Compendium of Logistics Policies 2017 - Volume 1 PDF

Republic of the Philippines
National Police Commission

PHILIPPINE NATIONAL POLICE
DIRECTORATE FOR LOGISTICS
Camp Crame, Quezon City
COMPENDIUM
OF
LOGISTICS POLICIES
June 2017
NATIONAL HEADQUARTERS, PHILIPPINE NATIONAL POLICE
DIRECT OR AT E FOR LOGIST ICS
FOREWORD
In 2010, the Directorate for Logistics launched its
first Compendium of Logistics Policies due to the
challenges in Logistics Management. The Compendium
served as a guidepost for logistics offices at all levels of
command in the PNP.
Corollary to the said Compendium, the

Directorate embarked on its competency requirements
for PCOs, PNCOs and NUP in the Logistics Family through
the Logistics Management Course and Basic Logistics Course. The level of
professionalism of personnel assigned in logistics has been elevated to a new height.
The Compendium proved to be a useful guide, not only for our students, but more
so to logistics personnel assigned in the different PROs and NSUs.
The changing environment and application of Information Technology saw the

need to update our Compendium. This is coupled with the security challenges of
Logistics Management particularly on warehousing and transport of logistical supplies
and materials.
This Compendium is divided into five (5) chapters which represent the major
functions of the Directorate, 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
continue to be more professional and effective instruments in the effort of realizing the
ultimate goal of a better, more capable, and well equipped PNP organization.
JOSE MA VICTOR F RAMOS

Police Director
The Director for Logistics
Compendium of Logistics Policies
TABLE OF CONTENTS
Page
FOREWORD i
CHAPTER 1. GENERAL ADMINISTRATION
Memorandum Circular No. 2010-020 1

Professionalization of PNP Logistics Management System
October 14, 2010

Logistics Eligibility and Placement Policy
August 13, 2006
Standard Operating Procedure No. 2008-01 16

Policy on Formulation/Amendment of Logistics Policies
April 10, 2008

PNP Logistics Eligibility List
May 27, 2005

Use of Star Officers’ Lounge
February 05, 2010
NAPOLCOM Resolution No. 2008-446 32

Prescribing the Grant of Initial Clothing Allowance (ICA) to new Recruits,
amending for the Purpose Item No. 1 of NAPOLCOM Resolution No.
2007-182
August 11, 2008

Amending the Provisions of Items Nos. 17 and 18, Respectively of
NAPOLCOM Resolution No. 98-093, entitled “Rationalizing the Structure
of Allowances and Incentive Pays over and above the Basic Pay and
Longevity Pay of Uniformed Personnel of the Philippine National Police”
April 12, 2007
Letter of Instruction 01-07 38

Replacement Clothing Allowance New Payment Scheme
December 7, 2007
TCDS Memorandum 47
Policy on Retirement for Retiring PNP Personnel
May 10, 2012

Policy in Accepting and Giving of Gifts and Mementos
May 14, 2008

Guidelines in the Acceptance of Donation of Tangible Goods or Assets
in favor of the PNP
October 04, 2007
ii
PNP Memorandum Circular No. 2016-018 66

Guidelines for Unit Commanders in Proposing Programs, Projects, and
Activities for Inclusion in the Development Program of the Local
Government Unit
April 20, 2016
Command Memorandum Circular 25-2014 71

Permanent Telephone Number of Key Officers and PNP Operation
Center
August 29, 2014
IMPLAN “SAKLOLO” 2014 78

Policing During Disaster
January 30, 2014
LOI 35/10 “SAKLOLO REVISED” 113

PNP Disaster Risk Reduction and Management Plan
August 20, 2010

Policy Guidelines in the Utilization and Security of Information and
Communication Technology (ICT) Resources
September 18, 2006
NAPOLCOM Memorandum Circular No. 98-009 130

Participation of NAPOLCOM/ILS Technical Personnel as Observer(s) in
the Conduct of Test Evaluation, Inspection and Acceptance,
Demonstration and Presentation of Suppliers, Equipment and
Completed Infrastructure Projects of the PNP
April 2, 1998
CHAPTER II. PROCUREMENT MANAGEMENT

Addendum to PNP Memorandum Circular Number 2012-001 re Policy
Guidelines and Procedures for the Determination of Approved Budget
for the Contract
October 24, 2016

Policy Guidelines and Procedures for Determination of Approved Budget
for the Contract (ABC) in the Procurement of Goods
January 9, 2012

Policy Guidelines and Procedures in Streamlining PNP Support
Activities to the Procurement Process
March 3, 2016
Command Memorandum Circular No. 05-2015 151

Revision of LOI 01-2011 “Prescribing the Guidelines on Procurement
Activities of Police Regional Offices (PROs) and National Support Units
(NSUs)”
February 25, 2015
iii
LOI 01-2011 154

Prescribing the Guidelines on Procurement Activities thru Public Bidding
in the Police Regional Offices (PROs) and National Support Units
(NSUs)
July 17, 2011

Amending PNP MC No. 2010-05 entitled, “Registration of
Manufacturers, Suppliers, Distributors and Contractors Participating in
PNP Procurement of Goods, Infrastructure Projects and Consulting
Services”
March 19, 2013

Registration of Manufacturers, Suppliers, Distributors and Contractors
Participating in PNP Procurement of Equipment, Goods and
Infrastructure Projects
April 16, 2010

Prescribing the Policies, Guidelines and Procedures in the Issuance of
End-User’s Certificate for Procurement Purposes and Requiring the
Submission of Export Papers for Goods Procured from Outside the
Country
October 29, 2011

Procurement with Procurement Service Department of Budget and
Management
PNP NHQ BAC Resolution No. 2009-20 194

Increasing the Procurement Authority of the Director, Engineering
Service for Infrastructure Projects of the PNP from 5M to 16M
May 25, 2009

Increasing the Procuring Authority of the Director, Logistics Support
Service for Equipment, Supplies and Materials for Use PNP Wide from
P5M to P10M
May 22, 2009

Recommending Renewal of Memorandum of Agreement between the
Philippine National Police and Petron Corporation to be handled by
Negotiation Committee chaired by TDL
December 17, 2007

Recommending Approval by the Chief, PNP that only PHILGEPS –
Registered Suppliers shall qualify to Participate in Public Bidding in the
PNP
September 13, 2007

Recommending Increase in the Ceiling of Contracts Subject to Approval
of Regional Directors, Police Regional Offices and Directors, National
Support Units
July 12, 2007
iv

Guidelines of the Philippine National Police Headquarters Bids and
Awards Committee (PNP NHQ BAC) on the Implementation of the
Philippine Government Electronic Procurement System
(PHILGEPS)
Standard Operating Procedure No. 08 207

Establishment, Administration and Management of Services and Supply
Agreement (SSA)
September 11, 1997

PNP Procurement
October 12, 1995
Standard Operating Procedures No. 03 220

PNP Equipment Standardization
July 26, 1994
CHAPTER III. SUPPLY MANAGEMENT
A. Supply and Distribution Mobility

Guidelines on the Issuance, Utilization, Maintenance, and Proper
Disposition of PNP Mobility Asset

Prescribing the New Standard Specification for Standard Color and
Markings of PNP Motor Vehicles, Sea Craft and Aircraft embodies in
NAPOLCOM Resolution No. 99-002
January 26, 2010

Guidelines on the Use and Markings of Patrol
Vehicles Loaned to the PNP
June 24, 2009

Guidelines in the Issuance and Markings of the PNP Mobility Assets
February 24, 2009
Standard Operating Procedure ODL 2006-001 263

Procedure and Guidelines in the Utilization and Proper Disposition of
Transportation at TMD, LSS
January 6, 2006
FAS

Issuance, Safe Handling and Use of All Kinds of Hand Grenades
October 8, 20012

Licensing of Firearms
Revised October 8, 2008
v
TDL Memorandum 281

Approved SOP No. 2005-02 Re: Permanent
Issuance of Short Firearms
August 16, 2005
TDL Memorandum 287

Proper Care, Handling and Maintenance of Explosive Ordnance
November 22, 1995
Memorandum Circular No. 01 289

Ammunition Basic Load
February 5, 1993
GSS

PNP Standard Mementos and Tokens
April 5, 2016

Policies, Guidelines and Procedures Prescribing the Use and Utilization
of CCTV System in all PNP Offices/Units

Permanent Issuance of Handcuff
June 7, 2005
POL

PNP Fleet Card System

Management and Utilization of Petroleum, Oil and Lubricants (POL)
Supplies
July 20, 2012

PNP Fleet Card System
January 16, 2007

Issuance and Control of Petroleum, Oil and Lubricants (POL) Products
December 28, 2009
Letter Directive No. 92-01 334

Authorized POL Issuance to PNP Vehicles
October 20, 1992
B. Supply Inventory and Accounting

Annual Logistics Inspection and Physical Accounting of PNP Properties
January 28, 2010
Letter of Instruction 49/09 344

“BILANG BOGA”
vi
June 23, 2009
IMPLAN to LOI 49/09 354

“BILANG BOGA”
July 20, 2009

Guidelines in the Acceptance of Transfer of Equipment/Property from
Individual, Juridical Entities and other Government Agencies on Loan
Basis or held in Trust by the PNP
October 04, 2007

Prescribing the New Guidelines Governing Property Accountability and
Responsibility Including the Delineation of Duties and Functions of
Concerned PNP Officers and Personnel
September 3, 2007

Guidelines in the Recall and Reissuance of Firearms for Internal
Security Operations
September 27, 2006
IMPLAN to NAPOLCOM MC No. 95-012 373

and PNP MC Nos. 2000-013, 2006-021
Guidelines in the Conduct of Physical Inventory of PNP Firearms and
Mobility Assets
April 7, 2010

Firearms Accountability Information System
April 26, 2005
Letter of Instruction 001/2002 382

“BAWI”
March 26, 2002
Directorate for Logistics Circular No. 002-02 387

Procedures to be followed in Requesting for Relief from Property
Accountability
February 14, 2002
Directorate for Logistics Circular No. 001-02 397

Cost Valuation of PNP Issued and Loaned Firearms
February 12, 2002
PNP Circular No. 2000-013 401

Procedures and Guidelines to be followed by PNP Officials in the
Conduct of Inventory and Turn-Over of PNP Assets and other
Government Properties during Relinquishment and Assumption of PNP
Units/Offices at all Levels
September 25, 2000

Guidelines in the Conduct of Inventory of PNP Supplies, Equipment and
Facilities
June 29, 1995
vii

Guidelines in the Conduct of Inspection and Acceptance of Deliveries of
Supplies, POL Products, Materials and Equipment and Repair,
Renovation and Construction Services Rendered to the PNP
November 17, 1993
Circular No. 09 418

Annual Inventory and Quarterly Report of Gains and Losses of PNP
Properties
March 1, 1993

Turn-Over of Command Property Inventory
September 24, 1992
C. Maintenance

Procedures for the Handling of Explosives and Explosives Ingredients
for all PNP Units and Industry Stakeholders
September 11, 2012
LOI 65/2010 442

Proper Care and Maintenance of Issued Firearms
January 6, 2011

Guidelines on the Preventive Maintenance and Repair of PNP
Transportation, Firepower, Communication, Investigative and Computer
Equipment
August 11, 2008

Procedures and Guidelines in the Utilization and Proper Disposition of
Mobility Assets in the PNP
July 8, 2008
TDL Memorandum 459

Guidelines in the Use/Maintenance of PNP Vehicles
November 22, 1995
D. Disposal

Revised Guidelines and Procedures in the Disposal of Philippine
National Police Property, Plant and Equipment (PPE) and the
Disposition of the Income Derived Therefrom
February 21, 2017
Command Memorandum Circular No. 24-2013 479

Guidelines and Procedures for the Demilitarization and Disposal of
Firearms, Explosives and Ammunition
July 23, 2013
viii
CPNP Memorandum 487

Guidelines and Procedures for the Disposition of Arms of the Cordillera
People’s Liberation Army (CPLA) pursuant to the Memorandum of
Agreement dated July 4, 2011, entitled “Towards the CPLA’s Final
Disposition of Arms and Forces and its Transformation into a Potent
Socio-Economic and Unarmed Force” (Closure Agreement)
July 31, 2012
LOI 58/2010 497

Disposal of Confiscated, Captured, Surrendered, Deposited, Abandoned
and Forfeited (CCSDAF) Firearms
October 30, 2010
NHQ Disposal Committee Resolution No. 2010-01 501

Supplement to the PNP Memorandum Circular No. 2009-009, entitled
“Revised Guidelines and Procedures in the Disposal of the PNP
Property and Equipment (PPE) and the Disposition of the Income
Derived Therefrom”
July 5, 2010

Revised Guidelines and Procedures in the Disposal of PNP Property
and Equipment (PPE) and the Disposition of the Income Derived
Therefrom
June 9, 2009
PNP Circular No. 5 Series 2005 514

Disposition of Captured, Confiscated, Surrendered and Deposited
(CCSD) Firearms, Explosives and Ammunition
December 12, 2005
CHAPTER IV. REAL ESTATE MANAGEMENT
PNP Memorandum Circular Number 2016-069 519

Guidelines and Procedures on the Lease of PNP-Owned, Occupied and
Managed Lots, Buildings and Spaces
October 26, 2016
DENR Administrative Order No. 2016-21 533

Guidelines Governing the Processing of Requests for Proclamations and
Issuance of Special Patents Over Agricultural Lands
June 30, 2016
TDL Memorandum 557

Unoccupied Lots/Real Estate Properties of AFP/PC-INP
December 3, 2009

Procedures and Guidelines in Accepting Donated Lots and Establishing
Priority Lots for Titling in the Name of the PNP
August 13, 2007
Circular No. 2002-05 562

Acquisition and Management of PNP Real Estate Properties and
Reservations
March 25, 2002
ix
Logistics Circular No. 05 587

PNP Identification and Classification of Real Properties and Marking of
Buildings/Structures
December 15, 1995
Letter of Instruction 600

“TITULO”
CHAPTER V. INFRASTRUCTURE AND FACILITIES

MANAGEMENT
A. Construction and/or Repair of PNP Infrastructure and Facilities
TDL Memorandum 603

Duties and Functions of a Building Administrator
August 24, 2012

Revised Guidelines and Policies on Programming of Funds and
Implementation of PNP Infrastructure Projects
July 23, 2012

Policy, Guidelines and Procedures in Naming or Renaming PNP Camps
and Facilities
November 24, 2011
Letter of Instructions 15/2011 625

The Proposed PNP Housing Project
April 26, 2011
Standard Operating Procedures No. 2011-001 630

Maintenance of PNP Buildings and Facilities

Policies in the Construction and/or Repair of PNP Infrastructure and
Facilities
September 11, 2008
Standard Design of RHQ, PPO, CPO, CPS, MPS and Compact 639
Buildings
Approved Standard Design of Mortuary 647

Procedures and Guidelines to be considered in Prioritizing the
Construction and Repair of PNP Facilities and its Implementation
August 13, 2007
B. Fixed Expenditures

Implementing Guidelines on the Consumption Ceiling for Electricity and
Water of Camp Crame Tenant Offices (Revised)
June 25, 2011
x

Implementing Guidelines on the Consumption Ceiling for Electricity and
Water of Camp Crame Tenant Offices
September 2, 2010
CES Standard Operating Procedure No. 2010-001 661

Installation of Local/Commercial Telephone Lines inside Camp Crame
March 22, 2010

Policies and Guidelines on Fixed Expenditures at PROs
February 9, 2006
TDL Memo 668

Administrative Order No. 126
January 11, 2006
Presidential Administrative Order No. 126 669

Strengthening Measures to Address the Extraordinary Increase in World
Oil Prices, Directing the Enhanced Implementation of the Government’s
Energy Conservation Program, and for other Purposes
August 13, 2005
Presidential Administrative Order No. 110 672

Directing the Institutionalization of a Government Energy Management
Program (GEMP)
October 25, 2004
PNP Circular No. 2004-007 675

Policy on the Reduction of Water and Light Consumption
October 7, 2004
Circular No. 2002-010 678

Policy on Light and Water Consumption
May 21, 2002
Compilation of Definition of Terms in Logistics 681
xi
Department of the Interior and Local Government
NATIONAL POLICE COMMISSION
NATIONAL HEADQUARTERS PHILIPPINE NATIONAL POLICE
OFFICE OF THE CHIEF, PNP
October 14, 2010
MEMORANDUM CIRCULAR
NUMBER 2010-020
PROFESSIONALIZATION OF PNP LOGISTICS MANAGEMENT SYSTEM
1. REFERENCES:
a. Republic Act 8551, otherwise known as the “Philippine National Police Reform
and Organization Act of 1998”;
b. Presidential Decree No. 1445, otherwise known as the “Government Auditing
Code of the Philippines”;
c. Notice of Organization, Staffing and Compensation Action (NOSCA) dated
March 26, 1998;
d. Department of Budget and Management (DBM) Budget Circular No. 2004-3
dated March 6, 2004 with subject “Conversion of Positions Performing Staff/Non-
Technical Functions”;
e. PNP Memorandum Circular No. 2008-12, dated August 13, 2008 with subject
“Logistics Eligibility and Placement Policy”;
f. NAPOLCOM Memorandum Circular No. 2007-006, with subject “Prescribing
the New Guidelines Governing Property Accountability and Responsibility including the
Delineation of Duties and Functions of Concerned PNP Officers and Personnel”; and
g. PNP Integrated Transformation Program.
2. OBJECTIVE
The professionalization of Logistics Management System is in line with the PNP’s

program thrust on logistical transformation. In the pursuit of this objective, the Logistics
Eligibility and Placement Policy was formulated to set guidelines and qualification for the
conferment of PNP Logistics Eligibility to qualified personnel. It likewise provides that the
PNP Logistics Eligibility shall be a primary requirement for placement of personnel in the
Logistics unit/office.
This Circular aims to institutionalize the placement of PNP logistics eligible

personnel to Logistics unit/office.
3. SCOPE
a. This Circular implements the policies of PNP Memorandum Circular No. 2008-
12 better known as the “Logistics Eligibility and Placement Policy”. It further provides for
the guidelines and policies for the mandatory qualifications/requirements of PNCO and
NUP for the conferment of PNP Logistics Eligibility and the designation or placement of
eligible PNCOs and NUP in key logistics positions.
b. Furthermore, this Circular also provides for the maximum tour of duty and
tenure in key logistics positions.
1
4. DEFINITION OF TERMS
For purposes of this Circular, the following terms are hereby defined:
a. Administrative Positions - all other positions in the Logistics family not

considered as key positions.
b. Designating Authority - refers to the Chief, PNP, RDs, PROs, Dirs, NSUs,
and other PNP officers who has authority to designate Supply Accountable Officers and
RSPNCOs in the PNP and their respective jurisdictions in accordance with the procedure
and requirements of this Circular.
c. Basic Logistics Course - a competency course for PNCOs and 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. This course
is annually conducted by the Directorate for Logistics in coordination with the PNP
Training Service (PNPTS).
d. 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 employee in case of loss of government equipment, whether total or partial,
regardless of the circumstances surrounding the loss.
e. Chief, Regional Logistics and Research and Development Division

(RLRDD) - during the PC/INP era, they were popularly known as R4. Hence, until today,
the C, RLRDD is usually addressed in the PROs as R4. They are usually tasked to
manage logistics functions in the PROs.
f. Designation - refers to the temporary 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.
g. Eligible — refers to any PNP personnel who is in the PNPLEL, qualified to

be designated to any position in the logistics family as provided in MC 2008-12 and this
Circular.
h. Key Positions — refers to Logistics Family positions categorized and

defined in MC 2008-12, to further include Supply Accountable Officers and RSPNCOs.
i. Logistics Management Course - a specialized competency course for

Police Commissioned Officers (PCOs) annually conducted by the Directorate for Logistics
and the PNP Training Service (PNPTS).
j. Logistics Office — shall mean the Directorate for Logistics (DL), Regional
Logistics and 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).
k. Logistics Officer - shall pertain to the 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.
2
l. Maximum Tenure - the maximum number of years, continuous or
cumulative, that a Police Commissioned Officer (PCO) and Police Non-Commissioned
Officer (PNCO) may hold a particular key position in the Logistics office.
m. Original Office/Unit - this refers to police units which originally hired the
personnel. This usually connotes the office/unit where the plantilla item of an NUP was
granted.
n. Other Logistics Training/Course - refers to 30-days (minimum) training

courses or seminars acquired in the Philippines or abroad which are related to the practice
of logistics, provided that the PNP personnel who underwent such training were issued
appropriate PNP-NHQ Orders. This includes the AFP Logistics Intermediate Course
(AFPLOIC) and Certificate Course in Supply Chain Management, without prejudice to
other course titles.
o. PNP Logistics Eligibility List (PNPLEL) — refers to the roster of PNP

personnel who were issued appropriate PNP-NHQ orders after being conferred with PNP
Logistics Eligibility by the Logistics Steering Committee (LSC) or the Logistics Eligibility
and Placement Board (LEPB) upon satisfaction of the required training, education,
experience and rank/plantilla position and does not possess any grounds for
disqualification enumerated in MC 2008-12.
p. PNP Logistics Family - all PNP units performing logistics functions to

include the personnel assigned thereat. For purposes of this Circular, it shall mean all
personnel assigned at the Directorate for Logistics (DL), Logistics Support Service (LSS),
Engineering Service (ES), Headquarters Support Service (HSS), Regional Logistics and
Research and Development Division (RLRDD), Logistics Division or Logistics
Section/Logistics Management Section of NSUs as well as the RSPNCO and Supply
Accountable Officers under the PNP units.
q. Responsible Supply PNCO (RSPNCO) - a designation of any eligible

PNCO as approved by the unit head who assist the Supply Accountable Officer in
performing functions for property custodianship.
r. Supply Accountable Officer (SAO) - a designation of any eligible Non-

Uniformed Personnel with Administrative Officer position title approved by the Head of
the Agency whose duties permit to require the possession or custody of government
property who is required by the law to render account to the Commission on Audit.
5. GENERAL GUIDELINES
a. The Directorate for Logistics shall be responsible in the maintenance and

updating of the PNP Logistics Eligibility List.
b. The designation to the key positions in the PNP Logistics Office shall strictly
adhere with the prescribed PNP Staffing Pattern in 3rd Level Promotion and Placement
System.
c. The placement of PNP personnel to the positions under the PNP Logistics
Family shall be based on merit and fitness as provided for under the PNP policies on
Placement and Promotion; and in accordance with the provisions of this Circular. No
personnel shall be considered for a Logistics position unless he or she meets the
qualifications set forth in this Circular.
d. Except those officers who are presently holding their positions, no PCOs and
PNCOs who are retiring within twelve (12) months shall be eligible to assume the following
positions:
3
1) Chiefs of ODL Division, Logistics Division, RLRDD;
2) Asst Chiefs of ODL Division, Logistics Division, RLRDD;
3) Section Chiefs of ODL, Logistics Section/Logistics Management Section of
NSUs, RLRDD; and
4) Responsible Supply PNCO for all PNP units/offices.
e. PNCOs who are presently assigned with the Logistics Office and promoted to
Police Inspector, shall be transferred outside the Logistics Office. Hence, they may opt to
halt or delay their career advancement and stay in the Logistics Office until they satisfy
the PNP Logistics Eligibility or opt to apply for promotion to Police Inspector and abide
with the existing policies on Promotion and Placement.
f. 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 Selection and
Screening Board, 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, in order not to disrupt the normal flow of work on Supply and Logistics
Management of the unit.
g. The Supply Accountable Officers shall be under the direct supervision of the
Director for Logistics. It does not however, preclude Directors of PROs and NSUs from
being jointly and severally liable for any violations of this Circular committed by SAOs
under the Doctrine of Command Responsibility.
h. No designation of Supply Accountable Officers shall be processed by DPRM

without the approval and endorsement of the Director for Logistics, likewise, no
termination on designation of Supply Accountable Officers shall be processed by DPRM
without deliberation/endorsement of LSS and DL for approval of the Head of Agency
taking into consideration the reason for cancellation of detail, the level or degree of
responsibility and accountability of Supply Accountable Officer, the period needed for
turn-over of accountabilities of the outgoing to the incoming Supply Accountable Officer.
i. All documents signed by the Supply Accountable Officer shall be concurred in

by their direct supervisors for purposes of check and balance.
6. QUALIFICATION REQUIREMENTS AND SELECTION FOR THE LOGISTICS

