i c concern (Sect ion 7, A r t i c l e I I I , 1987 P h i l i p p i n e Const i tu t i on ) .

1.2 It is also the declared po l i cy o f the State that a l l resourcds o f the g o v e m m e n t shall be managed, expended or ut i l ized in accordance w i t h law and regulations, and safeguarded against loss or wastage through i l legal or i m p r o p e r d ispos i t ion , w i t h a v i e w to ensuring e f l l c iency , economy and etTectiveness in the operations o f government . T h e responsibi l i ty to take care that such po l i cy is f a i t h f u l l y adhered to rests d i rec t ly w i t h the c h i e f or head o f the government agency concerned (Section 2, Presidential Decree N o . 1445).

1.3 T h e C o m m i s s i o n on A u d i t has the exclusive author i ty to promulgate account ing and a u d i t i n g rules and regulations, in c lud ing those for the prevent ion and d isa l lowance o f irregular , unnecessary, excessive, extravagant , or unconscionable expenditures, or uses o f govemment funds and properties (Sect ion 2 [ 2 ] , A r t i c l e I X -D , 1987 P h i l i p p i n e Const i tut ion) .

•

2.0 G c i i c i J i l G u i d e l i n e s

Consistent w i t h the cons l i t i i l i ona l and legal mandate o f the Co inmiss i o t i on A u d i t l o promote gdod governance through transparency and accountab i l i ty ; to encourage publ ic part i c ipa l ion there in ; and to secure the r ight o f l ite people to i n f o r m a t i o n on matters o f publ ic concern at the least possible cost on publ i c funds or most economica l ly ef fect ive means, the f o l l o w i n g guidelines are hereby restated w i t h amendments and updated to cover al l government projects /programs/act ivi l ies :

2.1 A t the beg inn ing o f the year, a l l government agencies shall prov ide their respective assigned Supervis ing Aud i to r s (SAs) and A u d i t T e a m Leaders ( A T L s ) w i t h a list o f a l l on -go ing government projec ls /programs/acl iv it ies ( " P P A " ) and those lha l are to be implemented d u r i n g the year. The list shall inc lude the project name; i m p l e m e n t i n g uni t , olTice or d iv i s i on i f it is not the agency as a w h o l e ; b r i e f

I description o f the PPA; contractor or supplier, i f a n y ; mode o f p r t K u r e m e n t ; fund ing source; cost or approved budget; project durat ion i n c l u d i n g start and complet ion dates; and location. Other in format ion on the PPA may be requested by the SA or A T L a n y l i m e for audit purposes.

2.2 N o t i f i c a t i o n to the publ ic and other fonus o f announcement and/or p u b l i c i t y for or otherwise re lat ing to the PPA shall be made at the least possible cost, tak ing into account that the nature o f and purposes o f such n o l i i l c a t i o n , announcement and / o r p u b l i c i t y , is to i n f o r m the publ ic o f the essential features/elements o f the PPA. A c c o r d i n g l y ,

2 !2 . l A l l government agencies, or the imp lement ing u n i t , olTice or d iv i s i on as the case may be, shall no t i fy the publ ic o f their PPA through the posting o f r e l evHPt in fo rmat ion detailed in Item 2.1 above on signtjoards, blackboards, whiteboards, posters, tarpaul ins , s t r e a m e r s , electronic boards or s imi lar materials ( co l lec t ive ly , "S ignboards " ) not exceeding 3 feet by 2 feet, in conspicuous places w i t h i n the agency premises, and in the venue where the PPA is located or carried out . T h i s requirement

* applies to a l l government PPAs, regardless o f amount or source o f funds.

2.2.2 I f the PPAs are implemented through the assistance o f foreign development agencies, the name and logo o f such development

* agcncy/ies shall be p r o m i n e n t l y pr inted i n the signboards and publ ic notices.

