m

PNP

NO.:

Republic of the PhilippinesNATIONAL POLICE COMMISSION

NATIONAL HEADQUARTERS, PHILIPPINE NATIONAL POLICEOFFICE OF THE CHIEF, PNPCamp Crame, Quezon City

MORANDUM CIRCULAR

> 9

GUIDELINES IN THE CONDUCT OF TEST FOR PNP VARIOUS

EQUIPMENT/DEVICES

1. REFERENCES:

a. PNP Memorandum Circular No. 2015-015 dated July 10, 2015 entitled"Policy Guidelines in the Conduct of Test and Evaluation";

b. Administrative Order No. 17 signed by Executive Secretary Paquito N.Ochoa Jr dated July 28, 2011;

c. Definition of Common-Use Items under PhilGEPS;d. US Legal.com;e. RA No. 9184 entitled "An Act Providing for the Modernization,

Standardization and Regulation of the Procurement Activities of theGovernment and for Other Purposes, and its Revised implementing Rulesand Regulations";

f. RA No. 7394 entitled "The Consumer Act of the Philippines";g. Commission on Audit (COA) Revised Manual on Inspection and COA

Memorandum No. 98-023;h. GPPB Guidelines on the Establishment of Procurement Systems and

Organizations (Volume 1 and 2); andi. Mission and Functions of the Directorate for Research and Development

(DRD).

2. RATIONALE:

The Directorate for Research and Development (DRD), as an independentresearch and testing facility of the PNP, shall conduct test of clothing, materiel,weapons, vehicles, and equipment required by the PNP.

3. PURPOSE:

This Memorandum Circular (MC) sets forth the policy guidelines in theconduct of test for PNP various equipment/devices to ascertain whether theprocured items conform with the requirements as provided for under the biddingdocuments and the minimum specifications as approved by the National PoliceCommission (NAPOLCOM) or the PNP Uniform and Equipment StandardizationBoard (PNP UESB).

4. SCOPE AND APPLICATION:

This MC shall be applicable in the conduct of post-qualification test and duringinspection and acceptance test of PNP various equipment/devices.

Page 1 ofe

5. DEFINITION OF TERRAS:

a. General Purpose/Common Use EquipmentfOevlces:

1) These are equipment and devioes which are usable for other thanresearch, medical, scientific, or technical activities, whether or notspecial modifications are needed to make them suitable for aparticular purpose. Examples of general purpose equipmentinclude office equipment and fumishings, air conditioningequipment, reproduction and printing equipment, motor vehicles,and automatic data processing equipment;

2) These are equipment and devioes that are not especlaily designedfor military standard testing such as LCD TV, monitor, projector andother common use equipment/devices which require only theirvisual and functional capabilities; and

3) Common-Use Equipment/Supplies refer to those goods, materialsand equipment that are us^ in the day-to-day operations ofProcuring Entities in the performance of their functions. For thepurpose of the IRR of RA No. 9184, common-use supplies shall bethose Included in the Electronic Catalogue of the PhilGEPS.

Sp^lalized Equipment or Devices - are equipment or devices whensubjected to test and evaluation espedally destructive testing willconsume or expend the whole procured quantity or may render thetesting uneconomical.

Consumable Items - items or goods that are used up and are notretumed after issuance, e.g. ink, papers, medical/office supplies, etc.

Expendable Items - items or goods that are designed to be used onlyonce and then abandoned or destroyed, e.g. ammunition, tear gas,office fumiture and other small-value equipment/items like flash drive,baton, etc.

Post-qualification - the stage where the bidder with the lowestcalculated bid, in the case of goods and infrastructure projects, or thehighest rated bid, in the case of consulting services, undergoesverification and validation whether he has passed all the requirementsand conditions as specified in the bidding documents.

f. Technical Specifications - refer to the physical description of theI goods or services, as well as the procuring entity's requirements in

terms of the functional, performance, environmental interface anddesign standard requirements to be met by the goods to bemanufactured or supplied, or the services to be rendered.

