Professional Documents
Culture Documents
Nl { Republic of he Philippines
NATIONAL POLICE COTNlsSloN
NATIONAL HEADQUARTERS, PHILIPPINE NATIONAL POLICE
D]RECTORATE FOR RESEARCH AND DEVELOPIENT
Camp Crame, Quezon City
TIEMORANDUM
FOR TDPRM
(Attn: Chairman, ICA Committee)
FROM TDRD
DATE L
1. References:
a. Approval of PNP MC entitled: Amending Memorandum Circular No. 20'11-
015, entitled: 'Systematic Steps in the Procurement and Distribution of lnitial
Clothing Allowancq (lQA) ltems for New PNP Recruits; and
b. Lateral Coordination dated October 28,2016.
2. This pertains to the approval of CPNP to the amendment of Memorandum
Circular No. 201'l-0'15 entitled: "Systematic Steps in the Procurement and Distribution of
lnitial Clothing Allowance (lCA) ltems for New PNP Recruits."
a. The policy which pertains to the lnitial Clothing Allowance (lCA) for the new
PNP recruits falls under the concem of DPRM;
b. The DPRM will be the Directorate concemed with the implementation of the
amendment upon approval of CPNP; and
c. The implementalion of the amended MC will be included in the cascading
program of DPRM.
4. Please be informed, that the approved PNP MC has not yet been submitted to
DHRDD for the appropriate numbering.
5. ln this regard, attached is the original copy of the approved MC for your
appropriate action.
RENE D
Police Director
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NATtOftAL PTOL|CE COImliStOit
NATIOIIAL HEADOUARTERS, PHILIPPIIiIE NATIONAL POLICE
OIRECTORATE FOR REEEARCI{ AI{D DE1/ELOPIEXT
Carp Crame, Quezon City
]IIEMORANDUM
FOR ..
CPNP
THRU : TDCA oNLEAVE
2t OcT 20$
ti stP 2016
TIiF
TADCO APPROYEDi
frec
FROM TDRD
SUBJECT Revbion of PNP tC No. 2011-015
(Procuremenl and Distribution of ICA ftems for PNP Recruits)
.)
DATE
1. References:
a. Memorandum from AD, LS dated September 13, 2016 with subject:
Proposed Revision of PNP MC No. 2011-015 (Procurernent and
Distribution of lnitial Glothing Allowance CIab "A');
b. Memorandum from SLO to DRD dated August 15, 2016 with subject:
comments of the sLo to TDCA (Iab "B',); .
c. Undated comments and recomrnendations from SLO, TDCA Oab "C");
d. Technical Working Group on lnitial Clothing Allowance (WVG, ICA)
Resolution No. 2016-01 Oab "D"):
e. Comments and Recommendations ftom DStaff and NSUs Oab "E");
f. Comments and Recommendations of ICA TWG (tab 'F ); and
g. Memorandum Circular No. 20'11-015 dated June 24,2011 with subject:
'Systematic Steps in the Procurement, aod Distribulion of lnitial Clothing
Allowance (lCA) ltems fti thb New PNP Recruils' (tab "GJ.
2. This pertains to the comr[e.nts and recdmmerdatiorii of the SLO, TDCA to
the proposed revision of PNP MC 1 l,,lo, ' 201 'l-015 entilled: 'Systematic Sbps in the
( Procurement and Distribution of lniti{..Qbthing.Allorance- (lCA) Il.ems for the Neur PNP
Recruits (See attached Tab "C'). r 1
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RENE D6IlrG
Police Clirector
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PNP METORANOUil CIRCULAR
No.?filf
AilIENDING HETORANDUI CIRCULAR NO. 20ll{15, ENTITLED: "SYSTEIATIC
STEPS ]N THE PROCUREHENT AND DISTRIBUNON OF INMAL CLOTHING
ALLOWANCE (rCA) rTEtS FOR irEW PNP RECRUTTS"
t. REFERENCES:
2. PURPOSE:
Page I of 12
It aims to ensure that ICA items are in conformity with the existing standard
specifications and will be acquired only from the qualified suppliers/pmponenb. lt also
aims to facilitate the timely acquisition and delivery of the ICA itenrs for the nerr PNP
recruits.