2.2.3 For infrastructure projects, a tarpaul in signboard must be suitably Immed for outdoor display at the project locat ion, and shall be posted as soon as the award has been made. The design and format o f the tarpaul in , as shown in Annex " A . " shall have the f o l l o w i n g speci f ications:

T a r p a u l i n , w h i t e , 8 11 x 8^fl Resolution: 70 d p i F o n t : Helvetica Font Size: M a i n In fo rmat i on - 3" S u b - I n f o r m a t i o n - I " Font Co lor : Black

2.2.4 For i ion- inrrustructurc PPAs, such as but not Uniited to medica l and dental miss ions ; d i s t r ibut i on o f r e l i e f goods and services; feeding programs ; spons, athlet ic , and cultural /social events; employment and l i y e l i h o o d fairs and t r a i n i n g ; workshops and seminars; o f f i ce anniversary celebrat ions, a tarpaul in s ignboard s imi lar to Item 2.2.3 above may be displayed at the project site, but not to exceed 3 ft by 4 ft . Project Detai ls may be o m i t t e d for PPA not exceeding 5 days; however, the start and end dales must be speci f ied.

2.2.5 ' fhe cost o f the publ ic notices referred to above shal l be charged against (he project cost, provided such notices c o n f o r m to the spec i f i cat ions set forth

2.2.6 The display and/or a f t lx ture o f the picture, image, mot to , logo, co lor mot i f , in i t ia l s or other symbo l or graphic representation associated w i t h the top leadership o f the project proponent or i m p l e m e n t i n g agency /un i t / o fnce , on Signboards, is considered unnecessary. T h i s rule shal l also apply to Signboards d i sp lay ing and/or a f f ixed w i t h the p i c ture , image , mot to , logo, co lor m o t i f , in i t ia ls or other symbo l or representation associated w i t h M e m b e r s o f the Congress, Execut ive Of f i c ia l s or L o c a l O f f i c i a l s where the PPA is implemented w h o l l y or par t ia l ly through the Pr i o r i ty fJevelopment Assistance Fund ( P D A F ) o f Congress or through other forms o f government fund transfers from the l i xecut ive Department or L G U s .

2.2.7 The display and/or a f f ixh ire o f the items mentioned in Item 2.2.6 above on equipment and faci l i t ies ; vehicles o f a l l type, whether engine, manpower or an ima l d r i v e n ; wrappers, containers, and s imi lar i tems; tokens, souvenir items, calendars, ballpens, ' f - sh i r t s or other apparel , and other p u b l i c i t y materials re lat ing to any PPA, is also considered unnecessary.

2.2.8 No elect ion related expense or propaganda, even i f l a w f u l under ex i s t ing laws and the rules and regulations o f the C o m m i s s i o n on t i l c c i i o n s , shall be charged against publ ic funds.

3.0 R e p o r t h i g a n d M o n i t o r i n g

3.1 ' f h c Mead o f Agency shall i n f o r m its SA and A T L w i t h i n ten (10) days after the award o f the infrastructure project or before the start o f the p r o g r a m / a c t i v i t y that the appropriate project signboards and/or publ i c notices are already posted, and the S A and A T L shall validate the same.

3.2 Based on the data sourced f rom the m o n t h l y m o n i t o r i n g report prepared by the agency and ver i f ied by the Technica l A u d i t Specialist o f this C o m m i s s i o n , the Project Status ( in A n n e x " A " ) should be maintained as current as possible and updated, using the f o l l o w i n g schedule:

herein.

