Prescribing the Guidelines and Procedures in the Inspection and Acceptance of Delivered Goods Procured Pursuant to Republic Act No. 9184 and its Revised Implementing Rules and Regulations

December 26, 2017

PNP MEMORANDUM CIRCULAR NO. 2017-073

PRESCRIBING THE GUIDELINES AND PROCEDURES IN THE INSPECTION AND ACCEPTANCE OF DELIVERED GOODS PROCURED PURSUANT TO REPUBLIC ACT NO. 9184 AND ITS REVISED IMPLEMENTING RULES AND REGULATIONS

1. REFERENCES:

a. Republic Act (RA) No. 9184 otherwise known as Government Procurement Reform Act;

b. Government Accounting and Auditing Manual (GAAM) Volume I;

c. Presidential Decree No. 1445 entitled: "Government Accounting Code of the Philippines";

d. Section 26, RA No. 6975 entitled: "Department of the Interior and Local Government Act of 1990";

e. NAPOLCOM Resolution No. 98-158, entitled "Adopting and Approving the PNP Procurement Manual for Use and Guidance of all PNP Procuring Agencies"; and

f. Relevant Government Procurement Policy Board (GPPB) Resolutions and Issuances.

2. RATIONALE:

 This Memorandum Circular (MC) prescribes the guidelines and procedures in the Inspection and Acceptance of all delivered goods to be undertaken by the National Headquarters Committee on Inspection and Acceptance (NHQCIA), Police Regional Office Committee on Inspection and Acceptance (PROCIA), and National Support Unit Committee on Inspection and Acceptance (NSUCIA).

3. SITUATION:

   The involvement of PNP members in the sensationalized cases of alleged anomalous and irregular procurement transactions in the PNP has rocked and placed the whole organization in a bad light and ruined many careers of promising PNP officers and Non Uniformed Personnel (NUP). These precedents have caused damages not only to the organization but also to the well-meaning men and women of the PNP who worked hard for the PNP but unfortunately have either fallen prey to the pitfalls or became victims of a flawed procurement process. The present situation calls for the crafting of the right mechanism that would guarantee the welfare of every Committee member and its support groups.

    Unless a sound, well-defined and effective procurement procedure, as well as upright contract implementation is adopted that would work well and ensure the safety and protection of all the parties involved in the procurement process, the organization will always be susceptible to committing the same mistakes in the future.

   It is toward this end that sound, well defined guidelines and procedures in the inspection and acceptance of all delivered goods are hereby crafted and shall henceforth be adopted and implemented in the PNP to better strengthen the duties, responsibilities and functions of the members of the NHQCIA, PROCIA, and NSUCIA.

4. PURPOSE:

   To set forth the policy guidelines and procedures in the inspection and acceptance of all delivered goods procured by the Bids and Awards Committee (BAC) or those procured by a Procurement Agent pursuant to RA No. 9184 and its Revised Implementing Rules and Regulations (IRR), starting with the reception of the Delivery Notice from the concerned supplier/contractor until the issuance of the resolution for Final Acceptance.

This MC shall not apply in the procurement of consulting services and infrastructure projects.

5. DEFINITION OF TERMS:

For purposes of this MC, the following words, phrases and abbreviations shall be understood to mean:

a. Acceptance — refers to the process starting from inspection (as to quantity), functional test and evaluation up to the adoption of a resolution for acceptance or rejection, as the case may be, of the delivered goods.

b. Bids and Awards Committee (BAC) — refers to the Committee created under Section 11 of RA No. 9184 and its revised IRR which serves as the procuring arm of the PNP.

c. Contract Administrator — refers to the Office or Officer responsible for the implementation of the contract executed by the Procuring Entity and the Supplier or the winning Bidder.

d. Complete Delivery — refers to the quantity of the delivered items in accordance with the number as provided under Section IV. (Schedule of Requirements) in the Bidding Documents and the contract.

e. Correlated Support to the CIA — refers to the CIA Secretariat, Legal Officer, Technical Working Group and Observers/Witnesses given specific tasks to perform during the conduct of inspection and acceptance.

f. Delivery — refers to the transport of procured items from the supplier and the subsequent receipt by the warehouse personnel for purposes of safekeeping only following the complete and accurate accounting based on the Delivery Receipt (DR), Purchase Order (PO) and Supply Contract (SC).

g. Final Acceptance — refers to the acceptance of completely delivered items as to quantity and the declaration as passed during the conduct of the functional test and evaluation as specified in the test and functional parameters.

h. Functionality Test Duration — refers to the duration required in the conduct of functionality and laboratory test procedures, the number of days of which varies on the kind of items being subjected to the procedure.

i. Goods — refers to all supplies and materials which may be needed in the transaction of public business or in the pursuit of any government undertaking, project, or activity.