3. SITUATION:
4. DEFINITION OF TERIIS:
Wth minimal revisions, the folloring definition of terms urcre lified and adopted
from the previous MC:
c. DisHbulion - refers to the mo\rement of goods and services from the source
through a distributbn channel, right to the customer, @nsumer or end-user.
Page 2 of 12
f. IGA Committse - refurs to the Committee, both in the National and Regional
level, tasked to supervise the systematic acquisition and dishibution of ICA
items.
l. Supplier -
refers generally, to any dealer, trader or businessman dealing,
producing or manufacturing supplies.
m. Technical Peconnel -
reier to persons knowledgeable in the technical
aspecls of specific producb.
5. GUIDELINES:
a, Policiee:
2) To ensure that the recruils will properly utilize the allowance according to
its purpose, the ICA Committee shall be created in the Police Regional
Offices (PROs) and National Supporl Units (NSUs). The Committee shall
be responsible in supervising and fucilitating the acqubitbn or purchase of
ICA items for the PNP recruits. A Recruits Acquisition Committee (RAC)
shall likewise be formed to be composed of the elected officers from
among the new PNP recruits. lt shall be direcdy responsible in dealing
with qualified proponenB with respect to collective acquisition/purchase of
the ICA ilerns;
Page 3 of 12
4) All purchased ICA items must conform with NAPOLCOM-approved
standard specifications to ensure unifomity of the ilems and to guarantee
their superior quality, craftsmanship, and durability;
12.
Brass Whistle with
1pc 100.00 100.00
retractable string
13. Patrol Shoes 1pr 1, 600.00 1, 600.00
14.
Pershing Cap for 'l pc 900.00 900.00
Male/Female Headgear
Pistol Belt with accessories
(holster, magazine, handcuff
'15. 1 set 1, 200.00 1,200.00
and notebook case, ard belt
keepers)
16 Grab Bag (ne{v specs) 1pc 1, 400.00 1, 400.00
Black Cotton Socks used for 4prs 100.00 400.00
17.
All Tropical Police Boots
Black Nylon Socks for Lour 4prs 100.00 400.00
18
Cut Dress Shoes br Male
Page 4 of 12
Panty Hos€ Stod<irp for
Female
White Cotton Socks for PNP
19. 4prs 100.00 400.00
Traininq Rubber Shoes
TOTAL 20,q8.00
7) Contrac{s for the supply and delivery of the ICA items shall be executed
by and bet^€en qualified proponenUs and the elected President of the
RAC as the representative of the recruits;
8) Prior to entering into contracts by the parties, a PNP Legal Ofhcer may be
requested to revi€w the same to ensure that the following terms and
conditions are reflected th€rein:
a) Delivery of ICA items to the units shall be divided into two tranches.
First tranche will be delivered three days prior to the scheduled oath-
taking; Second tranche lo be delivered 30 days after the oath-taking;
b) Wananty provision to ensure tlrat lhe delivered items are free ftom any
defects;
c) lmposition of administrative sanctions by blacklisting and revocation of
the Certifiete of Conformity in case of breach of contracl; and
d) The following documents shall torm part of the contracts:
1) The NHQ-ICA Committee shall be seated to plan the acguisition of all ICA
items of all PNP recruils in the PROs and NSUs. The Commiftee shall be
composed of the following:
Page 5 of 12
2) ICA Committee shall atso be created in the PROs and NSUs \trith PO1
Regular and Afirition Recruitrnent Quota/Program to facilitate and
supervise the proorrernent and distribution of all ICA items to new PNP
recruits. The Committee shall be composed of the following:
DRDAIDDA Chairman
C, RPHRDD/Admin Officer Vice-Chairman
C, RCDiBudset fficer Member
C, RLD or RLDD/Logisties Ofiicer Member
Class President Member
Class Officer/Member I Member
AC, RPHRDD/ Dep Admin Secretariat
5) The Quality Control Team (QCT) shall assist the ICA Committee of PROs
and NSUs during the procurement of ICA to ensure that the delivered
items conformed to the stardard specfficatons.