Contract D u r a t i o n Frequency o f Ver i f i ca t i on

Interval o f V e r i f i c a t i o n (% o f W o r k A c c o m p l i s h e d )

90 days or less 2 t imes 5 0 % and 1 0 0 % 91-180 days 3 t imes 3 0 % . 5 0 % and 1 0 0 % 181-240 days 4 t imes 2 5 % , 5 0 % , 7 5 % and 1 0 0 % 241-360 days 5 t imes 2 0 % , 4 0 % . 6 0 % , 8 0 % and 1 0 0 % 361-720 days 7 tUTtes M o r e than 720 clays | 10 t imes

15%, 3 0 % , 4 5 % , 6 0 , % , 7 5 % . 9 0 % and 1 0 0 % r Every 1 0 %

3.3 T h e ATILS/SAS shal l submit to their respective Regional /Cluster Directors a Quarter ly Report o f the Publicized Government Pro jects /Programs/Act iv i t ies for consol idat ion and transmitta l to the Of f i ce o f the Chairperson, this C o m m i s s i o n , for m o n i t o r i n g compl iance , using the f o n n prescribed in A n n e x " B . "

3.4 The publ i c is encouraged to report any v io la t i on o f this C i r cu lar by sending a text message to the C O A Ci t i zen ' s Desk at cel l phone number 0915-5391957 or emai l at citizensdesk(a),coa.RQV.ph.

4.0 Pena l ty C lause

A l l expenses incurred i n v i o la t i on o f this Circu lar shall be d i sa l l owed in audit . Fai lure o f the concerned agency or C O A otTicials to comply w i t h any o f the provis ions o f this C ircu lar shal l be subject o f administrat ive d isc ip l inary act ion prov ided under Section 127 o f Presidential Decree N o . 1445 w i t h o u t prejudice to the filing o f a c r i m i n a l act ion , i f warranted by e x i s t i n g laws.

5.0 S a v i n g C lause

T h i s C i r c u l a r supersedes C O A M e m o r a n d u m Nos . 87-492 dated July 27 , 1987; 88-492A dated January 6, 1988; and 98-016 dated June 16, 1998. A l l other issuances inconsistent herewith are hereby repealed or amended accordingly .

6.0 E f f e c t i v i t y

I h i s C i r cu lar shall take effect after filleen (15) days f r om pub l i ca t i on i n a newspaper o f general c i r c u l a t i o n .

4

•nf.^ ' • A n n e x " A '

N a m e o f A g e n c y Business A d d r e s s

Project : Cos t : L o c a t i o n : F u n d Source /s :

I m p l e m e n t i n g A g e n c y / i e s : _ Deve loprnent P a r l n e r / s : C o n t r a c t o r / S u p p l i e r : B r i e f D e s c r i p t i o n o f Pro ject :

Project Deta i l s : P r o j e c t D a t e

: • 1 P r o j e c t S t a t u s

R e m a r k s D u r a t i o n Started T a r g e t D a t e o f

C o m p l e t i o n

Percentage o f

C o m p l e t i o n

A s o f ( D a t e )

Cost I n c u i T e d to Date

D a t e C o m p l e t e d

R e m a r k s

For par t i cu lars or c o m p l a i n t s about th is p r o j e c i , please contac t the R e g i o n a l O f f i c e or Cluster w h i c h has aud i t j u r i s d i c t i o n on th i s pro j e c t :

C O A R e g i o n a l O f l i c c N o . / C l u s t e r : A d d r e s s : C o n t a c t N o . : or T e x t C O A C i t i z e n ' s D e s k at 0 9 1 5 - 5 3 9 1 9 5 7

5

A n n e x " B " "

C o m m i s s i o n on A u d i t R e g i o n a l O f f i c e / C l u s t e r C o n s o l i d a t e d Q u a r t e r l y R e p o r t on GovemiTient P r o j e c t s / P r o g r a m s / A c t i v i t i e s

For the Q u a r t e r . C Y

A g e n c y / A d d r e s s P r o j e c t / P r o g r a m /

A c t i v i t y N a m e L o c a t i o n

T o t a l Cost

Date Star ted

N o . o f Extens ions

Target C o m p l e t i o n

Date

R e m a r k s Pro jec t Status

% o r C o m p l e t i o n

T o t a l Cost

lncun*ed to Date

6

REPUBLIC OF THE PHILIPPINES COMMISSION ON AUDIT Office of the Supervising Auditof

Corporate Goverr)ment Sector Cluster 5 - Audit Group B Fir. National Irrigation Administration Bldg.