j. Head of the Procuring Entity (HOPE) — refers to the Head of the Agency or theC, PNP/RD, PRO/D, NSU or duly authorized official vested with authority to approve and sign contracts for the procurement made by the respective Bids and Awards Committees (BACs).

k. Inspection — refers to the process of checking the delivered items to ensure completeness as to the number of items to be delivered and compliance to the standard specifications pursuant to the NAPOLCOM Approved Resolutions.

l. National Headquarters/Regional Headquarters/National Support Units Committee on Inspection and Acceptance (NHQCIA/PROCIA/NSUCIA) — refers to the Committee created under this MC tasked to accept or reject all delivered goods procured pursuant to RA No. 9184 and its revised IRR.

m. Procurement — refers to the acquisition of goods in accordance with the approved Annual Procurement Plan (APP) regardless of the methods used as allowed under RA No. 9184 and its IRR and the source of funds.

n. Procurement Agent — refers to the other Government Agencies contracted by the Procuring Entity to undertake the procurement process in behalf of the latter.

o. Provisional Acceptance — refers to the acceptance of delivered items as to quantity.

p. Standard Specifications — refer to the NAPOLCOM approved Technical specifications of supplies, materials and equipment used by the BAC as basis for procurement.

q. Technical Working Group (TWG) — refers to the group of Technical personnel tasked to support the Inspection and Acceptance Committee in the Inspection, Functional Test and Evaluation of all delivered goods prior to acceptance.

r. Test and Evaluation — refers to the process of testing and evaluating the durability, quality and specifications of delivered items pursuant to the PNP Approved Test Parameters.

6. GUIDELINES AND PROCEDURES:

a. Procedure. (Refer to Annex A for the Streamlined CIA Flowchart)

1) After the issuance of Notice to Proceed (NTP), the NHQBAC Secretariat shall transmit all pertinent procurement documents to Procurement Division, Logistics Support Service (PD, LSS) for safekeeping using the Transmittal Sheet (Annex B) enumerating the documents attached. In the case of the PRO and NSU BACs, they shall transmit the procurement documents to their respective Procurement Officers;

2) The Director, LSS shall act as the Contract Administrator of the procured goods with PD, LSS acting as Secretariat. The Contract Administrator shall administer activities being conducted by the Supplier and the Procuring Entity in order to comply with the conditions of the contract which include:

a) Monitoring of the manufacturing and delivery schedules;

b) Visitation of manufacturing facility;

c) Constant coordination between the Supplier and the Procuring Entity;

d) Settlement of issues and concerns pertaining to the conditions of the contract and its compliance; and

e) Other related activities.

3) After receipt of the procurement documents from the BAC Secretariat, the PD, LSS shall furnish copy of the Purchase Order, Notice of Award, Notice to Proceed, and Contract to the CIA Secretariat;

4) The CIA Secretariat shall ensure that the Supplier/Winning Bidder submit a Notice of Delivery of the items being procured addressed to the HOPE (Attn: Chairman, CIA), copy furnished the BAC Secretariat and SMD, DL or RLRDD/Logistics Officer in the case of PRO/NSU, at least nine (9) calendar days before the delivery date;

5) The CIA Chairman, through its Secretariat, shall perform the following tasks at least seven (7) calendar days before the delivery of the goods:

a) Issue notification to the CIA Members and the Correlated Support to the CIA on the scheduled delivery;

b) Issue Notice of Inspection as to quantity and conduct of random sampling (one day after completion of delivery) and functionality test and evaluation (one day after the random sampling) to the Correlated Support to the CIA. Note: *notice to COA to be received at least 3 days before the activity*;

c) Direct SMS, SSDD, LSS to prepare the storage area;

d) Provide SMS, SSDD, LSS the Purchase Order (PO) and Supply Contract (SC);

e) Direct SSDD, LSS to secure vehicle passes for the supplier; and

f) Direct SSDD, LSS to prepare the Histogram of the procurement and calendar of activities observing the streamlined CIA flowchart with timeline for the conduct of inspection and acceptance in coordination with the TWG.

6) The TWG through the Supervising Officer of the Technical Inspectors, shall likewise perform the following tasks, seven (7) calendar days before the delivery:

a) Prepare the request and ensure receipt by the concerned agencies for the conduct of material testing. The date of delivery of the sample shall be scheduled on the day preceding the functionality test and evaluation; and

b) Ensure availability of all necessary documents, materials and venue to be used during the functionality test and evaluation.

7) On the day of the delivery, the SMS, SSDD, LSS personnel/RSPNCO shall conduct the physical accounting and recording of the serial numbers (when appropriate) of all the delivered goods to initially account its completeness. He/She shall then ensure the following:

a) The Authorized Warehouse personnel to receive the complete quantity of delivered goods;

b) The Authorized Warehouse personnel to secure the Delivery Receipt (DR) and Sales Invoice (SI) from the Supplier; and

c) Furnish the CIA Secretariat original copies of the DR and SI.

