Capitol told to justify failure to submit procurement docs

CEBU, Philippines - The Commission on Audit has asked the provincial government of Cebu to explain its failure to submit the Purchase Order and other supporting documents pertaining to the procurement of rice for the victims of super typhoon Yolanda.

The Capitol procured 3,500 sacks of NFA rice in the amount of P4,375,000 for distribution to the families affected by the typhoon.

COA said the Capitol did not submit the procurement documents causing the audit team’s inability to inspect the goods procured contrary to Section 3.2.1 of COA Circular No. 2009-001 dated February 12, 2009.

The circular states that a copy of any purchase order irrespective of amount, and each and every supporting document, shall, within five working days from issuance thereof, be submitted to the auditor concerned.

 Within the same period, the auditor shall review and point out to management defects and/or deficiencies, if any.

 It further states that in case of doubt as to the reasonableness of the price of the items purchased, the auditor shall conduct a canvass thereof making use of price references provided, among others, by legitimate suppliers, the Procurement Service, the Technical Services Office, other government agencies with similar procurement and those posted in the internet.

 With the catastrophe brought by typhoon Yolanda particularly in the northern Cebu, the province of Cebu procured 3,500 sack of NFA rice using the Local Disaster Risk Reduction and Management Fund  and was paid under check No. 321012 dated November 12, 2013.

 “Further verification disclosed that the Purchase Orders and other pertinent documents were not submitted to COA thereby the team was not able to inspect the delivery of goods,” read the audit report.

 COA recommended that concerned officials make justification on why the Purchase Order and their supporting documents were not submitted to the COA.

 It further recommended that henceforth, the provincial government observes the provisions of said COA circular on the submission of copy of government contracts, purchase orders and their supporting documents to the COA.

 The Provincial Legal Office, in its reply to the Audit Observation Memorandum (AOM), informed COA that the matter was already referred to Provincial General Services Office and that the provincial government will comply with it.  (FREEMAN)