*: EDSA. Quezon City

March 2 1 . 2018

G E N RICARDO R VISAYA (Ret) I Administrator National Irrigation Administration EDSA. Quezon City

Attention: WlGen ROMEO G GAN (Ret) . ; Deputy Administrator for Administrative and Finance

' - E n g r . C ' Z A R M . ZULAIK . ' Deputy Administrator for Engineering and Operations

Ms. R O G E L I A C. D E L A T O R R E Department Manager for Corporate Planning Services '

Subject: Infprrnation and Publicity on Programs/Projects/Activit ies of Government Agencies

Sir:

May' we request the submission of a list of all on-going government projects/programs/ activities (PPAs) and those that are to be implemented during the Calendar Year (CY) 2018 by- the National Irrigation Administration (NIA) - Central Office, pursuant to Commission on Audit (COA) Circular No. 2013-004 dated January 30, 2013, treating on the above-captioned subject. In particular. Paragraphs 2.1 and 3.1 of the said Circular provide that:

. 2|T;'Af t\]Q beginning of the year, all government agencies shall provide \ respective assigned Supervising Auditors (SAs) and Audit Team • Uead^rs ' (ATLs) with a list of all on-going government proiecis/programs/activities ("PPA") and those that are to be implemented during (he year. The list shall include the project name; implementing unit, offic^ or division if it is not the agency as a whole; brief description of th^ PPA; contractor or supplier, if any; mode of procurement; funding sd}Jf6^-'-c^&st' dr approved budget; project duration including start and cihipletion dates; and location. Other information on the PPA may be reguested by the SA or ATL anytime for audit purposes. . '

; ; .• 3.1 7^ shall inform its SA and ATL within ten (10) days / after the award of the infrastructure project or before the start of the

program/activity that the appropriate project signboards and/or public notices are already posted, and the SA and ATL shall validate the same. (underscoring supplied)

1 V

PPAS Page 1 of 2

May we also request that the said list be updated at least quarterly by submitting a Project Status, as required under Paragraph 3.2 of the same Circular, using the suggested formal, as shown below: ^

Project Name/ Brief

Description

Location

- - 1 Development

Partner

Contractor/ Supplier &

Procurement Mode

Cost (GOP 8.

LP)*

Project Date Project Status

Remarks

Project Name/ Brief

Description

Location

- - 1 Development

Partner

Contractor/ Supplier &

Procurement Mode

Cost (GOP 8.

LP)*

Duration (No. of Days)

Started Target Date

of Completion

Percentage of

Completion

Cost Incurred to Date

Date Completed

Remarks

A. General Fund:

B. Corporate Fund.

C. Special Fund;

• With cosi breakdown as lo shares of Govemment of the Philippines (GOP) and Loan Proceeds (LP)

We shall highly appreciate receiving the quarterly list within three days from the end of each quarter starting on the first quarter of CY 2018. For your ready reference, enclosed is a copy of COA Circular No. 2013-004 dated January 30, 2013.

Thank you.

i Respectfully yours,

ANNIE L. RECABO OIC - Supervising Auditor

»

PPAs Page 2 of 2

Commiss ion on A u d i t Regional Office/Cluster Consolidated Quarterly Report on Govemment Projects/Programs/Activities

For the Quarter, C Y

Agency/Address Project/Program/ Ac t i v i t y Name

Location Total Cost

Date Started

No. o f Extensions

Target Completion

Date Project Status

Remarks

Agency/Address Project/Program/ Ac t i v i t y Name

Location Total Cost

Date Started

No. o f Extensions

Target Completion

Date

% o f Completion

Total Cost

Incurred to Date

1

Submitted by:

Regional/Cluster Director