8) On the same day, the C, SSDD, LSS/CIA Head Secretariat shall prepare the following documents and ensure receipt by the concerned office:

a) A report addressed to the Chairman, CIA on the delivery of the goods attaching the copy of the DR; and

b) A letter for signature of the Chairman, CIA notifying the COA of the completed delivery with attached Certified True Copy of Delivery Receipt (Should be received by COA Office within 24 hours).

9) On the second day, after the inspection as to quantity and the accounting checklist accomplished, the DRD Technical Inspectors of the TWG shall collect samples at random to be used during the Functionality Test and Evaluation;

10) On the same day, the CIA Head Secretariat shall submit to TDL an After Activity Report with attached action photos, a copy of the duly accomplished accounting checklist and attendance sheet. He shall likewise reiterate the attendance of the CIA members to the CIA Meeting/Deliberation as previously disseminated or as appropriate;

11) On the third day, the DRD Technical Inspectors, in the presence of the other members of the Correlated Support to the CIA, whenever necessary shall start the conduct of the functionality test and evaluation of the samples collected based on the approved functionality test procedures/parameters (Refer to Annex C for the Duration of Functionality Test and Evaluation of Various Equipment. On the same day, the sample due for laboratory testing shall be submitted to the concerned agency;

12) After completion of the functionality test and evaluation, the TWG shall prepare the results and submit same to the Chairman, CIA Attention: Head Secretariat within two (2) calendar days;

13) The CIA shall deliberate on the results of the functionality test and evaluation. The CIA shall accept the delivery only if the goods are complete and in order, have passed the test parameters and conformed to the NAPOLCOM-approved specifications, otherwise, it shall reject the same. For goods delivered requiring correction of defect/s noted or replacement of UNIT or WHOLE LOT, appropriate corrective actions shall be done before recommending for acceptance. The CIA Secretariat shall prepare the resolution for the final acceptance, rejection, correction of defect/s or replacement of units or whole lot of the delivered goods for signature of the CIA members on the same day and approval of the HOPE;

14) The CIA Secretariat transmits to the HOPE the resolution the day after the signing by the CIA members. The HOPE signs the approval or disapproval of the resolution within three (3) calendar days and directs the transmittal of the signed resolution to the CIA Secretariat for further dispositive action;

15) If accepted, the CIA Head Secretariat shall prepare a letter for signature of the Chairman notifying the supplier of the acceptance of its delivery. The supplier shall post a warranty security upon receipt of the notification for acceptance pursuant to Section 62 of the 2016 Revised IRR of RA No. 9184;

16) On the same day, SAO, PNP Wide shall receive the accepted goods and ensure inclusion in the PNP Property Books while the CIA Secretariat shall transmit to PD, LSS the following documents to start the streamlined payment process:

a) Approved CIA Resolution;

b) Histogram;

c) Notice of Inspection;

d) Accounting Checklist;

e) Delivery Receipt and Sales Invoice;

f) TWG Result on Functional Test and Evaluation; and

g) Other pertinent documents.

17) In case the delivery is rejected, the CIA through its Secretariat shall prepare a letter for signature of the Chairman informing the supplier of the rejected delivery with a directive to withdraw the goods delivered. The approved Resolution shall be attached to the letter addressed to the supplier;

18) For goods needing rectification or replacement of unit or whole lot, the CIA Secretariat shall notify the supplier of the noted defect/s with a directive to take appropriate action;

19) The CIA Chairman shall immediately endorse to the TWG the rectified/replaced goods for the conduct of functionality test and evaluation; and

20) Same procedure in paragraph 6.a.11) to 17) shall immediately take place after receipt of the replaced/rectified goods.

b. General Provisions:

1) Strengthening the NHQCIA, PROCIA, and NSUCIA and the Correlated Support to the CIA:

a) The NHQCIA, PROCIA and NSUCIA and the Correlated Support to the CIA shall be organized and composed representing various offices that performs functions related to the conduct of inspection, functionality test and evaluation of the delivered items (Refer to Annex D for the CIA and Corrected Support to the CIA Organizational Structure);

b) Only senior officers shall be designated as members of the Committee including the Provisional Member from the End-User, unless no officer is available for designation to the membership;

c) Alternate members may be designated to ensure that the timeline of activities is strictly observed. Approval of the C, PNP should first be sought prior to issuance of an Order designating them as Alternate Members;

d) The NHQCIA, PROCIA, and NSUCIA are hereby vested with the power to determine whether to accept the delivery of goods based on the report of their respective TWGs that the goods are complete as to quantity and in conformity with the approved NAPOLCOM specifications and functionality;

e) For goods with a particular unit as end-user thereof, the Director of the end-user or his authorized representative shall sit as provisional member of the CIA. The authorized representative shall be with the same rank as that of the members of the CIA;