POSITIONS
QUALIFICATIONS
a. The mandatory minimum qualification to be eligible for logistics positions are

the following:
OFFICE POSITION MANDATORY RANK

MINIMUM QUALIFICATION REQUIREMENT
Chiefs, 1. Graduate of the PNP
ODL Division, Logistics Management Course Police Senior
Logistics Division or its equivalent. Superintendent
NHQ/ & RLRDD 2. PNP logistics eligible.
NSUs/ 1. Graduate of the PNP
Asst Chiefs,
PROs Logistics Management
ODL Division, Police
Course or its equivalent.
Logistics Division Superintendent
2. At least two (2) years of
& RLRDD
continuous or accumulated
4
assignment as Section Chief
in any Logistics Office.
3. PNP logistics eligible.
1. Graduate of the PNP
Section Chiefs, Logistics Management Course
ODL, Logistics or its equivalent.
Section/Logistics 2. At least one (1) year of Police Chief
Management continuous or accumulated Inspector
Section & assignment in any Logistics
RLRDD Office.
1. Graduate of the Basic
Logistics Course or its
equivalent.
Responsible 2. At least two (2) years of
SPO1
Supply PNCO continuous or accumulated
assignment in any Logistics
Office.
b. Any Police Commissioned Officer (PCO) who has been designated as Chief,
Logistic Section / Logistics Management Section for an accumulated period of two (2)
years and possesses the mandatory minimum qualifications shall be eligible as Asst
Chief, Logistics Division in any functional services of the Directorate for Logistics.
c. Any Police Non-Commissioned Officer (PNCO) who has served in the PNP
Logistics Family for an accumulated period of at least two (2) 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 and Police Stations.
d. Any NUP who has served in the PNP Logistics Family for an accumulated
period of at least five (5) years and whose name is currently included in the PNP Logistics
Eligibility List may be considered to the position of Supply Accountable Officer of the
PROs and NSUs.
e. For purposes of institutionalizing merit and fitness in the designation of Supply

Accountable Officers, following positional category with corresponding qualification
standards are hereby established:
OFFICE POSITION MANDATORY RANK

MINIMUM QUALIFICATION REQUIREMENT
I Chief Supply 1. Logistics Management
Accounting and Course or its equivalent.
Monitoring Div, 2. At least seven (7) years SG 24
LSS as SAO, NSU or RSAO, PRO.
(SAO, PNP-Wide) 3. PNP logistics eligible.
II SAO, NSU 1. Basic Logistics Course
RSAO, PRO or its equivalent. SG 14 to SG 18
2. At least five (5) years as Or based on the
Asst. SAO, NSUs, Asst. PNP Staffing
RSAO, PROs and DSAO, Pattern duly
NCRPO. approved by DBM
III-A DSAO, NCRPO 1. Basic Logistics Course SG 11 to SG 15 or
or its equivalent. based on the PNP
Staffing Pattern
5
2. At least three (3) years duly approved by
as Asst. DSAO. DBM
III-B Asst. SAO, NSU 1. Basic Logistics Course
SG 11 to SG 15 or
Asst. SAO, PRO or its equivalent.
based on the PNP
2. At least three (3) years
Staffing Pattern
accumulated assignment at
duly approved by
the office of SAO.
DBM
III-C PSAO, PPO 1. Basic Logistics Course SG 11 to SG 15 or
2. At least two (2) years as Staffing Pattern
Asst. PSAO. duly approved by
3. PNP logistics eligible DBM
III-D SAO, CPO 1. Basic Logistics Course SG 11 to SG 15 or
2. At least two (2) years as Staffing Pattern
Asst. SAO, CPO. duly approved by
3. PNP logistics eligible DBM
IV Asst. PSAO, PPO 1. Basic Logistics Course
SG 11 to SG 15 or
Asst. DSAO, or its equivalent.
based on the PNP
NCRPO 2. At least two (2) years
Staffing Pattern
accumulated assignment at
duly approved by
the office of SAO.
DBM
3. PNP logistics eligible
V Asst. SAO, CPO 1. At least eight (8) hours
training/seminar on SG 11 to SG 15 or
logistics/supply procedures. based on the PNP
2. At least two (2) years Staffing Pattern
accumulated assignment at duly approved by
any PNP office/unit. DBM
SELECTION
a. For PCOs, in addition to the existing PNP policies, rules and regulations in
the placement of personnel to different positions in the PNP, the following will be required
for entry (reassignment/detail) into the Logistics Office:
1) PNP logistics eligible;

2) Must have the rank of at least Police Chief Inspector;
3) Must be a graduate of the Logistics Management Course or its
equivalent training provided it is in accordance with the provisions of this
Circular; and
4) Must have passed the Board Interview.
b. In the selection of Logistics Officers in the PROs and NSUs, the Logistics
Board of Officers organized in their respective units shall convene and screen applicants
guided by the qualifications herein set forth. In addition, the following criteria in the
evaluation of candidates shall be considered:

2) Performance Evaluation Rating of at least Very Satisfactory (VS) for the
last two (2) consecutive semesters;
3) Non-Money and Property Accountability clearance;
4) Integrity and service reputation; and
5) DI Clearance.
6
c. For RSPNCOs, in addition to the existing PNP policies, rules and
regulations in the placement of personnel to different positions in the PNP, the following
mandatory minimum qualifications will be required for entry (reassignment/detail) into the
Logistics Office:

2) Must have the rank of at least Senior Police Officer 1 (SPO1);
3) Must be a graduate of the Basic Logistics Course or its equivalent
training provided it is in accordance with the provisions of this Circular;
and
4) DI and IAS Clearance.
TENURE
a. The maximum tenure limit of uniformed personnel for each position under
the PNP Logistics Family shall be as follows:
1) Chiefs, ODL Division, Logistics Division - Cumulative period of

& RLRDD three (3) years
2) Asst Chiefs, ODL- Division, Logistics - Cumulative period of
Division & RLRDD / three (3) years
Section Chiefs, ODL Division,
Logistics Section/Logistics Management
Section of NSUs & RLRDD
3) Supply Accountable Officers - Tenure will depend on
existing rules and
regulation set by the
Civil Service
Commission and the
PNP Policy on
Personnel Detail,
unless there is a
compelling reason
for the cancellation
of his/her designation
b. PCOs who have been occupying the positions of ODL Division Chiefs,
Chief, Logistics Division and Chief, RLRDD for an accumulated period of three (3) years
shall be replaced by another qualified PCOs upon the effectivity of this Circular.
Thereafter, other Chief, RLRDD and Chief, Logistics Division shall also be replaced once
they have completed the maximum tenure limit of three (3) years. Any PCO who has
reached the maximum tenure limit shall no longer be eligible to be designated as Chief,
RLRDD and Logistics Division, respectively.
c. The assignment of any PCO or PNCO in the Logistics office shall not
exceed a cumulative period of ten (10) years. All PCO or PNCO who have rendered more
than ten (10) years of cumulative service with the Logistics office upon the effectivity of
this Circular shall be reassigned outside of the Logistics office in accordance with existing
PNP policies, rules and regulation in the placement of personnel to different positions in
the PNP.
d. Tenure of Supply Accountable Officers in PROs and NSUs shall adhere to

the rules and regulations set by the Civil Service Commission (CSC) and the PNP's Policy
of Detail of Personnel. Those Logistics Offices with existing Administrative Officer plantilla
items shall maximize the competency of its personnel. Detail of Administrative Officer
outside of its original unit will not be permitted unless urgent need arises.
7
7. PROCEDURE
a. The selection and placement of Logistics Officers, ODL Division Chiefs,

Assistant Division Chiefs and Section Chiefs shall be deliberated upon by the DL
Selection and Placement Board chaired by the Deputy Director for Logistics with the
Executive Officer serving as the Vice-Chairman. The members of the Selection Board
shall be composed of the ODL Division Chiefs and the Chiefs of Staff of ES, LSS and
HSS as members with the Admin Officer, ODL as the Head Secretariat.
b. For the Logistics Support Service (LSS), Headquarters Support Service

(HSS) and the Engineering Service (ES), the selection and placement of their respective
Division Chiefs, Assistant Division Chiefs and Section Chiefs shall be chaired by their
respective Deputy Directors. The members of the Selection Board shall be determined by
the Director of the units concerned who shall also approve the designation of the
recommendee who met the minimum requirements for the position applied for, provided
that it is in accordance with the provisions of this Circular.
c. The inclusion of PNP personnel in the PNP Logistics Eligibility List

(PNPLEL) shall be covered by appropriate NHQ PNP Orders upon completion of the
mandatory courses. In case the course falls under the other course I category, the
applicant shall request for the validation of the course's Program of Instruction (POI)
which will be evaluated by the Selection Board and subsequently approved by the
Director for Logistics.
d. The Director for Logistics shall cause the relief and transfer of any PCO
holding key position in the Logistics Office who are not eligible for the said position or
whose designation/placement violates this Circular.
e. Except for Aides-de-Camp, no Police Inspector or Police Senior Inspector

may be assigned with the Logistics office, unless there is an urgent need to do so. Police
Inspector and Police Senior Inspector who are presently assigned at the Logistics Office
will be reassigned to other units, provided it is not in violation of existing rules and
regulations on placement of personnel to different positions in the PNP.
f. Based on existing PNP Staffing Pattern, the Administrative Officer

designated as Supply Accountable Officer of the PRO or NSU, shall be under the
supervision of the RLRDD and the Logistics Division, respectively.
g. All designated Supply Accountable Officers and RSPNCO shall be bonded

upon assumption of their respective positions. The expenses for such purpose shall be
shouldered by the office or units concerned.
h. The Selection of Chief, RLRDD and Chief, Logistics Division of NSUs shall
be deliberated by ODL Selection Board upon recommendation of RDs, PROs and Dir,
NSUs and duly approved by TDL.
i. It is the responsibility of the Chief, RLRDD, Chief, Logistics Division, SAO,

RSPNCO and the outgoing PNP Official to conduct inventory of all equipment and
properties under his command, prior to actual turn-over, in accordance with NHQ PNP
Circular No. 2000-013 dated September 25, 2000, following prescribed format.
j. The incoming PNP Official shall, upon scrutiny and verification, sign the
Inventory Report acknowledging acceptance of accountability and responsibility over the
PNP equipment and properties turned-over to him.
k. A copy of the Inventory Report signed by both the outgoing and incoming
PNP Officials shall be submitted to NHQ PNP (Attn: Directorate for Logistics) copy
8
furnished Accounting Division, DC and Logistics Support Service thru C, SAMD/SAO,
PNP Wide for verification and appropriate dispositive action not later than one (1) week
after the turn-over.
8. 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 one (1) year to take the course. Failure
to take and complete the required course shall cause his/her reassignment outside of the
Logistics family.
b. PCOs and PNCOs who are retiring within twelve (12) months and are
currently designated as DL Division Chiefs, C, RLRDD, C, Logistics Division, RSPNCO
of D-Staffs may serve the remaining period of service until retirement.
c. For purposes of this Circular, 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 one (1) year to take the course upon
effectivity of this Circular. Failure to take and complete the required course shall cause
the cancellation of his/her designation.
d. Any other PCO who has served the Logistics family for more than ten (10)
years cumulative service but who is retirable within one (1) year upon effectivity of this
Circular shall be allowed to stay with his present unit assignment until retirement.
9. PENAL PROVISION
The different Directors of offices/units shall be responsible for the observance of

the guidelines, policies and standards set forth in this Circular. Any violation of this
Circular shall be dealt with accordingly as warranted by evidence after due investigation.
Heads of offices or units who shall fail to act on any violation shall be charged with neglect
of duty under the Doctrine of Command Responsibility.
10. REPEALING CLAUSE
Provisions of existing PNP issuances which are inconsistent with this Circular, in
whole or in part, are deemed repealed, set aside, amended or modified accordingly.
11. EFFECTIVITY
This Circular takes effect after fifteen (15) days from the filing of a copy hereof at
the University of the Philippines Law Center in consonance with Sections 3 and 4, Chapter
2, Book Vll, EO No. 292, otherwise known as "The Revised Administrative Code of 1987",
as amended.
Original Signed
ATTY RAUL M BACALZO, Ph. D.
Police Director General
Chief, PNP
9
August 13, 2008
MEMORANDUM CIRCULAR
NUMBER 2008- 012
LOGISTICS ELIGIBILITY AND PLACEMENT POLICY
l. GENERAL:
The PNP logistics system adheres to the principle of 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 family shall be governed
by an efficient placement policy.
ll. PURPOSE:
a. This Circular prescribes the procedures and manner in granting logistics

eligibility to PNP personnel;
b. It further provides guidelines and policies on the qualification for selection,

designation or placement of PNP personnel in the logistics family;
c. Provides guidelines for unit commanders in the selection of logistics officers in

their respective offices; and
d. Provides for the tenure for logistics positions.
III. DEFINITION OF TERMS:
a. Eligibility — refers to the qualification granted to PNP uniformed and non-

uniformed personnel, to qualify him/her to be assigned to a position in the PNP logistics
family on the basis of acquired training, experience and competence.
b. Eligible — one who is in the PNPLEL and is qualified to be designated in any

position in the logistics as provided in this Circular.
c. PNP Logistics Eligibility List (PNPLEL) — refers to roster of PNP personnel

who possesses the mandatory training, experience and competence to qualify them
assignments in the PNP logistics family.
d. PNP Logistics Family — all PNP units performing logistics functions to include
the personnel assigned thereat. For purposes of this circular, assignment at the
Directorate for Logistics (DL); Logistics Support Service (LSS); Communication and
Electronics Service (CES); Engineering Service (ES); RLDs of the PNP Regional Offices;
Supply Accountable Officers (SAOs); Assistant Director for Logistics of the PNP National
10
Support Units as well as the logistics offices of RMGs, PPOs, CPOs, and CPS and MPS
is considered part of the PNP logistics family.
e. Logistics Steering Committee (LSC) — Pursuant to Approved Memo by C, PNP

dated October 10, 2007, LSC refers to the body at 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 grants the logistics eligibility in
Category I.
f. Logistics Eligibility and Placement Board (LEPB) — refers to the body at the
National Headquarters which confers the logistics eligibility to PNP personnel in Category
Il to IV. There shall be a semi-annual publication of Logistics eligible officers and PNCOs
as reference in the designation/placement of personnel in logistics position.
g. Qualification Standards — refers to the basic qualifications that PNP personnel

must posses in order to be considered for assignment in the PNP logistics family.
h. Maximum Tenure — the allowable number of years, continuous or cumulative,

that a Police Commissioned Officer (PCO) may hold a particular position in the logistics
family.
i. Basic Logistics Course — a course conducted by LSS, DL in coordination with

PNP Training Service (PNPTS) for PNCOs and NUPs which focuses on basic supply
management, repair and maintenance of equipment and facilities, etc.
j. Logistics Officers Course- a specialized logistics course conducted by DL in

coordination with PNPTS like Logistics Management Course (LMC) or its equivalent in
the AFP Logistics Officer Intermediate Course (AFPLOIC) and other diploma course on
logistics from recognized colleges and universities locally or abroad provided that the
PNP personnel who undergo such courses was covered with appropriate PNP-NHQ
orders.
IV. CATEGORIES IN PNP LOGISTICS POSITIONS:
There shall be four (4) regular position categories and a reserve category with the
description and criteria for listing in each category:
OFFICE POSITION MANDATORY TRAINING & RANK

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

Logistics Officers Course or its SOPPB
 Director, LSS equivalent.
 Director, ES 2. One (1) year experience in
 Director, CES Category II (Dep Dir, LSS
 Dep Dir, DL for Dir LSS; Dep Dir, ES for
Dir, ES; Dep Dir, CES for
Dir, CES)
3. At least two (2) years
accumulated assignment
in the Logistics family.
4. License Engineer for D, ES
& D, CES
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Category II  Ex-O, DL 1. Graduate of Logistics As prescribed by
 Dep Dir, LSS Officers Course or its SOPPB
 CDS, LSS equivalent.
 Dep Dir, ES 2. One (1) year experience in
 CDS, ES Category III.
 Dep Dir, CES 3. At least two (2) years
 CDS, CES
4. License Engineer for DD &
CDS of ES & CES
Category III  Division Chiefs 1. Graduate of Logistics As prescribed by

of DL, LSS, Officers Course or its SOPPB
ES & CES equivalent.
 C, RLD of 2. One (1) year experience in
PROs Category IV.
3. At least one (1) year
4. C, LRMD, ODL must be a
graduate of
Comptrollership Course
Category IV  ADL of NSUs 1. Graduate of Logistics As prescribed by

 Dep. RLD Officers Course or its PNP Staffing
 Section Chiefs equivalent. Pattern
of DL, LSS, 2. At least one (1) year
ES & CES accumulated assignment
 Logistics in the Logistics family.
Officers of 3. License Engineer for CES
PPOs and and ES.
NCRPO
Districts
Reserve Category - PNP personnel in the active service who are not designated
to logistics positions nor assigned in the PNP logistics family but are included in PNPLEL.
Personnel included in this category, are the alternate pool of logistics eligible personnel.
In case of vacancy and no immediate eligible personnel is available, those in the reserve
category may be eligible to any logistics positions, he/she is qualified.
V. GUIDELINES FOR INCLUSION IN PNPLEL:
a. PNP uniformed and non-uniformed personnel in the active service who satisfy
all of the requirements and qualifications and none of the grounds for disqualification
enumerated in the subsequent paragraphs are eligible for inclusion in the PNPLEL.
b. PNPLEL shall be granted by the LSC for Category I and the LEPB for all the
remaining categories.
c. PNP personnel who graduated from logistics courses/trainings not conducted

by the PNP or AFP shall submit a request for accreditation attaching the Program of
Instruction (POI) of the course/training for deliberation of the LEPB.
d. PNP personnel applying for accreditation of training as equivalent to logistics

course shall submit to LEPB authenticated copies of PO1, certificates, order of merit and
12
declaration of graduates for deliberation and confirmation of appropriate logistics eligibility
certificate.
e. The inclusion in the PNPLEL shall be covered by appropriate PNP-NHQ orders

upon request of the Director for Logistics through LSC/Board.
VI. PROCEDURES IN GRANTING LOGISTICS ELIGIBILITY:
a. General Guidelines
1. Logistics Steering Committee (LSC) — shall be vested with the primary

responsibility of determining the pool of Senior Officers who are logistics eligible
personnel for the positions in Category l.
2. Logistics Eligibility and Placement Board (LEPB) — shall be vested with the
primary responsibility of providing the pool of logistics eligible personnel for positions in
Category Il — IV.
3. Logistics Eligibility and Placement Board Secretariat — The Admin Officer

of DL shall maintain records of PNPLEL and provide secretariat support to the LEPB.
b. Logistics Steering Committee (LSC)
Director, DL - Chairman
Director, DRD - Vice Chairman
Director, LSS - Member
Director, ES - Member
Director, CES - Member
Director, HSS - Member
c. Logistics Eligibility and Placement Board (LEPB)
Deputy Director, DL - Chairman

Executive Officer, DL - Vice Chairman
Deputy Director, LSS - Member
Deputy Director, ES - Member
Deputy Director, CES - Member
C, LRMD - Member
C, SMD - Member
C, LPPD - Member
C, REMD - Member
C, IFMD - Member
C, Admin, DL - Head, Secretariat
d. Functions of the LEPB:
1. Confers logistics eligibility to PNP personnel in Category Il to IV;
2. Deliberates and recommends to TDL the selection and placement of

Regional Logistics Division for endorsement to appropriate authority;
3. Recommends to TDL through the LSC for 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 Circular;
4. Prepares, maintains and updates the PNPLEL;
13
5. Ensures that the qualification standard and criteria set forth in this Circular
are applied; and
6. Recommends the inclusion of PNP personnel from logistics family for

logistics related local or foreign training or schooling.
VII. PROCEDURES IN THE PLACEMENT OF LOGISTICS OFFICERS:
Positions in Category I and II
a. The LSC will recommend at least three (3) names of eligible officers for
positions in category I to SOPPB for deliberation to be submitted for consideration and
approval by the C, PNP.
b. Any complaint, appeal or any form of grievance related to placement of logistics

officers in Category I and II shall be deliberated and resolved by LSC.
Positions in Category III
a. For positions in Category III specifically C, RLD of PROs, the LEPB through
TDL shall submit names of at least five (5) eligible officers to the concerned Regional
Director/Chief of Office where such vacancy in logistics position or the latter may request
the LEPB list of eligible officers to fill-up vacant position/s in his AOR and shall submit to
TDL through LEPB his choice from among the list submitted.
b. The Regional Director/Chief of Office concerned can issue the corresponding

designation orders but shall officially communicate such to TDL copy furnished LEPB.
c. Any complaint, appeal or any form of grievance related to placement of logistics

officers in Category III shall be deliberated and resolved by the Board.
Positions in Category IV
a. The LEPB shall submit names of at least five (5) eligible officers to the
concerned Director/Chief of Office where such vacancy in logistics position or the latter
may request the LEPB list of eligible officers to fill-up vacant positions.
b. Concerned Director/Chief of Office can immediately issue corresponding

designation orders provided such was based upon the list submitted by LEPB.
c. Any complaint, appeal or any form of grievance related to placement of logistics

officers in Category IV shall be deliberated and resolved by the Board.
VIII. TENURE OF OFFICE:
a. The maximum tenure limit for PNP logistics positions shall be as follows:
1. Category I – cumulative period of three (3) years.

