Republic of the Philippines

National Police Commission

PHILIPPINE NATIONAL POLICE
DIRECTORATE FOR LOGISTICS
Camp Crame, Quezon City

COMPENDIUM
OF
LOGISTICS POLICIES
VOLUME II

Approved from
July 2017 – June 2019
 Republic of the Philippines
DEPARTMENT OF THE INTERIOR AND LOCAL GOVERNMENT
DILG-NAPOLCOM Center, EDSA corner Quezon Avenue, West Triangle, Quezon City
http://www.dilg.gov.ph

MESSAGE
It is with delight that I commend the Philippine National Police (PNP) for the successful
publication of your Compendium of Logistics Policies Volume II.

The development of this compendium provides clear and comprehensive guidelines

and policies to all police personnel for the proper management of EOD/K9 personnel
and PNP canines, firearms and ammunition, real estate, and infrastructure and
facilities. This publication serves as a reference of police personnel in the effective
and efficient management of government properties geared towards capable, credible
and transparent public service.

At a time when the administration is strengthening its banner programs for lasting
peace and crime-free communities, the responsibility of making sure President
Rodrigo Roa Duterte’s campaign promises comes to fruition rests heavily on the PNP.
Thus, it becomes critical for the watchmen of public order, safety and security to
immediately take action in addressing the demands pressing on the organization
without sacrificing transparency in the process.

I take pride in saying that the PNP has not been remiss in providing its personnel with
the necessary tools and competencies to take on President Rodrigo Duterte’s
challenge to rid the country of illegal drugs, criminality, insurgency, violent extremism,
and even rogue cops in its own ranks.

We at DILG remain committed supporting the projects and programs of the PNP and
will continue to provide the necessary guidance and assistance for our police officers.

Together, let us work hand-in-hand to bolster professional and cutting-edge logistics

services for the betterment of the PNP’s service to the Filipino people. May you
continue to be true to your mandate in serving and protecting the country’s citizenry.

Congratulations for a job well done!

EDUARDO M. AÑO
Secretary

i
 Republic of the Philippines
NATIONAL POLICE COMMISSION
NATIONAL HEADQUARTERS, PHILIPPINE NATIONAL POLICE
OFFICE OF THE CHIEF, PNP
Camp BGen Rafael T. Crame, Quezon City

MESSAGE

Growth and development in a complex

organization like the Philippine National Police is
inevitable. Every unit/office must adopt to the fast
changing environment in order to realize the
organization’s mandate – to serve and protect.

Along this line, the Directorate for Logistics

has crafted the Logistics Compendium (Volume II)
which is a testament that the logistics arm of the
PNP is progressing amidst various challenges.
This significant effort will contribute immensely to
the improvement of logistics services in the PNP,
consistent with the existing laws, rules and
regulations, and related policies concerning logistics management.

This Logistics Compendium (Volume II) will serve as light on the path of all
logistics personnel in the organization in order to be more efficient and effective in the
procurement of various equipment, in the construction of standard police stations and
facilities, and in other logistics programs to support different police operations
nationwide.

I therefore congratulate the Directorate for Logistics for ‘going the extra mile’ on
this endeavor. Continue to pursue excellence and competence in advancing various
logistics services for the betterment of the organization.

OSCAR D ALBAYALDE
Police General
Chief, PNP

ii
 Republic of the Philippines
NATIONAL POLICE COMMISSION
NATIONAL HEADQUARTERS, PHILIPPINE NATIONAL POLICE
DIRECT OR AT E FOR LOGIST ICS
Camp BGen Rafael T Crame, Quezon City

FOREWORD

I take pleasure to write the foreword for the

second volume of Compendium of Logistics
Policies. The first volume was crafted in 2017 to
update the 2010 edition due to various
developments on logistics.

The second volume was formulated to address

recent issues and concerns on logistics due to
changing environment. It aims to provide
comprehensive guidelines for all logistics
personnel to effectively implement various
logistics programs as anchored with the PNP
Program Thrusts. This will serve as a potent tool
to help all logistics personnel to be better steward of PNP resources.

For easy referencing, the policies incorporated in this volume are being arranged and
divided corresponding to the major functions of the Directorate where such policies
belonged, namely: General Administration; Procurement Management; Supply
Management; Real Estate Management; and Infrastructure and Facilities
Management.

With this, I enjoin all PNP logisticians to be guided with this Compendium. Let us work
our best to carry out our functions excellently and professionally.

EDWIN C ROQUE
Police Major General
The Director for Logistics

iii
 Republic of the Philippines
NATIONAL POLICE COMMISSION
NATIONAL HEADQUARTERS, PHILIPPINE NATIONAL POLICE
DIRECT OR AT E FOR LOGIST ICS
Camp BGen Rafael T Crame, Quezon City

ACKNOWLEDGEMENT
The Directorate for Logistics acknowledges the collective efforts of DL
personnel who diligently labored for the successful publication of the Compendium of
Logistics Policies Volume II.

Sincere recognition is also extended to the Chairman, Vice-Chairman,

Members and Secretariat of the different Technical Working Groups (TWGs) that
patiently held numerous meetings and conferences in order to carefully and
meticulously draft, formulate and review the policies that were approved by the CPNP
that ultimately became the substance of this compendium.

Lastly, the highest acknowledgement is given to the members of the DL

Command Group and Division Chiefs who provided direction and guidance for the
accomplishment of this endeavor.

EDWIN C ROQUE
Police Major General
The Director for Logistics

iv
Compendium of Logistics Policies (July 2017 to June 2019)

TABLE OF CONTENTS
Page
MESSAGE OF THE SILG i

MESSAGE OF THE CPNP ii

FOREWORD iii

ACKNOWLEDGEMENT iv

GENERAL ADMINISTRATION 1

Memorandum Circular No. 2018-045 2

Comprehensive Logistics Eligibility and Placement Policy
November 26, 2018

Memorandum Circular No. 2017-069 29

Policies in the Recruitment, Eligibility, and Function of PNP-
EOD/K9 Personnel and Guidelines in the Administration,
Management, Utilization, and Disposal of PNP Canines
November 8, 2017

SUPPLY MANAGEMENT 118

Memorandum Circular No 2019-018 119

Guidelines and Procedures in the Issuance of Ammunition Basic
Load
May 14, 2019

Memorandum Circular No. 2019-012 127

Guidelines and Procedures in the Disposition of Captured,
Confiscated, Surrendered, Deposited, Abandoned, and Forfeited
(CCSDAF) Firearms and Ammunition
March 5, 2019

Memorandum Circular No. 2018-033 154

Policy on the Permanent Issuance of Handgun
August 22, 2018

Memorandum Circular No. 2017-073 173

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

Memorandum Circular No. 2017-070 209

Guidelines and Procedures in the Management of PNP
Warehouse
November 18, 2017
v
Compendium of Logistics Policies (July 2017 to June 2019)

REAL ESTATE MANAGEMENT 235

Memorandum Circular No. 2019-003 236

Revised Guidelines and Procedures on the Lease of PNP-
Owned, Occupied and Managed Lots, Buildings, and Spaces
January 24, 2019

INFRASTRUCTURE AND FACILITIES MANAGEMENT 253

Memorandum Circular No. 2018-044 254

Guidelines and Procedures for the Issuance of Certificate of
Completion and Certificate of Acceptance for Newly-Constructed
Infrastructure Projects of the Philippine National Police
November 16, 2018

Memorandum Circular No. 2018-003 283

Policy and Guidelines on Water and Electricity Conservation
Program of the PNP
January 23, 2018

COMPOSITION OF TECHNICAL WORKING GROUPS 296

vi
 GENERAL ADMINISTRATION

Memorandum Circular No. 2018-045

Comprehensive Logistics Eligibility and Placement Policy
November 26, 2018

Memorandum Circular No. 2017-069

Policies in the Recruitment, Eligibility, and Function of PNP-
EOD/K9 Personnel and Guidelines in the Administration,
Management, Utilization, and Disposal of PNP Canines
November 8, 2017

COMPREHENSIVE LOGISTICS ELIGIBILITY AND PLACEMENT POLICY Page 1

 Republic of the Philippines
NATIONAL POLICE COMMISSION
NATIONAL HEADQUARTERS, PHILIPPINE NATIONAL POLICE
OFFICE OF THE CHIEF, PNP
Camp BGen Rafael T Crame, Quezon City

November 26, 2018

PNP MEMORANDUM CIRCULAR

NO.: 2018-045

COMPREHENSIVE LOGISTICS ELIGIBILITY AND PLACEMENT POLICY

1. REFERENCES:

a. PNP Memorandum Circular Number 2017-044 dated July 12, 2017

entitled: Revised Logistics Eligibility and Placement Policy;
b. PNP Memorandum Circular No. 2014-048 dated October 22, 2014
entitled: Policies and Procedures Governing the Placement Interview for
Applicants to Third Level Positions;
c. PNP Memorandum Circular Number 2010-020 dated October 14, 2010
entitled: Professionalization of PNP Logistics Management System;
d. Memorandum Circular Number 2005-02 dated August 13, 2008 entitled:
PNP Logistics Eligibility List; and
e. Section 13 (c) Rule IV, Civil Service Commission Memorandum Circular
No. 24, s. 2017 with Subject: 2017 Omnibus Rules on Appointments and
Other Human Resource Actions.

2. RATIONALE:

This PNP Memorandum Circular (PNP MC) provides the guidelines and
policies on the qualification for selection and designation or placement of PNP
personnel in the logistics family including the procedures and manner in granting
logistics eligibility to PNP personnel.

3. SITUATION:

The PNP logistics management system adheres to the principle of placing the
right person to the right job. Personnel assigned within the logistics family must be
aware of the procedures and processes in managing the logistics cycle to better
plan, utilize, and preserve PNP properties. Hence, the establishment and
maintenance of the PNP Logistics Eligibility List (PNPLEL) is vital. Assignment of
personnel in the PNP logistics offices/units shall be governed by an efficient
placement policy.

4. PURPOSE:

This MC shall serve the following purposes:

a. Prescribe the procedures and manner in granting logistics eligibility to PNP

personnel;

COMPREHENSIVE LOGISTICS ELIGIBILITY AND PLACEMENT POLICY Page 2

 b. Provide guidelines and policies on the qualification for selection,
designation or placement of PNP personnel in the logistics family;
c. Provide guidelines for unit commanders in the selection of logistics officers
in their respective offices; and
d. Provide guidelines and policies in the placement as well as removal and/or
grounds for the nullification in the designation of Supply Accountable
Officers.

5. DEFINITION OF TERMS:

a. Basic Logistics Course - refers to a specialized logistics course conducted

by the Logistics Plans and Programs Division (LPPD), Directorate for
Logistics (DL) in coordination with the PNP Training Service (PNPTS) and
the Directorate for Human Resource and Doctrine Development (DHRDD)
for Police Non-Commissioned Officers (PNCOs) and Non-Uniformed
Personnel (NUP) which aims to develop and enhance the skills on various
logistics operations of aspiring Supply Officers or those who are willing to
perform other logistics related functions.

b. Designating Authority - refers to the Chief, PNP; Regional Directors (RD),

Police Regional Offices (PROs); Directors, National Support Units (NSUs);
and other PNP officers who has authority to designate personnel in their
respective jurisdictions in accordance with the procedures and
requirements of this MC.

c. Designation - refers to the assignment, which is covered by appropriate

office orders, of additional specific duties and responsibilities as defined in
the designated position, to be performed by a public official that can be
terminated on the grounds of incompetence/disqualification of the
designated personnel or the abolition/deactivation of the designated
position.

d. Eligibility - refers to the qualification granted to PNP uniformed and non-

uniformed personnel, for him/her to be assigned to a position in the PNP
logistics family on the basis of acquired training, experience and
competence.

e. Eligible – refers to those who are in the PNP Logistics Eligibility List (LEL)
and is qualified to be designated in any position in a logistics office/unit as
provided in this MC.

f. Logistics Office — refers to the Directorate for Logistics (DL); Regional

Logistics, Research and Development Division (RLRDD); District Logistics
Offices for NCRPO and the Logistics Division or Logistics
Section/Logistics Management Section of NSUs to include other offices
performing logistics-related functions such as the Logistics Support
Service (LSS), Engineering Service (ES) and Headquarters Support
Service (HSS).

g. Logistics Officer - refers to the Chief, RLRDD; Chief, Logistics Division and
Chief, Logistics Section/Logistics Management Section of NSUs and other
heads of logistics offices/units of the PNP.
COMPREHENSIVE LOGISTICS ELIGIBILITY AND PLACEMENT POLICY Page 3
 h. Logistics Evaluation and Screening Board (LESB) - refers to the body
which confers the logistics eligibility to PNP personnel in Categories Il to VI
and vested with the primary responsibility to evaluate the competency of
applicants occupying entry position for PSSUPT with regard to logistics
management.

i. Logistics Management Course (LMC) – refers to a specialized logistics

course conducted by LPPD, DL in coordination with the PNPTS and the
DHRDD for Police Commissioned Officers (PCOs) and NUP in supervisory
position which aims to develop competencies, skills and values of the
participants in logistics management in order to enhance the quality of
logistics services in the PNP.

j. LMC Equivalent Courses – refer to equivalent AFP Logistics

Courses/Seminars or other diploma courses on logistics from recognized
colleges and universities locally or abroad as evaluated by the LESB.

k. Logistics Steering Committee (LSC) - refers to the body at the National

Headquarters which provides the strategic level direction of the PNP
logistics operation and coordination among units and personnel in the PNP
logistics system. The body also determines the pool of Senior Officers who
are logistics eligible for the positions in Category I.

l. Maximum Tenure – refers to the allowable number of years, continuous or

cumulative, that a PCO may hold in a particular position in the logistics
family.

m. PNP Logistics Eligibility List (PNPLEL) - refers to the roster of PNP

personnel who possesses the required training, experience and
competence to qualify them in their assignments in the PNP logistics
family.

n. PNP Logistics Family – refers to all PNP units/personnel performing

logistics functions. For purposes of this MC, assignment at the Directorate
for Logistics (DL); Logistics Support Service (LSS); Engineering Service
(ES); Headquarters Support Service (HSS); Logistics Offices of other
National Support Units; Police Regional Offices; NCRPO Districts, its City
Police Stations and its Numbered Police Stations; Regional Mobile Force
Battalions (RMFBs), Police Provincial Offices (PPOs), City Police Offices
(CPOs), and its Numbered Police Stations; Component City Police
Stations (CPS) and Municipal Police Stations (MPS), and all Supply
Accountable Officers (SAOs) are considered part of the PNP logistics
family.

o. Plans and Programs Section (PPS) – refers to the Section under the
Logistics Plans and Programs Division (LPPD) of the Directorate for
Logistics (DL) whose functions include planning, supervision and
monitoring of logistics training and education in coordination with DHRDD
and the PNP Training Service.

p. Qualification Standard - refers to the basic qualifications of PNP personnel

in order to be considered for assignment in the PNP logistics family.

COMPREHENSIVE LOGISTICS ELIGIBILITY AND PLACEMENT POLICY Page 4

 q. Responsible Supply PNCO (RSPNCO) – refers to the designation of any
eligible PNCO as approved by the unit head who assists the Supply
Accountable Officer in performing functions for property custodianship.

r. Supply Accountable Officer (SAO) – refers to the designation of any

eligible NUP with Administrative Officer position/title whose duties permit
the possession or custody of government property and is required by law
to render account to the Commission on Audit.

6. GUIDELINES:

a. Procedures:

1) Creation/Activation/Updating of the Logistics Steering Committee,

Logistics Evaluation and Screening Board, NSUs and PROs Screening
Boards.

a) Logistics Steering Committee (LSC)

a.1) Composition:

Director, DL - Chairman
Director, LSS - Vice Chairman
Director, ES - Member
Director, HSS - Member

a.2) Function:

Primarily responsible for the determination of the pool of

Senior Officers who are logistics eligible for the positions in
Category l and submits list of qualified officers to SOPPB.

a.3) Composition of LSC Secretariat:

C, LPPD, DL - Head Secretariat

C, PPS, LPPD - Assistant Head Secretariat
NUP/PNCO, PPS, LPPD - Secretariat

a.4) Function of LSC Secretariat:

a.4.1) Provides secretariat support to the LSC.

b) NHQ Logistics Evaluation and Screening Board (LESB)

b.1) Composition:
Deputy Director, DL - Chairman
Executive Officer, DL - Vice Chairman
Deputy Director, LSS - Member
Deputy Director, ES - Member
DDA, HSS - Member
C, SMD - Member
C, LPPD - Member

COMPREHENSIVE LOGISTICS ELIGIBILITY AND PLACEMENT POLICY Page 5

 C, IFMD - Member
C, LRMD - Member
C, REMD - Member
C, BACSD - Member
SAO PNP Wide - Member (for SAO positions only)

b.2) Functions:

b.2.1) Primarily responsible for the evaluation of the

competency of applicants occupying entry position for
PSSUPT with regard to logistics management;
b.2.2) Provides the pool of logistics eligible personnel for
positions in Categories Il – VI and SAOs;
b.2.3) Confers logistics eligibility to those PNP personnel who
have undergone LMC equivalent courses in Category Il
to VI;
b.2.4) Deliberates and recommends to TDL the selection and
designation of Chief, Regional Logistics, Research and
Development Division (RLRDD); Chief, Regional
Headquarters Support Group (C, RHSG) of PROs; and
other PSSUPT entry positions under Logistics
Competency for endorsement to appropriate authority;
b.2.5) Recommends to TDL the relief, transfer and removal of
any PNP personnel in the logistics family who is not
eligible for the said position or whose designation
violates this MC;
b.2.6) Prepares, maintains and updates the PNPLEL;
b.2.7) Ensures that the qualification standard and criteria set
forth in this MC are being applied;
b.2.8) Recommends the inclusion of PNP personnel from the
logistics family on local or foreign training/schooling
related to logistics; and
b.2.9) Reviews the tenure of office of logistics officers
assigned in the logistics family and recommends for the
relief of those who have reached the maximum tenure
of office.

c) NHQ Logistics Evaluation and Screening Board (LESB) Secretariat

c.1) Composition:

Chief, Admin Section, DL - Head Secretariat

Chief, PPS, LPPD, DL - Assistant Head Secretariat
NUP/PNCO, Admin Section, DL - Secretariat
NUP/PNCO, PPS, LPPD - Secretariat

c.2) Functions:

c.1.a) Maintains and constantly updates records of PNPLEL; and

c.1.b) Provides secretariat support to the LESB.

COMPREHENSIVE LOGISTICS ELIGIBILITY AND PLACEMENT POLICY Page 6

 d) NSU Logistics Evaluation and Screening Board

For the Logistics Support Service (LSS), Headquarters Support

Service (HSS) and Engineering Service (ES), and other NSUs, the
selection and placement of their respective Logistics Assistant
Division Chiefs, Logistics Section Chiefs and SAO shall be
composed of the following:

Deputy Director/DDA - Chairman

Chief of Staff - Vice Chairman
All Division Chiefs - Members
SAO PNP Wide - Member (for SAO positions only)
Logistics Officer - Head Secretariat

e) PRO Logistics Evaluation and Screening Board

For PROs, the Board for the selection and placement of their
respective Deputy Chief, RLRDD; Deputy Chief, RHSG; RSAO;
PSAO; CSAO; and Logistics Officers of PPOs and CPOs shall be
composed of the following:

DRDA - Chairman
RCDS - Vice Chairman
All Regional Division Chiefs - Members
RSAO - Member
(for PSAO/CSAO positions only)
C, RLD - Head Secretariat

f) Functions of the NSU/PRO Logistics Evaluation and Screening

Board:

f.1) Maintain and updates PNP LEL of personnel in their

respective Units/Offices;
f.2) Deliberates and recommends for concurrence of the
Director the selection and designation of the Chief Assistant
Chief, Logistics Officer/Deputy Chief, Regional Logistics,
Research and Development Division (RLRDD); Deputy Chief,
Regional Headquarters Support Group (C, RHSG) of PROs;
and SAO prior endorsement for approval of TDL;
f.3) Recommends to TDL the relief and transfer of any PNP
personnel in the logistics family who is not eligible for the said
position or whose designation violates this MC;
f.4) Ensures that the qualification standard and criteria set forth in
this MC are being applied;
f.5) Recommends the inclusion of PNP personnel from the
logistics family on local or foreign training/schooling related to
logistics; and
f.6) Periodically submits to the NHQ LESB list of personnel
who have reached the maximum tenure of office.

COMPREHENSIVE LOGISTICS ELIGIBILITY AND PLACEMENT POLICY Page 7

 2) The PNP Logistics Eligibility List (PNPLEL):

a) Procedures for Inclusion in the PNPLEL:

a.1) For Courses Conducted by DL (See Annex “A” – Flowchart for

Inclusion in the PNPLEL):

a.1.1) Upon culmination of the course (LMC/BLC), DL shall

request for the issuance of orders for inclusion of the
graduates in the PNP Logistics Eligibility List (PNP
LEL) with the Declaration of Graduates as attachment;
and
a.1.2) Upon publication of the Orders, LPPD, DL shall update
the PNP LEL Database and furnish copies to the
concerned PNP personnel thru their respective units.

a.2) For Courses/Trainings not Conducted by the PNP (See Annex

“B” - Flowchart for Inclusion in the PNPLEL):

a.2.1) The concerned personnel shall submit a request duly

endorsed by his/her Office/Unit Director to TDL for
his/her inclusion in the PNP LEL with the following
requirements:
a.2.1.1) Program of Instruction (POI) of the Course/
Training;
a.2.1.2) Authenticated Copy of Certificate of
Completion; and
a.2.1.3) Declaration of Graduates and Order of Merit or
TOR if applicable.
a.2.2) Upon receipt of request, the LESB shall convene to
deliberate the said request;
a.2.3) If the LESB approves the request, the LESB
Secretariat shall prepare the LESB Resolution to be
signed by the Chairman, Vice Chairman and the
Members and for approval of TDL; and
a.2.4) DL shall request for the issuance of orders for
inclusion of the subject personnel in the PNP Logistics
Eligibility List (PNP LEL) with the LESB Resolution as
attachment.
a.3) Upon publication of the Orders, LPPD, DL shall update the
PNP LEL Database and furnish a copy to the concerned PNP
personnel thru his/her office/unit;
a.4) If the LESB disapproves the request, the LESB Secretariat
shall prepare the LESB Resolution to be signed by the
Chairman, Vice Chairman and the Members and for approval
of TDL; and
a.5) The Secretariat shall inform the concerned personnel of the
result of the deliberation indicating therein the reason/s of the
disapproval of his/her request.
b) Grounds for Exclusion and/or Removal from the PNPLEL:
The PNP Logistics Eligibility Board shall drop the name of any
personnel from the Logistics Eligibility List for committing acts or
COMPREHENSIVE LOGISTICS ELIGIBILITY AND PLACEMENT POLICY Page 8
 causes detrimental to the interest of the PNP as determined by the
Board upon adjudication.

b.1) Procedures for Exclusion and/or Removal from the

PNPLEL (See Annex “C” – Flowchart for Exclusion and/or Removal
from the PNPLEL):

b.1.1) Complaint/Request for the exclusion/removal of

logistics eligible personnel from the PNP LEL shall be
submitted to the LESB Secretariat of the respective
office/unit where the concerned personnel is assigned;
b.1.2) The office/unit LESB Secretariat shall then schedule the
convening of the LESB for the deliberation and/or
adjudication on the complaint against the personnel
subject for removal/exclusion. If situation requires, the
concerned personnel may also be invited to attend the
deliberation/adjudication;
b.1.3) After the LESB deliberation/adjudication, the
Secretariat prepares the Resolution to be signed by the
Board and for concurrence of the Director/Unit Head;
b.1.4) The LESB Secretariat endorses the Resolution to the
NHQ LESB for approval of TDL;
b.1.5) TDL thru the NHQ LESB shall request for the
nullification of the PNPLEL of the subject personnel to
TDPRM with the LESB Resolution as attachment;
b.1.6) Upon publication of the Nullification Orders, LPPD,
DL shall update the PNP LEL Database and furnish a
copy to the concerned PNP personnel thru his/her
office/unit; and
b.1.7) Any personnel excluded/removed from the PNPLEL
may apply for re-inclusion/restoration in the PNPLEL
five years after, reckoned from the effectivity date of
his/her removal, following the standard procedure for
the inclusion in the PNPLEL.

3) Categories in the PNP Logistics Positions:

a) There shall be Six regular categories and a reserve category with

the description and criteria for listing in each category:

REQUIRED TRAINING & RANK

CATEGORY POSITION
EXPERIENCE REQUIREMENT

Category I  Director for 1. Graduate of Logistics As prescribed by

Logistics Management Course or its SOPPB
 Dep Dir, DL equivalent;
 Ex-O, DL 2. Preferably with one year
 Director, LSS experience in Category II
 Director, ES (Deputy Director, LSS for
 Director, HSS Director LSS; Deputy
Director, ES for Director,
ES; Deputy Director for
Admin, HSS for Director,
HSS);
COMPREHENSIVE LOGISTICS ELIGIBILITY AND PLACEMENT POLICY Page 9
 3. At least two years
accumulated assignment in
the Logistics family; and
4. Preferably Licensed
Engineer or Architect for D,
ES.

Category II  Dep Dir, LSS 1. Graduate of Logistics As prescribed by

 CS, LSS Management Course or its SOPPB
 Dep Dir, ES equivalent;
 CS, ES 2. Preferably with one year
 DDA, HSS experience in Category III;
 DDO, HSS 3. At least one year
 CS, HSS accumulated assignment in
the Logistics family; and
4. Preferably Licensed
Engineer or Architect for DD
and CS of ES.
Category III  Division Chiefs 1. Graduate of Logistics As prescribed by
of DL, LSS, ES, Management Course or its SOPPB
HSS equivalent;
 C, RLRDD; 2. For C, RHSG, graduate of
 C, RHSG of LMC or seminars on
PROs and procurement and facility
Regional security/management or
Engineer, other seminars/courses
RPMU related to the above shall be
considered;
3. At least six months
experience in Category IV
except for C, RHSG;
4. At least six months
accumulated assignment in
the Logistics family except
for C, RHSG;
5. C, LRMD, DL must be a
graduate of Comptrollership
Officer’s Course (COC); and
6. Licensed Engineer or
Architect for ES.
Category IV  Assistant 1. Graduate of Logistics As prescribed by
Division Chiefs Management Course or its PNP Staffing
of DL, LSS, ES equivalent; Pattern
and HSS 2. For Deputy Chief, RHSG,
 Deputy Chief, graduate of LMC or
RLRDDs seminars on procurement
 Deputy Chief, and facility security/
RHSG management or other
seminars/courses related to
the above shall be
considered;

COMPREHENSIVE LOGISTICS ELIGIBILITY AND PLACEMENT POLICY Page 10

 3. At least six months of
continuous or accumulated
assignment in any Logistics
Office except for AC, RHSG;
and
4. Licensed Engineer or
Architect for ES.
Category V  Logistics 1. Graduate of Logistics As prescribed by
Officer, NSUs Management Course or its PNP Staffing
 Section Chiefs equivalent; Pattern
of DL, LSS, ES 2. At least six months
and HSS accumulated assignment in
 Logistics the Logistics family; and
Officers of 3. Licensed Engineer or
PPOs and Architect for ES.
NCRPO
Districts
Category VI  Supply PNCOs 1. Graduate of Basic Logistics As prescribed by
Course or its equivalent; and PNP Staffing
2. At least six months Pattern
accumulated assignment in
the Logistics family.

b) Reserve Category:

Includes PNP personnel in the active service who are not

designated to logistics positions nor assigned in the PNP logistics
family but are included in the PNPLEL. In case of vacancy, they are
eligible to any logistics positions.

c) Categories in the PNP Logistics Positions for Supply Accountable

Officers:

For purposes of institutionalizing merit and fitness in the

designation of Supply Accountable Officers, following positional
category with corresponding qualification standards are hereby
established:

SALARY GRADE PREFERRED

CATEGORY POSITION
REQUIREMENT QUALIFICATION
I SAO PNP Wide SG 22/24 or based on the 1. Logistics Management
PNP Staffing Pattern duly Course or its
approved by DBM equivalent; and
2. At least four years as
SAO, NSU or RSAO,
PRO.
II SAO, NSU SG 10 to SG 18 1. Basic Logistics Course
RSAO, PRO or based on the PNP or its equivalent; and
DSAO, NCRPO Staffing Pattern duly 2. At least two years
assigned in the
approved by DBM
logistics family.

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 III Asst. DSAO SG 10 to SG 14 or based 1. Basic Logistics Course
Asst. SAO, NSU on the PNP Staffing or its equivalent; and
Asst. SAO, PRO Pattern duly approved by 2. At least one year
PSAO, PPO DBM accumulated
CSAO, CPO assignment in the
logistics family.

4) Procedures in the Placement and/or Removal of Logistics Officers:

a) Procedures in the Placement of Logistics Officers:

a.1) Positions in Categories I and II:

a.1.1) The LSC may recommend at least three names of

eligible officers for positions in Categories I and II to
SOPPB for deliberation to be submitted for
consideration of the C, PNP.

a.2) Positions in Category III:

a.2.1) For position as Division Chief of DL, it shall be by

individual application to be assessed by the LESB and
approved by TDL;
a.2.2) For positions as C, RLRDD and C, RHSG of PROs,
the RD shall designate an OIC for concurrence of TDL;
and
a.2.3) Any complaint, appeal or any form of grievance
related to placement of logistics officers in Category III
shall be deliberated and resolved by the LESB.

a.3) Positions in Categories IV, V and VI:

a.3.1) Any PCO who has been designated as Chief, Logistics

Section/Logistics Management Section for an
accumulated period of two years and possesses the
mandatory minimum qualifications shall be eligible as
Assistant Chief, Logistics Division in any functional
services of the Directorate for Logistics;
a.3.2) Any PNCO who has served in the PNP Logistics
Family for an accumulated period of at least two years
and whose name is currently included in the PNP
Logistics Eligibility List may be designated to the
position of RSPNCO of the Directorial Staff, NSUs,
PROs, PPOs/CPOs and City/Municipal Police Stations;
a.3.3) Concerned Director/Chief of Office can immediately
issue the corresponding designation orders to logistics
eligible personnel for the position, or shall request the
LESB a list of eligible officers to fill up the vacancy; and
a.3.4) Any complaint, appeal or any form of grievance
related to placement of logistics officers in Category IV -
VI shall be deliberated and resolved by the Board.

COMPREHENSIVE LOGISTICS ELIGIBILITY AND PLACEMENT POLICY Page 12

 b) Grounds for the Nullification and/or Removal of Logistics Officers:

b.1) Committed grave misconduct as defined under the PNP Rules

and Regulations and Code of Conduct and Ethical Standards;
b.2) Convicted in criminal offense resulting in the suspension of
concerned personnel; and
b.3) Committed acts or causes detrimental to the interest of the
PNP as determined by the Board upon adjudication.

c) Procedures for the Nullification and/or Removal of Logistics Officers

(See Annex “D” – Flowchart for Nullification and/or Removal of Logistics
Officer):

c.1) Complaint for the removal of any logistics Officer shall be

submitted to the LESB Secretariat of the respective office/unit
of the concerned personnel;
c.2) The office/unit LESB Secretariat shall then schedule the
convening of the LESB for the deliberation and/or adjudication
on the complaint against the personnel subject for removal
from his/her position. If situation requires, the concerned
personnel may also be invited to attend the
deliberation/adjudication;
c.3) The LESB conducts deliberation to decide on the merit of the
complaint based on facts;
c.4) If the LESB finds reasonable grounds for the nullification/
removal of the logistics officer, the Secretariat prepares the
Resolution to be signed by the Board and for concurrence of
the Director/Unit Head; and
c.5) For the positions of C, RLRDD and C, RHSG, the concerned
PRO LESB shall endorse the Resolution to the NHQ LESB for
concurrence of TDL.

5) Procedures in the Placement and/or Removal of SAOs:

a) Procedures in the Placement of SAOs:

a.1) Supply Accountable Officer, PNP Wide (SAO, PNP Wide):

(See Annex “E” – Flowchart for the Placement of SAO, PNP Wide)

a.1.1) Vacancy for SAO, PNP Wide position shall be open

for NUP with plantilla position as Supply Officer
4/Supervising Administrative Officer (SG 22), Supply
Officer 5/Chief Administrative Officer (SG 24) or based
on the PNP Staffing Pattern duly approved by DBM);
a.1.2) Applicants shall submit their application folders to the
NHQ Logistics Evaluation and Screening Board (NHQ
LESB) Secretariat for evaluation (See Annex “J” -
Requirements);
a.1.3) Upon evaluation, the Secretariat shall include the
qualified applicants in the list for deliberation while
those who do not meet the requirements will be
informed accordingly;

COMPREHENSIVE LOGISTICS ELIGIBILITY AND PLACEMENT POLICY Page 13

 a.1.4) The Secretariat schedules the LESB deliberation of
applicants;
a.1.5) The NHQ LESB conducts the deliberation of applicants
to determine their fitness, merit and qualifications;
a.1.6) Once the NHQ LESB has chosen the most qualified
applicant, the LESB Secretariat shall prepare the LESB
Resolution to be signed by the Board and for approval
of TDL;
a.1.7) TDL shall endorse to TDPRM the application folder of
the successful applicant for the issuance of appropriate
orders; and
a.1.8) The Secretariat shall inform the concerned personnel
thru his/her unit of the result of his/her application
whether he/she got the position or not.

a.2) NSU Supply Accountable Officer (NSU, SAO):

(See Annex “F” – Flowchart for the Placement of NSU, SAO)

a.2.1) Vacancy for NSU SAO shall be open for NUP with
plantilla position as Supply Officer 1-3/Administrative
Officer 1,2, 3 or 5 (SG 10-18 or based on the PNP
Staffing Pattern duly approved by DBM);
a.2.2) Applicants shall submit their application folder to the
NSU Logistics Evaluation and Screening Board (NSU
LESB) Secretariat for evaluation (See Annex “G” -
Requirements);
a.2.3) Upon evaluation, the Secretariat shall include the
qualified applicants in the list for deliberation while
those who do not meet the requirements will be
informed accordingly;
a.2.4) The Secretariat schedules the LESB deliberation of
applicants;
a.2.5) The NSU LESB conducts the deliberation of the
applicants to determine their fitness, merit and
qualifications;
a.2.6) Once the Board has chosen the most qualified
applicant, the Secretariat shall prepare the LESB
Resolution to be signed by the Board and for
concurrence of the Director;
a.2.7) The NSU LESB Secretariat shall then endorse the
Resolution to the NHQ LESB for approval of TDL;
a.2.8) TDL shall endorse to TDPRM the application folder of
the successful applicant for the issuance of appropriate
orders; and
a.2.9) The successful applicant shall then undergo a 2-
weeks Orientation with SAO, LSS and SAO PNP Wide
to ensure his/her readiness for his/her designation.

a.3) Regional Supply Accountable Officer (RSAO) and DSAO,

NCRPO (See Annex “G” – Flowchart for the Placement of RSAO;
and DSAO, NCRPO):

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 a.3.1) Vacancy for RSAO and DSAO, NCRPO shall be open
for NUP with plantilla position as Supply Officer 1-
3/Administrative Officer 1,2, 3 or 5 (SG 10-18 or based
on the PNP Staffing Pattern duly approved by DBM);
a.3.2) Applicants shall submit their application folder to the
PRO Logistics Evaluation and Screening Board (PRO
LESB) Secretariat (See Annex “G” - Requirements);
a.3.3) Upon evaluation, the Secretariat shall include the
qualified applicants in the list for deliberation while
those who do not meet the requirements will be
informed accordingly;
a.3.4) The Secretariat schedules the LESB deliberation of
applicants;
a.3.5) The PRO LESB conducts the deliberation of the
applicants to determine their fitness, merit and
qualifications;
a.3.6) Once the Board has chosen the most qualified
applicant, the Secretariat shall prepare the LESB
Resolution to be signed by the Board and for
concurrence of the RD;
a.3.7) The PRO LESB Secretariat shall then endorse the
Resolution to the NHQ LESB for approval of TDL; and
a.3.8) TDL shall endorse to TDPRM the application folder of
the successful applicant for the issuance of appropriate
orders.

a.4) Assistant SAO, NSU; Assistant RSAO; Assistant DSAO,

NCRPO; PSAO; and CSAO (See Annex “H” – Flowchart for the
Placement of ASAO, NSU; ADSAO, NCRPO; PSAO and CSAO):

a.4.1) Vacancy for Assistant SAO, NSU; Asst RSAO; Asst

DSAO, NCRPO; PSAO; and CSAO shall be open for
NUP with plantilla position as Supply Officer 1 or
2/Administrative Officer 1 or 3 (SG 10-14 or based on
the PNP Staffing Pattern duly approved by DBM);
a.4.2) Applicants shall submit their application folder to the
NSU/PRO Logistics Evaluation and Screening Board
(NSU/PRO LESB) Secretariat (See Annex “G” -
Requirements);
a.4.4) Upon evaluation, the Secretariat shall include the
qualified applicants in the list for deliberation while
those who do not meet the requirements will be
informed accordingly;
a.4.5) The respective Secretariat schedules the LESB
deliberation of applicants;
a.4.6) The NSU/PRO LESB conducts the deliberation of the
applicants to determine their fitness, merit and
qualifications;
a.4.7) Once the Board has chosen the most
qualified applicant, the Secretariat shall prepare the
LESB Resolution to be signed by the Board and for
concurrence of the Director/RD;

COMPREHENSIVE LOGISTICS ELIGIBILITY AND PLACEMENT POLICY Page 15

 a.4.8) The NSU/PRO LESB Secretariat shall then endorse the
Resolution to the NHQ LESB for approval of TDL; and
a.4.9) TDL through the NHQ LESB Secretariat shall inform the
concerned NSU/PRO on the approval of the designation
of the selected SAO and for issuance of appropriate unit
orders.

b) Grounds for Nullification of the Designation of SAOs:

b.1) The following shall be the valid reasons for the nullification of
the designation or removal of a SAO:

b.1.1) When the SAO absconds, dies or becomes

incapacitated in the performance of his/her duties;
b.1.2) With case filed in court for Malversation of public funds;
b.1.3) Incompetence; with “Poor” IPER for three consecutive
rating periods;
b.1.4) Suspension from the government service for more than
60 days;
b.1.5) Suffered and recovered from any psychiatric disorders;
b.1.6) With serious chronic diseases and life threatening
medical conditions;
b.1.7) Discharged/dismissed from the government service;
b.1.8) Other circumstances analogous to the foregoing; and
b.1.9) Committed acts or causes detrimental to the interest of
the PNP as determined by the Board upon adjudication.

c) Procedures for Nullification and/or Removal of SAOs (See Annex “I”

– Flowchart for Nullification and/or Removal of SAO):

c.1) Complaint for the removal of any SAO shall be submitted to

the LESB Secretariat of the respective office/unit of the
concerned personnel;
c.2) The office/unit LESB Secretariat shall then schedule the
convening of the LESB for the deliberation and/or adjudication
on the complaint against the personnel subject for removal
from his/her position. If situation requires, the concerned
personnel may also be invited to attend the
deliberation/adjudication;
c.3) The LESB conducts deliberation to decide on the merit of the
complaint based on facts;
c.4) If the LESB finds reasonable grounds for the nullification/
removal of the SAO, the Secretariat prepares the Resolution to
be signed by the Board and for concurrence of the
Director/Unit Head;
c.5) For RSAOs and NSU SAOs, the respective LESB Secretariat
endorses the Resolution to the NHQ LESB for approval of
TDL; and
c.6) TDL thru the NHQ LESB shall endorse to TDPRM the
Resolution for the issuance of appropriate orders nullifying the
designation of the concerned RSAO and/or NSU SAO.

COMPREHENSIVE LOGISTICS ELIGIBILITY AND PLACEMENT POLICY Page 16

 b. General Guidelines:

1) Pursuant to the provisions of Section 2, RA 6656 (An Act to Protect the

Security of Tenure of Civil Service Officers and Employees in The
Implementation of Government Reorganization), no officer or employee
in the career service shall be removed except for a valid cause and
after due notice and hearing;
2) Maximum utilization of personnel who are included in the PNP
Logistics Eligibility List (PNPLEL) shall be observed;
3) The Director for Logistics shall cause the relief and transfer of any PCO
holding key position in the Logistics Office who is not eligible for the
said position or whose designation/placement violates this MC;
4) Except those officers who are presently holding their positions, no PCO
and PNCO who is retiring within 12 months shall be eligible to assume
the following positions:
a) Chiefs of DL Divisions, NSU Logistics Divisions and RLRDDs;
b) Assistant Chiefs of DL Divisions, NSU Logistics Divisions and
RLRDDs;
c) Section Chiefs of DL Divisions, NSU Logistics Divisions and
RLRDDs; and
d) Responsible Supply PNCO for all PNP units/offices.
d) SAOs must have been cleared from any liabilities and/or accountability
prior to his/her designation to such position;
e) In the exigency of the service and in the absence of qualified NUP
within the units of the PNP for the position of Supply Accountable
Officer, the Director for Logistics shall, upon recommendation of the
majority of the members of the LESB, select a qualified NUP from
outside the unit or from among the pool of Supply Accountable Officers
who is willing to be detailed/designated to this vacant position, to
ensure continuity of the normal flow of work on Supply and Logistics
Management of the unit;
f) The SAOs shall be under the direct supervision of the Logistics
Officer/C, RLRDD to be monitored by C, SMD, DL;
g) No designation/termination of Supply Accountable Officers shall be
processed by DPRM without the approval and endorsement of the
Director for Logistics; and
h) All LESB shall initiate selection/placement procedures at least six
months prior to the retirement/separation from the service of the
outgoing SAO to facilitate smooth transition of responsibility and proper
turn-over of property:

Designation Months prior to his/her separation

SAO PNP Wide Six or eight months
NSU,SAO/RSAO/DSAO Three or Six months
PSAO/CSAO Two or Three months

7. TRANSITORY PROVISIONS:

a. Any PCO, PNCO or NUP presently assigned with the Logistics office who
lacks the required eligibility training (PNP Logistics Management Course
and/or Basic Logistics Course or its equivalent) shall be given two years to

COMPREHENSIVE LOGISTICS ELIGIBILITY AND PLACEMENT POLICY Page 17

 take the course. Failure to take and complete the required course shall
cause his/her reassignment outside the Logistics family;

b. PCOs and PNCOs who are retiring within 12 months and are currently
designated as DL Division Chiefs, C, RLRDD, C, Logistics Division,
RSPNCO of D-Staffs, NSUs, PROs, PPOs/CPOs and City/Municipal
Police Station; may serve the remaining period of service in such position
until retirement; and

c. For purposes of this MC, any NUP presently designated as Supply

Accountable Officer of PROs and NSUs who lacks the required eligibility
training (Basic Logistics Course or its equivalent) shall be given two years
to take the course. Failure to take and complete the required course shall
cause the cancellation of his/her designation.

8. ADMINISTRATIVE SANCTION:

Any personnel who shall violate the prescribed guidelines and procedures of
this MC shall be held administratively liable and shall be meted with appropriate
sanctions in accordance with NAPOLCOM Memorandum Circular 2016-002 or
Revised Rules on Administrative Cases in the Civil Service, as the case may be.

9. REPEALING CLAUSE:

Provisions of existing PNP issuances which are inconsistent with this MC, in
whole or in part, are deemed repealed, set aside, amended or modified accordingly.

10. 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 Vll of Executive Order
No. 292, otherwise known as the “Revised Administrative Code of 1987,” as
amended.

Original Signed
OSCAR D ALBAYALDE
Police Director General
Chief, PNP
Distribution:
Command Group
D-Staff
P-Staff
D, NSUs
RD, PROs

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 Republic of the Philippines
NATIONAL POLICE COMMISSION
NATIONAL HEADQUARTERS PHILIPPINE NATIONAL POLICE
OFFICE OF THE CHIEF, PNP
Camp BGen Rafael T Crame, Quezon City

November 8, 2017

PNP MEMORANDUM CIRCULAR

NO. 2017-069

POLICIES IN THE RECRUITMENT, ELIGIBILITY, AND FUNCTIONS OF PNP-

EOD/K9 PERSONNEL, AND GUIDELINES IN THE ADMINISTRATION,
MANAGEMENT, UTILIZATION, AND DISPOSAL OF PNP CANINES

1. REFERENCES:

a. NAPOLCOM Resolution No. 2016-277, Approving the Activation of the

Explosive Ordnance and Canine Group as a National Operational
Support Unit of the PNP dated April 22, 2016;
b. General Order Number DPL-14-12 (Approved Pursuant to
NAPOLCOM Resolution No. 2016-277) dated April 22, 2016;
c. Philippine Coast Guard K9 Operations Manual;
d. Revised Implementing Rules And Regulations of Republic Act 8485
Otherwise Known As “The Animal Welfare Act of 1998” As Amended
By Republic Act 10631;
e. Department of Agriculture Administrative Circular No.04 Series of
2015; and
f. Commission on Audit Circular No. 89-296, January 27, 1989.

2. RATIONALE:

This Memorandum Circular (MC) provides the guidelines and procedures

in the administration, deployment, utilization and disposition of PNP working dogs.

3. SITUATION:

NAPOLCOM Resolution No. 2016-277 and NHQ-PNP General Orders No.

DPL-14-12, formally activated the PNP EOD/K9 Group as a National Operational
Support Unit (NOSU) to serve as the primary unit responsible for the management,
deployment, utilization, and development of EOD and K9 Units of the PNP.

Such development requires the establishment of a specialized PNP

Canine (K9) unit to supplement, support, and enhance the capabilities of the PNP
organization against crimes and terrorism. The K9 unit enables the police force to
perform their missions effectively and efficiently in our counter-terrorism campaign,
investigation, technical support, security patrol, detection of explosives, and

GUIDELINES IN THE ADMINISTRATION, MANAGEMENT, UTILIZATION AND DISPOSAL OF THE PNP CANINES Page 29
controlled/dangerous substances, conduct of searches to locate suspects or missing
persons, and assist in the apprehension of suspect and in other police operations.

4. PURPOSE:

a. Establish policies and procedures in the selection and recruitment of

K9 handlers and personnel including their duties and responsibilities;

b. Establish policies and procedures in the acquisition of PNP police

service dogs (Explosive Detection Dogs [EDD], Narcotics Detector
Dogs [NDD], Search and Rescue Dogs [SARD], Protection and
Security Patrol Dogs and Combat Tracking Dogs) and disposition of
sick, retired, and unwanted death of PNP police service dogs;

c. Establish specifications during construction of kennel facilities and

acquisition of K9 equipment and vehicle; and

d. Establish policies and procedures during the conduct of handler and K9

trainings and evaluations, K9 breeding, veterinary care and feeding,
and during deployment of PNP K9 teams.

5. DEFINITION OF TERMS:

a. Alert – a behavior revealed by a trained dog in response to types of

explosives, banned narcotics, human trace, and odor as recognized by
the canine handler.

b. Area Search – an area searched by K9 team for a target odor.

c. Canine – a dog, Canisfamiliaris, more commonly used to denote a

working dog and sometimes abbreviated as K9.

d. Canine Team – a PNP K9 and the assigned handler who has a

specialized training in explosive detection, narcotics detection, search
and rescue, tracking, protection, and security patrol.

e. Canine Evaluator – a certified K9 instructor/evaluator who sets up sets

of approved evaluation parameters and practical exercises to be
accomplished by the handler or by the K9.

f. Combat Tracking Dog (CTD) – a PNP K9 used during PNP combat

operations in tracking enemy personnel, encampments, and
equipment.

g. Detection Dog – a PNP K9 properly selected and passed the approved

evaluation standards in searching hidden substances, such as
narcotics and explosives.

h. Explosive Detection Dog (EDD) – a PNP K9 used during detection of

explosive substance.

GUIDELINES IN THE ADMINISTRATION, MANAGEMENT, UTILIZATION AND DISPOSAL OF THE PNP CANINES Page 30
 i. Euthanasia – refers to the ethical process of inducing humane and
painless death of canine suffering from chronic and communicable
diseases whose life or performance is greatly diminished.

j. Indication – the dog’s response to the odor in the manner in which it

has been trained.

k. Kennel - refers to any facility such as shed, barn, building, trailer, or

structure intended to house domestic canines.

l. K9 Handler – a PNP personnel trained to handle a specific working

dog.

m. K9 Supervisor – a PNP personnel responsible to oversee K9 unit and

deployment of resources.

n. K9 Unit - a specialized unit from various government agencies

responsible for administration of holistic program in the deployment of
serviceable dogs.

o. Narcotics Detection Dog (NDD) – a PNP K9 trained to detect and

locate banned narcotic substances during security operations.

p. Pedigree – a record of the entire dog’s ancestors or genealogy, in

sequence for three generations.

q. Police Service Dog – a PNP K9 specifically trained to assist police

personnel during police operations specifically in: searching for drugs
and explosives, search and rescue operations, protection and security
patrols, and tracking operations.

r. PNP K9 Certification Board/Committee (PKCB) – a group of

designated and certified K9 trainers and evaluators who shall conduct
quarterly, annual or as scheduled assessment and evaluation of all K9s
and K9 handlers.

s. Recruitment Screening Board (RSB) – members of the EOD/K9 Group

Recruitment Board that will process the selection of new PNP recruit
and other PNP personnel who will be transferred to EOD/K9 Group.

t. Search and Rescue Dogs (SARD) – a PNP K9 capable of detecting

human scent very valuable in wilderness tracking during natural
disasters, mass casualty events, and locating missing person.

u. Trainer – a person duly certified to train both canine and handler.

v. Veterinary Officer (VO) - a PNP licensed veterinarian responsible in

providing different veterinary care services to all PNP K9s.

GUIDELINES IN THE ADMINISTRATION, MANAGEMENT, UTILIZATION AND DISPOSAL OF THE PNP CANINES Page 31
 6. GENERAL GUIDELINES:

Based on the approved EOD/K9 organizational structure, the K9

Operations Division of EOD/K9 Group has five K9 units, namely: K9 Bomb and
Explosives Detection Unit; K9 Narcotics Detection Unit; K9 Search and Rescue Unit;
K9 Protection and Security Patrol Unit; and K9 Tracking Unit.

A PNP K9 team shall be composed of one trained handler and one trained
K9 duly certified by K9 evaluators from the PNP EOD/K9 Group. PNP K9s shall only
be trained and utilized according to their distinct specialization and not for other
purposes.

a. Personnel - Table of Organization establishes the organizational

structure of the PNP K9 Division. Assignment of K9 handler shall be
through recruitment of Police Officer 1 and reassignment to EOD/K9
Group on a fixed term of ten years. All other K9 teams being utilized by
other PNP units shall be under the Administrative and Operational
Control of the PNP EOD/K9 Group.