f) All the members including the provisional member shall personally attend the meetings and deliberations of the CIA as jury duty except when alternate members are allowed to attend;

g) The NHQCIA, PROCIA, and NSUCIA shall have a Legal Officer from PNP Legal Service, who is not a member to the Correlated Support to the CIA, but who shall give legal advice and guidance in the interpretation of any provision relative to the tasks and responsibilities of the Committee;

h) The NHQCIA, PROCIA, and NSUCIA shall have a Technical Working Group (TWG) which shall ensure that all deliveries of goods are complete, conform to the standard specifications, and pass the functional test and evaluation. As a general rule and to enhance check and balance, there shall be a separate TWG for post-qualification and TWG for the CIA, unless no available personnel can perform the task;

i) The representative from the Management Division, DC shall immediately prepare and make available all related documents to be required during the streamlined payment process;

j) No PNP personnel whether uniformed or non-uniformed shall be a member of the Technical Working Group of the CIA unless he or she has professional or technical competence on the nature of the delivered items. In particular cases where there are no available PNP technical personnel, the CIA may invite non-PNP member technical person(s) as resource person(s) to ensure that the delivered items are fit for PNP use;

k) To ensure transparency in all the proceedings of the inspection and acceptance, the CIA shall invite observers from COA, DILG, NAPOLCOM, NGOs and the like. The absence of the observers, however, will not result in the postponement of the proceedings provided that they were duly invited before the scheduled meeting and the proof thereof shall form part of the records of the CIA. For the purposes of this provision, the term observer shall have the responsibilities and powers provided by Sections 13.4 and 13.5 of the RIRR, RA No. 9184;

l) The simple majority of CIA members present shall constitute a quorum and sufficient to transact business provided that the Chairman or the Vice Chairman must be present. If both are absent, the meeting shall be ipso facto cancelled. The personal presence of members is required but in case of their unavailability due to equally important function, the alternate member shall attend;

m) No PNP member shall perform the duties of the members and alternate members of the CIA, Secretariat and TWG unless appropriate orders have been issued by the Directorate for Personnel and Records Management (DPRM) in the case of the NHQ and NSU BAC or the Regional Personnel and Human Resource Development Division in the PRO;

n) To ensure the effective implementation of this MC, fund support shall be released to the NHQ, RHQ and NSU CIA to defray administrative and operational expenses of the Committee, subject to applicable auditing and accounting procedures. As such, yearly programming of funds shall be undertaken by the Comptrollers/Budget Officers of the Offices concerned; and

o) In the case of Agency Procurement Request (APR) or Agency Outsourcing Request (AOR) from other Procuring Agencies, the concerned PNP office shall designate TWG representatives, as enumerated in the composition of Correlated Support to the CIA depending on the goods to be procured.

c. Policies:

1) The procedures being undertaken by the NHQ CIA shall be duplicated in the PRO and NSU, with respect to their respective membership to the CIA and its Correlated Support;

2) Inspection, Functional Test and Evaluation shall be conducted by the TWG prior to deliberation by the CIA. Mere delivery of supplies, materials and equipment shall not mean the acceptance thereof;

3) Completeness of delivery of items shall be based on the Purchase Order, Supply Contract, Packing List and other related documents; Conformity to specifications shall be in accordance with the PNP Standard Specifications pursuant to the NAPOLCOM Approved Resolutions; and the Functional Test and Evaluation shall be in accordance to the PNP approved test parameters;

4) Partial delivery of goods may be accepted, subject to the recommendation of the Contract Administrator and approval by the HOPE;

5) The Notice of Delivery of the goods from the supplier shall be addressed to the HOPE, Attn: Chairman, CIA, cc: Head Secretariat, BAC, C, SMD, DL, and C, SSDD, LSS;

6) The CIA Secretariat shall observe the Streamlined CIA flowchart in the preparation of the timeline to be submitted to the CIA copy furnished the NHQ BAC Secretariat and Supply Management Division, DL;

7) The provision of security during the transport of procured goods from the source to the place of delivery shall be borne by the supplier. The latter may however, request for assistance or support from the end user, whenever necessary;

8) The supplier shall provide upon delivery three (3) original copies of Delivery Receipt and Invoice Receipt which shall form part of the record. No deliveries shall be accepted without the copies of these documents. The original copy to be attached to the Disbursement Voucher, the duplicate copy for SAO PNP Wide (For NHQ) or SAO (NSU/RHQ), and the triplicate copy for the CIA;

9) The date to be stamped in the delivery receipts by the warehouse PNCO should be the date of completion of the delivery of goods, unless delivery in tranches is provided for. In such case, the last day of delivery (tranche) shall be the date to be used;

10) If the goods to be delivered are imported from other countries, the following shall be required for submission to the CIA:

a) Export Permit;

b) Bill of Lading;

c) Packing List;

d) Proof of Payment of Import Duties; and

e) Release Clearance from Bureau of Customs.

