Authorized Agency

Department of Finance

Resolved time and procedure

Total time shall not exceed 04 months for group A projects, 3.5 months for group B projects, 04 months for group C projects or 03 months for the project required with Construction Economic and Technical Report. Details are as follows:

a) IPA shall receive application files, check their validity in compliance with the law and later transfer them to the Department of Finance for settlement within 02 working days.

b) Department of Finance shall receive the transferred application files; appraise final settlement in compliance with law; arrange a meeting or send a request for consulting to the Departments related to investment projects or the Ministries and central government agencies (if any) in the following time-limit: 03 months and 21 days for group A projects, 3 months and 06 days for group B projects, 03 months and 21 days for group C projects; 02 months and 21 days for the projects required with Construction Economic and Technical Report.

The relevant Departments are responsible for giving opinion, transferring results to the Department of Finance in the following time-limit: 12 days for group A and group B projects or  10 days for the projects in group C and  the projects required with Construction Economic and Technical Report, as from the date of receipt of written request for consulting of the Department of Finance.

In case of acquiring the opinion of Ministries and central government agencies, the Department of Finance shall prepare a request for consulting and directly contact or work with the relevant Ministries in order to obtain results as soon as possible.

With respect to complicated projects, if any shortcoming is detected in the application file during checking time, which needs to amend or supplement, the Department of Finance shall notify it to IPA in writting within 30 working days as from the date of receipt of such the application file transferred by IPA. Then, IPA shall continue notifying it to the Investors within 01 working day so that the Investors will fully amend or supplement to their application file within 15 working days as from the date of receipt of IPA’s notification. After receiving the additional documents from the Investors, IPA shall transfer them to the Department of Finance within 01 working day.

After the appraisal is completed, the Department of Finance shall prepare a report enclosed with working  minutes or Report on appraisal of final settlement for the project and transfer them to the Provincial People’s Committee Office.

c) The Provincial People's Committee Office shall receive the related documents, review and submit drafts of decision to leadership of the Provincial People's Committee for approval and transfer results to IPA to give to the Investors within 04 working days for group A projects, 03 working days for group B projects or 02 working days for group C projects and the projects required with Construction Economic and Technical Report.

d) IPA shall give result to the Investors within 02 working days.

Elements

1. Request for approval of final settlement made by the investor (the original) (in standard form no. 02/HDQT-STC issued by the Department of Finance)

General final settlement report for the whole project (applicable to project including several construction items) when submitting the final settlement report for last completed item(s).

2. Final settlement report for completed project (Original)

(as required by Circular No.19/2011/TT-BTC dated 14 January 2011 of the Ministry of Finance regulating on settlement of completed projects subject to state fund)

B1. General final settlement report for completed project (in standard form no. 01/QTDA)

B2. List of relevant legal documents (in standard form no.02/QTDA)

B3. Statement on investment capital disbursement over the years (in standard form no.03/QTDA)

B4. Summary of investment costs to be finalized for completed projects or construction items (In standard form no. 04/QTDA)

B5. List of increasing fixed assets (In standard form no. 05/QTDA)

B6. List of transferred mobile assets (In standard form no. 06/QTDA)

B7. Statement on debt management and payment of the project (In standard form no. 07/QTDA)

B8. Comparison table of investment capital funded and used for lending and payment for the projects (In standard form no. 08/QTDA)

B9. Final settlement report for used investment capital (In standard form no. 09/QTDA)

3. Relevant legal documents (Original or copy)

(as required by Circular No.19/2011/TT-BTC dated 14 January 2011 of the Ministry of Finance regulating on settlement of completed projects subject to state fund)

3.1. Initial approval for investment and approval for the project/ Economic and Technical Report of the project

3.1.1. Documents related to the initial approval for investment (if any)

3.1.2. Project approval decision /Initial Economic and Technical Report

3.1.3. Project approval decision/Amendment and Supplementation of Economic and Technical Report (enclosed with any report/proposal on the amendment and supplementation of specialized agency)

*Note: In case of approved Economic and Technical Report, the decision on approval for Economic and Technical Report shall be considered as estimate approval decision. In this case, it must be submitted with an appraisal/examination estimate profile.