2. Category II – cumulative period of four (4) years.
3. Category III – cumulative period of five (5) years.
b. Any PCO except those in the CES and ES, who has served the maximum
tenure limit for logistics positions upon the effectivity of this Circular, shall be relieved from
the said position and shall not be eligible to occupy the same;
14
c. The Director for Logistics may recommend to the appropriate approving
authority for the relief and transfer of any PCO holding key position in logistics family who
is not eligible for the said position or whose designation violates this Circular.
d. The assignment of any PCOs in the logistics family except those in the ES and
CES shall not exceed ten (10) years. This shall be cumulative and regardless of duties
and responsibilities assigned to him/her. Provided, that the 10 year limit rule shall not
apply to PCOs who are about to assume positions in Category l. However, the maximum
tenure limit prescribed for their respective positions shall be strictly observed.
IX. GROUNDS FOR EXCLUSION FROM THE LOGISTICS ELIGIBILITY LIST:
a. The PNP Logistics Eligibility Board may drop the name of any personnel from the
Logistics Eligibility List for having been found guilty of any of the following causes:
1. Grave misconduct defined under PNP Rules and Regulations and Code of
Conduct and Ethical Standards for Public Officials and Employees (R.A. No. 6713, as
amended);
2. Violations of Anti-Graft and Corrupt Practices Act (R.A. No. 3019 as amended);
b. Other factors detrimental to the interest of the PNP as determined by the PNP
Logistics Eligibility Board may constitute valid ground for disqualification.
X. TRANSITORY PROVISIONS:
Any PCO, PNCO or NUP presently assigned with the logistics family who lacks the
required eligibility training shall be given two (2) years upon effectivity of this Circular to
comply with the requirements. Failure to take and complete the required course shall
cause his reassignment outside of logistics family.
Xl. RESCISSION:
The whole provisions of Memo Circular 2005-02 and other existing guidelines and
issuances inconsistent with this Circular are hereby rescinded or modified accordingly.
XII.EFFECTIVITY:
This Circular shall take effect fifteen (15) days from the filing of three (3) copies thereof
at the University of the Philippines, Law Center in consonance with Section 3 and 4
Chapter 2, Book Vll of EO No. 292, otherwise known as “The Revised Administrative
Code of 1987 as amended”.
Original Signed
AVELINO I RAZON JR
Chief, PNP
15
Department of Interior and Local Government
Standard Operating Procedure April 10, 2008

Number 2008-01
POLICY ON FORMULATION/AMENDMENT OF LOGISTICS POLICIES
l. GENERAL:
This SOP prescribes the policies and procedures in the formulation of Logistics
policy or amendment thereto. To ensure the quality, relevance and timeliness of all
Logistics policies, a uniform and effective policy defining the form, requisites, authorized
proponents, the procedure, the system of evaluation and the approving authority as well
as the manner of publication that should be observed in the formulation/revision of all
Logistics policies.
ll. OBJECTIVES:
a. Prescribe the process by which a proposed Logistics Policy may be

formulated/amended.
b. Identify the proper Office/Unit authorized to initiate the formulation or

amendment of Logistics policies.
c. Identify the form and requisite of an effective Logistics policy, the system of
evaluation and the approving authority.
d. Codify existing policies, establish a central depository unit that will maintain
and organize records, cause publication and distribution of all Logistics policies.
e. Record the history of revision of all logistics policies.
III. DEFINITION OF TERMS:
1. PNP Memorandum Circular — Policies and procedures signed and

approved by the C, PNP designed for the effective administration and operation of
logistics resources affecting the entire PNP.
2. Standard Operating Procedure — Set of standard procedures that define

the manner of implementing the functions within the Directorate for Logistics and its
functional units.
IV. POLICIES.
(a) Who May Submit Policy Proposal/Amendment?
1. Directorate for Logistics (DL) — The Directorate for Logistics consistent

with its policy making power on matters involving logistics concern is authorized to
formulate/propose new policies and initiate revisions of other existing logistics policies.
16
2. Other Units — For the purposes of this SOP, the following units shall be
considered as Logistics Support Units and shall also be authorized to propose logistics
policies or initiate revisions on matters falling within their areas of concern:
a. Logistics Service Support (LSS);

b. Engineering Service (ES);
c. Communications and Electronics Service (CES); and
d. Regional Logistics Divisions of Police Regional Offices (PROs).
e. Logistics Division of NSUs
f. Headquarters Support Service (HSS)
(b) Appropriate Type of Policy
1. A Memorandum Circular (MC) shall be formulated if the policy will be

implemented and will affect the entire PNP.
2. An SOP shall be formulated if the policy will only be implemented and

will affect the operations of the Directorate for Logistics and its functional units.
(c) Creation of TWG
The Chief of the LPPD may recommend the creation of a Technical Working
Group (TWG) to conduct study and evaluation of the submitted proposed policy when the
scope of the policy is so diverse and complicated.
(d) Signatory of the Proposal
Logistics policies commenced by the Logistics Support Units whether

introduction of new or amendment to existing Logistics policies shall be duly signed and
recommended by the Director.
(e) Approving Authority
1. All proposed Memorandum Circulars or amendment thereto intended for

the Implementation as Logistics policies of the PNP shall be approved and signed by the
C, PNP through channel.
2. All proposed Standard Operating Procedures or amendment thereto

intended to effectively carry out the duties and functions of the Directorate for Logistics
and its functional units shall be approved and signed by the Director for Logistics.
3. Proposed policy or its amendment shall be forwarded to National Police

Commission (NAPOLCOM) if required by law, rules and regulations.
(f) Approval of NAPOLCOM
Approved policy shall be submitted to NAPOLCOM if required by laws, rules

and regulations.
V. PROCEDURES:
(a) Submission
1. All proposed policies and amendments shall be submitted to C, PRS,

LPPD, DL for processing.
17
2. Policy proposals or amendments initiated by the Directorate for Logistics
shall be submitted to Logistics Plans and Programs Division (LPPD) through its Policies
and Research Section (PRS) attaching therein the proposed policy or amendment
following the prescribed format (see attached).
3. With respect to the policy proposals and amendments initiated by other

units, the same should be submitted to LPPD, DL, attaching therein the salient features
of the proposed policy or amendments, duly approved by its Office's Heads.
(b) Registration — Upon the submission of the proposal or amendment, PRS,

LPPD, DL shall record same in the registry book and shall cause the assignment of control
number. The numbering must be consecutive according to the date of filing.
(c) Initial Deliberation
1. Study/Evaluation - The proposal or amendment shall be referred to the

Division where the subject matter falls within its exclusive area of concern. The proposal
or amendment shall then be further referred to the Section that has immediate concern
over the policy for further study/evaluation. Said section shall be given a maximum of
fifteen (15) days from receipt to make a report and recommendation and shall submit the
same to LPPD. This rule is applicable only when the proposed policy emanated from
PROs or NSUs.
2. Preliminary Conference - The LPPD shall calendar the proposed policy

for deliberation to be attended by the proponent unit or office, Division Chiefs of the
Directorate for Logistics, Other PNP units which has immediate concern over the policy
and the Executive Officer, DL sitting as the Chairman. The proponent shall be given the
opportunity to present the proposal. Corrections, queries and amendments to the original
version of the proposed policy are allowed as this stage.
3. Approval by majority vote — The Officers mentioned in the preceding

sub-paragraph except for the proposing unit, shall pass the proposal thru a majority vote.
The proposed policy shall then be forwarded to D-Staff, Legal Service and Technical Unit
as the case may be for comments suggestions and recommendations. On the other hand,
where majority vote is not secured, the proposed policy shall be referred back to the
Division of the Directorate who has immediate concern over it for further study and
enhancement.
4. Comment/Recommendation of PROs and NSUs
When the proposed policy is approved in the initial deliberation

conducted by the Directorate for Logistics, copies thereof will be forwarded to different
PROs and NSUs for comment and evaluation. The latter are required to submit their
comment and evaluation within a period not exceeding fifteen days (15) from receipt of
the proposed policy.
5. Consolidation, Incorporation of Comments/Recommendations
The LPPD shall consolidate and incorporate the comments/

recommendations of PROs and NSUs to the proposed policy for signature and approval
of TDL.
6. Comment/Recommendation of D-Staff, Legal Service and other

Technical Unit of the PNP
a. D-Staff - Copies of the proposed policy shall be forwarded to the

different Directorial Staff for evaluation and comment.
18
b. Legal Service - Legal opinion of the Legal Service shall be secured
and considered in the deliberation final thereof.
c. Technical Unit - Where the proposed policy involves matters that

calls for technical expertise, the policy shall be forwarded to the technical service or unit
of the PNP covering the subject matter of the policy.
7. Consolidation, Incorporation of Comments/Recommendations
The LPPD shall consolidate and incorporate the comments/recommendations of

D-Staff, Legal Service or Technical Unit to the proposed policy for approval of DL prior to
its endorsement to the Logistics Steering Committee.
(d) Final Deliberation
1. Proposed policy intended to be approved as Memorandum Circular

(MC) shall be deliberated by Logistics Steering Committee (LSC). While polices intended
to be approved as Standard Operating Procedure (SOP) need not be deliberated by the
LSC. After Procedure c-7 of this Policy, SOPs shall immediately be submitted to the
Director for Logistics for Approval.
2. The LSC through its secretariat shall calendar the proposed Circular for
deliberation during the Regular or Special meetings of the LSC.
3. The Chief, Plans and Program Division will be the officer responsible in
presenting the proposed policies to the LSC.
4. Regular members shall decide on the merits and demerits of the

proposed policy through a majority vote.
5. The Director for Logistics as Ex-Officio Chairman shall only vote to break
the tie.
(e) Signature/Approval of C, PNP
Once the proposed policy or amendment to the existing policy was

approved by the LSC it will be forwarded through channel to the C, PNP for signature and
approval. But in the event of its disapproval, the reason shall be stated and the policy
shall be sent back to LPPD for further study and enhancement based on the reason of
the disapproval cited by the LSC.
(f) Publication
1. Where the proposed policy or amendment to the existing policy was

approved by the C, PNP, DL through LPPD shall cause the necessary publication of the
approved policy in accordance with Sections 3 and 4, Chapter 2, Book VII, E.O. No. 292,
otherwise known as “The Revised Administrative Code of 1987”, as amended.
2. Copies of the approved and published policy shall then be disseminated

to all PNP units.
VI. REPEALING CLAUSE:
This SOP shall supersede all other issuances contrary thereto.
19
VIl. EFFECTIVITY:
This Standard Operating Procedure (SOP) takes effect upon approval.
Original Signed
CHARLEMAGNE S ALEJANDRINO
Police Director
20
PRESCRIBED FORMAT FOR MEMORANDUM CIRCULAR
C, PNP HEADING FORMAT
Date*
MEMORANDUM CIRCULAR
NUMBER _**
TITLE OF THE PROPOSED POLICY
1. REFERENCE/S
2. OBJECTIVES/PURPOSE
3. DEFINITION OF TERMS***
4. POLICIES
5. PROCEDURES
6. RESPONSIBILITIES
7. REPEALING CLAUSE***
8. PENALTY CLAUSE***
9. EFFECTIVITY CLAUSE
10. SIGNATURE/APPROVAL OF THE C, PNP
Legend:
* - Depends upon the date of approval/signature by the C, PNP

** - Numbering of Circulars rest upon the records of HRDD
*** - If any
21
PRESCRIBED FORMAT FOR STANDARD OPERATING PROCEDURE (SOP)
TDL HEADING FORMAT
Date*
STANDARD OPERATING PROCEDURE

NUMBER _**
TITLE OF THE SOP
1. GENERAL (Purpose, Reference, Scope)
2. OBJECTIVES
3. DEFINITION OF TERMS***
4. POLICIES
5. PROCEDURES
6. RESPONSIBILITIES**
7. REPEALING CLAUSE***
8. PENALTY CLAUSE***
9. EFFECTIVITY CLAUSE
10. SIGNATURE/APPROVAL OF TDL
Legend:
* - Depends upon the date of approval/signature of TDL

** - Numbering of SOPs rest upon the records of LPPD
*** - If any
22
May 27, 2005
MEMORANDUM CIRCULAR
NUMBER 2005-02
PNP LOGISTICS ELIGIBILITY LIST
1. GENERAL
The PNP Logistics Family adheres to the principle of right person to the right job.
Personnel assigned within the Logistics Family must be aware in the procedures and
processes in managing the Logistics Cycle. Hence, the preparation and maintenance of
a PNP Logistics Eligibility List is of paramount.
2. OBJECTIVES
a. To come up with a PNP Logistics Eligibility List that will serve as management
tools in upgrading the human resources of the PNP Logistics Family.
b. To organize governing bodies to manage the preparation and maintenance of the

Logistics Eligibility List.
a. Eligibility — refers to the qualification granted to PNP personnel, uniformed and

non-unformed, making him or her fit to be assigned with and assume a position in the
PNP Logistics Family on the basis of acquired training, experience and competence.
b. PNP Logistics Eligibility List — refers to roster of PNP personnel in the active
service whose training, experience and competence qualify them for logistics
assignments.
c. PNP Logistics Family — refers to PNP Logistics units/offices and/or personnel

assigned thereat. For purposes of this circular, assignment at the Directorate for Logistics
(DL); Logistics Support Service; RLDs of the PNP Regional Offices; Assistant Director for
Logistics of the PNP National Support Units is considered part of the PNP logistics family.
d. Logistics Eligibility Review Board — refers to the body at the national headquarters
that reviews and confirms the Logistics Eligibility List submitted by the respective Logistics
Boards. Periodically assesses the Logistics List and recommends to the Director for
Logistics policies in the recruitment, training assignment and release of personnel in the
Logistics Family.
e. PNP Logistics Eligibility Board — refers to the group of ranking/senior logistics

officials in the PNP Logistics units holding positions of major responsibility that reviews
and formulates policies relative to career development in the police service, processes
and recommends candidates for inclusion in the logistics eligibility list to a certain
category.
23
f. Qualification Standards — refers to the least possible or allowable qualifications
that personnel must posses in order to be considered for logistical assignment.
4. CATEGORIES IN PNP LOGISTICS ELIGIBILITY LIST
The PNP LOGISTICS LIST shall have five regular categories and a reserve category
with the description and criteria for listing in each category as follows:
A. CATEGORY I
1) Logistics Positions:
a. Directorate for Logistics - Director, Deputy Director, and Executive Officer
b. National Support Unit - Director, Logistics Support Service; Director,

Engineering Service and Director, Communication Electronic Service
2) Training/Experience Required:
a. Graduate of Any Advance Logistics Course or its equivalent like foreign

courses; Masteral Degree; with at least ten (10) years accumulated assignment in the
Logistics Family.
b. Graduate of OSEC and CSEE eligible.
c. Must have commutatively held a logistics position in Category Il for at least

three (3) years.
3) PER Required — Very Satisfactory or higher for the last rating period and an
average rating of Very Satisfactory during his accumulated logistics assignment.
B. CATEGORY Il
a. Directorate for Logistics — Division Chiefs
b. Police Regional Office — Chief Regional Logistics Divisions
c. National Support Units - Deputy Directors, LSS, ES, CES; Chief Directorial
Staffs, LSS, ES, CES; and Assistant Director for Logistics, NSU's Division Chiefs, LSS,
ES, CES
2) Training/Experienced Required:
a. Graduate of Any Advance Logistics Course or its equivalent like foreign

courses; Masters Degree with at least five (5) years accumulated assignment in the
Logistics family.
b. Graduate of OSEC and CSEE eligible.
c. Must have commutatively held a logistics position in Category Ill for at least
two (2) years.
24
C. CATEGORY Ill
Directorate for Logistics - All Section Chiefs
National Support Units - Section Chiefs, LSS, ES and CES
a. Graduate of any Basic/lntermediate Logistics Course or its equivalent.
b. Graduate of OSEC.
c. With at least one (1) year accumulated assignment in the Logistics Family.
D. CATEGORY IV
PNP Regional Office — Section Chiefs
National Support Units - Section Chiefs, NSU's
a. Graduate of Basic/lntermediate Logistics Course or its equivalent;
b. Graduate of PSOAC
E. CATEGORY V
a. Directorate for Logistics — Section PNCOs
b. Police Regional Office — Section PNCOs
c. National Support Units — Section PNCOs
a. Graduate of any PNCO Logistics Basic Course or its equivalent
b. Graduate of Junior Leadership Course
25
F. RESERVE CATEGORY
a. PNP personnel in the active service who are no longer designated to logistics
positions nor assigned in the logistics service but were formerly included in categories to
V of the Logistics Eligibility List.
b. Personnel included in this category, are primarily the alternate pool of logistics
eligible personnel. They may qualify to any logistics positions in the categories
enumerated in the Logistics Eligibility List.
5. GUIDELINES FOR INCLUSION IN PNP LOGISTICS ELIGIBILITY LIST
a. PNP uniformed and non-uniformed personnel in the active service who satisfy all
of the qualifications and none of the grounds for disqualification enumerated in the
subsequent paragraphs are eligible for inclusion in the Logistics Eligibility List.
b. Eligibility for a particular category shall be considered after the personnel has met
both the required training and experience and has served in a logistics position
commensurate to that required in the particular category. However, one may be
designated to a logistical assignment in a higher category if he/she has been included in
the next lower category for at least a year.
c. In cases where the personnel occupies a position but does not correspond to the
required training and experience, the logistics eligibility classification shall be based on
whichever category is lower. Where the logistics position occupied belongs to higher
category for more than one year, said personnel shall be recognized in the next higher
category.
d. Other factors include, but not limited to the following, shall be considered as
additional point in the classification of personnel to certain category:
1) Specific skill
2) Specialized courses taken
3) Level of proficiency
4) Accomplishment in the field of Logistics
e. Cross training in other local and foreign logistics schools is highly encouraged.
f. All other cases related to qualification category not specifically provided for under
this circular shall be elevated to the C, PNP thru the Director for Logistics for final
disposition.
6. PROCEDURE IN THE PREPARATION OF LOGISTICS ELIGIBILITY LIST
1. The preparation and maintenance of the PNP Logistics Eligibility List is primarily
decentralized with a central governing body outlining the policies and procedures to be
followed and undertaken such that:
a) Logistics Eligibility Boards at the Directorate, NSU, and Regional levels

shall be constituted to manage the preparation, publication and updating of the Logistics
Eligibility List in their respective units/areas.
26
b) Logistics Eligibility Review Board shall be constituted to review and confirm
the Logistics Eligibility List prepared by the Directorate, NSU, and Regional Logistics
Boards.
c) The PNP Logistics Eligibility List shall be prepared and published within 90
days upon approval of this Circular and to be subsequently updated on a quarterly basis
thereafter.
b. Logistics Eligibility Review Board
1. Composition
Deputy Director, DL - Chairman

Deputy Director, LSS - Vice Chairman
Deputy Director, CES - Member
Deputy Director, ES - Member
C, SMD - Member
2. Functions:
a) Reviews and confirms the Logistics Eligibility List of the Directorate, NSU,
and Regional Logistics Boards.
b) Periodically assesses the effectiveness of the Logistics List as a human

resource management tool.
c. The Logistics Eligibility Board
1. Composition
a. NHQ
Ex-O, DL - Chairman
C, LPPD, DL - Vice Chairman
C, RPMD, DL - Member
C, Admin, DL - Member/Secretariat
b. NSU
Director - Chairman
ADL - Vice Chairman
SAO - Member
Admin Officer, ADL - Secretariat
c. Regional Police Office
Regional Director - Chairman

Chief, RLD - Vice Chairman
RSAO - Member
Admin Officer, RLD - Secretariat
2. Functions
a. Prepares, maintains and updates their respective Logistics Eligibility Lists.
b. Submits to the next higher Logistics List Board their prepared/updated

Logistics List.
27
c. Ensures that the qualification standards and criteria set forth in this circular
are applied fairly and consistently.
d. Facilitates the expeditious determination of the qualification standards and

determination of category of candidates recommended by subordinate units.
e. Recommends the inclusion of their members in any logistics training or

schooling here and abroad
7. GROUNDS FOR EXCLUSION FROM THE LOGISTICS ELIGIBILITY LIST
a. The PNP Logistics Eligibility Review Board may drop personnel's name from the
Logistics Eligibility List for any of the following causes:
1) Grave misconduct defined under PNP Rules and Regulations and Code of
Conduct and Ethical Standards;
2) Presence of any of the following:
a) Conviction in criminal offense or felony
b) Excessive drinking of intoxicating liquor and/or use of illegal drugs
c) Erratic or psychotic behavioral tendency
b. Other factors detrimental to the interest of the PNP as determined by the PNP
Logistics Eligibility Review Board may constitute valid ground for disqualification.
8. RESCISSION
The whole provisions or in part of all existing guidelines and issuances inconsistent
with this Circular are hereby rescinded or modified accordingly.
9. EFFECTIVITY
This Circular shall take effect upon approval.
Original Signed
ARTURO C LOMIBAO
Chief, PNP
28
OFFICE OF THE CHIEF OF THE DIRECTORIAL STAFF
February 5, 2010

NUMBER 2010-02
USE OF THE STAR OFFICERS’ LOUNGE
1. GENERAL:
The Star Officers’ Lounge located at the first floor of the NHQ, Administration
Building serves as a relaxation area for Star Rank Officers of the Philippine National
Police.
2. PURPOSE:
This directive sets forth the policies and guidelines on the use of the Star Officers’
Lounge.
3. POLICIES:
a. The Lounge serves as a relaxation area for PNP Star Rank Officers only.
General and Flag Officers from the AFP, may be invited to the Lounge by any PNP Star
Rank Officer provided that they are accompanied by the latter.
b. Officers and guests shall observe proper decorum at all times while inside the
Lounge.
c. A written notice to The Director for Logistics (TDL) for the use of the facility
should be made for orderly scheduling of its availability.
4. ORGANIZATION:
a. The Star Officers’ Lounge is under the control of its Board of Directors with the
C, PNP as Chairman and the rest of the PNP Command Group and the PNP Directorial
Staff as members.
b. The Director for Logistics (TDL) is responsible for the management and
operation of the Lounge.
c. The Lounge has a Staff composed of the following DL personnel:
Lounge Manager - C, Admin, ODL

Asst Lounge Manager - C, Clerk, ODL
Lounge Assistants - Two (2) NUP Admin Assistants
d. The Lounge Manager exercises supervision over all other members of the
Lounge Staff and oversees the operation of the facility. He submits a monthly report to
29
the Director for Logistics regarding the operation, logistics and financial status of the
Lounge.
e. The Assistant Lounge Manager assists the Lounge Manager in the discharge of
his responsibilities and takes charge in case of the latter's absence. He is also responsible
for the maintenance of the equipment as well as the procurement and accounting of
supplies of the Lounge. He performs other duties upon instruction of the Lounge Manager.
f. The Lounge Assistants serve as stewards inside the Lounge and perform other
duties upon instruction of the Lounge Manager.
g. The Utility personnel are responsible for the cleanliness of the Lounge and
perform other duties upon instruction of the Lounge Manager.
5. MEMBERSHIP:
a. All PNP Star Rank Officers automatically become member.
b. Officers who are newly promoted to the rank of Police Chief Superintendent will
formally meet the Board of Directors and gain acceptance to the club. As part of the
ceremony, they will be allowed to personally install their nameplates in the roll of
members.
6. RULES:
a. The operating hours of the Lounge are from 0800H to 2200H from Mondays to
Fridays and from 0800H to 1200H on Saturdays.
Use of the Lounge outside the operating hours may be allowed provided that
prior arrangement is made with the management. The Lounge may be closed at 1900H
when there are no members present inside.
b. The following are strictly prohibited inside the Lounge:
Smoking in the non-smoking area of the Lounge

Gambling; Indecent movies
Videoke/film showing and drinking wine/liquor during office hour
Non-star rank officers and civilian
Slippers and sandals
Collarless and/or sleeveless shirts
Athletic Attire
c. The Lounge Assistants shall maintain a logbook where daily visitors of the
Lounge are listed, including any violation of rules. The utility personnel on the other hand
shall maintain the cleanliness and orderliness of the Lounge.
d. No property and equipment shall be taken out of the Lounge without the written
approval of the Lounge Manager.
e. Sanctions for violations of rules shall be determined by the Board.
f. The C, PNP may waive any or all restrictions and prohibitions on certain
occasions.
7. REPEALING CLAUSE:
This SOP shall supersede all other issuances contrary thereto.
30
8. EFFECTIVITY:
This Standard Operating Procedure (SOP) takes effect upon approval.
BY COMMAND OF POLICE DIRECTOR GENERAL VERZOSA:
Original Signed
EDGARDO E ACUÑA, CEO VI
Police Deputy Director General
The Chief Directorial Staff
31
NATIONAL POLICE COMMlSSlON
Makati City
RESOLUTION NO. 2008-446
PRESCRIBING THE GRANT OF INITIAL CLOTHING ALLOWANCE (ICA)

TO NEW PNP RECRUITS, AMENDING FOR THIS PURPOSE
ITEM NO.1 OF NAPOLCOM RESOLUTION NO. 2007-182
WHEREAS, the Commission issued Resolution No. 91-018 on October 21, 1991
entitled "Rationalizing the Structure of Allowances and Incentive Pays Over and Above
the Basic Pay and Longevity Pay of Uniformed Personnel of the Philippine National
Police";
WHEREAS, on October 30, 1996 the Commission issued Resolution No. 96-093
entitled "Amending Certain Provisions of Napolcom Resolution No. 91-18. entitled
"Rationalizing the Structure of Allowances and Incentive Pays Over and Above the Basic
Pay and Longevity Pay of Uniformed Personnel of the Philippine National Police" and
Authorizing the Grant of Individual Equipment Allowance Uniformed Personnel of the
Philippine National Police";
WHEREAS, the Commission later approved Resolution No. 2007-182 dated April
12. 2007 entitled "Amending the Provisions Item Nos. 17 and 18, Respectively of
Napolcom Resolution No. 93-093, entitled “Rationalizing the Structure of Allowances and
Incentive Pays Over and Above the Basic Pay and Longevity Pay of Uniformed Personnel
of the Philippine National Police";
WHEREAS, the PNP submitted a proposal amending Item No. 1 of Napolcom

