Amending Memorandum Circular No. 2011-015

December 2, 2016

PNP MEMORANDUM CIRCULAR NO. 080-16

AMENDING MEMORANDUM CIRCULAR NO. 2011-015, ENTITLED: "SYSTEMATIC STEPS IN THE PROCUREMENT AND DISTRIBUTION OF INITIAL CLOTHING ALLOWANCE (ICA) ITEMS FOR NEW PNP RECRUITS"

1. REFERENCES:

a. PNP Memorandum Circular No. 2011-015;

b. NAPOLCOM Resolution No. 2008-446 dated August 11, 2008 with subject: "Prescribing the Grant of Initial Clothing Allowance (ICA) to New PNP Recruits, Amending for this Purpose Item No. 1 of NAPOLCOM Resolution No. 2007-182";

c. NAPOLCOM Resolution No. 2007-182 dated April 12, 2007 with subject: "Amending the Provisions of Item Nos. 17 and 18 respectively, of NAPOLCOM Resolution No. 96-093," entitled: "Rationalizing the Structure of Allowances and Personal Pays Over and Above the Basic Pay and Longevity Pay of Uniformed Personnel of the Philippine National Police";

d. PNP LOI 06/09 "Tamang Bihis Alpha," dated February 23, 2009;

e. ICA TWG Resolution No. 2016-01 entitled: "Updated List of Items in the Initial Clothing Allowance";

f. ICA TWG Resolution No. 2010-003 dated November 4, 2010 with subject: "Scheme on the Procurement of the Initial Clothing Allowance (ICA) Items for New PNP Recruits"; and

g. ICA TWG Resolution No. 2010-002 dated September 8, 2010 with subject: Amending TWG Resolution No. 2010-001 dated March 25, 2010, entitled: "Prescribing the Grant of Initial Clothing Allowance (ICA) to New PNP Recruits, Amending for this Purpose Item No. 1 of NAPOLCOM Resolution No. 2007-182." CAIHTE

2. PURPOSE:

This Memorandum Circular (MC) prescribes new policies, guidelines, and procedures in the acquisition and distribution of the Initial Clothing Allowance (ICA) items for the new PNP recruits. It was conceptualized to create Recruits Acquisition Committee (RAC) which will be directly in charge with the acquisition of ICA items, in compliance with the existing NAPOLCOM Resolution and other relevant issuances.

It aims to ensure that ICA items are in conformity with the existing standard specifications and will be acquired only from the qualified suppliers/proponents. It also aims to facilitate the timely acquisition and delivery of the ICA items for the new PNP recruits.

3. SITUATION:

PNP MC No. 2011-015 was implemented on June 24, 2011 to provide systematic procedures in the procurement and distribution of ICA items for the new PNP recruits. Despite its implementation, the following problems still persisted, specifically during the acquisition stage:

a. Delivery of substandard and defective police items;

b. Procurement of ICA items from proponents (manufacturers, suppliers, and distributors) without valid Certificate of Conformity (COC) issued by the Directorate for Research and Development;

c. Endorsement of some active PNP personnel to favor a particular supplier, dealer or distributor of police uniforms, insignias, accoutrements, and other police items;

d. Delay in the delivery and issuance of ICA items; and

e. Lack of awareness of Police Regional Offices (PROs) on the authorized suppliers of the prescribed PNP uniforms.

Thus, new procedures and guidelines were formulated to address the aforementioned problems. Additional committee was likewise included to directly take part in the acquisition of ICA items for the new PNP recruits.

4. DEFINITION OF TERMS:

With minimal revisions, the following definition of terms were lifted and adopted from the previous MC:

a. Blacklisted Proponent — refers to the previously authorized proponent of the PNP who was subsequently precluded from transacting business with the PNP for violating existing policies, rules and regulations.

b. Certificate of Conformity (COC) — refers to a written document issued by the Directorate for Research and Development (DRD) to a qualified proponent which has a validity of one year from the date of issuance. This certificate is being required to all the suppliers and proponents of PNP uniforms, insignias and accoutrements. DETACa

c. Distribution — refers to the movement of goods and services from the source through a distribution channel, right to the customer, consumer or end-user.

d. Distributor — refers to a person or firm who markets goods on a large scale.

e. Initial Clothing Allowance (ICA) — refers to police uniforms, insignias, and accoutrements to be used by the new PNP recruits upon entry into the service.