P88e20f6

6. GUIDELINES:

a. General:

1) The DRD, shall function as independent testing fadlity of the PNP.As required, its personnel shall perform their duties pursuant to themandates of PNP Memorandum Circular No. 2015-015^;

2) In case the Bids and Awards Committee (BAC) or the Committeeon Inspection and Acceptance (CIA) designates a DRD personnelas memt)er of the Technical Working Group (TWO), thedesignation shall at all times be covered by appropriate LetterOrders. Accordingly, the des^nated personnel shall cease toperform his functions as personnel of the DRD, but shall insteadperform his task as member of the TWO for Post-qualification orTWO for Inspection and Acceptance;

3) The composition of the TWO for the conduct of Post-qualificationTest and the TWO for Inspection and Acceptance shall bemeticulously selected by the BAC or the CIA. The TWO shall beheaded by the most senior Police Commissioned Officer (PCO)who shall be appointed by the BAC in case of post-qualificationtest, or the CIA, in case of inspection and acceptance test;

4) The Chief of the concerned division of the end-user unit or othercompetent PCO from the same office shall be automaticallyselected as member of the TWO. To strengthen check andbalance, in no case shall a member of the TWO for post-qualificatbn be selected as member of the TWO for Inspection andAcceptance;

5) The post-qualification test and the conduct of inspection andacceptance test shall be based on the most recent standardspecifications issued by the NAPOLCOM or UESB for PNP variousequipment/devices and the number of sample items to be testedshall be clearly reflected in the bidding documents;

6) Additional technical requirements Imposed by the BAC may only beconsidered in the conduct of test if the same are properly reflectedIn the bidding documents or in its supptemental bid bulletin (SBB).Likewise, In case there is a need to conduct additional tests, whichare not included in the approved test parameters, the same maybe allowed only if the additional test parameters are properlyreflected In the bidding documents or in its SBB;

7) Administrative and operational expenses for the conduct of post-qualification and test and evaluation shall only be imposed uponthe supplier if the same were Included in the computation of theApproved Budget for the Contract and integrated In the preparationof the Project Procurement Management Plan. If such expenses

^Policy Guktotines in the Conduct of Test and EveluetionPSBOSOfO

were not considered therein, the same may be charged to theproceeds of the sale of the bid documents as indirect cost oradministrative cost allocated to the bidding activities, pursuant toGPPB Resolution No. 04-2012^;

8) Consistent with the "pass or fail criteria", non-compliance with theNAPOLCOM approve standard specifications during post-qualification test is a ground for post-disqualification;

9) If during the inspection and acceptance test the items delivered bythe supplier failed to pass any test and/or inspection or do notconform with the specifications, the same shall be subject to theprovision of Clause 16.4 of the General Conditions of the Contractof the Philippine Bidding Documents;

10) Samples submitted for post-qualification and test and evaluationshall not be considered part of the delivered items, unlessotherwise specifically provided in the bidding documents. Except incases where samples are considered part of the delivered items orwhen a Motion for Reconsideration is filed by the suppliers with theBAC or CIA, all samples submitted shall be returned to thesuppliers immediately after the termination of the post-qualificationor test and evaluation;

11) All the members of the TWG shall sign the result of the post-qualification test In case there are disagreements on the findingsof the TWG, the member who did not conform with thefindings/result is allowed not to sign the report provided that he willsubmit his written explanation, which shall be attached to thereport of the TWG; and

12) The report of the TWG on post-qualification shall be submitted tothe BAC; while the outcome of the Inspection and acceptance testshall be submitted by the TWG to the CIA, copy furnished TDRDand the end-user unit.