3.2. Decisions on approval for design, estimate

3.2.1. Decision on approval for initial design and estimate, enclosed with the approved appraisal/examination estimate profile

3.2.2. Decision on approval for the amendment and supplementation of design and estimate (enclosed with report/proposal requesting the amendment and supplementation of specialized agency; approved amendment and supplementation of appraisal/examination estimate profile).

3.2.3. Decision on approval for investigation task and plan, enclosed with the approved investigation cost estimate.

3.3. Decisions on contractor selection (construction, equipment suppliers, consultants)

3.3.1. Decisions on approval for bidding plan and decisions on amendment and supplementation of bidding plan (if any).

3.3.2. Decision on approval for Request for quotation/Tender documents/ Invitation to Tender.

3.3.3. Decision on approval for bidder selection results.

3.3.4. Decisions on approval for estimated price and bid winning price amendment (applicable to the construction with additional items/works).

3.4. Other related legal documents

3.4.1. Decision on permanent suspension of project, construction work and item.

3.4.2. Decision/Documents on extension of construction period issued by competent authorities (Enclosed with proposal/request for extension of construction period of specialized agency).

3.4.3. Decision on approval for project management cost estimate, enclosed with detailed cost estimate (If any).

3.5. Legal documents on compensation for site clearing.

3.5.1. Decisions on land recovery and allocation for the project

3.5.2. Decisions on approval for compensation plan for site clearing (enclosed with the approved detailed compensation plan).

3.6. Legal documents of planned project using the fund for investment and development; Costs for project investment preparation eliminated by competent authority

3.6.1. Initial approval for planning and preparation for project investment

3.6.2. Outline approval decision (applicable to planned project)

3.6.3. Decision on approval for planning cost estimate (enclosed with cost estimate)

3.6.4. Decision on approval for bidding plan (applicable to planned project)

3.6.5. Decision on approval for bidding result/award (applicable to planned project)

3.6.6. Decision on planning approval (applicable to planned project)

3.6.7. Decision on approval for project cancellation (applicable to cancelled project)

4. Economic contracts: Construction contract, investment consulting agreement or project management consulting agreement (if any) and its appendixes/amendment and supplementation in the project implementation (Original)

4.1. Construction and equipment supply:

4.1.1. Draft of agreement

- Negotiating term (if any)

- Bill of quantities

- Contract value calculation table (detailed calculation)

- Invitation to Tender/ Request for quotation

- Approved bids/proposal

- Amendment and supplementation of the agreement (if any)

4.1.2. Appendixes/Supplementation of the agreement (entered into in the course of agreement performance)

- Bill of quantities

- Supplementation of contract value calculation table

- Invitation to Tender/ Request for quotation which is approved and applicable to the supplementation (if any)

- Approved bids/proposal which is applicable to the supplementation (if any)

4.2. Investment consulting documents, including: Documents on engineering design survey consulting, construction design and estimation consulting, contractor selection consulting, site investigating and planning consulting, planned design examination consulting, project management consulting

4.2.1. Initial agreement

4.2.2. Appendixes/Supplementation of the agreement

4.3. Audit service agreement for completed project (in case of independent audit)

4.4. Construction insurance agreement (if any), enclosed with insurance invoice.

4.5. Equipment assessment agreement

Certificate of Valuation

5. Certificate of acceptance

5.1. With respect to construction contract

5.1.1. Certificate of acceptance

5.1.2. Construction phase report

5.1.3. Certificate of partial completion for construction

5.1.3. Certificate of material acceptance (if any)

5.1.4. Materials testing

5.1.6. Report on equipment installation for the project (if any)

5.1.7. Certificate of acceptance or Distance determination for means of land, waste and material transport (applicable to the case of charging transport cost)