1) Recruitment/Selection:

a) The Recruitment and Screening Board of the EOD/K9 Group

shall process the selection of new PNP recruits and PNP in-
service personnel. Guidelines stipulated in the PNP Recruitment
Process shall be strongly adhered before a new PNP recruits
can undergo the Basic K9 Handlers Course. During the
recruitment, the selected applicant must possess the following
qualities such as willingness to work and learn, friendly attitude
towards dogs, intelligence, patience and perseverance, mental
and physical coordination, physical endurance, resourcefulness,
dependability, security consciousness, and age;

b) Recruitment Screening Board shall be created to deliberate,

assess, and evaluate K9 handler candidates/applicants who
have met/passed the minimum requirements. Thereafter, a
resolution shall be signed by the committee stating therein the
required duties and responsibilities of a K9 handler before
considering them to undergo the Basic K9 Handlers Course;

c) Experience, knowledge, commitment, and interest displayed in

becoming a handler shall be given primary consideration in the
process of selection;

d) Once a handler/applicant is selected, he/she shall be required to

undergo medical examination, neuropsychiatric test, and secure
other requirements before the approval of a resolution and
issuance of appropriate orders and subsequently he/she be
considered to train as K9 handler.

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 e) A Police Officer with remaining 10 years or more in the police
service can opt to become K9 handler;

f) Prior to assuming duties as K9 handler, and annually thereafter,

a K9 team (dog and handler) shall undergo a specific
programmed training/course for EDDs, NDDs, Combat Tracking,
Protection and Security Patrol, and SAR; and

g) Considering the sensitivity and importance of developing the

working partnership between a handler and a K9, the
assignment of a K9 handler shall be a career path for
advancement to higher level/position in K9 Operations Division.
Any personnel who undergo K9 Handlers Training will not be
allowed to transfer/reassign to other units until the retirement of
his dog.

2) Rank, Competencies/Trainings, Functions, and other Qualifications:

(Annex "A"- PNP EOD/K9 Group Organizational Structure) PNP
canine activities are managed within the PNP EOD/K9 Group
Organizational Structure. The following are the ranks, functions,
and other qualifications of PNP K9 Operations Division personnel:

a) Director of PNP-EOD/K9 Group:

a.1) Rank: Police Senior Superintendent;

a.2) Competencies/Trainings - must have undergone EOD/K9

related supervisory trainings and seminars or courses
conducted by any accredited local or international EOD/K9
organization;

a.3) Functions:

a.3.1) Direct, command, and control the activities in

carrying out the functions of the PNP EOD/K9
Group; and

a.3.2) Perform other tasks as directed by the Chief, PNP.

b) Deputy Director for Administration:

b.1) Rank: Police Senior Superintendent;

b.2) Competencies/Trainings - must have undergone EOD/K9

related supervisory trainings and seminars or courses
conducted by any accredited local or international EOD/K9
organization.

GUIDELINES IN THE ADMINISTRATION, MANAGEMENT, UTILIZATION AND DISPOSAL OF THE PNP CANINES Page 33
 b.3) Functions:

b.3.1) Assist the Director of the PNP EOD/K9 Group in

supervising, directing, and coordinating the activities
of the Group pertaining to its administration and
organization; and

b.3.2) Advise and assist the Director, PNP EOD/K9 Group

in the execution of policies, directives, programs,
and projects.

c) Deputy Director for Operations:

c.1) Rank: Police Senior Superintendent;

c.2) Competencies/Trainings - must have undergone EOD/K9

related supervisory trainings and seminars or courses
conducted by any accredited local or international EOD/K9
organization;

c.3) Functions:

c.3.1) Assist the Director of PNP EOD/K9 Group in

supervising, directing, and coordinating the
operation of the Group;

c.3.2) Advise and assist the Director of PNP EODK9 Group

in the execution of policies, directives, programs,
and projects pertaining to operations; and

c.3.3) Perform other duties as directed by the Director,

PNP EOD/K9 Group.

d) Chief of Staff:

d.1) Rank: Police Senior Superintendent;

d.2) Competencies/Trainings - must have undergone EOD/K9

related supervisory trainings and seminars or courses
conducted by any accredited local or international EOD/K9
organization;

d.3) Functions:

d.3.1) Direct, supervise, and manage the administrative

affairs of the Group as well as facilitate coordination
among the direct Divisions and units of the PNP
EODK9 Group; and

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 d.3.2) Perform other duties as directed by the Director of
the PNP EOD/K9 Group.

e) Chief, Canine Management and Training Division:

e.1) Rank: Police Senior Superintendent;

e.2) Competencies/Trainings - must have undergone EOD/K9

related supervisory trainings and seminars or courses
conducted by any accredited local or international EOD/K9
organization;

e.3) Functions:

e.3.1) Direct and supervise the operations of the K-9 Units/

Teams specifically the utilization of Explosive
Detector Dogs, Narcotics Detector Dogs, Search
and Rescue Dogs, Security and Patrol Dogs, and
Tracker Dogs;

e.3.2) Formulate and implement policies and programs for

the institutionalization of a standard system for
effective utilization of Canine Units/Teams of the
PNP in support of investigation, security patrol,
detection of explosives and controlled/dangerous
substances, conduct of area searches to locate
suspects or missing persons, searching of evidence
and apprehension of criminals, and for other police
operations;

e.3.3) Conduct specialized training, performance

evaluation, inspection, and monitoring of Canine
Units/Teams (which include assignment of canines/
special dogs) and issuance of appropriate
eligibility/accreditation to the members of PNP
Canine Units/Platoons/Teams, canine instructors,
supervisors, and handlers;

e.3.4) Coordinate with other PNP, AFP units, and other

agencies in the pursuit of the Unit’s mission and on
operational matters of mutual interest;

e.3.5) Prepare accomplishment reports and conduct

periodic accounting of PNP canines/working dogs
and inspect PNP kennel facilities nationwide;

e.3.6) Maintain and update database of all registered and

certified PNP canine trainers, handlers, and PNP
owned canines; and

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 e.3.7) Perform other tasks as directed by the Director of
PNP EOD/K9 Group.

f) Chief, K9 Operations Division:

f.1) Rank: Police Senior Superintendent;

f.2) Competencies/Trainings - must have work experience or

held a key position in any K9 unit for at least two (2)
cumulative years and must have undergone EOD/K9
related supervisory trainings and seminars or courses
conducted by any accredited local or international EOD/K9
organization.

f.3) Functions:

f.3.1) Implement plans and policies of the PNP EOD/K9

Group;

f.3.2) Ensure operational readiness of the PNP K9/Working

Dogs Units including those which are placed under
the operational control of the Directors, NSUs;
Regional Directors, PROs; Provincial Directors,
PPOs, City Directors, CPOs, NCR Districts; and NCR
Police Stations;

f.3.3) Establish, maintain, and operate facilities for the

confinement and training of canine/working dogs;

f.3.4) Breed, select, and train canine/working dogs to be

utilized for police operations;

f.3.5) Responsible for professional care and maintenance

of canine/working dogs;

f.3.6) Provide PNP certified Canine Units/Platoons/Teams

for police operations upon request of PNP units and
as directed by Director, PNP EOD/K9; and

f.3.7) Perform other functions as directed by Director, PNP

EOD/K9 Group.

g) Chief, K9 Unit

g.1) Rank: Police Chief Inspector;

g.2) Competencies/Trainings - must have undergone K9 related

supervisory trainings and seminars or courses conducted
by any accredited local or international EOD/K9
organization;

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 g.3) Functions:

g.3.1) Provide trained canine teams to assist in the

prevention of crimes, investigation, security patrol,
detection of explosives and controlled/dangerous
substances, conduct of area searches to locate
suspect or missing persons, searching of evidence
and apprehension of criminals, and for other police
operations;

g.3.2) Complement the EOD Units/Teams in the

performance of their mandated function; and

g.3.3) Perform other tasks as directed by the Director of

PNP EOD/K9 Group.

h) Chief, Breeding and Training Unit:

h.1) Rank: Police Senior Inspector;

h.2) Competencies/Trainings - must be a graduate of any basic

canine handling trainings or courses sanctioned by DHRDD
or have undergone K9 related supervisory trainings and
seminars or courses conducted by any accredited local or
international EOD/K9 organization;

h.3) Functions:

h.3.1) Formulate and conduct basic and specialized

trainings of K9 personnel (Handlers, Supervisors
and Instructors);

h.3.2) Breed special dogs to meet the continuing

requirements of the PNP;

h.3.3) Train potential puppies on detection of explosives,

drugs as well as for tracking, security protection and
search and rescue operations;

h.3.4) Conduct daily K9/working dog’s obedience and

proficiency training on and off post;

h.3.5) Formulate specialized training programs for PNP K9

personnel and K9/working dogs, and

h.3.6) Perform other tasks as directed by the Director of

PNP EOD/K9 Group.

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 i) Chief, Kennel Management and Veterinary Unit:

i.1) Rank: Police Senior Inspector;

i.2) Competencies/Trainings - must be a graduate of any basic

canine handling trainings or courses sanctioned by DHRDD
or have undergone K9 related supervisory trainings and
seminars or courses conducted by any accredited local or
international EOD/K9 organization.

i.3) Functions:

i.3.1) Provide professional health care of K9/working dogs

and maintenance of kennel facilities and equipment;

i.3.2) Enforce security regulations within the kennel facilities;

i.3.3) Responsible for proper feeding and grooming of

trainable puppies;

i.3.4) Ensure adequate provisions for safety and well-being

of K9/working dogs; and

i.3.5) Perform other tasks as directed by the Director of PNP

EOD/K9 Group.

j) Veterinary Officer:

j.1) Rank: Must have an initial rank of Police Inspector.

Veterinarians shall be commissioned by way of the Lateral
Entry Program of the PNP;

j.2) Competencies/Trainings - must be a licensed DVM;

j.3) Function: Responsible for providing veterinary services for

all PNP K9s;

j.4) Provide complete medical and surgical care;

j.5) Conduct quarterly kennel facility sanitary inspections;

j.6) Review plans for new construction and modification of

kennels, support buildings, and sites;

j.7) Formulate PNP K9 feeding programs;

j.8) Instruct handlers on the health, care, and management of

PNP K9;

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 j.9) Identify/designate in writing a local veterinarian in all K9
units for emergency case/use including its name, address,
contact number; and

j.10) Perform other tasks as directed.

k) Assistant Veterinary Officer:

k.1) Rank: Must have a minimum rank of Police Officer 3;

k.2) Competencies/Trainings - must be a licensed Veterinarian

or must be a graduate of a course on Doctor of Veterinary
Medicine;

k.3) Functions:

k.3.1) Assist in providing veterinary services for all PNP

K9s;

k.3.2) Assist in the medical and surgical care of all PNP

K9s;

k.3.3) Assist in the conduct of monthly kennel facility

sanitary inspections;

k.3.4) Assist in the review of plans for new construction

and modification of kennels, support buildings, and
sites;

k.3.5) Assist in the formulation of PNP K9 feeding

programs;

k.3.6) Perform other functions as directed by the

Veterinary Officer in the health, care, and
management of PNP K9; and

k.3.7) Perform other tasks as directed.

l) Kennel Supervisor/Manager:

l.1) Rank: Must have a rank of Senior Police Officer 4;

l.2) Competencies/Trainings - must be a graduate of any basic

canine handling trainings or courses sanctioned by
DHRDD;

l.3) Functions:

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 l.3.1) Exercises direct supervision of all activities and
operations of the K9 kennel facility and enforce
security regulations within the facility;

l.3.2) Assist in preparing operation procedures and

instructions for team assignments; and ensure
handlers follow the instructions related to their
assignments/deployments; and

l.3.3) Perform other tasks as directed.

m) K9 Evaluators/Trainers/ Senior K9 Handlers:

m.1) Rank: Must have at least a rank of Police Officer 3;

m.2) Competencies/Trainings - must be a graduate or had

undergone a trainer's training course or related trainings
sanctioned by DHRDD. Must be competent, experienced
handler with expertise and special knowledge in the
development/training of working dog;

m.3) Functions:

m.3.1) Ensure the conduct of the Annual Certification

training;

m.3.2) Ensure that all PNP K9 teams are ready for

deployment;

m.3.3) Maintain team proficiency;

m.3.4) Conduct proficiency training of handlers with their

assigned K9s; and

m.3.5) Perform other tasks as directed.

n) Logistics/Supply, Monitoring & Inspection PNCO:

n.1) Rank: Must have at least a rank of Senior Police Officer 1;

n.2) Competencies/Trainings - must have undergone basic

logistic course offered by the PNP and must have trainings
or seminars about safety handling and storage of
explosives, narcotics, and other substances/materials
being used for K9 operations and trainings;

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 n.3) Functions:

n.3.1) Monitor, control and conduct inventory on all K9

explosive substances, narcotics substances, training
aids, and other K9 equipment;

n.3.2) Shall be responsible in monitoring and keeping the

K9 Logistics Logbook and training aid records;

n.3.3) Shall be responsible in monitoring and requesting all

necessary equipment and supplies needed by the
PNP K9 division and its units; and

n.3.4) Perform other tasks as directed.

o) K9 Handlers:

o.1) Rank: Must have a minimum rank of Police Officer 1;

o.2) Competencies/Trainings - must have completed the Basic

Canine Handlers Course conducted by the EODK9 Group
or sanctioned by DHRDD before issuance of corresponding
orders indicating therein his/her function as K9 handler and
shall be very interested and very willing to work with dogs;

o.3) Functions:

o.3.1) All K9 Handlers must see to it that their designated

PNP K9 has undergone all the mandatory trainings
and enhancement courses, quarterly and annual
evaluations conducted by the K9 training Section;

o.3.2) Responsible in keeping and updating all the basic

records of their assigned PNP K9s;

o.3.3) Ensures proper care and maintenance of their

assigned PNP K9, its kennel, and equipment;

o.3.4) Responsible in the daily grooming of their assigned

PNP K9 and regular exercises designed for the K9s;

o.3.5) Responsible in facilitating and observing the proper

daily food program implemented by the K9
Operations Division;

o.3.6) K9 handlers must be familiar with their K9s normal

attitude and is responsible in recognizing and
reporting signs of illness and the likes to the
designated PNP K9 veterinarian;

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 o.3.7) All PNP trained K9 Handlers are presumed to
assume responsibility of their designated K9 until
termination of such orders; and

o.3.8) Perform other tasks as directed.

p) Kennel Assistant/Attendant:

p.1) Rank: Must have a minimum rank of Police Officer 1;

p.2) Competencies/Trainings - must be qualified to undergo

Basic K9 Handlers Course at any given period of time;

p.3) Functions:

p.3.1) Assist in taking care and in feeding all the PNP K9s
and assist in maintaining the PNP kennel facilities
and equipment;

p.3.2) Ensure that any unauthorized personnel or activity

in the kennel area is properly reported and
documented;

p.3.3) Assist the kennel supervisor and handlers in

maintaining the efficiency and operability of the
PNP K9 facilities and equipment; and

p.3.4) Perform other tasks as directed.

q) Kennel Sentinel/Security Officer:

q.1) Rank: The kennel maintenance/security should have a

minimum rank qualification of Police Officer 1;

q.2) Competencies/Trainings - must be qualified to undergo

Basic K9 Handlers Course at any given period of time;

q.3) Functions:

q.3.1) Shall determine the duty cycles, duty hours, and

methods of using K9 teams;

q.3.2) Shall maintain round the clock security in and out of

the kennel facility;

q.3.3) Ensure kennel runs are secured. Keys shall be

readily available to the on call handler, security
supervisor, and kennel assistant;

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 q.3.4) Ensure that the kennel facility shall be checked at
least every four hours. Report any emergency
condition/situation of K9, such as if sick, if injured
etc., to the kennel supervisor as necessary;

q.3.5) Ensure that a K9 handler/kennel assistant shall be

on call at all times; and

q.3.6) Perform other tasks as directed.

b. Acquisition of PNP Canine:

1) A PNP K9 shall be acquired in accordance with RA No. 9184, in-

house breeding and/or donation from Civil Society Organizations
(CSO), Local Government Units (LGUs) or private individuals.

2) Acquired K9 shall have a given name and a serialized microchip

number implanted at the dorsal region of the K9 to serve as an
identification and basis as PNP property. Newly acquired dogs shall
be quarantined for about two weeks in a designated place before
they are transferred to the main kennel area.

3) Dogs aged one to two years which passed the evaluation process
for a potential police service dog shall be accepted through
donation and shall immediately be recorded in the property and
accounting books.

4) Large breeds such as Belgian Mallinois, Labrador Retrievers,

Golden Retrievers, Blood Hounds to include medium/small breeds
such as Beagle, and Jack Russell Terriers are highly recommended
breeds for police service dog. These dogs are known for their
intelligence, high sense of smell and hearing, balanced
temperament, willingness to please, physical agility, and high
intensity to work.

5) Canine Procurement:

a) Purchase of dog from reliable K9 providers/backyard breeders

usually can supply fully trained dogs to fit the PNP K9 Unit’s
needs and training schedule because they can house and train
dogs specifically to meet such requirements;

b) All dogs must be supported by necessary veterinary medical

records and pedigree documents prior to its procurement.
Conformity with the breed standards, veterinary medical
evaluation and lawful proof of PNP acquisition shall be the basis
for a certain dog to undergo the basic PNP K9 training;

c) The policy guidelines set forth by the Directorate for Research

and Development (DRD) on the parameters, test and evaluation

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 procedures in the conduct of physical inspection, health, medical
records and functional test for procurement of Explosives
Detection Dogs and Narcotics Detection Dogs are to be
followed. (Annex "B"- PNP MC No. 2015-030 dated October 17,
2015, Parameters, Test and Evaluation Procedures in the
Conduct of Physical Inspection, Health, Medical Records and
Functional Test for Explosive Detection Dogs (EDDs));

d) Breeding Program (In-House) -(Annex "C"- Management of the

PNP K9 Breeding Program):

d.1) In K9 breeding programs, there must be a complete

understanding of the breed of K9 standards, variation,
conformation points, as well as faults which shall include
the heritable diseases. Breed shall be carefully selected to
produce the desired traits. Only kennel facilities with
complete breeding amenities and designated PNP VO can
process and manage a breeding program;

d.2) The services of the PNP VO or Assistant VO is mandatory

during whelping of pregnant K9s for the documentation of
the breed; number/gender of puppies; color/markings;
weighing; and care of the bitch and puppies;

d.3) The PNP VO shall maintain records of purebred pedigree

and in-house records of mixed breed/Aspin;

d.4) Puppies which are produced under the breeding program

and passed the selection and evaluation process on their
third month up to one year shall be tagged with microchips
and categorized under the account of work zoo animals;
and

d.5) Puppies that lack ball/food drive and with physical defects
shall be categorized as Excess Puppies and shall undergo
the prescribed COA disposal proceedings.

6) Donation- (Please see Annex "D"- Deed of Donation Sample

Format):

Canines for donation to PNP EOD/K9 Group should meet and pass
the same basic requirements and standards applied for canine
procurement before receipt/acceptance. Dogs for donation must
possess potential traits/qualities for training and/or breeding stock.

a) Source of donation;
b) Memorandum of Agreement/ Deed of Donation;
c) Official Receipt/Sales Invoice/Appraisal;
d) Certified Pedigree and Registration Certificate; and
e) Certificate of Training completed (if trained dog).

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 7) Selection/Registration/Micro chipping:

a) Evaluation of potential K9s;

b) Temperament standards;
c) Food/ball drive and search and retrieve evaluation;
d) Sociability/behavior evaluation; and
e) Registration of Pedigree and microchip application.

8) Inventory/Assessment:

a) All K9s shall be recorded in the property and accounting books;

b) Quarterly inventory of K9 shall be maintained;

c) Retirement of a K9 shall be recorded separately while deceased

and donated K9 to other institutions shall be dropped from the
property and accounting books in accordance with COA
regulations;

d) Inspections help ensure that the K9 units follow PNP EOD/K9

Group standards;

e) Commanders/ Division Chief shall conduct monthly inspections

and operational readiness of handlers, EDD/NDD/SAR/Combat
Tracking trainings, K9 team proficiency, equipment, and kennel
facilities;

f) A K9 record book for each dog shall be maintained monthly on

file listing the deficiency and appropriate corrective action taken;
and

e) The VO shall conduct a monthly inspection of the kennel facility

to ensure health and welfare for both the handlers and dogs
assigned to the K9 units. The commander shall take all actions
necessary to correct any deficiencies noted by the VO. (Annex
“E” – Monthly Inspection Checklist).

c. Kennel Facilities, Equipment, and Transportation:

1) Kennel - (Annex "F"- Details on Kennel Construction and Criteria)

a) Requirement - A suitable kennel facility shall be provided before

acquiring/assigning a PNP K9 to an office/unit. Various factors
are to be considered in the construction of kennels and runs
such as health, comfort, management, and safety of the K9;

Permanent kennel facility shall be constructed and/or completed

within one year before the dogs arrive or deployable field
kennels may be used in the interim. Standard specification of

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 the kennel suited for the maintenance and care of the service
dogs shall be considered in developing the kennel facility
design;

b) Safety and Security - safety of all canines, handlers and visitors

to kennel is paramount. Specific safety measures include:

b.1) Running and other quick movements shall be avoided in

and around the kennel area. Such actions will disturb the
K9 and could create distraction to the animals;

b.2) Maintain leash control of all K9s when moving from one
place to another within the kennel area;

b.3) Ensure all gates, doors, transport/house kennel, and

training area are secured when the K9s are inside;

b.4) Use extreme care while cleaning, feeding, and watering

dogs that are not familiar;

b.5) Handlers shall not hit, kick or strike a canine with any object
with the intent to harm;

b.6) Handlers shall not leave their K9s unattended; and

b.7) No other K9 shall be accepted for board/lodging in the

kennel without approval/notice from the Chief and VO to
avoid exposure or cross contamination of diseases.

2) Training Area - A secured and quiet training area is required to

provide a place for training in advance obedience, confidence
training, and correction of deficiencies in off-leash control can be
held. To simplify problems of transportation, the training area
should be located near the kennels. The training area must have an
appropriate cyclone wire perimeter fence to prevent dogs from
escaping and to avoid kennel accident.

a) The surface of the training area must be free of items that are
harmful to the handlers/K9s, i.e. sharp rocks, broken glass, and
burrs, holes, etc. The surface should be graded to prevent
standing water;

b) A confidence/obstacle course shall be built in each training area.

The minimum size of the training area should be approximately
75 feet by 150 feet to allow adequate room for off-leash training
exercises; and

c) The training areas must be kept clean and vegetation closely

trimmed. Fecal matter must be removed immediately. Dogs
should not be allowed to urinate/defecate in the training area.

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 3) PNP K9 Equipment - Biosafety and security is foremost
consideration in the maintenance of K9 equipment. An inspection of
all equipment should be conducted periodically. Any equipment
which is found to be unserviceable must be repaired/replaced
immediately. The following basic items must be issued to the
handler as needed: (Annex “G” – NAPOLCOM Res No. 2009-716.)

ITEMS QUANTITY
Dog blanket 1 per dog
Dog grooming brush/ comb 2 per dog
Grooming Kit (Toothbrush/tooth paste, soap,
1 set per dog
shampoo and nail clipper)
Dog Collar, nylon/leather type 1 per dog
Dog Collar Choke steel Chain, 24 inches 1 per dog
Dog Leash w/ swivel and snap, leather type 1 per dog
Dog Leash w/ swivel and snap, nylon type 1 per dog
Dog Muzzle, Plastic or Leather type 1 per dog
Dog Feeding Pan, Stainless, 3 quart capacity 2 per dog
Water bucket 1 per dog
Reward ball/ Kong 2 per dog
Transport Cage 1 per dog
Dog food pouch/container 2 per dog
K9 First Aid Kit 1 set per dog
Dog supplement/Medical supplies 1 set per dog

Note: The listing is not all inclusive. Additional equipment

necessary to effectively train the PNP K9s can be purchased from
canine equipment distributors.

4) K9 Transportation - K9 transportation/vehicle must be in

accordance with the approved NAPOLCOM specifications. The
minimum standard of a K9 vehicle/transportation is one vehicle per
two (2) K9 teams (two dogs and two handlers). (Annex "H" -
Standard Specification of Transport Kennel Van).

Some modifications are necessary so that the K9s can be seen and
can provide a visual deterrence during law and order or force
protection and counter-terrorism missions. These modifications will
maximize the mission effectiveness of the dog while providing the
dog with a comfortable, supportive, and protective area inside the
vehicle. This type of modification is normally a transport cage
secured in the rear of the vehicle; the cage should have a non-
slippery surface.

Warning signs stating "CAUTION - PNP CANINE" should be placed

on all sides and the rear of any and all vehicles or cage used to
transport PNP K9s.

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 d. Veterinary Care, Feeding, Maintenance, and Disposition - It is very
important to keep all K9s in good health and mentally fit, both on and
off duty hours. It is necessary to have an optimal physical and mental
condition to optimize the potentials of the PNP K9s.The K9s shall
receive physical examination: at least twice a year; before and after
shipment to ensure that the dog being shipped is healthy with
vaccination certificate issued by the attending veterinarian; and as
soon as possible upon arrival from local destination and post
deployment.

1) Canine Health Maintenance:

a) Immunization/Vaccination - All K9s shall be vaccinated annually

against:

a.1) Rabies;
a.2) Canine Distemper (CDV);
a.3) Canine Adenovirus (type 2/CAV-2) (Canine Hepatitis);
a,4) Parvovirus (CPV); and
a.5) Leptospirosis.

b) Internal and External Parasites Control:

b.1) De-worming quarterly against intestinal worms (i.e.

hookworms, roundworms, whipworms, etc.);

b.2) Monthly application against ticks and flea and mange

mites; and

b.3) Monthly prevention against Heartworm.

d) Grooming and Exercises - All K9s teeth shall be maintained and

brushed as needed. The handler or kennel staff should check
the dog’s health daily:

c.1) The nose to tail examination, it includes the skin, eyes,

ears, oral cavity, limbs, feet, genitals, body functions, and
attitude;

c.2) Sometimes a dog’s abnormally strong body odor will

indicate a health problem;

c.3) Observe the movements of the K9s during exercise and

training;

c.4) Observe the dog’s excrement;

c.5) The dog needs to be groomed routinely and kept clean;

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 c.6) The kennel area and dog house should be checked for
hazards and invaders on a routine basis; and

c.7) The K9s need daily physical exercise and mental

stimulation. This would include taking the dog out for
regular walks, and allowing more intensive exercise on a
playing field or free roaming facility. The daily exercise by
the handler or kennel staff optimizes the efficiency and
performance of the K9.

e) Weight Management -The ideal weight for all K9s shall be

maintained and shall not fluctuate10 percent above or below the
K9s graduation weight. The K9s weight will be recorded weekly:

d.1) If the K9s weight fluctuates greater than 10 percent, the

handler receive direction to correct the deficiency;

d.2) If at any point the K9s weight is at a level (high or low) that
affects the health and ability to work, the K9 will be
temporarily removed from service until the situation is
corrected;

d.3) The VO may adjust the canine service weight.

f) Disease Prevention - the veterinarian shall apply his/her

knowledge in an effort to keep the K9 in the best possible state
of health. It is the handlers’ responsibility to be familiar with their
K9s normal attitude. Any changes from the dog’s normal attitude
shall be reported to the VO immediately. It is not expected that
handlers be capable of recognizing and diagnosing specific
diseases. It is, however important to recognize signs of illnesses
and be able to intelligently report these signs to the veterinarian;

g) Emergency Care - in emergency situations, an understanding of

first aid measures is imperative to act in the best interest of the
K9 until veterinary assistance is obtained. For any emergency
cases involving K9s, the handler and/or kennel
supervisor/assistants shall:

f.1) Immediately inform the VO and/or the K9 Unit Commanders

of the condition or status of K9 in the area;

f.2) Proceed and consult only to pre-identified local veterinarian

upon the advice of the VO;

f.3) Facilitate an open communication with the VO and the

local/private veterinarian so as to arrive at a better judgment
and management/treatment of the case; and

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 f.4) Any reimbursement for veterinary fees, medicines or dog
food incurred by the handler shall only be processed when
approved or with accompanied appropriate receipts.

2) Feeding and Nutrition - (Annex "I"- Feeding Guide and Maintenance

Requirements for Adult Dogs and Puppies):

a) The nutritional needs of the PNP K9s can be complex. The

dietary program needs to provide the dog with all nutritive
substances necessary for growth, maintenance and activity. The
correct diet is determined by the energy needs of the K9. There
are different requirements in function of growth, environment,
work, digestibility, maintenance, climate, age, reproduction,
disease, and individual needs;

b) Dog foods that contain the necessary daily vitamins and

minerals are recommended. The food should be of high quality
and digestibility. If a health condition merits a specialized diet, a
veterinary recommended dietary program shall be implemented;
and

c) Program for dog food, medicines and supplement, kennel

equipment, and supplies shall be prepared and submitted by the
Veterinary Officers to K9 Operations Division, for the allocation
of MOE.

3) PNP K9s health and physical standards for deployment -K9s health
and physical condition will assist planners in assuring that only
medically/physically capable K9s will be assigned to fill demanding
missions where medical support is less than optimal.

The VO determines, during semi-annual physical examination, the

suitability of K9 for deployment. The kennel master/supervisor and
evaluators/trainers determine suitability for deployment based on
training/proficiency status, stamina, and condition when stressed.
The VO, after considering the kennel supervisor’s and trainers
evaluation, will classify the K9 into one of the mobility categories
and forward deployment status to the K9 unit:

Deployment Categories:

a) Category 1 - Unrestricted Deployment:

a.1) Medically fit for any contingency or exercise;

a.2) Can handle extreme stressful environment (very hot

weather, prolonged physical activity, etc.);

a.3) No limiting or compromising factors (lack of stamina, etc);

and

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 a.4) No existing recurring medical problems that limit
performance or will worsen by stress or increased
demands. Note: medical problems may exist or be under
treatment but do not limit performance.

b) Category 2 – Limited Deployment

b.1) Medically fit for regions/missions with minimal requirement

for acclimatization to heat or physical stress;

b.2) Medically fit for short duration deployments;

b.3) No significantly limiting or compromising factors; and

b.4) Medical problems exist with slightly limited performance but

are controlled.

c) Category 3 – Temporarily Non-deployable

c.1) Medical condition exists that impedes daily duty

performance and is under diagnosis, observation or
treatment;
c.2) Estimated Release Date (ERD) from CAT 3 must be given.

d) Category 4 – Non-deployable

d.1) Unresolved medical or physical problems exist that

frequently or regularly impede daily duty performance and
ERD cannot be given; and

d.2) Medical or physical conditions warrant euthanasia/

replacement within one year.

4) Reporting on the Status of Trained (Serviceable/Deployable) and

Untrained (Non-Serviceable/Non-Deployable/Incapacitated) K9s -
(Annex "J"- Guidelines for the Disposal of Government Equipment)
A quarterly report on the inventory of status of trained
(serviceable/deployable) and untrained (non-serviceable/non-
deployable/incapacitated) K9s shall be submitted to the Chief K9
Operations Division by the Kennel Supervisor/Trainer/Veterinary
Officer, the training reports and health condition of the PNP K9 as
the basis for determination/recommendation for Higher
Headquarters for the retirement, disposal or adoption of the PNP
K9.

K9s reaching the age of seven years shall be assessed if their

general health status still warrants continuous working for another
2-3 years. However, these K9s will be placed on light duty status.

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 5) Disposition and Retirement of PNP K9s:

a) The recommended retirement age of K9 service is 10 years

maximum.

b) K9 death shall be immediately reported to the Chief K9

Operations Division and will be endorsed to the Bureau of
Animal Industry (BAI) for NECROPSY procedures to determine
the cause of death. The K9 corpse will be disposed based on
existing BAI laboratory protocol. (SOP-PAT-02 section 9.1- "All
animals submitted for necropsy are considered infectious.
Carcasses are placed into double-bagged biohazard bags and
are incinerated on site. Due to bio safety concerns, retrieval of
carcasses is strictly prohibited");

c) The Provincial/City/Municipal Veterinarians can also issue

death certificates confirming the cause of death of the K9;

d) Upon release of certification of death from BAI or

Provincial/City/Municipal veterinarians, PNP Higher
Headquarters will be notified for dropping from the property and
accounting books; and

e) All fallen PNP K9s shall be given burial rites and a K9 memorial
wall and site shall be designated by every assigned K9 unit.

f) Methods of Disposal:

f.1) Euthanasia - K9s confirmed to be suffering from infectious

or deadly animal diseases (zoonotic) transferable to
humans such as Rabies, Leptospirosis, Brucellosis and
others at any time during their active duty shall immediately
be reported to higher headquarters to be subjected for
euthanasia (mercy killing) and upon approval of the NHQ
and COA will be disposed of according to the prescribed
methods by the Bureau of Animal Industry to prevent
spread of same and thereby not endangering the
personnel/populace (public health);

f.2) Adoption - retired PNP K9s may be adopted by charitable

institution as prescribed by COA regulation:

f.2.1) The K9 Veterinary Unit shall examine/review the

K9's condition and will make a final determination
based on the K9's health and age;

f.2.2) All K9 adoptions will be recorded on the "Transfer of

Ownership" form maintained by the K9 Operations
Division and submitted to the Directorate for
Logistics (DL), SAMD, LSS and Accounting Division,

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 DC for dropping or delisting from property and
accounting books;

f.2.4) Retired PNP K9s shall also be sent to retirement

center/facilities upon approval of the Directorate for
Logistics (DL), SAMD, LSS and Accounting Division,
DC after dropping or delisting from property and
accounting books;

f.3) Disposal thru Public Bidding – Excess puppies from

breeding program shall be disposed through Public Bidding
in accordance to COA regulations; and

f.4) Impairment loss (Accounting/COA).

e. Training, Utilization and Operational Deployment–

Annex "K” - EDD Training Action Plan (EDDTAP) for CY 2017;

Annex "L” - Training Guide for Narcotics Detection Canine;
Annex "M” - Training Guide for Tracking, Protection and Security
Patrol Canine;
Annex "N” - Training Guide for Search and Rescue Dog

1) Basic Training, In-Service Training, Evaluation, and Certification

a) Basic Training:

a.1) The proper and effective use of K9 teams starts after

completion of basic training program that encompasses the
knowledge and skills necessary to utilize the police dog in
the field. In-service training is then needed to ensure that
required basic skills are maintained. Performance
evaluations and certifications support ongoing
demonstration of the skills of the dog and handler;

a.2) Legitimate vendors/K9 providers which had performed/

conducted their K9 selection and K9 basic training on the
procured PNP K9 shall issue a certification of training
during the delivery and acceptance;

a.3) However, the in-house breed and donated K9s shall

undergo the Basic K9 Training together with
assigned/selected handler at the PNP EOD/K9 Training
facility in Camp Crame, Quezon City or Camp Bagong
Diwa, Bicutan, Taguig City;

a.4) Cross training with other foreign/local government armed

services is highly encouraged;

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 a.5) Qualified instructors/trainers, veterinarian and senior
handlers from the PNP EOD/K9 Group form part of the pool
of instructors. Training includes working environment
exposures such as but not limited to train depot, buses,
thickly populated areas, warehouses, weather and terrain
condition familiarity, and introduction of obstacles,
distracters, and relative simulated exercises; and

a.6) Upon completion of basic K9 training, the handler must

work with the Canine Course Coordinator to develop a
program for in-service training and special training to be
conducted by the K9 Operation Division.

b) In-Service /Proficiency Training:

b.1) The objective of in-service training is to work on increased

proficiency, improved tactics, new environments,
certifications, or other areas. In-service training for K9
teams is generally conducted by K9 trainers or specialists
utilized to conduct training in their areas of expertise.
Training by specialists or other instructors is often at the
discretion of the K9 program coordinator;

b.2) For explosives detection, a minimum of two (2) weeks

proficiency training generally involves classroom
instruction, which provides a review and update of
applicable statutes relevant to K9 operations. The
instruction also typically provides updates on search
techniques for explosives, new and emerging trends in the
placement or concealment of explosives, and advice
regarding the management of hazards in detection work;

b.3) Finally, in-service instruction may include the latest findings

from veterinarians regarding the basic care and grooming
of the service dog as well as recommendations from
studies and experienced handlers regarding training
programs;

c) Performance Evaluations and Certifications - semi-annual,

annual, or biennial K9 team evaluations conducted by the
trainer, a specialist, or certification board/committee generally
provide the capabilities of PNP K9 teams. Evaluations
conducted by the trainers to ensure performance typically take
place under conditions similar to those that exist during actual
deployments. For those situations in which certifications are
used in lieu of in-service evaluations, or as a valuable
supplement, these tests may be scheduled and coordinated with
an appropriate PNP K9 Certification Board (PKCB);

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 The PNP EOD/K9 Group is responsible in scheduling
recertification and in maintaining documents on all certification
activity:

c.1) An annual recertification will be conducted by an outside

contracted trainer or certifying agency;

c.2) This annual recertification will test each team’s proficiency in

obedience, control, apprehension, and agility and detection
proficiency, as appropriate;

c.3) Each team will be required to recertify with a passing

proficiency;

c.4) If a team fails the recertification, remedial work will be done

until the team can successfully pass.

d) Documentation of Training, Evaluation, Certifications and

Qualification Records - to document training and K9 program
activity, the K9 handler (or Unit) generally maintains the
following types of records for each K9 team through videos, hard
and soft copies. These records can be maintained in a manual
filing system or by using an automated system.

2) Utilization and Capabilities:

a) Generally, PNP K9s shall be used to:

a.1) Protect the handler, other officers, and citizens from injury
or death;
a.2) Search for suspects in buildings and open areas;
a.3) Search for evidence or articles;
a.4) Detect narcotics;
a.5) Detect Explosives;
a.6) Locate missing persons and cadavers;
a.7) Locate enemies during combat operations;
a.8) Assist SWAT team during tactical deployment; and
a.9) Provide deterrence during public safety demonstrations.

b) EDDs shall be used in the following situations:

b.1) Search for hidden explosives or explosive devices;

b.2) Explosive detection after the area had been cleared of
people; and
b.3) Concentrated search on containers or unattended objects.

c) NDDs shall be used in the following situations:

c.1) Implementation of search warrants;

c.2) Searches with consent;

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 c.3) Exigent circumstance searches; and
c.4) Search incidental to lawful arrest.

d) NDD shall be used to find:

d.1) marijuana;
d.2) cocaine;
d.3) heroin;
d.4) methamphetamine (speed); and
d.5) derivatives of the above-listed items.

e) SARD shall be used in the following situations:

e.1) In finding missing subjects. Especially when resources are

limited and/or time is critical (such as missing children or
persons with known injury), it is more effective to deploy
K9 in areas of highest probability consistent with typical
lost person behaviors and deploy other search resources
elsewhere;

e.2) In finding human scent in very unnatural environments,

including collapsed structures and areas effected
by typhoons, landslides, earthquakes and other disasters.
This dog is trained to work on unstable surfaces, in small,
confined spaces, and other settings not usually found in the
wilderness;

e.3) In detecting cadaver. The dog can be trained for above

ground and buried cadaver searches. Although many dogs
have the potential to detect human scent, whether dead or
alive, the cadaver dog is trained to locate only human
remains. The training process includes detection of very
minute pieces of cadaver or even blood drops in a specified
area;

e.4) In detecting submerged body. Water search dog is trained

to detect human scent that is in or under the water,
focusing on the scent of the bodily gases that rise up. As a
team, the handler and dog usually work in a boat or along
the shoreline. Because of currents and general changes in
the water, it can be hard to pinpoint the location of a body.
To enhance the chance of location, a diver should be ready
to search as soon as the dog indicates. Additional teams,
unaware of the previous teams' findings, work
independently to indicate a location. This allows team
members to determine the most likely location of the body;
and

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 f). CTD shall be used in the following situations:

In following the path of a certain person. It physically tracks

the path of the person, without relying on air scenting. This
PNP K9 usually worked in a harness and on leash. This type
of dog is effective when pursuing an escaped criminal if no
scent article is available. These dogs are also used
successfully in search and rescue operations.

3) Operational Deployment - (Annex "O"- Standard Operating

Procedures for EDD Search) No single dog shall ever be trained for
both narcotics and explosives detection.

a) Canine Operations Scheme:

a.1) PNP K9 team shall be composed of one certified and

trained K9 and handler;

a.2) PNP EOD/K9 team shall be under the operational control of

the ground commander. (Protocol on operational
relationship between EOD/K9 team and ground
commander/other officials in the search area);

a.3) K9 shall be utilized only for paneling and sanitation of

desired open areas, places, rooms, articles, vehicles, and
suspected items etc., to determine whether or not there are
presence of explosive materials and chemical substances;

a.4) K9 shall not be used in “round-the-clock” standby to post as

guard dogs in building lobbies or places where the egress
and ingress are located, along the roads, public
conveyance, terminals, ports, and the likes;

a.5) After paneling operations, the paneled areas shall be

turned over to local police/security personnel. After Job
Completion Report shall be signed by both the EOD/K9
Team Leader and the designated security personnel.
(Refer to Major Events Security Framework); and

a.6) Teams shall go back to their respective standby point to

preserve accuracy, endurance, and to keep the dogs away
from physical stress.

b) K9 Pre to Post Paneling in Staging Points:

b.1) The handler shall have the sole responsibility over the
Police Service Dogs. In the conduct of paneling operation,
the area shall be free from persons and or stray animals
that might distract or agitate the dogs;

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 b.2) During the conduct of searches in open area, the area shall
be cordoned if possible and the dog shall be on leash;

b.3) In case of paneling in public conveyance, the people shall

be warned first to stay away before the conduct of
searches or paneling operations;

b.4) In case the dog is in the staging area after the paneling, the
dog shall be placed in the cage and warn people not to play
or go near the dogs;

b.5) In cases where the handler is going to take personal

necessity, the dog shall be secured first in a cage and/or
apply dog muzzle; the handler shall not just tie the dog
anywhere and leave without securing and taking care of the
safety of the dog and the populace;

b.6) The cages/kennels of the dogs shall be cordoned, and

warning signage shall be posted on it in a conspicuous
place to notify the public;

b.7) The use of dog muzzle is only when necessary; and

b.8) Other applicable precautionary measures for safety and

welfare of people and K9s not specified herein is highly
encouraged.

c) Canine Bites:

c.1) All K9 bites, on and off duty, shall be reported to the Kennel
Supervisor/Veterinary Officer who shall make the
appropriate notifications to the Chief K9 Operations
Division;

c.2) Bites that occur during a training session shall be reported

and documented on a Supervisor’s Accident Report;

c.3) When a subject is bitten, the handler shall notify

paramedics who shall transport the victim to a medical
facility or administer aid to the victim;

c.4) The victim’s name, date of birth, address, business, and

home phone number shall be included in the Canine
Incident Report;

c.5) If the victim is under arrest, medical treatment shall be

sought at a hospital before the suspect is booked into jail;

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 c.6) If the victim refuses treatment, the reason for the refusal
and any witnesses’ names (with their information) shall be
documented in the Canine Incident Report;

c.7) The bite and other injuries caused by the canine shall be
photographed after being cleaned at the hospital or by the
paramedics;

c.8) The handler shall contact the nearest Animal Bite Center
and provide them with the required information;

c.9) Prior to the end of the handler’s shift, the original report
shall be sent to K9 Operations Division, and a copy of the
Canine Incident Report and any other supplemental reports
shall be forwarded to appropriate supervisory staff; and

c.10) The handler shall be responsible for any untoward incident

that would result to destruction of property, injury or death
caused by their assigned K9.

d) Record Keeping:

d.1) The PNP K9 Units staff including K9 handler shall be

familiar with all record keeping requirements and
informational needs concerning K-9 operations;

d.2) The K9 handler and other staff shall identify the types of
records that should be kept regarding the use of police
service dogs, including training records, incident reports,
and health reports; and

d.3) The K9 handler and other staff shall identify the

information/items to be included in the records or reports
which pertain to K-9 operations or activities.

f. Financial/Budgetary and other Logistical requirements - (Annex

"P") - Per Capita Maintenance, Budgetary Requirements for Training
and Training Aids) Price adjustment is subject to the provisions of
current inflation rate. Hereunder are the necessary logistical
requirements:

1) Cost of Dog;
2) Kenneling of Dog;
3) Training of Dog and Handler;
4) Training Equipment;
5) Canine Care and Grooming;
6) Utility Vehicle;
7) Transport Kennel Van;
8) Maintenance of Vehicle;
9) In-service Training;

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 10) Certification;
11) Conferences and External Training; and
12) Travel and conferences should also be included.

7. ACCOUNTABILITIES AND LIABILITIES:

Liability is a main concern for the canine handlers:

a) The police officer/handler shall be familiar with the legal issues and
concerns involving the use of a police service dog, in particular, the use
of a police service dog as a force option as well as issues dealing with
policy and procedure and the need for clear policy regarding the use of
a police service dog;

b) The police officer/handler shall be administratively and criminally liable

if found that his/her police service dog was improperly used;

c) The police officer/handler shall demonstrate knowledge in the proper

use of the police service dogs, which includes identification of the K9
operations scheme that shall be considered before deploying a police
service dog in searches and other police operations;

d) The police officer/handler shall identify the significance and purpose of

K9 policies and procedures;

e) The police officer/handler shall be familiarized in the general types of

information and considerations in the K9 policies and procedures:

e.1) The circumstances or conditions under which K9 teams shall and

shall not be utilized;

e.2) The deployment, use, and services of K9 teams;

e.3) The role and responsibilities of the police officer handler,

supervisor personnel and other officers;

e.4) Reporting requirements and record keeping;

e.5) The training, qualification and re-evaluation of K9 teams; and

e. 6) The care, handling, and maintenance of police service dogs.

f) The police officer/handler shall demonstrate familiarity with unit policies

and procedures pertaining to the use of police service dogs.

8. PENAL CLAUSE:

Any violation of this MC shall be a ground for disciplinary action. The

provisions of NAPOLCOM Memorandum Circular No. 2016-002 "Revised Rules of
Procedure Before the Administrative Disciplinary Authorities and the Internal Affairs

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Service of the Philippine National Police" for uniformed personnel and the Revised
Rules on Administrative Cases in the Civil Service for NUP shall apply.

In addition, the immediate superior officer of the K9 handler shall also be

held administratively liable for any act or omission, or negligence committed by the
handler that led, assisted, abetted or allowed, whether directly or indirectly, to the
loss, injury or death of the K9, and the injury or death of a third party and the
destruction of property, if he has knowledge of or should have known of the acts or
omission being committed by the K9 handler and despite such knowledge, did not
take preventive or corrective action to deter the loss, injury or death of the K9, and
the injury or death of a third party and destruction of property.

9. REPEALING CLAUSE:

All PNP rules, regulations, and other issuances, or portions thereof,

inconsistent with these guidelines are repealed or modified accordingly.

10. SEPARABILITY CLAUSE:

Any portion of this MC inconsistent with the organic laws or declared

unconstitutional shall not affect the validity of the other provisions.

11. EFFECTIVITY:

This MC shall take effect after 15 days from the filing of a copy hereof at
the University of the Philippine Law Center in consonance with Sections 3 and 4 of
Chapter 2, Book VII of Executive Order No. 292 otherwise known as the “Revised
Administrative Code of 1987,” as amended.

Original Signed
RONALD M DELA ROSA
Police Director General
Chief, PNP

Distribution:

Command Group
D-Staff
P-Staff
Dirs, NSUs
RD, PROs

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 ANNEX A

PNP EOD/K9 Group Organizational Structure

(NAPOLCOM RESOLUTION NO. 2016-277

Approving the Activation of the Explosive Ordnance Disposal and Canine Group As
a National Operational Support Unit of the Philippine National Police)

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 ANNEX B

PNP MC No. 2015-030 dated October 17, 2015

Parameters, Test and Evaluation Procedures in the Conduct of Physical
Inspection, Health, Medical Records and Functional Test for Explosive
Detection Dogs (EDDs)

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GUIDELINES IN THE ADMINISTRATION, MANAGEMENT, UTILIZATION AND DISPOSAL OF THE PNP CANINES Page 64
GUIDELINES IN THE ADMINISTRATION, MANAGEMENT, UTILIZATION AND DISPOSAL OF THE PNP CANINES Page 65
 ANNEX C

Management of the PNP K9 Breeding Program

Operations Division of EOD/K9 Group shall be responsible for the

development of breeding and development of high quality detector dog and to lessen
the cost for the PNP on the procurement, proficiency and all maintenance for
operational detector dog.

Many breeds will work effectively for detection such as Belgian Malinois
Labradors,Golden Retrievers, German Shepherds, Beagle and Jack Russel Terriers.
These dogs are used for their intelligence, their willingness to please, their physical
agility, and their hard work.

Mix breeds and Aspins (Asong Pinoy/Native Dog) may also be used on
combat tracking purposes due to their different personalities and instinctive hunting
capabilities because of their native traits or lineages after a thorough selection and
evaluation.

Sexual maturity (puberty) occurs between the ages of 6 to 12 months for both
males and females but breeding is not recommended prior to the second estrous
cycle or until 2 years of age specially for some large breeds. The breeding K9s shall
undergo health monitoring by the veterinarian before, during and after mating; then
close supervision during pregnancy until the parturition time.

The following are considerations in selection of breeder stocks:

Male Reproductive and general health history, including:

• past and intended breeding management;
• relevant family history;
• routine general history (diet, medication, environment, and health
status);
• screening for relevant heritable defects of concern for the breed should
be advised;
• A thorough physical examination should be performed, with particular
attention given to the genitalia;
• The penis should be fully extruded from the prepuce and examined; and
• Prostate size and symmetry should be assessed in dogs by
simultaneous abdominal and rectal palpation or with ultrasonography.

Female Reproductive and medical history, including information on

• previous cycles (onset and regularity),
• breeding management (past and intended),
• outcome of any breeding/s,
• relevant family history,
• routine medical information (diet, medications, environment, health
status).
Proper care for the new puppies until the age of weaning shall be completed
with supplements and immunizations.

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Internal and External Parasites Control Medicines
Dewormingof puppies
2-4 weeks of age Liquid dewormer
6 weeks of age Liquid dewormer
8 weeks of age All wormer tab
10 weeks of age All wormer tab
Regular Deworming
Every 6 months If indoor dog
Every 3 months If outdoor dog
Heartworm Prevention
6 months old then annually Pro-heart (vaccine)
6 months old then monthly Heartgard
2 months old then monthly Advocate
Tick/Flea Prevention
8 weeks of age Frontline spot on
Monthly maintenance Frontline spot on
Vaccination/Immunization Program
6 weeks of age 5-in-1 (1st shot)
8 weeks of age 5-in-1 (2nd shot)
10 weeks of age 5-in-1(3rd shot)
12 weeks of age 5-in-1 (4th shot) *optional
Rabies
Kennel Cough
Annual 5-in-1
Rabies
Kennel Cough

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 ANNEX D
DEED OF DONATION TO PNP (SAMPLE FORMAT)

I, Mr/Ms _______________________________of legal age, and residing at

______________________________________, Philippines, designated herein as the
DONOR hereby voluntarily DONATE the DOG described below to the PNP EOD/K9
Group represented by its Director, _______________________________________free
of any charge.