f. ICA Committee — refers to the Committee, both in the National and Regional level, tasked to supervise the systematic acquisition and distribution of ICA items.

g. ICA Secretariat — refers to a working administrative and operational staff of the PRO and National Support Unit (NSU) Initial Clothing Allowance Committee.

h. Manufacturer — a person or firm producing items or goods on a large scale by hand or machine or both, especially with a division of labor.

i. PNP Authorized/Qualified Proponents — refer to manufacturers, suppliers, and distributors issued with Certificate of Conformity (COC) by the DRD after the prototype/sample of police items have passed the test and evaluation conducted by DRD and other government testing institutions.

j. Procurement of ICA Items — refers to the systematic and timely purchasing of ICA items pursuant to the existing standards required.

k. Recruits Acquisition Committee (RAC) — refers to a committee composed of elected officers of the new PNP recruits; the Committee is created to represent the entire PNP recruits, specifically in the acquisition of ICA items, under the supervision of the ICA Committee.

l. Supplier — refers generally, to any dealer, trader or businessman dealing, producing or manufacturing supplies.

m. Technical Personnel — refer to persons knowledgeable in the technical aspects of specific products.

5. GUIDELINES:

a. Policies:

1) The ICA shall be made available as soon as possible and shall be distributed to all new PNP recruits through disbursement voucher/payroll, pursuant to the requirements of the NAPOLCOM;

2) To ensure that the recruits will properly utilize the allowance according to its purpose, the ICA Committee shall be created in the Police Regional Offices (PROs) and National Support Units (NSUs). The Committee shall be responsible in supervising and facilitating the acquisition 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. It shall be directly responsible in dealing with qualified proponents with respect to collective acquisition/purchase of the ICA items; aDSIHc

3) ICA items shall only be procured from PNP qualified proponents;

4) All purchased ICA items must conform with NAPOLCOM-approved standard specifications to ensure uniformity of the items and to guarantee their superior quality, craftsmanship, and durability;

5) For purposes of uniformity and collective acquisition, the following shall compose the ICA items for PNP recruit based on TWG on ICA Resolution No. 2016-01 dated June 8, 2016 with the latest retail price, which shall be subject to annual inflation rate:

No.	Nomenclature	Quantity	Unit Price	Total
1.	PNP Athletic Uniform
Ø Athletic Blue T-shirt	4pcs	200.00	800.00
Ø Athletic Blue Shorts	3pcs	300.00	900.00
2.	Low Cut Dress Shoes, Clarino (rubber sole)	1pr	1,400.00	1,400.00
3.	Field Service Uniform (FSU) with complete patches	2prs	1,800.00	3,600.00
4.	Olive Drab Cotton T-shirt (undergarment for Camouflage Green FSU)	5pcs	220.00	1,100.00
5.	Police Field Cap	1pc	400.00	400.00
6.	PNP Blue Belt without Buckle	1pc	100.00	100.00
7.	PNP Black belt with Skeleton Buckle	1pc	350.00	350.00
8.	All Black Tropical Police Boots	1pr	1,620.00	1,620.00
9.	PNP General Office Attire (GOA) with complete patches	2prs	1,200.00	2,400.00
10.	White V-Neck T-shirt (undergarment for PNP GOA Uniform)	5pcs	150.00	750.00
11.	PNP Nameplate	1pc	180.00	180.00
12.	Brass Whistle with retractable string	1pc	100.00	100.00
13.	Patrol Shoes	1pr	1,600.00	1,600.00
14.	Pershing Cap for Male/Female Headgear	1pc	900.00	900.00
15.	Pistol Belt with accessories (holster, magazine, handcuff and notebook case, and belt keepers)	1set	1,200.00	1,200.00
16.	Grab Bag (new specs)	1pc	1,400.00	1, 400.00
17.	Black Cotton Socks used for All Tropical Police Boots	4prs	100.00	400.00
18.	Black Nylon Socks for Low Cut Dress Shoes for Male Panty Hose Stocking for Female	4prs	100.00	400.00
19.	White Cotton Socks for PNP Training Rubber Shoes	4prs	100.00	400.00

 

TOTAL

20,000.00

 