11) No delivery of goods shall be allowed for safekeeping at the place of delivery once the imposable liquidated damages for late delivery reaches the amount equivalent to ten percent (10%) of the contract price reckoning from the date of receipt of the Notice to Proceed unless otherwise specified in Section VI. Schedule of Requirements of the Contract and/or the matter has been settled by the HOPE;

12) For NHQCIA, the Chief, Supply Management Section (SMS), SSDD-LSS shall acknowledge the delivery through the Delivery Receipt while C, Supply Accounting and Monitoring Division, LSS (SAMD-LSS)/SAO PNP Wide shall acknowledge through the Invoice Receipt. For PROCIA and NSUCIA, their equivalent officers shall be designated;

13) The CIA thru its Secretariat shall determine, based on the Notice to Proceed or submitted documents, whether the goods were delivered on time. If the liquidated damages reach the equivalent of ten percent (10%) or more of the unperformed obligation, no further action shall be taken except the submission of report by the Chairman to HOPE and recommend the termination/rescission of the contract. It shall also verify if all the required documents are present upon the delivery and in case of machine copy thereof, the document must be duly authenticated by the office or agency that issued the same, otherwise, the supplier shall execute a certification under oath on the authenticity of the submitted documents;

14) Test parameters on "major and minor defects" shall be subject to the provisions of existing PNP Circulars;

15) The CIA shall convene to deliberate and evaluate the result of the Functionality Test and Evaluation submitted by the TWG;

16) The decision of at least a majority of those present at a meeting at which there is a quorum shall be valid and binding as an act of the CIA;

17) It shall not be obligatory on the part of the CIA to be present during the actual conduct of the functionality test and evaluation, however, it shall be obligatory for the Committee to convene and deliberate, whether to accept or reject the delivery, on the merits of the report submitted by its TWG;

18) The adoption of a resolution for acceptance or rejection as the case may be shall be on the date of the final deliberation;

19) The resolution for acceptance shall only be released upon submission by the supplier of the warranty security to the CIA Secretariat as required in Section 62 of the 2016 Revised IRR of RA No. 9184. The warranty security shall only be released after the expiration of the warranty period as stated in the Supply Contract;

20) Posting of Warranty Security shall be made within five (5) calendar days upon receipt by the supplier of the notification of the acceptance of delivery; and

21) No payment shall be made whether partial or full on any contract pertaining to the delivery of goods unless the Committee has issued a resolution for the acceptance of the delivered goods.

d. Composition of the Committee, Its Correlated Support and Observers/Witnesses: (Refer to Annex E — Composition of the Committee on Inspection and Acceptance and Correlated Support to the CIA)

1) The Committee on Inspection and Acceptance shall be composed of the following:

a) Chairman;

b) Vice Chairman;

c) Member;

d) Member;

e) Member; and

f) Provisional Member (End-User).

2) Correlated Support to the Committee on Inspection and Acceptance shall be composed of the following:

a) CIA Secretariat;

b) Legal Officer; and

c) Technical Working Group (TWG):

c.1) LSS Accounting Inspectors;

c.2) DRD Technical Inspectors; and

c.3) End-User's Technical Inspectors.

3) Observers/Witnesses:

a) COA Representative;

b) DILG Representative;

c) NAPOLCOM Representative;

d) SAO PNP-Wide;

e) DC Management Representative;

f) DL Representative; and

g) Other NGOs.

7. PENAL CLAUSE:

    Any violation of this MC shall be dealt with appropriately and, if evidence warrants, criminal and/or administrative charges shall be filed pursuant to NAPOLCOM Memorandum Circular No. 2016-002, otherwise known as the "Uniform Rules of Procedure Before the Disciplinary Authorities and the Internal Affairs Service of the Philippine National Police," RA No. 3019, otherwise known as the Anti-Graft and Corrupt Practices Act, as amended, and other applicable laws.

8. REPEALING CLAUSE:

   All rules, regulations and other issuances made by the PNP which are inconsistent with this MC are deemed repealed, superseded, or amended accordingly.

9. EFFECTIVITY CLAUSE:

         This MC shall take effect after fifteen (15) days from filing a copy thereof at the UP Law Center pursuant to Section 3, Chapter 2, Book VII of EO No. 292, otherwise known as the "Revised Administrative Code of 1987," as amended.

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

ANNEX A

Streamlined CIA Flowchart

ANNEX B

Transmittal Sheet

FOR: D, LSS

DATE:

PARTICULARS

Reference: NHQ BAC Resolution No. ___________

Award of Contract to ____________________ with a contract price of ____________________________ (Php _________________)

REQUESTED ACTION:

Please prepare the necessary documents to process the Purchase Order.