I fully understand that by DONATING the said DOG, PNP EOD/K9 Group will
have the exclusive rights to use them in any way that PNP EOD/K9 Group may wish
to as to improve their Breeding/Material stock of Working Dogs other than re-donating
without my consent and/or selling the said DOG.

I also fully understand that the DOG maybe deployed to different PNP K9
Units around the country and that I will not influence their choices of assignment for any
cause especially for the sake of visiting them.

I also fully understand the risks involved in training (i.e. mechanical trauma,
trauma brought by explosives ordnance and the like), tour of duty and, breeding of
the DOG and that I have confidence in PNP EOD/K9 Group to look after its welfare as
they look after their own dogs.

=AND=

I, __________________________________, Director, PNP EOD/K9 Group, of

legal age with office address at PNP EOD/K9 Group Headquarters in Camp Crame,
Quezon City, gratefully accept the DOG as described below from Mr/Ms
__________________________ as donation to the PNP EOD/K9 Group free of any
charge.

In lieu of his/her generosity, PNP EOD/K9 Group awards to Mr/Ms

_____________________ a CERTIFICATE OF DONATION and grants him/her rights to
visit the DOG so long as it would not hamper in the security and intelligence aspects of
K9 operation.

PNP EOD/K9 Group will always look after the welfare of the said DOG as we
always care/for our own dogs. However, the PNP EOD/K9 Group cannot assure
complete protection from health conditions arising from uncontrollable factors such as
natural calamities, disease outbreaks and, inclement weather conditions.

Moreover, the DONOR understands the risks involved during the Dog’s training,
tour of duty and breeding and, PNP EOD/K9 Group may not guarantee for the health
conditions arising from incidents (i.e. mechanical trauma, trauma brought by explosives
and ordnance and the like). But rest be assured that reduction of such risks shall be taken
into great consideration.

Mr/Ms _____________________ ______________________________

Donor Director, PNP EOD/K9 Group
Donee
SIGNED IN INTHE
GUIDELINES PRESENCE
THE ADMINISTRATION, OF:
MANAGEMENT, UTILIZATION AND DISPOSAL OF THE PNP CANINES Page 68
_____________________________ _____________________________
Witness Witness
REPUBLIC OF THE PHILIPPINES)
: S.S.
CITY OF MANILA…………………..)

ACKNOWLEDGEMENT

BEFORE ME a Notary Public for and in the City of ________, Philippines, personally
appeared the following persons with their respective Community Tax Certificates, to
wit:

NAME CTC NR. DATE/PLACE ISSUED

___________________ ________________ ___________________
___________________ ________________ ___________________

Known to me to be the same persons who executed the foregoing instrument, and
they acknowledged to me that the same is their free act and voluntary deed. This
memorandum of Agreement, consisting of ______ (_) pages including this page, is
signed by the parties on each page hereof.
Doc. No. _______
Page No. _______
Book No. _______
Series of 20__

GUIDELINES IN THE ADMINISTRATION, MANAGEMENT, UTILIZATION AND DISPOSAL OF THE PNP CANINES Page 69
 ANNEX D
DEED OF DONATION FROM PNP TO DONEE (SAMPLE FORMAT)

I, Mr/Ms _______________________________of legal age, and residing at

______________________________________, Philippines, designated herein as the
DONOR hereby voluntarily DONATE the DOG described below to the PNP EOD/K9
Group represented by its Director, _______________________________________free
of any charge.

I fully understand that by DONATING the said DOG, PNP EOD/K9 Group will
have the exclusive rights to use them in any way that PNP EOD/K9 Group may wish
to as to improve their Breeding/Material stock of Working Dogs other than re-donating
without my consent and/or selling the said DOG.

I also fully understand that the DOG maybe deployed to different PNP K9
Units around the country and that I will not influence their choices of assignment for any
cause especially for the sake of visiting them.

I also fully understand the risks involved in training (i.e. mechanical trauma,
trauma brought by explosives ordnance and the like), tour of duty and, breeding of
the DOG and that I have confidence in PNP EOD/K9 Group to look after its welfare as
they look after their own dogs.
=AND=

I, __________________________________, Director, PNP EOD/K9 Group, of

legal age with office address at PNP EOD/K9 Group Headquarters in Camp Crame,
Quezon City, gratefully accept the DOG as described below from Mr/Ms
__________________________ as donation to the PNP EOD/K9 Group free of any
charge.

In lieu of his/her generosity, PNP EOD/K9 Group awards to Mr/Ms

_____________________ a CERTIFICATE OF DONATION and grants him/her rights to
visit the DOG so long as it would not hamper in the security and intelligence aspects of
K9 operation.

PNP EOD/K9 Group will always look after the welfare of the said DOG as we
always care/ for our own dogs. However, the PNP EOD/K9 Group cannot assure
complete protection from health conditions arising from uncontrollable factors such as
natural calamities, disease outbreaks and, inclement weather conditions.

Moreover, the DONOR understands the risks involved during the Dog’s training,
tour of duty and breeding and, PNP EOD/K9 Group may not guarantee for the health
conditions arising from incidents (i.e. mechanical trauma, trauma brought by explosives
and ordnance and the like). But rest be assured that reduction of such risks shall be taken
into great consideration.

Mr/Ms _______________________ ______________________________

Donor Director, PNP EOD/K9 Group
Donee
SIGNED IN THE PRESENCE OF:
GUIDELINES IN THE ADMINISTRATION, MANAGEMENT, UTILIZATION AND DISPOSAL OF THE PNP CANINES Page 70
_____________________________ _____________________________
Witness Witness
REPUBLIC OF THE PHILIPPINES)
: S.S.
CITY OF MANILA…………………..)

ACKNOWLEDGEMENT

BEFORE ME a Notary Public for and in the City of ________, Philippines, personally
appeared the following persons with their respective Community Tax Certificates, to
wit:

NAME CTC NR. DATE/PLACE ISSUED

___________________ ________________ ___________________
___________________ ________________ ___________________

Known to me to be the same persons who executed the foregoing instrument, and
they acknowledged to me that the same is their free act and voluntary deed. This
memorandum of Agreement, consisting of ______ (_) pages including this page, is
signed by the parties on each page hereof.
Doc. No. _______
Page No. _______
Book No. _______
Series of 20__

GUIDELINES IN THE ADMINISTRATION, MANAGEMENT, UTILIZATION AND DISPOSAL OF THE PNP CANINES Page 71
 ANNEX E
Monthly K9 Inspection Checklist

GUIDELINES IN THE ADMINISTRATION, MANAGEMENT, UTILIZATION AND DISPOSAL OF THE PNP CANINES Page 72
GUIDELINES IN THE ADMINISTRATION, MANAGEMENT, UTILIZATION AND DISPOSAL OF THE PNP CANINES Page 73
GUIDELINES IN THE ADMINISTRATION, MANAGEMENT, UTILIZATION AND DISPOSAL OF THE PNP CANINES Page 74
GUIDELINES IN THE ADMINISTRATION, MANAGEMENT, UTILIZATION AND DISPOSAL OF THE PNP CANINES Page 75
GUIDELINES IN THE ADMINISTRATION, MANAGEMENT, UTILIZATION AND DISPOSAL OF THE PNP CANINES Page 76
GUIDELINES IN THE ADMINISTRATION, MANAGEMENT, UTILIZATION AND DISPOSAL OF THE PNP CANINES Page 77
GUIDELINES IN THE ADMINISTRATION, MANAGEMENT, UTILIZATION AND DISPOSAL OF THE PNP CANINES Page 78
 ANNEX F

Details on Kennel Construction and Criteria

1. Kennel Facility Construction:

Building plans, designs and detailed cost estimates will be subject for
approval of the NHQ Command Group with consultation from Veterinarians and Civil
Engineers. Location of kennel facilities must be carefully considered. Areas of concern
are: shade, temperature control, ventilation, drainage, ease of cleaning, separation of
K9s and safety. Adequate security lighting is a must. The objective is to build a kennel,
meeting essential requirements at the least cost. The following considerations will be
observed in selecting a suitable location:

a. Odors/ Noise - Do not locate kennel facility in the area which may be
harmful to the K9s senses. Avoid areas near aircraft runways/taxiways,
engine test cells, small arms ranges, or other areas where the average
sound level for any 24-hour period exceeds 75 decibels. In addition, K9s
that are continually disturbed by pedestrian/ vehicular traffic, industrial
activity, and other distractions cannot be expected to function properly.
Where feasible, the kennel should be located so that natural barriers such
as hills, trees and large shrubs separate these areas from the kennel
facility;

b. Water Supply – Large quantities of potable water are needed for cleaning
and drinking. Impurities in the water can be a source of diseases for both
handlers and K9s;

c. Fire Protection – Water type fire extinguishers are generally used in the
kennel. At least one fire extinguisher must be provided for each 2, 500
square feet in the kennel support building;

d. Fencing – Perimeter fencing will meet requirement per reference; and

e. Waste Disposal – Facility engineers must be contacted with regard to

waste disposal. Alternate waste disposal systems must be developed in
cases where facility/municipal waste disposal systems are not capable of
accepting animal waste or are non-existent.

2. Kennel Criteria:

a. Sufficient electrical outlets;

b. All openings leading to areas within the building are to be protected with
insect screening;

c. To facilitate cleaning and minimize the potential spread of disease, kennel

surfaces shall be steel trowel finished and sealed. Concrete masonry unit
partitions between kennels are to have a liquid glaze applied surface;

d. Provide drainage troughs in kennel spaces to simplify wash down and

associated waste disposal. The kennel floor should be sloped to the
troughs;

GUIDELINES IN THE ADMINISTRATION, MANAGEMENT, UTILIZATION AND DISPOSAL OF THE PNP CANINES Page 79
 e. Provide sufficient water capacity to manage required wash down and
clean-up;

f. The minimum size of each kennel, including the circulation space, shall
not exceed 75 square feet per dog. Kennel run dimensions will be
constructed using the following guidelines:

 The outside run area will be a min. of 4’ 6” wide by 5’ 4” in length.

Maximum size of 5 x 5 feet.

 The inside runs area will be a min. of 4’ 10” wide by 4’ 6” in length.

Maximum size of 5 x 5 feet.

g. A support space, 150 square feet maximum, can be provided to

accommodate a food preparation and work/treatment area;

h. A deep sink will be provided in the support space for food preparation
and sanitary functions;

i. Adjacent kennels shall be separated by concrete masonry unit partitions

to a height of 4 feet to prevent injury to the animals;

j. Roof overhang shall extend beyond drain troughs. This is necessary to

avoid overloading the sewage system during heavy rains; and

k. Proper maintenance of kennels reduces overall operating costs. Kennel

runs will be thoroughly cleaned once a day with wash down as needed.

3. Training areas must meet the following criteria:

The training areas must be kept clean and vegetation closely trimmed.
Fecal matter must be removed immediately. Dogs should not be allowed to urinate/
defecate in the training area.

a. The training area must be fenced;

b. The surface of the training area must be free of items that are harmful
to the handlers/ K9s, i.e. sharp rocks, broken glass, and burrs, holes,
etc. The surface should be graded to prevent standing water;

c. The minimum size of the training area should be approximately 75 feet

by 150 feet to allow adequate room for off-leash training exercises; and

d. A confidence course can be built in each training area. The obstacles

may be built from salvaged materials.

GUIDELINES IN THE ADMINISTRATION, MANAGEMENT, UTILIZATION AND DISPOSAL OF THE PNP CANINES Page 80
 ANNEX G
NAPOLCOM RES No. 2009-716

GUIDELINES IN THE ADMINISTRATION, MANAGEMENT, UTILIZATION AND DISPOSAL OF THE PNP CANINES Page 81
GUIDELINES IN THE ADMINISTRATION, MANAGEMENT, UTILIZATION AND DISPOSAL OF THE PNP CANINES Page 82
GUIDELINES IN THE ADMINISTRATION, MANAGEMENT, UTILIZATION AND DISPOSAL OF THE PNP CANINES Page 83
 ANNEX H

Specification of EOD/K9 Team Transport Kennel Van

(MITSUBISHI FB100 CLOSED VAN/Double Cab)

The PNP K9 Units shall adhere to the guidelines and procedures in Section 4.1
of the “Revised Implementing Rules and Regulations of Republic Act No. 8485.” Cruelty
in transportation shall include but is not limited to the following:

1. Unclean, unsanitary, unsafe facilities;

2. Failure to provide sufficient food and water;
3. Overcrowding, putting animals in the trunk, under the hood, top load, or
hanging the same in an unsafe, uncomfortable condition or situation;
4. Undue exposure of the animal to extreme transport stowage, painful and
unnecessary restraint;
5. Lack of ventilation, exposure to extreme weather condition, inappropriate
cage; and
6. Other analogous situation/condition.

Hence, NAPOLCOM Resolution No. 2009-509, titled “Prescribing The Standard

Specifications For Kennel Transport Van For The Use Of PNP” was approved on
September 15, 2009.

However, due to the changing climate condition and deployment program of EOD
and K9 team, a modification of EOD and Kennel Transport Van is necessary to meet the
needs in the deployment of EOD and K9 Team. Specification of kennel van described
below:

VEHICLE SPECIFICATION:

To accommodate the Explosive Incidence Response Team (EIRT) composed of

not less than 5-man team composition which includes two K9 handlers and three EOD
equipment.

REAR BODY OF THE VEHICLE:

Rear body is divided into 2 portions:

 EOD, K9 Handlers & EIRT Equipment Carrier
 Two(2) K9 cages and K9 Equipment

EOD, K9 HANDLERS AND EIRT EQUIPMENT CARRIER SPECIFICATION:

1. Has door on right side of the body.

2. EOD, K9 Handlers and EIRT Equipment Carrier size:
 Length: 76 inches
 Width: 74 inches
 Height: 54 inches

K9 CAGE SPECIFICATION:
1. Two fixed custom fit dog cages (tail-end side of the vehicle):
 Length: 38 inches
 Width: 74 inches

GUIDELINES IN THE ADMINISTRATION, MANAGEMENT, UTILIZATION AND DISPOSAL OF THE PNP CANINES Page 84
  Height: 34 inches

2. With additional air-condition duck going to K9 Cages.

3. K9 cage is 1½ x 1½ stainless steel square bar frame with 5mm diameter
welded mesh wire.

K9 COMPARTMENT SPECIFICATION:

K9 Compartment is intended for K9 equipments and dog food. With two(2)

partition doors.

 Length: 38 inches
 Width: 74 inches
 Height: 20 inches

GUIDELINES IN THE ADMINISTRATION, MANAGEMENT, UTILIZATION AND DISPOSAL OF THE PNP CANINES Page 85
 ANNEX I

Feeding Guide and Maintenance Requirements for Adult Dogs and Puppies
1. Feeding Guide for Adult Dog
Feeding Amount Dog Food Consumption
Breed Standard
Per Ration Per Day Per Day (kg) Per Month
Weight (kg)
(cups) (cups) (kg)
Labrador 24.0 – 28.0 2.0-2 ½ 5.0 - 10.0 0.5 – 1.0 15.0 – 30.0
Retriever
Golden Retriever 24.0 – 30.0 3 ½ -4.0 7.0 – 10.0 0.7 – 1.0 24.0 – 30.0
German/Dutch 25.0 – 30.0 3 ½ -4.0 7.0 – 10.0 0.7 – 1.0 24.0 – 30.0
Shepherd
Belgian Malinois 25.0 – 30.0 3 ½ -4.0 7.0 – 10.0 0.7 – 1.0 24.0 – 30.0
Jack Russel 4.0 – 6.0 1.0- 1½ 2.0 – 5.0 0.2 – 0.5 6.0 – 10.0

Note: 1.0 cup commercial dog food weighs approximately 100 g = 0.1 kg

3. Feeding Guide for Puppy

Total Consumption
Age Type of Feeds Frequency
Milk (gm/day) Dog Food
3rd – 4th wk Milk 1 scoop 4x/day 32 -
Milk (1 ½ scoops) and
5th – 6tth 4x/day 48 -
puppy dog food (20g)
Milk (2 scoops) and puppy
7th – 8th 3x/day 48 -
dog food (40g)
9th -10th Wks Milk (2 ½ scoops) and 60 -
3x/day
puppy dog food (60g)
11th – 12th Wks Milk (3 scoops) and puppy 72 -
3x/day
dog food (80g)
3 – 4 Mos Puppy dog food (125g) 2x/day - 250
4 – 5 Mos Puppy dog food (150g) 2x/day - 300
5 – 6 Mos Puppy dog food (175g) 2x/day - 350
6 – 7 Mos Puppy dog food (200g) 2x/day - 400
7 – 8 Mos Puppy dog food (225g) 2x/day - 450
8 – 12 Mos Puppy dog food (250g) 2x/day - 500 – 1.0kg
3. Maintenance Requirements
A. Internal and External Parasites Control Medicines
2-4 weeks of age (Puppy deworming) Liquid dewormer
6 weeks of age Liquid dewormer
8 weeks of age Liquid dewormer
10 weeks of age Liquid dewormer
Every 6 months (indoor dog – Regular deworming) Praziquantel
Every 3 months (outdoor dog – Regular deworming) Praziquantel
B. Heartworm Prevention
6 months old then monthly Heartgard
C. Tick/Flea Prevention
Monthly maintenance Frontline spot on
D. Vaccination/Immunization Program
6 weeks of age 5-in-1 (1st shot)
8 weeks of age 5-in-1 (2nd shot)
10 weeks of age 5-in-1(3rd shot)
12 weeks of age 5-in-1 (4th shot)
Rabies
Kennel Cough
Annual 5-in-1
Rabies
Kennel Cough

GUIDELINES IN THE ADMINISTRATION, MANAGEMENT, UTILIZATION AND DISPOSAL OF THE PNP CANINES Page 86
 ANNEX J

GUIDELINES FOR THE DISPOSAL OF GOVERNMENT EQUIPMENT

COMMISSION ON AUDIT CIRCULAR NO. 89-296 dated January 27,1989

TO : All Heads of Departments, Chiefs of Bureaus/Offices of the National Government,

Provincial Governors, City Mayors, Heads of Local Government Units, Managing
Heads of Government-Owned and/or Controlled Corporations including their
Subsidiaries, COA Directors, Heads of National, Local and Corporate auditing
units and all others concerned.

SUBJECT: Audit Guidelines on the Divestment or Disposal of Property and Other Assets of
National Government Agencies and Instrumentalities, Local Government Units
and Government-Owned or Controlled Corporations and their Subsidiaries.

I. PURPOSE:

To achieve uniformity and consistency in the observance of audit procedures and to ensure
facility in audit with respect to the divestment or disposal of property and other assets of all
national government agencies/instrumentalities, local government units and government-owned
and/or controlled corporations and their subsidiaries, this Circular prescribes audit guidelines on
the matter.

II. RATIONALE:

As a matter of national policy in support of its economic recovery program, the Government
has devised a scheme of reducing the number of government entities or instrumentalities and
government-owned or controlled corporations and their subsidiaries which have proliferated to
unmanageable proportions. To achieve this goal, it has resorted either to privatization of a good
number of these corporations and their subsidiaries or the divestment or disposal of their
property and other assets as well as that of national government agencies and local government
units. In aid of this endeavor, this Commission has deemed it fit to prescribe audit guidelines for
the use and observance of the management of these government entities/instrumentalities and of
the auditors concerned.

III. DEFINITION AND SCOPE:

These audit guidelines shall be observed and adhered to in the divestment or disposal of
property and other assets of all government entities/instrumentalities, whether national, local or
corporate, including the subsidiaries thereof but shall not apply to the disposal of merchandise or
inventory held for sale in the regular course of business nor to the disposal by government
financial institutions of foreclosed assets or collaterals acquired in the regular course of business
and not transferred to the National Government under Proclamation No. 50. They shall not also
cover dation in payment as contemplated under Article 1245 of the New Civil Code.

As envisioned in this Circular, divestment shall refer to the manner or scheme of taking
away, depriving, and withdrawing of an authority, power or title. As opposed to investment which
signifies the delivery of possession of anything to another, divestment connotes taking away
and/or withdrawal of such possession and title (Black's Law Dictionary, Rev. 4th edition;
Webster's New School/Office Dictionary).

IV. AUTHORITY OR RESPONSIBILITY FOR PROPERTY DISPOSAL/DIVESTMENT:

Pursuant to existing laws on the matter, the full and sole authority and responsibility for the
divestment or disposal of property and other assets owned by national government agencies or
instrumentalities, local government units, and government-owned and/or

GUIDELINES IN THE ADMINISTRATION, MANAGEMENT, UTILIZATION AND DISPOSAL OF THE PNP CANINES Page 87
controlled corporations and their subsidiaries shall be lodged in the heads of the
departments, bureaus, and offices of the national government, the local government units,
and the governing bodies or managing heads of government-owned or controlled
corporations and their subsidiaries conformably to their respective corporate charters or
articles of incorporation, who shall constitute the appropriate committee or body to undertake
the same.

V. MODE OF DISPOSAL/DIVESTMENT:

This Commission recognizes the following modes of disposal/divestment of assets and

property of national government agencies, local government units and government-owned or
controlled corporations and their subsidiaries, aside from other such modes as may be
provided for by law.
1. Public Auction:
Conformably to existing state policy, the divestment or disposal of government
property as contemplated herein shall be undertaken primarily thru public auction.
Such mode of divestment or disposal shall observe and adhere to established
mechanics and procedures in public bidding, viz:
a. Adequate publicity and notification so as to attract the greatest number of
interested parties; (vide, Sec. 79, P.D. 1445)
b. Sufficient time frame between publication and date of auction;
c. Opportunity afforded to interested parties to inspect the property or assets to be
disposed of;
d. Confidentiality of sealed proposals;
e. Bond and other prequalification requirements to guarantee performance; and
f. Fair evaluation of tenders and proper notification of award. It is understood that
the Government reserves the right to reject any or all of the tenders.

2. Sale thru Negotiation:

For justifiable reasons and as demanded by the exigencies of the service,
disposal thru negotiated sale may be resorted to and undertaken by the proper
committee or body in the agency or entity concerned taking into consideration the
following factors:
a. There was a failure of public auction. As envisioned in this Circular, there is
failure of public auction in any of the following instances:

1. If there is only one offeror.

In this case, the offer or bid, if sealed, shall not be opened.

2. If all the offers/tenders are non-complying or unacceptable.

A tender is non-complying or unacceptable when it does not comply with

the prescribed legal, technical and financial requirements for pre-
qualification.

b. The negotiation may be conducted singly, i.e., on a one-on-one basis, or in

group, provided that due communication between the offerors and the
government is established with a view to ensuring that the government gets the
best price.

c. To avert possible confabulation among unscrupulous parties, a record of the

proceedings of the negotiation must be maintained.

GUIDELINES IN THE ADMINISTRATION, MANAGEMENT, UTILIZATION AND DISPOSAL OF THE PNP CANINES Page 88
 d. It is understood that the price agreed upon at the negotiation shall not be lower
than the floor price as fixed by the government or the highest offer submitted at
the failed public auction whichever is higher.

Conformably to existing law and regulation, in the case of local government

units, the Office of the Treasurer shall undertake the negotiated sale subject to
approval by the proper Committee on Award. Where the acquisition or transfer
cost of the property exceeds P5,000.00 in the case of provinces and cities, the
approval of this Commission is required. In the case of municipalities, where the
acquisition or transfer cost of the property is more than P3,000.00, the approval
of the Provincial Auditor is required.

3. Barter, which is the direct exchanged of commodities without the use of money and
without reference to price or the exchange of goods of one character for goods of
another, may be made with other government agencies or government-owned
and/or controlled corporations. This shall be resorted to where there is an offer that
would redound to the interest of and is advantageous to the government.

4. Transfer to Other Government Agencies:

Where the property or assets involved are no longer serviceable or needed by

the department, agency, corporation or local government unit concerned, they may
be transferred to other government entities/agencies without cost or at an
appraised value upon authority of the head or governing body of the said agency or
corporation, and upon due accomplishment of an Invoice and Receipt of Property
(Cf., Sec. 76, P.D. 1445).

5. Destruction or Condemnation:

This mode shall be resorted to only when the unserviceable property has no
commercial value, or is beyond economic repair, or there is no willing receiver,
and/or the appraised value is less than the administrative cost of sale, subject to
prior inspection by the Auditor concerned. Valueless property shall be condemned
either by burning, pounding, throwing beyond recovery, and the like. The head of
the department, agency and corporation and the local chief executive shall approve
the disposition.

VI. AUDIT PROCEDURE:

1. To facilitate audit of the disposal/divestment of corporate assets as herein

contemplated, the management of the government corporation concerned shall
furnish the Auditor at least twenty (20) days before the advertisement of the call to
public auction with a copy each of the following documents:

a) Program for disposal with time schedules;

b) Inventory Report showing the itemized list and complete description of the
assets;

c) Appraisal Report showing the appraised values of the assets, prepared by an

in house and/or independent appraiser; and

d) Disposal procedure adopted which are prepared by the concerned

offices/departments of the corporation and submitted to the proper Disposal
Committee or similar body constituted by the management thereof.

GUIDELINES IN THE ADMINISTRATION, MANAGEMENT, UTILIZATION AND DISPOSAL OF THE PNP CANINES Page 89
 2. Upon receipt of these documents, the Auditor shall perform the following
functions:
a. Secure and gather the following information regarding the asset:

1) In the case of physical assets other that foreclosed collaterals, information

relative to the original cost of acquisition, the accumulated depreciation, and
the net book value at the time of appraisal;

2) In the case of whole companies or government-owned and/or controlled

corporations (GOCCs) other than foreclosed collaterals, information about
the total loans and capital contribution or equity of the government in the
entity concerned; and

3) Any other information relative to the asset which will assist in arriving at the
reasonableness of the appraisal or valuation shall likewise be gathered.

b. Review the corporation's procedures for the sale of assets to determine their
propriety and conformity with existing laws and regulations.

c. In the event that the appraisal/valuation is equal to or higher than either the net
book value, the principal loan, or total government exposure as mentioned in
each of the cases in Nos. 1.a and 1.b above, the Auditor need not forward the
appraisal/valuation report to the COA Central Office, but shall file it in his office
together with the information gathered in No. 1 above as supporting documents
for the review done, which shall be available for review by the COA Central
Office.

d. In the disposal/divestment of assets, the Auditor shall also review the actual
sales or disposal value of the asset as against the appraisal/valuation report. If
the bid/sales value is less than the appraised value, the Auditor shall require
justification thereon from management. On the basis of such justification, the
Auditor shall make his own evaluation and submit his
comment/recommendation to the COA Technical Service Office (TSO).

e. The Auditor, in forwarding the appraisal/valuation report to the TSO shall

include in his comments and recommendation a comparative analysis of the
foregoing information vis-a-vis the appraisal/valuation report received from
management.

The TSO, employing its own organic personnel or engaging the services
of a private consultant/specialist, shall review the appraisal/valuation report of
the corporation for reasonableness, thereafter transmitting its comments/action
thereon to the Auditor concerned, thru the COA Corporate Audit Office.

2. When property of a local government unit has become inserviceable for any cause,
or is no longer needed, it shall, upon application of the officer accountable therefor,
be inspected and appraised by the provincial or city auditor or his duly authorized
representative or that of this Commission.

4. The Auditor of a department, bureau or agency of the national government or

any local government unit upon receipt from the department/agency head
or local chief executive concerned of the Inventory and Inspection Report
supported by Individual equipment survey reports and current photographs, as
well as the Waste Material Report, in case of waste materials and worn-out
and obsolete spare parts, shall refer these documents to a Technical Property
Inspector assigned to his office, if any, or to the TSO in the COA Central Office for

GUIDELINES IN THE ADMINISTRATION, MANAGEMENT, UTILIZATION AND DISPOSAL OF THE PNP CANINES Page 90
 inspection and appraisal of the property. The Technical Property Inspector thus
assigned shall:

a. Conduct an inspection of the unserviceable equipment or property to verify

justification for disposal;

b. Appraise the disposable equipment or propriety; and

c. Prepare an Inspection Report which shall indicate the following, among others:

1 - Description, quantity and specifications of the equipment or property;

2 - Date of purchase;
3 - Acquisition cost;
4 - Physical condition;
5 - Appraised value;
6 - Remarks/recommendations.

This Inspection Report shall be submitted to the Auditor who shall transmit
the same to the proper Disposal Committee and shall be used as basis for its
decisions.

VII. COA ROLE DURING DISPOSAL:

In all modes or instances of disposal of government property or assets as hereinabove

contemplated, the proceedings shall be undertaken by the appropriate authority in the
presence of the Auditor or other COA representative who shall act as an intelligent,
responsive and articulate witness thereto. The said act of witnessing shall not be confined
merely to seeing what is being done during the proceedings but shall be related to the more
meaningful discharge by the Auditor of his/her constitutional duty to examine, audit and
settle all accounts pertaining to the expenditures or uses of government funds and property.
Thus, the Auditor acting as such witness may verbally advise the agency head or his duly
authorized representative of any objectionable feature/s of the proceedings. Otherwise, he
may sign documents and other papers pertinent only to those proceedings which he
witnessed with his comments which he deems necessary under the circumstances. Related
advices and/or comments done in writing should invariably be sent officially to and duly
receipted for by head of the agency or his duly authorized representative concerned. These
written advices or comments shall form part of the bases of action to be taken by the auditor
in the pre-audit or post audit of the subject transactions.

VIII. EFFECTIVITY AND REPEALING CLAUSE:

All Circulars, Memoranda, rules, regulations and other issuances inconsistent herewith
are hereby repealed, amended or modified accordingly.

This circular shall take effect January 2, 1989.

(SGD.) EUFEMIO C.DOMINGO, Chairman

(SGD.) ALBERTO P. CRUZ, Commissioner
(SGD.) BARTOLOME C. FERNANDEZ, JR., Commissioner

GUIDELINES IN THE ADMINISTRATION, MANAGEMENT, UTILIZATION AND DISPOSAL OF THE PNP CANINES Page 91
 ANNEX K

EDD TRAINING ACTION PLAN (EDDTAP) FOR CY 2017

1. REFERENCES:

a. PNP P.A.T.R.O.L. Plan 2030;

b. PNP Memorandum Circular No. 2014-046 entitled PNP Standards for In-
Service Training, dated October 22, 2014;
c. PNP EOD/K9 Action Plan for CY 2016; and
d. DL CEP for CY2016, 2017.

2. PURPOSE:

This Explosive Detection Dogs Training Action Plan (EDDTAP) aims to

standardize EDDs training program throughout the country. Crafted from diverse
experiences to cultivate potential Public Safety Dogs and Handlers for the systematized
development and understanding of K9 phenomenal behavior that can be useful as tool
in acquiring knowledge and on how to utilize effectively in detecting explosives.

3. OBJECTIVE:

In this program the participants will cover aspects of the learning outcomes,
through coaching, training, and by self directed distance learning enabling students to
demonstrate:

a. Safe system of search;

b. Control of the dog on and off leash at all times;
c. Working in a team as a support role;
d. Safe handling of explosive training aids;
e. Safe and practical application of procedures following a find;
f. Management and awareness of occupational stress;
g. How to safely deploy the dog to search and indicate the presence of
explosives for which it has been trained to detect, in vehicles, building and
open areas;
h. How to deploy the dog in a manner that it ignores all reasonable distractions
caused by noise, movement and non-target odor sources not physically
interfering with the dog;
i. To promote the development and administration of canine training programs
throughout the country;
j. To enhance handlers’ techniques in canine communication, handling and
practical scenario searches; and
k. To develop K9 and handlers as team.

4. CONDUCT OF TRAINING:

a. The training consists of six (6) phases:

Phase I – Canine profiling and health evaluation process;

Phase II – Obedience and Kenneling;
Phase III - Explosive Odor imprinting;
Phase IV – Search Procedures in working environment;
Phase V – Basic Canine Handling Protocols/POI; and
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 Phase VI- Evaluation Process and Certification.

b. The EOD/K9 Group Canine Training Center will be located at Camp

Crame, Quezon City or Camp Bagong Diwa, Bicutan, Taguig or as
appropriate which has pool of K9 instructors who is a certified trainer,
handler and veterinary from the same field of endeavor;

c. Training aids such as explosives, different cans, luggage, blocks, wall,

lumbers, boxes and short and long dog’s leashes and other related
accessories will be used during the course of training to assess the skills
of EDDs;

d. Training methodology: Reward system, either toy or food as a medium of

enticement; and

e. Training program and technique will be a repetitive in nature until its

perfection and as such will be based on performance on how dogs adopt
instructions.

5. COURSE DESCRIPTION:

a. The whole course will be a 25-week or equivalent of 150 days of training

including both lectures (power point presentation) and practical instruction,
exercise and periodic assessment. The program shall cover canine first
aid and emergency, protocols on explosives and practical searches
procedure with the goal that each handler will learn the mechanics of
conducting searches with an explosive detector dog and be able to
continue to improve performance, and learn to avoid common problems
encountered in maintenance of trained dogs;
b. Canine Management routine such as grooming, kennel sanitations,
handling techniques, and canine communication are mandatorily applied;
c. Practical exercises will be in venue sweeps, open area, train/MRT/LRT,
depot, vehicle, terminals, ports and luggage searches; and
d. Numbers of weeks and hours of training will depend on the pacing of
canine adaptability on training.

6. PHASES AND REQUIREMENTS FOR EDD TRAINING:

PHASE I. Canine profiling and health evaluation process – A potential

canine will be selected and admitted in the Explosive Detection Canine Program
after passing the procedure, methods and evaluation test.

Tests, assessments, and evaluation will be conducted by the K9 training staff

with the K9 before its acceptance into the Canine Program.

K9 Veterinary staff must review the complete medical records while K9

Instructors/Trainers will conduct the training evaluation. After completion of the
required canine record and evaluation, a recommendation will be prepared for
approval of Chief, K9 Training Management Division for review and subsequent
approval of Director, EOD/K9 Group.

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 Prior acceptance of canine unit to the K9 program must meet the following:

1. The canine must be in good health, friendly temperament. As to the

breed, the following has the potential for EDDs training such as Labrador
Retrievers, Belgian Malinois, or any breed of any colour that shows
potential for training;

2. Canine age acceptance - minimum age of 8 months and not older than 1
year 6 months, a male or female (spayed);
3. The canine will be current on all preventive and routine vaccines;
4. The canine will not have any chronic disorder/disease;
5. The canine will not exhibit any behavior problems, to include aggression
towards other canines, animals or people that would be considered
unacceptable, or present a liability to any law enforcement agency or
department;
6. Medical screening and evaluation procedures shall consist of the following
(laboratory tests shall be performed by K9 Veterinarian and fees will be
shouldered by sending unit of participants):

 Hip X-ray
 Canine Heartworm Test
 Canine Ehrlichia Canis Test
 Complete Blood Count
 Blood Chemistry
 Faecal Examination
 Urinalysis
 Skin Scraping (with skin irritation/allergies)

PHASE II. Obedience and Kennelling – At this stage, the canine

communication will be introduced such as command voice, body language and
gesture reading will be applied. In such manner, the handlers will be taught on
kennel maintenance, dog grooming and waste disposal management.

PHASE III. Explosive Odor Imprinting - is a continuous training done in a

repetitive manner to continually enforce a canine’s ability to distinguish between
explosives and non-explosive odors through the use of training aids.

Training Aids – explosive samples used/sniffed by canines during the

conduct of training:

 Black Powder
 Composition B
 Smokeless Powder
 Dynamite/Slurries
 TNT
 PETN/Detonating Cord
 Emulsion/Fireworks/Pyrotechnic powders
 Composition C4
 Silver Nitrate

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  Flash powder
 Ammunitions
 Booster
 Data sheet
 TATP
 HMTD
 Explosive typical combination and etc.
Elective Explosives Improvised Explosives

 Binaries (AN and NM)  Chlorate-based mixtures

 Black powder substitutes  Nitrate-based mixtures
 Blasting agents  Perchlorate mixtures
 Cast boosters  Urea nitrate
 Composition B
 Emulsions
 Photoflash/fireworks/pyrotechnic powders
 Plastic explosives
 Semtex
 Single base smokeless powders
 Slurries
 Tetryl
 Water gels

PHASE IV. Introduction to working environment – introduction of different

working environment for acclimatization and familiarization of dogs and handlers

PHASE V. Basic Canine Handling Protocols/ POI:

MODE OF
NR OF
SUBJECTS SCOPE OF INSTRUCTIONS INSTRUCTIO
HOURS
N
Participants will be briefed about
the course modules, rules and
Overview of K9
regulations, objective, concept of Briefing/ QA 8 hrs
Training
the training and tuning up
camaraderie.
Lectures the handlers’ method
K9 Training
used in conditioning (food/toy Lecture/demo 8 hrs
Methodology
reward).
Handler/dog To know the specific techniques for
Lecture/demo 8 hrs
Communication giving commands to the canine.
Veterinarians will lecture the routine
K9 Wellness and veterinary care, grooming and
Lecture/demo 8 hrs
Vet Briefing sanitation, nutrition and diseases
affecting canines.
Canine First Aid To know the basic assessment, first
and Emergency aid and emergency procedures Lecture/demo 8 hrs
Care during injury/illness of a canine.
Introduction to Describes the basic effects and Lecture/demo/
16 hrs
Explosives & functioning of explosive. Able to PE

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 IED trends recognize and identify explosive
materials and components of IEDs.
Able to use safety procedures to
protect canine team; to apply
Basic Handling
proper leash control techniques; Lecture/demo 8 hrs
Skills
know when to praise and reward
the canine appropriately.
In this module, the dog should be
able to detect the odours; the
handler should be able to
Odour
accurately interpret the dog’s Demo/PE 180 hrs
Recognition
change in behaviour and able to
articulate/communicate when the
dog made a final response.
Cans, boxes,
blocks, walls, Able to present “hot items” on Lecture/Demo
180 hrs
pallets, wheel, different aids. /PE
luggage/bags
Vehicle; Mass transit (bus/trains);
articles (envelopes/boxes);
Practical
buildings (interior/exterior); rooms; Demo/PE 180 hrs
Searches
venues/school; warehouse;
Open area; buried aids.
Practical To determine the result/outcome of
PE 180 hrs
Evaluation the previous lectures or demos.
Regular exercise and grooming not
only helps in the overall health of
Exercise/ canine but also a unique bonding
grooming/ experience. Weighing is a weekly PE 180 hrs
Weighing checks basis to monitor the
increase/decrease in weight during
and after the training period.
Routine Scenarios (day & night)
PE 160 hrs
searches
Final Evaluation Scenarios (day & night) PE 48 hrs
CLOSING Presentation of Certificates
TOTAL NUMBER OF HOURS 1088 hrs

Phase VI. Evaluation Process and Certification – will be used as standard

operating procedure by all certified canine teams.

a. Pre-Deployment Readiness – maintaining operational readiness of

canine teams identified for deployment and selected missions. The
canine handler must be prepared to deploy with their canine at any time;
b. Operational Readiness/Mission Specific - training should focus on a
variety of issues such as length of search, negative searches, varying
explosive quantities and varying environments; and
c. Respond, Investigate, Plan, Execute (RIPE) – establishes policy that all
canine handlers will practice when responding to any incident.

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 BASIC EXPLOSIVE DETECTION CANINE MODULE REQUIREMENTS:

Canine Selection and Health

Screening
Initial Canine Procurement
REF I Evaluation (Trainers/Instructors) 1st – 2nd week
Food/ toy Desire
Tactile Stimulus
Visual Stimulus
K9 Training and Initial Evaluation
Odor Imprinting/Recognition
Introduction to cans– sniffing tin
cans, ¼ liter cans, 1 liter cans,
and 4 liter cans
Introduction to Walls
Introduction to Blocks
Introduction to Boxes
Introduction to Luggage and
Bags

REF II-IV Obedience

Handler/Dog Communication 3rd – 12th week
Vocal Commands
 SEEK
 EASY
 HUP
 SIT
 GOOD BOY/GIRL
 SHOW ME
 GET BUSY
 TAKE A BREAK

REF V Basic Canine Handlers Course 13th – 22nd week

REF VI Evaluation and Certification 23rd – 25th week

7. POLICIES:

a. Director, PNPTS, through the Regional Special Training Unit (RSTU) Managers,
is designated as co-Office Primarily Responsible (OPR) in the implementation of
the priority training programs for PROs and NSUs, in coordination with the RDs
and Directors thereof, while concerned D-Staff shall be the OPR in the conduct of
competency courses falling under their areas of specialization;

b. RDs, PROs/Dirs, NSUs, through the Chief RPHRDD/HRDD and in coordination

with the PNPTS RSTU Managers, shall provide the needed logistical and
financial support and shall adopt a very active role in the implementation of these
programs;

c. RDs, PROs shall refrain from requiring police stations to conduct seminars and
trainings contained in their training programs. Only the Regional and Provincial
level of the PNP shall implement trainings and seminars with the police stations
personnel as the recipients of the programs;

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 d. Director, PNPTS or his duly authorized representative shall monitor the
implementation of these programs through reports and
announced/unannounced inspections/visits;

e. Instructors shall maximize the use of training materials and hands-on

demonstrations and shall encourage active participation from the attendees;

f. The Program of Instruction (POI) and training schedules shall be strictly

followed and implemented for uniformity. Modifications, alterations, and
variations of the existing POI which are deemed necessary and appropriate
shall only be done upon approval of the DHRDD of the proposed innovations;

g. The Training Director and/or trainers shall exercise resourcefulness and

flexibility in accomplishing the objectives of the programs;

h. The involvement and support of the LGUs/Stakeholders in the conduct of all

training programs are highly encourage as part of realizing and completing
the desired training program;

i. RDs, PROs/Dirs, NSUs shall strictly prioritized and complete the conduct of
all their respective programmed courses/seminars;

j. Training funds intended for programmed training courses shall not be utilized
to fund un-programmed training courses; and

k. EDD trainings and pool of instructors will be provided by this Group.

8. PRE-REQUISITES FOR K9 HANDLERS:

The participants must fully satisfy the following requirements:

a. Endorsement/Recommendation from the Head of Unit/ Regional Director

through the RPHRDD;
b. Rank requirements PO1 (with minimum 2 years in service) to PO3 for PNCO;
c. Given priority are those with Special Order indicating that he/she is presently
assigned or being assigned in K9 Units;
d. Must not be due for retirement within the next fifteen (15) years;
e. Affidavit of undertaking stating that he/she will remain assigned in K9 Units for
minimum of at least 10 years or upon retirement of assigned K9;
f. Neuro-Psychiatric Clearance from the PNPHS or Regional Health Service
Office;
g. Medical Certificate from the PNPHS or Regional Health Service Office
certifying that he/she is fit to undergo rigorous training;
h. Must pass the Drug Test from the PNPCLS or Regional CLO;
i. Security Clearance for SECRET granted by DI and RID;

i. Certificate of Non-Pending Case from the Regional Legal Service, RIAS/IAS

and any office of the prosecutor and court;
k. Must possess a Professional Driver’s License from the Land Transportation
Office with a restriction code not lower than Number 2;

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 l. Must pass the Qualifying Examination to be administered by the EOD/K9
Group; and
m. Compassionate to animals and willingness to care of the canine.

8. TRAINING ADMINISTRATION:

a. TDPRM shall issue orders for the detail of the participants and
instructors/training staff. This will also be the basis in providing Training
Subsistence Allowance (TSA) and Instructors Duty Pay, respectively upon
submission of the necessary requirements through TDHRDD;
b. TDL shall provide available explosive and other logistical requirements
needed in the conduct of training;
c. TDC shall provide funding for the training;
d. The Director, PNPEOD/K9, and Director, PNPTS or their representative
shall supervise the conduct of the training and shall be responsible for the
administration of the participants. They will submit After Opening and
Closing Reports to The Chief, PNP through DHRDD and the Command
Group within five (5) days after the activity;
e. Appropriate diploma, declaration of graduates and authority to wear Basic
K9 Badge will be given to those who will successfully complete the course;
f. Appropriate awards and decorations will be given to the outstanding
graduates; and
g. Lateral coordination with other concerned PNP Units is encouraged.

9. COORDINATING INSTRUCTIONS:

a. Appropriate certificate shall be awarded to personnel who will successfully

complete the course.

1) Opening Report to be submitted three days after the commencement of

training to contain the following data/documents:

a) Title of the Course/Seminar;

b) Training Duration (Date and Number of Days);
c) Number of students/participants (PCO, PNCO, and NUP);
d) PNP Office/Unit conducting the training;
e) Order of Participants; and
f) Action pictures (Opening Ceremony and other important pictures
within the 3-day activity).

2) Closing Report to be submitted three days after the culmination of

training to contain the following documents.

a) Title of the Course/Seminar;

b) Training Duration (Date and Number of Days);
c) Number of students/participants (PCO, PNCO, and NUP);
d) PNP Office/Unit conducting the training;
e) Declaration of Graduates;
f) Final Order of Merit (If applicable);
g) Action pictures covering important activities (Opening/Closing
Ceremonies, lecture, workshop, and practical/field exercises) of

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 the seminar/course to sufficiently justify its duration and veracity;
and
h) DHRDD Survey Form 1 (Training Evaluation Form); DHRDD Form
2 (Instructor Evaluation Form); DHRDD Form 3 (Consolidated
Instructor Evaluation Result); DHRDD Form 3.1 (General Class
Instructor Rating); and DHRDD Form 4 (Consolidated Training
Evaluation Result).

3) For courses/seminars with ten (10) training days or less duration, the
After Training Report shall be submitted to DHRDD three days after the
culmination of the training with the following data/documents:

a) Title of the Course/Seminar;

b) Training Duration (Date and Number of Days);
c) Number of students/participants (PCO, PNCO, and NUP);
d) PNP Office/Unit conducting the training;
e) Declaration of Graduates;
f) Final Order of Merit (If applicable);
g) Action pictures covering important activities (Opening/Closing
Ceremonies, lecture, workshop, and practical/field exercises) of the
seminar/course to sufficiently justify its duration and veracity;
and
h) DHRDD Survey Form 1 (Training Evaluation Form); DHRDD Form
2 (Instructor Evaluation Form); DHRDD Form 3 (Consolidated
Instructor Evaluation Result); DHRDD Form 3.1 (General Class
Instructor Rating); and DHRDD Form 4 (Consolidated Training
Evaluation Result).

b. Reports that do not satisfy the requirements stated shall not be considered
and request for TSA/IDP will not be endorsed;

c. Updated training statistics of D-Staff, PROs, and NSUs shall be submitted

to DHRDD on a quarterly basis, every 25th day of the last month of the
quarter under review; and

d. For the appropriate delivery of Canine Program, must be conducted by

trained and authorized representatives of EOD/K9, HRCDD.

10. COVERAGE:

This Training Action Plan specifically covers only the programmed courses
valid for three (3) years (Calendar Year 2017-2019).

(Signed)
REMIGIO B GREGORIO
Police Senior Superintendent
Director, EOD/K9

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 ANNEX L

Training Guide for Narcotics Detection Canine

Narcotic detector dogs will be trained for basic obedience, the detection of
illegal narcotics/contraband at PNP EOD/K9 training facility and for assisting outside
law enforcement agencies.

1. At a minimum, the dog will, on command from the handler, execute the
commands of SIT, DOWN, HEEL, and STAY;

2. Narcotic detector dogs will receive, at a minimum, four hours of detection

proficiency training per week; and

3. All training will be documented on the “Canine Training and Utilization

Record” (Attachment A, attached). The “Canine Training and Utilization
Record” will be forwarded on the last day of each month to the canine
program manager.

Socialization of EDDs, NDD, SARD, Tracking Dogs:

It is critical to remember that the detector dog is not a facility pet. It is equally
important for the dog to be socialized with other staff members to the fullest extent
possible. The handler is responsible for determining how much socializing the dog
needs and will accept from other staff members in accordance with the dog’s
temperament.

1. Staff members who wish to assist with the socialization of the canine
should gain permission from the handler before attempting to pet the dog;

2. At no time will offenders or visitors be allowed to pet the dog;

3. NDD handler is permitted to store/possess special equipment only within

the training/search area as authorized by the Chief of Office;

4. Narcotics shall be weighed, logged in/out, and stored in a separate

secured box that will be further secured in a departmental safe;

5. NDD shall not be used to search people suspected of possessing

prohibited narcotics;

6. All narcotics detection searches shall be documented on a Canine Use

Report; and

7. Refresher routine shall be done after negative searches in coordination

with the kennel logistics officer.

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 ANNEX M

Training Guide for Protection, Tracking, and Security Patrol Canine

1. Tracking dogs will be trained for apprehending escaped offender(s) and

assisting outside law enforcement agencies. The type of dog used at a particular
facility largely depends on terrain.

a. Leash Dog - a tracking dog that is under the control and supervision of
the handler using a 15 – 30 foot tracking lead; and

b. Pack Dog - a dog that is released with one or more dogs and is
followed on foot or by motorized vehicle. The handler maintains control
of the dogs using voice commands or by use of a whistle. No tracking
lead is used. The use of GPS tracking collars is highly recommended
while using/training pack dogs.

2. Each tracking dog assigned to a facility will be worked at least once a

week by the approved canine handler. At a minimum, each tracking dog assigned to
a facility will be proficient in tracking/trailing a two mile long track which has been
aged at least four hours.

3. Handlers are encouraged to increase proficiency of their assigned tracking

dog(s) by increasing the distance and age of the tracks.

4. Offender orderlies may be used to lay track for the tracking dogs; however,
orderlies should be rotated frequently. This prevents the offender from gaining too
much knowledge of the dogs assigned to their facility.

5. Tracking dog handlers will maintain a separate training log that includes
the date, name of the dog(s) trained, length of the track, time the track was laid, time
the track was run, and the name of the person who laid the track.

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 ANNEX N

Training Guide for Search and Rescue Dog

1. Search and Rescue dog will be trained for basic obedience and trained to
search and recovery of human locations in wilderness, disaster, cadaver, avalanche,
and drowning.

2. Air scenting dogs can be deployed to high-probability areas (places where

the subject may be or where the subject's scent may collect, such as in drainages in
the early morning) whereas tracking/trailing dogs can be deployed from the subject's
last known point (LKP) or the site of a discovered clue. Handlers must be capable of
bush navigation, urban survival techniques, and be self-sufficient. The dogs must be
trained to be capable of working for 4–8 hours without distraction (e.g., by wildlife).

3. SAR dog used to locate victims of catastrophic or mass-casualty events

(e.g., earthquakes, landslides, building collapses, aviation incidents). Disaster dogs
rely primarily on air scent, and may be limited in mass-casualty events by their
inability to differentiate between survivors and recently deceased victims.