Test Proper:

I 1) Phase I - Visual/Dimensional/Technical Inspection/Test

a) Purpose: To determine the completeness and correctness ofthe equipment/devices under test based on the requirementsspecified by the Requesting Party (e.g. NAPOLCOM-approved specifications. The Revised Manual on inspection,other requirements indicated in the bidding documents, etc.).

b) Procedures: The visual and dimensional test shall include, butnot limited to the following:

Approving and Adopting the Guidelines on the Sale of Bidding DocumentsPB8e4ofe

b.1) Examine the equipment/devices on its completeness andconrectness based on the requirements sp^^ed by theRequesting Party (e.g. NAPOLCOM-approvedspecffications, The Revised Manual on Inspection, otherrequirements indicated in the bidding documents, etc.);

b.2) Presence and quantity of the required accessoriesand/or parts;

b.3) Value of measurements (volume, weight, length,distance, height, speed, etc.);

b.4) Correctness of color, if applicable;b.5) Presence of trademarks, serial number, model and its

workmanship;b.6) Expiration date, if any;b.7) Other applicable vteual and dimensional

evaluation specified in the specifications; andb.8) Record and tabulate the data gathered.

c) Standards:

C.1) The equ^ment/devices under test should be completeand correct based on the requirements specified by theRequesting Party (e.g. NAPOLCOM-approvedspecifications. The Revised Manual on Inspection, otherrequirements indicated in the bidding documents, etc.);

C.2) The presence of defects, dents, blisters, cracks, chippedor sharp comers or any other evidence of inferiorworkmanship shall be included in the report; and

C.3) The value df measurements shall be provided using thesame units as indicate in the approv^ specifications.

2) Phase 11 - Functional Test

a) Purpose: To determine whether the equipment/devices undertest is functioning based on its intended purpose.

b) Procedures:

b.1) The functional test shall be conducted In accordancewith the approved specifications and other requirementsindicated in the bidding documents, terms of reference,etc;

b.2) The functional test shall be conducted based on actualuse;

b.3) For equipment/devices requiring special technicalevaluation from other testing agencies (ike MetalsIndustry Research and Development Center of theDepartment of Science and Technology, PhilippineInstitute of Pure and Applied Chemistry, Philippine ArmyResearch and Development Center, etc., a written^uest shall be brought to the testing agency whichincidental expenses shall be borne by the proponerrt.

PageSofe

Result therein shall form part of the full test andevaluation report.

c) Standard: The equipment/devices under test should befunctioning based on its intended purpose:

3) Phase III - Durability Test

a) Purpose: To determine whether the equipment/devices undertest will not encounter any malfunction during mission criticaloperations.

b) Procedure: Whenever applicable or as specified in theapproved specifications, In the bidding documents, TOR. orsimilar documents, specific procedures for adverse conditionstest as stated In PNP MC 2014-056 may be employed orexcerpted to form part of the test and evaluation report

c) Standard: Must function properly based on approvedspecifications or as specified In the PNP MC 2014-056.

7. RESCISSION;

All other test procedures, guidelines or standard operating procedurescontrary to or inconsistent with the provisions of this MC are hereby rescinded,modified or amended accordingly.

8. EFFECTIVITY:

This MC shall take effect after 15 days from filing a copy thereof at the UPLaw Center in consonance with Section 3, Chapter 2, Book VII of Executive Order292 otherwise known as the "Revised Administrative Code of 1987," as amended.

RONA^Police Dire

Chief. PNP

A ROSA

eneral

Distribution:

Command GroupD - Staff

P - Staff

Dirs, NSUs

CPNP Ltia te soG//o;»

S067702

Page 6 of 6

Republic of the PhilippinesNATIONAL POLICE COMMISSION

NATIONAL HEADQUARTERS, PhiLIPPINE NATIONAL POLICEDIRECTORATE FOR RESEARCH AND DEVELOPMENT

Camp Crame, Quezon City

MEMORANDUM

FOR

THRU

FROM ISUBJECT

DATE '

0. PNP

TOGA

TADCO

D, LS

TDRD

^TACDS^

1 0 NOV 201

016

me

DATE

APPROVED/MSAPPROVEB

Proposed Policy/Guidelines in the Conduct of Test for PNPVarious Equipment/Devices

NOV _ 3 201K

1. References:

a. PNP Memorandum Circular No. 2015-015 entitled "Policy Guidelines inthe Conduct of Test and Evaluation" (Tab "A"); and

b. Memorandum from Chief, Weapons. Transportation, andCommunications Division (WTCD) with subject "After deliberationReport" dated October 5, 2016 (Tab "B").