INCLUSIONS (3 SETS):

a. Approved PO (ORIGINAL)/WO/JO/Contract

b. ALOBS/NFA

c. Approved APP and any amendment/Approved Budget for the Contract

d. Notice of Award

e. Contract Agreement

f. Notice to Proceed, indicating the date of receipt by the Supplier

g. Copy of advertisement of Invitation to Bid/Printout copy of advertisement posted in PhilG-EPS/Supplemental Bid Bulletin

h. Printout Copy of Posting of Notice to Proceed and Contract of Award in the PhilG-EPS

i. Certificate of Widest Dissemination/Certificate of Reasonableness of Price

j. BAC Resolution recommending approval by the HOPE of the Resolution of the BAC recommending Award of Contract/Other Supporting BAC Resolutions

k. NAPOLCOM approved technical specifications, if applicable

l. Request for Purchase or Requisition of Supplies

m. Evidence of invitation of three (3) observers in all stages of the procurement process

n. Bidding Documents

n.1 Invitation to Bid

n.2 Instruction to Bidder

n.3 Delivery Time or Completion Schedule

n.4 Bid Security

n.5 Performance Security

o. Eligibility Requirements

o.1 DTI Business Name/Registration Certificate from SEC or CDA

o.2 Mayor's Permit

o.3 TIN as shown in BIR Form 2303/Tax Clearance

o.4 Statement of the prospective bidder that it is not blacklisted/Letter authorizing the BAC or its duly authorized representative to verify the documents submitted

o.5 Statement of the prospective bidder of all ongoing and completed projects/Statement of Single Largest Similar Contract (SLSC)

o.6 Authority of Signatory/SPA

o.7 Audited Financial Statements

o.8 PhilG-EPS Registration/Appropriate Licenses/JV Agreement

o.9 Computation of NFCC/Credit Line Commitment

p. Bidders Technical and Financial Proposal/Bidders Tender

q. Abstract of Bids

r. Bid Evaluation Report

s. Minutes of Pre-Procurement Conference, if applicable

t. Minutes of Pre-Bid Conference, if applicable

u. Minutes of Opening of Bids

v. Copy of Brochures/Manuals, if applicable

w. Notice of Post Qualification

x. Post Qualification Report of TWG

y. Copy of Bid Document Payment Receipt

z. Results of Eligibility/Check Screening

 

NHQ BAC Secretariat Office:	RECEIVED THE ABOVE DOCUMENTS IN GOOD ORDER AND CONDITION
__________________________	________________________________

DATE: ________

TIME: ____________

 

ANNEX C

Duration of Functionality Test and Evaluation

TYPE OF EQUIPMENT	NO. OF DAYS
I. WEAPONS
a. PISTOL/RIFLE	14
b. MAGAZINE	14
c. AMMUNITION	14
II. TRANSPORTATION (LAND)	7
III. COMMUNICATION EQUIPMENT	Slide 7
IV. IT EQUIPMENT	5
V. CRIMINALISTICS SECTION
a. ANTI-RIOT SHIELD	34
b. PROTECTIVE VEST, LEG, ARMS, AND GLOVES PROTECTION	34
c. ANTI-RIOT DUTY HELMET	34
d. UNDERSHIRT VEST LEVEL III-A	34
e. WAISTCOAT VEST LEVEL III-A	36
f. ENHANCED COMBAT HELMET	34
g. EXPLOSIVE DETECTION DOG	10
VI. MEDICAL, DENTAL AND CRIME LABORATORY EQUIPMENT	4

 

FIREARM (Pistol/Rifle)

ACTIVITY	DURATION
I. RANDOM SAMPLING
Selection of Samples
II. TEST AND EVALUATION
Dimensional and Adverse Condition Test	1 CD
III. LABORATORY TEST
Submission and Processing of Sample to MIRDC-DOST	10 CD
IV. PREPARATION OF REPORT	3 CD
TOTAL number of Days	14 CD

 

MAGAZINE (30-Rounder)

ACTIVITY	DURATION
I. RANDOM SAMPLING
Selection of Samples
II. TEST AND EVALUATION
Dimensional and Adverse Condition Test	1 CD
III. LABORATORY TEST
Submission and Processing of Sample to MIRDC-DOST	10 CD
IV. PREPARATION OF REPORT	3 CD
TOTAL number of Days	14 CD

 

AMMUNITION

ACTIVITY	DURATION
I. RECEIVED NOTICE
Coordination to other Units and to Gov't. Arsenal for the Availability of Facility
I. * RANDOM SAMPLING
Selection of Samples
II. FUNCTIONAL TEST (DND Arsenal)
Visual
Gaging
Waterproof
Bullet Extraction
Bullet Weight
Residual Stress	1 CD
Velocity
Chamber Pressure
Port Pressure
Accuracy
IV. SUBMISSION OF FINAL REPORT FROM DND ARSENAL	6 CD
V. PREPARATION OF REPORT	3 CD
TOTAL number of Days	10 CD