Resolution No. 2007-182 for consideration of the Commission which prescribes that the
Initial Clothing Allowance (ICA) of a new recruit shall be given in cash immediately upon
entry into the police service;
WHEREAS, after review of the proposed the Commission finds the same to be
tenable considering that it takes long before the clothing requirements of PNP recruits are
made available since the procurement must go through public bidding as required under
Republic Act No. 9184 otherwise known as the "Government Procurement Reform Act".
NOW THEREFORE, the Commission pursuant to its constitutional mandate to

administer and control the Philippine National Police, HAS RESOLVED TO PRESCRIBE,
AS IT HEREBY PRESCRIBES the grant of initial clothing allowance to new PNP recruits.
Section 1. — Grant of Initial Clothing Allowance
a) For each new male PNP recruit the full amount of TWENTY ONE THOUSAND
FOUR HUNDRED EIGHTY THREE PESOS AND 50/100 (Php 21,483.50) is to be given
in cash upon entry into the service for the procurement of clothing items as follows:
32
Items/Particular Unit Cost Authorized Total
Allowances Cost
1. PNP Badge 575.00 1 pc. 575.00
2. PNP General Office Attire Uniform 900.00 3 sets 2,700.00
3. Field Service Uniform 1,900.00 2 sets 3,800.00
4. Combat Boots, Tropical 1,550.00 1 pair 1,550.00
5. Whistle Brass with Lanyard 230.00 1 pc. 230.00
6. Handcuffs, Stainless (Double Lock) 1,500.00 1 pair 1,500.00
7. Dress shoes, Low Cut 1,375.00 1 pair 1,375.00
8. Pershing Cap with PNP Logo 2,500.00 1 piece 2,500.00
9. Pistol Belt with Complete Accessories 1,600.00 1 set 1,600.00
10. Garrison Belt with Wire Buckle 155.00 1 set 155.00
11. Rubber Shoes, White 1,175.00 1 pair 1,175.00
12. Socks Cotton, White 77.50 3 pairs 232.50
13. Socks, Nylon, Black 97.50 3 pairs 292.50
14. Handkerchief, White 25.00 6 pieces 150.00
15. Athletic Uniform 1,122.50 1 set 1,122.50
16. T-Shirt Cotton, White, V-neck 121.00 6 pieces 726.00
17. Towel Bath, Cotton 210.00 2 pieces 420.00
18. Brief Cotton, White 90.00 6 pieces 540.00
19. Sleeping Bag 840.00 1 piece 840.00
TOTAL 21,483.50
(b) For each new female PNP recruits the full amount of TWENTY THREE
THOUSAND TWENTY EIGHT PESOS (Php 23,028.00) is to be given in cash upon entry
into the service for the procurement of the clothing items as follows:

Allowances Cost
1. PNP Badge 575.00 1 pc. 575.00
2. PNP General Office Attire Uniform 900.00 3 sets 2,700.00
3. Field Service Uniform 1,900.00 2 sets 3,800.00
4. Combat Boots, Tropical 1,550.00 1 pair 1,550.00
5. Whistle Brass with Lanyard 230.00 1 pc. 230.00
6. Handcuffs, Stainless (Double Lock) 1,500.00 1 pair 1,500.00
7. Dress shoes, Low Cut 1,375.00 1 pair 1,375.00
8. Pershing Cap with PNP Logo 2,500.00 1 piece 2,500.00
9. Pistol Belt with Complete Accessories 1,600.00 1 set 1,600.00
10. Garrison Belt with Wire Buckle 155.00 1 set 155.00
11. Rubber Shoes, White 1,175.00 1 pair 1,175.00
12. Socks Cotton, White 77.50 3 pairs 232.50
13. Socks, Nylon, Black 97.50 3 pairs 292.50
14. Handkerchief, White 25.00 6 pieces 150.00
15. Athletic Uniform 1,122.50 1 set 1,122.00
16. T-Shirt Cotton, White, V-neck 121.00 6 pieces 726.00
17. Towel Bath, Cotton 210.00 2 pieces 420.00
18. Panty Cotton, White 90.00 6 pieces 540.00
19. Brassiers, White 137.00 6 pieces 825.00
20. Panty Hose, Stocking 180.00 4 pairs 720.00
21. Sleeping Bag 840.00 1 piece 840.00
TOTAL 23,028.00
33
RESOLVED FURTHER, that any resolution, circular or issuance of the
Commission or any part thereof, which are inconsistent with this Resolution are deemed
repealed or amended accordingly.
Done this 11th day of August 2008 in Makati City, Philippines.
Original Signed
RONALDO V. PUNO
Chairperson
Original Signed Original Signed

CELIA V. SANIDAD-LEONES MIGUEL G. CORONEL
Commissioner Commissioner
Original Signed
AVELINO I. RAZON, JR.
Commissioner
Attested by:
Original Signed
ADELMALYN A. MUNIEZA
Chief, Secretariat
34
Makati City
RESOLUTION No. 2007-182
AMENDING THE PROVISIONS OF ITEM NOS. 17 AND 18, RESPECTIVELY OF

NAPOLCOM RESOLUTION NO. 96-093, ENTITLED “RATIONALIZING THE
STRUCTURE OF ALLOWANCES AND INCENTIVE PAYS OVER AND ABOVE THE
BASIC PAY AND LONGEVITY PAY OF UNIFORMED PERSONNEL OF THE
PHILIPPINE NATIONAL POLICE”
WHEREAS, the Commission in the exercise of its Constitutional and statutory

function over the PNP, and in consonance with Section 71 of RA No. 6975 issued
Resolution No, 91-018 on October 21, 1991 which rationalized the allowances structure
of the uniformed personnel of the PNP;
WHEREAS, the Commission later approved Resolution No. 96-093 dated October
30, 1996 which amended certain provisions of Resolution No. 91-018;
WHEREAS, PNP Chief Directorial General Oscar C. Calderon submitted to the

Commission for consideration and approval further amendments to Item Nos. 7 (Initial
Clothing Allowance) and 18 (Replacement Clothing Allowance), respectively of
Resolution No. 96-093;
WHEREAS, the proposal is anchored on the consideration that these allowances,

which were authorized and granted in 1991 and 1996, respectively, are no longer practical
or realistic taking into account the appreciable increase in the prices of all commodities
listed therein;
WHEREAS, there is also a need to provide the operational units/offices like the
Mobile Groups, SWAT, EOD and SAFG of the prescribed Field Service Uniforms per
NAPOLCOM Resolution No. 2005-385;
NOW, THEREFORE, the Commission in the exercise of its statutory power to

administer and control the PNP, RESOLVES AS IT HEREBY RESOLVED to further
amend Item Nos. 17 and 18, respectively of Resolution No. 96-093 to read as follows:
I. On Item No. 17 - INITIAL CLOTHING ALLOWANCE (ICA)
a) For each male police personnel the full amount of TWENTY TWO
THOUSAND FIFTY EIGHT PESOS AND 50/100 (PhP22,058.50) equivalent allowance is
to be given in kind for the new PNP recruit or upon entry in the service, as follows:

Allowance Cost
1. PNP Badge (Res. No. 2001-055) 575.00 1 pc. 575.00
2. PNP General Office Attire Uniform (Res No. 96-116) 900.00 3 sets 2,700.00
3. Field Service Uniform (Res No. 2005-385) 1,900.00 2 sets 3,800.00
4. Combat Boots, Tropical (Res Nos. 97-137 & 97-117) 1,550.00 1 pair 1,550.00
5. Whistle Brass with Lanyard (Res Nos. 97-150 & 230.00 1 pc. 230.00
2005-433)
6. Handcuffs, Stainless (Double Lock) (Res No. 99-191) 1,500.00 1 pr 1,500.00
7. Dress shoes, Low Cut (Res No. 99-016) 1,375.00 1 pr 1,375.00
35
8. Pershing Cap with PNP Logo (Res No. 99-020) 2,500.00 1 set 2,500.00
9. Pistol Belt with Complete Accessories (Res No. 97- 1,600.00 1 set 1,600.00
113)
10. Garrison Belt with Wire Buckle (Res No. 96-116) 155.00 1 pr 155.00
11. Rubber Shoes, White (Res No. 2003-079) 1,175.00 1 pr 1,175.00
12. Socks Cotton, White 77.50 3 prs 232.50
13. Socks, Nylon, Black 97.50 3 prs 292.50
14. Handkerchief, White 25.00 6 pcs 150.00
15. Athletic Uniform (Res No. 98-145) 1,122.50 1 set 1,122.50
16. T-Shirt Cotton, White, V-neck 121.00 6 pcs 726.00
17. Towel Bath, Cotton 210.00 2 pcs 420.00
18. Brief Cotton, White 90.00 6 pcs 540.00
19. Sleeping Bag (Res No. 2004-227) 840.00 1 pc 840.00
b. For each female police personnel the full amount of TWENTY THREE
THOUSAND TWENTY EIGHT PESOS (PhP23,028.00) equivalent allowance is to be
given in kind for the new PNP recruit or upon entry in the service, as follows:

Allowance Cost
1. PNP Badge (Res. No. 2001-055) 575.00 1 pc 575.00
2. PNP General Office Attire Uniform (Res No. 96-116) 900.00 3 sets 2,700.00
4. Combat Boots, Tropical (Res Nos. 97-137 & 97-117) 1,550.00 1 pr 1,550.00
5. Whistle Brass with Lanyard (Res Nos. 97-150 & 230.00 1 pc 230.00
2005-433)
6. Handcuffs, Stainless (Double Lock) (Res No. 99-191) 1,500.00 1 pr 1,500.00
7. Dress shoes, Low Cut (Res No. 99-016) 1,375.00 1 pr 1,375.00
113)
12. Socks Cotton, White 77.50 3 prs 232.50
13. Socks, Nylon, Black 97.50 3 prs 292.50
14. Handkerchief, White 25.00 6 pcs 150.00
17. Towel Bath, Cotton 210.00 2 pcs 420.00
18. Panty, White 90.00 6 pcs 540.00
19. Brassiers, White 137.50 6 pcs 825.00
20. Panty Hose Stocking 180.00 4 pcs 720.00
II. On Item No. 18 – REPLACEMENT CLOTHING ALLOWANCE (RCA)
a) For each male PNP Commissioned and Non-Commissioned Officers – An

amount of SEVENTEEN THOUSAND FIVE HUNDRED FORTY THREE PESOS AND
50/100 (PhP17,543.50) equivalent allowance regardless of position/rank is to be given in
kind every three (3) years of continuous service indicated hereunder:

Allowance Cost
1. PNP General Office Attire Uniform (Res. No. 96-116) 900.00 3 sets 2,700.00
4. Dress Shoes, Low Cut (Res No. 99-016) 1,375.00 1 pr 1,375.00
36
113)
b) For each female PNP Commissioned and Non-Commissioned Officers – An

amount of SEVENTEEN THOUSAND FIVE HUNDRED FORTY THREE PESOS AND
50/100 (PhP17,543.50) equivalent allowance regardless of position/designation/rank is
to be given in kind every three (3) years of continuous service indicated hereunder:

Allowance Cost
1. PNP General Office Attire Uniform (Res. No. 96-116) 900.00 3 sets 2,700.00
4. Dress Shoes, Low Cut (Res No. 99-016) 1,375.00 1 pr 1,375.00
113)
FURTHER RESOLVED, that any policies, directives and other issuances, which
are in conflict herewith, are hereby rescinded or modified accordingly.
AMENDED this 12th of April 2007 at Makati City.
Original Signed
RONALDO V. PUNO
Chairman, NAPOLCOM
Original Signed
LINDA L. MALENAB-HORNILLA
Commissioner
OIC, Vice Chairperson and Executive officer

CELIA SANIDAD-LEONES MIGUEL G. CORONEL
Original Signed
OSCAR C. CALDERON
Commissioner
Attested by:
Original Signed
Chief, Secretariat
37
December 7, 2007
SUBJECT: Letter of Instructions 01/07

(Replacement Clothing Allowance New Payment Scheme)
TO: See Distribution
1. REFERENCES
a. NAPOLCOM Resolution No. 91-018, re-"Rationalizing the Structure of

Allowances and Incentive Pays Over and Above the Basic Pay and Longevity Pay of PNP
Uniformed Personnel of the Philippine National Police" and authorizing the grant of
Individual Equipment Allowance of Uniformed Personnel of the Philippine National Police;
b. NAPOLCOM Resolution No. 96-093, amending certain provisions of

NAPOLCOM Resolution No. 91-18 re- “Rationalizing the Structure of Allowances and
Incentive Pays Over and Above the Basic Pay and Longevity Pay of PNP Uniformed
Personnel of the Philippine National Police” and authorizing the grant of Individual
Equipment Allowance of Uniformed Personnel of the Philippine National Police;
c. NAPOLCOM Resolution No. 2007-182, amending the provisions of item nos. 17

and 18 of NAPOLCOM Resolution No. 96-093;
d. Section 48 of Republic Act 9401 re GAA for FY 2007; and
e. Approved Memo for C, PNP dated September 26, 2006, Subject: Improving
Uniform Presentability of PNP Personnel by Giving the RCA Partially in Kind.
2. PURPOSE AND SCOPE
This Letter of Instructions provides the guidelines to be undertaken by concerned

PNP Units/Offices in the payment of the RCA wherein the procurement of GOA Cloth (in-
kind both for lower and upper garments) must be ensured to improve the appearance and
presentability of the PNP uniformed personnel.
3. SITUATION
The Replacement Clothing Allowance (RCA) is given to PNP Uniformed Personnel

every three (3) years of continuous service for the procurement or replacement of
clothing/uniforms;
The scheme of giving the RCA in full amount without putting some controls of
ensuring the purchase of the “mostly-worn” items, however, has defeated its purpose.
Most often than not, claimants fail to utilize the RCA to purchase new/replacement sets
of clothings required, such practice resulted in the non-presentability of the uniform
(particularly the GOA) of many PNP Uniformed Personnel thereby affecting the image of
the PNP organization; and
The current RCA is P11,655.00 and P10,827.00 for female/male PNP Uniformed
Personnel, respectively.
38
4. MISSION:
The Philippine National Police (PNP) shall provide and ensure the proper utilization
of the Replacement Clothing Allowance (RCA) to improve the presentability/appearance
of the PNP uniformed personnel thereby improving the image and credibility of the PNP
organization.
5. POLICIES:
a. The RCA will be given in its cash value to the claimant but the claimant must
show proofs that he/she has bought at least THREE (3) sets of the GOA cloth (both for
the upper and lower garments) from the PNP Service Store System (PNPSSS) duly
receipted and further confirmed by the Logistics /Supply Officer before his RCA check
could be released to him/her;
b. RCA Claimants must make sure and comply that the cloth items are
tailored/sewn into GOA uniform.
c. Specifications for the clothing items, the cut of the uniform and other parts of the
uniform must conform with the existing specification standards set by the PNP and
approved by the NAPOLCOM;
d. PNP Uniformed Personnel who are due for compulsory/optional retirement

within one (1) year from the last effective date of RCA entitlement can receive the whole
RCA amount in cash and may not be required to procure the GOA cloth. He/she must
however, present at least two (2) sets of his/her personally owned already tailored/cut
uniform that are still presentable which shall be confirmed by the Logistics Officer.
e. Beneficiaries/Dependents of PNP Uniformed Personnel who are entitled to

receive the RCA but died without receiving same may claim the RCA in full amount.
6. CONCEPT OF IMPLEMENTATION
The preparation for the RCA and the payment scheme will undergo the usual
process but before the check is released to the claimant, proof of purchase and
confirmation must be presented first to ensure that the most required/mandatory
components of the police uniform will be procured.
a. RCA Items Required:
There are at least eleven (11) items for both male and female PNP
Uniformed Personnel identified to be purchased in kind out of the RCA, as approved by
NAPOLCOM:
1) PNP General Office Attire - (Resolution No. 96-116)

2) Field Service Uniform - (Resolution No. 2006-389)
3) Combat Boots Tropical - (Resolution Nos. 97-137 & 97-117)
4) Dress Shoes, Low Cut - (Resolution No. 99-016)
5) Pershing Cap with PNP Logo - (Resolution No. 99-020)
6) Pistol Belt with complete accessories - (Resolution No. 97-113)
7) Garrison Belt with Wire Buckle - (Resolution No. 96-116)
8) Rubber Shoes, White - (Resolution No. 2003-079)
9) Athletic Uniform - (Resolution No. 98-145)
10) T-Shirt cotton, White V-Neck
11) Sleeping Bag - (Resolution No. 2004-227)
Of the eleven (11) items, however, the PNP General Office Attire (GOA)
is the most visible and most frequently worn by the PNP Uniformed Personnel while on
39
duty. The procurement of such items by the individual claimant must therefore be ensured
to improve the appearance of the PNP Uniformed Personnel.
b. Process of Procurement and Payment:
1) Recipients of RCA shall be based on the generated master list prepared

by DPRM, with each PROs and NSUs duly furnished. Issuance of such shall be on the
basis of appropriate orders issued by the Directorate for Personnel and Records
Management (DPRM) for NHQ personnel, RPHRDD for PRO personnel and ADP for
NSU personnel upon the recommendation of respective Heads of Units;
2) The preparation of the payment for the RCA in the name of the claimant
PNP personnel shall follow the normal process. Disbursement Vouchers, which shall
include all the required papers in the processing, shall be filed at PNP Finance Service
or its counterparts in the PROs and NSU;
3) Prior to the release of check/ the claimant should FIRST; show proof that
he/she has purchased the GOA cloth (at least for three (3) sets of uniform) from the
PNPSSS or through its Regional or Provincial Branches, and SECOND; show proof that
such purchase is confirmed by the Logistics/Supply Officer (Logistics/Supply Officers of
respective offices for personnel assigned at NHQ; C, RLDs or Provincial/City Supply
Officers for those at the PROs; and ADLs or Logistics/Supply Officers of NSU Regional
Offices for those with the NSUs) in a separate confirmation sheet (Annex “A” -
Confirmation Sheet) that is issued after the claimant has shown the receipt and the items
bought to the Logistics Officer;
4) For uniformed personnel who are due to retire compulsorily/optionally in

one (1) year from date of last RCA entitlement, they may not buy new sets of GOA cloth
but they have to show/bring to the Supply Officer at least TWO (2) sets of "still
presentable" personally-owned sets of GOA uniform and a Certification from the
Administrative Officer (Administrative Officer of respective offices for personnel assigned
at NHQ, C, RPHRDD or Provincial/City Administrative Officers for those at the PROs; and
ADPs or Admin/Personnel Officers of NSU Regional Offices for those with NSUs) that
he/she is due for retirement. The Supply Officer, after satisfactory inspection shall
accomplish a "Confirmation Sheet" (Annex "A-I") for such compliance indicating therein
the status (compulsory or optional) of the RCA Claimant. Such "Confirmation Sheet" (with
the certification of "due for retirement" status attached) will only be the one to be shown
to the Finance Officer for the release of the RCA check;
5) Beneficiaries/Dependents of uniformed personnel who are entitled but

died without receiving the RCA can claim the RCA by showing the authentic death
certificate as proof;
6) The release of check should be acknowledged by the claimant in a

prepared receipt form. (Annex "B" Receipt/Acknowledgement Form). The proofs of
purchase and confirmation should be attached to the acknowledgement receipt; and
7) The RCA Claimant shall ensure that the cloth items are tailored/sewn into
GOA uniform within a reasonable period of time in any "RECOGNIZED/AUTHORIZED"
Tailoring Shop in conformity with the design/cut specifications pursuant to approved
NAPOLCOM Resolution. He/She must comply by bringing the sets of already-tailored
GOA uniform to his/her Head of Office/COP for showdown inspection.
7. TASKS/RESPONSIBILITIES
a. DPRM
40
1) Prepare/Generate a computerized master list of PNP uniformed
personnel indicating therein the years they are entitled to receive their RCA. The master
list shall be updated every year. Payment of RCA for all uniformed personnel regardless
of PNP units will be based on the generated master list;
2) Issue/Cause the issuance of orders to PNP uniformed personnel who

are entitled to receive Replacement Clothing Allowance;
3) Program the funds for RCA based on the generated master list;
4) Process vouchers for Replacement Clothing Allowance (RCA);
5) Endorse RCA claims to DC for funding purposes; and
6) Assist in the dissemination of the new RCA scheme.
b. DC
1) Incorporate the funding requirements for the RCA to the annual

appropriations of the PNP;
2) Inspect attachments, check computations and pre-audit claims relative

to RCA;
3) Issue the Notice of Fund Availability (NFA) and Notice of Cash Allocation
(NCA) for RCA;
4) Post and record in the books of accounts and forward RCA vouchers to
Finance Service (FS); and
5) Assist in the dissemination of the new RCA scheme.
c. DL
1) Cause the procurement/availability of the GOA items with the PNPSSS;
2) Plan with PNPSSS the distribution of the GOA items to the regional and
provincial branches;
3) Ensure reasonable warranty period of purchased items and incorporate

return and exchange policy in the contract of supply to safeguard the interest of the PNP
and the end-users; and
4) OPR in the dissemination of the new RCA scheme.
d. DRD
1) Prescribe quality standards, specifications and designs for PNP clothing

and individual equipment;
2) Ensure that RCA suppliers comply with the quality standards,

specifications and designs by conducting test and evaluation on all RCA items before and
after delivery to the PNPSSS;
3) Conduct research, studies and surveys and random consultation with

field personnel regarding clothing and individual equipment for the enhancement of the
same;
41
4) Ensure that all RCA items conform with the specifications pursuant to
the NAPOLCOM Approved Resolution for each item in coordination with all the Regional
and NSU Directors;
5) Provide designed "proto-type" and the approved specification to PROs

and NSUs as model; and
6) Issue "authority" to cut/tailor and maintain records of PNP

authorized/recognized tailoring Shops.
e. FS
Process vouchers for the payment of the RCA due to entitled PNP
Uniformed Personnel.
f. Regional Directors of PROs
1) Prepare/Update/Maintain a master list of PNP Uniformed Personnel

indicating therein the years they are entitled to receive their RCA. Furnish DPRM copy of
such master list for counter checking purposes;
2) Ensure the early issuance of RCA orders at least three (3) months
before the date/quarter/year of entitled claim;
3) Identify tailoring shops within respective AORs to include those in the

island Police Stations (if there's any) that will be recommended to be given
"Authority/Recognition" in the cutting/tailoring of the GOA uniform. Submit a list of such
identified shops to DRD for the processing of their "Authority/Recognition" to cut/tailor the
PNP GOA. Conduct meetings and dialogues with owners of tailoring shops to adhere with
the law and related rules and regulations pertaining to the cutting/tailoring and sale of the
PNP uniform. Further, conduct regular spot inspection on the PNP authorized/recognized
tailoring shops;
4) Implement the uniformity in the design and cut of GOA Uniform worn by
the PNP Uniform Personnel down to the lowest PNP unit;
5) Ensure that the RCA is received within a reasonable period by the

claimants with the receipt of claim and the proofs of purchase and confirmation duly
accomplished and strictly complied with; and
6) Ensure that the cloth items for GOA uniform are tailored/sewed within a
reasonable period and a "compliance system" be adopted, such as, requiring the
individual RCA claimant to bring the already tailored/sewn sets of uniform to his/her Head
of Office. Consequently, concerned Head of Office will submit a report attesting to the fact
of such compliance, either as individual or as a group of recipients.
g. Directors of NSUs
1) Prepare/Update/Maintain a master list of uniformed personnel indicating

therein the years they are about to receive their individual RCA. Furnish DPRM copy of
such master list for counter checking purposes;
2) Ensure the early issuance of RCA orders at least three (3) months
before the date/quarter/tear of entitled claim;
3) Implement the uniformity in the design and cut of GOA uniform worn by
the PNP Uniform Personnel;
42
4) Inform the regional offices of the list of "authorized/recognized" tailors in
respective regions where personnel could have their uniforms tailored/cut;
5) Ensure that the RCA is received within a reasonable period by the

claimants with the receipt of claim duly accomplished; and
6) Ensure that the cloth items for GOA uniform are tailored/sewed within a
reasonable period and a "compliance system" be adopted, such as, requiring the
individual RCA claimant to bring the already tailored/sewn sets of uniform to his/her
Head/Chief of Office. Consequently, concerned Head/Chief of Office shall submit a report
attesting to the fact of such compliance, either by individual or as a group of recipients.
8. COORDINATING INSTRUCTIONS:
a) All RCA items must conform to the specifications and standards set by PNP
and approved by NAPOLCOM.
b) Cloth items must be procured through the PNP Service Store System
(PNPSSS) to ensure that the specifications set for the GOA are met.
c) In case the RCA Claimant can not personally purchase the GOA cloth items
required from the PNP SSS, he/she must accomplish an "Authority to Buy" (Annex which
the person he/she authorizes must present to the PNP SSS together with the current ID
of the RCA Claimant. The PNP SSS must however, indicate in the Receipt of Purchase
the name of the RCA Claimant.
9. RESCISSION:
All earlier publications relative to the payment of RCA inconsistent with this are
hereby rescinded.
10. EFFECTIVITY:
This LOI takes effect upon approval.
Original Signed
AVELINO I RAZON, JR
Chief, PNP
Distribution:
D-Staff
NASUs
NOSUs
PRO I
PRO 2
PRO 3
PRO 4A
PRO 4B
PRO 5
PRO 6
PRO 7
PRO 8
PRO 9
PRO 10
PRO 11
PRO 12
PRO 13
PRO COR
PRO ARMM
NCRPO
43
Annex "A" — Confirmation Sheet (Uniformed PNP Personnel Not Due for
Retirerhent)
Control No. _____________
CONFIRMATION SHEET
TO: FINANCE OFFICER
This confirms that _____________________________________________, of