5.1.8. Acceptance certificate of completed construction volume

5.1.9. Acceptance certificate and Handover certificate for completed construction

5.1.10. Completion drawing

5.2. With respect to equipment installation and supply contract

5.2.1. Certificate of installed equipment acceptance (if any)

5.2.2. Certificate of equipment installation by static checking

5.2.3. Certificate of equipment operation with single-action and multiple-action non-load

5.2.4. Report on equipment operation with single-action and multiple-action non-load

5.2.5. Documents providing information on technology devices and their origin and relevant documents as required by the contract

5.2.6. Documents relating to the origin of materials/equipments and the examination of devices/ equipments which is required to examine in compliance with the State’s regulations or the principal’s request

5.2.7. Certificate of technology transfer completion, enclosed with finalization documents

5.2.8. Certificate of installation completion and ready-to-use equipment handover

5.3. Investment consulting agreement, including: Agreements on engineering design survey consulting, construction design and estimation consulting, contractor selection consulting, project management consulting, site investigating and planning consulting, estimate examination consulting.

5.3.1. Certificate of acceptance and handover of consulting documents

5.3.2. Certificate of consulting service and payment completion

5.3.3. Report on construction supervision

5.3.4. Geological investigation report

5.3.5. Certificate of topographic survey completion

5.3.6. Certificate of planning scheme completion or Planning completion report

5.3.7. Report on project management (applicable to project management consulting).

5.4. With respect to agreement on construction quality assessment 

5.4.1. Certificate of acceptance and handover of construction quality assessment documents

5.4.2. Experiment/Testing result report

5.4.3. Report on construction quality assessment

5.4.4. Certificate of good construction quality

6. Documents on completion volume and value: (In the following sequence: winning bid and additional cost/expenses)

 

(Enclosed with finalization file sent via USB; or to email: phongdautuvp@gmail.com), (If sending via email, please give file number for a convenience check)

6.1. A- B Final volume account – construction; enclosed with detailed statement on work volume (applicable to the construction is entitled to expense reimbursement in compliance with the law)

6.2. A- B Final volume account – equipment supply; enclosed with detailed statement on work volume (applicable to the construction is entitled to expense reimbursement in compliance with the law)

6.3. A- B Final volume account - survey (geology and topography)

6.4. General and detailed statements on final settlement of site clearance costs (may be prepared in the reference form of the Department of Finance)

6.4.1. Detailed statement on compensation payment for site clearance with full signatures of the beneficiary and related person in accordance with the law

(In case of no signature of the beneficiary, any document on compensation payment must be presented as verification).

6.4.2. General final settlement of costs and expenses for site clearance compensation council, enclosed with related invoices.

6.5. Final settlement (payment documents) of planned projects

6.6. General final settlement of project management expenses, enclosed with the annual report on project management expenses (in standard form no.01/QT-QLDA – Circular No. 10/2011/TT-BTC dated 26 January 2011 of the Ministry of Finance) certified by State Treasury

6.7. Final settlement on proceeds from the sale of bidding documents (applicable to part-time project management board)

7. Independent audit

7.1. Permit to audit ((applicable to the project which is not required to audit by the law)

7.2. Report on auditing final settlement of independent auditor

7.3. Acceptance of auditing report

7.4. Documents on auditing results of the investor

8. Conclusion of inspection and review authorities and State Auditor (if any)

8.1. Inspection report of inspection authority

8.2. Review report of review authority

8.3. Auditing report of State Auditor

8.4. Report on compliance of conclusion of the inspection and review authorities and State Auditor

9. Documents relating to final settlement for the project

9.1. Payment documents for expenses of the management board (applicable to the investor having only 01 project)

9.2. Cost allocation for the management board (applicable to the investor having 02 or more projects)

9.3. Invoices and other documents evidencing payment for construction insurance

9.4. Business license for land exploitation, land purchase contract, land purchase invoices and closeout of  land purchase contract (if any)

9.5. Related documents enclosed with written permit to construction time extension 

9.6. Payment documents for appraisal

9.7. Documents relating to final settlement of pile testing costs, including: approved estimate; documents on contractor selection; contracts; cost finalization for completed construction; documents on pile testing results (applicable to the construction having pile testing costs)

Quantities of application: 01 set.