 

TRANSPORTATION EQUIPMENT (Land)

ACTIVITY	No. of Days (minimum)
I. INITIAL FUNCTIONAL TEST	1 day (for 100 vehicles)
II. DIMENSIONAL/TECHNICAL TEST
Sample and test equipment preparation
Test Proper
III. FUNCTIONAL TEST
Smoke Emission Test
Stability Test
Service Break Test
Acceleration Test	1 CD
Ascending/Gradeability Test
Speed Test
Turning Radius Test
Towing Test
Fording Test
Sand Capability Test
Mud Test (Applicable for 4x4 only)
Durability/Long Drive Test	3 CD (1500 kms)
III. LABORATORY/MATERIAL TEST (OPTIONAL)
IV. PREPARATION OF REPORT (Test Result)	2 CD
TOTAL NO. OF DAYS	7 CD

Note: Total number of days for the tests include travel time. Patrol Jeep, Personnel Carrier, Light Transport Veh, Utility Truck, Van, & Mini-Bus

 

COMMUNICATIONS EQUIPMENT

ACTIVITY

TIME ALLOTMENT

I. FUNCTIONAL TEST (Visual, Dimensional and Conformity with NAPOLCOM-Approved Standard Specifications)

Sample and test equipment preparation	30 minutes
Test Proper	2 hours
II. ADVERSE CONDITION/DURABILITY TEST
Sample and test equipment preparation	30 minutes
Test Proper	8 hours
III. PROPAGATION/COVERAGE TEST
Sample preparation	15 minutes
Test Proper	One to four hours depending
TOTAL NO. OF HOURS (per item for Tests I-III)	12.25 to 15.25 hours

IV. OTHER OPTIONAL TESTS (Applicability of these tests depend on the type of equipment to be inspected/tested)

A. SYSTEM INTEGRATION TEST
Sample and test equipment preparation	30 minutes
Test Proper	One hour depending on the type
B. ENCRYPTION TEST	30 minutes
C. BATTERY LIFE TEST	Eight to 12 hours
TOTAL NO. OF HOURS (per item for Test IV)	10 to 14 hours
TOTAL NO. OF HOURS (per item for Tests I-IV)	22.25 to 29.25 hours

Note: Total number of hours for the tests does not include travel time.

 

IT EQUIPMENT

ACTIVITY

TIME ALLOTMENT

I. VISUAL, DIMENSIONAL, TECHNICAL (CONFORMITY WITH NAPOLCOM-APPROVED STANDARD SPECIFICATIONS) INSPECTION/TEST

Sample and test equipment preparation	30 minutes
Test Proper	2 hours
II. FUNCTIONAL TEST
Sample and test equipment preparation	30 minutes
Test Proper	3 hours
III. ADVERSE CONDITION/DURABILITY TEST
Sample preparation	30 minutes
Test Proper	5 days
TOTAL NO. OF HOURS (per item for Tests I-III)	5 days and 6.5 hours

 

TEST FOR ANTI-RIOT SHIELD

ACTIVITY	DURATION * Minimum (for 6 samples)
I. Receiving sample from delivered items and issue a receipt for the samples from CIA
II. Conference Notice
III. Conducting of visual and functional evaluation on the sample submitted
2.1 Physical inspection
2.1.1. Visual and Dimensional
2.2 Functional Test and Evaluation
2.2.1. Impact Resistance Test (Rattan) 5 times	3 CD
2.2.2. Impact Resistance Test (Stoning) 5 times
2.2.3. Penetration Resistance Test (6 times)
2.2.4. Chemical Test (1 minute)
2.2.5. Fire Test (1 minute)
IV. Material Test: Forwarding of sample material composition to Certified Testing Institution/Agency for laboratory evaluation:
3.1. Handle (Solid Cast Aluminum coated with rubber	28 CD
3.2. Material (Transparent Polycarbonate)
V. Deliberation and Submission of report containing findings to CIA	3 CD
Total Calendar Days (CD)	34 CD

 

TEST FOR PROTECTIVE VEST, LEGS, ARMS AND GLOVES PROTECTION

ACTIVITY	DURATION * Minimum (for 5 samples)
I. Receiving sample from delivered items and issue a receipt for the samples from CIA
II. Conference Notice
III. Conducting of visual and functional evaluation on the sample submitted	3 CD
2.1 Physical inspection
2.1.1. Visual and Dimensional
2.2 Functional Test and Evaluation
2.2.1. Fire Resistance Test (5 seconds)
2.2.2. Water Resistance Test
2.2.3. Anti-stab Test (3 times)
IV. Material Test: Forwarding of sample material composition to Certified Testing Institution/Agency for laboratory evaluation:	28 CD
Kevlar, Fiber Glass, hard Plastic or similar light materials cabale of blow from hard objects
V. Deliberation and Submission of report containing findings to CIA	3 CD
Total Calendar Days (CD)	34 CD