(Name of RCA Claimant)
_________________________________________, showed proofs to me that he/she
(Unit - Station, PPO/CPO) has purchased THREE (3) sets of CLOTH for
GOA UNIFORM (both for lower and upper garments) by showing to me Receipt Number
______________________________from the PNP Service Store System (PNP SSS)
and the above-stated cloth items he/she bought.
______________________________ __________________________
(Date) (Name and Signature of
Supply Officer)
44
Annex "A-I" - Confirmation Sheet (Uniformed Personnel Entitled RCA but Due
for Retirement)
Control No. _____________
CONFIRMATION SHEET
TO: FINANCE OFFICER
This confirms that _____________________________________________, of

(Name of RCA Claimant)
______________________________________________________, who is due to retire
(Unit - Station, PPO/CPO)
compulsorily/optionally on __________________________________ showed/brought to
(Date of Retirement)
me TWO (2) sets of still-presentable GOA uniforms he/she personally owns.
______________________________ __________________________
(Date) (Name and Signature of
Supply Officer)
45
Annex “B” (RCA Acknowledgement Receipt)
REPLACEMENT CLOTHING ALLOWANCE (RCA)

ACKNOWLEDGEMENT RECEIPT
This is to certify that l, ______________________________________________

(Rank, First Name, Middle Name, Last Name, Qualifier)
presently assigned with ___________________________________________________
(Station, PPO/CPO)
acknowledges receipt of CHECK NO. __________________________representing the
RCA Payment for ______________Quarter, 200 ___ amounting to Php ____________.
______________________________ ______________________________
(Date Received) (Rank, Name, Signature of Recipient)
ISSUING FINANCE PCO/PNCO:
______________________________
(Rank,Name and Signature)
______________________________
(Unit)
46
OFFICE OF THE CHIEF OF DIRECTORIAL STAFF
MEMORANDUM
FOR : C, PNP
THRU : TDCA __Sgd____
TDCO __Sgd____
FROM : TCDS
SUBJECT : Policy on Retirement Honors for Retiring PNP Personnel
DATE : May 10, 2012
1. References:
a. LOI 16/05 “Salamat Kapatid”; and
b. Retirement Honors for Star Rank Officers.
2. This pertains the glorious and cherished tradition of honoring the retiring PNP
personnel that has been emphasized by various offices and units of the PNP wherein
most of the PNP personnel who have retired from the service, specially lower rank
personnel have been deprived of the honors and recognition that they richly deserve for
spending the best years of their lives serving the organization and the Republic.
3. In order to correct this situation, this Office has crafted a policy that will serve
as a guide in rendering retirement honors for retiring PNP personnel, a retirement honors
which is a fitting recognition for the long years of dedicated and invaluable service to the
organization and the Republic.
4. In this regard, recommend approval of para 3 and notation on the attached

memorandum prior to dispatch.
Original Signed
ROMMEL DF HEREDIA
47
OFFICE OF THE CHIEF OF DIRECTORIAL STAFF
MEMORANDUM 05-30
TO : See Distribution
FROM : TCDS
SUBJECT : Policy on Retirement Honors for Retiring PNP Personnel
DATE : May 10, 2012
1. References:
a. LOI 16/05 “Salamat Kapatid”; and
b. Retirement Honors for Star Rank Officers.
2. The glorious and cherished tradition of honoring the retiring PNP personnel
has been emphasized by various offices and units of the PNP and most of the PNP
personnel who have retired from the service, specially lower rank personnel, have been
deprived of the honors and recognition that they richly deserve for spending the best
years of their lives serving the organization and the Republic.
3. As a fitting recognition for the long years of dedicated and invaluable service
to the organization and the Republic, retiring PNP personnel shall be accorded with the
following recognition:
a. For retiring star rank PCOs, the ceremony in their honor, unless waived,
shall be held in their respective places of assignment. For the NHQ-based
retiree, it shall be held in front of the NHQ PNP Bldg. unless they opt to
hold the ceremony in their respective offices/units or any other designated
places. For the PRO-based retiree, it shall be held in their respective
RHQs. Retiring star rank PCOs shall be entitled/accorded with the
following:
1) Arrival Honors, (Battalion size for PDG while Company size for PDDG
to PCSUPT);
2) Trooping the line;
3) Parade in review which will be highlighted by the giving of the following:
a) Tokens/mementos to be provided by the office/unit of the retiring

personnel except for the members of the Command Group which
shall be provided by DL, to wit:
a.1) PNP medallion;
a.2) Gallery of Awards as memento for the retiring star rank PCO;
a.3) Two (2) personal flags (1 encased and 1 uncased);
a.4) Badge case; and
a.5) Flowers and token for the spouse as a way of showing
gratitude for his/her untold sacrifices.
48
Assistance can be requested from DL in the
manufacture/procurement of the tokens/mementos
b) Appropriate medals to be provided by DPRM;

c) The entitlements of the retiree, such as the PNP Retirees’ I.D.,
lump sum retirement pay and equivalent amount of the
accumulated leave credits, either in check or in cash.
4) After the ceremony, the PNP shall provide cocktails to be served at the
Star Officers’ Lounge good for 60 persons (capacity of the Star
Officers’ Lounge). If there are more than one retiring star rank PCOs,
cocktails shall be served good for 60 persons, as the basic number,
plus 20 persons per additional retiree at the Aguirre Hall of the PNP
Muti-Purpose Center. If the retiring star rank PCO opts to have a
testimonial dinner, cocktails will be served at the Executive Lounge of
the PNP Multi-Purpose Center.
5) Except for the C, PNP, the testimonial dinner, if any, shall be
shouldered by the retiring star rank PCO, other PCOs/PNCOs and
NUP. However, for the other members of the Command Group, the
PNP may shoulder the testimonial dinner upon their request and
approval of the C, PNP.
b. For retiring PNP personnel with the ranks of PSSUPT down to PO1 to
include NUP, a simple ceremony shall be held in their honor not later than
their scheduled retirement during the last Flag Lowering Ceremony of the
month as contained in LOI 16/05 “Salamat Kapatid”. The ceremony shall
consist of the following:
1) Trooping the Line of the retirees to give them the opportunity to bid
farewell to their comrades-in-rank;
2) Parade in review which will be highlighted by the giving of the following:
a) Tokens/mementos to be provided by the office/unit of the retiring

personnel, to wit:
a.1) PNP medallion;
a.2) Gallery of Rank Insignia/Awards for PCOs, Gallery of
Chevron/Awards for PNCOs, and appropriate memento for
NUP; and
a.3) Token for the spouse as a way of showing gratitude for his/her
untold sacrifices.
Assistance can be requested from DL in the manufacture/

procurement of the tokens/mementos
b) Appropriate medals to be provided by DPRM;

c) The entitlements of the retiree, such as the PNP Retirees’ I.D.,
lump sum retirement pay and equivalent amount of the
accumulated leave credits, either in check or in cash.
3) After the ceremony, cocktails shall be served at the Aguirre Hall of the
PNP Multi-Purpose Center for Plan A and at the PNP Swimming Pool
area for Plan B.
49
4. In this regard, the following are the tasks of offices/units for the successful
implementation of the retirement honors for retiring PNP personnel:
a. DPRM
1) OPR in the implementation of this activity;
2) OPR for the retirement honors for star rank PCOs;
3) Issue appropriate orders and prepare the awards/medals for the
retiring personnel;
4) Prepare the list of the retiring PNP personnel;
5) Prepare the ID of the retiring PNP personnel;
6) Detail a member of the Command Group or D-Staff as Senior Police
Host in the absence of the C, PNP to give the award, retirement pay
and memento;
7) Coordinate with DC the availability of the retirement claims before the
ceremony;
8) Issue orders for the detail of PCOs for the Troop Commander and
Staff;
9) Issue orders for the detail of parading elements in coordination with
HSS;
10) Inform/invite retiring personnel and their spouse to attend the
ceremony;
11) Schedule coordinating conferences among tasked offices/units to
ensure the success of the activity; and
12) Perform other tasks as directed.
b. DHRDD
1) OPR for the retirement honors and parade;
2) OPR for the retirement of the PNP Badge of the retiring star rank PCO;
3) Prepare the script for the retirement of the PNP Badge to be read
during the retirement ceremony of retiring star rank PCO;
4) Ensure that the retirement ceremony is within the prescribed
regulations;
5) Plan and supervise the conduct of rehearsals and actual ceremony in
coordination with DPRM; and
c. DL
1) Provide assistance to the office/unit of retiring personnel in the
manufacture/procurement of tokens/mementos;
2) Provide the following tokens/mementos to the retiring members of the
Command Group:
a) PNP medallion;
b) Gallery of Awards;
c) Two (2) personal flags (1 encased and 1 uncased);
d) Badge case; and
e) Flowers and token for the spouse.
3) Make available the Star Officers’ Lounge for the cocktails of the retiring
star rank PCO;
4) Provide logistical and transportation requirements; and
d. DC
1) Ensure, in coordination with DPRM, PRBS and FS, that the
entitlement/s of the retiree, such as the Lump Sum Benefit and
equivalent amount of his accumulated Leave Credits are available on
or before the ceremony;
50
2) Provide fund support for the activity; and
e. DPCR
1) Prepare the narration to be read by the emcee during the “trooping the
line” in coordination with the Administrative officer of the retiring star
rank PCO; and
f. Office/Unit of Retiring PNP personnel (D-Staff/P-Staff/NSUs)

1) Prepare and distribute the Program for the retirement ceremony of the
retiring star rank PCO;
2) Provide the following tokens/mementos for retiring star rank PCOs:
a. PNP medallion;
b. Gallery of Awards;
c. Two (2) personal flags (1 encased and 1 uncased);
d. Badge case; and
e. Flowers and token for the spouse as a way of showing gratitude for
his/her untold sacrifices.
3) Provide the following tokens/mementos for retiring personnel:

a. PNP medallion;
b. Gallery of Rank Insignia/Awards for PCOs (PSSUPT – PINSP),
Gallery of Chevron/Awards for PNCOs, and appropriate memento
for NUP; and
c. Token for the spouse.
4) Provide tarpaulins for the retirement ceremony of the retiring star rank
PCO;
5) Furnish SDS a copy of the guest list of the retiring star rank PCO; and
6) The last office/unit of the retirees shall ensure maximum attendance of
its personnel;
g. PRBS
1) Designated OPR for the retiring PNP personnel with the ranks of
PSSUPT and down, as contained in LOI 16/05 “Salamat Kapatid”;
2) Prepare the program for the retirement ceremony;
3) Inform/invite retiring personnel to attend the ceremony and ensure
their attendance during the activity
4) Facilitate the processing of claims and other benefits due to retiring
personnel;
5) Coordinate with DC and FS and ensure the availability of the
entitlements of the retiree, such as the lump sum retirement pay and
equivalent amount of the accumulated leave credits on or before the
ceremony;
6) Schedule coordinating conferences among tasked offices/units to
ensure the success of the activity; and
h. FS
1) Facilitate the issuance of check for the lump sum retirement pay and
equivalent amount of the accumulated leave credits of the retiring PNP
personnel in coordination with DPRM, DC and PRBS;
2) Assist the C, PNP in the awarding of checks during the ceremony; and
51
i. HSS
1) OPR for the physical arrangement;
2) Detail PNP personnel to compose the parading elements in
coordination with DPRM and DHRDD;
3) Detail usherettes to assist during the ceremony;
4) Make available the PNP Band during the rehearsal and actual
ceremony;
5) Provide backdrop and make available the PNP Multi-Purpose Center
in case of inclement weather;
6) Assist DHRDD and DPRM in the conduct/supervision of rehearsal/s
and actual ceremony;
7) Provide podium, two (2) dais for the arrival and departure honors of
the retiring star rank PCO, chairs and tents in front of the NHQ, PNP
Bldg.;
8) Provide movable steel pole for the lowering of personal flag of the
retiring star rank PCO in front of the NHQ, PNP Bldg.;
9) Provide parking areas for the visitors of the retiring PNP personnel;
10) Detail escort and Honor Guard for the arrival and departure honors of
the retiring star rank PCO;
11) Detail personnel who shall provide assistance to parading elements
during the actual ceremony;
12) Detail foyer honors and color bearer at the PNP Multi-Purpose Center
for the arrival and departure honors for the retiring star rank PCO in
case of inclement weather;
13) Provide cocktails for the following, chargeable against Agency
Reserve Fund:
a) Retiring star rank PCO – Good for 60 persons to be served at the

Star Officers Lounge. If there are more than one retiring star rank
PCO, cocktails shall be served good for 60 persons, as the basic
number, plus 20 persons per additional retiree at the Aguirre Hall
of the PNP Multi-Purpose Center. If the retiring star rank PCO opts
to have a testimonial dinner, cocktails will be served at the
Executive Lounge of the PNP Multi-Purpose Center; and
b) Retiring PSSUPT down to NUP – Good for 60 to 100 persons,
depending on the number of retirees, to be served at the Aguirre
Hall of the PNP Multi-Purpose Center for Plan A and at the PNP
Swimming Pool area for Plan B.
14) Responsible for the checking of attendance of detailed parading

elements, in coordination with DPRM;
15) Conduct traffic management and parking security operations during
the activity; and
5. For guidance and strict compliance.
Original Signed
ROMMEL DF HEREDIA
Distribution:
D-Staff
P-Staff
OIC, IAS
Dirs, NSUs
RDs, PROs
Copy furnished:
Command Group
52
OFFICE OF THE CHIEF, PHILIPPINE NATIONAL POLICE
KAGALINGAN KASANAYAN
PSSUPT
PAPURI PAMPULISYA MABUTING ASAL
PSUPT
0-00000
PAGLILINGKOD MANLILIGALIG P/LUZON

PCINSP
PSINSP
P/VISAYAS P/MINDANAO NASALANTA
PINSP
NARRA BOX
53
Awards & Decoration

UGNAYANG MABUTING ASAL
PAPURI PAGLILINGKOD MANLILIGALIG P/LUZON
PAMPULISYA
0-00000
“SPO4 JUAN DELA CRUZ”

Given this 15th day of April 2012 at the National
Headquarters, Camp Crame, Quezon City.
9” x 12” Narra Box
54
ENCASED NUP LONG SERVICE MEMENTO
55
May 14, 2008

MEMORANDUM CIRCULAR
NUMBER 2008-004
POLICY IN ACCEPTING/RECEIVING AND GIVING OF GIFTS AND

MEMENTOS
1. REFERENCES:
a. R.A. 6713, as amended (Code of Conduct and Ethical Standards for Public
Officials and Employees);
b. R.A. 3019, as amended (Anti-Graft and Corrupt Practices Act);
c. PNP Integrity Development Review (IDR) Action Plan; and
d. Ombudsman Rules on Gifts and Benefits series of 2005.
2. PURPOSE:
This Circular prescribes the policies and guidelines in the giving and acceptance
of gifts and mementos by PNP units/personnel during PNP activities and ceremonies.
3. SCOPE:
3.1 This Circular shall apply to all personnel of the Philippine National Police.
3.2 The following shall constitute as within the purview of receiving and giving of
"gifts and benefits" as contemplated under this Circular:
a. Gifts and/or benefits received by the PNP as an institution from other

offices or organization, including grants and donations to enhance its effectiveness;
b. Cash or material rewards or prizes given by the PNP to its personnel

during Anniversary and Christmas celebrations;
c. Gifts exchanged on occasions of Christmas celebrations among PNP

members/units.
d. Performance-based rewards such as cash, scholarship grants, and

similar benefits granted to PNP personnel by appropriate government agencies, private
institutions, or national or international organizations.
4. DEFINITION OF TERMS:
a. Gift - refers to a thing or a right disposed of gratuitously, or any act of liberality, in

favor of another who accepts it, and shall include a simulated sale or an ostensibly
onerous disposition thereof.
56
b. Memento and Souvenir -- unsolicited gifts of nominal value given as a gesture of
diplomacy and courtesy and not in anticipation of, or in exchange for, a favor from
members of the Philippine National Police.
c. Receiving Gifts — the act of accepting directly or indirectly a gift from a person
other than member of his family or relatives, even on the occasion of celebration.
d. Benefit - refers to a right, privilege, entertainment, exemption or any other similar

act of liberality in favor of another.
5. POLICIES:
5.1 ON ACCEPTING/RECEIVING GIFTS BY PNP MEMBERS
a. Members of the PNP shall not, directly or indirectly, accept or receive any gift
or benefit from any party which may influence their official actions or which might
reasonably be perceived as influencing past, present or future performance of their official
functions.
b. In the course of the performance of their official functions, PNP personnel shall
not accept any fee or remuneration beyond what they are legally entitled to receive in
their official capacity in accordance with law.
c. PNP personnel may accept/receive plaques, certificates, souvenirs or other

tokens of appreciation or gratitude as appropriate to the occasion of official
visits/ceremonies in which it is made, provided that such plaques, awards or certificates,
and/or benefits will not influence their official action or will not reasonably be perceived
as intended to influence the PNP personnel in the performance of their official functions.
d. Members of the PNP who receive mementos/souvenirs from visitors shall

inform the Admin Officers of their respective units.
e. A registry of mementos and souvenirs shall be maintained by all Administrative

Officers of PNP Units.
f. The Admin Officer shall record the mementos/souvenirs in the registry

identifying the following- information:
1) Name and office of the giver;

2) Date of receipt;
3) Name of the recipient;
4) Nature of the occasion/visit; and
5) Description of the memento/souvenir.
g. The following souvenirs/mementos may be accepted by members of the

PNP:
1) given as token during official visits;
2) minimal in value (low-cost promotional objects, simple means);
3) within the normal standards of courtesy, hospitality or protocol; and
4) do not compromise or appear to compromise in any way the integrity of
the PNP.
h. Any act of members of the PNP that will constitute graft or corrupt practices or
which may lead thereto shall be proceeded in accordance with R.A. 3019 (Anti-Graft &
Corrupt Practices Act) as amended.
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5.2 ON GIVING OF GIFTS AND MEMENTOS
a. During official visits/activities and in accordance with PNP tradition, protocol

and ceremonies, PNP unit may give one memento to the guest or visiting dignitary which
shall symbolize the unit's appreciation and gratitude.
b. PNP units may give gift to visitors during PNP activities provided it should not
be more than one, of minimal value, locally produced or customarily given as a sign of
goodwill or respect for local custom and tradition. Such gift should not be wrapped when
presented to the receiving dignitary or guest.
c. PNP personnel may give to and/or receive from their fellow PNP personnel
token/gifts of nominal value appropriate to the occasion in which it is made. A gift shall be
considered nominal if it has a value of not more than Five Hundred Pesos (P500.00).
d. PNP personnel may give to and/or receive from their fellow PNP personnel
emergency contribution/assistance of reasonable value or amount in cases of death,
illness, and other similar situations as part of the PNP tradition to help a brother/sister in
need.
7. RESPONSIBILITIES:
1. Directors/Heads of Offices/Chiefs of Police/Commanders shall be directly

responsible for the strict implementation of this Circular.
2. The Admin Officers of all PNP Units shall submit a quarterly report to the
Office of the Chief Directorial Staff on the mementos/souvenirs received by their units.
8. PENALTY CLAUSE:
Any violation of this circular shall be a ground for disciplinary action, without
prejudice to the filing of appropriate criminal charges, if warranted, against the erring PNP
personnel.
10. EFFECTIVITY:
This Circular takes effect fifteen (15) days from the filing of a copy hereof at the
University of the Philippines Law Center in consonance with Sections 3 and 4, Chapter
2, Book Vll, EO No. 292, otherwise known as "The Revised Administrative Code of 1987,"
as amended.
Original Signed
AVELINO I RAZON JR
Chief, PNP
58
October 4, 2007
MEMORANDUM CIRCULAR
NUMBER 2007-10
GUIDELINES IN THE ACCEPTANCE OF DONATION OF TANGIBLE GOODS OR

ASSETS IN FAVOR OF THE PNP
1. REFERENCES:
a. General Accounting and Auditing Manual
b. Civil Code of the Philippines
c. Presidential Decree 1445, titled, "Ordaining and Instituting a Government

Auditing Code of the Philippines" dated June 11, 1978
2. OBJECTIVES:
a. To define preconditions and procedures in accepting donation of tangible

goods or assets in favor of the PNP.
b. Delegate levels of authority to sign acceptance of donation and give due

recognition to donors.
3. PURPOSE:
The circular prescribes the policies and guidelines in the acceptance of tangible
goods or assets to the Philippine National Police and proper disposition thereof.
a. Donation - is an act of liberality whereby a person, juridical entity, government

or non-government organization disposes gratuitously of a thing or right in favor of the
PNP, who accepts it.
b. Donor - any person, natural or juridical entity, government or non-government

organization that gives, donates, or presents goods or assets to the PNP.
c. Donee - as used in this circular refers to a PNP unit/office as recipient of a

donation, such as equipment/property needed by the PNP in furtherance of its mission.
d. Deed of Donation — an instrument in a form of public document whereby a

donor officially transfer possession and ownership/right over a specific thing or asset in
favor of a donee PNP unit/office wherein by virtue of such donation acquires legal
ownership/right over the subject donation.
e. Acceptance - it is an express act reduced in writing by which a PNP Officer

authorized by this circular to accept donation acceded to an offer of donation.
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f. Tangible Goods or Assets — as used in this circular, pertains to but not limited
to equipment, supplies, cash, movable or immovable property, regardless of its amount
or value needed by the PNP in furtherance of its mandated mission and functions.
5. POLICIES:
a. The authority to approve and sign for acceptance of donations for, and in
behalf of the PNP unit/office shall only be vested to the following officers:
(1) Chief, PNP

(2) Directors of D-Staff
(3) Directors of NSUs
(4) Regional Directors/District Directors
(5) Provincial Directors/City Directors
(6) Group Directors of Regional Mobile Group
(7) Chiefs of Police
(8) Station Commanders of NCRPO
b. Donations shall only be accepted if such act will redound to the benefit of
the PNP organization, particularly in the attainment of its goals and objectives.
c. The PNP shall only accept donations from legal or legitimate sources.
d. For purposes of accounting, and in order for the donation to be valid, it must
always be executed through a deed of donation where proper valuation of the donated
real property, equipment or supplies shall be determined for purposes of accounting and
recording in the books of account of the recipient PNP unit. In case of absence, proper
valuation thereof shall be determined by an appraisal committee to be created by
DL/RLD.
The Appraisal Committee shall be composed of the following:
1. Supply Accountable Officer