4. Human remains detection (HRD) or cadaver dogs are used to locate the
remains of deceased victims. Depending on the nature of the search, these dogs
may work off-lead (e.g., to search a large area for buried remains) or on-lead (to
recover clues from a crime scene). Air scenting and tracking/trailing dogs are often
cross-trained as cadaver dogs, although the scent the dog detects is clearly of a
different nature than that detected for live or recently deceased subjects. Cadaver
dogs can locate entire bodies (including those buried or submerged), decomposed
bodies, body fragments (including blood, tissues, hair, and bones), or skeletal
remains; the capability of the dog is dependent upon its training.

Training Area - A secure training area is required to provide a place where

training in advance obedience, confidence training and correction of deficiencies in
off-leash control can be held. To simplify problems of transportation, the training area
should be located near the kennels. All training areas must meet the following
criteria:

a. The training area must be fenced;

b. The surface of the training area must be free of items that are harmful to
the handlers/ K9s, i.e. sharp rocks, broken glass, and burrs, holes, etc.
The surface should be graded to prevent standing water;
c. The minimum size of the training area should be approximately 75 feet by
150 feet to allow adequate room for off-leash training exercises; and
d. A confidence course can be built in each training area. The obstacles may
be built from salvaged materials.

The training areas must be kept clean and vegetation closely trimmed. Fecal
matter must be removed immediately. Dogs should not be allowed to urinate/
defecate in the training area.

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 ANNEX O

STANDARD OPERATING PROCEDURES FOR EDD SEARCH

A. SUSPICIOUS PACKAGES:

Suspicious package: Any package, which based on the totality of the circumstances,
may not belong in the environment in which it has been located. Furthermore, any action or
circumstance that makes the package suspicious; e.g., packages that are witnessed to be
purposely abandoned, backpacks or bags left in a secure area, and single items such as
packages left unattended.

Unattended packages/items: Any item, when looking at the totality of the

circumstances, would normally be present in the environment in which the item was found;
e.g., a briefcase left in a conference room or a beverage cooler at a football game.

Procedure:

All certified explosives detection canine teams will adhere to the following
procedures:

a. Canine teams will not search packages, items, or vehicles that have been
declared suspicious by a credible source.

b. The canine handler shall make a distinction between suspicious items and
unattended items.

1. Suspicious Items
a. There is a threat associated with the item and/or location;
b. Suspicious circumstances or persons are affiliated with the items;
c. There are outward signs of an explosive device, such as oily stains;
discoloration; protruding wires; tinfoil; strange odors; or visual
indicators;
d. There is unusual or excessive exterior packaging; and
e. Another device has already been located and identified within the
location or event.

2. Unattended Items
a. There is not a specific threat associated with the item;
b. There is not a suspicious activity associated with the item;
c. The "unattended item" is consistent with the particular venue;
d. There are no external indicators typically associated with an
explosives device;
e. Once a device is found or suspected, indicated by a passive alert, the
appropriate explosive personnel will be summoned to handle the
situation;
f. EDD handler shall not attempt to disarm any device found or move
any explosive material to another location;
g. EDD handler is responsible for the withdrawal, care, and turn-over
and of training aids to the kennel logistics officer;
h. When the training aids become worn or unstable, a certified bomb unit
will be contacted and requested to take possession of the aid for
destruction;

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 i. EDD is trained to detect Black Powder, Time Fuse, Smokeless Powder,
Sodium Chlorate, Detonation Cord, Potassium Chlorate, C-4 Plastic,
Kine Pack, Dynamite, Data Sheet, TNT, and Water Gel. (Conduct
research on other explosive materials);
j. All explosive detection searches must be documented on official reports
and filed with the Unit; and
k. Refresher routine shall be done after negative searches in coordination
with the kennel logistics officer.

B. BOMB THREAT PROCEDURES:

A threat directed at a building, other property, or a related event.

Any certified explosives detection canine handler responding to a bomb

threat will adhere to the following procedures while conducting the search:

a. Conduct a safety search and walk-through of visible areas prior to

utilizing the canine. Prioritize search areas from the highest threat to
the lowest threat:

1. Red Areas. These are the known locations to be occupied by VIPs

or target personnel. These are also locations in which the effect of
the blast and the resultant damage would be unacceptable due to
the design of the building or the equipment or hazardous material in
it;
2. Yellow Areas. These are areas of probable vulnerability; and
3. Green Areas. These are areas of possible vulnerability.

b. When possible and practical, the structure should be evacuated and

the perimeter secured prior to the canine search. As a general rule,
handlers should search in to ensure a safe egress. Where there is a
credible threat that results in an evacuation and a specific time was
given, ATF certified canine handlers will not search 30 minutes before
or after the given time.

c. Areas of highest threat will be targeted for searching first, since it

may not be possible to search the entire structure.

1. If the threat was directed at a specific person, start in their specific

work areas and include their vehicle, if present;
2. If a particular company was targeted, start your search in their most
vulnerable areas; and areas which public access, such as rest
rooms and unsecured areas;
3. If the threat is general in nature and the target is large, start with the
public areas first, then move to private areas. Begin with outside
areas and work inward. Start with bottom floors and work up;
4. Concentrate on areas in which a bomber could conceal
himself/herself and the device while placing and arming it;
5. Look for items that are out of place for the scene;
6. Look for signs of disturbance on equipment, planters, ceiling tiles,
and etc.;
7. Enlist the help of security or personnel familiar with the area to rule
out suspicious items when possible;

GUIDELINES IN THE ADMINISTRATION, MANAGEMENT, UTILIZATION AND DISPOSAL OF THE PNP CANINES Page 105
 8. Inquire about any recent burglaries or attempts at forced entry that
may indicate an attempt to place a device;
9. Obtain keys to elevators and mechanical rooms, or utilized security
or maintenance personnel as an escort and to open locked areas;
10. Mark searched areas to reduce the possibility of duplicating search
areas;
11. Establish the ATF "Action on a Find" procedures before beginning
the search. Establish avenues of egress during the walk-through
and clear them first; and
12. The handler will NOT declare a building/area/item safe or clear of
explosives materials/devices, etc.

C. VEHICLE SWEEPS:

Vehicle Sweep - A vehicle sweep is a rapid, low threat cursory canine

scan, concentrating on external productive areas of a vehicle,
typically performed at venues containing a large number of
vehicles.

Productive Area - An area of a vehicle in which an explosives device,

material, or evidence could be located. A productive area could
include, but is not limited to, vehicle doors; hood; trunk; fenders;
wheels; wheel wells; hub caps; bumpers; seams; gas filler doors;
glove compartment; dash area; ventilation ducts; spare tire; tool
compartments; hidden compartments; passenger compartment; and
any items or containers located in the vehicle.

Any vehicle sweep conducted by a certified K9 team shall be performed in

the following manner:

a. The handler will obtain the following information and plan the search
accordingly:

1. Scope of venue
2. Threat level
3. Number of vehicles to be searched
4. Any VIP travel routes
5. Any vulnerability or choke points

b. The handler will determine if adequate resources are available to

accomplish the mission, and will request additional resources if
needed.

c. The handler shall prioritize the search areas using the red, yellow, and
green threat system.

d. The handler should use ATF I 5400.1, ATF Vehicle Bomb Explosion
Hazard and Evaluation Distance Tables, (see page 19) to determine
minimum distances in the case of a vehicle improvised explosives
device, and should base the search areas accordingly when it is not
possible or feasible to search all vehicles.

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 e. The handler shall have the discretion and the scene will dictate how to
conduct the vehicle sweeps; however the following shall be used as a
guideline:

1. The handler should start the search closest to the main venue and
work outward;
2. The handler should start on the downwind side of vehicles, when
possible;
3. Depending upon the parking arrangement, the handlers should
search the fronts and rears or sides of vehicles, or both, when
possible;
4. Search as much of the perimeter of each vehicle as the location will
allow, targeting productive areas;
5. When multiple teams are deployed, these activities may be
performed in concert; e.g., Team A searches fronts and rears, while
Team B searches sides;

D. VENUE SWEEPS:

Any area associated with an event, directly or indirectly, in which the ATF
canine team has been called upon to search.

All certified Explosives Detection Canine teams will facilitate venue

searches in the following manner:

a. The handler will determine the type of venue:

1. Large or small;
2. Indoor vs. outdoor;
3. Single vs. multiple buildings; and
4. Single vs. multiple events.

GUIDELINES IN THE ADMINISTRATION, MANAGEMENT, UTILIZATION AND DISPOSAL OF THE PNP CANINES Page 107
 b. In preparation of the event, the handler will do the following:
1. Identify the mission;
2. Determine if there is a threat;
3. Determine if the mission is realistic;
4. Determine if adequate resources are available;
5. Determine if there is adequate time to accomplish the mission; and
6. Ensure that the venue will be secured and posted following all sweeps.

c. The handler will obtain/present the following communications-related

information:
1. Who is requesting the search and why;
2. The name of the on-scene commander and his/her expectations of the
canine team: and
3. Inform the requesting personnel of the canine team's capabilities and
limitations.

d. The following factors will be determined while planning the search:

1. The current and past history of this type of event, if any;
2. Any particular security issues associated with this event;
3. Any political or moral issues associated with this event;
4. If a dignitary is involved, whether there is a particular history with this
event; and
5. The threat level associated with the event.

e. A plan of action shall be identified and shall include the following factors:
1. The venue searched shall be secured before and after sweeps;
2. All personnel will be provided credentials (when applicable);
3. Necessary sweeps will be determined and performed;
4. Sweep for show (limited areas only); and
5. Teams shall serve as a visual deterrent.

f. The following factors should be considered key components in operational

planning:
1. Prioritize search areas from highest threat to lowest threat - red is
highest threat; yellow is second; green is lowest;
2. Do not waste dogs on unproductive areas;
3. Assign human searches whenever possible;
4. Turn large areas into several smaller ones to ensure efficiency; and
5. Search in to get out, bottom to top, and left to right.

g. "Action on find" procedures shall be established:

1. Include a positive indication standard procedure; coordinate this
procedure with procedure with all explosives personnel, including all
handler teams; and
2. Clarify the information with all personnel prior to implementation.

h. The following areas shall be considered in venue planning:

1. The venue itself;
2. The command post;
3. Access control;

GUIDELINES IN THE ADMINISTRATION, MANAGEMENT, UTILIZATION AND DISPOSAL OF THE PNP CANINES Page 108
 4. Re-tasking;
5. Maintenance searches;
6. Routes to and from the venue;
7. Vehicle control points/choke points;
8. Adjacent buildings;
9. Surrounding areas; and
10. Contingency plans.

i. The following documentation will be produced and provided whenever

possible:
1. Accurate maps and plans will help to clearly define search areas;
2. Record the progress of the search operation;
3. Record who was assigned to search what (accountability); and
4. If seals are used, a record of them should also be kept.

j. On all operational deployments, the following procedures shall be

performed and adhered to:
1. Communicate your plan to the on-scene commander;
2. Work from entry point inward and from bottom to top floors to ensure a
safe exit if a device is located;
3. Identify priority areas (red, yellow, green);
4. Search systematically;
5. Emphasize quality over quantity;
6. Two or more evacuation point should be selected with consideration
being given to secondary devices; and
7. Evacuation points identified and searched (posted) at the start of the
main phase search, or identified but not searched until needed.

E. OPEN AREA CANINE SEARCHES:

Open area search - Any outdoor area in which the canine team has been
requested to search.

All certified explosives detection canine teams will facilitate open area
searches utilizing the following procedures:

a. Maximize the canine's ability by minimizing the overall search area by

identifying the most productive search areas through the use of
investigative skills. Determine the search parameters through
investigation, interviews, and aerial photographs if available. Determine
the specific target of the search (firearms, buried explosives, shell casting,
etc) and likely concealment techniques, if applicable;

b. When possible, walk the perimeter to establish the search area

boundaries and begin planning your canine deployment strategy. Look for
ground disturbance to determine possible movement patterns which could
lead to the targeting of a specific area within your boundaries;

b. Identify whether the item to be searched was deliberately hidden or was

the result of a shooting, foot pursuit, or other incident in which the
evidence's concealment was not planned.

GUIDELINES IN THE ADMINISTRATION, MANAGEMENT, UTILIZATION AND DISPOSAL OF THE PNP CANINES Page 109
 d. Unplanned Concealment:

1. Establish outer boundaries utilizing some type of marking system.

Surveyor flags or other naturally occurring boundaries can be utilized.
Also determine how you will mark the find if successful, before beginning
the search;
2. Begin a grid search utilizing existing wind direction. Generally the canine
team will search perpendicular to the wind. If this is unsuccessful or the
wind direction is changing, utilize a grid search on both the length and
width of the search area; and
3. Keep in mind as the outside temperature rises, any explosives odor will
generally be pulled up to higher ground within the search area; this may
translate into more odors being available along raised ground areas when
this condition exists., Conversely, when the outside temperature is falling,
explosives odors may be pushed down into the lower elevations of your
search area.

e. Deliberate Concealment:

1. Establish outer boundaries utilizing a marking system that can be utilized

by both canine teams and human search teams if they become
necessary. Also determine your marking system on a find. If the total area
to be searched is very large, divide it into more manageable areas;

2. After unsuccessfully utilizing investigative intelligence and ground

disturbance to prioritize search areas, the canine handler should consider
using the "Winthrop Theory" to identify likely hide locations. This
technique, explained below, was named after the British officer who
developed this search strategy. Hide locations will vary with the situation
and type of hide being sought. Several factors are considered in this
process:

a. Ease and speed of access.

1) Proximity to a road or path.

2) Easily locatable . This includes the general area, which must be

easily identifiable, such as a small grassy area, line of bushes, and
the precise location of the hide. This location may be marked in
some fashion. This is particularly true of temporary hides. Markers
may be artificial, such as a painted fence post, but are usually
some natural landmark that is identifiable at night. These markers
are called Winthrop Points. Some examples are:

a) A distinctive tree in the corner of a field;

b) A lone tree in the center of a hedge;
c) A gap in a hedge;
d) A telephone pole by itself;
e) A corner or gate of a fence (usually has a different post
bracing);
f) Any distinct natural object or sets of objects; and
g) Prominent objects along the search area boundary.

GUIDELINES IN THE ADMINISTRATION, MANAGEMENT, UTILIZATION AND DISPOSAL OF THE PNP CANINES Page 110
 3) The criminal desires easy access into the hide itself so as to
spend as little time as possible on the site retrieving
contraband.

b. Concealment and camouflage. The criminal/terrorist does not want

to be seen when using the hide. The surroundings of the hide may
provide natural camouflage and concealment.

c. Target's local knowledge. A suspect's knowledge of the locale may

alleviate the need for markers. Searchers should be suspicious of
anything out of place or any observed disturbance; e.g., worn
patches of grass, broken twigs, footprints, etc. Use can be made of
aerial photography to identify recent digging or areas in which the
normal pattern of plant growth has been disturbed.

3. If unsuccessful in utilizing the above techniques when looking for the

deliberate concealment, a grid search of the area should be conducted
as outlined under the Unplanned Concealment section above.

f. Buried Explosives. Finds in the field have shown that the venting of a
buried explosive varies depending on a number of factors, such as soil
composition; terrain features; containment; and even the presence of
roots. Finds have been made of explosive caches buried several feet
deep, in a seal plastic container. The canine alert may not always be
directly above the explosive, due to the venting factors mentioned above;
therefore it may be necessary to dig several feet all around the alert
location. Also, consider ground features that could affect where odor
would find the path of least resistance as it rises to the surface.

F. CHECKPOINT VEHICLE SEARCHES:

Checkpoints search - A vehicle search conducted at or near a controlled entry

point of entrance to a secure area.

Productive Area - An area of a vehicle in which an explosives device,

material, or evidence could be located. A productive area could include,
but is not limited to, vehicle doors; hood; trunk; fenders; wheels; wheel
wells; hub caps; bumpers; seams; gas filler doors; glove compartment;
dash area; ventilation ducts; spare tire; tool compartments; hidden
compartments; passenger compartment; and any items or containers
located in the vehicle.

Any checkpoint vehicle search conducted by a certified canine team shall be

performed in the following manner:

a. Upon approach of a vehicle to the designated checkpoint, the canine

handler will remain alert and will ensure the following:

1. The driver is instructed to turn off the engine, remove the keys from the
ignition, and exit the vehicle leaving any items in the vehicle;

GUIDELINES IN THE ADMINISTRATION, MANAGEMENT, UTILIZATION AND DISPOSAL OF THE PNP CANINES Page 111
 2. All passengers will be secured by law enforcement personnel at a
location away from and out of sight of the vehicle, when possible;
and
3. The driver will open all doors and compartments, and the driver will
be secured by law enforcement personnel away from and out of
sight of the vehicle.

b. The vehicle will be thoroughly searched utilizing a detailed search

method in the following manner:

1. The handler should perform a safety inspection of the vehicle prior

to searching;
2. Start on the downwind, left corner of the vehicle, if possible;
3. Search the entire perimeter in a counter-clockwise manner, paying
particular attention to all productive areas;
4. The canine handler must stay alert as to not miss subtle changes in
the canine's behavior;
5. Be sure to make presentations as far inside the vehicle as possible
to ensure that a thorough search has been performed;
6. If the canine should show interest in the passenger compartment,
the handler may allow the canine to enter the vehicle after it has
deemed to be safe, then the canine can work targeted productive
areas; and
7. Continue to search until the vehicle has been thoroughly examined.

G. EVIDENCE VEHICLE SEARCHES:

Any vehicle sweep conducted by a certified K9 team shall be performed in

the following manner:

a. The canine handler will ensure that legal standing exists (consent,
warrant, arrest, etc.) to perform the search for the recovery of
evidence;
b. The handler shall take precautions to ensure that he/she and the
canine are free of any explosives contamination prior to entry into the
scene;
c. The handler will walk around the vehicle to ensure the canine's safety
and to look for obvious evidence;
d. If the vehicle is to be moved to a secure area, the secure area shall be
searched with the canine prior to the arrival of the vehicle to eliminate
the potential of moving the vehicle into a contaminated area;
e. The canine handler shall determine the type of evidence the search is
expected to yield and develop a plan accordingly; and
f. Prior to opening any compartments, the exterior of the vehicle shall be
searched with the canine, paying particular attention to seams and
productive areas. If the possibility exists of anti-disturbance devices, a
bomb squad shall remotely clear the vehicle.

GUIDELINES IN THE ADMINISTRATION, MANAGEMENT, UTILIZATION AND DISPOSAL OF THE PNP CANINES Page 112
 H. ACTION ON FIND:

A behavior change by the canine perceived by the handler to be a positive

alert to the presence of explosives odor.

The following action on find procedures shall be adhered to by all certified

canine teams:

a. Prior to beginning any search, the handler will determine what

resources are available to perform render safe procedures, should a
device be located, and make any additional request for resources
necessary. Bomb technicians and/or explosives enforcement officers at
a minimum should be on stand-by;

b. The handler will be familiar with any event-specific operational plan for
large venues and be familiar with the means of communication should
a find occur;

c. The handler should have a means to communicate with other

personnel and canine teams working on a given mission;

d. The following procedures will occur upon an indication from their

canine:

1. Mark the area in some manner (hat, towel, surveyors tape) and
perform a rapid visual survey of the suspected area for recall to
render safe teams (REMEMBER TIME ON TARGET);
2. Notify those in the immediate area that you have an indication as
you begin the evacuation of yourself and others in the building;
3. DO NOT allow the canine return to the indication area or run a
second canine;
4. As you evacuate, make every effort to secure the area in question
and prop all the doors open;
5. Notify the POC or the incident commander that a canine indication
has occurred and evacuation is in progress; and
6. Report to the command post or predetermined location to provide
additional information to render safe teams.

GUIDELINES IN THE ADMINISTRATION, MANAGEMENT, UTILIZATION AND DISPOSAL OF THE PNP CANINES Page 113
 ANNEX P
A. DETECTOR DOG PER CAPITA MAINTENANCE

SUPPLIER/ QUANTIT UNIT

NO PARTICULARS TOTAL
DEALER Y PRICE/ SRP
Dog Food: Adult/Pregnant/Puppy -
1 30kgs 150.00 4,500.00
1.0 kg/dog daily Pet
Multivitamins: 180 tablets/ bottle - 1 discount
2 30 pcs 10.00 300.00
tablet/dog daily
Joint Supplement: Glucosamine
Vaxilife
3 500mg (30 capsule/pack) - 1 30 pcs 20.70 621.00
Corp.
capsule/dog daily
Heartworm Prevention: Heartgard
4 Plus (6 tabs/ packs) - 1 tablet/dog 1 pc 175.00 175.00
monthly Pet
Tick/Flea Control: Frontline discount
5 Plus/Large (3 pcs spot on/pack) -1 1 pc 400 400
spot on/dog monthly
6 Dewormer– 3 tabs/dog quarterly 3 pcs 100 300
7 Dog Shampoo– 1 bot/dog monthly Vaxilife 1 bottle 270 270
Corp.
Dog Soap: Vetnoderm- 1
8 1 pc 70 70
pc/dog/month
Dental Hygiene: Toothbrush &
9 Enzymatic toothpaste- 1 set/dog 1 set 420 420
monthly Pet
discount
Ear Cleaner(8 oz/bot) - 1
10 1 set 200 200
bottle/dogmonthly
11 Disinfectant - weekly Grocery 1 litter 50 50
12 Detergent Powder - weekly store 1 kilo 120 120
Iodine Antiseptic (120ml/bot) -
13 1 pc 80 80
monthly
14 Alcohol 70 % (500ml) - weekly Drug store 1 pc 95 95
15 Cotton 50gm 1 pc 30 30
Monthly Expenses SUBTOTAL 7,631.00
Annual Expenses
Complete Blood Count (blood test) -
16 500 500
yearly 1
17 Platelet Count (blood test) – yearly 1 350 350
Veterinar
18 BUN (blood test) – yearly y Hospital 1 300 300
19 SGPT (blood test) – yearly 1 300 300
20 Creatinine (blood test) – yearly 1 300 300
21 Anti - Rabies Vaccine – yearly 1 dose 76.87 76.87
22 DHLP (5 in 1) vaccine – yearly Vaxilife 4 doses 156.53 626.12
Corp.
23 Kennel Cough Vaccine – yearly 2 doses 190.3 380.6
24 Dog Leash (Nylon/leather)– yearly Pet 2 pcs 400 400
25 Dog Collar (Nylon/leather) – yearly discount 2 pcs 350 350

GUIDELINES IN THE ADMINISTRATION, MANAGEMENT, UTILIZATION AND DISPOSAL OF THE PNP CANINES Page 114
26 Feeding pan/bowl (stainless)– yearly 1 pc 500 500
27 Kong/ball (Toy reward)– yearly 2 pcs 1,000 2,000
28 Dog food pouch – yearly 1 pc 200 200
29 Dog blanket – yearly 2 pcs 100 200
30 Dog muzzle – yearly 1 pc 250 250
Pet
31 Dog brush/comb – yearly 2 pcs 200 400
discount
32 Water bucket – yearly 1 pc 1,000 1,000
33 Choker chain – yearly 1 pc 150 150
34 Nail clipper – yearly 1 pc 185 185
35 Vari Kennel/Kennel Crate 1 pc 5,000 5,000.00
13,468.59
12 months
Annual Expenses SUBTOTAL =1,122.383
Monthly Expenses SUBTOTAL +7,631.00
MONTHLY PER CAPITA MAINTENANCE Php 8,753.38

GUIDELINES IN THE ADMINISTRATION, MANAGEMENT, UTILIZATION AND DISPOSAL OF THE PNP CANINES Page 115
 B. ESTIMATED COST OF BASIC EXPLOSIVE DETECTION CANINE
HANDLERS COURSE
(for 6 Months or 180 Training Days of 20 Dogs)

Particulars Quantity Unit price Price

1. Training Aids
Luggage 120 pcs 500 60,000.00
Bags/backpacks 120 pcs 500 60,000.00
Boxes/Plain carton (1x1 ft) 600 pcs 50 30,000.00
Quarter Size Cans 600 pcs 20 12,000.00
Liter Size Cans 600 pcs 30 18,000.00
Gallon (4 Li) Size Cans 600 pcs 50 30,000.00
Hollow Blocks (9"x16"x18) 200 pcs 150 30,000.00
Marine Plywood (1/2") 8 pcs 1,000.00 8,000.00
Wood Pallette 8 pcs 500 4,000.00
Good Lumber (2"x 6"x 8") 8 pcs 1,000.00 8,000.00
Good Lumber (2"x 4"x 8") 4 pcs 800 3,200.00
Disposable Gloves 4 boxes 300 1,200.00
Wood Screw 100 pcs 10 1,000.00
Colored chalk 2 boxes 100 200.00
Electric Drill Machine 1 pc 3,500.00 3,500.00
Chemical Lights (For Night training) 40 pcs 100 4,000.00
2. Trainers Honorarium
Course Director/Lead Instructor 1 24,000.00 24,000.00
K9 Instructor 2 22,000.00 44,000.00
Veterinarian 1 20,000.00 20,000.00
Guest Instructor (EOD) 2 11,000.00 22,000.00
K9 Asst. Instructor 4 11,000.00 44,000.00
3. Personnel Meal Allowance (180
30 200 1,080,000.00
days)
4. Medical Expenses/
20 x 7
Personnel Vaccination (Flu, 1,500.00 210, 000.00
shots
Hepatitis and Anti-Rabies Vaccine)
5. Administrative/ Office Supplies/
Certificate 30 pcs 100 3,000.00
Computer Ink (Epson L220) 2 sets 500 1,000.00
Envelope 20 pcs 5 100.00
6. Explosive Training Aids 55,000.00
7. Transportation (ADF) 35.00 600 Li 10,500.00
8.Maintenance Expenses 6 months 8,753.38 52,520.28
TOTAL TRAINING EXPENSES (20 K9 Teams) 1,839,220.28
PER CAPITA FOR TRAINING 91,961.014

GUIDELINES IN THE ADMINISTRATION, MANAGEMENT, UTILIZATION AND DISPOSAL OF THE PNP CANINES Page 116
 C. HANDLERS AND EDD PROFICIENCY TRAINING
(15 Days)

Unit price/
Particulars Quantity Total
SRP
Training Aids
Luggage 50 pcs 500 25,000
Bags/backpacks 50 pcs 300 15,000
Boxes/Plain carton (1x1 ft) 100 pcs 50 5,000
Quarter Size Cans 100 pcs 20 2,000
Liter Size Cans 100 pcs 30 3,000
Gallon (4 Li) Size Cans 100 pcs 50 5,000
Hollow Blocks (9"x16"x18) 50 pcs 150 7,500
Ball/Kong 20 pcs 1,000 20,000
Marine Plywood (1/2") 4 pcs 1,000 4,000
Wood Pallette 4 pcs 500 2,000
Good Lumber (2"x6"x8") 4 pcs 1,000 4,000
Good Lumber (2"x4"x8") 2 pcs 800 1,600
Disposable Gloves 1 box 500 500
Wood Screw 50 pcs 30 1.500
Chemical Lights (For Night training) 7 pcs 300 2,100
Explosive Training Aids 55,000.00
Trainers Honorarium (15 days)
Course Director/Lead Instructor 1 5,000.00 5,000
K9 Instructor 2 5,000.00 10,000
Veterinarian 1 5,000.00 5,000
Guest Instructor (EOD) 2 2,000.00 4,000
K9 Asst. Instructor 4 2,000.00 8,000
Meal Allowance (15 days)
Instructors 11 300.00 x 15 49,500
Handlers 20 300.00 x 15 90,000
Administrative/ Office Supplies
Certificate 30 pcs 100 3,000.00
Computer Ink (Epson L220) 2 sets 500 1,000.00
Envelope 20 pcs 5 100.00
Communications 11 500 5,500.00
Transportation (ADF) 300 Li 35.00 10,500.00
TOTAL TRAINING EXPENSES (20 K9 Teams) 343,302.00
PER CAPITA FOR TRAINING P 17,165.08

GUIDELINES IN THE ADMINISTRATION, MANAGEMENT, UTILIZATION AND DISPOSAL OF THE PNP CANINES Page 117
 SUPPLY MANAGEMENT

Memorandum Circular No 2019-018

Guidelines and Procedures in the Issuance of
Ammunition Basic Load
May 14, 2019

Memorandum Circular No. 2019-012

Guidelines and Procedures in the Disposition of
Captured, Confiscated, Surrendered, Deposited,
Abandoned, and Forfeited (CCSDAF) Firearms and
Ammunition
March 5, 2019

Memorandum Circular No. 2018-033

Policy on the Permanent Issuance of Handgun
August 22, 2018

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
December 26, 2017

Memorandum Circular No. 2017-070

Guidelines and Procedures in the Management of PNP
Warehouse
November 18, 2017

GUIDELINES AND PROCEDURES IN THE ISSUANCE OF AMMUNITION BASIC LOAD Page 118
 Republic of the Philippines
NATIONAL POLICE COMMISSION
NATIONAL HEADQUARTERS, PHILIPPINE NATIONAL POLICE
OFFICE OF THE CHIEF, PNP
Camp BGen Rafael T Crame, Quezon City

May 14, 2019

PNP MEMORANDUM CIRCULAR

NO: 2019-018

GUIDELINES AND PROCEDURES IN THE ISSUANCE OF

AMMUNITION BASIC LOAD

1. REFERENCES:
a. Republic Act No. 10591 otherwise known as the "Comprehensive
Firearms and Ammunition Regulation Act" dated May 29, 2013;
b. Convention on the Prohibition of the Use, Stockpiling, Production and
Transfer of Anti-Personnel Mines and on their Destruction or simply
the Mine Ban Treaty (Ottawa Treaty); and
c. PNP Memorandum Circular No. 01 titled: “Ammunition Basic Load”
dated February 5, 1993.

2. RATIONALE:

This PNP Memorandum Circular (MC) prescribes the guidelines and

procedures in the issuance of ammunition allowance (Basic Load) of PNP unit and
individual police personnel as well as replenishment after utilization.

3. SITUATION:

The maintenance of peace and order is the primary concern of the

Philippine National Police. Among the primordial activities undertaken in the
maintenance of peace and order is the conduct of patrolling and other police visibility
efforts, requiring the issuance of standard basic equipment such as firearms and
corresponding ammunition. However, the existing policy in the issuance of
ammunition basic load is technically not anymore responsive to the current
criminality atmosphere as well as the peace and order situation of our country. Thus,
there is a need to amend the existing MC that would define the reasonable number
of ammunition basic load for firearms/weapons.

4. PURPOSE:

This MC shall serve the following purposes:

a. Establish the ammunition basic load for PNP firearms/weapons to be

followed by all PNP Offices/Units in order to ensure that a good quality
of supply can sustain any police operations and/or combat operations
until resupply can be effected; and

GUIDELINES AND PROCEDURES IN THE ISSUANCE OF AMMUNITION BASIC LOAD Page 119
 b. Prescribe as a guide and/or requirement for concerned PNP
Offices/Units/PNP personnel with the receipt, turn-in, storage,
safekeeping, care handling and management of ammunition.

5. DEFINITION OF TERMS:

a. Basic Load – refers to the specific number of ammunition authorized

for each weapon required to be in the possession of a Unit/Station.

b. Bulk Load – refers to the number or quantity of ammunition allowed on

its basis of unit measures other than rounds per weapon (Example: rds
per Police Unit) such as grenades,pyrotechnics bombs, etc.

c. High Risk Area – refers to insurgency infested area and/or an armed

rebellion area used as a fighting ground against a constituted authority
(for example, an authority recognized as such by the United Nations)
when those taking part in the rebellion are not recognized as
belligerents. The basis of insurgency can be political, economic,
religious, ethnic or combination of factors.

d. Individual Load – refers to the Quantity of ammunition authorized to be

carried by an individual police personnel and as a part of the Unit Basic
Load. When circumstances call for more/less ammunition to be carried
by an individual police personnel, the Unit/Station Commander may
increase/decrease the prescribed individual load.

e. Non-High Risk Area – refers to generally peaceful places or areas.

6. GUIDELINES:

a. Procedures:

1) Basic allowances for PNP Standard Firearms/Weapon:

a) The following basic allowances are hereby prescribed:

FIREARM/WEAPON BASIC INDIVIDUAL BULK

LOAD LOAD LOAD
LONG FIREARM
Rifle 5.56mm 360 210
Rifle 7.62mm 240 140
Sniper Rifle 7.62mm 180 100
Sniper Rifle cal .50 150 100
Shotgun 12 gauge 50 25
Sub-Machine Gun (SMG) 9mm 360 210

SHORT FIREARM
Pistol cal .45 100 50
Pistol 9mm 100 50
Revolver cal .38 24 18

GUIDELINES AND PROCEDURES IN THE ISSUANCE OF AMMUNITION BASIC LOAD Page 120
 CREW-SERVED WEAPON
LMG 7.62mm 2,000 1000
LMG 5.56mm 2,000 1000
HMG cal .50 2,000

LAUNCHERS
Grenade Launcher M79 18 12

Grenade Launcher M203 18 12

Multiple Grenade Launcher 36 12
(6 Shooters)
Automatic Grenade Launcher 2,000
Rocket Launcher 40MM 10

MORTARS/RECOILLESS RIFLE
Mortar 60MM 50
Mortar 81MM 120
Rifle, Recoilless 57MM 44
Rifle, Recoiless 90MM 18

EXPLOSIVES
Rifle Grenade, 40MM 630/PHQS/BN
Fragmentary Hand Grenade 300/PHQS/BN
Flare, Surface Trip 50/PHQS/BN

b) Ammunition which does not appear in the Table of Equipment

and Allowances (TEA) shall be issued “on-the-need-basis”
and shall be approved by the Director for Logistics (TDL); and

c) Issuance of Basic Allowance shall be approved by TDL or his

duly authorized representative based on the approved organized
unit/office.

2) Additional Basic Load:

When a PNP Office/Unit is involved in police operation and

deployed in high risk areas, two additional basic loads are
authorized (depending on the available PNPLSS Level of Stock)
and same may be requisitioned/indorsed by respective Chief,
Regional Logistcs, Research and Development Division (C,
RLRDD) to C,PNP (Attn: TDL).

3) Replenishment of Basic Load:

a) Replenishing of expended basic load shall be endorsed by the

Regional Directors of Police Regional Offices (RD, PROs) and
Directors, National Support Units (D, NSUs) and the request
shall be addressed to CPNP (Attn: TDL);

GUIDELINES AND PROCEDURES IN THE ISSUANCE OF AMMUNITION BASIC LOAD Page 121
 b) The request shall be supported with the following documents
duly signed by the Chiefs of PNP Offices/Units:

b.1) After Operation Report;

b.2) Name(s) of police personnel involved in the operation/
encounter/mission;
b.3) Date/time/place of police operation;
b.4) Firearms used during the police operation; and
b.5) Types and quality of ammunition expended during the
police operation.

c) Approved request with and/or Supply Directives for the

replenishment of ammunition expended shall be withdrawn by
authorized respective Liaison from the Logistics Support Service
(LSS);

d) These procedures will be subject to change and/or adjustments

if the PNP will be having Police Supply Points (PSP) in the
entire nation for speedy facilitation of supply action; and

e) All issuances implemented for replenishment of ammunition

basic load shall be reported to TDL quarterly and as necessary
indicating therein the Unit/Station, type and quality of the
ammunition.

4) Turn-In:

a) In instances where PNP Office/Unit is redeployed to a non-high

risk area, its additional basic load shall be automatically turned-
in or retained to the losing Mother Unit (Example: RMFB to
another PROs); and

b) Reassignment of Individual Police Personnel – in the event that

the PNP personnel is reassigned to another unit, all Ammunition
Basic Load indicated in the PAR of unit/organizational firearms
shall be turned over to the losing unit.

5) Storage of Unit Basic Load:

a) Proper storage of basic load is the joint responsibility of the

Head of Office and Supply Accountable
Officer/RSPNCO/Logistics Officer; and

b) The individual load shall be carried by the individual police

personnel and its storage shall be his reponsibility. The balance
of the 1st Basic Load shall be kept in the Police Station. The 2nd
basic Load shall be kept in the Provincial Headquarters/PMF or
its equivalent.

GUIDELINES AND PROCEDURES IN THE ISSUANCE OF AMMUNITION BASIC LOAD Page 122
 b. General Guidelines:

1) The Basic Load as prescribed in para 6a(1a) shall be maintained by

the concerned PNP Offices/Units;
2) Basic Load shall not be used for training or activities other than police
operations unless specifically authorized by the CPNP;
3) Shortage of turned-in basic load shall be explained in writing by the
concerned PNP Office/Unit to CPNP (Attn: TDL);
4) As a control measure, Basic Load for individual weapons shall be
issued with Property Acknowledgment Receipt (PAR);
5) Individual load for short firearm issued to a PNP Uniformed
Personnel as indicated in his/her PAR shall be carried by subject
personnel upon his/her reassignment to other office/unit;
6) Issued individual load for long firearms shall be carried by PNP
Uniformed Personnel during official duties or police operations and
shall be turned in by subject personnel upon reassignment to other
office/unit;
7) Supply Accountable Officer/Logistics Officer/Responsible Supply
PNCO shall observe the First-In-First-Out (FIFO) system in the
issuance of ammunition;
8) Ammunition procured and stocked for ten years or more shall be
replaced with new ammunition;
9) Supply Officers/Logistics Officer/Responsible Supply PNCO shall
ensure that enough ammunition are on hand and serviceable, ready
for distribution during police operations especially on emergency
situations;
10) Chiefs of Offices/Units shall ensure physical security of their
respective ammunition storage (those with warehouse shall adhere to
the provisions of PNP MC No. 2017-070 titled: Guidelines and
Procedures in the Management of PNP Warehouses). Further,
regular inspection of ammunition basic load on stock shall be
conducted; and
11) Monthly Status Report on the ammunition inventory, broken down
from Regional and Provincial levels up to the smallest Police Stations
shall be submitted by the RDs, PROs and Dirs, NSUs to CPNP (Attn:
TDL) (Annex “A” - Percentage Fill-Up of Long/Short Ammunition).

c. Responsibilities:

1) TDL:

a) Monitor and supervise the implementation of this MC;

b) Consolidate reports for information of the CPNP; and
c) Perform other tasks as directed.

2) Director, EOD/K9 Group

a) Shall conduct ammunition surveillance (at least annually) to all PNP

warehouses/storage maintained by Supply Accountable Officers to
ensure proper storage of ammunition;
b) Submit report to TDL indicating the condition of all ammunition
inspected; and

GUIDELINES AND PROCEDURES IN THE ISSUANCE OF AMMUNITION BASIC LOAD Page 123
 c) Perform other tasks as directed.

3) RDs, PROs and Directors, NSUs:

a) Maintenance of individual and unit basic loads in all unit levels;

b) Maintenance and storage of ammunition in their respective
possession;
c) Strict enforcement of supply economy and first-in first-out policy on
issuance;
d) Ensure accounting, safety and security of ammunition issued to
units;
e) Ensure that issuance of basic load shall be strictly enforced in
PMFCs and personnel assigned in high risk MPS; and
f) Perform other tasks as directed.

7. PENAL CLAUSE:

Any violation of this PNP MC shall be dealt with appropriately and if

evidence warrants, administrative charges shall be filed pursuant to NAPOLCOM
Memorandum Circular No. 2016-002. Criminal charges shall also be filed in
accordance with the Revised Penal Code and other special penal laws.

8. REPEALING CLAUSE:

PNP Memorandum Circular No. 01 entitled: “Ammunition Basic Load”

dated February 5, 1993 is hereby repealed. Provisions of other existing PNP
issuances which are inconsistent with this MC, in whole or in part, are deemed
repealed, set aside, amended or modified accordingly.

9. 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
No. 292, otherwise known as the “Revised Administrative Code of 1987,” as
amended.

Original Signed
OSCAR D ALBAYALDE
Police General
Chief, PNP
Distribution:
Command Group
D-Staff
P-Staff
D, NSUs
IG, IAS
RD, PROs
DDs, NCRPO
SPA to SILG

GUIDELINES AND PROCEDURES IN THE ISSUANCE OF AMMUNITION BASIC LOAD Page 124
GUIDELINES AND PROCEDURES IN THE ISSUANCE OF AMMUNITION BASIC LOAD Page 125
GUIDELINES AND PROCEDURES IN THE ISSUANCE OF AMMUNITION BASIC LOAD Page 126
 Republic of the Philippines
NATIONAL POLICE COMMISSION
NATIONAL HEADQUARTERS, PHILIPPINE NATIONAL POLICE
OFFICE OF THE CHIEF, PNP
Camp BGen Rafael T Crame, Quezon City

March 5, 2019

PNP MEMORANDUM CIRCULAR

NO.: 2019-012

GUIDELINES AND PROCEDURES IN THE DISPOSITION OF CAPTURED,

CONFISCATED, SURRENDERED, DEPOSITED, ABANDONED, AND FORFEITED
(CCSDAF) FIREARMS AND AMMUNITION

1. REFERENCES:
a. Administrative Order N0. 10, s. 2008 entitled: “Centralizing All
Government Efforts for the Reintegration of Former Rebels and
Creating for the Purpose an Inter-Agency Task Force;”
b. Republic Act (RA) No. 10591 otherwise known as the
"Comprehensive Firearms and Ammunition Regulation Act" dated
May 29, 2013;
c. Revised Implementing Rules and Regulations 2018 of RA 10591
dated February 24, 2018;
d. RA No. 8294 entitled: “An Act Amending the Provisions of Presidential
Decree No. 1866, as Amended, entitled “Codifying the Laws on
Illegal/Unlawful Possession, Manufacture, Dealing in, Acquisition or
Disposition of Firearms, Ammunition or Explosives or Instruments
Used in the Manufacture of Firearms, Ammunition or Explosives, and
Imposing Stiffer Penalties for Certain Violations Thereof, and for
Relevant Purposes” dated June 6, 1997;
e. A Destruction Handbook: Small Arms, Light Weapons, Ammunition
and Explosives by the Department for Disarmament Affairs, United
Nations;
f. PNP Memorandum Circular (MC) No. 2018-033 entitled: “Policy
on the Permanent Issuance of Handgun” dated 22 August 2018;
g. PNP MC No. 2017-017 entitled "Revised Guidelines and Procedures
in the Disposal of PNP Property, Plant and Equipment (PPE) and
the Disposition of the Income Derived There From" dated February
21, 2017;
h. Command Memorandum Circular (CMC) No. 24-2013 with Subject:
“Guidelines and Procedure for the Demilitarization and Disposal of
Firearms, Explosives and Ammunition” dated July 23, 2013;
i. Memorandum from TDIDM dated February 11, 2011 with Subject:
“Mandatory Examination of all Firearms, Shells and Slug Recovered
during Police Operations;”
j. Letter Of Instruction (LOI) 49/09 “Bilang Boga” dated July 23, 2009;
and
k. PNP Circular No. 5 Series 2005 entitled: “Disposition of Captured,
Confiscated, Surrendered and Deposited CCSD Firearms, Explosives
and Ammunition” dated December 12, 2005.
PNP MC ON CCSDAF FIREARMS AND AMMUNITION Page 127
 2. RATIONALE:

This Memorandum Circular shall provide the guidelines and

procedures in the proper recording and disposition of Captured, Confiscated,
Surrendered, Deposited, Abandoned and Forfeited (CCSDAF) firearms and
ammunition in possession of any PNP offices/units.

3. SITUATION:

During the five-month siege of Marawi City, over 1,100 people, mostly
Islamic State-inspired terrorists were killed and over 300,000 residents of the city,
considered as the center of Islamic faith in Mindanao were displaced. Further, as
an aftermath, a total of 652 weapons were either captured, confiscated,
surrendered or recovered from the Maute terrorists. Said weapons consisting of
high powered firearms such as machine guns, squad automatic weapons, rifle
grenade launchers, sniper rifles, M16 rifles, shotguns, as well as airguns were
flattened and destroyed by a road roller vehicle and were subsequently cut into
pieces to render them unserviceable.

No less than President Rodrigo Roa Duterte witnessed the

demilitarization of the enemy weapons, decisively demonstrating the government’s
resolve to fight and defeat terrorism in the country. The weapons were destroyed
to ensure that they will be ineffective for use as a component or a complete
firearm.

Based on PNP Firearms and Explosives Office (FEO) record, there are
about 25,476 firearms awaiting final disposition excluding CCSDAF firearms and
ammunition still in the possession of various PNP offices/units nationwide.

4. PURPOSE:

This MC shall serve the following purposes:

a. Provide guidelines and procedures in the proper disposition of

CCSDAF firearms and ammunition in possession of any PNP
office/unit;
b. Establish accurate recording, accounting, and inventory of CCSDAF
firearms and ammunition; and
c. Consolidate existing rules and regulations to have a more systematic
disposition of CCSDAF firearms and ammunition.

5. DEFINITION OF TERMS:

a. Ammunition- refers to a complete unfired unit consisting of a bullet,

gunpowder, cartridge case and primer or loaded shell for use in any
firearm.

b. CCSDAF – for purposes of this MC, refers to Confiscated, Captured,

Surrendered, Deposited, Abandoned, and Forfeited Firearms and
Ammunition:

PNP MC ON CCSDAF FIREARMS AND AMMUNITION Page 128

 1) Captured Firearm and Ammunition – refers to firearm and
ammunition recovered during and/or after a law enforcement or
military operation/armed encounter.

2) Confiscated Firearm and Ammunition– refers to a firearm and

ammunition that is taken into custody by the PNP, National Bureau
of Investigation (NBI), Philippine Drug Enforcement Agency
(PDEA), and all other law enforcement agencies by reason of their
mandate and must be necessarily reported or turned over to the
Firearms and Explosives Office (FEO) of the PNP.

3) Surrendered Firearms and Ammunition – refers to firearm and

ammunition voluntarily turned in by owner or any person without
any intention of recovering or even applying for license.

4) Deposited Firearm and Ammunition – refers to firearm and

ammunition turned in by the owner/person for safekeeping and/or
for future licensing.

5) Abandoned Firearms and Ammunition – refers to any firearm or

ammunition deposited in the custody of the FEO pursuant to the
provisions of RA No. 10591, deemed to have been abandoned by
the owner or his/her authorized representative if he/she failed to
reclaim the same within five years or failed to advise the FEO of the
disposition to be made thereof. Thereafter, the FEO may dispose of
the same after compliance with established procedures.

6) Forfeited Firearm and Ammunition - refers to firearm and

ammunition that is subject to forfeiture by reason of court order as
accessory penalty or for the disposition by the PNP FEO of firearms
considered as abandoned, surrendered, confiscated or revoked in
compliance with existing rules and regulations.

c. CCSDAF Turned PNP-Property Firearms (TPPF) - refers to CCSDAF

firearms acquired thru legal processes (forfeiture proceedings) and
registered in the name of the PNP pursuant to the provision of RA No.
10591 and its IRR.

d. Demilitarization – refers to the destruction of firearms and ammunition

whereby all parts shall be rendered incapable of performing its main
purpose of firing a projectile or inoperable for use.

e. Disposal – refers to the removal of firearms and ammunition from a

stockpile by the utilization of a variety of methods (that may not
necessarily involve destruction).

f. Enhanced Comprehensive Local Integration Program (E-CLIP) – refers

to the enhancement of the Comprehensive Local Integration Program
(CLIP) by providing a complete package of assistance to former rebels
(FR) who were members of the Communist Party of the Philippines
(CPP), New Peoples’ Army (NPA), and National Democratic Front
(NDF) as well as their immediate family members, who have surfaced
PNP MC ON CCSDAF FIREARMS AND AMMUNITION Page 129
 beginning on the date of the effectivity of Administrative Order (AO) No.
10 and expressed their desire to abandon armed struggle and become
productive members of society.

g. Firearm - refers to any handheld or portable weapon, whether a small

arm or light weapon, that expels or is designed to expel a bullet, shot,
slug, missile or any projectile, which is discharged by means of
expansive force of gases from burning gunpowder or other form of
combustion or any similar instrument or implement. RA No. 10591 also
considers the barrel, frame, or receiver a firearm.

h. Repairable Firearms – refer to those firearms which are in good

condition but cannot be used or placed in service because of damaged
or lacking part/component but can be restored and be operational
through repair.

i. Salvaged Firearms – refer to whatever reusable parts or components

of the firearms and ammunition retrieved to be used for the repair of
CCSDAF firearms and ammunition turned over by the Regional Crime
Laboratory Office (RCLO)/District Crime Laboratory Office
(DCLO)/Provincial Crime Laboratory Office (PCLO) and/or Regional
Supply Accountable Officer (RSAO) wherein, the remaining parts of the
firearms shall be destroyed and disposed.

j. Serviceable Firearms and Ammunition – refer to those firearms and

ammunition that are in good condition and operational.

k. Storage Area – refers to the designated areas within PNP units where
the turned-in, inspected and inventoried firearms shall be received and
stored.

l. Supply Personnel – for purposes of this MC, shall refer to the

Responsible Supply Police Non-Commissioned Officer (RSPNCO),
Non-Uniformed Personnel or Logistics Officer designated by the
office/unit to perform functions for property custodianship.

m. Unserviceable Firearm – refers to a firearm which is beyond economic

repair and can no longer be used for its purpose.

6. GUIDELINES:

a. Procedures:

1) General Procedures in the Reporting, Recording and Custody of

CCSDAF Firearms and Ammunition (See Annex “A”) :

a) Immediate Office/Unit Concerned:

a.1) Within 24 hours following a police operation/recovery or

receipt of a CCSDAF firearms and ammunition, the Head
of office/unit shall submit a spot report to the Operations
Branch/ Division/Section of the next Higher Headquarters
(stating the type, make, caliber, serial number and status of
PNP MC ON CCSDAF FIREARMS AND AMMUNITION Page 130
 the firearm) copy furnished the Supply Division/Section.
Subsequent report indicating the status of subject firearm
shall likewise be submitted. The Chief of office/unit shall
also establish the chain of custody of the CCSDAF firearm
and ammunition; and
a.2) The Supply Personnel of the office/unit shall have custody
of the CCSDAF firearms and ammunition which are not
subject for litigation or not used as evidence in a case. The
Supply Officer/PNCO/NUP shall keep and maintain a book
or registry for recording of CCSDAF firearms and
ammunition with corresponding database (e-copy) which
contains the description of the firearm; name of the person
whom it was seized/name of the owner; the date and place
of the seizure/capture/surrender and brief explanation or
circumstances. Further, the Supply Personnel shall also
submit a monthly report (every 30th of the Month) to the
Supply Branch/Division/Section of the next Higher
Office/Unit of the CCSDAF firearms and ammunition under
his custody.

b) Police Provincial Office/City Police Office/Regional Support

Units (PPO/CPO/RSU):

b.1) The Operations Branch/Division of the PPO/CPO/ RSU

shall forward the report from the lower office/unit to the
Regional Operations and Plans Division
(ROPD)/Operations Division copy furnished the Regional
Logistics and Research Development Division (RLRDD)
and the Regional Civil Security Unit (RCSU); and
b.2) The Supply Branch/Division shall also keep and maintain a
book of registry for recording reported CCSDAF firearms
and ammunition including all updates. Monitoring shall be
done in coordination with the Operations Branch and
update reports shall be subsequently submitted to the
RLRDD copy furnished the RCSU.

c) Police Regional Offices/National Support Units (PRO/NSU):

c.1) Police Regional Offices, thru the C, ROPD, shall

consolidate, monitor and submit report (hard and soft copy)
to the Directorate for Operations (DO) copy furnished the
Directorate for Logistics (DL) and Logistics Support Service
(LSS) every 7th day of the month; and
c.2) RCSU in coordination with ROPD and RLRDD shall submit
report to FEO, CSG the status of all CCSDAF firearms and
ammunition.

d) National Headquarters:

d.1) FEO, CSG shall have a database of all CCSDAF firearms

and ammunition and continuously monitor the status and
updates based on submitted reports from the RCSUs; and
PNP MC ON CCSDAF FIREARMS AND AMMUNITION Page 131
 d.2) Director, CSG with the concurrence of TDL and TDO shall
submit report to the Chief, PNP for information.