 

TEST FOR UNDERSHIRT VEST III-A

ACTIVITY	DURATION *Minimum (for 6 samples)
I. Receiving sample from delivered items and issue a receipt for the samples from CIA
II. Conference Notice
III. Conducting of visual and functional evaluation on the sample submitted	3 CD
2.1 Physical inspection
2.1.1. Visual and Dimensional
2.2 Functional Test and Evaluation
2.2.1. Ballistic Test (Wet and Dry) 12 times per armor sample
2.2.2. Stab Resistance Test 6 times
IV. Material Test: Forwarding of sample material composition to Certified Testing Institution/Agency for laboratory evaluation:	28 CD
3.1. Outer Shell Carrier (Nylon or Polyester)
3.2. Soft Ballistic Panel (Aramid or Polyethylene)
3.2. Upgrade Plate (Aramid or Polyethylene)
V. Deliberation and Submission of report containing findings to CIA	3 CD
Total Calendar Days (CD)	34 CD

 

TEST FOR WAIST COAT VEST LEVEL III-A WITH 2 UPGRADE PLATE LEVEL IV

ACTIVITY	DURATION *Minimum (for 6 samples)
I. Receiving sample from delivered items and issue a receipt for the samples from CIA
II. Conference Notice
III. Conducting of visual and functional evaluation on the sample submitted	5 CD
2.1 Physical inspection
2.1.1. Visual and Dimensional
2.2 Functional Test and Evaluation
2.2.1. Ballistic Test (Wet and Dry) 12 times per armor sample
2.2.2. Ballistic Test for upgraded plate level IV protection 4 times
2.2.3. Stab Resistance Test 6 times
IV. Material Test: Forwarding of sample material composition to Certified Testing Institution/Agency for laboratory evaluation:	28 CD
3.1. Outer Shell Carrier (Nylon or Polyester)
3.2. Soft Ballistic Panel (Aramid or Polyethylene)
3.2. Upgrade Plate (Aramid or Polyethylene)
V. Deliberation and Submission of report containing findings to CIA	3 CD
Total Calendar Days (CD)	36 CD

 

TEST FOR ENHANCED COMBAT HELMET

ACTIVITY	DURATION *Minimum (for 5 samples)
I. Receiving sample from delivered items and issue a receipt for the samples from CIA
II. Conference Notice
III. Conducting of visual and functional evaluation on the sample submitted	3 CD
2.1 Physical inspection
2.1.1. Visual and Dimensional
2.2 Functional Test and Evaluation (Ballistic Test)
2.2.1. Helmet Shell (5 rounds)
2.2.2. Visor/Face Shield (1 round)
IV. Material Test: Forwarding of sample material composition to Certified Testing Institution/Agency for laboratory evaluation:	28 CD
3.1. Visor/Face Shield (Polycarbonate)
3.2. Helmet Shell (Ultra-High Molecular Weight Polyethylene)
V. Deliberation and Submission of report containing findings to CIA	3 CD
Total Calendar Days (CD)	34 CD

 

TEST FOR EXPLOSIVE DETECTION DOG

ACTIVITY	DURATION *Minimum (for 5 samples)
I. Receiving sample from delivered items and issue a receipt for the samples from CIA
II. Conference Notice
III. Conducting of visual and functional evaluation on the sample submitted.
2.1. Physical Evaluation
2.2. Health Record Evaluation
2.3. Training Certificate for each dog
2.4. Kennel Facility	7 CD
2.5. Temperament
2.6. Functional Test and Evaluation
2.6.1. Drive Qualification
2.6.2. Obedience Test
2.6.3. Odor Recognition Test
2.6.4. Operational/Environment Search Test
IV. Deliberation and Submission of report containing findings to CIA	3 CD
Total Calendar Days (CD)	10 CD)

 

TIMELINE FOR MEDICAL DENTAL AND CRIME LABORATORY EQUIPMENT

ACTIVITY	DURATION OF TEST FOR ALL SUBMITTED ITEMS (machine device/system)
MINIMUM	MAXIMUM

1	Delivered and received items were issue a receipt by the CIA	1 CD	3 CD
2	Conduct of visual and functional evaluation on the submitted items
3	a. Physical inspection	1 CD	2 CD
Visual and Dimensional on all parts and accessories
b. Functional Test and Evaluation
4	Deliberation and Submission of report containing findings to CIA	2 CD	3 CD

Total Calendar Days (CD)

4 CD

8 CD

 

ANNEX D

Committee on Inspection and Acceptance (CIA)

ANNEX E

Composition of Committee on Inspection and Acceptance and its Correlated Support to the CIA