2. Concerned Supply Officers/PNCO
3. Concerned Budget and Finance Officer
4. Representative from COA
5. Representative from the Accounting Office
e. Entry into the Book of Accounts — Within fifteen (15) days upon acceptance
of the donation, Supply Officers shall enter the donated goods or assets into the property
book and submit a report to the Directorate for Logistics thru channel.
f. It is the policy of the PNP not to give special treatment to the donors or to
whoever facilitated the donation. As a result of such donation, the donor and the latter
shall not expect anything in return.
g. The donation shall only be used for "official functions or duties" of the PNP.
Chiefs of unit/office shall ensure strict adherence hereof.
h. The Donee shall, before accepting donations, ensure that equipment,

supplies or items and real properties donated are free from tax liens, mortgage,
encumbrances, and other obligations. Documents which do not entail financial expenses
may be secured with the assistance of donee.
i. On the actual date of acceptance of donation, the DL/RLD shall be

represented to observe the turn-over of donations to the authorized vested unit/office,
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and to be accompanied by the following representatives corresponding to the prescribed
equipment/property to be donated.
TMG for donation of motor vehicle

FED for donation of firearms
ES for donation of real/property
FS for donation of cash/fund
j. NHQ/RHQ representatives will serve as witness in the ceremonial turn-over

of donations and shall render After Activity report to the CPNP or RD in the case of PROs
thru channel.
k. Equipment/property donated to the PNP shall only be accepted when it is

made without any intention to defraud creditors and other parties in interest relative to the
subject or item of donation and that the donor has sufficient funds and properties reserved
for himself and his obligations.
6. PROCEDURES:
a.) In the Deed of Donation, the following terms of agreement must be verbatim
incorporated:
- A statement of the proposed use of the donation and any conditions

placed on its use by the donor;
- A statement of the authority for the PNP's use of the donation;
- A statement that the donation is a bonafide donation such that the donor
does not expect any special treatment from the PNP as a result of the donation.
b.) When any individual or juridical entity is determined to donate tangible

goods or assets for a particular unit of the PNP, a prior notice should be made by the
respective chiefs of office or commander to the next higher approving authority for his
approval and clearance.
On donation of the following equipment/property, the prescribed procedures must

be met:
I. MOTOR VEHICLE
(a) In donation of vehicle, the donor should transfer the deed of

donation, official receipt and certificate of registration to the donee.
(b) TMG shall assist the donee in speedy facilitation of transfer of

ownership, registration and shall certify that the donation is not included in the list of
carnapped vehicles.
(c) Concerned PNP Officers who are authorized to accept donations

shall ensure compliance to the standard markings, colors, and specifications of motor
vehicles as prescribed by DRD and existing NAPOLCOM Resolutions.
II. FIREARMS
(a) The donor shall submit a request for Authority to Purchase prior to
procurement of high-powered firearms (HPFAs) for processing at (FED) and subject to
approval by the C, PNP. The FED shall process and issue the Certificates of Registration
61
(licenses) of the firearms in the name of the Donee upon approval of the said Authority to
purchase in order to prevent their diversion to unauthorized users.
(b) Ownership of firearms donated must be with the PNP and said
firearm shall only be used by PNP personnel for official functions.
(c) DRD shall ensure that the donated firearms must comply with
standing NAPOLCOM Resolution. Directors/Chiefs of concerned Office shall ensure
compliance to such standard.
(d) No portion of the donated firearms shall be used or issued to the

donor or any other person/office aside from the PNP.
Ill. REAL PROPERTY
(a) Acceptance of Donated Lot. The Head of units/offices to whom the

property was offered shall prepare the Deed of donation which shall be signed by the
donor before a Notary Public. After due execution of the donation by the Donor, the Chief
of Office may accept the donation or the same shall be transmitted to the Chief, PNP for
acceptance (Attn: Directorate for Logistics, PNP) in eight (8) copies with the following
supporting papers:
1. Transfer Certificate of Title;

2. Lot location plan of the property duly certified by a
Registered Geodetic Engineer;
3. Tax Declaration (current);
4. Real Estate Tax Receipt;
5. Board/Sangguniang Bayan/Lungsod/Panlalawigan resolution confirming
the act of the Donor for LGU donated properties included in the resolution
is the juridical personality of the donor whether a corporation, LGU or
individual.
(b) In case the Chief of Office/Unit accept the donation, he shall submit
an original copy of the donation to the Directorate for Logistics copy furnish the Director,
PNP Engineering Service.
(c) The donor shall be notified of the acceptance and consummation of

the donation.
(d) Titling procedures according to classification of land are as follows:
For registered land (portion donated for the mother lot)
1. Conduct research and secure documents pertaining to the lot at

PNP, DENR or LRA.
2. Submit survey plan to DENR for approval
3. Payment of Taxes/Gov't Fees
4. Proceed to register of Deeds for application of TCT
For registered land (donation of whole as stated in TCT/OCT)
1. Conduct research and secure documents pertaining to the 1

lot at PNP, DENR or LRA
2. Payment of Taxes/Gov't Fees
3. Proceed to register of deeds for application of TCT
(e) For unregistered land thru judicial titling
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1. Conduct research and secure documents pertaining to the lot
at PNP, DENR or CRA
2. Conduct survey of property
4. Application for titling at the RTC
5. Publication
6. Hearing
7. Gov't Order from RTC
8. Issuance of Decree Number from LRA
9. Issuance of OCT at Register of Deeds
(f) For unregistered land thru Administrative Titling
1. Conduct research and secure documents pertaining to the lot

2. Conduct survey property
4. Secure Clearances from barangay, Municipal/City, DOH,
DPWH and etc.
5. Application for Presidential Proclamation with DENR
6. Issuance of Presidential Proclamation by the President
7. Application of Special Patent with the DENR
(g) If the purpose of the donated property is for the construction of police
station, if should conform to the requirements of the approved building type and standard
of police station based in its category and class.
IV. CASH/FUND
(1 ) Acknowledgement Receipt shall be issued by the Collecting Officer

of the Finance Service (FS, PNP NHQ) or the Regional Finance Service, in case of PROs
to the donor upon receipt of the donated fund.
(2) Funds donated whether in the form of cash or check in favor of the
PNP shall be deposited with Land Bank of the Philippines under the trust receipt account
opened for the purpose and its utilization shall be in accordance with the deed of donation
and/ or approved program of expenditures, as the case maybe.
(3) The donor shall be given an update upon procurement or completion

of the project as intended in the deed of donation.
(4) In case of inter-agency donations/funds transfer to the PNP, Finance

Service shall submit the Report of Checks Issued (RCI) and the Report of Disbursements
(RD) to report the utilization of funds.
(5) A separate subsidiary ledger shall be maintained for each account.
V. OTHER EQUIPMENT
Other tangible goods or assets donated not mentioned in the preceding

paragraphs, should comply with the requirements prescribed by applicable laws,
provisions of this circular and shall at all times be properly recorded, documented and
valuated.
a. Directors/Heads of Offices/Chiefs of Police/Commanders shall be directly

responsible for the strict implementation of this circular.
63
b. Regional Directors of PROs thru their respective Chiefs, Regional Logistics
Division shall ensure that all tangible goods or assets acquired thru donations within their
respective PNP unit/office are documented, reported to DL and properly entered into the
PNP property book.
c. DO, in coordination with DI, shall appraise the operational needs and
resources of Police Units against existing threats as basis for granting Authority to
Purchase HPFA and other special weapons.
d. DL shall issue supply directive for the issuance of the donated

equipment/property to the donee PNP Unit.
e. DI, IG and RID upon request of the concerned officer authorized to accept
the donation shall conduct background investigation on the donor to establish the source
and integrity of the latter.
f. Civil Security Group shall release the firearms procured only when there is
deed of donation executed by the donor in favour of the donee.
g. Provincial Directors/Heads of Offices/Chiefs of Police/Commanders thru

their respective Logistics Officer/PNCO shall ensure that all tangible goods or assets
donated shall be exclusively utilized in official PNP activities.
h. Directors/Heads of Offices/Chiefs of Police/Commanders shall give

appropriate recognition/appreciation to donor/s.
i. Supply Accountable Officers (SAO) shall ensure that all goods or assets
donated is recorded, documented and entered into the property book and furnish the
accounting office, copy of deed of donation with the corresponding valuation and other
supporting documents for recording in the books of accounts. Likewise, the Collecting
Officer shall record in his official cash book and do the same, in case of cash/fund
donations in favor of the PNP.
j. SAO and Logistics Officers should submit to B&FO, DL or respective RLD

the budgetary requirements for the maintenance of acquired equipment for inclusion in
the next budget proposal.
k. Directors/Heads of Offices/Chiefs of Police/Commanders shall ensure that

ail donated tangible goods or assets shall form part of their monthly report to higher
headquarters for evaluation and rating purposes.
l. Directors of concerned NSUs shall extend assistance to the donee in

processing the transfer/documentation of equipment/property donated to the PNP.
m. It shall be the responsibility of the Supply Accountable Officers (SAO) and

Logistics Officers (DL, RLD) to furnish the Accounting Division within fifteen (15) days
pertinent papers regarding the properties donated to the PNP to properly maintain the
PPE ledger cards in accordance with the provision of the Manual on New Government
Accounting System (NGAS) and in order to reconcile the property books and the
accounting books.
8. PENALTY CLAUSE:
Any violation of this circular shall be investigated and, if warranted by evidence,

appropriate criminal, civil, and administrative charges shall be filed against those who
may be responsible thereof.
64
9. EFFECTIVITY:
This Circular takes effect fifteen (15) days after publication.
Original Signed
AVELINO I RAZON JR
Chief, PNP
65
April 20, 2015
PNP MEMORANDUM CIRCULAR

No.: _2016-018_
GUIDELINES FOR UNIT COMMANDERS IN PROPOSING PROGRAMS,

PROJECTS, AND ACTIVITIES FOR INCLUSION IN THE DEVELOPMENT
PROGRAMS OF THE LOCAL GOVERNMENT UNITS
1. REFERENCES:
a. HWI of the CPNP; and

b. DBM-DILG-DSWD-NAPC Joint Memorandum Circular No. 7 dated
November 3, 2015 entitled “Policy Guidelines and Procedures in the
Implementation of the Grassroots Participatory Budgeting Process
(Formerly Called Bottom-Up Budgeting) for the Preparation of the FY 2016
Budget and Succeeding Years.”
2. SITUATION:
The maintenance of peace and order is the primary concern of the Philippine
National Police (PNP) in coordination with the Local Government Units (LGUs), and as
such, the LGUs are regularly programming peace and order and public safety plans,
projects, and activities including capital outlay for implementation in the locality.
However, most of the subordinate unit commanders such as Provincial

Directors and Chiefs of Police do not avail these LGU programs, projects and activities
(PPA) or are not even aware of them. This may be considered as lack of initiative on the
part of unit commanders to actively engage the support of the Local Chief Executives
(LCEs) to the PNP’s peace and security efforts.
As part of the PNP’s deliberate approach in crime fighting, it is important that

unit commanders should know other interventions beyond policy and make sure that they
know the mechanics on how to make use of it.
3. PURPOSE:
This Memorandum Circular (MC) sets forth the guidelines to be undertaken by

the concerned unit commanders in recommending programs, projects, and activities to
be included in the LGUs annual peace and order plans and programs and other special
development projects devolved to the LGUs for implementation.
a. Annual Operating Plan and Budget – a budget instrument that sets forth
the focus of efforts and commitments for the current fiscal year.
66
b. Bottom-up Budget (BuB) – is an approach to the preparation of agency
budget proposals taking into consideration the development needs of
cities/municipalities as identified in their respective local poverty reduction
action plans that shall be formulated with the strong participant of basic
sector organization and other civil society organizations.
c. Bub Projects – projects identified through the BuB program.
d. City Council (Sangguniang Panlungsod) – local legislating body that

formulates and passes ordinances and resolutions for the effective
administration of the City.
e. Civil Society Organizations (CSOs) – include non-government

organizations (NGOs), People’s Organization (POs), basic sector
organization, cooperatives, trade unions, professional associations, faith-
based organizations, media groups, indigenous peoples movements,
foundations, and other citizen’s groups which are non-profit and are formed
primarily for social and economic development to plan and monitor
government programs and other projects engage in policy discussions, and
actively participate in collaborative activities with the government.
f. Community Mobilizers (CMs) – are DILG personnel responsible for

mobilizing CSO participation in the BuB program. They are primarily
responsible for the conduct of the CSO assembly.
g. Gender and Development (GAD) – refers to the development perspective

and process that is participatory and empowering, equitable, sustainable,
free from violence, respectful of human rights, supportive of self-
determination and actualization of human potentials. It seeks to achieve
gender equality as a fundamental value that should be reflected in
development choices and contends that women are active agents of
development, not just passive recipients of development (MCW).
h. Grassroots Participatory Process – is a process through which priority

projects are identified jointly by local governments and communities/citizens
and are incorporated into the proposed budget of the national government
agencies submitted to Congress for approval.
i. Local Chief Executives – refers to the elected local officials such as

Councilors, Mayors, Vice Mayors, Governors and Vice Governors.
j. Local Poverty Reduction Action Plan (LPRAP) – the city/municipal plan

which contains programs and projects collectively drawn through a
participatory process by the LGU with CSOs and other stakeholders and
which will directly address the needs of the poor constituents and the
marginalized sectors in the city or municipality.
k. Local Poverty Reduction Action Team (LPRAT) – the group to

spearhead the formulation and monitoring of LPRAP.
l. Municipal Council (Sangguniang Bayan) – local legislating body that

formulates and passes ordinances and resolutions for the effective
administration of the municipality.
67
m. Peace and Order Fund – a portion of the General Fund of each LGUs
shared by various agencies handling peace and order concerns.
n. Provincial Board (Sangguniang Panlalawigan) – local legislating body

that formulates and passes ordinances and resolutions for the effective
administration of the province.
5. GUIDELINES:
The unit commanders, particularly the Provincial Directors and Chiefs of Police
shall undertake measures that are geared to strengthen partnership with the LGUs for a
sustained and coordinated implementation of peace and order programs, projects, and
activities in the locality and area of responsibility. The unit commanders shall undertake
the following:
a. For the local peace and order programs, projects, and activities:
1) Sustain good relationship with the LCEs, Provincial Board City, and
Municipal Councils;
2) Keep updated on any development of the LGU whereby the PNP may
be able to integrate programs or projects on crime prevention like
construction of police buildings, purchase of vehicles, equipment, and
conduct of trainings/seminars;
3) Establish linkages with the local Budget and Accounting Officers to

determine availability of funds and propriety of the proposed PPAs;
4) Seek technical assistance from the local planning and development

office for the crafting of PPAs aligned with the requirements of the
budgeting process;
5) Regularly prepare the Annual Operation Plan and Budget and submit on
time to the LCE and Sanggunian; and
6) Prepare to defend budget proposals during presentations to the local

law making bodies and be able to convince them of the necessity and
essence of the PPAs being proposed.
b. Other special programs or projects of the LGUs such as the GAD and
Bottom-up Budgeting Program
1) Coordinate with the LCE for possible projects that maybe included in the
BuB and the GAD programs;
2) Know the policy guidelines and procedures in the implementation of

special programs of the LGUs like the BuB and the GAD programs;
3) Coordinate with established machineries of the BuB program such as

LPRAT and CSOs for the sponsorship of the proposed PPAs;
4) Comply with the basic requirements of proposals submitted for

budgeting; and
68
5) Sustain linkages and coordination with institutions entities or bodies
involved in the budgeting program.
6. 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
RICARDO C MARQUEZ
Chief, PNP
Distribution:
RDs, PROs
Copy furnished:
Command Group
D-Staff
P-Staff
Dirs, NSUs
Annex A – Process Flow
69
BuB PROCESS FLOW
(Project identification until submission to DBM)
CSO ASSEMBLY
- Poverty analysis
- Identification of strategies to address
priority issues and concerns
- Election of CSO representative to the
LPRAT
LPRAP/ENHANCED LDC
WORKSHOP
- Formulate poverty reduction plan
- Come-up with the list of priority
projects to be funded under the BuB
SUBMISSION OF THE LIST OF

PRIORITY PROJECTS TO DILG
REGIONAL OFFICE
CONSOLIDATION OF THE
PROJECTS BY THE DILG
REGIONAL OFFICE
VALIDATION OF PROJECTS BY
THE RPRAT & NPRAT
SUBMISSION OF THE REVISED

LIST OF PRIORITY PROJECTS TO
DILG REGIONAL OFFICE
- SB Resolution
INTEGRATION OF THE LGU

PROJECTS IN THE BUDGET OF
PARTICIPATING AGENCIES
PROJECT IMPLEMENTATION
70
COMMAND MEMORANDUM CIRCULAR

No. 25-2014
SUBJECT: Permanent Telephone Number for Key Officers

and PNP Operations Centers
DATE : August 29, 2014
1. REFERENCE:
PNP P.A.T.R.O.L. Plan 2030 with ‘CODE P’ as a strategic focus and

reformation program to promote and enhance competence, discipline, excellence,
and professionalism in the police service
2. PURPOSE:
This Command Memorandum Circular (CMC) provides the guidelines and

procedures to be undertaken by concerned D-Staffs, Police Offices and Units in the
provision of an agency-wide mobile communication package that includes permanent
contact numbers and post-paid mobile subscription and telephone units for all Key
Officers (technically attached to their designations) and Police Operations Centers in
the country. With the vital role of communications in the field of police operations, it is
highly essential that this internal police infrastructure be upgraded constantly to meet
the requirements of modern times.
3. POLICY OBJECTIVES:
The objectives of this policy are the following:
a. To establish and maintain a reliable, dependable and cost-effective

cellular communication network among Philippine National Police Key
Officers and Police Operations Centers wherein each of them will be
assigned a permanent mobile number;
b. To establish and maintain a medium for the timely delivery of

information, directives, and other issuances from and among superior
officers to their subordinates and to provide subordinate commanders
a reliable means of relaying prompt response and feedback to their
superiors and/or the higher headquarters;
c. To establish a platform that will facilitate a paperless communication

system among PNP Key Officers and Police Offices/Stations; and
d. To establish and maintain a scalable, carrier grade and future proof

functional platform for a secured, easily recalled, accessible and
71
manageable nationwide Police Mobile Hotline Number for Cellular
phone users/subscribers.
4. SITUATION:
The PNP’s Anti Criminality Master Plan “Sandigan” prescribed the

comprehensive strategy to be undertaken by PNP Offices and personnel on crime
prevention, control and suppression. It also outlined the strategic concepts in the fight
against criminality to improve the delivery of police services and meet the expectations
of the community. Cognizant that the PNP needs the cooperation of the citizens to
promptly report crimes witnessed, and respond to calls of citizens for police assistance
as well as swiftly attend to other emergencies, the PNP endeavored to establish and
maintain a nationwide PNP Hotline Number.
In 1992, the PNP launched REACT 166 as the people’s direct link to the
police. Under the React 166 program, all police stations were directed to establish
and maintain REACT 166 telephone lines to receive calls for assistance and
complaints from the public and ensure prompt action by police authorities. SOP No 4
- REACT 166 was issued to prescribe the procedures in the detail of Duty Officers,
Telephone Operators and Radio Operators for REACT 166 that specified their duties
and responsibilities. The intent of the REACT 166 program, however, was not
realized. The police stations subscribed to telephone companies in their locality for a
telephone connection and the number that came with the connection served as the
REACT 166 line. As a result, instead of having a single National Police Hotline which
is supposed to be 166, a myriad of hotline numbers came about. The resultant
situation has provided the citizens of the locality a number to contact the police station
in their area, but they, however, had difficulty knowing, remembering and memorizing
the Police Hotline number in the other cities or towns of which they are not residents.
This was also an inconvenience and a complexity to travelers/tourists who might need
police assistance in the course of their journey.
The rapid growth in the communication industry, particularly the

development of mobile cellular telephones has further brought intricacies in the PNP
Mobile Hotline Program. The Filipinos, fast to adapt to technology with the phones
and services of cellular networks getting cheaper, eagerly caught on the trend. This
has greatly diminished the need for and even the relevance of the landline telephone
which has somewhat became outmoded and antiquated. As of 2013, there are
approximately 106 million SIM (Subscriber Identity Module) cards in use in the
country. It is estimated that there are 107 million cellular phone units available for the
94 million Philippine populace or a ratio of 114 phones per 100 citizens. These data
show that a large number of Filipinos have cellular phones that they are carrying with
them at any given time, whether they are at home, at work, or somewhere else. In
times of unfolding emergencies, the citizens will most likely use these devices to call
the police.
By virtue of Executive Order No 226 signed by then President Gloria

Arroyo on July 14, 2003, PATROL Hotline 117 was institutionalized as the nationwide
Emergency Hotline Number. Patrol 117 is managed by DILG and aimed to establish
an easy recall number that can be accessed by anyone, anytime, and anywhere in
the country in cases of emergencies. The Patrol 117 also aimed to monitor the
efficiency of 117’s responders’ network. A 117 call made from a landline number is
routed to a call center that contacts the major service responders depending on the
nature of the caller’s concern and the location of the caller. Calls to 117 made from
cellular phones are automatically routed to a call center located in the National Capital
Region. In addition, 117 calls are not free of charge. Therefore, cellular phone users
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in need of police assistance or immediate response are not likely to call 117 knowing
fully well that they will talk to a call center agent and not to a policeman.
At present, the PNP response units have no single, dedicated and fixed
contact number – a critical operational deficiency that has never been fully addressed
in the past 23 years of existence of the Philippine National Police.
Oftentimes, if PNP Key Officers are attending coordinative meetings with

government officials of other government agencies or having a dialogue with leaders
of civic groups or being interviewed by the media in an open forum, one of the most
often asked question is “What is the Police Hotline Number?” This is only indicative of
the clamor of the community for a medium wherein they could easily communicate
their concerns to the police.
Without a PNP-funded cellular post-paid plan program of Key Officers and

Police Offices nationwide, almost all operations centers and personnel will continue
to use cellular prepaid subscription or services. With this type of service, there is a
tendency among users to frequently change SIM/phone numbers for diverse reasons,
which often cause confusion and misunderstandings. The absence of a control and
management structure for such circumstances creates a domino effect on the chronic
problems in police communication. To best illustrate this situation is at the Philippine
National Police National Headquarters, National Operations Center (NOC) wherein
one employee’s job is to keep track of the contact details of Key Officers and update
a telephone directory of key officers and units.
The development of a Mobile Hotline System for the police organization

would be groundbreaking. This would provide easy and fast accessibility for the public
in cases of pressing emergencies and calls for police presence or assistance. This
will ensure and institutionalize a quick and timely police response in times of
emergencies. Ultimately, this will improve the effectiveness and efficiency of police
security services as well as reaffirm the organization’s capability, dependability and
reliability in its mission and commitment to serve the nation and the public.
5. EXECUTION:
a. Concept of Operations:
1) The PNP NHQ shall establish a system for assigning permanent

mobile phone numbers for its Key Officers and Operations Centers
by subscribing to a telecommunications provider under a single or
a multiple corporate account. The accounts that shall be subscribed
should be the most beneficial and cost-effective.
2) Key Officers will be issued a post-paid cellular number and

telephone unit to be used in the discharge of their official duties.
The post-paid cellular numbers and telephone units will be used in
receiving work-related notifications, guidance, instructions, and
other issuances from the NHQ, PNP Command Group, and other
offices.
3) The post-paid service and telephones shall be used by the Key