2) Procedures in the Disposition of Confiscated and Captured

Firearms and Ammunition Subject for Litigation (See Annex “B”):

a) Field Investigator (FI) or Investigator-On-Case (IOC) shall

render a report as stated in the above procedure copy furnished
the Supply Personnel and turned over the captured/confiscated
firearm or ammunition to the Evidence Custodian for
safekeeping duly covered with Acknowledgement Receipt;
b) Subsequently, the IOC shall also request for record verification
with the RCSU/FEO; RLRDD; and with the AFP Logistics Office
(J4) or its equivalent offices;
c) For confiscated and captured firearms subjected for Court
litigation, the FI/IOC shall submit the confiscated and captured
firearms and ammunition (released by the Evidence Custodian
duly covered with released receipt) to the prosecutor or the court
for presentation with the corresponding prayer/petition to turn
over such firearm and ammunition to the PNP Provincial Crime
Laboratory Office (PCLO)/District Crime Laboratory (DCLO)
Regional Crime Laboratory Office (RCLO)/Crime Laboratory
(CL) for firearm examination and identification through the
Firearms Identification System (FIS), macro-etching examination
and for custody.
c.1) If granted, the FI/IOC shall submit the confiscated and
captured firearms and ammunition to
PCLO/DCLO/RCLO/CL, duly endorsed by the Head of
office/unit; and
c.2) If denied, the confiscated and captured firearms and
ammunition shall remain in the custody of the court
pursuant to Section 36 of RA No. 10591 and its
Implementing Rules and Regulations (IRR). The FI/OC with
the Head of Office shall monitor the case.
d) For confiscated and captured firearms and ammunition
not subjected for Court Proceedings, the FI/IOC shall submit to
the PCLO/DCLO/RCLO/CL for firearm examination and cross
matching duly endorsed by the Head of office/unit. Thereafter,
the PCLO/DCLO/RCLO/CL shall turn over said firearms and
ammunition to the RCSU or FEO pursuant to the provisions of
RA No. 10591 and furnish the concerned office/unit that
submitted the captured or confiscated firearms with the report
for updating of records and reporting;
e) All FI/IOC shall also monitor the status of the confiscated or
captured firearms and ammunition if they are no longer needed as
evidence in the case filed in court and/or after the disposition of the
case on monthly basis. Further, the FI or IOC shall coordinate with
the courts for the turn-over of said firearms to the PNP;
f) RCSU in coordination with ROPD and RLRDD shall submit to
FEO, CSG a report on the status of all Confiscated and
Captured firearms and ammunition; and

PNP MC ON CCSDAF FIREARMS AND AMMUNITION Page 132

 g) Director, CSG with the concurrence of TDL and TDO shall
submit report to the Chief, PNP for information.

3) Procedures in the Disposition of Surrendered Firearms and

Ammunition (See Annex “C”):

a) The receiving Investigation Officer shall record the pertinent

information (type, make, caliber, serial number and status of the
firearm) of the surrendered firearm in the blotter book and
interview the person who surrendered the firearm;
b) After the interview, the surrendered firearm or ammunition shall
be endorsed by the Investigation Officer to the Supply Personnel
of the Office/Unit for the issuance of Acknowledgement Receipt
duly noted by the Head of Office;
c) Subsequently, the Investigation Officer shall request for record
verification with the RCSU/FEO; RLRDD; and with the AFP
Logistics Office (J4) or its equivalent offices;
d) The surrendered firearms or ammunition shall be submitted to
the PCLO/DCLO/RCLO/CL for firearm examination and cross
matching duly endorsed by the Head of Office and submit report
to the next higher office/unit report thereof;
e) The PCLO/DCLO/ RCLO/CL shall conduct firearm examination
and cross matching:
e.1) If the surrendered firearm is found to be a negative hit in
the Firearms Identification System, the firearm shall be
turned over to the RCSU/FEO pursuant to the provisions of
RA No. 10591; and
e.2) If the surrendered firearms is found to be a positive hit in
the Firearms Identification System, Firearms Identification
Division (FAID), CL shall inform the CPNP thru the DIDM
copy furnished the concerned Director/Regional Director of
NSU/PRO for dissemination to the office/unit involved in
the case. The firearm shall be with the custody of the
PCLO/DCLO/RCLO/CL.

4) Procedures in the Disposition of Deposited Firearms and

Ammunition (See Annex “D”):

a) The receiving Supply Personnel of PNP office/unit shall record

the pertinent information of the deposited firearm in the blotter
book and supply logbook;
b) After recording, the Supply Personnel shall issue
Acknowledgment Receipt or Certificate of Deposit/Deposit Slip
of the deposited firearm to the owner duly noted by the Head of
Office;
c) The Supply Personnel shall then turn over the firearms or
ammunition to the RCSU/FEO duly endorsed by the Head of
office/unit;
d) All deposited firearms and ammunition in the possession of PNP
offices/units shall be turned over to the RCSU/FEO for
safekeeping and storage; and
PNP MC ON CCSDAF FIREARMS AND AMMUNITION Page 133
 e) The RCSU/FEO shall regularly conduct monthly record check
and inventory of firearms deposited for safekeeping in their
Office. The C, RCSU/C, FEO shall inform in writing owners of
deposited firearms and ammunition on storage for a period of
four years that they have only one year left of the five year
allowable period for safekeeping. The letter shall clearly state
the consequences should the owner shall not take any action
prior expiration of the said period.

5) Procedures in the Disposition of Abandoned Firearms and

Ammunition:

a) Firearms and ammunition deposited in the custody of the FEO

shall be deemed to have been abandoned by the owner or
his/her authorized representative if he/she failed to reclaim the
same within five (5) years or failed to advise the FEO of the
disposition to be made thereof; and
b) Abandoned firearms and ammunition shall be included in the
forfeiture proceedings.

6) Procedures in the Disposition of Forfeited Firearms and

Ammunition:

a) Firearms and ammunition that are subject to forfeiture by reason

of court order as accessory penalty or for the disposition by FEO
are considered as abandoned, surrendered, confiscated or
revoked in compliance with the existing rules and regulation;
b) For firearms and ammunition that were already released by the
courts, the PNP CL/RCLO/DCLO, upon receipt of the Order
from the trial courts, official bodies, or tribunals which have the
jurisdiction to effectively terminate the case/s and/or formally
pronounce with finality that said items are no longer needed in
the inquiry, said firearms or ammunition shall be turned over to
the FEO/RCSU within one month copy furnished DL/RLRDD for
recording purposes; and
c) The CL/RCLO shall also conduct a quarterly inventory of all
forfeited firearms and ammunition under their custody in
coordination with DIDM and turn over the same to the
RCSU/FEO within one month.

7) Procedures in the Safekeeping/Storage, Accounting and Inventory

of CCSDAF Firearms and Ammunition (See Annex “E”):

a) Safekeeping/Storage:
a.1) The FEO/RCSU shall be the depository of all CCSDAF
firearms and ammunition; and
a.2) In case, the RCSU has no storage and the PRO has a
warehouse, the C, RCSU shall coordinate with the C,
RLRDD for the possibility of storing the CCSDAF firearms
and ammunition in the PRO storage/warehouse, however,
the CCSDAF firearms and ammunition must be separately
stored from the PNP-owned firearms and ammunition.
PNP MC ON CCSDAF FIREARMS AND AMMUNITION Page 134
 b) Accounting:
b.1) For accounting purposes, the RLRDD/Supply Officer shall
have a record of all CCSDAF turned over to RCSU/FEO;
and
b.2) The RLRDD shall coordinate with RCSU/FEO to check
their records on a monthly basis.

c) Inventory:
c.1) RLRDD/Logistics Office shall conduct a quarterly inventory
and inspection of all CCSDAF firearms and ammunition
stored at the RCSU/FEO;
c.2) Authorized Inventory Report format (Annex “F”) and
Physical Inspection Checklist (Annex “G”) shall be used in
the inventory taking and reporting; and
c.3 RLRDD shall prepare and submit to DL copy furnish FEO/
LSS separate inventory reports on serviceable and
unserviceable CCSDAF firearms and ammunition attached
to the individual technical inspection report (TIR) of
firearms.

8) Procedures in the Disposition of CCSDAF Firearms and

Ammunition (See Annex “H”):

a) Conduct of Forfeiture Proceedings:

a.1) RCSUs shall forward CCSDAF firearms and ammunition
cleared and ready for forfeiture proceedings at the FEO;
a.2) Pursuant to the existing rules, regulations and established
procedures, the FEO through its created Forfeiture Board
composed of the following, shall conduct forfeiture
proceedings on all CCSDAF firearms and ammunition in
favor of the PNP every 6 months (June and December) of
every year:

Composition Designation
Assistant Chief, FEO Chairman
Chief, FLD, FEO Vice-Chairman
Chief, EEMD, FEO Member
SLO, FEO Member
Chief, CIDS, EEMD, FEO Member
Chief, Record, FLD, FEO Member
SAO, CSG Member
Chief, Storage Sec, FLD, FEO Head Secretariat

a.3) After the forfeiture proceedings, the CCSDAF firearms and

ammunition shall be considered as property of the PNP
and can be processed as such. The firearms can now be
called CCSDAF Turned PNP Property Firearms (CCSDAF-
TPPF) and Ammunition; and
a.4) The CCSDAF-TPPF and Ammunition shall be turned over
to SAO PNP Wide for recording, storage, categorization
and further processing.
PNP MC ON CCSDAF FIREARMS AND AMMUNITION Page 135
 b) Classification/Categorization of CCSDAF-TPPF:
b.1) Serviceable CCSDAF-TPPF and Ammunition:
b.1.1) SAO PNP Wide shall request the CL to conduct
firearm testing and processing;
b.1.2) CCSDAF-TPPF firearms with tampered or defaced
serial number will be subjected for macro-etching
examination to restore serial number;
b.1.3) After processing the CCSDAF-TPPF firearms, CL
shall endorse the firearms to FEO for the issuance
of Certificate of Registration;
b.1.4) FEO shall assign a particular serial number which
shall be engraved by duly authorized gunsmith on
the individual firearm parts:
 For Short Firearms – Slide/Lower
Receiver/Barrel.
 For Long Firearms – Left side of the Upper
Receiver/Lower Receiver/Barrel/Bolt Carrier/Bolt.
b.1.5) The FEO shall forward the CCSDAF-TPPF and the
Certificate of Registration to SAO PNP Wide for
recording, storage and processing in order for the
CCSDAF-TPPF to have cost valuation.

b.2) Unserviceable/Paltik CCSDAF-TPPF:

b.2.1) SAO PNP Wide shall recommend to the Disposal
Committee that all unserviceable CCSDAF-TPPF
and all “PALTIK” guns shall be demilitarized.

b.3) Vintage/Antique CCSDAF-TPPF:

b.3.1) SAO PNP Wide shall recommend to D, LSS that
Vintage/antique or those with historical value
CCSDAF-TPPF be displayed and preserved at the
PNP Museum, Camp BGen Rafael T Crame,
Quezon City. D, LSS shall recommend its approval
to the CPNP in accordance with existing laws, rules,
policies and issuances.

c) Appraisal and Recording of CCSDAF-TPPF and Ammunition:

c.1) A CCSDAF Appraisal Committee shall be created

composed of the following personnel to appraise and
determine the cost valuation of CCSDAF-TPPF:
Ex-O, DL - Chairman
Deputy Chief, FEO - Vice-Chairman
C, SMD, DL - Member
SAO, PNP Wide - Member
Asst Bookkeeping Supervisor, - Member
BK Section, Acctng Div, DC
C, Storage, FEO - Member
SAO, FEO - Member
C, FAID, CL - Member
SLO, DL - Member

PNP MC ON CCSDAF FIREARMS AND AMMUNITION Page 136

 AC, SMD, DL - Head Secretariat
C, FAS, SMD, DL - Secretariat Member
Action PNCO, FAS, SMD, DL - Secretariat Member
PNP COA Resident Auditor - Observer
Representative

c.2) The CCSDAF Appraisal Committee shall appraise and

determine the cost valuation of CCSDAF-TPPF and shall
prepare a report to be submitted to the PNP COA Resident
Auditor for approval, duly endorsed by TDL; and
c.3) The cost valuation approved by the PNP COA Resident
Auditor shall be the cost valuation of the CCSDAF-TPPF to
be carried/reflected/recorded in the property book/inventory
report/accounting records of SAO, PNP Wide and Chief,
Accounting Division, DC.

d) Issuance of CCSDAF-TPPF and Ammunition:

d.1) The issuance of CCSDAF-TPPF shall strictly adhere to the

provisions of PNP Memorandum Circular Number 2018-
033 dated August 22, 2018 entitled: “Policy on the
Permanent Issuance of Handgun” and its subsequent
revision, if any.

9) Procedures in the Demilitarization of Unserviceable/Paltik

CCSDAF-TPPF and Ammunition (See Annex “I”):

Aside from adherence to the provisions of the PNP

Command Memorandum Circular No. 24-2013 with subject:
“Guidelines and Procedures for the Demilitarization and Disposal of
Firearms, Explosives and Ammunition” dated July 23, 2013, and PNP
MC No. 2017-17 entitled: “Revised Guidelines and Procedures in the
Disposal of PNP Property, Plant and Equipment (PPE) and the
Disposition of the Income Derived Therefrom” dated February 21, 2017
and existing policies and regulations of the Commission on Audit, the
following additional guidelines shall be strictly observed:

a) Preparation and Submission of Required Documents:

a.1) SAO, PNP Wide in coordination with the C, PDMD, LSS

shall prepare Inventory and Inspection Report of
Unserviceable Property (IIRUP) and submit them to the
Chief, Accounting Division, DC;
a.2) Based on the IIRUP submitted by the SAO PNP Wide, the
Chief, Accounting Division shall provide data on IIRUP and
the schedule of accumulated depreciation and forward it
back to SAO PNP Wide;
a.3) Upon receipt of the accomplished IIRUP and the schedule
of accumulated depreciation report, SAO, PNP Wide in
coordination with the C, PDMD, LSS shall prepare a
memorandum for signature of the Chairman, NHQ Disposal
Committee addressed to the COA PNP-Resident Auditor

PNP MC ON CCSDAF FIREARMS AND AMMUNITION Page 137

 stating that the CCSDF TPPFs carried/recorded in the
property book are BER and subject for demilitarization with
the following attachments:
a.3.1) Accomplished IIRUP;
a.3.2) Schedule of Accumulated Depreciation;
a.3.3) Waste Material Report (WMR), if available;
a.3.4) Report of Survey;
a.3.5) Technical Inspection Report;
a.3.6) Stencils of CCSDAF-TPPF;
a.3.7) Pictures of CCSDAF-TPPF;
a.4) Upon receipt of the reply of the COA PNP-Resident
Auditor, the NHQ Disposal Committee shall conduct
evaluation on the submitted requirements based on the
guidelines set forth under above-mentioned circulars and
COA guidelines on disposal of properties; and
a.5) The Committee shall come up with a resolution and
program for the demilitarization of the unserviceable/paltik
CCSDAF-TPPF for approval of the CPNP.

b) Accounting, Inspection and Sorting of CCSDAF-TPPF and

Ammunition for Demilitarization:

b.1) Upon approval of the CPNP of the demilitarization of

CCSDAF-TPPF, an Inspection and Demilitarization Team
which is composed of the following PNP personnel shall
conduct the accounting, inspection of stocked ammunition
in the chamber, sorting and disassembling (separating
metal parts from wood and aluminum) of firearms:

Chief, SMD, ODL - Chairman

Chief, SSDD, LSS - V-Chairman
Chief, PDMD, LSS - Member
Chief, SAMD/SAO, PNP Wide - Member
Ten (10) Armorers from LSS - Members
Two PNP Personnel (1 PCO and 1 PNCO) - Members
from EOD/K9 Group

b.2) The Team shall be responsible in the determination of

equipment needed in the demilitarization; schedule the
date of demilitarization and secure the necessary
clearances for the disposal site; and
b.3) The members from the EOD/K9 Group shall be responsible
in the determination of materials to be used in the disposal
of ammunition and the safe disposal site.
c) Demilitarization of Firearms (Unserviceable/Paltik CCSDAF-
TPPF):
c.1) The individual steel piece shall be cut into sections using
circular saw; blowtorch; and grinder or whichever is
practical;
c.2) Each piece shall then be deformed or bended using a
mallet “maso”, flat bending machine or whichever is
practical;
PNP MC ON CCSDAF FIREARMS AND AMMUNITION Page 138
 c.3) The wooden parts shall be cut or chopped into pieces; and
c.4) Aluminum parts shall be deformed or stretched using mallet.
d) Demilitarization of Ammunition:
d.1) Only qualified EOD personnel are allowed to conduct the
disposal especially on ammunition unsafe for storage;
d.2) Subject personnel shall be responsible in loading the
ammunition for safe travel to the disposal site;
d.3) Subject personnel shall conduct the actual detonation
using electric or non-electric firing system; and
d.4) Said EOD personnel shall conduct inspection and clear the
area from waste materials, debris or fragments around the
disposal area;
e) Post Demilitarization of Firearms and Ammunition:
e.1) After the demilitarization, the Inspection and
Demilitarization Team shall weigh the scrap and record it
using the IIRUP format; after which, sort it according to the
nature of metal. Separate metal from aluminum and
chopped woods;
e.2) The Inspection and Demilitarization Team shall
immediately submit to the Chairman, NHQ Disposal Team
copy furnished the NHQ Appraisal Committee on CCSDAF
TPPF an After Activity Report on demilitarization of
firearms and ammunition with the following documents:
e.2.1) Pictures (Before, during and after demilitarization
activities);
e.2.2) Electronic Copy of recorded demilitarization activities
downloaded in USBs;
e.2.3) Inspection and Inventory Report of Unserviceable
Property (IIRUP);
e.2.4) Waste Material Report;
e.2.5) Report of Survey;
e.2.6) Technical Inspection Report; and
e.2.7) Other related documents pertaining to demilitarization
of CCSDAF TPPF.

f) Appraisal of Scrap Metal (Demilitarized CCSDAF TPPF):

f.1) Upon receipt of the Report from the Inspection and
Demilitarization Team, the CCSDAF Appraisal Committee
shall conduct an in-house appraisal to determine the cost
valuation of the scrap metal subject for disposal;
f.2) The Committee shall submit to the PNP Resident-Auditor the
result on the determination of the cost valuation of the scrap
metal with documentary requirements for review and
approval; and
f.3) Upon receipt of the reply of the PNP COA Resident Auditor on
the appraisal review report, all documents related thereto
shall be forwarded to the Chairman, NHQ Disposal
Committee.

PNP MC ON CCSDAF FIREARMS AND AMMUNITION Page 139

 g) Disposal of Scrap Metal (Demilitarized CCSDAF-TPPF)
g.1) The NHQ, Disposal Committee shall submit a Resolution
recommending the disposal of the scrap metal CCSDAF-
TPPF with disposal program for approval of the CPNP; and
g.2) Upon approval of the Authority to Dispose, the NHQ
Disposal Committee shall proceed with the disposal
proceedings in accordance with Memorandum Circular No.
2017-17.

b. General Guidelines:

1) All CCSDAF firearms and ammunition without court litigation from

any Law Enforcement Agency, AFP and BOC shall be turned over
to SAO, FEO for storage and safekeeping;
2) CCSDAF firearms registered/reflected in the inventory of the AFP
shall be turned over to the AFP in accordance with existing
disposal procedures;
3) FEO, through its Forfeiture Board, shall conduct forfeiture
proceedings to subject CCSDAF firearms and ammunition in
compliance with the existing rules and regulations;
4) After the forfeiture proceedings, all serviceable CCSDAF firearms
shall be registered in the name of the PNP;
5) A Certificate of Registration shall be issued by the FEO to subject
CCSDAF TPPF firearms;
6) All CCSDAF TPPF shall be turned over to SAO, PNP Wide, prior
to its issuance or demilitarization;
7) CCSDAF TPPF shall be taken-up/recorded in the property
book/accounting records maintained by SAO, PNP Wide and
Chief, Accounting Division, DC;
8) TDL shall have the sole authority to issue Supply Directive on
CCSDAF TPPF for distribution to PNP line units;
9) Issuance of CCSDAF TPPF to individual PNP personnel must be
properly documented with Property Acknowledgement Receipt
(PAR);
10) Proper care and maintenance of CCSDAF TPPF shall be in
adherence to the provisions of PNP LOI 65/2010 entitled: “Proper
Care and Maintenance of Issued Firearms” dated January 6, 2011
and its subsequent revision;
11) Request for relief of accountability for losses, stolen, damaged or
destroyed CCSDAF TPPF shall be governed by the provisions of
Section 73 (1) PD No. 1445 and PNP MC No. 002-02 entitled:
“Procedures to be Followed in Requesting for Relief from Property
Accountability” dated February 14, 2002 and its subsequent
revision or other pertinent rules and regulations;
12) All BER/Salvages/Homemade CCSDAF TPPF shall be
demilitarized and disposed in accordance with the existing PNP
and COA rules and regulations on the demilitarization and
disposal of CCSDAF firearms; and
13) Firearms turned in by E-CLIP Committee to RSAO shall not be re-
issued to PNP personnel/units. It shall be demilitarized and
disposed provided they are certified “clear” by the PNP (“Certified
Clear” means it was certified by the RCSU/FEO that the firearm

PNP MC ON CCSDAF FIREARMS AND AMMUNITION Page 140

 will not be used as evidence before undergoing firearm testing
and stenciling at the PNP Crime Laboratory).

c) Responsibilities:

1) TDL:
a) OPR in the implementation of this PNP MC;
b) TDL will sit as Chairman of the NHQ Disposal Committee; and
c) Perform other tasks as directed.

2) TDO:
a) Supervise the CSG in the implementation of this MC; and
b) Perform other tasks as directed.

3) TDC:
a) Provide funds for the transportation of CCSDAF firearms and
ammunition from the RCSUs to FEO;
b) Ensure proper recording of CCSDAF-TPPF and ammunition in
the book of accounts; and
c) Perform other tasks as directed.

4) Director, CSG
a) Director, CSG shall submit the consolidated report of CCSDAF
firearms and ammunition to the Chief, PNP with the
concurrence of TDL and TDO for information;
b) Ensure proper recording of all CCSDAF from the RCSUs and
updating of the database at the FEO; and
c) Perform other tasks as directed.

5) Chief, FEO:
a) Act as OPR in the conduct of forfeiture proceedings of all
CCSDAF firearms and ammunition in favor of the PNP every 6
months (June and December) of every year;
b) Responsible in the supervision of the proper storage and
security of all types of CCSDAF firearms and ammunition in
the FEO/RCSU storage area;
c) Supervise the assignment of serial number to all serviceable
CCSDAF TPPF with defaced/tampered or obliterated serial
numbers;
d) Issue corresponding permit to transport on all CCSDAF
firearms and ammunition for turn-in;
e) Submit inventory reports of CCSDAF firearms stored/stocked
in FEO storage rooms to DL (Attn: SMD) on quarterly basis as
well as the reports on gains and losses of CCSDAF firearms;
f) Supervise the turn-over of all CCSDAF TPPF to SAO, PNP
Wide; and
g) Perform other tasks as directed.

6) Director, LSS:
a) Designated as member of the NHQ Disposal Committee;
b) Act as OPR in the firearms demilitarization processes;

PNP MC ON CCSDAF FIREARMS AND AMMUNITION Page 141

 c) Assist in the inventory of CCSDAF firearms and CCSDAF
TPPF; and
d) Perform other tasks as directed.

7) CCSDAF Appraisal Committee:

a) Conduct appraisal to determine the valuation of the CCSDAF
TPPF and demilitarized CCSDAF TPPF subject for disposal;
and
b) Perform other tasks as directed.

8) Director, PNP Crime Laboratory

a) Ensures that all serviceable captured, confiscated
surrendered, deposited, abandoned and forfeited (CCSDAF
TPPF) firearms shall be subjected for firearm examination
and identification;
b) Account all CCSDAF firearms with cases and considered
evidence in court in their custody/possession; and
c) Perform other tasks as directed.

9) Chief, RCSU
a) Responsible in the proper storage and security of all types of
CCSDAF firearms and ammunition turn-over to the RCSU;
b) Shall coordinate with respective RLRDDs and ROPD for
CCSDAF storage area and security if there are no available
storage in the RCSU;
c) Update database of CCSDAF firearms and ammunition in
coordination with RLDDD and ROPD;
d) Submit consolidated report to FEO, CSG including the status
of all CCSDAF firearms and ammunition; and
e) Perform other tasks as directed.

10) C, EOD/K9:
a) Supervise the EOD personnel in the demilitarization of
ammunition; and
b) Perform other tasks as directed.

11) All Heads/Chiefs of PNP offices/units:

a) Responsible for the proper storage and security of all CCSDAF
firearms and ammunition prior its turn-over to RCSU/FEO;
b) Submit report to the next higher Office on all CCSDAF firearms
and ammunition;
c) Monitor the strict implementation of this PNP Memorandum
Circular; and
d) Perform other tasks as directed.

12) SAO PNP Wide:

a) Responsible in the proper storage, security and processing
of all CCSDAF TPPF and ammunition from the FEO, CSG;
b) Submit to TDC (Attn: Chief, Accounting Division)
inventory report on CCSDAF TPPF received from SAO,
FEO for proper recording in the Accounting Records;

PNP MC ON CCSDAF FIREARMS AND AMMUNITION Page 142

 c) Submit to TDC (Attn: C, AD) reports on the disposal of
CCSDAF TPPF for proper dropping of accountabilities; and
d) Perform other tasks as directed.

7) PENALTY CLAUSE:

Any violation of the provisions of this PNP MC shall be investigated and, if

warranted by evidence, appropriate criminal, civil and administrative charges shall be
filed against those who may be responsible thereof.

8) REPEALING CLAUSE:

All publications, memorandum circulars and other issuances inconsistent

with this PNP MC are hereby rescinded or modified accordingly.

9) 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.

Original signed
OSCAR D ALBAYALDE
Police Director General
Chief, PNP
Distribution:
Command Group
D-Staff
P-Staff
D, NSUs
RDs, PROs

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 Republic of the Philippines
NATIONAL POLICE COMMISSION
NATIONAL HEADQUARTERS, PHILIPPINE NATIONAL POLICE
OFFICE OF THE CHIEF, PNP
Camp BGen Rafael T Crame, Quezon City

August 22, 2018

PNP MEMORANDUM CIRCULAR

NO.: 2018-033

POLICY ON THE PERMANENT ISSUANCE OF HANDGUN

1. REFERENCES:

a. Republic Act (RA) No. 10951 entitled: “An Act Adjusting the Amount of
the Value of Property and Damage on Which a Penalty is Based, and
the Fines Imposed Under the Revised Penal Code, Amending for the
Purpose Act No. 3815, otherwise known as the Revised Penal Code,
as Amended” (2017);
b. RA No. 10591 Otherwise known as the “Comprehensive Firearms and
Ammunition Regulation Act” (2013);
c. Government Accounting Manual (GAM) 2016;
d. Presidential Decree Number 1445 known as the “Government Auditing
Code of the Philippines” dated June 11, 1978;
e. NAPOLCOM Memorandum Circular No. 2018-001 entitled: “The New
Rules and Regulations on the Issuance of Short Firearms to PNP
Personnel” dated April 23, 2018;
f. NAPOLCOM MC No. 2016-002 entitled: “Revised Rules of Procedure
Before the Administrative Disciplinary Authorities and the Internal
Affairs Service of the Philippine National Police” (2016);
g. NHQ-PNP General Orders Number DPL 08-15 dated October 7, 2008;
h. PNP Circular No. 5 Series 2005 entitled: “Disposition of Captured,
Confiscated, Surrendered and Deposited (CCSD) Firearms, Explosives
and Ammunition” dated December 12, 2005; and
i. Standard Operating Procedure Number 2005-02 entitled: “Permanent
Issuance of Short Firearms” dated June 3, 2005.

2. RATIONALE:

This Memorandum Circular (MC) prescribes the policies and procedures in

the management particularly the identification of end-user and issuance of PNP
handguns. It also integrates the observations and experiences the PNP had in
connection with the aforementioned to further improve and streamline the systems of
the PNP in connection with the management of handguns.

MC ON PERMANENT ISSUANCE OF HANDGUN Page 154

 3. SITUATION:

The increasing number of PNP personnel requires a clear, concise, and

systematic process for the management of handguns.

The Directorate for Logistics (DL) duly noted the above situation and
undertook the initiative to address the issues connected with the above.

Further, as the PNP intensifies its procurement of handguns, it also aims

to protect the same against loss and/or damage and maximize its use in the
promotion of peace and order, suppression of crimes, protection of public safety, and
law enforcement in compliance with applicable laws, rules, and regulations.

4. PURPOSE:

This MC shall serve the following purposes:

a. To define the responsibilities and accountabilities of all concerned

personnel pertaining to the management of handgun in accordance
with PD No. 1445, RA No. 10591, and other applicable laws, rules, and
regulations;

b. To eliminate double or multiple issuances of handgun to individual PNP

uniformed personnel unless with proper authority as provided in this
MC; and

c. To ensure the proper care and maintenance of issued handgun of PNP

personnel.

5. DEFINITION OF TERMS:

a. Double Issuance – acquiring more than one issued handgun of any

PNP uniformed personnel.

b. Firearm – any handheld or portable weapon, whether a small arm or

light weapon, that expels or is design to expel a bullet, shot, slug,
missile or any projectile, which is discharged by means of an expansive
force of gasses from burning gunpowder or other form of combustion or
any similar instrument or implement. The barrel, frame or receiver shall
be considered a complete firearm.

c. Logistics Office – any PNP offices from the Directorate for Logistics
(DL), Regional Logistics, Research and Development Division
(RLRDD) and the Logistics Division or Logistics Section/Logistics
Management Section of NSUs to include other offices performing
logistics-related functions such as the Logistics Support Service (LSS),
Engineering Service (ES) and Headquarters Support Service (HSS).

MC ON PERMANENT ISSUANCE OF HANDGUN Page 155

 d. Logistics Officer – a PNP personnel designated as Chief, Regional
Logistics and Research and Development Division (RLRDD); Chief,
Logistics Division and Chief, Logistics Section/Logistics Management
Section of NSUs and other heads of logistics offices/units of the PNP
responsible for the care, maintenance and safeguard of all police
equipment and properties in his/her custody.

e. Permanent Issued Handgun - PNP organizational handgun issued to

any qualified organic PNP uniformed personnel.

f. Primary Accountability – obligation imposed by laws and regulations on

the PNP personnel (end-user) with issued supply, equipment and other
property entrusted to him.

g. Property Acknowledgement Receipt (PAR) – formerly called

Memorandum Receipt (MR) and Acknowledgement Receipt of
Equipment (ARE), is a proof of issuance of the Supply Accountable
Officer (SAO). The PAR shall be used by the Supply and/or Property
Division of units/offices to record the issuance of Property, Plant and
Equipment (PPE) and the acknowledgement of the end-user. It shall be
renewed every three years or every time there is change in
custodianship/user of property.

h. Property Transfer Report (PTR) – formerly called Invoice Receipt of

Property (IRP), used when there are transfer of properties from one
Accountable Officer/Agency/Fund Cluster to another Accountable
Officer/Agency/Fund Cluster.

i. Property Turn-in Slip (PTIS) – formerly called Turn-in Certificate, a

form/receipt used by Supply Accountable Officers/RSPCOs/RSPNCOs
and issued to PNP personnel upon turn-in of their issued handgun and
other properties.

j. Renewal – replacement of expired Property Acknowledgement

Receipt.

k. Responsible Supply Police Non-Commissioned Officer (RSPNCO) - a

designation of any eligible PNCO, as approved by the unit head who
assists the Supply Accountable Officer in performing functions for
property custodianship.

l. Secondary Responsibility – an obligation imposed by laws and

regulations on the property custodian (SAO/RSPNCO) to keep and
maintain records of issued supply, equipment and other property
entrusted to him/her.

m. Small Arm – a firearm intended to be or primarily designed for

individual use or that which is generally considered to mean a weapon
intended to be fired from the hand or shoulder, which are not capable
of fully automatic bursts of discharge, such as:

MC ON PERMANENT ISSUANCE OF HANDGUN Page 156

 1) Hand Gun – a firearm intended to be fired from the hand, which
includes:

a) Pistol – a hand-operated firearm having a chamber integral with

or permanently aligned with the bore which may be self- loading.
b) Revolver – a hand-operated firearm with a revolving cylinder
containing chambers for individual cartridges.

2) Rifle – a shoulder firearm or designed to be fired from the shoulder

that can discharge a bullet through a rifled barrel by different
actions of loading, which may be classified as lever, bolt, or self-
loading.

3) Shotgun – a weapon designed, made and intended to fire a number

of ball shots or a single projectile through a smooth bore by the
action or energy from burning gun powder.

n. Stencil – the process of applying by rubbing or tracing the serial

numbers or any other markings (kind, make, caliber) of a firearm to a
surface consisting of a thin sheet of plastic tape or paper which is then
attached to the serial number portion of the PAR.

o. Supply Accountable Officer - a designation of any eligible Non-

Uniformed Personnel (NUP) with Administrative Officer position (AO I
to V with Salary Grade (SG) 10 – 24 respectively) approved and
bonded by the Head of the Agency whose duties permit to require the
possession or custody of government property and who is required by
the law to render account to the Commission on Audit.

p. Supply Directive (SD) – an authority from the Directorate for Logistics

(DL) to issue newly acquired (Procured/Donated) and Captured
Confiscated Surrendered Deposited Abandoned and Forfeited
(CCSDAF) handgun to designated PNP Units or individual PNP
personnel.

6. GUIDELINES:

a. Procedures (please see Annex “A” - Flowchart):

1) Sources of Handgun:

a) New Procurement:

The acquisition of new handguns in consonance with the

provisions of RA No. 9184. The programming for the
procurement of handguns is based on the number of recruitment
for the year and on the current percentage fill-up.

MC ON PERMANENT ISSUANCE OF HANDGUN Page 157

 b) Turned-in Handgun:

Handguns returned to the SAOs by PNP personnel or their

beneficiaries due to Retirement, Separation from the Service,
with Criminal or Administrative Case, Killed in Action or death.

c) Donation:

Handguns given by a person, juridical entity, government or

non-government organizations to the PNP.

d) From the Courts/Custodia Legis:

Handguns used as evidence in courts and was turned in to the

Firearms and Explosives Office upon the termination of the case
and is no longer needed as evidence.

e) Confiscated/Captured/Surrendered/Deposited/Abandoned/
Forfeited (CCSDAF):

e.1) Captured Firearm – firearm and ammunition recovered

during an operation/armed encounter;
e.2) Confiscated Firearm – refers to a firearm that is taken into
custody by the PNP, National Bureau of Investigation
(NBI), Philippine Drug Enforcement Agency (PDEA), and
all other law enforcement agencies by reason of their
mandate and must be necessarily reported or turned over
to the FEO of the PNP;
e.3) Surrendered Firearm- firearm and ammunition voluntarily
turned in by owner or any person without any intention of
recovering or even applying for license;
e.4) Deposited Firearm - firearm and ammunition turned in by
the owner/person for safekeeping and/or for future
licensing;
e.5) Abandoned Firearm - Personal firearms in the possession
of any PNP unit or station to include those that were
deposited at FEO for safekeeping for more than five years
and which by operation of Section 896 of Act No. 2711
Revised Administrative Code (RAC) had been reverted to
government ownership; and
e.6) Forfeited Firearm - refers to a firearm that is subject to
forfeiture by reason of court order as accessory penalty or
for the disposition by the FEO of the PNP of firearms
considered as abandoned, surrendered, confiscated or
revoked in compliance with existing rules and regulations.

2) Transfer of Handgun (new procurement, donation at NHQ level,

from the courts/custodia legis/CCSDAF):

a) The Directorate for Logistics shall issue Supply Directive to the

Director, Logistics Support Service (Attn: SAO, LSS). The

MC ON PERMANENT ISSUANCE OF HANDGUN Page 158

 Supply Accountable Officer, LSS shall prepare the Property
Transfer Report (PTR) to SAOs of NSUs and PROs. In the
preparation of PTR, SAO, LSS shall rely on the report of the
Chief, Supply Storage and Distribution Division (C, SSDD) on
the stock position and details of handgun;
b) The SAO, LSS shall transfer organic handguns using the PTR to
the SAOs of respective NSUs or PROs;
c) The SAO, LSS shall have the exclusive authority to issue
handgun on permanent basis per PAR submitted and prepared
by SAOs of PROs or NSUs to individual PNP uniformed
personnel as indicated in the Supply Directive;
d) Upon receiving/accepting the handguns from SAO, LSS, the
SAO of PROs or NSUs shall inform their respective Directors
(Attn: C, RLRDD or C, LD) that handguns are available in the
unit’s warehouse;
e) SAO, PRO shall issue PTR covering the transfer of the
handguns to DSAO/CSAO/PSAO; and
f) For CCSDAF, strictly adhere to the PNP Circular No. 5 Series
2005, Disposition of Captured, Confiscated, Surrendered and
Deposited (CCSD) Firearms, Explosives and Ammunition and its
subsequent revision.

3) Individual Issuance of Handgun:

a) National Headquarters:

a.1) A list of qualified PNP uniformed personnel or personnel

without issued handgun shall be submitted by Logistics
Officer/RSPNCO for approval of the respective
Director/Head of Office;
a.2) The concerned Director/Head of Office shall submit their
request for issuance of handgun to TDL with complete
requirements attached (please see Annex “B”); and
a.3) DL shall prepare a Memorandum/Supply Directive and
forward it to the Director, LSS and thereafter, SAO, LSS
who acts as SAO, NHQ shall be responsible in notifying the
personnel concerned, preparing the PAR, and issuing the
handgun to the requesting personnel/end-user.

b) NSUs/PROs:

b.1) A list of qualified PNP uniformed personnel or personnel

without issued handgun shall be submitted by C, LD, or C,
RLRDD for approval of the respective Director; and
b.2) Upon approval of the Director of NSU/PRO, the SAO/
RSAO prepares the PTR/PAR for End-User/PSAO/
DSAO/CSAO;
b.3) PSAO/DSAO/CSAO receives PTR from RSAO and
prepares PAR for accomplishment of End-User with the
assistance/facilitation of the respective CPS/MPC
SAO/RSPNCO. A Unit PAR (temporary PAR in lieu of the

MC ON PERMANENT ISSUANCE OF HANDGUN Page 159

 permanent PAR still for approval and signature of the D,
LSS) shall be issued together with the handgun to the End-
User;
b.4) The duly accomplished PAR shall be forwarded to RSAO
who shall forward to SAO, LSS for signature and approval
of Director, LSS;
b.5) The approved PAR shall be forwarded back to the
concerned SAO of PRO/NSU; and
b.6) Upon receipt of the approved PAR, the PSAO/DSAO/
CSAO shall cancel the Unit PAR and furnishes the
permanent PAR to the End-Users.

4) Issuance of Turned-In Handgun (Annex “B” – Flowchart):

a) Turned-in handguns shall be issued by SAO or RSPNCO of

respective PNP Offices/Units based on the list of qualified PNP
uniformed personnel without issued handgun, and subject to the
approval of the Director/Head of Office (See Annex C –
Requirements in the Issuance of Handgun);
b) SAO of PPO/PRO/NSU shall prepare the PAR and transmit it to
D, LSS for approval and signature; and
c) The approved PAR will be forwarded back to the concerned
PRO/NSU for issuance of the handgun to the requesting end-
user.

5) The following are the PNP Senior Officer and Supply Accountable
Officers who will sign on the Property Acknowledgement Receipt
(PAR) for permanent issuance of handgun (See Annex “D” – PAR
Form):

PAR Portion Signatory

Prepared by: SAO, PROs and NSUs
Issued by: SAO, LSS
Approved by: Director, LSS

6) Property Transfer Report with attached accomplished Property

Acknowledgement Receipt from SAO of PROs/NSUs shall be
forwarded thru channel to Director, LSS (Attn: SAO, LSS) for his
approval/signature.

b. General Guidelines:

1) Issuance of Handgun:

a) The issuance of handgun to a PNP personnel shall be made on permanent

basis for the exclusive use in the performance of official duties/functions for
the duration of his/her active service;
b. The Director for Logistics (TDL) shall have the sole authority to
issue Supply Directives on newly procured handguns for
distribution to concerned offices/units/stations for subsequent
issuance to end-users on permanent basis only;

MC ON PERMANENT ISSUANCE OF HANDGUN Page 160

 c) Issuance of handgun to the end-user must be properly
documented with the use of Property Acknowledgement Receipt
(PAR);
d) The PAR of all handguns must be renewed every three (3) years
on the end-user’s birth month in accordance with Chapter 10,
Section 21 of the Government Accounting Manual. The serial
number of the receiver, part number of the barrel, the
manufacturer’s marking of the slide assembly as indicated in the
PAR should be stenciled therein. Failure of the individual PNP
personnel to renew his/her issued handgun is a ground for
disciplinary action;
e) All identifying information (serial number, make, type and kind)
of the handgun and acquisition cost must be provided/included
in the PAR for proper identification;
f) The PAR must be signed by the authorized PNP Supply
Accountable Officers and PNP Police Commissioned Officers
provided in this MC;
g) The handgun shall remain in the possession of the PNP
personnel from the time of issuance until the day of separation
from the service (retirement/resignation/dismissal/ death);
h) All organic or temporary issued handguns by an office/unit/
station to PNP personnel shall be converted to permanent
issuance;
i) A PNP uniformed personnel is authorized to have only one
issued handgun;
j) Issuance of handguns from the courts/custodia legis and
CCSDAF by FEO is strictly prohibited. FEO must turn over the
same to SAO, LSS; and
k) The SAOs of NSUs/PROs have no authority to recall the
permanent issued handgun of any personnel who is reassigned
outside their AOR.
2) Recording, Reporting and Accounting of Permanent Issued
Handguns:

a) All permanent handguns issued to PNP personnel must be

carried/reflected in the inventory/property book maintained by
RSPNCO of Municipal/City, PPO/CPO SAO, District SAO and
Regional SAO; and
b) Monthly physical accounting or inventory of handguns shall be
done by the NSUs and PROs and shall submit inventory/status
report to the:
b.1) Directorate for Logistics and SAO, LSS to include report on
the gains and losses; and
b.2) Respective PNP Accounting Units of NSUs and PROs.

3) Proper Care and Maintenance:

Aside from strict adherence to the provisions of PNP LOI 65/2010

(Proper Care and Maintenance of Issued Firearms) dated January 6,

MC ON PERMANENT ISSUANCE OF HANDGUN Page 161

 2011 and its subsequent revision, if any, the following shall be
implemented:

a) Proper care and maintenance of the handguns shall be

conducted by all PNP units primarily to maintain or improve the
functionality and capability of the handguns;
b) Upgrading, major and minor repairs of handgun (expense
incurred by the end-user) are authorized, however, the following
parameters must be observed:
b.1) An inspection of the handgun and written approval by the
Logistics Officer/C, RLRDD as recommended by the
respective SAO/RSAO must first be undertaken;
b.2) Serial numbers, markings, original designs and color/tint of
the handgun must not be compromised; and
b.3) Replaced parts, original copy of service invoice/official
receipt and approved written request for upgrade/
replacement/repair must be turned over to respective SAOs
upon retirement or termination/separation from the service.
c) Alteration of issued handguns and any of its parts that would
decrease the functionality and performance of handgun is
prohibited;
d) Cannibalization of handgun by individual personnel is strictly
prohibited; and
e) Replacement of issued handgun with another type/caliber is
prohibited, except when found defective or unserviceable as
determined by the Director for Logistics. Appropriate
investigation shall be conducted to determine whether the
handgun was damaged due to negligence or carelessness of
the end-user.

4) Double Issuance:

a) No double permanent issuance of handgun is allowed;

b) PNP uniformed personnel with more than one issued handguns
previously issued by SAO, FEO shall turn in the excess
handgun to SAO, LSS. Consequently, SAO, LSS shall
immediately inform and furnish a copy of PTIS to SAO, FEO of
the said turned-in handgun. SAO, FEO shall adjust his/her
property books dropping the accountability of the concerned
PNP personnel; and
c) PNP personnel with more than one issued handgun from any
PNP unit shall turn in excess handgun to the SAO who issued
said handgun or to SAO-LSS. Non-compliance thereof shall be
a ground for administrative and/or criminal case.

5) Qualifications of PNP personnel for Issuance of Handgun:

a) PNP personnel who are still without issued handgun shall be

given preference;
b) Appointment in permanent status;

MC ON PERMANENT ISSUANCE OF HANDGUN Page 162

 c) Passed the marksmanship proficiency training conducted by
DHRDD/respective unit; and
d) Exigency of the service.

6) PNP Uniformed Personnel not Qualified to Possess Handgun:

a) Those who suffered and recovered from any psychiatric

disorders pursuant to PNP MC 2000-010 (Separation from the
Police Service of Active PNP Uniformed Personnel due to
Physical Disability) dated January 6, 2011 and its subsequent
revision;
b) Those with serious chronic diseases and life threatening medical
conditions as identified by the Health Service;
c) Under Restrictive Custody;
d) With unsettled handgun accountability/ies;
e) Retiring from the service within the next three months; and
f) Other circumstances analogous to the foregoing.

7) Turn-in/Recall/Safekeeping of Permanent Issued Handgun:

a) A PNP personnel who will undergo schooling or leave outside

the country for a period exceeding 30 days including those
personnel to be deployed in United Nations (UN) Mission shall
turn in his/her issued handgun for safekeeping to the
office/unit/station SAO or RSPNCO. The same shall be re-
issued upon his/her return to active duty;
b) A PNP personnel who is about to retire with an issued handgun
must immediately turn in the issued handgun to the SAO within
30 days prior to his/her retirement to relieve him/her from
accountability;
c) The SAO/RSPNCO shall, upon receipt of the Order of
separation from the service (retirement/resignation/dismissal) of
a PNP personnel, issue a certification as to the date the
handgun was turned in. Non-Property Accountability Clearance
will be issued by SAO, LSS;
d) PNP personnel reassigned to other office/unit upon reporting for
duty must execute a notarized affidavit that he/she has only one
issued handgun and acknowledge that he/she will be held both
criminally and administratively liable in case his/her sworn
statement is untrue;
e) The recall of permanent handgun shall be the responsibility of
the immediate superior in case the end-user is in any of the
following instances:
e.1) Suffers from any psychiatric disorders (diagnosed by a
licensed psychiatrist of the PNP);
e.2) Under restrictive custody;
e.3) Failure to present the handgun for no valid reason
during inventory/physical inspection;
e.4) Suspended, terminated, dismissed, separated, resigned
and AWOL from the service;

MC ON PERMANENT ISSUANCE OF HANDGUN Page 163

 e.5) With serious chronic diseases and life threatening medical
conditions as identified by the Health Service;
e.6) Displayed violent tendencies towards co-workers/civilians
and there is an indication of probable misuse of handgun;
e.7) Involved in drug-related cases and other illegal activities;
and
e.8) Involved in criminal case.
f) In case of untimely death of the PNP personnel with issued
handgun, Survivor Officer shall immediately coordinate with the
beneficiary for the recall of his issued handgun;
g) Turn-in of handgun must be supported with Property Turn-in Slip
(PTIS) duly prepared, signed and issued by SAO (See Annex
“D” – Property Turn-in Slip Form); and
h) Failure to turn in the permanently issued handgun by current
end-user and any tampering of serial numbers, replacement of
parts and unauthorized alterations and/or modifications on the
original design of the handgun shall be a ground for
administrative and/or criminal action.

8) Accountability for Losses, Stolen, Damaged or Destroyed Handgun:

Aside from strict adherence to the provisions of PNP Memorandum

Circular No. 002-02 entitled “Procedures to be followed in Requesting
for Relief from Property Accountability” dated February 14, 2002 and its
subsequent revision or other pertinent rules and regulations, the
following shall be implemented:

a) The PNP personnel shall be deemed primarily accountable for

the care, maintenance and safeguard of the handgun issued to
his/her custody and shall be primarily liable for its money value
based on the latest/updated cost valuation thereof;
b) The loss or failure to return or account the handgun shall be
cleared with the SAO having jurisdiction of the end-user’s
assignment, copy furnished SAO, LSS under the generally
accepted clearing procedures. In addition, the end-user shall
report the lost, stolen, damaged or destroyed property using the
form Report of Lost, Stolen, Damaged or Destroyed Property;
c) Request for relief from property accountability for losses shall be
governed by the provisions of Section 73 (1) PD No. 1445 or
other similar provisions of law;
d) The request for Relief of Accountability for losses governed by
the provisions of PD No. 1445, PNP Circular No. 2002-02, and
other similar provisions of law and rules are separate and
distinct from criminal and/or administrative proceedings. Thus,
loss of handgun by any PNP personnel, thru their fault or
negligence shall be a ground for criminal and/or administrative
liability. Complaints shall be initiated against erring PNP
personnel independent of the said request for relief of
accountability; and
e) The immediate superiors of the PNP personnel whose handgun
was lost intentionally or negligently, or those having

MC ON PERMANENT ISSUANCE OF HANDGUN Page 164

 accountability over the handgun who was either dismissed or
separated from the service shall vigorously pursue the return of
the said handgun to SAO, LSS. Should it be apparent that the
efforts will be futile, appropriate criminal cases shall be
immediately initiated against the personnel. C, RLRDD shall
work closely with C, RIDMD or equivalent offices to initiate the
complaint if evidence warrants.