a) ICA Committee shall convene within three days after the Psychological
and Psychiatric Screening of the PNP recruits;
b) ICA Commitlee shall facilitate the sebctbn of ofhcers of the PNP recruits
to compose the RAC. The selection of the PNP reeruit officers shall be
conducted afler the release of the Psychological and Psychiatric
Screening result and in the event that an elected ofhcer/member is
disqualified to proceed in the next stage of the recruitment process
(Physical, Medical and Dental Examination or Complete Backgrcund
lnvestigation), a special election shall be conducted to replace the
disqualified RAC member applicant;
c) Ensure that the ICA fund is available for diskibdion to the new PNP
recruits as soon as possible;
Page 6 of 12
d) Coordinate with the oonoerned recruitnent ofhces of DPRM or in the
different PROs for the conducl of special elec{ion br purpces of
selec-ting the offcers of the RAC;
e) Advise the RAC of the availability of ICA tunds;
f) Convene the Committee and invite the members of the RAC for the
purpose ol planning the acquisition of the ICA items. The following shall
be discussed during the pregaration stage:
g) Coordinate with the DRD for the issuance of the latest list of qualifted
proponents for the supply and delivery of ICA ilems;
h) lssue formal notice or invitation to the qualified proponents to join the
collective acquisition of ICA items;
i) Set the date for the collec{ive purchaser/acquisition of ICA items;
.i) Ensure the execution of the contract by the parties;
k) lmpose or recommend the imposition of the required administrative
penalties of bhcklis$ng andlor cancellation of COC, after compliance with
the due prooess requiremenE;
l) Assist the RAC to ensure that fie delivered items are in conformity with
the standard specifi cations;
m) Check whether the participatiqg suppliers have vallJ Certificate of
Conformity issue<l by the PNP, DRD;
n) Each ICA Committee shall create their orrrn Quality Control Team (QCT)
to assist during ICA procurement;
o) The QCT shall be created to assist the ICA Committee and RAC in
ensuring compliance with standard specifications, as well as in the
conduct of evaluation and inspec'tion of all manufacturers, tailors, deabs,
suppliers, and sellers of PNP uniforms, insignias, and all other
aEourement$ on ICA items during the ICA procurement; and
p) Chect the compliance of the delivered items with the approved
NAPOLCOM specificatbns.
al Convene the RAC to pbn for the acguisition of the ICA items:
b) lnfom all the recruits of the schedule of colleclive acquisition/purchase of
ICA;
c) Select ICA items from among the samples submitted by the qualified
suppliers/proponents, and render report to all new PNP recruits
immediately after the selectbn process. The selection of ICA iterns by
the RAC shall be done by seset balk t for each and e\rery item;
Page 7 of 12
d) Execute a contrac{ with a supplier/s. The contract shall be refened to a
PNP Legal Officer br review through the ICA Committee prior to the
actual signirp thereof;
e) Upon the delivery of ICA items, inform and consuh with ICA Committee
and QCT for them to unilaterally check if the delivered items confonn with
the NAPOLCOM-approved specffications, and if conforming, ac@pt the
delivered items;
0 Nott the ICA Committee immediately for possible imposition of
administrative penalties, in case tlp supplier failed to comply with their
obligations; and
S) lnform the ICA Committee within 24-hour period from delivery and
completion of the supplie/s oblQation to facilitate the immediate rehase
of ICA allowance, wtrich will be used for payment of the delivered ICA
items.