Officers to facilitate the direction and control of their subordinate
units. The Key Officers shall primarily use the cellular phone
services in sending reports on all events that affect the peace and
73
order situation in the country for the information of the PNP
Command Group through the NOC SMS Platform.
4) Aside from the Key Officers in the PNP Table of Organization, other
Officers deemed by their respective Offices to be of significant
position may also be issued post-paid cellular phone lines.
5) Another set of post-paid number and cellular telephones will be

issued to police offices and units that shall be deployed permanently
at their respective Operations Centers. These post-paid numbers
and cellular phones shall serve as the PNP Mobile Hotline that will
receive voice calls (and text messages) from the citizens in need of
immediate police presence or assistance. The post-paid cellular
numbers and phones stationed in the Operations Centers will be
enrolled as the recipient of routed calls from the nationwide and
carrier wide “Mobile Hotline” that will be developed by the cellular
phone network for the PNP.
6) Initially, and until such time that a separate regular budget for the
purpose has been allocated, the Monthly Subscription Fee for the
permanent cellular numbers for Key Officers and Operations
Centers shall be charged to the Communication item of the MOOE
of the offices/Units.
7) The subscription of post-paid cellular phones with the Telephone

Company/ies for the establishment and maintenance of permanent
telephone numbers for Key Officers and PNP Operation Centers
will be implemented in the following manner:
Phase 1: Preliminary/Preparation Phase (Approval Date + Seven

Days)
This phase involves the following steps:
a) Identification of the initial recipients of post-paid cellular service

and the total number of post-paid lines to be subscribed;
b) Study/Survey on the availability and strength of services of the
cellular phone providers in different localities;
c) Determination of essential requirements such as the number of
phone contacts that can be stored in a cellular phone
assignment of serialized phone numbers by office or by
geographical area, etc.;
d) Determination of the type/class of post – paid plan for the Key
Officers and Operations Centers;
e) Determination of a system of a Police Mobile Hotline for the
subscribers of the cellular phone company/network; and
f) Dialogues/Meetings with the representatives of cellular phone
companies/network.
Phase 2: Subscription and Distribution of Post-Paid Cellular

Phones for Key Officers (Approval Date + 14 Days)
This phase involves the actual subscription of the post-paid cellular

services with the telephone company/network (TelCo) that meets the requirements of
74
the PNP. This phase also involves the signing of the Memorandum of
Agreement/Understanding binding the TelCo to start the development of a
system/software for the Police Mobile Hotline for its subscribers. The TelCo shall then
make this service available to its subscribers within an agreed prescribed period.
Phase 3: Subscription and Deployment of the “PNP Mobile

Hotline” (Approval Date + 180 Days)
This phase involves the last batch of subscription of the cellular phone
lines which will be established and maintained in the different PNP Operations
Centers and will serve as the receiver of routed/forwarded voice calls from the “PNP
Mobile Hotline” established by the TelCo.
Phase 4: Upgrading of Subscription (Approval Date + 365 Days)
This phase involves the upgrading of the subscription from Text +

Voice Plan to Text + Voice + Data Plan. Key Officers who are issued with permanent
numbers shall now have the capability of sending reports/documents by email through
their cellular phones or submit a report to a web/net based database that mighty be
established and maintained by the NHQ.
b. Tasks:
1) DO
a) Supervise the implementation of this CMC;
b) Lead Office in the conduct of all activities stated in the different
Phases of the implementation of the project;
c) Coordinate with the National Telecommunications Commission
for the assignment/designation of a special, unique number that
will be used as PNP Mobile Hotline; and
d) Perform other necessary activities and tasks in coordination with
other concerned D-Staff for the realization and implementation
of the project.
2) DC
a) Initiate the process of including the budget for the payment of
the cellular post-paid lines in the annual budget of the PNP;
b) Responsible in determining the best subscription plan for Key
Officers and Operations Center under a single or multiple
corporate account, whichever is applicable in coordinate with
other concerned D-Staff and Offices;
c) Cause the deduction from the MOOE-Communication Expense
Item of the Unit/Office/Stations an amount commensurate to the
number of subscriptions chargeable to them;
d) Cause the distribution of the subscribe post-paid cellular phones
to the different offices;
e) Ensure that the Monthly Subscription Fees (MSF) of the account
are paid on time; and
f) Perform other necessary activities and tasks in coordination with
other concerned D-Staffs for the realization and implementation
of the project.
3) DPL
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a) Devise a system of assigning cellular phone numbers, either by
offices and/or by geographical area, to the PNP Officers who are
recipients/users of the post-paid cellular phone services; and
b) Perform other necessary activities and tasks in coordination with
of the project.
4) DICTM
a) Assist the DC in determining the best specification of the cellular
phone units that comes with the cellular post-paid line
subscription;
b) Devise a system pertaining to the storage/encoding of Contacts
in the Cellular Phones for the TelCo to implement;
c) Conduct a survey/inspection of PNP Offices/Building and initiate
actions for the installation of cellular phone signal boosters if
necessary;
d) Facilitate the programming of the Cellular Phones, if needed,
prior to its distribution to its intended recipients;
e) Create and or search for applications/systems/programs that
may be used to enhance the capability of the cellular phones
such as the use of Windows PC as a remote dialer to manage
incoming/outgoing calls and record incoming calls;
f) Search or create and install in the cellular phones an application
that prohibits outgoing calls to phone numbers belonging to
other cellular networks than that of the subscribed network (so
that no additional charges shall be added to the MSF); and
g) Perform other necessary activities and tasks in coordination with
of the project.
5) Other D-Staff/PROs/NSUs
a) Cause the distribution of the post-paid cellular lines and
telephones to intended officer-recipients under its supervision;
b) Ensure that the issued post-paid cellular lines and telephone
units are utilized by the recipients/users under its
command/control, primarily in the performance of their official
duties/functions;
c) Formulate guidelines/policies to ensure that recipients/users of
the post-paid cellular phone will not exceed the limit of the
monthly subscription fee (MSF) and, in case of excess, cause
the collection of the payment for the additional charges and
cause its remittance to DC;
d) Formulate a feedback mechanism and/or validating system to
determine whether calls/callers to the PNP Mobile Number
received and processed by their respective Operations Centers
are attended with dispatch and to the satisfaction of the callers
and/or up to the standards established by the PNP; and
e) Perform other necessary activities in coordination with other
concerned D-Staff and Offices/Units for the realization and
implementation of the project.
c. Coordinating Instructions:
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1) Unit Commanders may request additional post-paid subscription
lines/units provided that the total monthly subscription fee shall not
exceed the allocated funds for the communication services item of
their MOOE;
2) The post-paid cellular phone numbers will be issued to Police

Officers based on their designation as determined by DPL to be a
Key Position. The user of the post-paid cellular line and telephone
must turn over the unit to his/her replacement upon relief from the
position. Property further dictates that his/her replacement receives
the phone in mint working condition with no standing balance over
the MSF;
3) Unit Commanders/Head of Offices/Units must ensure that Officers

who are recipients/users of the post-paid cellular services will not
turn off the cellular phones and must, at all times, answer calls
promptly;
4) End users of the cellular phone units with dedicated permanent

number for Key Officers should desist in making calls to other
networks as it will entail additional costs to the MSF; and
5) Lateral and vertical coordination are highly encouraged.
6. RESCISSION:
All existing directives and other issuances that are contrary to or

inconsistent with this CMC are hereby rescinded and or modified accordingly.
7. EFFECTIVITY:
This CMC shall take effect immediately.
Original Signed
ALAN LA MADRID PURISIMA
Chief, PNP
Distribution:
Command Group
D-Staff
P-Staff
NSUs
PROs
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DIRECTORATE FOR POLICE COMMUNITY RELATIONS
MEMORANDUM
FOR : TDCO/Chairman, Critical Incident Management Committee (CIMC)
THRU : TACDS _Sgd Feb 21,2014
Chief, NOC/Head Secretariat, CIMC _Sgd_
FROM : OIC, DPCR/Chairman, Sub-Committee on Disaster Management
SUBJECT : IMPLAN “SAKLOLO 2014” (Policing During Disaster)
DATE : February 19, 2014
1. References:
a. PNP Memorandum Circular No. 2013-021 re Critical Incident

ManagementOperational Procedures (CIMOP) dated December 13,
2013;
b. LOI 35/10 “SAKLOLO Revised 2010” dated August 20, 2010;
c. REPUBLIC Act 10121 (The Philippine Disaster Risk Reduction and
Management Act of 2010) dated May 27, 2010.
2. This pertains to IMPLAN “ SAKLOLO 2014” (Policing During Disaster) in

support to the government’s current disaster risk reduction and management efforts and
in accordance with the PNP’s Critical Incident management Operational Procedures
(CIMOP).
3. In this connection, forwarded for your information is the signed IMPLAN

“SAKLOLO 2014” (Policing During Disaster).
Original Signed
MANUEL BACKONG FELIX
Police Chief Superintendent
Copy furnished:
DO
78
DIRECTORATE FOR POLICE COMMUNITY RELATIONS
SUBJECT: IMPLAN “SAKLOLO 2014"

(Policing During Disaster)
DATE : January 30, 2014
1. REFERENCES:
a. PNP Memorandum Circular No. 2013-021 re Critical Incident

Management Operational Procedures (CIMOP) dated December 13,
2013;
b. LOI 35/10 “SAKLOLO Revised 2010” dated August 20, 2010;
c. REPUBLIC Act 10121 (The Philippine Disaster Risk Reduction and
Management Act of 2010) dated May 27, 2010.
2. SITUATION:
The geographical location of the Philippines, being situated between the

Pacific and Eurasian Plates, makes it a constant target of highly destructive natural
disaster and calamities, such as storm surges, floods, tidal waves, landslides, volcanic
eruptions and earthquakes. With at least 22 tropical storms traversing every year and
compounded periodically by high-intensity earthquakes in an average of six years, the
country experienced the dislocation of thousands of families, loss of many lives, massive
destruction to property and agricultural products, and tremendous effect on its economy.
With the increasing damage caused by these natural disasters, the

Philippine Government enacted into law Republic Act 10121 on May 27, 2010, which
further strengthens the Philippine Disaster Risk Reduction and Management System,
provides for the National Disaster Risk Reduction and Management Framework, and
institutionalizes the National Disaster Risk Reduction and Management Plan.
In order to keep abreast with the national government’s enhanced

concepts on disaster risk reduction and management system, the Philippine National
Police (PNP) revisited and revised its disaster preparedness and response
operations which led to the crafting of the Policing during Disaster.
For purposes of this IMPLAN, natural disaster shall include but not limited
to floods, typhoons, storm surge, tidal waves, tsunamis, drought, volcanic eruptions,
earthquakes, landslides and other natural disasters that may lead to colossal loss of lives
and properties.
3. MISSION
The PNP, as a member agency of the National Disaster Risk Reduction

and Management Council (NDRRMC) which is the principal policy-making and
coordinating body, shall conduct disaster risk reduction and management activities
through a three-stage approach, namely, Pro-active Assessment Stage, Disaster
79
Incident Management and Support to Recovery and Rehabilitation efforts. This will be
supervised by the PNP Critical Incident Management Committee headed by The Deputy
Chief, PNP for Operations (TDCO) and to be carried-out by TDPCR as Chairman/Task
Coordinator, PNP Sub Committee on Disaster Management (PNP SCDM).
4. EXECUTION:
The PNP shall observe the concept of disaster risk reduction and
management program of the NDRRMC, being the principal policy-making and
coordinating body, in the operationalization of its three-stage disaster preparedness and
response operations to be executed by TDPCR, Chairman/Task Coordinator, PNP Sub-
Committee on Disaster Management (PNP SCDM) as stipulated under Memorandum
Circular Number 2013-021 re Critical Incident Management Operational Procedures
(CIMOP).
A. Concept of Operation:
This IMPLAN shall adopt the three-stage disaster preparedness and

response operations, namely: Pre-Disaster Stage (Pro-active Assessment Stage),
Disaster Response Stage (Disaster Incident Management) and Post-Disaster Stage
(Support to Recovery and Rehabilitation efforts) (See Annex “A” – 3-Stage Disaster
Preparedness and Response Plan).
1. Pre-Disaster Stage – Pro-active Assessment (Level 1 – Green). The

Pre-Disaster Stage is categorized into two: Before Alarm and After Alarm. When there
are no disasters or calamities, the following shall be undertaken:
a. Before Alarm – A year-round activities in preparation for a disaster.
a.1. Participate in disaster drills simulation exercise (earthquake,

fire, etc.) and trainings;
a.2. Capability enhancement through procurement of Search and
Rescue Equipment upon the availability of funds;
a.3. Periodic auditing and inspection of Search, Rescue Retrieval
Personnel and Equipment to ensure operational readiness;
a.4. Assist in the conduct of risk-mapping and identification of
disaster prone areas;
a.5. Identification of evacuation routes and evacuation centers for
the public and family of PNP first responders;
a.6. Identification of vital installations and business establishment
prone to looting;
a.7. Production and distribution of Information Education
Campaign materials;
a.8. Assistance to community organizational work for other
community mobilization activities; and,
b. After Alarm – When there is an official forecast of an incoming

natural disaster in the country from the Philippine Atmospheric,
Geophysical and Astronomical Services Administration (PAGASA),
Philippine Institute of Volcanology and Seismology (PHIVOLCS) and
other government disaster advisory councils, the following are the
things to be done after the pronouncement of an impending disaster:
b.1. Forced evacuation for PNP first responder families and direct
them to proceed to the PNP evacuation centers;
80
b.2. Assist in the forced evacuation of civilians as requested;
b.3. Reinforcement of PNP buildings/establishments;
b.4. Alert all PNP Personnel and prepare and inspect SRR
equipment for deployment;
b.5. Coordination and linkages with LDRRMC.
2. Disaster Response Stage – Disaster Incident Management (Level 2-

Red). When the disaster occurs after an official forecast or when an unexpected natural
disaster suddenly occurs in the country, hereunder are the activities to be undertaken:
a. Activation of the following:
a.1. Disaster Incident Management Task Groups at the

appropriate level prior to the expected landfall;
a.2. PNP Sub-Committee on Disaster Management;
a.3. PNP National Disaster Operations Center at the PNP
National Operations Center – Situation Monitoring Room;
a.4. Incident Command Post by Task Groups whose area is hit
by the disaster.
b. Support NDRRMC in policing during disaster;
c. Assistance to forced relocation/evacuation of residents in
disaster-prone areas;
d. Conduct of appropriate disaster response and police intervention
in support to LDRRMC.
3. Post-Disaster Stage – Support to Recovery and Rehabilitation

Efforts (Level 3 – White):
a. Law and Order;

b. Security during relief operations; and,
c. Security and traffic management operations.
PNP Sub-Committee on Disaster Management (PNP SCDM)
The PNP SCDM shall be organized and will be composed of the seventeen Police
Regional Office Disaster Incident Management Task Group (PRO DIMTG) supported by
a PNP National Headquarters Disaster Incident Management Task Group (PNP NHQ
DIMTG) and be placed under the command and control of TDPCR as the Chairman/Task
Coordinator. (See Annex “B”- Organizational Structure of PNP SCDM).
The PNP SCDM shall conduct pre-disaster preparedness activities. They may be
deployed as well in the disaster/calamity area to conduct search and rescue operation,
evacuation and relief operations, emergency medical services, and security and traffic
management operation as the situation warrants in support and coordination with the
NDRRMC.
Police Regional Offices down to the Provincial, City/Municipal Police Station level,
shall exercise primary responsibility in the conduct of disaster preparedness, risk
reduction and disaster management operations at their respective areas through their
respective Disaster Incident Management Task Group, supported by NSU Regional
Offices and in coordination with the Regional Director of the Civil Defense as Regional
Chairman. At the Provincial, City and Municipal levels, respective Provincial/City Police
Directors and Municipal Chiefs of Police shall initiate disaster preparedness, risk
reduction and disaster management operations in coordination with the Local Disaster
Risk Reduction and Management Council (LDRRMC), as stipulated under RA 10121.
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The Disaster Incident Management Task Groups (DIMTGs) shall be established
at the Regional, District, Provincial, City/Municipal level with the Deputy Regional
Director for Operations (DRDOs), Deputy Provincial Directors for Operations
(DPDOs) and the City/Municipal Chiefs of Police (COPs) as Incident Commanders,
respectively. (See Annex “C”- Organizational Structure of PRO DIMTG)
NATIONAL HEADQUARTERS DISASTER INCIDENT MANAGEMENT TASK

GROUP (Annex “D” – Organizational Structure, PNP NHQ DIMTG)
The Chairman/Task Coordinator SCDM directs PNP NHQ DIMTG National

Headquarters Disaster Incident Management Task Group (NHQ DIMTG) as special
operating task group to assist the PRO DIMTG. Under the NHQ DIMTG Command Group
are three (3) main groups, namely: Operations and Plans, Budget and Logistics; and
Administrative Staff.
The following Units/Offices shall compose the NHQ DIMTG:
i. NHQ DIMTG INCIDENT COMMANDER AND STAFF

1. Special Action Force
2. Police Community Relations Group (PCRG)
3. Directorate for Integrated Police Operations (DIPOs)
4. Public Information Office (PIO)
ii. NHQ DIMTG OPERATIONS/PLANS:
Sub-Task Group Search, Rescue and Recovery (STG SRR)
1. Special Action Force

2. Maritime Group
Sub-Task Group Evacuation and Relief Operations
1. Police Community Relations Group (PCRG)

2. Other NSUs (HSS, ITMS, HS, FS, TS, SAD, LSS)
Sub-Task Group Security and Traffic
1. Highway Patrol Group (HPG)
Sub-Task Group Investigation and Victim Identification
1. Criminal Investigation and Detection Group (CIDG)

2. Crime Laboratory Group (CLG)
3. Other NSUs (IG, PSPG, CSG, AKG)
iii. BUDGET AND LOGISTICS
1. Directorate for Comptrollership
Sub-Task Group Logistics and Engineering Service
1. Logistics Support Service (LSS)

2. Engineering Services (ES)
Sub-Task Group Medical Service
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1. Health Service (HS)
Sub-Task Group Communication Service
1. Communication and Electronic Service (CES)
Sub Task Group Transportation
1. Directorate for Logistics (DL)

2. Logistics Support Service (LSS)
iv. ADMINISTRATIVE:
Sub Task Group Personnel Management
1. Directorate for Personnel and Records Management (DPRM)
Sub Task Group Legal Assistance
1. Legal Service
INCIDENT COMMAND SYSTEM & CLUSTER APPROACH MECHANISM

CONCEPTS
The NDRRMC Cluster Approach Mechanism in disaster management is a

globally accepted mechanism aimed to address the needs and enhance the quality of
humanitarian action, improve the effectiveness of response, ensure greater predictability
and accountability, and strengthen the partnerships between government and
non-government agencies. The NHQ DIMTG complements the clusters in disaster
management to ensure a more coherent and effective disaster response with the different
government agencies. In view of this, specific PNP units are tasked as the representative
/ Office Primarily Responsible (OPR) to the different NDRRMC Clusters. The PNP
memberships in 7 clusters are: Search, Rescue and Retrieval, Management of the Dead,
Food and Non-Food Items, Camp Management, Health, Emergency Telecommunications
and Logistics. (see Annex “E” – PNP Cluster Approach Chart).
The Incident Command System (ICS) utilizes all available government

personnel and logistics for public safety. When a disaster occurs, the ICS immediately
sets up the Incident Command Post (ICP) to establish presence in the impact area. The
ICP is the most visible form of government authority to address the safety of the affected
and disoriented public. In practice, the Local Chief Executive is the Responsible Person
who usually designates the Chief of Police/Provincial Director or nearest Military
Commander as Incident Commander in times of disaster. Crisis management procedures
are followed in the ICS.
In comparison, both the ICS and Clusters maintain a certain level of

preparedness at the pre disaster phase. The Clusters, however, may not mobilize as fast
as an ICP because of the various government and non-government
organizations that comprise it. The level of ICS activity may decrease or end only
upon the approval of the Responsible Person based on the Incident Commander’s
recommendation. At this time, ICP personnel and logistic missions may be converted or
turned over to the Clusters. Eventually, the activity level of continues form recovery to
normalization. After which, level of activity ceases and returns to a certain level of
preparedness. (See Annex “F” – ICS and Cluster Relationship).
83
B. Tasks:
1. The PNP Line Units Protocol on Natural Disaster is attached to serve as a

Quick Look Guide on the activities to be undertaken by PNP
personnel assigned at the Police Provincial Office down to the City/
Municipality Police Station before, during and post disaster. (see Annex
“G” – Line Units’ Protocol on Natural Disasters).
2. Strategic Information Matrix (SIM) shall be updated daily by

commanders on the ground/ City/Municipal Police Stations in coordination
with Local Disaster Risk Reduction and Management Council (LDRRMC)
and submit said SIM to higher headquarters without further delay. (see
Annex “H” - Strategic Information Matrix)
3. The PNP National and Regional Offices’ Protocol on Natural Disaster is

attached to serve a Quick Look Guide on the activities to be undertaken
by PNP personnel assigned at the National Headquarters and Regional
Headquarters before, during and post disaster. (see Annex “I” – PNP
National and Regional Offices’ Protocol on Natural Disasters in the
NDRRMC Cluster Approach).
a. Other D-Staff :
a.1 Provide staff functions to the PNP Sub-committee on

Disaster Management (PNP SCDM) that falls under their
respective interests;
a.2 Perform other tasks as directed.
b. Other NSUs:
b.1. Provide appropriate support to the PNP Sub-Committee on

Disaster Management (PNP SCDM), DIMTG and the
Regional, District, Provincial/City and Municipal Disaster
Incident Management Task Groups which falls under their
respective organizational function/task; and
b.2. Perform other tasks as directed by higher authorities.
c. RDs, PROs 1-13, COR, ARMM, NCRPO
c.1. Main Implement the application of the three-stage Disaster

Preparedness and Response Plan in their respective
regional jurisdiction down to the District, Provincial, City and
Municipal level, and the operationalization of respective
Search, Rescue and Retrieval (SRR) Plans as deemed
applicable and supervise the PNP Line Units’ Protocol
implementation;
c.2. Designate the Deputy Regional Director for Operations
(DRDO) as the Incident Commander, PRO Disaster Incident
Management Task Group and the Chief, Regional
Operations and Plans Division (ROPD) as the Deputy
Incident Commander;
c.3. Act as first responders to their AOR in the conduct of search,
rescue and retrieval operation, evacuation and relief
84
operation, emergency medical services, and security & traffic
management operation in coordination with the Regional
Disaster Risk Reduction and Management Council;
c.4. Immediately conduct road clearing operations and secure
the major supply routes in the disaster affected areas to give
way to relief operations as soon as possible.
c.5. Provide for the initial relief goods needed by the PNP
personnel before and during a calamity and then afterwards
DC shall provide the funds.
c.6. Establish a PNP evacuation center for PNP 1st responders’
families.
c.7. Maximize utilization of Barangay Peacekeeping Action
Teams (BPATs) Components, particularly the Disaster
Management Component, as well as private institutions and
other service-oriented groups to create a wider scope of
operational support and assistance;
c.8. Conduct fortnightly inventory of SRR equipment, facilities,
and supplies as well as regular SRR training of personnel;
c.9. Enhance capability of Regional, District, Provincial/City
Public Safety Battalions/Companies to perform additional
functions as Disaster Response Units through regular SRR
trainings as the situation may require;
c.10. Identify appropriate staging areas (primary, secondary) to
accommodate heavy equipment and SRR assets (air, sea,
land) to be mobilized by foreign countries and international
agencies as the situation warrants;
c.11. Establish Police Regional Disaster Operations Center
(PRDOCs) which shall provide timely updates of disaster
events to the National Disaster Operations Center (NDOC);
c.12. As a member of the Regional Disaster Risk Reduction and
Management Council, provide advice and appropriate
recommendations to the Chairman, Regional Disaster Risk
Reduction and Management Council on disaster
management as stipulated under RA 10121; and c.13.
Perform other tasks as directed by higher authorities.
C. Coordinating Instructions:
1. Augmentation personnel deployed in disaster stricken areas must

be self-sustaining and shall always be accompanied by Medical and
PCR teams;
2. In disaster affected areas, prioritize the clearing of roads, airports

and seaports to make way for search and rescue units or relief goods
to be immediately delivered to where they are needed most.
3. In the conduct of disaster/relief operations, security and safety of

personnel shall always be the primary concern.
4. An Incident Command Post shall be designated accordingly.
5. All tasked units shall operate on their existing logistical and financial
allocation. NHQ PNP shall provide additional logistics and financial
support on a case to case basis.
6. Timely reports on police operations during disaster should be sent

to higher headquarters through the National Operations Center (NOC).
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Action photos should be immediately posted in twitter and other forms
of social media for public perusal.
7. All NHQ-based tasked units shall provide appropriate number of

uniformed personnel (PCOs & PNCOs), as the Chairman/Task
Coordinator SCDM may require, as Duty Detail at the Situation
Monitoring Room.
8. To distinguish PNP personnel from other responders, SAR/SRR