9) For retired/resigned PNP Personnel who failed to turn in their

respective issued handgun:

Strictly adhere to the Letter of Instruction 001/2002 (BAWI) dated

March 26, 2002 re: Policies/Guidelines Relative to the Recovery of
PNP Handgun and its subsequent revision, if any, or other pertinent
rules and regulations.

c. Responsibilities:

1) Directorate for Logistics

a) Formulate plans, policies and guidelines in the management of
handguns;
b) Supervise and monitor the implementation of this MC;
c) Program the distribution of acquired handguns (Issuance of Supply
Directives);
d) Consolidate and evaluate the Quarterly Inventory Reports of
Handguns; and
e) Conduct nationwide periodic audit/inspection of handgun.

2) Director, LSS
a) Assist the Directorate for Logistics in the monitoring and
implementation of this MC; and
b) Perform other tasks as directed;

3) SAO, LSS
a) Implement the transfer of handguns to NSUs, PROs, including
those intended for NHQ personnel based on the Supply Directive
from TDL;
b) Maintain the files of PARs nationwide;
c) Keep an updated record of all handguns in the Inventory and ensure
that all PARs are renewed every three years and/or every time
there is a change in accountability or custodianship of the handgun;
and
d) Perform other tasks as directed.

4) Director, Health Service (HS)

a) Provide the Directorate for Logistics (Attn: C, FAS, SMD) a monthly
list of PNP uniformed personnel who suffered and recovered from
any psychiatric disorders and those with serious chronic diseases
and life threatening medical conditions as basis for verification of
their record on permanent issued handgun; and
b) Perform other tasks as directed.

MC ON PERMANENT ISSUANCE OF HANDGUN Page 165

 5) Directors, NSUs/RDs, PROs
a) Ensure the proper implementation of this MC; and
b) Perform other tasks as directed.

6) Chief, RLRDDs of PROs and Logistics Officers of NSUs

a) Supervise and monitor their respective SAOs in the implementation
of this MC; and
b) Perform other tasks as directed by Director, PRO or NSU.

7) Supply Accountable Officer of PROs and NSUs

a) Ensure that the handguns will be issued to the PNP uniformed
personnel included in the list submitted by the C, RLRDD of PROs
and Logistics Officer of NSUs approved by the Director;
b) Supervise the Provincial/District/City SAOs, or RSPNCOs of CPS/
MPS in the preparation of PAR;
c) Maintain separate records of permanent issued handguns from
organizational handguns;
d) Maintain and regularly update the quarterly gains and losses report
on permanent issued handguns; and
e) Submit quarterly inventory report on permanent issued handguns to
TDL (Attn: C, LPPD) and D, LSS (Attn: SAO, LSS)
f) Perform other tasks as directed by the Head of Office.

8) Provincial/District/City Supply Accountable Officer

a) Effect the issuance of handguns to personnel within Area of
Responsibility (AOR) in accordance with this MC;
b) Conduct a periodic audit and monthly inspection of handguns within
his/her AOR to establish the property accountability and to account
for losses, if any;
c) Facilitate the conduct of Board of Survey within his/her AOR for any
lost handgun;
d) Keep an updated record of all handguns within AOR for any loss
and ensure that all PARs are renewed every three years; and
e) Perform other tasks as directed by the Head of Office.

9) Unit Commanders
a) Ensure the proper implementation of this MC;
b) Facilitate the conduct of monthly Inspection of handguns to his/her
subordinates to account losses, if any; and
c) Perform other tasks as directed.

10) RSPNCO
a) Ensure compliance with this MC; and
b) Performs other tasks as directed.

11) End- Users

a) Comply with the provisions of this MC; and
b) Responsible for the renewal of their respective PAR upon
expiration.

MC ON PERMANENT ISSUANCE OF HANDGUN Page 166

 7. PENALTY CLAUSE:

Accountable PNP personnel, who, through their fault or negligence,

appropriated, taken or misappropriated, or has consented to the taking by another
person of his issued handgun shall be criminally charged with the crime of
Malversation of Public Property under Article 217 of the Revised Penal Code as
amended by RA No. 1060.

Likewise, administrative charge of Grave Misconduct shall be filed against

erring accountable personnel, pursuant to Rule 21, Section 2,C para 3(n) of
NAPOLCOM Memorandum Circular No. 2016-002 and Rule 10, Sec 50A(3) of 2017
Rules on Administrative Cases in the Civil Service (RACCS).

8. REPEALING CLAUSE:

Provisions of existing PNP issuances which are inconsistent with this MC, in
whole or in part, are deemed repealed, set aside, amended or modified accordingly.

9. 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.

Original Signed
OSCAR D ALBAYALDE
Police Director General
Chief, PNP

Distribution:
Command Group
D-Staff
P-Staff
Dirs, NSUs
RDs, PROs

MC ON PERMANENT ISSUANCE OF HANDGUN Page 167

 ANNEX “A”

FLOWCHART ON THE ISSUANCE OF PERMANENT HANDGUN

MC ON PERMANENT ISSUANCE OF HANDGUN Page 168

 ANNEX “B”

FLOWCHART ON THE ISSUANCE OF TURNED-IN HANDGUN

MC ON PERMANENT ISSUANCE OF HANDGUN Page 169

 ANNEX “C”

REQUIREMENTS IN THE ISSUANCE OF HANDGUN

a. Letter Request from Unit duly signed by Logistics Officer/R4;

b. Non Property Accountability Clearance from Previous Unit Assignment;

c. Affidavit of Undertaking; and

d. Appointment Order (Newly Appointed PO1/PINSP).

MC ON PERMANENT ISSUANCE OF HANDGUN Page 170

 ANNEX “D”

PROPERTY ACKNOWLEDGEMENT RECEIPT

Entity Name: _____________________

Fund Cluster: ____________________ PAR No.: _________________
Property Date
Qty Unit Description Amount
Number Acquired

Purpose:

Received By: Issued By:

(Signature Over Printed Name)

(Position/Office) (Position/Office)

(Date) (Date)

MC ON PERMANENT ISSUANCE OF HANDGUN Page 171

DL Form No. 01-2018
PHILIPPINE NATIONAL POLICE
PROPERTY TURN IN SLIP

FROM: ___________________________________________ Date: __________________

Name of End-User/Supply Accountable Officer and Unit Control No. _____________
FOR: ___________________________________________
(Name of the Supply Accountable Officer and Unit)

ACCOUNT TITLE: UACS OBJ CODE:

REASON FOR TURN-IN: TYPE OF PROPERTY:

Unit Value STATUS OF

THE
QTY UNIT DESCRIPTION Serial No. (As Stated in PAR/ Total Value PROPERTY
(Svc or
Property Book) Unsvcble)

GRAND TOTAL VALUE >>>

STENCIL OF PROPERTY

Note: 1) stencil can be attached at the back portion of this PTIS if this space provided for the stencil of property is limited/insufficient.
2) Indicate whether the serial number is tampered, defaced or obliterated.
I HEREBY CERTIFY THAT I have turned-in the I HEREBY CERTIFY that the
above- cited property to _____________________
SAO of __________ for the reasons/circumstances
undersigned personally conducted the
indicated above. physical inspection and accounted the
above-cited property.

(Name of End-User/SAO or RS PNCO) (Name of RS PNCO/Action PNCO)

Date Inspected:
THE UNDERSIGNED PCO HEREBY APPROVED I HEREBY CERTIFY that the property
the turn-in of the above mentioned article/s for the
above have been received and I personally
reasons/ circumstances indicated above.
supervised the inspection of the above-cited
property.

(Name of the Head of PNP Office/Logistics Officer) (Name of the Supply Accountable Officer)
Date Signed: ______________________ Date Received: _________________________

MC ON PERMANENT ISSUANCE OF HANDGUN Page 172

 Republic of the Philippines
NATIONAL POLICE COMMISSION
NATIONAL HEADQUARTERS, PHILIPPINE NATIONAL POLICE
OFFICE OF THE CHIEF, PNP
Camp BGen Rafael T Crame, Quezon City

December 26, 2017

PNP MEMORANDUM CIRCULAR

NO: 2017- 073

PRESCRIBING THE GUIDELINES AND PROCURES IN THE INSPECTION AND

ACCEPTANCE OF DELIVERED GOODS PROCURED PURSUANT TO
REPUBLIC ACT NO. 9184 AND ITS REVISED IMPLEMENTATING RULES AND
REGULATIONS

1. REFERENCES:

a. Republic Act (RA) No. 9184 otherwise known as the Government

Procurement Reform Act;
b. Government Accounting and Auditing Manual (GAAM) Volume I;
c. Presidential Decree No. 1445 entitled: “Governing 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 Guidelines 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

GUIDELINES AND PROCEDURES IN THE INSPECTION AND ACCEPTANCE OF DELIVERED GOODS Page 173
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

GUIDELINES AND PROCEDURES IN THE INSPECTION AND ACCEPTANCE OF DELIVERED GOODS Page 174
 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 the C, 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. Procedures: (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

GUIDELINES AND PROCEDURES IN THE INSPECTION AND ACCEPTANCE OF DELIVERED GOODS Page 175
 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 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.

GUIDELINES AND PROCEDURES IN THE INSPECTION AND ACCEPTANCE OF DELIVERED GOODS Page 176
 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;
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 to 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).

GUIDELINES AND PROCEDURES IN THE INSPECTION AND ACCEPTANCE OF DELIVERED GOODS Page 177
 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 disposition 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;

GUIDELINES AND PROCEDURES IN THE INSPECTION AND ACCEPTANCE OF DELIVERED GOODS Page 178
 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 Correlated
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

GUIDELINES AND PROCEDURES IN THE INSPECTION AND ACCEPTANCE OF DELIVERED GOODS Page 179
 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 IRR, 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,

GUIDELINES AND PROCEDURES IN THE INSPECTION AND ACCEPTANCE OF DELIVERED GOODS Page 180
 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 maybe accepted, subject to the

recommendation of the Contract Administrator and approved 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;

GUIDELINES AND PROCEDURES IN THE INSPECTION AND ACCEPTANCE OF DELIVERED GOODS Page 181
 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 important 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;

GUIDELINES AND PROCEDURES IN THE INSPECTION AND ACCEPTANCE OF DELIVERED GOODS Page 182
 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;
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:

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 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 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-Graph 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 15 days from filing a copy thereof at the UP
Law Center pursuant to Section 3, Chapter 2, Book Vll of EO No. 292, otherwise
known as the “Revised Administrative Code of 1987,” as amended.

Original Signed
RONALD M DELA ROSA
Police Director General
Chief, PNP

Annexes:
A, B, C, D & E

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GUIDELINES AND PROCEDURES IN THE INSPECTION AND ACCEPTANCE OF DELIVERED GOODS Page 185
GUIDELINES AND PROCEDURES IN THE INSPECTION AND ACCEPTANCE OF DELIVERED GOODS Page 186
Annex B
Page 4 of 12

Republic of the Philippines

National Police Commission
NATIONAL HEADQUARTERS, PHILIPPINE NATIONAL POLICE
NHQ Bids and Awards Commi tte e Secretariat
Ca mp BG e n Ra f a e l T Cra me , Q u e zo n Ci t y

TRANSMITTAL SHEET

FOR: D, LSS
(Attn: C, Procurement Division)

DATE:

PARTICULARS
Reference: NHQ BAC Resolution No. _____________
Award of Contract to____________ with 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. Certification 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

GUIDELINES AND PROCEDURES IN THE INSPECTION AND ACCEPTANCE OF DELIVERED GOODS Page 187
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

___________________________
Police Colonel (Signature Over Printed Name)
Head, BAC Secretariat DATE:__________ TIME: ___________

GUIDELINES AND PROCEDURES IN THE INSPECTION AND ACCEPTANCE OF DELIVERED GOODS Page 188
Annex C DURATION OF FUNCTIONALITY TEST AND EVALUATION
Page 5 of 12

TYPE OF EQUIPMENT NO. OF DAYS

(MINIMUM)
I. WEAPONS

a. PISTOL/RIFLE 14
b. MAGAZINE 14
c. AMMUNITION 14
II. TRANPORTATION (LAND) 7
III. COMMUNICATION EQUIPMENT 7
IV. IT EQUIPMENT 5
V. CRIMINALISTICS SECTION
a. ANTI-RIOT SHIELD 34
b. PROTECTIVE VEST, LEG, ARMS, AND GLOVES 34
PROTECTION
c. ANTI-RIOT DUTY HELMET 34
d. UNDERSHIRT VEST LEVEL III-A 34
e. WAISTCOAT VEST LEVEL III-A 36
f. ENHACED COMBAT HELMET 34
g. EXPLOSIVE DETECTION DOG 10
VI. MEDICAL, DENTAL AND CRIME LABORATORY EQUIPMENT 4

GUIDELINES AND PROCEDURES IN THE INSPECTION AND ACCEPTANCE OF DELIVERED GOODS Page 189
 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 10 CD
MIRDC-DOST
IV. PREPARATION OF REPORT 3 CD
TOTAL number of Days 14 CD

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 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 10 CD
MIRDC-DOST
IV. PREPARATION OF REPORT 3 CD
TOTAL number of Days 14 CD

GUIDELINES AND PROCEDURES IN THE INSPECTION AND ACCEPTANCE OF DELIVERED GOODS Page 191
 AMMUNITION
ACTIVITY DURATION

I. RECEIVED NOTICE
Coordination to other Units and to Gov’t Arsenal for the
Availability of Facility

II. RANDOM SAMPLING

Selection of Samples
III. FUNCTIONAL TEST (DND Arsenal)
Visual
Gaging
Waterproof
Bullet Extraction
Bullet Weight 1 CD
Residual Stress
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

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 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

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 TRANSPORTATION EQUIPMENT (Land)

ACTIVITY No. of Days (minimum)

Sand Capability Test

(Applicable for 4x4 only)
Mud Test (Applicable for 4x4 only) 3 CD (1500 kms)
Durability/Long Drive Test

III. LABORATORY/MATERIAL TEST

(OPTIONAL)
IV. PREPARATION OF REPORT (Test Result) 2 CD
TOTAL NUMBER OF DAYS 7 CD

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 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 on
type of equipment

TOTAL NO. OF HOURS (per item for Tests I-III) 12.25 to 15.25 hours

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

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 COMMUNICATIONS EQUIPMENT
ACTIVITY TIME ALLOTMENT

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

of system
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 9per item for Tests I-IV) 22.25 to 29.25 hours

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

GUIDELINES AND PROCEDURES IN THE INSPECTION AND ACCEPTANCE OF DELIVERED GOODS Page 196
 IT EQUIPMENT

ACTIVITY TIME ALLOTMENT

I. VISUAL, DIMENSIONAL, TECHNICAL (CONFORMMITY 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

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 TEST FOR ANTI-RIOT SHIELD

ACTIVITY TIME ALLOTMENT

*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

GUIDELINES AND PROCEDURES IN THE INSPECTION AND ACCEPTANCE OF DELIVERED GOODS Page 198
 TEST FOR PROTECTIVE VEST, LEGS, ARMS AND GLOVES PROTECTION

DURATION
ACTIVITY *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 inspection
2.1.1. Visual and Dimensional
3 CD
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
28 CD
for laboratory evaluation:
Kevlar, Fiber Glass, hard Plastic or similar light materials
capable of blow from hard objects
V. Deliberation and Submission of report containing 3 CD
findings to CIA

GUIDELINES AND PROCEDURES IN THE INSPECTION AND ACCEPTANCE OF DELIVERED GOODS Page 199
 TEST FOR UNDERSHIRT VEST III-A

DURATION
ACTIVITY *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
3 CD
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:
3.1. Outer Shell Carrier (Nylon or Polyester) 28 CD
3.2. Soft Ballistic Panel (Aramid or Polyethylene)
3.3. Upgrade Plate (Aramid or Polyethylene)
V. Deliberation and Submission of report containing 3 CD
findings to CIA
Total Calendar Days (CD) 34 CD

GUIDELINES AND PROCEDURES IN THE INSPECTION AND ACCEPTANCE OF DELIVERED GOODS Page 200
 TEST FOR WAIST COAT VEST LEVEL III-A WITH 2 UPGRADE
PLATE LEVEL IV

DURATION
ACTIVITY *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
5 CD
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:
3.1. Outer Shell Carrier (Nylon or Polyester) 28 CD
3.2. Soft Ballistic Panel (Aramid or Polyethylene)
3.2. Upgrade Plate (Aramid or Polyethylene)
V. Deliberation and Submission of report 3 CD
containing findings to CIA
Total Calendar Days (CD) 36 CD

GUIDELINES AND PROCEDURES IN THE INSPECTION AND ACCEPTANCE OF DELIVERED GOODS Page 201
 TEST FOR ENHANCED COMBAT HELMET

DURATION
ACTIVITY *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
3 CD
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:
3.1. Visor/Face Shield (Polycarbonate) 28 CD
3.2. Helmet Shell (Ultra-High Molecular Weight
Polyethylene)
V. Deliberation and Submission of report 3 CD
containing findings to CIA
Total Calendar Days (CD) 34 CD

GUIDELINES AND PROCEDURES IN THE INSPECTION AND ACCEPTANCE OF DELIVERED GOODS Page 202
 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
2.6.2. Operational/Environmental Search Test
IV. Deliberation and Submission of report containing 3 CD
findings to CIA

Total Calendar Days (CD) 10 CD

GUIDELINES AND PROCEDURES IN THE INSPECTION AND ACCEPTANCE OF DELIVERED GOODS Page 203
 TIMELINE FOR MEDICAL DENTAL AND CRIME LABORATORY
EQUIPMENT
A DURATION OF TEST FOR ALL
SUBMITTED ITEMS
ACTIVITY (machine devices/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
a. Physical inspection
3. Visual and Dimension on all parts and 2 CD
1 CD
accessories
b. Functional Test and Evaluation
4. Deliberation and Submission of report 2 CD 3 CD
containing findings to CIA

Total Calendar Days (CD) 4 CD 8 CD

GUIDELINES AND PROCEDURES IN THE INSPECTION AND ACCEPTANCE OF DELIVERED GOODS Page 204
GUIDELINES AND PROCEDURES IN THE INSPECTION AND ACCEPTANCE OF DELIVERED GOODS Page 205
GUIDELINES AND PROCEDURES IN THE INSPECTION AND ACCEPTANCE OF DELIVERED GOODS Page 206
GUIDELINES AND PROCEDURES IN THE INSPECTION AND ACCEPTANCE OF DELIVERED GOODS Page 207
GUIDELINES AND PROCEDURES IN THE INSPECTION AND ACCEPTANCE OF DELIVERED GOODS Page 208
 Republic of the Philippines
NATIONAL POLICE COMMISSION
NATIONAL HEADQUARTERS PHILIPPINE NATIONAL POLICE
OFFICE OF THE CHIEF, PNP
Camp BGen Rafael T Crame, Quezon City

November 18, 2017

PNP MEMORANDUM CIRCULAR

NO.: 2017-070

GUIDELINES AND PROCEDURES IN THE MANAGEMENT

OF PNP WAREHOUSES

1. REFERENCES:

a. Presidential Decree 1445 otherwise known as the “Government

Auditing Code of the Philippines”;
b. Republic Act (RA) No. 6541 otherwise known as the “National Building
Code of the Philippines”;
c. RA No. 9514 otherwise known as the “Fire Code of the Philippines of
2008”;
d. Air Logistics Command SOP No. 03-04-2014 dated July 16, 2014
entitled, “Storage and Warehousing”;
e. PNP SOP No. 2010-01 entitled, “Annual Logistics Inspection and
Physical Accounting of PNP Properties”;
f. PNP Circular No. 09 entitled, “Annual Inventory and Quarterly Report
of Gains and Losses of PNP Properties”;
g. PNP Memorandum Circular (MC) No. 2008-08 dated July 8, 2008
entitled, “Procedures and Guidelines in the Utilization and Proper
Disposition of Mobility Assets in the PNP”;
h. PNP MC No. 2015-002 dated March 2, 2015 entitled, “Guidelines on
the Issuance, Utilization, Maintenance, and Proper Disposition of PNP
Mobility Assets”;
i. SOP No. 2 re “Issuance of Supplies and Equipment”;
j. PNP MC No. 2017-17 dated February 21, 2017 entitled, “Revised
Guidelines and Procedures in the Disposal of PNP Property, Plant and
Equipment (PPE) and the Disposition of Income Derived There from”;
k. PNP MC No. 2010-020 entitled, “Professionalization of PNP Logistics
Management System”;
l. PNP MC No. 2008-012 entitled, “Logistics Eligibility and Placement
Policy”;
m. US Warehouse Security Best Practice Guidelines Customs-Trade
Partnership against Terrorism, September 2007; and
n. DI Memorandum dated January 10, 2008 with Subject: PNP Security
Policy – “KALASAG” 2008 (Revised and Extended Version).

PNP MC ON WAREHOUSE MANAGEMENT Page 209

 2. RATIONALE:

This Memorandum Circular (MC) provides the guidelines and procedures

to be undertaken by concerned personnel to protect the items stored in the PNP
warehouses from pilferage, damage, undue deteriorations and losses. Its provisions
shall apply to all warehouses and storage facilities of the PNP and all warehouse
personnel.

3. SITUATION:

Warehousing is the process of supplying adequate protection for stored

goods in a systematic and orderly manner, making the goods, materials and
equipment readily available when needed. Based on the standard definition, the PNP
warehouses failed to meet the defined parameters because of the following:

a. Absence of comprehensive guidelines on warehouse management;

b. Little knowledge of personnel on warehouse management;
c. No specific designation of personnel assigned in the warehouse;
d. Inappropriate warehouse design;
e. Unsecured warehouse facilities;
f. Poor maintenance and housekeeping practices;
g. Manual record keeping and reporting system;
h. Poor observance of safety measures; and
i. Reported incidents of losses due to robbery or pilferage.

Hence, there is a necessity to formulate a comprehensive and integrated

set of guidelines on warehouse management.

4. PURPOSE:

This MC shall serve the following purposes:

a. To provide a comprehensive policy on warehouse management;

b. To determine specific duties and responsibilities of personnel in charge

of warehouse administration;

c. To provide procedures in the management of ordnance; and

d. To provide guidelines in handling and storekeeping of high explosive

ammunition and materials.

5. DEFINITION OF TERMS:

a. Bond – a contract of obligation in writing and under seal, by which a

bonding entity authorized for such purpose by law, guarantees to
indemnify the employer of the bonded personnel in case of loss of
government property, plant and equipment whether total or partial,
regardless of the circumstances surrounding the loss.

PNP MC ON WAREHOUSE MANAGEMENT Page 210

 b. Control System – the process of coping with changes or problems in
warehouse management. It relates to the feedback and corrective
action function of the warehouse management system. By monitoring
what actually happens and making the necessary changes, control
makes the adjustments which allow operations to achieve the
objectives that were laid down in the plan.

c. Damages – problems that are caused by a mistake, wrong action, etc.

In warehousing, they are caused by wrong placement of materials,
unbalanced stacking, and unsystematic release procedures (not
following FIFO methods, etc).

d. First-In, First-Out (FIFO) principle – an asset-management and

valuation method in which the assets/goods/items produced or
acquired first are used by or disposed of first to the PNP end-users.

e. Inbound Storage and Outbound Decision Rules – these rules

determine which products arrive in what quantities, where these should
be stored and how many personnel, equipment, and transport is
needed to process the products and orders.

f. Losses – unrecoverable and usually unanticipated and non-recurring

removal of, or decrease in, an item of supplies or equipment.

g. Pallet – a portable platform upon which materials are placed to

facilitate handling and storage of unit load or smaller quantities of
material with equipment such as forklift, trucks, transporters, and
cranes. Material is usually placed manually for mechanical handling
throughout the complete cycle of storage and issue operations.

h. Pilferage – the theft of part of the contents of a package. It may also

include theft of the contents but leaving the package, perhaps resealed
with bogus contents.

i. Responsible Supply Police Non-Commissioned Officer (RSPNCO) – an

eligible PNCO as approved by the unit head and who shall assist the
Supply Accountable Officer in performing functions for property
custodianship. Likewise, the designated Assistant Warehouse
Administrator and Warehouseman.

j. Storage – the holding and keeping of supplies for future use, ready for
issue at any given time.

k. Storage Management – proper use of storage space and material,

handling equipment, proper grouping of activities for a straight line flow,
and the attaining of maximum productivity of personnel, with four (4)
important techniques namely: planning, directing, coordinating, and
controlling.

PNP MC ON WAREHOUSE MANAGEMENT Page 211

 l. Strategic Planning – an organization’s process of defining its strategy,
or direction, and making decisions on allocating its resources to pursue
this strategy.

m. Supply Accountable Officer (SAO) – designated Non-Uniformed

Personnel with an Administrative Officer plantilla position (SAO I to V
with Salary Grade (SG) 10 to 24, respectively), who possesses the
PNP Logistics Eligibility, approved and bonded by the Head of Agency
to discharge property custodianship functions.

n. Tactical Planning – a systematic determination and scheduling of the

immediate or short term activities required in achieving the objectives
of strategic planning.

o. Undue deterioration – the downgrading of the effectiveness or physical

characteristics (color, appearance, consistency, odor, etc.) of the
supplies, materials, and equipment due to negligence by the
warehouse personnel.

p. Warehouse – a planned facility for the storage and handling of goods

and materials.

q. Warehouse Administrator – for the purpose of this MC, the SAO, shall
also be referred to as the Warehouse Administrator.

r. Warehousing – the performance of physical function covering receipt,

storage, and issue of supplies. The process or act of positioning and
placing items (boxes, pallets, packages, loads, etc.) in an area set
aside for holding such items or staging items for shipment.

s. Warehouse Equipment – those equipment used for delivery,

assembling, maintenance, and materials handling equipment like
warehousing racking systems, forklift, trucks, warehouse tractors, hand
trucks, conveyors, other manipulation equipment, and transport
equipment.

t. Warehouseman – for the purpose of this MC, the RSPNCO shall be

referred to as warehouseman.

u. Warehouse Management – refers to the general framework in

management of warehouse which includes the facility and its
configuration in relation to the stored items; the security and safety
parameters; the processes involved in the operations especially in
obtaining, organizing and release of the items; and the human
resources necessary to run the warehouse.

PNP MC ON WAREHOUSE MANAGEMENT Page 212

 6. POLICIES:

a. Warehouse Design Requirements and Budget Allocation:

1) General Policy:

a) The PNP shall program a yearly budget for the construction

and/or repair of all PNP warehousing facilities;

b) The PNP may also program a budget for the purchase of

warehouse lots in case the need arises;

c) All construction and repair projects shall be undertaken in

accordance with RA No. 9184 and other pertinent rules and
regulations;

d) All PNP warehouse infrastructures shall be based on design,

scope of works, and cost estimates prepared by the PNP
Engineering Service or its corresponding offices. There shall be
no revision of the approved plan and design during the project
implementation. Except in the event that the standard design
does not fit the actual area of the property or when there are
valid recommendations for the revision of the standard design,
the request for revision can only be granted upon the approval
of the CPNP; and

e) All warehouse infrastructure projects shall conform to the

approved development plan of every camp/installation.

2) Location:

a) PNP warehouses should be located within camp near highways,

railway stations, airports, and seaports for easy access; and

b) PNP warehouses shall be located far from natural hazards such

as flood prone areas, landslide, and fault lines.

3) Design (please see Annex “A”):

a) The warehouse shall conform to the standards set by PD 1096

otherwise known as the National Building Code of the
Philippines; Presidential Decree No. 856 otherwise known as
the Code on Sanitation of the Philippines; Republic Act 9514
otherwise known as “The Fire Code of the Philippines of 2008”;
and Batas Pambansa Bilang 344, otherwise known as
“Accessibility Law and other related laws”;

b) The warehouse shall be designed with proper ventilation,

signages, and adequate space to ensure the quality of goods
and equipment;

PNP MC ON WAREHOUSE MANAGEMENT Page 213

 b) Doors, external and internal windows shall be secured with
locking devices. SAO, RSPNCO and the logistics officer will
have each key and padlock. All doors shall have three different
padlocks; and

c) Sufficient parking space may also be considered to facilitate

easy and quick loading and unloading of goods.

b. Human Resources:

1) The Supply Accountable Officer (SAO) shall be the Warehouse

Administrator and the Responsible Supply PNCO (RSPNCO) shall
be the Warehouseman;

2) The SAO shall be assisted by two RSPNCOs. The custodianship

and property accountability shall be shared by the SAO and
RSPNCOs in consonance with the provisions of Presidential
Decree No. 1445 (Chapter 3, Section 78);

2) The SAO and the RSPNCOs shall be properly bonded as required

by Chapter 5, Section 101 of Presidential Decree No. 1445 that
provides: “Every Accountable Officer shall be properly bonded in
accordance with law”;

3) The SAO, RSPNCOs and warehouse personnel shall be given

periodic internal training covering warehouse activities which shall
include records keeping and reporting, physical safety and security,
internal security, IT security, maintenance and housekeeping, fire
safety and risk management;

4) All PNP personnel rendering duties at warehouses must have

eligibilities and covered by the PNP Staffing Pattern;

5) The minimum rank of RSPNCOs must be PO3 and must be an

organic personnel of the office/unit;

6) Two storage PNCOs must be under the supervision of

SAO/RSPNCO who will be in charge in storekeeping of equipment
and ordnance (Ammunition/Firearms); and

7) The personnel manning the storage warehouses should have

appropriate trainings on Small Arms and Ammunition Management
or any related trainings that will equip them with precise instruction
or essential information in handling Chemical, Biological,
Radiological, Nuclear, and Explosives (CBRNE) materials.

c. Physical Safety and Security Requirements:

Warehouse facilities shall have physical barriers and deterrents not just
to avoid mishaps but also to guard against unauthorized access. PNP
warehouses shall incorporate the following safety and security criteria:

PNP MC ON WAREHOUSE MANAGEMENT Page 214

 1) Safety:

a) The Directorate for Logistics and the Logistics Support

Service, through the Warehouse Administrator/SAO, shall
ensure that stipulations on the mandatory Occupational Safety
and Health Standard as provided for Article 162, Chapter II
(Occupational Health and Safety), Book Four of the Labor
Code of the Philippines are adhered to;

b) The Directorate for Logistics and the Logistics Support

Service, through the Warehouse Administrator, shall also
make sure that Rule 1060 (Premises of Establishments) of the
Occupational Safety and Health Standards Order (As
Amended, 1989) by the Department of Labor and Employment
of the Philippines is complied with;

c) The Warehouse Administrator/SAO shall implement the

following Basic Safety Measures:

c.1) Any loose or damaged flooring or other tripping hazards

that need repair shall be reported to the warehouse
manager/SAO;
c.2) Box cutters or other sharp tools shall not be left lying
around;
c.3) Cords and wires shall be kept out off the floor;
c.4) Items shall not be left in aisles, on the floor, or stacked
insecurely on flat surfaces;
c.5) Areas to store empty pallets shall be properly identified;
c.6) Access to exposed or open loading dock doors shall be
blocked; and
c.7) Stack height shall be limited to six feet.

2) Physical Security:

Supplies and Equipment handling and storage facilities and

locations must have physical barriers and deterrents that guard against
unauthorized access. There shall be written and verifiable procedures
in place.

3) Perimeter Fence:

a) Perimeter fencing shall enclose the areas around load, handling

and storage facilities. Solid or full view fence or a combination
hereof exudes a sense of security for all PNP offices all over the
country. Fences and locked gates deter persons with intent to
rob, attack or enter without authority because of difficulty to
enter and haul things away;

b) The facility’s perimeter should be cleared of vegetation and

debris that could be used to breach fences. “No Trespassing”
signs must be posted at regular intervals along the fence/wall. A

PNP MC ON WAREHOUSE MANAGEMENT Page 215

 conduct of routine security patrols of the perimeter at varying
time intervals is a must. Schedule of patrolling should not be
predictable. For added security, it is recommended to also utilize
surveillance, anti-intrusion devices, and lighting; and

c) Fencing should be at least 8 feet (2.4 m) high and constructed of

solid material or 9-gauge galvanized steel with 2 inch (5.08 cm)
wide chain link construction. Fencing should be topped with an
additional 2 foot (0.61) high barbed wire outrigger strung with 3
rows of 9-gauge galvanized barbed/concertina wire slant at a
45-degree inward and outward angle above the fence. The
bottom of the fence should be no more than 2 inches (5.08 cm)
from the ground.

4) Interior Fencing:

High-value items should be stored in a separate area of the

warehouse with added security features in place. The SAO should
segregate PNP merchandise from other merchandise within its
warehouse. It is preferred that such segregation be in the form of a
physical barrier (a separate room, vault or fenced-in area), instead of
merely a demarcation (lines painted on the floor). The warehouse
should be equipped with camera surveillance and alarms. In
segregating goods, physical barriers such as separate rooms, fences
or other room dividers shall be used.

5) Gates and Guarding System including Security Staff:

a) There shall be a strategic placement of guarding system and

other security measures to prevent and detect attacker/potential
risk and unauthorized person in the PNP warehouse. The head
of office through his authorized representative should ensure
implementation and supervision of the system by looking into
the following areas:

a.1) Guard’s duties and responsibilities;

a.2) Selection, employment and deployment criteria;
a.3) Security related training and education;
a.4) Proper wearing of uniform;
a.5) Supervision, evaluation and monitoring;
a.6) Communication and other equipment for guard duty; and
a.7) Background investigation to personnel performing guard
duty.

b) The gates through which vehicles and/or personnel enter or exit

shall be manned and monitored. The number of gates
necessary for proper access and safety shall be kept to the
minimum;

PNP MC ON WAREHOUSE MANAGEMENT Page 216

 c) There shall be a detail of sentinel in shifts, and tactical
disposition of personnel based on updated Camp Defense Plan;
and

d) The eleven general orders for sentries that apply to interior

guard duty shall be memorized and complied by every member
of the guard. It must be posted to the warehouse guarding post
as a constant reminder to the personnel on duty.

6) Anti-Intrusion Alarm System, CCTV cameras, and Biometric

Fingerprint Door Lock System shall be installed.
a) The warehouse shall be equipped with an anti-intrusion alarm
system and all access points (doors, windows, dock door, etc.)
shall be connected to it. The alarm system should have a
backup power in case of power loss, or wireless backup in case
of telecommunication system failure. Access to the control room
and the alarm system itself shall be highly and selectively
restricted;

b) Alarm systems and video surveillance cameras with high

resolution and motion sensor shall be utilized to monitor
premises and prevent unauthorized access to load handling and
storage areas. Retrieval of recorded activities shall be
maintained for a reasonable period. Round-the-clock security
measures shall be established to thwart theft and pilferage;

c) Preventive maintenance for all alarms and video cameras shall

be scheduled on a quarterly basis. Records of all maintenance
must be kept. Although sophisticated cameras can record even
without adequate lighting, most models require adequate
illumination in order to deliver a clear picture. Thus, illumination
must be considered when installing cameras to restricted areas
(warehouse, packing area, loading area);

d) As an additional deterrent, signs should be posted throughout

the premises, stating: “This facility is equipped with a video
surveillance system. You are subject to recording”;

e) Posting the number and/or pictures of employees working in the

packing/loading departments allows a security guard or
supervisor to more accurately identify unauthorized individuals
who may be present; and

f) The security staff member monitoring the cameras should

consistently evaluate the activity within restricted areas. If
suspicious activity occurs, or there is an unaccounted coverage
in the number of staff/personnel, the security PNCO shall
investigate and shall make a report to SAO.

PNP MC ON WAREHOUSE MANAGEMENT Page 217

 7) Locking Devices:

a) The SAO shall be responsible for making sure that all doors and
windows are locked after the last employee leaves for the day;
and

b) If the facility relies on swipe key cards or other electronic locks,

records of door openings should be maintained for at least six
months.

8) Lighting:

a) Adequate lighting shall be provided inside and outside the

facility particularly the entrances and exits, load handling and
storage areas, perimeter fence lines and parking areas;

b) Instead of installing a light fixture above each entry point, a

warehouse shall use flood lights aimed at the exterior that
illuminate the entire building complex;

c) The lighting system shall be checked on a daily basis by security

personnel on patrol. All maintenance records shall be kept.
Outside lighting should be controlled by a “dusk to dawn sensor”
that automatically switches “on” when illumination levels
decrease (storms, dusk, etc.) This type of lighting is one of the
most energy efficient; and

d) The parking areas must be illuminated, preferably by floodlights.

9) Identification and Control of Visitors:

a) Visitors must have an appointment letter/memorandum prior to

visit;

d) Visitors shall be required to surrender his/her company or

government issued Identification Card and Firearms to the
sentinel/guard on duty in exchange for a Visitor’s Pass;

e) All PCOs and PNCOs shall always be in appropriate and duly

prescribed police uniforms and with proper personnel
identification tag when transacting business. For security
reason, guard duty may ask for additional identification;

d) All PNP uniformed and Non-Uniformed Personnel are required

to wear the personnel identification tag while inside the PNP
warehouse;

e) Color coding of the visitor control tags:

e.1) Blue (white background): for civilian guest and visitors; and

PNP MC ON WAREHOUSE MANAGEMENT Page 218

 e.2) Red (white background): For PCOs, PNCOs and NUP who
do not have the required personnel identification tag.

f) Access coding of the visitor control tag (civilians only):

f.1) Visitor control identification tag allows a civilian visitor or

guest to visit a specific area of a PNP warehouse. It does
not in any way permit the bearer to roam around within the
general premises of the same; and
f.2) To regulate movements, the visitor control identification tag
shall contain access code corresponding to the specific
area he/she may be allowed entry.

g) Visitors shall be registered and accounted in entering and

leaving the warehouse. A visitor control log book shall be
accomplished daily by duty guards, sentinel or receptionist and
must be inspected by the Warehouse Administrator/
Warehouseman. It shall contain the following details:

g.1) Name of Visitor;

g.2) Purpose of Visit/Business;
g.3) Time-In;
g.4) Time-Out; and
g.5) Signature of Visitor.

h) Picture taking of civilian visitors/tourists inside warehouse

premises shall not be allowed at all times.

10) Packing and Loading Areas:

a) The packing area (the area where finished products are put into
shipping cartoons) and the loading area (the area where
shipping cartoons are loaded onto the conveyance or into a
container) shall be accessible to authorized warehouse
personnel only;

b) No one shall be allowed to enter these restricted areas unless

they have authorization;

c) Both the packing and loading areas shall be closed off to all
transit activities. Access to these zones must be restricted to
prevent this type of unauthorized foot-traffic;

d) No package, material, merchandise or equipment should be

authorized to ingress and egress without proper inspection and
documentation. Authority for safekeeping and storage must
come from TDL with concurrence of Director, LSS; and

e) Packages and other materials should be deposited to the

access guards with corresponding sequential numbered tag.

PNP MC ON WAREHOUSE MANAGEMENT Page 219

 11) Fire Fighting Facilities and Supplies:

a) The warehouse shall be equipped with the latest fire detection

and alarm system and fire-fighting equipment such as Smoke
Detectors, Sprinklers, and Fire Extinguishers to protect both
the personnel manning the warehouse and the
goods/equipment being stored from damage due to fire;

b) Warehouse personnel shall have an orientation on fire

prevention awareness and existing emergency plan which
includes:

b.1) Emergency procedures including sounding the fire alarm,

evacuating, controlling/extinguishing the fire, shutting
down equipment, and immediately inform the fire
department and the like;
b.2) The appointment and organization of personnel to carry
out fire safety duties;
b.3) The holding of fire drills (at least annually); and
b.4) The maps showing the type, location and operation of
building fire emergency systems (including sprinkler,
electrical panels, fire hose cabinets, fire extinguishers,
and primary and alternate exits and the like).

c) Fire prevention can be achieved by:

c.1) Storing goods safely and in designated areas only;

c.2) Practicing good housekeeping and notifying the head of
the office if areas are observed to be cluttered with
storage or rubbish;
c.3) Keeping combustibles away from potential ignition
sources and heat producing gas or electric appliances
such as coffee makers, toaster ovens and stoves; and
c.4) Using electricity safely. Electrical circuits should not be
overloaded by improper use of power strips, extension
cords, appliances or by other means.

d) Fire Exits and Exit Lights:

There shall be at least two separate means of egress and

ingress, as remote from each other as practicable. At least one
means of exit which can be readily opened, not subject to locking
at any time, and not dependent on any power-operated doors
except where the design of the power-operated doors may be
opened manually in case of power failure to permit exit travel.
(Rule 10. Fire Safety Measures, RA 9514).

12) First Aid Kit:

The warehouse shall be provided with First Aid Kit and warehouse
employees must have basic knowledge on how to use it.

PNP MC ON WAREHOUSE MANAGEMENT Page 220

 d. Storage Management

1) The designated Warehouseman, under the supervision of the

Warehouse Administrator, shall render proper handling procedure
and use storage aids to preserve and maintain serviceability of
stocks;

2) The designated Warehouseman, under the supervision of the

Warehouse Administrator, shall ensure optimized utilization of
warehouse space and maintain storage support areas like spaces
for office, receiving, shipping, issuing, preservation, packaging, and
packing;

3) The Warehouse Administrator and the Warehouseman shall

acquaint themselves with the approved storage layout to determine
what, how, when and where items shall be stocked;

4) Items shall be arranged and stockpiled according to similarity,

popularity, size, weight, quantity and characteristics;

5) The “First In, First Out” principle shall be practiced;

6) The Warehouse Administrators and the Warehousemen shall

ensure that proper identification tags/markings of each item as well
as location tags are affixed to ensure accurate and systematic
accounting of stocks;

7) Firearms storage and security – the Warehouse Administrator must

take all precautions to ensure that PNP firearms are kept safely,
protected from theft, robbery, and/or be possessed by the enemy
or unauthorized person:

a) Firearms and ordnance shall be placed in a locked container

constructed of solid steel or solid timber and securely fixed to
the frame or floor of the warehouse;

b) Keys to the storage rooms are to be secured to prevent

unauthorized access to firearms and ammunition;

c) The fixture securing the door must be able to resist attempts to

be broken without unlocking the padlock, e.g. hammer strikes,
twisting, and hacksaw. A method of securing the padlock
shackle against bolt cutters and cutting should be considered;
and

d) Firearms Security Rack (wood/steel) should be mounted or fixed

to a wall or floor in a manner which prevents easy removal and
safe storage.

PNP MC ON WAREHOUSE MANAGEMENT Page 221

 8) Storage of Ammunition - store such items in an air-tight and water-
tight ammunition cans or stay-dry packets in a cool dry area. The
following “Don’ts” in storing ammunition shall also be observed:

a) Do not bury ammunition in the ground without proper

containers;

b) Do not store ammunition in easy to find places;

c) Do not over pack ammunition in very heavy containers;

d) Do not store explosive and ammunition in damaged

containers;

e) Do not open, repair, pack or repack containers within 75 feet of

magazine except as permitted by ammunition and explosive
standard;

f) Do not keep empty container, tools, or other materials in

magazine except as permitted by ammunition and explosive
standard;

g) Do not smoke or bring matches into magazine; and

h) Do not allow unauthorized persons in or near the magazine.

10) Storage of ammunition should be in accordance with

manufacturer’s guidelines and safety precautions;

10) There should be a classification of every item in the warehouse as

to its serviceability. Brand new items should not be mixed with
serviceable item and Beyond Economical Repair (BER) items;

11) There should be a separate area for storage of BER items;

12) BER items should be marked to facilitate identification and be

included in the Inspection and Inventory Report of Unserviceable
Property (IIRUP) for disposal of properties and equipment; and

13) The warehouse should not be utilized for safekeeping of records

and other materials from any PNP offices/units. It should be
utilized only for storage of procured goods.

e. Receipt, Issuance, and Disposal of PNP Property and Equipment

1) Receiving of Property and Equipment:

a) In receiving items, it will be unloaded by the proponent/supplier

to the designated receiving area in the warehouse. The items
shall be inspected to make sure that:

PNP MC ON WAREHOUSE MANAGEMENT Page 222

 a.1) All items are on clean pallets or container;
a.2) Cases or packages are not damaged;
a.3) No evidence of any toxic or non-food items that could
contaminate the stocks being received;
a.4) The quantity, name, and lot numbers stated on the
delivery documents and Purchase Order (PO) are the
same;
a.5) The Receiving Log shall contain Received Date,
Purchase Order, Stock Card, Description, Lot Number,
Quantity Received, Supplier, Serial Number and Part
Number (PN); and
a.6) Warehouses keys are handled properly.

2) Issuance - this MC shall adopt the existing policies and procedures

for the Issuance of Supply and Equipment as provided for by SOP
No. 2 dated April 2009:

a) For Emergency Issuances (in extreme cases) based on the

instruction of the CPNP and TDL where supplies and/or
equipment are being released and received by the end-users
without Supply Directives and proper Requisition Issue Slip
(RIS)/Property Transfer Report (PTR) from LSS, the following
procedures shall be observed:

a.1) Directorate for Logistics shall issue corresponding Supply

Directives within the day upon released of the supplies
and/or equipment to the end-user;
a.2) Upon receipt of the Supply Directive, the Supply Accounting
and Monitoring Division (SAMD)/Supply Storage and
Distribution Division (SSDD) of the Logistics Support
Service (LSS) should prepare and sign the corresponding
RIS/PTR within the day upon the released of supplies
and/or equipment to the end-users;
a.3) Within five days, SAO/RSAO of the receiving unit shall
formally sign the RIS/PTR of the supplies and equipment;
and
a.4) In cases where the supplies and/or equipment were
received by authorized PNP personnel other than the
SAO/RSAO or RSPNCO, the SAO/RSAO of the receiving
unit shall, within five days, formally receive and sign the
corresponding RIS/PTR or Property Acknowledgement
Receipt (ARE).

3) Disposal of Unserviceable and/or Beyond Economical Repair (BER)

Equipment/Properties shall be in consonance with PNP MC 2017-
017 dated February 21, 2017 entitled: “Revised Guidelines and
Procedures in the Disposal of PNP Property, Plant and Equipment
(PPE) and Disposition of the Income Derived Therefrom.”

PNP MC ON WAREHOUSE MANAGEMENT Page 223

 7. GUIDELINES:

a. Duties and Composition of Inspection Teams:

1) The Directorate for Logistics shall spearhead the inspection of
warehouses/storage rooms focusing on physical safety and
security, human resource and internal security, data base
management and IT security, record keeping and reporting system,
warehouse management training, and maintenance and
housekeeping.
2) The following shall compose the NHQ Inspection Team:

Executive Officer, Directorate for Logistics - Supervisor

Chief, Management Division, DC - Team Leader
Accounting Division, DC Representative - Member
SAMD, LSS Representative - Member
PDMD, LSS Representative - Member
Engineering Service Representative - Member
Communication and Electronics Service Rep - Member
Information Technology Management Service Rep - Member
Directorate for Human Resource and Doctrine - Member
Development Representative
Chief, Logistics Plans and Programs Division, DL - Member
Commission on Audit Representative - Member

3) The following shall compose the RHQ Inspection Team that will
inspect the Police Regional Offices and their subordinate units:

Deputy Regional Director for Administration - Supervisor

Chief, Regional Logistics and Research Division - Team Leader
Chief, Regional Comptrollership Division - Member
Chief, Regional Accounting Division - Member
Regional Supply Accountable Officer - Member
PRO Disposal Committee Secretariat - Member
Chief, Regional Project Management Unit - Member
Chief, Regional CES - Member
IT Officer, PRO - Member
Regional COA Representative - Member

b. General Maintenance and Housekeeping (please refer to Annex “C”):

There shall be a general maintenance and housekeeping guidelines

anchored on the concept of best practices on cleanliness, safety,
accessibility, and readiness to emergency.

c. Record Keeping and Reporting through Warehouse Database

Management System- For purposes of this MC, there should be a
Warehouse Database Management System (please see Annex “D”):

PNP MC ON WAREHOUSE MANAGEMENT Page 224

 8. ADMINISTRATIVE SANCTION:

Any personnel who shall violate, intentional or negligently the prescribed

guidelines and procedures of this MC shall be held administratively liable and shall
be meted with appropriate sanctions in accordance with NAPOLCOM Memorandum
Circular 2016-002 or Revised Rules on Administrative Cases in the Civil Service as
the case maybe.

9. REPEALING CLAUSE:

Provisions of existing PNP issuances which are inconsistent with this MC,
in whole or in part, are deemed repealed, set aside, amended or modified
accordingly.

10. EFFECTIVITY:

This PNP 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.

Original Signed
RONALD M DELA ROSA
Police Director General
Chief, PNP
Distribution:
Command Group
D-Staff
P-Staff
RDs, PROs
Dirs, NSUs

PNP MC ON WAREHOUSE MANAGEMENT Page 225

ANNEX “A”

STANDARD REGIONAL HEADQUARTERS WAREHOUSE BUILDING DESIGN

PNP MC ON WAREHOUSE MANAGEMENT Page 226

STANDARD POLICE PROVINCIAL OFFICE WAREHOUSE BUILDING DESIGN

PNP MC ON WAREHOUSE MANAGEMENT Page 227

ANNEX “B”

ITEMS TO BE KEPT IN THE PNP WAREHOUSE

AUV
Bicycle
Car
E-Bike
Electric
Helicopter Wagon
1. MOVE Motor Vehicles Jeep
Motorcycle
Tricycle
Transporter
Truck
Other motor vehicles
2. SHOOT a. Short Firearms Pistol Cal .45
Pistol 9mm
Magazine
b. Long Firearms Rifle Cal 5.56
Rifle Cal 7.62
Shotgun 12 Gauge
Magazine

c. Crew Served Weapons LMG Cal .30

HMG Cal .50
LMG Cal 7.62 M60
Magazine
d. Launchers Grenade Launchers M79
Grenade Launchers M203
Automatic Grenade Launchers
3. COMMUNICATE Communication Equipment Base Radio
Cellular Phone
Hand Held Radio
Mobile Radio
Radio Repeater
Tactical Radio
Telephone
And other Communication
Equipment
4. OTHERS a. Arm Rack
b. Electrification, Power and Cable
Energy Structures Generator Power
Internet/Wifi
c. Forklifts/Lift Trucks
d. Furniture and Fixtures Chairs
Steel Cabinet
Tables
e. IT Equipment CCTV Camera and Equipment
PNP MC ON WAREHOUSE MANAGEMENT Page 228
 CPU
Laptop
Monitor
Printers
Projector with Screen
f. Office Equipment Air Conditioner
Fax Machine
Office Supplies
Photocopying Machines
Typewriter
g. Other Machineries and Coffee Maker
Equipment Electric Fan
Laminator
Iron
Iron Board
Refrigerator
Rice Cooker
Ring Binder Machine
Shredder
Television
h. PIE Equipment Armored/Bullet Vest
Ballistic Helmet
Bomb Blanket
Bolt Cutter
Bomb Bin
Fragmentation Vest
i. Search and Rescue Carabiner
Equipment Bag
Leather Gloves
Life Vest
Pladder
Plastic Container
Rake
Rain Coat
Rain Boots
Rescue 8
Rescue Basket
Ropers
Round Floater
Search Light
Shovel
Spine Board
Storage Box
Tolda
j. Sports Equipment Gym Equipment and Sports
Accessories
k. Technical and Scientific Evidence Collection Kit
Equipment Fingerprint Kit
Paraffin Test Kit
Digital Forensics equipment
Anti-cybercrime tools
l. Medical, Dental and Bed Pan
Laboratory Inventory Blade Holder
PNP MC ON WAREHOUSE MANAGEMENT Page 229
 Cavitron Scaler (Dentsply)
Chrome
ECG Machines, Dental Chairs
Microscope
Examining Table (Hamilton
Type)
Exhaust Fan
Defibrillator (Zoil AED Plus)
Dental Unit
Dental Hand Instruments
Dental Surgery Set
Glucometer (Surestep)
High Speed Handpiece with
Conta-Angle, PNEU-MART
TN 203, NSK Japan
Kelly Forceps
Mayo Tray
Mechanical Hospital Bed and
Mattress
Medical Cabinet, Single Door
Monobloc Chairs
Mosquito Forceps
Nebulizer (Pulmo-Aide)
Portable Stretcher
Refrigerator
Resuscitator (Adult)
Spinal Board
Sterilizer
Sterilizer, Link UV/Dryheat (MT-
28A or MT-28B 200 with
rack 2 & 1 drain tray)
Surgical Tray
Typewriter
Uratex Foam (Single)
Weighing Scale (Heavy Duty)
m. Uniform Athletic Shoes
Athletic Uniform
Boots
Camouflage Green
Combat Shoes
Jacket
Pixelized Uniform
PNP GOA
Socks
Pharaphernalias (Rig, Handcuff,
Baton, Whistle, White
Handkerchief, Tickler,
Ballpen, White
Handkerchief)

PNP MC ON WAREHOUSE MANAGEMENT Page 230

ANNEX “C”

GENERAL MAINTENANCE AND HOUSEKEEPING

Building maintenance is the totality of all actions that keep a building

functioning effectively. This principle is the core of the following general maintenance
and housekeeping guidelines which are anchored on the concept of best practices
on cleanliness, safety, accessibility, and readiness to emergency.