6) The ICA Committee shall coordinate with the concerned recruitment Offices in DPRM or in different PROs/NSUs for the conduct of special election to choose the President and members of the RAC. The elected officers shall serve as the representative of all recruits in the collective acquisition of their ICA items;

7) Contract/s for the supply and delivery of the ICA items shall be executed by and between qualified proponent/s 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 Officer may be requested to review the same to ensure that the following terms and conditions are reflected therein;

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 to be delivered 30 days after the oath-taking;

b) Warranty provision to ensure that the delivered items are free from any defects;

c) Imposition of administrative sanctions by blacklisting and revocation of the Certificate of Conformity in case of breach of contract; and

d) The following documents shall form part of the contracts:

d.1) NAPOLCOM approved specifications;

d.2) NAPOLCOM Resolutions related to the Issuance of Initial Clothing Allowance; and

d.3) PNP Memorandum Circulars on the issuance of Initial Clothing Allowance. ETHIDa

b. COMPOSITION OF THE COMMITTEES:

1) The NHQ-ICA Committee shall be created to plan the acquisition of all ICA items of all PNP recruits in the PROs and NSUs. The Committee shall be composed of the following:

Ex-O, DPRM	Chairman
Ex-O, DL	Vice-Chairman
Ex-O, DC	Member
Ex-O, DHRDD	Member
Ex-O, DRD	Member
Chief of Staff, LS	Member
PPD, DPRM	Secretariat

2) ICA Committee shall also be created in the PROs and NSUs with PO1 Regular and Attrition Recruitment Quota/Program to facilitate and supervise the procurement and distribution of all ICA items to new PNP recruits. The Committee shall be composed of the following:

 

DRDA/DDA	Chairman
C, RPHRDD/Admin Officer	Vice-Chairman
C, RCD/Budget Officer	Member
C, RLD or RLDD/Logistics Officer	Member
Class President	Member
Class Officer/Member	Member
AC, RPHRDD/Dep Admin	Secretariat

 

3) The Regional Personnel and Human Resource Development Division (RPHRDD) of PROs and Administrative Section of NSUs are the designated Secretariat of ICA Committee, which will be responsible for the supervision of ICA acquisition and distribution, and the repository of all ICA records;

4) A Recruits Acquisition Committee (RAC) shall be created from among the recruits elected officers, as follows:

Class President	Chairman
Vice-President	Vice-Chairman
2 members (male and female)	Members

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 standard specifications. cSEDTC

c. RESPONSIBILITIES OF THE COMMITTEES:

1) The INITIAL CLOTHING ALLOWANCE COMMITTEE shall have the following functions:

a) ICA Committee shall convene within three days after the Psychological and Psychiatric Screening of the PNP recruits;

b) ICA Committee shall facilitate the selection of officers of the PNP recruits to compose the RAC. The selection of the PNP recruit officers shall be conducted after the release of the Psychological and Psychiatric Screening result and in the event that an elected officer/member is disqualified to proceed in the next stage of the recruitment process (Physical, Medical and Dental Examination or Complete Background Investigation), a special election shall be conducted to replace the disqualified RAC member applicant;

c) Ensure that the ICA fund is available for distribution to the new PNP recruits as soon as possible;

d) Coordinate with the concerned recruitment offices of DPRM or in the different PROs for the conduct of special election for purposes of selecting the officers of the RAC;

e) Advise the RAC of the availability of ICA funds;

f) Convene the Committee and invite the members of the RAC for the purpose of planning the acquisition of the ICA items. The following shall be discussed during the preparation stage:

f.1) Latest list of items to be procured;

f.2) Price of ICA items;

f.3) List of qualified proponents;

f.4) Standard required by NAPOLCOM;

f.5) Terms and Conditions of the Contract;

f.6) Procedures in the acquisition of ICA items; and

f.7) List of first and second tranches of ICA items (as stated in 8.c.1).

g) Coordinate with the DRD for the issuance of the latest list of qualified proponents for the supply and delivery of ICA items;

h) Issue formal notice or invitation to the qualified proponents to join the collective acquisition of ICA items; SDAaTC

i) Set the date for the collective purchase/acquisition of ICA items;

j) Ensure the execution of the contract by the parties;

k) Impose or recommend the imposition of the required administrative penalties of blacklisting and/or cancellation of COC, after compliance with the due process requirements;

l) Assist the RAC to ensure that the delivered items are in conformity with the standard specifications;

m) Check whether the participating suppliers have valid Certificate of Conformity issued by the PNP, DRD;

n) Each ICA Committee shall create their own 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 inspection of all manufacturers, tailors, dealers, suppliers, and sellers of PNP uniforms, insignias, and all other accoutrements on ICA items during the ICA procurement; and

p) Check the compliance of the delivered items with the approved NAPOLCOM specifications.