2. A consultative meeting was held with Divisions and Section Chiefs of thisDirectorate to deliberate the proposed Policy/Guidelines in the Conduct of Test forPNP Various Equipment/Devices.

I

3. Said guidelines will address the lack of test parameters for variousequipment which are included in the list for procurement.

4. In this regard, respectfully recommend approval and signature on theattached PNP Memorandum Circulars for the proposed Policy/Guidelines in theConduct of Test for PNP Various Equipment/Devices.

odNGRENE

Police Director

^ OCPNPhi)« 16 P3828A3

OTCOS ri-« Hii

T11547D

wov I 0 2016

Republic of the PhilippinesNATIONAL POLICE COMMISSION

NATIONAL HEADQUARTERS, PHILIPPINE NATIONAL POLICE

DIRECTORATE FOR RESEARCH AND DEVELOPMENT

Camp Crome, Quezon City

MEMORANDUM

FOR

THRU

FROM

TDRD

Acting CORD

Ex-O

C, WTCD

/t)/m

SUBJECT : After Deliberation Report

DATE October 5, 2016

1. References:

a. HWI of TDRD to Ex-O which states:

" To: Ex-O

Let's conduct an inventory of equipment w/c lacks orneeds Immediate test para so that we can prioritize these, ty.

b. HWI of Ex-O to C, WTCD which states:TDRD"; and

" To: C. WTCD

For priority action. TD: 23 Sept 16.

Ex-O.

2. Above reference pertains to the availability of test parameters for priorityequipment to avoid delay in procurement.

3. In this connection, the Communication Section of this Division has initiated todraft a set of test parameters that will cover various equipment including but not limitedto general purpose/common use. specialized and proprietary equipment.

4. A copy of the draft was given to the attendees for perusal two days prior tothe scheduled deliberation.

5. Said conference was held on October 5, 2016 (Wednesday), 9:00 A.M. at theDRD Conference Room, Ground Floor NHQ Building, Camp Crame, Quezon City.

6. It was attended by PCSUPT ROMULO A ESTEBAN, Ex-O, DRD, OIC, RDCand the different Section Chiefs of this Directorate.

7. The proposed test parameters for various equipment were presented byPSINSP VIRGILIO S DOMONDON JR, C, Communications Section, WTCD, DRD.

Deliberation on the Proposed Test Parameters for Various items and Equipment held at theDRD Conference Room, Camp Crame, Quezon City on October 5, 2016, 9:00 A.M.

8. After a lengthy discussion, the following recommendations were brought up:

a. Under Situation, replace the phrase "to cope up" to "In accordance":

b. Under Purpose para 0., place "gear" after "personnel protective";

0. Under Definition of Terms para b., include "Procurement of goods of

proprietary in nature which can be obtained only from a proprietary

source, ie. When patents, trade secrets and copyrights prohibited others

from manufacturing the same item"; and

d. Under Guidelines:

1) delete para a.;

2) delete para 11); and

3) in para 12), add the phrase "if the PNP deemed necessary."

9. PSUPT GEORGE B BAUTISTA, C,Plans & Program, DRD, suggested thatthere should be a provision pertaining to the conduct of test on equipment which arealready in the custody of the PNP. Said provision aims to test the integrity of theequipment just like in the case of the bulletproof vest. However, it was decided to drafta separate memorandum circular for this purpose.

10. The deliberation for the proposed test parameters for various items andequipment was adjourned at 11:20 A.M. same date.

11. For information.

GALE

/Police Senior Superintendent

^ A