1. General Maintenance and Housekeeping measures shall be observed in all PNP

warehouses as follows:

a. Ensure that flooring surfaces are non-slippery and free of pits and dents;
b. Report loose or damaged flooring or other tripping hazards that need repair;
c. Do not leave box cutters or other sharp tools lying around;
d. Keep cords and wires off the floor;
e. Clean all spills immediately;
f. Do not leave items in aisles, on the floor, or stacked insecurely on flat
surfaces;
g. Do not block extinguishers, sprinklers or fire exits;
h. Create designated areas to store empty pallets and limit stack height to six
feet;
i. Buy enough trash bins to avoid debris accumulation and employee walk time;
j. Make sure someone is in charge of emptying trash bins regularly;
k. Block access to exposed or open loading dock doors;
l. Permit access to above-floor racks and shelves only if portable ladders or
appropriate lifting devices are available;
m. Ensure that daily and timely cleaning procedure is observed;
n. Avail of pest control services;
o. Conduct a Safety Audit;
p. Train personnel in handling goods or items stored in the warehouse;
q. Before entering the warehouse, personnel must wear their personal protective
gear such as, but not limited to gloves, face mask, plastic helmets, goggles, or
other garments or equipment designed to protect the person’s body from
injury;
r. Installation of a Ventilation System in all PNP Warehouses to maintain a
certain temperature inside;
s. Engineering Service to come up with a standard structural design of a
warehouse and/or storage for RSAO; and
t. Observe waste segregation in the disposal of trash (RA 9003).

2. Cleanliness:

a. Daily and timely cleaning procedure shall be strictly observed;

b. The warehouseman/warehouse maintenance team shall ensure that flooring
surfaces are non-slippery and free of pits and dents;
c. All spills shall be cleaned immediately not only to keep the warehouse in a
spick-and-span state but to avoid accidents;
d. To avoid debris accumulation and save employee walk time, enough trash
bins shall be put in place;
e. Warehouseman on duty shall regularly empty trash bins; and
f. Availing of professional pest control services.

PNP MC ON WAREHOUSE MANAGEMENT Page 231

3. Accessibility:

Access to above-floor racks and shelves shall only be permitted if portable

ladders or appropriate lifting devices are available.

4. Readiness to Emergency:

a. To determine whether safety policies are properly implemented and to identify

areas in which policy effectiveness needs to be improved, a “Walk Around
Safety Audit” shall be conducted quarterly in conjunction with the Warehouse
Inspection to be conducted by the Directorate for Logistics;
b. The SAO/Warehouse Manager shall ensure that the safety and security
criteria stipulated in this Memorandum Circular are met; and
c. Smoke detectors, extinguishers, sprinklers or fire exits shall be kept
unobstructed.

PNP MC ON WAREHOUSE MANAGEMENT Page 232

ANNEX “D”

RECORD KEEPING AND REPORTING THROUGH WAREHOUSE DATABASE

MANAGEMENT SYSTEM

1. Records Automation and Data Base Security:

a. Recording of “Items to be kept in the Warehouse” shall be automated for

safekeeping, and easy access and retrieval by authorized personnel;

b. Automated systems must use individually assigned accounts that require a

periodic change of password;

c. IT security policies, procedures and standards must be in place and provided

to employees in the form of training; and

d. A system must be in place to identify the abuse of IT including improper

access, tampering or altering of database. All system violators must be
subject to appropriate disciplinary actions for abuse.

2. Minimum Requirements:

To be able to fully utilize and maintain the Warehouse Management System

(WMS), concerned unit must have the following minimum requirements:

a. At least 6 System units;

b. At least 12 Radio Frequency Data Communication (RFD);
c. At least 9 Bar code label applications;
d. At least 6 WMS License;
e. At least 6 location labels;
f. At least 6 trained administrators;
g. At least 6 trained encoders; and
h. Electric power source.

3. Users and Administrators:

Authorized PNP personnel who are given access to WMS are categorized as
Users and Administrators. Only those identified under these two (2) categories
are allowed to access:

a) The authorized Officers are identified as users of WMS. These PCOs are
given access for purposes of viewing the graphical user interface (GUI) for
their appreciation as a tool in their assessment and analysis for decision-
making.

b) Only authorized and certified personnel shall be designated as Administrators.

These are the only personnel who are given access and authority to encode
all property, equipment owned by the PNP into the WMS.

PNP MC ON WAREHOUSE MANAGEMENT Page 233

4. Primary Data:

The primary data inputted into the WMS by the administrators shall be the
approved or endorsed items that are purchased, donated and turned-in.

5. Encoding of Data:

a) The designated administrator shall enter the data contained in the SDS into
the WMS;

b) The supervisor shall monitor the entry of data at WMS;

c) In case of failure of entry, the other designated administrator will enter data
into WMS;

d) Use a device as an interface between the system and the item using either
barcode scanner or RFID;

e) The Operator shall scan or key enter the bar coded pallet ID to verify product,
quantity and condition;

f) In the entry of information, consider the stock keeping units (SKUs) that are
handled and stored, e.g., weight, dimensions, case pack, automatic ID labels
(bar codes, etc.), and inventory by location with manufacture date, lot code,
etc. SKUs may include basic materials, fabricated parts, assemblies, and
industrial and consumer finished goods, etc.; and

g. Key enter the stage, cross dock, QC movement and put away. Include entry of
warehouse storage locations, e.g., individual location number, picking
sequence, type of use (picking, reserve storage, etc.), type of storage (each,
case, pallet), location size or capacity, storage restriction (flammable,
hazardous, high value materials, outdoor, etc.), etc., Dock doors, e.g.,
individual number, etc.

PNP MC ON WAREHOUSE MANAGEMENT Page 234

 REAL ESTATE MANAGEMENT

Memorandum Circular No. 2019-003

Revised Guidelines and Procedures on the Lease of
PNP-Owned, Occupied and Managed Lots, Buildings,
and Spaces
January 24, 2019

PNP MC ON LEASE OF PNP-OWNED, OCCUPIED AND MANAGED LOTS, BUILDINGS AND SPACES Page 235
 Republic of the Philippines
NATIONAL POLICE COMMISSION
NATIONAL HEADQUARTERS, PHILIPPINE NATIONAL POLICE
OFFICE OF T HE CHIEF, PNP
Camp BGen Rafael T Crame, Quezon City

January 24, 2019

PNP MEMORANDUM CIRCULAR

No.: 2019-003

REVISED GUIDELINES AND PROCEDURES ON THE LEASE OF PNP-OWNED,

OCCUPIED AND MANAGED LOTS, BUILDINGS, AND SPACES

1. REFERENCES:

a. Section 26, Republic Act (RA) No. 6975 as amended by RA No. 8551;
b. Section 48, Chapter 12, Book I, EO 292, as amended, otherwise
known as The Administrative Code of 1987, on the subject “Official
Authorized to Convey Real Properties”;
c. Section 6 and 7 of EO No. 301, s. of 1987, entitled: “Decentralizing
Actions on Government Negotiated Contracts, Lease Contracts and
Records Disposal”;
d. PNP Memorandum Circular (MC) No. 2016-069 dated October 26,
2016, entitled: “Guidelines and Procedures on the Lease of PNP
Owned, Occupied, and Managed Lots, Buildings and Spaces”;
e. PNP MC No. 2017-038 dated June 1, 2017, entitled: “Amending
Paragraph 2 of PNP MC No. 2016-069” (Guidelines and Procedures
on the Lease of PNP Owned, Occupied, and Managed Lots, Buildings
and Spaces);
f. Memorandum of Agreement (MOA) between the PNP and the AFP
executed on July 25, 2008 on real properties in the name of the AFP
or PC/INP which are solely used and/or occupied by the PNP;
g. MOA between the PNP and the AFP executed on November 14, 2009
on real properties in the name of the AFP or PC/INP which are jointly
used by the PNP and the AFP;
h. Commission on Audit (COA) Policy Training and Technical Assistance
Facility (PTTAF) Manual on Lease of Lands, Buildings and Spaces;
i. COA Circular No. 88-282A;
j. Section 1.2.5, Chapter 1, Part 3 of Joint Circular No. 1 DBM-DENR-
DPWH Manual on Lease of Government Owned Building Space and
Lot by Private Sector;
k. Section 3 of DENR Administrative Order No. 98-20, dated May 20,
1998; and
l. Book IV, New Civil Code of the Philippines.

2. RATIONALE:

This Memorandum Circular (MC) provides the guidelines and procedures

to be undertaken by concerned offices, and units on the lease of PNP-owned,
occupied, and managed lots, buildings, and spaces.

PNP MC ON LEASE OF PNP-OWNED, OCCUPIED AND MANAGED LOTS, BUILDINGS AND SPACES Page 236
 3. SITUATION:

After continuous monitoring of all Philippine National Police (PNP)-owned

and occupied real estate properties, it has been observed that numerous PNP
lots/buildings/spaces are being leased by private entities and/or other private
individuals without contracts of lease being entered into between the PNP and the
lessee. As a result, no revenue, rent or other pecuniary benefit is being collected
from the use of such PNP lots/buildings/spaces.

Further, the PNP observed that a number of Audit Observation

Memoranda (AOM) were received in the past stating the same recurring problems.
After thorough research, it was found out that there exist an administrative regulation
specifically Section 1.2.5, Chapter 1, Part 3 of Joint Circular No. 1 DBM-DENR-
DPWH, Manual on Lease of Government Owned Building Space and Lot by Private
Sector which is applicable to the current gap identified. In order to define a clear view
of the tasks, procedures, and obligations of concerned units/individuals, this MC is
crafted.

4. PURPOSE:

This MC sets forth the terms, procedures, guidelines, and obligations of

the PNP regarding the lease of PNP-owned, occupied and administered lots,
buildings and spaces to the private sector.

This MC shall apply to all PNP lands, such as:

a. Those lands titled in the name of the Philippine National Police and
Insular Government of the Philippine Island (IGPI), Philippine Island,
Commonwealth of the Philippines, Republic of the Philippines, and
Philippine Constabulary (PC)/Integrated National Police (INP) but
presently occupied by the PNP;

b. Those titled in the name of the Armed Forces of the Philippines (AFP)
but in the possession of the PNP and/or in joint use with the PNP
pursuant to the Memorandum of Agreement (MOA) between the AFP
and PNP dated July 25, 2008 and November 14, 2009;

c. Those covered by Presidential Proclamation named under the

Republic of the Philippines, AFP, and PC-INP but are occupied and
administered by the PNP; and

d. All other lands which are in lawful possession or legally acquired by

the PNP, or those that are donated or will be donated to the PNP
except those donated lots with condition/reversion clause.

5. DEFINITION OF TERMS:

a. Appraisal Committee - refers to the committee initially tasked by the

Chief of Office to determine the available lots, buildings, and spaces
for lease and its monthly rental rate.

b. Auction Committee - refers to the committee that may be created to

handle the public auction.
PNP MC ON LEASE OF PNP-OWNED, OCCUPIED AND MANAGED LOTS, BUILDINGS AND SPACES Page 237
 c. Donated Land - refers to land given to the PNP or to its predecessor
by private individuals or private juridical persons or other government
entities (e.g. LGU) out of liberality to the PNP or gratitude for the
service rendered by the PNP or as a measure of support and
cooperation to the government, particularly in combating crimes and
all forms of lawlessness. It may be absolutely donated or subject to
certain conditions.

d. Duly Authorized Representative - refers to D, HSS for NHQ and RD

for PROs who was given delegation of authority by the Chief, PNP.

e. Lease - refers to a contractual agreement which the PNP conveys its

unoccupied portion of lots/buildings/spaces to a private
individual/entities in exchange for a periodic payment or
consideration. The PNP, however, retains ownership over the
property being leased.

f. Lease Contract - refers to a written agreement or document entered

into by the lessor and lessee which provides for the terms and
conditions of the lease of property (Annex A).

g. Leased lots/buildings/spaces - refer to the lots/buildings/spaces

subject matter of the contract of lease.

h. Lessee - refers to the party who rents the lots/buildings/spaces.

i. Lessor - refers to the PNP, as represented by the Chief, PNP, being

the owner/administrator of the lots/buildings/spaces.

j. PNP-owned, occupied and administered buildings, lots and spaces -

refer to idle PNP properties such as lots/buildings/spaces which will
be determined by appraisal committee and open for lease.

k. Proponent - refers to the one who submits an offer to lease vacant

PNP lots/buildings/spaces.

l. Public Auction - refers to the procedure conducted by the Auction

Committee for the award of contracts to private sector involving the
utilization of PNP lands for a certain period subject to the payment of
reasonable compensation, which is characterized by offer to the
public, open competition, and transparency.

m. Rental Rates - refer to the opportunity costs that a firm incurs as a

result of using their own assets for ongoing operations instead of
other alternative uses. The implicit rental rate can be either greater
than or less than the firm's cost of capital.

n. Reserved Land - refers to public lands which were withheld back from
sale or any other kind of disposition and which shall only be utilized
for the exclusive purpose for which it was reserved by the President
through Presidential Proclamation.

PNP MC ON LEASE OF PNP-OWNED, OCCUPIED AND MANAGED LOTS, BUILDINGS AND SPACES Page 238
 6. GUIDELINES:

a. Procedures:

1) Upon effectivity of this MC, an Appraisal and Auction Committee

shall be activated and a corresponding orders shall be issued by
DPRM for NHQ and RPHRDD for PROs.

COMPOSITION OF APPRAISAL COMMITTEE

Unit Office Designation
CS, HSS Chairman
CS, ES Vice-Chairman
C, PD, LSS Member
SAO, HSS Member
C, LMS, REMD Member
NHQ
Logistics Officer of
Member
Concerned Unit
C, SWS, HSS Head, Secretariat
C, RUS, ID, ES Member, Secretariat
C, RDS, LUD, ES Member, Secretariat
RCDS Chairman
Deputy C, RHSG Vice Chairman
C, RPMU Member
RSAO Member
Logistics Officer of
PROs
Concerned
Member
PPOs/CPOs/CPS/
MPS
C, Real Estate
Secretariat
Section, RLRDD

COMPOSITION OF AUCTION COMMITTEE

Unit Office Designation
DDA, HSS Chairman
DD, ES Vice-Chairman
NHQ DD, LSS Member
C, REMD Member
BFO, HSS Member
DRDA, PRO Chairman
C, RLRDD Vice-Chairman
PROs C, RCD Member
C, RHSG Member
C, RFSO Member

SECRETARIAT AUCTION COMMITTEE

Unit Office Designation
Deputy Chief, Head, Secretariat NHQ
NHQ Logistics Div, HSS Bidding Committee
Legal Officer, HSS Member, Secretariat
Deputy Chief, Head, Secretariat PRO
PROs RLRDD Bidding Committee
Legal Officer, PRO Member, Secretariat

PNP MC ON LEASE OF PNP-OWNED, OCCUPIED AND MANAGED LOTS, BUILDINGS AND SPACES Page 239
 CONTRACT ADMINISTRATOR
Unit Office Designation
Chief, Logistics NHQ Contract
NHQ
Div, HSS Administrator
Logistics Officer, PRO Contract
PROs
RHSG Administrator

2) The Appraisal Committee will send memorandum to all units

within their Area of Responsibility (AOR) to determine the
available lots, buildings, and spaces falling within the definition of
paragraph 4 of this MC for lease to be validated by ES and HSS
for NHQ and RPMU and RHSG for PROs.

3) The Appraisal Committee shall come up with the list of available

lots, buildings, and spaces falling within the definition of
paragraph 4 of this MC for lease.

4) The Appraisal Committee shall determine the monthly rental rate

of lots, buildings, and spaces for lease. In conducting the
appraisal or re-appraisal, the fair market value of the property
shall, as much as possible, be ascertained by considering the
following factors similar to the provision of Sec 3 of DENR
Administrative Order No. 98-20, dated May 20, 1998, to wit:

a) Extent, classification, location, actual use and development

trends of the area;
b) Assessed Value and BIR zonal valuation;
c) Prevailing rental rates and prices of lands of similar character
located in the area;
d) The purpose for which the property is to be leased of; and
e) Other relevant factors or circumstances the committee may
determine.

5) The Appraisal Committee shall submit the list of available lots,

buildings, and spaces for lease together with the rental rate to the
D, HSS for NHQ and RD for PROs. The D, HSS for NHQ and RD
for PROs will seek the approval of the Chief, PNP (Attn: TDL) for
the lease of the available lots, buildings, and spaces and will
request the issuance of delegation of authority to proceed with the
auction process.

6) The Appraisal Committee shall forward the approved list to the

Auction Committee (THRU: Secretariat Auction Committee).
Consequently, the Secretariat Auction Committee shall publish
the list in the PNP Website, HSS/RHSG Bulletin Board and other
conspicuous places inside Camps.

7) Upon evaluation of the list, the Auction Committee has the

discretion to prioritize the identified lots, buildings, and spaces for
lease.

PNP MC ON LEASE OF PNP-OWNED, OCCUPIED AND MANAGED LOTS, BUILDINGS AND SPACES Page 240
 8) Upon identification of the items priority for auction, the Secretariat
Auction Committee shall prepare the Invitation to Bid (ITB). The
ITB must contain the following:

a) The name of the lessor PNP Unit/Office;

b) Sufficient descriptive information on the lots/buildings/spaces
for lease, such as:

b.1) Location of the property to be leased;

b.2) Area; and
b.3) Monthly Rental Rate

c) Date, time and place of the pre-bid conference;

d) Date, time and place of submission and opening of bids; and
e) Information on auction requirements such as accomplishment
of bid proposal form, terms of payment and claims, among
others.

9) The Secretariat Auction Committee shall publish the ITB in the

PNP Website, HSS/RHSG Bulletin Board and other conspicuous
places inside Camps or where the auction will be conducted.

The Secretariat Auction Committee shall also perform the

following:

a) Provide administrative support to the Auction Committee;

b) Organize and make all necessary arrangements for
Committee meetings and inspections;
c) Prepare minutes of the meetings and other related documents
for the committee;
d) Take custody of documents related to the implementation of
this MC and other records;
e) Ensure that all activities undertaken by the Committee are
properly documented;
f) Assist in managing the award and turn-over process; and
g) Act as central channel of communication for the NHQ Auction
Committee, PROs/NSUs Committees and other offices.

10) The Secretariat Auction Committee shall send a copy of the ITB to
prospective bidders by mail or personal service, if necessary.

11) The Auction Committee shall convene at least one Pre-Bid

Conference to be attended by the Appraisal Committee and all
prospective bidders for the following purpose:

a) To clarify and/or explain any of the requirements in the

conduct of the bid such as the eligibility requirements of
prospective bidders, accomplishment of the bid proposal form,
posting of bid security, terms of payment and the like; and
b) Clarifications and other issues from all prospective bidders.

12) Prior to the opening of bids, the Auction Committee shall

require any qualified bidder to submit a Bid Proposal Form, clearly
indicating the following, among others:
PNP MC ON LEASE OF PNP-OWNED, OCCUPIED AND MANAGED LOTS, BUILDINGS AND SPACES Page 241
 a) The description of the items/lots with corresponding bid offer
clearly indicated in figures and words;
b) The name and signature of the bidder;
c) The business or residence address of the bidder;
d) The business license number or residence certificate of the
bidder; and
e) The contact number/s and email address, if any, of the bidder.

13) During the scheduled submission of bids, the Auction

Committee shall accept the submitted bids in a sealed envelope
stamped received by Auction Committee and to be opened at a
date and time designated by the Auction Committee containing
the following:

a) First envelope (Eligibility and Technical Documents):

a.1) SEC Registration or DTI Business Name Registration or

Cooperative Development Authority for Cooperative or
Equivalent Documents for foreign bidders;
a.2) Valid Mayor’s Permit issued by the City/Municipality
where the principal place of business of the bidder is
located or equivalent document issued in economic zone
or appropriate equivalent document for foreign bidders;
a.3) Latest financial statement and Income Tax Return (ITR);
and
a.4) National Police Clearance if available.

b) Second envelope containing the bid offer showing the amount

of bid.

14) The prospective bidders are allowed to withdraw their bids if made
on or before the deadline for the submission of bids. If made after
the deadline but before bid opening, withdrawal could be
undertaken with the approval of the Auction Committee.

15) The Auction Committee shall open the submitted bids at the time,
date and place set in the Invitation to Bid or as clarified during the
Pre-Bid Conference. Under the direction of the Auction
Committee, bidders or their authorized representatives may
witness the proceedings. To ensure transparency, the Auction
Committee shall invite any observers not known to any member of
the Committee and who have no interest in the auctioned
lots/buildings/spaces.

16) The Auction Committee shall open the first envelopes submitted
by the bidder containing eligibility and technical requirements
whether it complied with the bid requirements, such as
compliance with the prescribed bid proposal form. The Auction
Committee shall sign in the Bid Proposal Form immediately after it
was opened and announced in order to confirm compliance with
the requirements of the auction.

PNP MC ON LEASE OF PNP-OWNED, OCCUPIED AND MANAGED LOTS, BUILDINGS AND SPACES Page 242
 17) After opening all the first envelopes, the Auction Committee shall
only open the second envelopes of those bidders who passed the
minimum eligibility requirements.

18) After opening the second envelopes, the Secretariat, Auction

Committee shall prepare the abstract of bids showing the
following: the name of the agency; the date, time and place of the
auction; names of the bidders with their corresponding bids
arranged from highest to lowest bidder; and the reason for
disqualification, if disqualified to be signed by the Auction
Committee and the observers.

19) The Auction Committee shall declare the bidder with the highest
bid as winning bidder. The winning bidder will be subjected to
background check by the Directorate for Intelligence for NHQ and
the Regional Intelligence Division for PROs. If the winning bidder
passed the background check or is cleared of any derogatory
information that would compromise the security and safety of the
Camp, a recommendation shall be endorsed to the Chief, PNP or
his duly authorized representative for Approval.

20) Upon approval of the Chief, PNP or his duly authorized

representative, the Secretariat Bidding Committee shall prepare
the Contract of Lease to be signed by D, HSS for NHQ and RD for
PROs. (Copy of lease contract is hereto attached as “Annex A”)

21) Contract signing should be before a notary public wherein notarial

fee shall be paid by the winning bidder.

22) Within five days from the signing of contract, the D, HSS for NHQ
and RD for PROs shall submit a copy to the Director, Finance,
Collecting Officer and Unit Auditor/COA for their information and
appropriate action.

23) Flowcharts on the implementation of this MC is hereto attached.

(Annexes B and C)

b. General Guidelines:

1) Only the Chief, PNP has the authority to decide on transactions

over the lease of PNP lots/buildings/spaces. However, his duly
authorized representative can enter into a lease contract involving
PNP lots/buildings/spaces upon prior written approval of delegation
by the Chief, Philippine National Police.

2) PNP lands which are not reserved nor donated with reversion
clause, regardless of source or status that were included in or
forming part of any development plan, whether national, regional or
provincial development plan, shall not also be leased to the private
sector. However, lands that were subsequently excluded from
camp development plan which were neither reserved nor donated
may be leased to private entities in accordance with this MC.

PNP MC ON LEASE OF PNP-OWNED, OCCUPIED AND MANAGED LOTS, BUILDINGS AND SPACES Page 243
 3) Before a lease of a government-owned building, space or lot may
be executed, public auction shall be conducted by the Auction
Committee.

4) Any person, partnership or corporation, complying with the

prescribed rules and regulations may participate in the public
auction.

5) All bids submitted after the deadline will not be accepted and the
Auction Committee shall record the date and time of the late
submission.

6) The prospective bidders may modify its bid provided that this is
done before the deadline for the submission and receipt of bids.
Where a bidder modifies its bid, it shall not be allowed to retrieve its
original bid but shall only be allowed to send another bid and
marked as a “modification” and shall be stamped “received” by the
Auction Committee. Any modified bid received after the deadline
shall not be considered.

7) All private persons, partnerships or corporations with existing

MOAs or contracts shall be considered as new applicant upon
expiration of their contract.

8) The Contract of Lease shall, among others, contain the following

terms, conditions, stipulations, and limitations:

a) As provided for under Section 1.2.5, Chapter 1, Part 3 of the

DBM-DENR-DPWH Manual533, GAAM, Vol. 1 “Limited Period
of Revenue Generating Contracts”, As a general rule, the
contract period shall be limited to one year. It shall be the
responsibility of the Head of the agency to see to it that the
public bidding and award can already be made before the
expiration of the contract. A contract period longer than one
year but not exceeding two years may, however, be fixed to
allow the lessee, contractor or concessionaire to recover the
cost of equipment or leasehold improvement necessary to be
brought into or introduced in the operation to effectively fulfill its
part of the agreement.

b) In cases where the lessee shall build permanent structures, the

same shall be subject to the approval of the Chief, PNP and the
expenses shall be borne by the lessee. The minimum duration
of lease shall be one (1) year unless the Engineering Service,
after evaluation, shall recommend a longer duration so as to
allow equitable recoup of expenses, which in no case shall
exceed the period of ten (10) years and shall not be subject to
renewal after the lapse of the said period. Should the
lessee/occupant be interested to extend its lease after the
period, the same should participate in public bidding as stated
in the preceding paragraph.

PNP MC ON LEASE OF PNP-OWNED, OCCUPIED AND MANAGED LOTS, BUILDINGS AND SPACES Page 244
 (Note: In para 9a and 9b, leasehold improvement will be
determined by Engineering Service whether permanent or
temporary to avoid ambiguity on the number of years that a
contract may be granted.)

c) Yearly escalation of rental to be determined by the Appraisal

Committee should be included in the contract.

d) No subleasing or assignment shall be allowed without the prior

written approval of the C, PNP or his duly authorized
representative.

e) The contract shall take effect only upon the approval of the
Chief, PNP or his duly authorized representative.

f) The manner of payment of lease rentals and provision for

payment, penalties, and charges are as follows:

f.1) Winning bidders shall issue post-dated checks

covering the entire term of lease before the contract will
be signed; and

f.2) The Contract of Lease shall also necessarily include the

provisions pertaining to lease as to the obligations of the
lessor and lessee under Book IV, New Civil Code of the
Philippines.

9) In the collection of rental income the following should be

undertaken:

a) The authorized Collection/Finance Officer of concerned unit

shall prepare and submit an order of payment or bill to the
Lessee in accordance with the manner and time stipulated in
the approved lease contract;

b) The lessee shall pay the rental in cash or certified check;

c) The authorized Collection Officer/Finance shall acknowledge

acceptance of payment by immediately issuing official receipt
from Finance Service pursuant to Section 69, GAAM, Vol. I;
and

d) The payment shall be deposited to the authorized trust receipt

accounts for subsequent remittance to the PNP Trust Fund
account of NHQ.

10) Public auction shall be the only method for the award of
lease contracts pursuant to this MC.

11) Delinquent concessionaires such as those who have outstanding

debt with the PNP shall be automatically disqualified from applying.

PNP MC ON LEASE OF PNP-OWNED, OCCUPIED AND MANAGED LOTS, BUILDINGS AND SPACES Page 245
 12) Repairs or construction in the leased property may only be
undertaken upon written approval of the Chief, PNP or his duly
authorized representative.

13) The PNP reserves the right to accept or reject any or all bids, or
any part thereof or waive any defects contained thereon, not to
proceed with the bidding process or not to award any contract, or
award the contract to the bidder with the bid most advantageous to
the PNP.

14) The lessee should submit accomplished Personal Data Sheet

(PDS) for future reference of the lessor.

7. PENALTY CLAUSE:

Any PNP personnel entrusted with the administration or use of a particular

PNP-owned real property shall be held directly and primarily responsible for any
violation appertaining to that particular property. Appropriate criminal, civil and/or
administrative sanctions shall be imposed accordingly.

8. REPEALING CLAUSE:

All policies, memoranda, issuances, and other circulars, or portions

thereof inconsistent with this MC are hereby rescinded/repealed or modified
accordingly.

9. EFFECTIVITY:

This MC shall take effect after 15 days from filing a copy thereof at the
University of the Philippines Law Center in consonance with Sections 3, Chapter 2,
Book VII of Executive Order No. 292, otherwise known as the “Revised
Administrative Code of 1987,” as amended.

Original Signed
OSCAR D ALBAYALDE
Police Director General
Chief, PNP
Distribution:
Command Group
P-Staff
D-Staff
Dirs, NSUs
ADIG, IAS
RDs, PROs
DDs, NCRPO

PNP MC ON LEASE OF PNP-OWNED, OCCUPIED AND MANAGED LOTS, BUILDINGS AND SPACES Page 246
Annex A

LEASE CONTRACT

KNOW ALL MEN BY THESE PRESENTS:

This CONTRACT OF LEASE is made and executed at the City of _____, this day of
_______________, 20__, by and between:

The PHILIPPINE NATIONAL POLICE, an agency of the Government created

and existing by virtue of and pursuant to Republic Act No. 6975, as amended by
Republic Act No. 8551, with principal office address at Camp BGen Rafael T
Crame, Quezon City represented herein by
_________________________________, hereinafter referred to as “LESSOR.”,

-AND-

(NAME OF LESSEE), Filipino and with residence and postal address at (Address),
hereinafter referred to as the LESSEE.

WITNESSETH; That

WHEREAS, the LESSOR is the owner of THE LEASED PREMISES, (description

of the property) situated at (Address of property to be leased);

WHEREAS, during the public bidding conducted on____________ pursuant to PNP

Memorandum Circular_____, the LESSEE is declared as the winning bidder;

WHEREAS, the LESSOR agrees to lease-out the property to the LESSEE and the
LESSEE is willing to lease the same;

NOW THEREFORE, for and in consideration of the foregoing premises, the

LESSOR leases unto the LESSEE and the LESSEE hereby accepts from the
LESSOR the LEASED premises, subject to the following:

TERMS AND CONDITIONS

1. PURPOSES: That premises hereby leased shall be used exclusively by the

LESSEE for _____________ purposes only and shall not be diverted to other uses.
It is hereby expressly agreed that if at any time the premises are used for other
purposes, the LESSOR shall have the right to rescind this contract without prejudice
to its other rights under the law.

2. TERM: This term of lease is for TWO (2) YEARS from (Date) to (Date) inclusive.
Upon termination of this contract, another bidding shall be held in the renewal of the
same. The lessee, whose lease has just terminated, shall have the right to equal the
highest bid if he manifests such in writing not more than five (5) days from the
opening of the bids;

PNP MC ON LEASE OF PNP-OWNED, OCCUPIED AND MANAGED LOTS, BUILDINGS AND SPACES Page 247
3. RENTAL RATE: The monthly rental rate for the leased premises shall be in
PESOS: AMOUNT IN WORDS (P 00,000.00), Philippine Currency and shall be
increased by _____ percent (__%) of the monthly Base Rental paid during the
preceding lease year. All rental payments shall be payable to the LESSOR.

4. DEPOSIT: That the LESSEE shall deposit to the LESSOR upon signing of this
contract and prior to move-in an amount equivalent to the rent for ________
MONTHS or the sum of_________ PESOS (P 00,000.00), Philippine Currency
wherein the two (2) months deposit shall be applied as rent for the 11th and 12th
months and the remaining one (1) month deposit shall answer partially
for damages and any other obligations, for utilities such as Water, Electricity, CATV,
Telephone, Association Dues or resulting from violation(s) of any of the provision of
this contract.

5. DEFAULT PAYMENT: In case of default by the LESSEE in the payment of the

rent, such as when the checks are dishonored, the LESSOR at its option may
terminate this contract and eject the LESSEE. The LESSOR has the right to padlock
the premises when the LESSEE is in default of payment for One (1) month and may
forfeit whatever rental deposit or advances have been given by the LESSEE.

6. SUB-LEASE: The LESSEE shall not directly or indirectly sublet, allow or permit
the leased premises to be occupied in whole or in part by any person, form or
corporation, neither shall the LESSEE assign its rights hereunder to any other
person or entity and no right of interest thereto or therein shall be conferred on or
vested in anyone by the LESSEE without the LESSOR'S written approval.

7. PROHIBITION AGAINST INTOXICATING LIQUORS: The LESSOR is prohibited

from selling intoxicating liquor. Violation of this prohibition shall automatically
terminate this contract.

7. PUBLIC UTILITIES: The LESSEE shall pay for its telephone, electric, cable TV,
water, Internet, association dues and other public services and utilities during the
duration of the lease.

8. FORCE MAJEURE: If whole or any part of the leased premises shall be

destroyed or damaged by fire, flood, lightning, typhoon, earthquake, storm, riot or
any other unforeseen disabling cause of acts of God, as to render the leased
premises during the term substantially unfit for use and occupation of the LESSEE,
then this lease contract may be terminated without compensation by the LESSOR or
by the LESSEE by notice in writing to the other.

9. LESSOR'S RIGHT OF ENTRY: The LESSOR or its authorized agent shall after
giving due notice to the LESSEE shall have the right to enter the premises in the
presence of the LESSEE or its representative at any reasonable hour to examine the
same or make repairs therein or for the operation and maintenance of the building or
to exhibit the leased premises to prospective LESSEE, or for any other lawful
purposes which it may deem necessary.

10. EXPIRATION OF LEASE: At the expiration of the term of this lease or

cancellation thereof, as herein provided, the LESSEE will promptly deliver to the
LESSOR the leased premises with all corresponding keys and in as good and
tenable

PNP MC ON LEASE OF PNP-OWNED, OCCUPIED AND MANAGED LOTS, BUILDINGS AND SPACES Page 248
condition as the same is now, ordinary wear and tear expected devoid of all
occupants, movable furniture, articles and effects of any kind. Non-compliance with
the terms of this clause by the LESSEE will give the LESSOR the right, at the latter's
option, to refuse to accept the delivery of the premises and compel the LESSEE to
pay rent therefrom at the same rate plus Twenty Five (25) % thereof as penalty until
the LESSEE shall have complied with the terms hereof. The same penalty shall be
imposed in case the LESSEE fails to leave the premises after the expiration of this
Contract of Lease or termination for any reason whatsoever.

11. COMPLIANCE WITH COA CIRCULAR NO. 88-282A: The rights and
obligations of both parties as provided in paragraph 2.2 of Commission on Audit
Circular No. 88-282A shall likewise form part of the Lease Contract.

12. TERMINATION CLAUSE: The LESSEE binds himself to all the foregoing and
the following provisions of this Contract coupled with all the existing Laws, Rules and
Regulations existing within the Philippine National Police.

The need for a demand to vacate subject premises, should this Contract end
due to any cause as enumerated in this contract or law, is no longer required and the
LESSOR could summarily evict the LESSEE and subject the latter to criminal, civil or
administrative charges if liable.

13. JUDICIAL RELIEF: Should any one of the parties herein be compelled to seek
judicial relief against the other, the losing party shall pay an amount of One Hundred
(100) % of the amount claimed in the complaint as attorney's fees which shall in no
case be less than P50,000.00 pesos in addition to other cost and damages which the
said party may be entitled to under the law. The venue for any judicial relief shall be
in the proper courts of Quezon City only.

14. This CONTRACT OF LEASE shall be valid and binding between the parties,
their successors-in-interest and assigns.

IN WITNESS WHEREOF, parties herein affixed their signatures on the date and
place above written.

(Name of Lessor) (Name of Lessee)

LESSOR LESSEE

Signed in the presence of:

_____________________________ _____________________________

PNP MC ON LEASE OF PNP-OWNED, OCCUPIED AND MANAGED LOTS, BUILDINGS AND SPACES Page 249
 ACKNOWLEDGEMENT

Republic of the Philippines)

_________________________) S.S

BEFORE ME, personally appeared:

Name CTC Number Date/Place Issued

(Name of Lessor) ________ ________________________

(Name of Lessee) ________ ________________________

Known to me and to me known to be the same persons who executed the foregoing
instrument and acknowledged to me that the same is their free and voluntary act and
deed.

This instrument consisting of ____ page/s, including the page on which this
acknowledgement is written, has been signed on each and every page thereof by the
concerned parties and their witnesses, and and sealed with my notarial seal.

WITNESS MY HAND AND SEAL, on the date and place first above written.

Notary Public

Doc. No.______;
Page No. ______;
Book No.______;
Series of 20___.

PNP MC ON LEASE OF PNP-OWNED, OCCUPIED AND MANAGED LOTS, BUILDINGS AND SPACES Page 250
Annex B

Flow Chart for Appraisal Committee (12 Calendar Days)

Determination and validation of the 7 Calendar Days

available lots, buildings, and spaces
falling within the definition of
paragraph 4 of this MC for lease

Prepare the list of identified lots,

buildings, and spaces for lease and 3 Calendar Day
determine the rental rate

Submission of list of available lots,

buildings, and spaces for lease
together with the rental rate and
request for approval and issuance 1 Calendar Day
of Delegation of Authority to the C,
PNP

Forwarding of the approved list of

available lots, buildings, and spaces
1 Calendar Day
for lease to the Auction
Committee

PNP MC ON LEASE OF PNP-OWNED, OCCUPIED AND MANAGED LOTS, BUILDINGS AND SPACES Page 251
Annex C

Flow Chart for Bidding Committee (26 Calendar Days)

Publishing of the approved list in

the PNP Website, HSS/RHSG 14 Calendar Days
Bulletin Board and other
conspicuous places inside Camps

Preparation of the Invitation to Bid

1 Calendar Day
(ITB)

Advertisement/Posting of the
7 Calendar Days
Invitation to Bid

Pre-Bid Conference
1 Calendar Day

Deadline of Submission, Opening of

Bids, Preparation of Abstract of Bids, 1 Calendar Day
and Declaration of Winning Bidder

Approval of Resolution/Issuance of
1 Calendar
Notice Day
of Award 1 Calendar Day

Preparation of Lease Contract and 1 Calendar Day

Signing

PNP MC ON LEASE OF PNP-OWNED, OCCUPIED AND MANAGED LOTS, BUILDINGS AND SPACES Page 252
 INFRASTRUCTURE AND FACILITIES
MANAGEMENT

Memorandum Circular No. 2018-044

Guidelines and Procedures for the Issuance of
Certificate of Completion and Certificate of Acceptance
for Newly-Constructed Infrastructure Projects of the
Philippine National Police
November 16, 2018

Memorandum Circular No. 2018-003

Policy and Guidelines on Water and Electricity
Conservation Program of the PNP
January 23, 2018

MC ON THE ISSUANCE OF CERTIFICATE OF COMPLETION AND ACCEPTANCE FOR NEWLY CONSTRUCTED INFRA PROJECTS Page 253
 \
Republic of the Philippines
NATIONAL POLICE COMMISSION
NATIONAL HEADQUARTERS, PHILIPPINE NATIONAL POLICE
OFFICE OF THE CHIEF, PNP
Camp BGen Rafael T Crame, Quezon City

November 16, 2018

PNP MEMORANDUM CIRCULAR

NO.: 2018-044

GUIDELINES AND PROCEDURES FOR THE ISSUANCE OF

CERTIFICATE OF COMPLETION AND CERTIFICATE OF ACCEPTANCE
FOR NEWLY-CONSTRUCTED INFRASTRUCTURE PROJECTS
OF THE PHILIPPINE NATIONAL POLICE

1. REFERENCES:

a. Republic Act (RA) No. 9184 known as the “Government Procurement

Reform Act” and its 2016 Revised Implementing Rules and
Regulations;
b. Commission on Audit (COA) Circular No. 2009-001 dated February 12,
2009 with subject: Restatement with amendment of COA Circular 87-
278 and COA Memorandum 2005-027 re: Submission of Copy of
Government Contracts, Purchase Orders and their Supporting
Documents to the Commission on Audit;
c. DPWH Department Order No. 99 Series of 2015, dated July 9, 2015
with subject: Requirements for Issuance of Certificate of Completion
and Certificate of Acceptance for Infrastructure Contracts; and
d. NAPOLCOM Memorandum Circular No. 98-09 re: Participation of
NAPOLCOM ILS Technical Personnel as Observer in the Conduct of
Test and Evaluation, Inspection and Acceptance, Demonstration and
Presentation of Supply and Equipment, and Completed Infrastructure
Projects of the Philippine National Police.

2. RATIONALE:

This Memorandum Circular (MC) provides the guidelines and procedures

to be undertaken by concerned D-Staff and other PNP offices and units in
connection with the issuance of a Certificate of Completion and Certificate of
Acceptance for newly-constructed infrastructure projects of the PNP.

3. SITUATION:

The absence of standard guidelines and procedures in the inspection,

evaluation and issuance of Certificate of Completion and Certificate of Acceptance of
newly-completed infrastructure project calls for the crafting of a needed PNP
measure/issuance. This would ensure compliance of the contractor with the
prescribed plans and specifications, which shall be determined upon the conduct of
inspection and acceptance test by the concerned Committee.

MC ON THE ISSUANCE OF CERTIFICATE OF COMPLETION AND ACCEPTANCE FOR NEWLY CONSTRUCTED INFRA PROJECTS Page 254
 It is toward this end that a sound, well-defined, and more effective policy
containing procedures and guidelines in the inspection, evaluation and acceptance
of all newly-completed infrastructure projects is crafted for subsequent adoption and
implementation in the PNP. This also aims to protect and strengthen the duties,
responsibilities, and functions of the Inspection Committee and its support groups.

4. PURPOSE:

To provide and establish standard guidelines, procedures and

requirements necessary for the issuance of the Certificate of Completion and
Certificate of Acceptance for completed PNP infrastructure projects.

5. DEFINITION OF TERMS:

a. Acceptance – refers to the acceptance of the procuring PNP

Office/Unit through the Inspection Committee (IC) after certifying that
the completed infrastructure projects conform to the terms and
conditions in the contract or procurement documents.

b. Acceptance Inspection Report (AIR) – refers to the document being

submitted by the Inspection Committee to the Head of Implementing
Office, within seven days subsequent to the conduct of project
inspection and evaluation after the one-year Defects Liability Period
from the issuance of the Certificate of Completion, stating that the
defects and deficiencies noted in the preceding inspection and
evaluation have been satisfactorily corrected.

c. Buildings – refer to any structure edifice, facilities such as quarters,

barracks, office, dormitories, condominiums, hospitals, infirmaries,
dispensaries, chapels, hangars, etc. that are used as places for
people to live, work, do activities, store things, etc.

d. Certificate of Acceptance (CA) – refers to the document issued by the

Head of the Implementing Office to the contractor, upon the
recommendation of the Officer–In-Charge of Construction, after the
one-year Defects Liability Period and after all defects/deficiencies, if
any, have been repaired/supplied by the contractor to the satisfaction
of the Inspection Committee and upon submission of the Warranty
Security by the Contractor in accordance with the provisions of RA No.
9184.

e. Certificate of Completion (CC) – refers to the document issued by the

Head of Implementing Office to the Contractor, upon the
recommendation of the Officer–In-Charge of Construction and
submission of the Final Completion Inspection Report of the
Inspection Committee, stating that the project has been found to be
satisfactorily completed in accordance with the designs, plans and
specifications of the contract.

f. Completion Inspection Report (CIR) – refers to the document being

submitted by the Inspection Committee to the Head of Implementing
Office, within seven days after the conduct of succeeding project

MC ON THE ISSUANCE OF CERTIFICATE OF COMPLETION AND ACCEPTANCE FOR NEWLY CONSTRUCTED INFRA PROJECTS Page 255
 inspection and evaluation, stating the defects and deficiencies noted in
the preceding inspection and evaluation.

g. Contractor – refers to the juridical entity whose proposal has been

accepted by the Procuring Entity and to whom the Contract to Execute
the Work was awarded.

h. Defect - refers to any defect in structure or building, which is caused

by either non-compliance with the National Building Code, other
pertinent issuances, established tolerances and acceptable standards.
Pursuant to the provisions of the 2016 Revised IRR of RA No. 9184,
defects shall be categorized as Defects on Account of the Use of
Materials and Structural Defects.

i. Defects Liability Period (DLP) – refers to the one-year (365 days)

period between Contract Completion and Final Acceptance, wherein
the contractor assumes the responsibility to undertake the repair of
any defects/deficiencies to the works at his expense.

j. End-User – refers to the beneficiary PNP Office/Unit of the newly

constructed infrastructure project.

k. Final Acceptance Inspection Report (FAIR) – refers to the document

being submitted by the Inspection Committee to the Head of
Implementing Office consequent to the conduct of project inspection
and evaluation after the one-year Defects Liability Period from the
issuance of the Certificate of Completion, stating that the project has
no defects and deficiencies.

l. Final Completion Inspection Report (FCIR) – refers to the document

being submitted by the Inspection Committee to the Head of
Implementing Office after the conduct of project inspection and
evaluation stating that the project is satisfactorily completed in
accordance with the plans and specifications of the contract.

m. Head of the Implementing Office (HIO)/Head of the Procuring Entity

(HOPE) – refers to the Chief of the Philippine National Police (Chief,
PNP) or his duly authorized official or, in case of delegated
procurement, refers to Regional Director, Police Regional Office (RD,
PRO), and Director, National Support Unit (D, NSU) and their duly
authorized officials who would approve contracts as stated in this MC.

n. Inspection Committee (IC) – refers to a group of PNP personnel,

whom by virtue of their respective position, are tasked to conduct
inspection of newly-constructed PNP infrastructure projects within the
scope of their jurisdiction.

o. Inspection of Infrastructure Projects – refers to the verification of the

quantity or extent of work done, quality (determines whether the
materials installed are of the same quality required in the plans and
specifications), and workmanships (assess the finesse, attention to
detail, delicateness and general practice applied in the

MC ON THE ISSUANCE OF CERTIFICATE OF COMPLETION AND ACCEPTANCE FOR NEWLY CONSTRUCTED INFRA PROJECTS Page 256
 production/manufacture, or construction of the project or undertaking
as described by the specifications in the contract or order).

p. Newly Constructed PNP Infrastructure Projects – refer to the

completed buildings, roads, bridges, communication facilities, civil
works components of information technology projects, flood control
and drainage system, water supply system, sanitation, sewerage and
solid waste systems, energy/power and electrification facilities, and
other PNP facilities.

q. Notice of Defects/Deficiencies/Failures (NDDF) – refers to the

document issued by the Head of the Implementing Office to the
contractor indicating the detected defects/deficiencies as stated in the
Inspection Report of the Inspection Committee.

r. Officer-in-Charge of Construction (OICC) – refers to the Licensed

Engineer or Architect duly designated by the Director, PNP
Engineering Service (ES) to supervise and monitor infrastructure
projects implemented by the PNP regardless of the amount and
funding source.

s. Punch List – refers to a document prepared near the end of

a construction project listing work not conforming to contract
specifications that the contractor must complete prior to final payment .

t. Revision – refers to the act of changing or correcting something or

the thing that has been changed or corrected from the original plan.

u. Required Corrective Repair Works (RCRW) – refers to the document

issued by the Head of the Implementing Office to the contractor
indicating the required corrective repair works and methods based on
the detected defects/deficiencies/failures as stated in the Inspection
Report of the Inspection Committee.

6. GUIDELINES:

a. Procedures:

As defined in this MC, the HOPE is also the HIO during the
implementation stage, unless the HOPE opted to designate a duly
authorized HIO.

1) Creation of Inspection Committees:

The following personnel, by virtue of their respective positions in the

PNP, shall constitute the Inspection Committee:

a) Composition of NHQ Inspection Committee (NHQIC) - for

Project/s undertaken at the National Headquarters:

MC ON THE ISSUANCE OF CERTIFICATE OF COMPLETION AND ACCEPTANCE FOR NEWLY CONSTRUCTED INFRA PROJECTS Page 257
 Chief, Infrastructure Division, ES Chairperson
Asst. Chief, Infrastructure and Facilities Vice Chairperson
Management Division, DL
Asst. Chief, Infrastructure Division, ES Member/Head
Secretariat
SAO PNP-Wide Member
End-user (LOG/BFO) Member
NAPOLCOM Representative Observer

b) Composition of NSU Inspection Committee (NSUIC) - for

Project/s undertaken by National Support Units:

Logistics Officer Chairperson

ES Technical PCO Vice
(not designated as the OICC of the Chairperson/Head
project subject for inspection) Secretariat
SAO End-User Member
NAPOLCOM Representative Observer

c) Composition of PRO Inspection Committee (PROIC) - for

Project/s undertaken at Police Regional Offices:

Deputy Chief, RLRDD Chairperson

RPMU Technical Personnel Vice
(not designated as the OICC of the Chairperson/Head
project subject for inspection) Secretariat
Chief, Management Sec, ORCD Member
RSAO Member
End-user Representative Member
NAPOLCOM Representative Observer

2) Issuance of Certificate of Completion (Annex “A”- Process

Flowchart):

a) Requirements in the Issuance of CC:

The HOPE/HIO shall issue the CC only upon satisfaction/

submission of the following documentary requirements:

a.1) Written request of the contractor to conduct final inspection

after completion of the Project with attached copy of the
Construction Logbook.
a.2) Inspection Monitoring Reports (IMR) and Report of the
designated OICC recommending the issuance of CC.
a.3) Final Completion Inspection Report (FCIR) stating that the
infrastructure project has been found to be satisfactorily
completed in accordance with the plans and specifications
of the contract.
a.4) Copy of the result of all material testing conducted by
authorized testing agencies/centers.
a.5) As-Built Plan of the project.