2) The RECRUITS ACQUISITION COMMITTEE (RAC) shall have the following responsibilities:

a) Convene the RAC to plan for the acquisition of the ICA items;

b) Inform all the recruits of the schedule of collective 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 selection process. The selection of ICA items by the RAC shall be done by secret ballot for each and every item;

d) Execute a contract with a supplier/s. The contract shall be referred to a PNP Legal Officer for review through the ICA Committee prior to the actual signing thereof;

e) Upon the delivery of ICA items, inform and consult with ICA Committee and QCT for them to unilaterally check if the delivered items conform with the NAPOLCOM-approved specifications, and if conforming, accept the delivered items;

f) Notify the ICA Committee immediately for possible imposition of administrative penalties, in case the supplier failed to comply with their obligations; and acEHCD

g) Inform the ICA Committee within 24-hour period from delivery and completion of the supplier's obligation to facilitate the immediate release of ICA allowance, which will be used for payment of the delivered ICA items.

d. PROCEDURES:

1) PRE-ACQUISITION STAGE:

 The acquisition stage shall commence immediately after the termination of the Psychological Screening of the recruitment process or prior to the processing of appointments of the new PNP recruits. For this purpose, the following are the procedures to be undertaken:

a) DRD disseminates to all PROs and NSUs the latest ICA guidelines and complete list of suppliers issued with Certificate of Conformity as to the material composition and/or workmanship. This should be done within 30 days before the scheduled oath-taking of the new PNP recruits. During the 30-day period, a pre-qualification of suppliers/proponents for the supply of police recruits ICA items should be deliberated. Thereafter, the updated list of qualified suppliers/proponents with issued Certificate of Conformity must be done immediately for guidance of the ICA Committee;

b) New PNP Recruits, under the supervision of the Regional Personnel Human Resource and Doctrine Development (RPHRDD) PROs/Administrative Officer, NSUs and Regional Trainings Schools (RTS) in coordination with DPRM, shall conduct special election to choose the president and members of the RAC within fifteen working days before their oath taking. The class president and the other elected officer-members of RAC shall be automatically become the class representatives to the ICA Committee;

c) DRDA/DDA being the Chairman, ICA Committee shall call for a meeting 30 days before the scheduled oath-taking of the new PNP recruits to discuss and plan the procurement of ICA items;

d) ICA Committee shall send out Invitation Letters to all qualified suppliers/proponents, specifying among others, the following:

a.1) The ICA items to be supplied;

a.2) Requirement of submission of at least one sample on every ICA item that passed the standard specifications; and

a.3) Schedule of the collective acquisition activities and its venue.

e) A pre-acquisition conference shall be scheduled by the ICA Committee at least seven days after the qualified suppliers/proponents were notified to give them chance to ask clarifications on the requirements of the PNP recruits. SDHTEC

2) ACQUISITION STAGE:

a) The actual collective acquisition (actual selection) of ICA items shall be scheduled at least three days after the pre-acquisition conference. The selection process shall be exclusively done by the RAC through secret balloting. In order to maintain fairness and impartiality and to avoid influence from some suppliers/proponents, the submitted samples shall bear no brand names or labels of the suppliers. For nameplate/cloth, the name DELA CRUZ must only be used and for the badge, the badge number must be "012345";

b) The ICA items shall be ranked by the RAC from the most preferred to the least preferred. After which, the suppliers/proponents shall be informed of the result of the selection process conducted by the RAC;

 The criteria to be followed in the selection of the preferred items shall be as follows:

d.1) Lowest unit price;

d.2) Proponents with issued COC; and

d.3) Color, dimension and features of the items shall resemble the samples of the items selected.