d. PROCEDURES:
1) PRE-ACOUTSTTION STAGE
a) DRD disseminates to all PROs and NSUs the latest ICA guidelines and
complete list of suppliers issued wilh Certificate of Conformity as to the
material composition and/or workmanship. This should be done within 30
days before the sche<luled oath-taking of the new PNP recruits. During the
30day period, a pre{ualification of suppliers,/proponents for the supply of
police recruils ICA items should be deliberated. Thereafter, the updabd
list of qualified suppliers/proponents with issued Certificate of Conformity
must be done immediately ior guklance of the ICA Committee;
c) DRDA/DDA being the Chairman, ICA CommitEe shall call for a meeting
30 days before the scheduled oath-taking of the rew PNP recruits to
discuss and plan lhe procurement of ICA items;
Page E of 12
d) ICA Committee shall send out lnvitation Letters to all qualifled
suppliers/proponents, specifying among others, the fdlo,ving:
2) ACQUISTTTON STAGE:
b) The ICA items shall be ranked by the RAC fiom the most prefened to the
bast prefened. Afier which, the suppliers;/proponents shall be informed of
the result of the selec{ion process conducted by the RAC;
Page 9 of 12
make a report addressed to NHQ ICA TWG (Attn: ICA TWG, Secrefariat)
for their information;
a.'t) At least three days prbr to the scheduhd oalh taking, for the follodng
items:
a.2) Within 30 days from the date of oath taking, for the following items:
c) During the dolivery of ICA items, the ICA Committee, QCT, and RAC shall
convene to ensure the comphteness d the items, check, and evaluate the
quality prior to "Corditional Acceptance" by the ICA Committee; ard
Page 10 of 12
4)TERMTNATTON OF CONTRACT BY RAC:
a) ln case the supplier failed to deliver the ICA items within the delivery
period, the RAC shall rescind/terminate the contract, without prejudice to
other course of ac'tion and remedies available to it; and
6. LIABILITIES:
a Any PNP personnel wtro shall be found rneddling or influencing the new PNP
recruits in the selection of qualified suppliers/proponents for the procurement
of IGA items shall be dealt with accordingly under existing rules and
regulations;
1) Failure to deliver in tull the procured items on the date stipulated in the
contract without any valid rcasons;
2) Delivery of sub-standard or defeclive ICA items; and
3) Failure to replace lhe debctive items within the period of fifteen days.
For purposes of this provision, the efbctivity of the 2-year period for
bladdisting shall be reckoned from the time the bladdisting notice is issued
to the suppliec and
7. REPEALII.IG CLAUSE:
All policies, guklelinee, issuances, rules, and regulations pertaining to the PNP
ICA contriry to this MC are hereby revoked/rescinded for purpmes of consisGncy and
uniformity.
Page ll of12
8. EFFECTIVIW:
This MC shall take effect after 15 days from filing a copy thereof at the UP Law
Center in @nsonance with Section 3, Chapter 2, Book Vll of Executive Order 292,
othenruise known as the "Revised Administrative Code of 1987," as amended.
ROSA
.a
Police General
Chief, PN
Page 12 of 12
PROCESS FLOW ON THE PROCUREMENT OF lCA ITEMS
ACOUISITION STAGE
Soloctlon of Rocrultmont
Convenlng of ICA +
Acqul.ltion Commlttoe
(RAC) f.cllibted by ICA
Gommltlaa + Convenlng o, ICA
Commmeo anai lhe Commlttoe togatha,
Psychologlc.l and wlth RAC snd OCt
Prychlrtrlc Screonlng for pl.nnlng of thc
ottheP P rocrulta
+ Seloctlon of comporltlon
of quallty Control Totm
(acr) + acqullltlon ol ICA
PROCUREMENT STAGE
f '.'*'l
acu.l &llctlon
Pr..&qul.ttlott ol ICA lt mr
+
Sond out lnvlt 0on ..dn0 Sch.dullng ol Evaluatlor
Actlal gtLctlon d.r..ti.rtt. of ralactad
Lcltar to oll 13
Errcutlon ot Supply ot
t
lndlvldurl
Cortl.ct bdsr.n th.
ltluanca ol llotlca ltxaaul.arafit ioa
RAC Pr..ldfil ard
Oqllvory lnd AccoPttnca to Paocad FSU, Bhck Troplcrl
Ilnnlne .upplb.
Bod. and oth.r lrcllltrt d by lcA
[.mr lmhdtd ln Comrnltlta
th. l'r t nche
PROCESS FLOW ON THE PROCUREMENT OF ICA ITEMS
+
t'r d.llv.ry ol lca lndlvldual ColttmltL., RAC
hrm. lnclud.d ln moaau0rranl tor and Qcl to oiturt
tha { n trarchi GOA sntionn thc comDlaLnatr ol ADproDrht lrld
ICA lt n! lmm.dlrt
(l d.y. b.lor th. l3r.d ol th. coTrrton ot
.ch.dulad O.th tr.lnlng) CorttpLlnL o. notar,
rupDaLr
Trthgl lnrpcclton aod ffict on ICA
avaluatlon Itairt (lt d.y.b.roD th.
Flml Accaptrnco
46 week (3'd day) ofJune 1't to 2d weck of July
46 week (3d day)of october 1'r to 2d week of November Fft nC of GOA
udtorm