MC ON THE ISSUANCE OF CERTIFICATE OF COMPLETION AND ACCEPTANCE FOR NEWLY CONSTRUCTED INFRA PROJECTS Page 258
 b) Procedures for the Issuance of CC:

b.1) Upon receipt of the request of the contractor and

subsequent recommendation of the OICC for the issuance
of CC, the HIO shall direct the IC within the period of not
more than three days to conduct inspection and evaluation
of the project. The following provisions of the 2016 Revised
IRR of RA No. 9184 shall also be observed in the conduct
of inspection:
b.1.a) Defects on account of the use of material (Section
62.2.2.1) - The contractor shall undertake the repair
works, at his own expense, of any damage to the
infrastructure on account of the use of materials of
inferior quality, within 90 days from the time the
HOPE has issued an order to undertake repair. In
case of failure or refusal to comply with this
mandate, the Procuring Entity shall undertake such
repair works and shall be entitled to full
reimbursement of expenses incurred therein upon
demand.
b.1.b) Structural Defects (Section 62.2.3.2) - The warranty
against Structural Defects and Failures shall cover
the following periods from final acceptance, except
those occasioned by force majeure:
b.1.b.1) Permanent Structures: 15 years Buildings of
types 4 and 5 as classified under the
National Building Code of the Philippines
and other structures made of steel, iron, or
concrete which comply with relevant
structural codes (e.g. , DPWH Standard
Specifications), such as, but not limited to,
steel/concrete bridges, flyovers, aircraft
movement areas, ports, dams, tunnels,
filtration and treatment plants, sewerage
systems, power plants, transmission and
communication towers, railway system, and
other similar permanent structures.
b.1.b.2) Semi-Permanent Structures: Five years
Buildings of types 1, 2, and 3 as classified
under the National Building Code of the
Philippines, concrete/asphalt roads,
concrete river control, drainage, irrigation
lined canals, river landing, deep wells, rock
causeway, pedestrian overpass, and other
similar semi-permanent structures.
b.1.b.3) Other Structures: Two years Bailey and
wooden bridges, shallow wells, spring

MC ON THE ISSUANCE OF CERTIFICATE OF COMPLETION AND ACCEPTANCE FOR NEWLY CONSTRUCTED INFRA PROJECTS Page 259
 developments, and other similar
structures.
b.2) The IC shall be required to submit corresponding report
within 10 days from the receipt of a memorandum directive
from the HIO. It shall indicate in the report the construction
defects/deficiencies/failures detected, if any, and the
corresponding measures that shall be undertaken by the
contractor to correct the same. If no defects and
deficiencies are detected, the IC shall submit an FCIR.
b.3) In case, there are noted defects/deficiencies, failures
based on the Inspection Report, the HIO shall issue an
NDDF and RCRW to the contractor, with the instruction to
commence the repair works within seven days upon receipt
of the notice and to complete the works not exceeding 30
days.
b.4) The Contractor may be granted extension if under the
circumstances an additional time is needed because of the
complexity of the needed repair works, provided that the
contractor shall submit its request for extension with valid
justification to the HIO.
b.5) Upon receipt of a written advice/notice from the contractor
that the noted defects/deficiencies/failures have already
been corrected, the HIO within the period of three days
shall direct the IC to conduct inspection and evaluation of
result/compliance of the RCRW of the project. The IC shall
submit its report within seven days from receipt of the
directive from the HIO. An FCIR shall be submitted if all the
noted defects have been satisfactorily corrected.
Otherwise, HIO shall issue a Final Notice for Correction to
the contractor which shall be complied within the period of
90 days.
b.6) In case of failure of the contractor to correct the
aforementioned defects, the HIO shall order the repair to
be undertaken by another contractor consistent with the
requirement of the existing rules on procurement. If the
contractor fails to comply with the correction notice, the
procuring entity shall forfeit its performance security,
subject the contractor’s property to attachment or
garnishment proceedings or disqualify it from participating
in future PNP procurements/biddings.
b.7) In case the IC issued an FCIR, the HIO shall, within seven
days from receipt of the FCIR, issue the CC of the project,
certifying that the project has been satisfactorily completed
as of the date indicated in the FCIR.
b.8) The one-year Defects Liability Period (DLP) shall
commence the day after the issuance of the CC by the
HIO.
b.9) If the IC has found no defects and deficiencies during the
first inspection, the committee shall duly reflect this in the
FCIR.

MC ON THE ISSUANCE OF CERTIFICATE OF COMPLETION AND ACCEPTANCE FOR NEWLY CONSTRUCTED INFRA PROJECTS Page 260
 b.10) The standard formats for the CC, CIR, NDDF and FCIR
(NHQ/NSUs & PROs), of the OICC shall be adopted
(Annexes “C” to “I” – Forms).

3. Issuance of Certificate of Acceptance (Annex “B” - Process

Flowchart):

a) Requirements in the Issuance of CA:

The HOPE/HIO shall issue the CA only upon

satisfaction/submission of the following documentary requirements:

a.1) Written request of the contractor to conduct final

acceptance inspection.
a.2) Final Acceptance Inspection Report (FAIR) stating that the
infrastructure project has been found to be satisfactorily
completed and free from any defects/deficiencies, use of
poor quality materials and non-compliance with plans and
specifications of the contract.
a.3) Certificate of Completion issued by the HOPE/HIO; and
a.4) Certificate of Occupancy issued by the PNP Building
Official and concurred by the End-User’s Chief of Office.

b) Procedures for the Issuance of CA:

b.1) Within a period of five days from receipt of the written

request of the contractor for a CA after the liability period,
the HIO shall notify the contractor of its concurrence and
the date of the final inspection and shall forthwith direct the
IC to conduct the inspection of the project within the same
schedule. The IC is required to submit an Inspection Report
within 15 days after the actual inspection, indicating any
defects/deficiencies/failures detected and the
corresponding measures that must be undertaken by the
contractor to correct them. If no defects/deficiencies/
failures are detected, the report is considered as the FAIR
and on this basis, a CA shall be issued by the HIO in favor
of the contractor after the latter’s submission of warranty
security.
b.2) In case, there are noted defects/deficiencies failures
based on the Inspection Report, the HIO shall issue an
NDDF and RCRW to the contractor, with the instructions to
commence the repair works within seven days upon receipt
of the notice and to complete the works not exceeding 30
days. The contractor may be granted extension if under the
circumstances an additional time is needed because of the
complexity of the needed repair works, provided that the
contractor shall submit its request for extension with valid
justification to the HIO.
b.2) If defects (as provided under para b.1.b) are being noted
after the one-year DLP, no CA shall be issued unless the
same were repaired/supplied/corrected within the period of

MC ON THE ISSUANCE OF CERTIFICATE OF COMPLETION AND ACCEPTANCE FOR NEWLY CONSTRUCTED INFRA PROJECTS Page 261
 90 days from receipt of the notice by the contractor, to the
satisfaction of the same IC. In case of failure or refusal to
comply with the contractor’s mandate, the Procuring Entity
(PE) shall undertake such repair works and shall be entitled
to full reimbursement of expenses incurred therein upon
demand. If the contractors still fail to comply with the
foregoing, the PE shall forfeit the performance security,
subject its property to attachment and garnishment
proceedings, and perpetually disqualify it from participating
in future PNP procurements/biddings.
b.3) Upon receipt of advice from the contractor that the defects/
deficiencies/failures in the said notice have been corrected,
the HIO shall direct the IC to conduct inspection and
evaluation of result/compliance of the RCRW and to submit
its report within seven days. If the report shows that the
defects/deficiencies/failures have been satisfactorily
corrected/rectified, the report is considered as the FAIR.
Otherwise, the provisions of Sec. 62.2.1 to Sec. 62.2.4 of
the 2016 Revised IRR of RA 9184 shall be applied.
b.4) Upon the receipt of the FAIR, the HIO shall issue the CA.
b.5) If no defects/deficiencies/failures are noted by the IC upon
the first inspection prior to the issuance of the CA, the
committee shall duly note this in the FAIR with appropriate
commendation/award to the contractor and the OICC.
b.6) The standard formats for the CA, AIR (NHQ/NSUs &
PROs), FAIR (NHQ/NSUs & PROs), FCR of OICC, and the
FAIR of the OICC shall be adopted (Annexes “J” to “R” –
Forms).

b. Responsibilities:

1) TDL
a) Act as over-all supervisor in the implementation of this MC;
b) Provide logistical support for the implementation of this MC; and
c) Perform other tasks as directed.

2) TDC
a) Provide fund support for the implementation of this MC; and
b) Perform other tasks as directed.

3) D, ES
a) Provide technical personnel in the implementation of this MC;
b) Render appropriate reports to DL on the implementation of this
MC; and
c) Perform other tasks as directed.

4) RD, PROs and D, NSUs

a) Render appropriate reports to DL copy furnished ES on the
implementation of this MC;
b) Direct and provide appropriate support to the Inspection
Committee during the conduct of inspection and evaluation of
newly constructed infrastructure projects in their respective
AOR; and

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 c) Perform other tasks as directed.

5) Inspection Committee
a) To do all acts necessary to accomplish the task of the
committee as provided for in this MC, in so far as it will be
consistent with the rules, statues, issuance, orders, and other
laws of the Philippines;
b) Conduct inspection and evaluation of the project but not limited
to scope of work, plans/design and specifications;
c) Prepares FCIR and CIR report for the HIO; and
d) Perform other tasks as directed.

6) Officer-In-Charge of Construction
a) Supervise and monitor infrastructure projects implementation in
accordance with plans and specification; and
b) Perform other tasks as directed.

7. PENALTY CLAUSE:

Any personnel who violates the provisions of this MC or refuses, without

sufficient cause to perform his mandated tasks as provided under this MC shall be
held administratively liable for Less Grave Neglect of Duty pursuant to NAPOLCOM
Memorandum Circular No. 2016-02 and shall be penalized accordingly.

8. REPEALING CLAUSE:

All existing PNP Policies and Issuances inconsistent with this MC are
hereby repealed.

9. 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
No. 292, otherwise known as the “Revised Administrative Code of 1987,” as
amended.

Original Signed
OSCAR D ALBAYALDE
Police Director General
Chief, PNP

Distribution:
Command Group
D- Staff
P-Staff
Dirs, NSUs
RDs, PROs

MC ON THE ISSUANCE OF CERTIFICATE OF COMPLETION AND ACCEPTANCE FOR NEWLY CONSTRUCTED INFRA PROJECTS Page 263
 ANNEX “A”

ISSUANCE OF CERTIFICATE OF COMPLETION

PROCESS FLOWCHART
Project HIO directs the IC IC conducts N IC submits
Contractor to conduct inspection With Final
A
START submits request inspection and and Defects? Completion
with attached evaluation R
evaluation of the Inspection
recommendation project (Using the of the T Report
from the OICC. Punch List) and project. (FCIR).
Y
to submit
appropriate report A
within 10 days. R
IC submits
T
Completion
Inspection Report HIO issues the
(CIR) Certificate of
Completion
(CC).

The HIO issues a Notice of Defects/Deficiencies/Failures (NDDF) and

Required Corrective Repair Works (RCRW) to the contractor with the
instructions to complete the works not exceeding thirty (30) days. However,
the Contractor may be granted extension depending on the complexity of 1
works but not exceeding ninety (90) days. A
R
T

Contractor undertakes the Required Corrective

Repair Works and afterwards notify in writing the IC If the report
that the defects/deficiencies noted have been shows that the
corrected. defects/
deficiencies
have been
satisfactorily
Y corrected, the
IC to conduct inspection and evaluation of the project Defects A report is
and to submit its Completion Inspection Report within corrected? R considered as
seven (7) days. FCIR.
T

N 1
Failure of the Contractor to comply with the
A A
correction Notice, the Procuring Entity shall
R END
forfeit its Performance Security. R
T T

1
A
R
T

MC ON THE ISSUANCE OF CERTIFICATE OF COMPLETION AND ACCEPTANCE FOR NEWLY CONSTRUCTED INFRA PROJECTS Page 264
 ANNEX “B”

ISSUANCE OF CERTIFICATE OF ACCEPTANCE

PROCESS FLOWCHART
Project HIO notifies IC submits
IC conducts NN
With Final
Contractor the Contractor inspection and A Acceptance
START submits of its evaluation of Defects Inspection
R
request for concurrence the project ? Report
T
final inspection and forthwith (FAIR).
Y
after the one- directs IC to
year Defects A
conduct
Liability Period. inspection. R
IC submits
T
Acceptance
HIO issues
Inspection
the
Report (CIR)
HIO issues a Notice of Certificate
Defects/Deficiencies/Failures (NDDF) and Required of
Corrective Repair Works (RCRW) to the contractor Acceptance
with the instruction to complete the works within (CA).
thirty (30) days.
1
A
Contractor undertakes the corrective repair
R
works and afterwards notify in writing the If the report T
HIO within five (5) days that the shows that the
defects/failures noted have been corrected. defects/ failures
have been
satisfactorily
Y corrected, the
HIO directs the IC to conduct inspection
Defects R report is
of the project and to submit its
corrected? T considered as the
Acceptance Inspection Report (AIR)
Final Acceptance
within seven (7) days.
Inspection Report
N (FAIR)
A
If the defects/deficiencies noted have R not
been satisfactorily corrected, theT HIO issues the
provisions of IRR of RA No. 9184 shall Certificate of
be applied. Acceptance
within five (5)
days.

1 1
A A
R R END
T T

MC ON THE ISSUANCE OF CERTIFICATE OF COMPLETION AND ACCEPTANCE FOR NEWLY CONSTRUCTED INFRA PROJECTS Page 265
 ANNEX “C”
LETTERHEAD

__________________
DATE

CERTIFICATE OF COMPLETION

Contract ID No. : ________________

Project Name and Location : ___________________________________

Contract Price (Original/Revised) : ___________________________________

Contractor : ___________________________________

Implementing Office : ___________________________________

This is to certify that the above stated project has been satisfactorily completed on
_____________________(date)______________ in accordance with the Plans and
Specifications of the Contract based on the Final Completion Inspection Report of
the Inspection Committee dated _______________________.

This certification does not relieve the Contractor of his obligations and
responsibilities in undertaking repair works on any defects/deficiencies that may
occur in any section of the project during the one-year Defects Liability Period
starting from the date of completion as herein stated. Neither is he relieved of his
obligations and responsibilities pursuant to the provisions of RA No. 9184.

__________________________
Head of the Implementing Office

Conforme:

__________________________
Contractor

MC ON THE ISSUANCE OF CERTIFICATE OF COMPLETION AND ACCEPTANCE FOR NEWLY CONSTRUCTED INFRA PROJECTS Page 266
 ANNEX “D”

LETTERHEAD
(NHQ)

__________________
DATE

COMPLETION INSPECTION REPORT NO._________

Contract ID No. : ___________________

Project Name and Location :______________________________________

Contract Price (Original/Revised) : ______________________________________

Contractor :______________________________________

Implementing Office :______________________________________

Date of Inspection :______________________________________

Findings :__Provide here a Narrative of the Inspection

Committee's
findings under this Completion Inspection Report.
Indicate any defects/deficiencies observed by the
Inspection Committee and repair works done by the
contractor. Attach the Previous Completion Inspection
Reports if any. If the First Completion Inspection Report
(No.1) shows no defects /deficiencies, use the Final
Completion Inspection Report form instead of this
report form.

Recommendation:
_________________________________________________________________________
_________________________________________________________________________
______________________________________________________________________

_____________________________ _____________________________
C, ID, ES/Chairperson Asst. Chief, IFMD, DL/Vice Chairperson

______________________________ ______________________________
Asst. Chief, ID, ES/Member/Head Secretariat SAO PNP Wide/Member

____________________________ _______________________________
End-User (LOG/BFO)/Member NAPOLCOM Representative/Observer

MC ON THE ISSUANCE OF CERTIFICATE OF COMPLETION AND ACCEPTANCE FOR NEWLY CONSTRUCTED INFRA PROJECTS Page 267
 ANNEX “E”

LETTERHEAD
(NSUs)

__________________
DATE

COMPLETION INSPECTION REPORT NO._________

Contract ID No. : ___________________

Project Name and Location :______________________________________

Contract Price (Original/Revised) : ______________________________________

Contractor :______________________________________

Implementing Office :______________________________________

Date of Inspection :______________________________________

Findings :__Provide here a Narrative of the Inspection

Committee's
findings under this Completion Inspection Report.
Indicate any defects/deficiencies observed by the
Inspection Committee and repair works done by the
contractor. Attach the Previous Completion Inspection
Reports if any. If the First Completion Inspection Report
(No.1) shows no defects /deficiencies, use the Final
Completion Inspection Report form instead of this
report form.

Recommendation:
_________________________________________________________________________
_________________________________________________________________________
______________________________________________________________________

__________________________________ ___________________________
Logistics Officer/Chairperson ES Technical PCO/Vice Chairperson/
Head Secretariat

__________________________________ ___________________________
SAO End-User/Member NAPOLCOM Representative/Observer

MC ON THE ISSUANCE OF CERTIFICATE OF COMPLETION AND ACCEPTANCE FOR NEWLY CONSTRUCTED INFRA PROJECTS Page 268
 ANNEX “F”

LETTERHEAD
(PRO)

__________________
DATE

COMPLETION INSPECTION REPORT NO._________

Contract ID No. : ___________________

Project Name and Location :______________________________________

Contract Price (Original/Revised) : ______________________________________

Contractor :______________________________________

Implementing Office :______________________________________

Date of Inspection :______________________________________

Findings :__Provide here a Narrative of the Inspection

Committee's
findings under this Completion Inspection Report.
Indicate any defects/deficiencies observed by the
Inspection Committee and repair works done by the
contractor. Attach the Previous Completion Inspection
Reports if any. If the First Completion Inspection Report
(No.1) shows no defects /deficiencies, use the Final
Completion Inspection Report form instead of this
report form.

Recommendation:
_________________________________________________________________________
_________________________________________________________________________
______________________________________________________________________

__________________________________ ___________________________
Deputy C, RLRDD/Chairperson RPMU, ES/Technical Personnel/
Vice Chairperson/Head Secretariat

__________________________________ ___________________________
Chief, Management Sec, ORCD/Member RSAO/Member

__________________________________ _____________________________
End-User Representative/Member NAPOLCOM Representative/Observer

MC ON THE ISSUANCE OF CERTIFICATE OF COMPLETION AND ACCEPTANCE FOR NEWLY CONSTRUCTED INFRA PROJECTS Page 269
 ANNEX “G”

LETTERHEAD
(NHQ)

__________________
DATE

FINAL COMPLETION INSPECTION REPORT NO.___

Contract ID No. : ___________________

Project Name and Location :______________________________________

Contract Price (Original/Revised) : ______________________________________

Contractor :______________________________________

Implementing Office :______________________________________

Date of Inspection :______________________________________

Findings :Provide here a Narrative Report of the Inspection
Committee's findings. Attach the Team's Previous
Completion Inspection Report(s). indicating
defects/ deficiencies observed by the Inspection
Committee and repair works done by the
contractor. If the First Completion Inspection
Report (No.1) shows no defects/deficiencies,
include here the Team's commendation of the
contractor and the PNP Consultants' Supervision
Team.

We, the undersigned members of the Inspection Committee, conducted a joint

inspection of the above stated project and found the same to be satisfactorily
completed on__________ in accordance with the Plans and Specifications of the
Contract.

_____________________________ _____________________________
C, ID, ES/Chairperson Asst. Chief, IFMD, DL/Vice Chairperson

__________________________________ ______________________________
Asst. Chief, ID, ES/Member/ Head Secretariat SAO PNP Wide/Member

____________________________ ____________________________
End-User (LOG/BFO)/Member NAPOLCOM Representative/Observer

MC ON THE ISSUANCE OF CERTIFICATE OF COMPLETION AND ACCEPTANCE FOR NEWLY CONSTRUCTED INFRA PROJECTS Page 270
 ANNEX “H”

LETTERHEAD
(NSUs)

__________________
DATE

FINAL COMPLETION INSPECTION REPORT NO.___

Contract ID No. : ___________________

Project Name and Location :______________________________________

Contract Price (Original/Revised) : ______________________________________

Contractor :______________________________________

Implementing Office :______________________________________

Date of Inspection :______________________________________

Findings :Provide here a Narrative Report of the Inspection
Committee's findings. Attach the Team's Previous
Completion Inspection Report(s). indicating
defects/ deficiencies observed by the Inspection
Committee and repair works done by the
contractor. If the First Completion Inspection
Report (No.1) shows no defects/deficiencies,
include here the Team's commendation of the
contractor and the PNP Consultants' Supervision
Team.

We, the undersigned members of the Inspection Committee, conducted a joint

inspection of the above stated project and found the same to be satisfactorily
completed on__________ in accordance with the Plans and Specifications of the
Contract.

__________________________________ _______________________________
Logistics Officer/Chairperson ES/Technical PCO/Vice Chairperson/
Head Secretariat

__________________________________ ______________________________
SAO End-User/Member NAPOLCOM Representative/Observer

MC ON THE ISSUANCE OF CERTIFICATE OF COMPLETION AND ACCEPTANCE FOR NEWLY CONSTRUCTED INFRA PROJECTS Page 271
 ANNEX “I”

LETTERHEAD
(PRO)

__________________
DATE

FINAL COMPLETION INSPECTION REPORT NO.___

Contract ID No. : ___________________

Project Name and Location :______________________________________

Contract Price (Original/Revised) : ______________________________________

Contractor :______________________________________

Implementing Office :______________________________________

Date of Inspection :______________________________________

Findings :Provide here a Narrative Report of the Inspection
Committee's findings. Attach the Team's Previous
Completion Inspection Report(s). indicating
defects/ deficiencies observed by the Inspection
Committee and repair works done by the
contractor. If the First Completion Inspection
Report (No.1) shows no defects/deficiencies,
include here the Team's commendation of the
contractor and the PNP Consultants' Supervision
Team.

We, the undersigned members of the Inspection Committee, conducted a joint

inspection of the above stated project and found the same to be satisfactorily
completed on__________ in accordance with the Plans and Specifications of the
Contract.

__________________________________ ___________________________
Deputy C, RLRDD/Chairperson RPMU, ES/Technical Personnel/
Vice Chairperson/Head Secretariat

__________________________________ ___________________________
Chief, Management Sec, ORCD/Member RSAO/Member

__________________________________ _____________________________
End-User Representative/Member NAPOLCOM Representative/Observer

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 ANNEX “J”

LETTERHEAD

__________________
DATE

CERTIFICATE OF ACCEPTANCE

Contract ID No. : ________________

Project Name and Location :_________________________________

Contract Price (Original/Revised) : _________________________________

Contractor :__________________________________

Implementing Office :__________________________________

Date of Certificate of Completion :____________________________________

Based on the Final Acceptance Inspection Report of the Inspection Committee dated
______________, after the one-year Defects Liability Period, the project is free from
defects/deficiencies which are due to poor workmanship, use of poor quality
materials and non-compliance with the Plans and Specifications of the Contract.

In view hereof, we hereby certify that the project is accepted by (Name Implementing
Office) on __________.

__________________________
Head, Implementing Officer

MC ON THE ISSUANCE OF CERTIFICATE OF COMPLETION AND ACCEPTANCE FOR NEWLY CONSTRUCTED INFRA PROJECTS Page 273
 ANNEX “K”

LETTERHEAD
(NHQ)

__________________
DATE

ACCEPTANCE INSPECTION REPORT NO.________

Contract ID No. : ___________________

Project Name and Location :______________________________________

Contract Price (Original/Revised) : ______________________________________

Contractor :______________________________________

Implementing Office :______________________________________

Date of Inspection :______________________________________

Findings :Provide here a Narrative Report of the Inspection

Committee's findings. Attach the Team's Previous
Acceptance Inspection Report(s), indicating
defects/deficiencies after the one-year Defects Liability
Period observed by the Inspection Committee and repair
works done by the contractor. If the First Acceptance
Inspection Report (No.1) shows no defects/failures, use the
Final Acceptance Inspection Report form instead of this
report form.

Recommendation:
_________________________________________________________________________
_________________________________________________________________________
______________________________________________________________________

_____________________________ _____________________________
C, ID, ES/Chairperson Asst. Chief, IFMD, DL/Vice Chairperson

__________________________________ ____________________________
Asst. Chief, ID, ES/Member/Head Secretariat SAO PNP Wide/Member

____________________________ ____________________________
End-User (LOG/BFO)/Member NAPOLCOM Representative/Observer

MC ON THE ISSUANCE OF CERTIFICATE OF COMPLETION AND ACCEPTANCE FOR NEWLY CONSTRUCTED INFRA PROJECTS Page 274
 ANNEX “L”

LETTERHEAD
(NSUs)

__________________
DATE

ACCEPTANCE INSPECTION REPORT NO._________

Contract ID No. : ___________________

Project Name and Location :______________________________________

Contract Price (Original/Revised) : ______________________________________

Contractor :______________________________________

Implementing Office :______________________________________

Date of Inspection :______________________________________

Findings :Provide here a Narrative Report of the Inspection

Committee's findings. Attach the Team's Previous
Acceptance Inspection Report(s), indicating
defects/deficiencies after the one-year Defects Liability
Period observed by the Inspection Committee and repair
works done by the contractor. If the First Acceptance
Inspection Report (No.1) shows no defects/failures, use the
Final Acceptance Inspection Report form instead of this
report form.

Recommendation:
_________________________________________________________________________
_________________________________________________________________________
______________________________________________________________________

__________________________________ ___________________________
Logistics Officer/Chairperson ES/Technical PCO/Vice Chairperson/
Head Secretariat

__________________________________ ___________________________
SAO End-User/Member NAPOLCOM Representative/Observer

MC ON THE ISSUANCE OF CERTIFICATE OF COMPLETION AND ACCEPTANCE FOR NEWLY CONSTRUCTED INFRA PROJECTS Page 275
 ANNEX “M”

LETTERHEAD
(PRO)

__________________
DATE

ACCEPTANCE INSPECTION REPORT NO._________

Contract ID No. : ___________________

Project Name and Location :______________________________________

Contract Price (Original/Revised) : ______________________________________

Contractor :______________________________________

Implementing Office :______________________________________

Date of Inspection :______________________________________

Findings :Provide here a Narrative Report of the Inspection

Committee's findings. Attach the Team's Previous
Acceptance Inspection Report(s), indicating
defects/deficiencies after the one-year Defects Liability
Period observed by the Inspection Committee and repair
works done by the contractor. If the First Acceptance
Inspection Report (No.1) shows no defects/failures, use the
Final Acceptance Inspection Report form instead of this
report form.

Recommendation:
_________________________________________________________________________
_________________________________________________________________________
______________________________________________________________________

__________________________________ ___________________________
Deputy C, RLRDD/Chairperson RPMU, ES/Technical Personnel
/Vice Chairperson/Head Secretariat

__________________________________ ___________________________
Chief, Management Sec, ORCD/Member RSAO/Member

__________________________________ _____________________________
End-User Representative /Member NAPOLCOM Representative/Observer

MC ON THE ISSUANCE OF CERTIFICATE OF COMPLETION AND ACCEPTANCE FOR NEWLY CONSTRUCTED INFRA PROJECTS Page 276
 ANNEX “N”

LETTERHEAD
(NHQ)

__________________
DATE

FINAL ACCEPTANCE INSPECTION REPORT NO.___

Contract ID No. : ___________________

Project Name and Location :______________________________________

Contract Price (Original/Revised) : ______________________________________

Contractor :______________________________________

Implementing Office :______________________________________

Date of Inspection :______________________________________

Findings : Provide here a Narrative Report of the Inspection

Committee's findings. Attach the Team's Previous
Acceptance Inspection Report(s), indicating
defects/deficiencies after the Defects Liability Period
observed by the Inspection Committee and repair
works done by the contractor.

We, the undersigned members of the Inspection Committee, conducted a final inspection on
the above stated project after the one-year Defects Liability Period, and found the project to
be free from any defects/deficiencies that are due to poor workmanship, use of poor quality
materials and non-compliance with Plans and Specification of the Contract.

_____________________________ _____________________________
C, ID, ES/ Chairperson Asst. Chief, IFMD, DL/Vice Chairperson

__________________________________ ______________________________
Asst. Chief, ID, ES/Member/Head Secretariat SAO PNP Wide/Member

____________________________ ____________________________
End-User (LOG/BFO)/Member NAPOLCOM Representative/Observer

MC ON THE ISSUANCE OF CERTIFICATE OF COMPLETION AND ACCEPTANCE FOR NEWLY CONSTRUCTED INFRA PROJECTS Page 277
 ANNEX “O”

LETTERHEAD
(NSUs)

__________________
DATE

FINAL ACCEPTANCE INSPECTION REPORT NO.___

Contract ID No. : ___________________

Project Name and Location :______________________________________

Contract Price (Original/Revised) : ______________________________________

Contractor :______________________________________

Implementing Office :______________________________________

Date of Inspection :______________________________________

Findings : Provide here a Narrative Report of the Inspection

Committee's findings. Attach the Team's Previous
Acceptance Inspection Report(s), indicating
defects/deficiencies after the Defects Liability Period
observed by the Inspection Committee and repair
works done by the contractor.

We, the undersigned members of the Inspection Committee, conducted a final inspection on
the above stated project after the one-year Defects Liability Period, and found the project to
be free from any defects/deficiencies that are due to poor workmanship, use of poor quality
materials and non-compliance with Plans and Specification of the Contract.

__________________________________ ___________________________
Logistics Officer/Chairperson ES/Technical PCO/Vice Chairperson/
Head Secretariat

__________________________________ ___________________________
SAO End-User/Member NAPOLCOM Representative/Observer

MC ON THE ISSUANCE OF CERTIFICATE OF COMPLETION AND ACCEPTANCE FOR NEWLY CONSTRUCTED INFRA PROJECTS Page 278
 ANNEX “P”

LETTERHEAD
(PRO)

__________________
DATE

FINAL ACCEPTANCE INSPECTION REPORT NO.___

Contract ID No. : ___________________

Project Name and Location :______________________________________

Contract Price (Original/Revised) : _____________________________________

Contractor :______________________________________

Implementing Office :______________________________________

Date of Inspection :______________________________________

Findings : Provide here a Narrative Report of the Inspection

Committee's findings. Attach the Team's Previous
Acceptance Inspection Report(s), indicating
defects/deficiencies after the Defects Liability Period
observed by the Inspection Committee and repair
works done by the contractor.

We, the undersigned members of the Inspection Committee, conducted a final inspection on
the above stated project after the one-year Defects Liability Period, and found the project to
be free from any defects/deficiencies that are due to poor workmanship, use of poor quality
materials and non-compliance with Plans and Specification of the Contract.

__________________________________ ___________________________
Deputy C, RLRDD/Chairperson RPMU, ES/Technical Personnel/
Vice Chairperson/Head Secretariat

__________________________________ ___________________________
Chief, Management Sec, ORCD/Member RSAO/Member

__________________________________ _____________________________
End-User Representative /Member NAPOLCOM Representative/Observer

MC ON THE ISSUANCE OF CERTIFICATE OF COMPLETION AND ACCEPTANCE FOR NEWLY CONSTRUCTED INFRA PROJECTS Page 279
 ANNEX “Q”

LETTERHEAD

__________________
DATE

FINAL COMPLETION REPORT

Contract ID No. : ___________________

Project Name and Location :______________________________________

Contract Price (Original/Revised):_ _____________________________________

Contractor :______________________________________

Implementing Office :______________________________________

Date of Inspection :______________________________________

Findings : _____Provide here a Narrative Report of the

OICC’s
findings. Attach the Previous Completion
Inspection Report(s). indicating defects/
deficiencies observed by the Inspection Committee
and repair works done by the contractor. If the
First Completion Inspection Report (No.1) shows
no defects/deficiencies, include here the OICC
commendation of the contractor and the PNP
Supervision Team.

The undersigned Officer-In-Charge of Construction (OICC), conducted a joint

inspection with the Contractor of the above stated project and found the same to be
satisfactorily completed on __________ in accordance with the Plans and
Specifications of the Contract.

Recommendations: ___________________

Conforme: Prepared and submitted by:

_________________________ ____________________________
Contractor/Representative OICC

MC ON THE ISSUANCE OF CERTIFICATE OF COMPLETION AND ACCEPTANCE FOR NEWLY CONSTRUCTED INFRA PROJECTS Page 280
 ANNEX “R”

LETTERHEAD

__________________
DATE

FINAL ACCEPTANCE INSPECTION REPORT NO.___

Contract ID No. : ___________________

Project Name and Location :______________________________________

Contract Price (Original/Revised) : ______________________________________

Contractor :______________________________________

Implementing Office :______________________________________

Date of Inspection :______________________________________

Findings : Provide here a Narrative Report of the OICCs

findings. Attach the OICC’s Previous Acceptance
Inspection Report(s), indicating defects/deficiencies
after the Defects Liability Period observed by the OICC
and repair works done by the contractor.

The undersigned Officer-in-Charge of Construction/present C, RPMU, conducted a final

inspection on the above stated project after the one-year Defects Liability Period, and found
the project to be free from any defects/deficiencies that are due to poor workmanship, use of
poor quality materials and non-compliance with Plans and Specification of the Contract.

Recommendations: ____________________

Conforme: Prepared and submitted by:

_________________________ ____________________________
Contractor/Representative OICC

MC ON THE ISSUANCE OF CERTIFICATE OF COMPLETION AND ACCEPTANCE FOR NEWLY CONSTRUCTED INFRA PROJECTS Page 281
 ANNEX “S”

(LETTER HEAD)

NOTICE OF DEFECTS/DEFICIENCIES/FAILURE

(Date of Issuance)

(Name of the Contractor)

(Address of the Contractor)
(Fax and Contact Number of the Contractor)

Dear Sir / Madame:

Based on the Inspection Report for the (Project Name and Location), you are
hereby directed to commence the repair works within seven (7) days and to
complete the works within ninety (90) days on the following defects and deficiencies.

1. (Defects and Deficiencies)

2. (Defects and Deficiencies)
3. (Defects and Deficiencies)

Very truly yours,

(Name)
(Designation)
Head, Implementing Office

Conforme: (Name of Contractor)

_______________________
Signature over Printed Name

MC ON THE ISSUANCE OF CERTIFICATE OF COMPLETION AND ACCEPTANCE FOR NEWLY CONSTRUCTED INFRA PROJECTS Page 282
 Republic of the Philippines
NATIONAL POLICE COMMISSION
NATIONAL HEADQUARTERS PHILIPPINE NATIONAL POLICE
OFFICE OF THE CHIEF, PNP
Camp BGen Rafael T Crame, Quezon City

January 23, 2018

PNP MEMORANDUM CIRCULAR

Number: 2018 - 003

POLICY AND GUIDELINES ON WATER AND ELECTRICITY

CONSERVATION PROGRAM OF THE PNP

1. REFERENCES:

a. Energy Audit Report from the Department of Energy – Government

Energy Management Program dated June 2, 2017;
b. Administrative Order No. 110 dated March 27, 2006 entitled “Amending
Administrative No. 103 S. 2004 Directing the Institutionalization of a
Government Energy Management Program (GEMP)”; and
c. PNP Circular No. 2004-007 dated October 7, 2004 entitled “Policy on
the Reduction of Water and Light Consumption.”

2. RATIONALE:

This Memorandum Circular (MC) prescribes policy and guidelines on

water and electricity conservation program of the Philippine National Police.

3. SITUATION:

It is the policy of the government to promote judicious conservation and

efficient utilization of water and electricity resources through the adoption of cost-
effective options to minimize negative environmental impact.

The PNP continuously pursue the reduction of its consumption of water

and electricity by promoting and implementing conservation measures which will
ultimately result in judicious utilization of its resources and contribute to the country’s
goals of achieving a healthy and abundant environment for the benefit of the future
generations.

4. PURPOSE:

This MC sets forth the policies and guidelines on the proper utilization,
conservation and reduction of water and electricity usage.

POLICY ON WATER AND ELECTRICITY CONSERVATION PROGRAM Page 283

 5. DEFINITION OF TERMS:

a. Energy (Electricity) Management Team (EMT) – refers to a group of

persons tasked to supervise and monitor the maintenance and
operation of the Camp Crame electrical system.

b. Government Energy Management Program (GEMP) - refers to the

energy conservation program of the Government.

c. Memorandum of Exemption (MOE) – refers to the approved exemption

of operation/use of appliance, equipment and accessories.

d. Sensitive areas – refer to areas which require certain temperature

requirements such as classified police facilities, medicine stock areas
in hospitals, computer server rooms and data bank centers, among
others.

e. Spot Check – refers to the conduct of an unannounced inspection of

PNP facility for the purpose of, but not limited to, checking, monitoring
and evaluating the energy consumption in order to verify if the energy
conservation and efficiency programs are being implemented.

f. Water and Electricity Audit Team (WEAT) – refers to the group tasked
to implement Administrative Order No. 103 (s. 2004) and AO 110 (s.
2004).

g. Water and Energy Conservation Measures (WECM) – refer to the

guidelines to be followed relative to water and electricity conservation.

h. Water and Electricity Conservation Officer (WECO) – refers to the

person designated as water and electricity conservation officer.

6. GUIDELINES:

a. Procedures (Annex “A” - Flowchart):

1) Designation of Water and Electric Conservation Officer (WECO):

Every PNP Office/Unit shall designate their respective

Administrative Officer as the Water and Electric Conservation
Officer (WECO) to ensure the strict implementation of water and
electric conservation measures within their Office/Unit.

The WECO shall have the following functions:

a) Responsible for the strict implementation of water and electric

conservation measures within his/her Office/Unit;
b) Conduct daily checks/inspections for water and electric pilferage
and wastage and implement immediate remedial measures;
c) Disseminate the result of the audit conducted by the WEAT;

POLICY ON WATER AND ELECTRICITY CONSERVATION PROGRAM Page 284

 d) Ensure compliance of the corrective measures as required by
the WEAT in his/her Office/Unit;
e) Submit report of compliance to the WEAT on the corrections
implemented;
f) Recommend to the WEAT other measures that may improve
water and electricity conservation program; and
g) Determine/recommend the ceiling of the unit/office water and
electric consumption thru survey of allowable electric appliances
and equipment and thru the conduct of statistical analysis of
monthly consumption.

2) Creation of the Water and Electric Audit Team (WEAT):

For the proper and effective implementation of the Water and

Electricity Conservation Program of the PNP, a WEAT shall be
created in the NHQ, PROs, PPOs and CPOs with the following
composition:

POSITION NHQ PROs PPO/CPO

Team Leader Ex O, DL C, RLRDD C/PPAO
Assistant Team C, IFMD, DL/TL,
C, RHSG C/PFPNCO
Leader EMT
Member/Head
C, LD, HSS C, RPMU C/PRSPNCO
Secretariat
Member Asst TL, EMT AC, RPMU CESPO/PESPO
C, RUS, ID, ES (or
C, RDSU/
Member preferably a PNP CIB/PIB Rep
LGSU
Electrical Engineer)
FEAP, CIDMB/PIDMB
Member C, CMSU, HSS
RLRDD Rep
Note:
Ex O, DL - Executive Officer, Directorate for Logistics
C, IFMD, DL/TL, EMT – Chief, Infrastructure Facilities Management Division, DL/Team
Leader, EMT
C, LD, HSS – Chief, Logistics Division, Headquarters Support Service
Asst TL, EMT – Assistant Team Leader, EMT
C, RUS, ID, ES – Chief, Repair Facilities Section, Infrastructure Division, Engineering
Service
C, CMSU, HSS – Chief, Camp Management Services Unit, HSS
C, RLRDD – Chief, Regional Logistics Research and Development Division
C, RHSG – Chief, Regional Headquarters Support Group
C, RPMU – Chief, Regional Project Management Unit
AC, RPMU – Assistant Chief, RPMU
C, RDSU/LGSU - Regional Direct Support Unit/Logistics General Service Unit
FEAP, RLRDD - Fixed Expenditures Action Personnel, Regional Logistics Research and
Development Division
C/PPAO - City/Provincial Police Administrative Officer
C/PFPNCO - City/Provincial Finance Police Non-Commission Officer
C/PRSPNCO – City/Provincial Responsible Supply Police Non-Commission Officer
CESPO/PESPO – City Executive Senior Police Officer/ Provincial Executive Senior Police
Officer
CIB/PIB Rep – City Intelligence Branch/Provincial Intelligence Branch Representative
CIDMB/PIDMB Rep – City Investigation and Detective Management Branch/ Provincial
Investigation and Detective Management Branch
Representative

POLICY ON WATER AND ELECTRICITY CONSERVATION PROGRAM Page 285

 WEAT shall have the following functions:

a) Conduct annual water and electric efficiency survey and audit

(Annex “B”);
b) Conduct spot check/inspections in PNP Offices/Units to prevent
pilferage and wastage;
c) Monitor compliance of the correction on the noted deficiency/ies
in each PNP Office/Unit to ensure that these are properly
addressed;
d) Monitor the strict implementation of water and electric
conservation measures of PNP Offices/Units;
e) Supervise the WECOs for the proper and effective
implementation of water and electric conservation measures;
f) Recommend other measures not contrary to existing laws, rules
and regulations relative to water and electricity conservation;
g) Recommend the filing of appropriate administrative charges in
accordance with NAPOLCOM Circular no. 2016-002 and
criminal charges in accordance with existing laws;
h) Encourage all PNP units/offices to use rain water harvesting
system as an alternative method in adopting water conservation;
i) Encourage all PNP units/offices to introduce the use of
renewable and sustainable energy sources whenever feasible;
j) Evaluate the recommended consumption ceiling of respective
WECO; and
k) Study the viability to install centralized switch for ACUs and
individual unit/office metering.

3) Creation of Energy (Electricity) Management Team (EMT)

To ensure uninterrupted electricity supply and maintenance of

electrical lines and accessories in the PNP National Headquarters,
the NHQ EMT is hereby created. PROs, PPO/CPO shall create
their respective EMTs. Composition of the NHQ EMT:

Position Designation
C, IFMD, DL Team Leader
ES Representative (Electrical Assistant Team Leader
Engineer)
12 representatives from ES, Members
DL, and HSS who are either
Electrical Engineer or with
electrical knowledge
Note:
Please see Annex “C” – DPRM Letters Orders for NHQ EMT

POLICY ON WATER AND ELECTRICITY CONSERVATION PROGRAM Page 286

 The following are the functions of the EMT:

a) Responsible for the 24/7 continuous electricity supply and

maintenance of electrical facilities and equipment of the Camp;
b) Conduct regular inspection/activities to prevent breakdown of
electricity supply;
c) Monitor the operation of the solar photovoltaic system and
conduct regular maintenance of the System;
d) Manage and maintain the Electrical Management Office (EMO);
e) Determine/recommend necessary equipment to improve
electricity supply; and
f) Coordinate with MERALCO on the current and succeeding
electrical load requirement in relation to camp development
plan.

b. General Guidelines:

1) Water and Electricity Conservation Measures (WECM):

In accordance with the policy of the government to promote the

efficient utilization of water and electricity resources, the following
shall be pursued:

a) Conduct of information, education, and communication (IEC)

campaign, water and electric audits/survey and spot checks of
units and offices (Annex “D” – Sample Flyers);
b) Purchase of new appliances and equipment shall be selected
from the list of Department of Energy (DOE)-certified efficient
products as posted in the DOE website and as may be endorsed
by DOE through other means, whenever applicable;
c) Adhere to the provision of Philippine Green Building Code as
referral code of National Building Code (Presidential Decree
1096);
d) Adopt energy efficiency concepts in the procurement practices
of the government;
e) Ensure the strict implementation of plans and programs to
reduce water and electricity consumption; and
f) Review the effectiveness and efficiency of the water and
electricity conservation program on regular basis for continuous
improvement.

2) Water Conservation:

a) Calibrated individual water meters shall be installed by all

offices, concessionaires and quartering units to monitor their
respective consumption and for other purposes;
b) Entities performing business inside PNP camps/offices such as
contractors and concessionaires shall coordinate with
concerned offices/units in-charge for the installation of
appropriate water meters to determine periodic consumption;

POLICY ON WATER AND ELECTRICITY CONSERVATION PROGRAM Page 287

 c) Awardees of PNP on-base sheltering programs and concerned
offices/units in-charge of utility services shall be jointly
responsible for the security of water meters. The awardees shall
observe prompt payment of respective water bills. Failure to
settle two accumulated monthly bills is a ground for
disconnection of service;
d) Every personnel is responsible for reporting any discovered
underground/overlay leaks, defective faucets/valves, leaking
pipes and pilferage thru his/her WECO/Admin Officer.
Concerned Unit/Office shall undertake immediate action on the
discovered defects; and
e) To prevent unnecessary wastage of water, HSS/RHSG shall
designate personnel in charge who will ensure the efficient
operation of swimming pools. Likewise, respective building
administrators shall ensure the efficient operation of water
reservoir to prevent spillage.

3) Electricity Conservation:

a) Calibrated individual electric meters shall be installed to monitor

the electricity consumption of offices, concessionaires and
quartering units and for other purposes;
b) Strict observance of the following in the use of appliances,
equipment and accessories:
b.1) Operation and maintenance of air-conditioning units
(ACUs):
b.1a) Scheduled operating time should be from 9:00AM to
12:00PM and from 1:00PM to 4:00PM except on
Tuesdays and Thursdays where ACUs will be shut off
at 3:00PM;
b.1b) Except for frontline Offices, ACUs shall be set in FAN
MODE from 12:00PM to 1:00PM;
b.1c) SET THERMOSTAT CONTROL that will achieve
room temperature of 25 Degrees Celsius (250C);
b.1d) The periodic schedule of cleaning/maintenance and
time of operation of all ACUs shall be indicated in a
sticker/tag attached to it;
b.1e) Ensure that periodic maintenance is strictly
followed; and
b.1f) Keep the air-conditioned room sealed from air
infiltration.
b.2) Computers are strictly for official use only and should be
turned off when not in use;
b.3) Electric water dispensers shall be operated from 8:00
AM to 5:00 PM. Likewise, the same shall be placed in
areas accessible to majority of users to minimize the
number of units;

POLICY ON WATER AND ELECTRICITY CONSERVATION PROGRAM Page 288

 b.4) All PNP personnel shall be responsible for unplugging their
respective electrical appliances after office hours except in
Offices operating 24/7;
b.5) Lights shall be turned off if not in use except for frontline
offices and offices operating 24/7; and
b.6) Whenever possible, utilize daylight and reduce the use of
window blinds.
c. Strongly encourage the replacement of the following items:
c.1) All incandescent bulbs and fluorescent lamp tubes (T12
and other fluorescent lamp types) into LED lighting systems
technology;
c.2) Rapid start with preheat type electromagnetic ballasts
into electronic ballasts; and
c.3) All conventional type ACUs into inverter technologies and
other energy efficient office equipment.
d. Electric stoves are strictly prohibited in all PNP offices;
e. The use of stairs rather than elevators is highly encouraged;
f. Entities performing business inside PNP camps/offices such
as contractors and concessionaires shall coordinate with
concerned offices/units in-charge for the installation of
appropriate electric meters to determine periodic consumption;
g. Awardees of PNP on-base sheltering programs and concerned
offices/units in-charge of utility services shall be jointly
responsible for the security of electric meters. The awardees
shall observe prompt payment of respective electric bills. Failure
to settle two accumulated monthly bills is a ground for
disconnection of service;
h. Every personnel is responsible in reporting any pilferage to the
unit concerned thru its WECO/Administrative Officer. Concerned
Unit/Office shall undertake immediate action on the matter; and
i. All camps/offices shall come up with schedule of operation of
their security and street lights without compromising the security
of the camp/offices.

7. PENALTY CLAUSE:

Any violation of the provisions of this MC shall be dealt with

administratively, in accordance with the existing provisions of NAPOLCOM
Memorandum Circular 2016-002 (Revised Rules of Procedure before the
Administrative Disciplinary Authorities and the Internal Affairs Service of the PNP),
and other applicable laws, rules and regulations.

8. REPEALING CLAUSE:

All provisions of existing circulars and other issuances inconsistent with

this MC are hereby rescinded, repealed, and modified accordingly.

POLICY ON WATER AND ELECTRICITY CONSERVATION PROGRAM Page 289

 9. EFFECTIVITY:

This Circular shall take effect after 15 days from the filing of a copy hereof
at the University of the Philippines Law Center in consonance with Section 4 of
Chapter 2, Book VII of Executive Order No. 292, otherwise known as “The Revised
Administrative Code of 1987,” as amended.

Original Signed
RONALD M DELA ROSA
Police Director General
Chief, PNP

Distribution:
Command Group
D-Staff
P-Staff
Dirs, NSUs
RDs, PROs
IG, IAS

POLICY ON WATER AND ELECTRICITY CONSERVATION PROGRAM Page 290

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Composition of Technical Working Groups Page 296
 COMPREHENSIVE LOGISITCS
ELIGIBILITY AND PLACEMENT POLICY

Composition of Technical Working Groups Page 297

 POLICIES AND GUIDELINES IN THE MANAGEMENT
OF PNP CANINES

Composition of Technical Working Groups Page 298

 GUIDELINES AND PROCEDURES IN THE ISSUANCE OF
AMMUNITION BASIC LOAD

Composition of Technical Working Groups Page 299

 GUIDELINES AND PROCEDURES IN THE DISPOSITION OF
CCSDAF FIREARMS AND AMMUNITION

Composition of Technical Working Groups Page 300

 POLICY ON THE PERMANENT ISSUANCE OF HANDGUN

Composition of Technical Working Groups Page 301

 GUIDELINES AND PROCEDURES IN THE MANAGEMENT
OF PNP WAREHOUSE

Composition of Technical Working Groups Page 302

 REVISED GUIDELINES AND PROCEDURES ON THE LEASE OF
PNP-OWNED, OCCUPIED AND MANANGED LOTS,
BUILDINGS AND SPACES

Composition of Technical Working Groups Page 303

 GUIDELINES AND PROCEDURES FOR THE ISSUANCE OF
CERTIFICATE OF COMPLETION AND CERTIFICATE OF
ACCEPTANCE OF NEWLY-CONSTRUCTED INFRA PROJECTS

Composition of Technical Working Groups Page 304

 POLICY AND GUIDELINES ON WATER AND ELECTRICITY
CONSERVATION PROGRAM OF THE PNP

Composition of Technical Working Groups Page 305