c) The most preferred item shall immediately undergo the post-qualification test by submitting its sample to the QCT for examination. If the sample submitted by the supplier failed the required test, the next second preferred item shall be subjected to the same test. Should the sample of the second preferred item still failed, the same test shall be done to the remaining supplier until a proponent has passed the qualification standard. The item that passed the post-qualification requirements shall be declared as the winning ICA item and the contract shall be immediately awarded to its supplier. The test and evaluation shall be undertaken by the QCT based on the NAPOLCOM approved standard specifications;

d) If no supplier passed the post qualification, the ICA Committee shall go back to the first procedure of this MC. The ICA Committee shall make a report addressed to NHQ ICA TWG (Attn: ICA TWG, Secretariat) for their information;

e) A Supply Contract shall then be executed by and between the RAC President and the winning supplier/proponent; and

f) A Notice to Proceed (NTP) shall be issued, indicating therein the specific date of delivery of ICA item. AScHCD

3) FOR DELIVERY AND ACCEPTANCE OF ICA ITEMS:

a) The delivery of the procured items shall be made in the following schedule:

a.1) At least three days prior to the scheduled oath taking, for the following items:

a.1.a) Athletic Short;

a.1.b) Athletic Shirt;

a.1.c) Camouflage Green Field Service Uniform (FSU);

a.1.d) All Black Tropical Police Boots;

a.1.e) Black Cotton Socks (for all-black tropical police boots);

a.1.f) Olive Drab Green T-shirt (undergarment for FSU);

a.1.e) Black Belt with Square Skeleton Buckle (Brass); and

a.1.g) Grab Bag.

a.2) Within 30 days from the date of oath taking, for the following items:

a.2.a) PNP GOA Uniform (Types "B" and "C"); and

a.2.b) Others.

b) Individual measurement for the applicable ICA items shall be done as soon as the winning supplier is declared.

c) During the delivery of ICA items, the ICA Committee, QCT, and RAC shall convene to ensure the completeness of the items, check, and evaluate the quality prior to "Conditional Acceptance" by the ICA Committee; and

d) After the inspection and evaluation, the selected/winning suppliers/proponents together with the PNP Recruits Acquisition Committee shall distribute the ICA items to all the recruits for fitting. Complaints or noted defects on ICA items should be immediately and properly addressed by the concerned suppliers/proponents within 15 days from the date of receipt of the complaint or defects noted. After which, "Final Acceptance," which is scheduled 30 days after the inspection and evaluation may be conducted.

4) TERMINATION OF CONTRACT BY RAC:

a) In 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 action and remedies available to it; and AcICHD

b) Accordingly, the procedures provided under para 8 (b) shall be performed for purpose of re-procurement. If the procedure still fails, it shall be repeated until a contract is awarded to a new supplier.

6. LIABILITIES:

a. Any PNP personnel who shall be found meddling or influencing the new PNP recruits in the selection of qualified suppliers/proponents for the procurement of ICA items shall be dealt with accordingly under existing rules and regulations;

b. Any PNP personnel who will act as manufacturer, supplier or distributor of ICA items, if evidence warrants, shall be criminally and administratively charged;

c. Upon submission of written ICA procurement report of the ICA Committee of the concerned PROs or NSUs, the PNP through the DRD, after validating the veracity of the report, shall impose an administrative penalty of cancellation or revocation of COC and/or blacklisting the supplier in joining ICA procurements for a period of two years, based on any of the following grounds:

1) Failure to deliver in full the procured items on the date stipulated in the contract without any valid reasons;

2) Delivery of sub-standard or defective ICA items; and

3) Failure to replace the defective items within the period of fifteen days.

For purposes of this provision, the effectivity of the 2-year period for blacklisting shall be reckoned from the time the blacklisting notice is issued to the supplier; and

d. Black listed supplier/proponent shall be disqualified from transacting business related to ICA with the PNP for 2 years.

7. REPEALING CLAUSE:

All policies, guidelines, issuances, rules, and regulations pertaining to the PNP ICA contrary to this MC are hereby revoked/rescinded for purposes of consistency and uniformity.

8. EFFECTIVITY:

This MC shall take effect after 15 days from filing a copy thereof at the UP Law Center in consonance with Section 3, Chapter 2, Book VII of Executive Order 292, otherwise known as the "Revised Administrative Code of 1987," as amended. TAIaHE

(SGD.) RONALD M. DELA ROSAPolice Director GeneralChief, PNP

ATTACHMENT

Process Flow on the Procurement of ICA Items

Acquisition Stage

Procurement Stage

Delivery and Acceptance of ICA Items