Uniform shall be worn in all police operations during disaster.
9. Coordination between echelons of the civilian organizations and

military units are encouraged.
10. Not affected adjacent PNP units or stations are the secondary
responders and the NSUs will follow when situation warrants.
11. PNP Units/Offices tasked as OPR to the NDRRMC Clusters shall

coordinate with the Cluster Lead Government Agency. Said units shall
attend Cluster Meetings as called for by NDRRMC.
12. Level of response of all task groups shall be done as much as possible
at the lowest level and only seek assistance to the next level when
resources (manpower and material) are not enough to manage
the disaster incident. The activation of the respective DIMTGs shall be
in accordance to the guidelines set forth in this IMPLAN. (See Annex
“J”– Level of Activation of DIMTGs)
13. This IMPLAN serves as a minimum guide to be followed by PNP Units.
5. RESCISSION:
All issuances, memoranda, directives, rules and regulations issued by the

PNP that are contrary to or inconsistent herewith are hereby rescinded and /or modified
accordingly.
Original Signed
LINA CASTILLO SARMIENTO
Police Director
ATTACHMENTS:
Annex “A” - 3-Stage Disaster Preparedness and Response Plan
Annex “B” - Organizational Structure of PNP SCDM
Annex “C” - Organizational Structure of PRO DIMTG
Annex “D” - Organizational Structure, NHQ PNP DIMTG
Annex “E” - PNP Cluster Approach Chart
Annex “F” - ICS and Cluster Relationship
Annex “G” - PNP Line Unit Protocol on Natural Disasters
Annex “H” - Strategic Information Matrix
Annex “I” - PNP National and Regional Offices’ Protocol on Natural Disasters
Annex “J” - Level of Activation of DIMTGs
DISTRIBUTION:
Command Group RDs, PROs
D-Staffs DIPOs, Dirs, NSUs
P-Staff NDRRMC
86
87
Annex “B”
PNP SCDM ORGANIZATIONAL STRUCTURE
TDCO
Chairman
PNP NHQ CIMC
TDO
Vice-Chairman
Members: TDPRM, TDI,
C, NOC, DO
TDO, TDL, TDC,
Head Secretariat
TDIDM, TDPCR
PNP SUB-COMMITTEE ON DISASTER PNP SCDM

MANAGEMENT (PNP SCDM)
TDPCR – Chairman/Task Coordinator)
DDPCR – Deputy Chairman
Members:
DPRM, DI, DL CAD, DPCR
DPL, DC, DIDM, DHRDD Secretariat
DRD, DICTM, NOC
PRO DIMTG NHQ DIMTG RESERVED NSUs

Concerned D, SAF – TG Commander IAS, LS, AVESEGROUP, PRBS,
Regional CHS
NSUs
PPO/CPO DIMTG
Tasked NSUs
(SAF, PCRG, MG, CIDG,
CLG, HPG, PSPG, CSG,
City/Police Station IG, ITMS, HSS, LSS,
DIMTG CES, HS, FS, TS,
ES, PIO, AKG,
88
Annex “C”
PNP DISASTER INCIDENT MANAGEMENT TASK GROUP (DIMTG)
Organizational Structure at PRO/PPO/CPO/CPS/MPS
Incident Commander-
RDRRMC DRDO
Dep IC- C,ROPD
Advisory Group
RCDS & All R-Staff
Public Information Officer Liaison Officer

C, RPIO C, RPCRD
Safety Officer
C,IOS,RPRCD
Budget and Logistics Staff ADMIN Staff

Operation/Plan Staff
C, RLD C, RPHRDD
C, RPCRD
STG Budget & Fiscal

STG Search & Rescue AC, RCD STG Personnel Management
BC, RPSB C, RMS
STG Logistics & Engrg Service
STG Evacuation & Relief
AC, RLD STG Legal Assistance
C, RHS
C, RLS
STG Security & Traffic STG Medical Service
C, RHPG RHS
STG Investigation & Victim STG Communication Service

Identification R, CES
AC, RDIDM
STG Transportation Service
Other concerned NSUs AC, RLD
Other Gov’t Agencies Other concerned NSUs
Other Gov’t Agencies
89
90
ANNEX “E”
PNP CLUSTER APPROACH

CHART
Note: The PNP Units indicated are the official representative to the respective NDRRMC CLUSTER
91
ANNEX “F”
CLUSTER
ICS
D
92
Annex “G”
PNP Line Units’ Protocol on Natural Disasters
93
Annex “G”
PNP Line Units’ Protocol on Natural Disaster
The Chief of Unit is the over all supervisor assisted by the Deputy, especially in the unit’s coordination efforts and report preparation
Admin □ Organizes Disaster Incident Management Task Group (DIMTG) and Search, □ Issues and files Office
Rescue and Retrieval (SRR) Teams Orders
□ Reminds all 1st responders to secure/evacuate their family to safe area
before disaster strikes
□ Requests for additional personnel from other units if necessary
Intelligence □ Coordinates with Local Disaster Risk Reduction and Management Council □ Updates Security Survey
(LDRRMC) to survey all critical infrastructures. Uses Security Survey Reports Report with updated
and Strategic Information Matrix (SIM) attached as reference pictures of infrastructure
before disaster.
Operations □ Coordinates with the LDRRMC, PAG-ASA /Project NOAH, PHIVOLCS and □ Prepares After Activity
other government agencies for advisory and identification of hazard areas. Report
□ Assists in the dissemination of sea travel advisory to sea crafts. □ Tweets pictures of Pre-
□ Provides traffic advisory to prevent motorists from entering the danger Disaster activities,
zone/restricted areas. tag@pnpdpcrcad
□ Assists in forced relocation/pre-emptive evacuation of residents in flood-prone
/landslide prone areas in coordination with corresponding LDRRMC and other
concerned agencies.
□ Patrol base located near rivers or bodies water should be evacuated in case
of possible flash foods. Likewise, those located near mountains and hills
should be evacuated in case of possible landslides;
P
□ Prepares/Plan for immediate/emergency evacuation using the pre-designated
R
escape routes towards designated evacuation centers or to higher grounds in
E
coordination with concerned government agencies.
□ Prepares a Contingency Plan for the “Worst Possible Scenario”.
D
□ Institutes police visibility in vacated areas.
I
□ Provides security at designated Evacuation Centers.
S
□ Prepositions Search, Rescue and Retrieval (SRR) Teams and available
A
medical teams for timely and rapid response if needed.
S
□ Activates the DIMTG as the situation may require and in coordination with the
T
LDRRMC (Refer to “IMPLAN SAKLOLO 2014” for the Level of Activation of
E
DIMTGs.
R
□ Maintains contact with lower, adjacent and higher units.
□ Maintains peace and order.
(A
F
Logistics □ Strengthens resilience of emergency telecommunications. Brings down □ Updates Property and
T
antennas. Equipment Inventory
E
□ Ensures readiness of the SRR equipment and supplies to support operational
R
requirements (eg. rubber boat, utility rope, floating device, multi-tool items,
30L of GOL for generator, flashlights with extra battery, communications
A
equipment, first aid kit, MRE, etc.).
L
□ Reinforces the Police Station/Office to ensure that it can withstand the strong
A
winds. Secures the building by using tie-downs, anchoring, putting straps or
R
braces, sand bagging, and putting plasters or storm shutters to protect glass
M)
windows, etc.
□ Removes any metal, stone or large decorations/hangings from the exterior
design of the building. These will become projectiles in strong winds, etc.
□ Puts important documents and equipment (ex. Computers, printers, scanners,
etc.) in a water proof container.
□ Requests and receives SRR equipment from higher offices, LGUs and NGOs.
PCR □ Coordinates with the LDRRMC, PAG-ASA/Project NOAH, PHIVOLCS and □ Tweets pictures of Pre-
other government agencies for advisory. Disaster activities,tag
□ Assists LGU in alerting residents thru previously established warning system: @pnpdpcrcad.
□ Patrol car sirens; □ Prepares After Activity
□ Ringing of church bells; Report
□ Use of megaphones.
□ Local Radio Broadcasts
□ Gets support from concerned private sectors and volunteers to help monitor
and disseminate weather reports to other force multipliers every 4 hours and
require them to preposition their Barangay SRR assets for deployment and
advises all 1st responders to secure/evacuate their family to safe area before
disaster strikes.
Finance □ Procures Supplies □ Cash book record
Investigation □ Coordinates with local health unit for availability of body bags □ Prepares After Activity
□ Ensures availability of fingerprint identification kit Report
94
Annex “G”
OPR Activities Administrative
Requirements
Admin □ Generates additional personnel for deployment, if necessary. □ Issues and files Office Orders
Intelligence □ Monitors areas prone to looting.
Operations □ Assists in the imposition of forced relocation of remaining residents to evacuation □ NLT 1 hour after impact, txt to
centers in coordination with the LDRRMC. □ NOC (09192821142 or
□ Conducts Search, Rescue, and Retrieval operations in coordination with □ 09279214193), PTOC, RTOC in
LDRRMC and other concerned government agencies. □ 5W &1H on initial effects of
□ Provides security during the conduct of Search, Rescue, and Retrieval disaster in AOR
D Operations by other concerned agencies. □ Tweets pictures of During
U □ Monitors road conditions particularly major thoroughfares and provide appropriate □ Disaster activities, tag
R signage/ detours/ alternate routes and relays to NOC/LDRRMC for information of □ @pnpdpcrcad
I the SRR Teams and the motoring public.
N □ Coordinates with MMDA/DPWH, re passable route for General Dispatch Vehicles
G (GDV).
□ Assists/augments severely affected adjacent PNP units/offices until such time
D said local police unit/s have recovered from the disaster and are ready to handle
I the incident.
S □ Establishes an Advance Command Post of the Disaster Incident Management
A Task Group when deemed necessary.
S □ Ensures Police Security Assistance to maintain safety and order inside
T Evacuation Camps.
E □ Coordinates with LDRRMC/OCD and DSWD regarding security in food
R repacking/distribution centers.
Logistics □ Monitors the situation.
PCR □ Documents action photos of responders and initial effects of disaster in AOR. □ Tweets pictures of During Disaster
□ Constantly coordinates/updates with barangay officials. activities, tag @pnpdpcrcad
□ Assists concerned agencies in the conduct of medical assistance.
Finance □ Monitors the situation.
Investigation □ Monitors areas prone to looting.
P Admin □ Conducts accounting of personnel □ Issues and files office orders on
O □ Requests for more personnel from PPO/PRO, if necessary changes. Gives to Finance copy
S □ Requests for Disaster Relief Medal for responders office orders of SAR organization
T □ Sends request to PPO for more
personnel
D □ Sends request for awards
I Intelligence □ Provides daily updates for Strategic Information Matrix (SIM) containing damaged □ Txt to PPO updated SIM every
S infrastructure, human victims, Economy, barangay &households w/o power, water 5PM daily for consolidation.
A & cellphone signal. □ Tweets pictures of Post-Disaster
S □ Acts on looting incidents. effects on infrastructure, tag
T @pnpdpcrcad
E Operations □ Dispatches personnel to conduct the following when necessary: □ Tweets pictures of Post- Disaster
R □ Deploy personnel for SRR Operations; activities, tag @pnpdpcrcad.
□ Establish Incident Command Post to restore Law and Order; □ Txt to NOC (09192821142 or
□ Security to VIPs, multinational/local humanitarians; 09279214193), RTOC and PTOC
□ Arrest of looting suspects; and, all personnel dispatch to ongoing
□ Other disaster related activities; disaster related activity in 5W &1H
□ Assists the concerned government agencies in clearing of major routes from and should contain the ff:
debris and obstacles. □ Tm leader and # of personnel
□ Provides security to relief shelters/delivery of relief goods. deployed
□ Ensures continued presence of security personnel in evacuation centers. □ Duration of activity
□ Establishes close coordination with DRRMC Cluster lead agencies. □ Area of deployment
□ Informs NOC and local DRRMC re progress and situation updates for the □ Activity conducted
information of the higher headquarters and the monitoring public. □ Result of operation, if any
□ Allows residents to return home only when DRRMC officials have declared the □ PNP issued vehicle w/ plate #
area safe. used
□ Conducts de-briefing with concerned agencies to determine the probable areas to □ Water assets used, if any
improve based on the previous responses. □ Notable incident
Logistics □ Puts up antenna. □ Sends property and equipment
□ Conducts damage inventory on PNP buildings, vehicles, equipment…etc. damage report and request for
□ Delivers meals to PNP responders. POL augmentation
PCR □ Continuous documentation of personnel action photos. □ Tweets pictures of Post- Disaster
□ Coordinates with Regional/Provincial Health Service for additional medical activities, tag @pnpdpcrcad
support and conduct of stress debriefing.
□ Coordinates with NGOs re possible assistance to repacking of relief
goods/humanitarian support.
Finance □ Requests for Additional Subsistence Allowance (ASA). □ Sends ASA request Cash book
□ Delivers meals to PNP responders. record
Investigation □ Assists NBI/PNP SOCO for Dead Victims Identification (DVI). □ Sends incident report
□ Investigates looting, hoarding, price manipulation…etc. □ Tweets pictures of Post- Disaster
□ Sets up a WCPD at Evacuation Centers with a private space for intervening activities, tag @pnpdpcrcad
SGBV
□ victims/child victims of violence, and victims of sexual abuse
□ Coordinates with LSWDO and local health officer for the handling of VAWC
cases.
95
Annex “H”
96
Annex “I”
PNP National and Regional Offices’ Protocol on Natural

Disaster in the NDRRMC Cluster Approach
97
Annex “I”
PNP NATIONAL AND REGIONAL OFFICES’ PROTOCOL in the NDRRMC CLUSTER APPROACH
ADMINISTRATIVE
CLUSTER MEMBER/s ACTIVITIES
REQUIREMENTS
□ Attends coordinating conferences and linkages.
□ Creates a Technical Working Group for annual review of Implementing Plan
(IMPLAN) SAKLOLO/Policing during Disaster.
□ Directs line units to review their respective Implementing Plan (IMPLAN)
SAKLOLO/Policing during Disaster with LGUs.
□ Directs all line units to coordinate with LGUs for the conduct of risk mapping to
reduce vulnerability and exposure of the public within the AOR in all disaster
Directorate for occurrences.
Police Community □ Creates a COMPLAN and disseminates to all line units.
□ Submits report
Relations (DPCR) □ Identifies possible support from private sectors.
to TDCO thru C,
and □ Issues policies on:
Police Regional NOC
a. Coordination with local entities for the creation of auxiliary support for
P Office counterpart Search Rescue Retrieval (SRR);
R b. Post Disaster response operational review;
E c. Conduct of debriefing to disaster response personnel; and,
d. Media Management.
D □ Issues directive for D-Staffs and NSUs to establish communication with their
respective line units’ counterparts. If communication fails, direct concerned D-
I Staffs and NSUs to send representative/s to augment/assume the roles of the
S affected line units.
A □ Directs Communication and Electronics Service (CES) to assist line units to
S enhance capability of communications.
T □ Conducts a study re possible inclusion of SRR related PPAs; training,
E 1. Search, Directorate for equipment procurement; personnel deployment to the PNP thru AOPB and
□ Submits report
Rescue Operations (DO) ) MTDP.
R and and □ Conducts SIMEX/Operational readiness of line units
to Chairman,
SCDM
Retrieval Police Regional □ Conducts Operational capability assessment and evaluation
(B Office counterpart □ Issues policies on:
E a. Command and Control; and,
F b. Policing during disaster (including training).
O Directorate for □ Identifies disaster preparedness and response training and exercises offered by
OCD, other government agencies or NGOs such as Incident Command System
R Human Resource
Doctrine and and Emergency First Responder Courses.
E □ Submits report
Development □ Schedules trainings/seminars on policing during disasters.
to Chairman,
(DHRDD) □ Conducts personnel capability audit.
□ Develops doctrines on Disasters Response, Maintenance of Law and Order SCDM
A and
Police Regional during disaster.
L Office counterpart □ Updates competency and eligibility list pertaining to disaster.
A
Directorate for
R Personnel and
M) Records
□ Updates and issues detail order of offices and personnel involved in the policing □ Submits report
Managemen
t (DPRM) during disaster. to Chairman,
and □ Creates a policy on accounting of all personnel after a disaster. SCDM
Police Regional
Office counterpart
□ Appropriates number of personnel with special rescue equipment for rescue and
Special Action recovery response. □ Submit report to
Force (SAF) □ Provides specialist advice on police operations during disasters. Chairman,
□ Conducts regular training on police operations during disasters and crisis. SCDM
□ Conducts operational testing of equipment.
□ Appropriates number of personnel with special rescue equipment for rescue and
Maritime Group recovery response headed by an Officer.
(MG) □ Provides specialist advice on police maritime operations during disasters. □ Submits report
and □ Conducts regular training on police operations during disasters and crisis. to Chairman
Police Regional □ Conducts operational testing of equipment. SCDM
Office counterpart □ Coordinates with shipping lines re availability of humanitarian voyage.
Edited as of Feb. 7, 2014
98
Annex “I”
ADMINISTRATIVE
REQUIREMENTS
□ Develops investigation protocol in coordination with other law enforcement ,
2. Manage Crime Laboratory forensic and investigative bodies relative to :
ment of (PNP CL) a. Dead Victim Identification (DVI); □ Submits report
the Dead and b. Damage assessment; and, to Chairman,
and the Police Regional c. Criminal liabilities. SCDM
Missing Office counterpart □ Ensures serviceability and completeness of equipment and materials.
□ Provides specialist advice on DVI operations.
□ Provides specialist advice on medical services.
□ Strengthens linkages with other health agencies.
□ Requests& facilitates trainings of Minimum Initial Service Package (MISP),
3. Health
Advance EMS and CPR, Psychological Conditioning & Stress Debriefing.
P Wash
HEALTH SERVICE □ Checks completeness of SRR supplies & equipment including ambulance. □ Submits report
Nutrition
R (HS) □ Forms disaster teams equipped with trainings. to Chairman,
and
E and □ Procures lacking supplies/equipment. SCDM
Psychol Police Regional □ Requests medicines or vaccinations for leptospirosis, flu, skin diseases, etc.
o gical Office counterpart □ Conducts mandatory vaccinations for SRR Personnel.
D Services
□ Conducts training on providing Psychological Services for PNP victims and
I other survivor.
S □ Performs lateral coordination with partner agencies.
A Police Community
Relations Group □ Mobilizes the community in support of Police Operation during disaster.
S □ Submits report
(PCRG) □ Conducts periodic review on assessment and evaluation on the impact of PCRG
T and to Chairman,
efforts.
E Police Regional SCDM
4. Food Office counterpart
R
and Non- Highway Patrol
food Items Group □ Conducts rehearsals in coordination with DPWH/LGUs/MMDA and other
(B (HPG) concerned agencies for road advisories, security, and traffic management □ Submits report
E and support to Chairman,
F Police Regional □ Conducts risk assessment of possible response route in coordination with SCDM
Office counterpart DPWH/MMDA and other concerned agencies.
O
R Engineering
E Service(ES) □ Submits report
□ Conducts risk assessment of PNP buildings, structure, and facilities. to Chairman,
and
Police Regional
□ Provides specialist advice on post disaster rehab and PNP evacuation site. SCDM
A 5. Camp Office counterpart
L Manage
Women Children
A ment,
Protection Center
Emer
R (WCPC)- DIDM
gency, and Family
M) Shelter □ Develops Policy/Protocol on the prevention and response to Sexual and Gender
□ Submits report
Juvenile Gender
and Based Violence (SGBV) in humanitarian settings.
and Development to
Livelihood Division (FJGAD)- □ Conducts training for PNP Personnel in addressing GBV in humanitarian
Chairman,
DPCR setting.
SCDM
and
Police Regional
Office counterpart
□ Audits PNP Personnel Capabilities (drivers, mechanics).
□ Conducts re-training of drivers and mechanics re Water Search and Rescue
Directorate for (WSAR) Situations.
Logistics (DL) □ Ensures maintenance of GDV for WSAR situation. □ Submits report
and □ Directs ES to provide appropriate engineering service support to line units to Chairman,
6. Police Regional especially in the design of reinforcing PNP buildings e.g. tie down roofs, bring SCDM
Logistic Office counterpart
down antenna, plaster windows, sandbagging.
s
□ Conducts inventory and capability enhancement to improve policing during
disaster:
a. Procurement of equipment; and,
b. Training of deployable personnel.
99
Annex “I”
ADMINISTRATIVE
REQUIREMENTS
Directorate for
Research and
Development □ Submits report
□ Identifies appropriate uniform and equipment for policing operations for each
(DRD) to Chairman,
and type of disaster for procurement.
SCDM
Police Regional
Office counterpart
Logistics Support □ Submits report
Service (LSS) □ Ensures serviceability and completeness of equipment and materials in support
and of policing during disaster. to Chairman,
Police Regional □ Procures emergency supplies for augmentation units. SCDM
Office counterpart
□ Directs ES Regional Offices to provide appropriate engineering service support
P to the respective Police Regional Offices especially in the design of reinforcing
R PNP buildings e.g. tie down roofs, bring down antenna, plaster windows,
6. sandbagging.
E Logistic □ Conducts continuing education of ES personnel in the conduct of investigation of
s (con’t) PNP structures/buildings and facility in coordination with DHRDD and other
D concerned government offices, Universities or Associations duly accredited by
I the Civil Service Commission, such as Institute of Civil Engineers Association of
S Structural Engineers, Philippine and other discipline.
A □ Directs designated PNP Building Official to issue Building Permit in all PNP
S Buildings/infrastructures and facilities and enforce the provisions of the National
Engineering □ Submits report
Building Code of the Philippines (PD 1096) on all PNP infrastructure and
T Service (ES)
facilities.
to Chairman,
E and SCDM
Police Regional
□ Conducts risk-mapping in coordination with DENR and other concerned
R Office counterpart government agencies.
□ Conducts risk assessment on all the PNP infrastructures/buildings and facilities in
coordination with DL, DC, and respective end-user/s.
(B
□ Identifies dangerous and ruinous PNP infrastructures/buildings and facilities.
E □ Conducts training and continuing education of ES personnel in the conduct of
F investigation on the stability of PNP structures/buildings facility in coordination
O with DHRDD and other concerned government offices, universities, firms or
R associations duly accredited by the Civil Service, such as the Philippine Institute
of Civil Engineers (PICE), Association of Structural Engineers of the Philippines,
E
(ASEP), and other institution or discipline.
□ Issues guidelines or advisories regarding building maintenance to all end-users
A of PNP buildings and facilities in close coordination with DL.
L 7. Directorate for
Information and
A Emer
Communication □ Creates a policy to protect communications infrastructures before a disaster.
R gency Tele Technology □ Coordinates with cluster members re communications equipment. □ Submits report
M) commu Management □ Directs ITMS and CES to develop a data base of all communication and IT to Chairman,
nications (DICTM)
and equipment. SCDM
Police Regional
Office counterpart
National
Operations Center
□ Develops protocol/policy on the creation of NOC/TOC mirror office. □ Submits report
(NOC)
and
□ Prepares and ensures the availability and operability of NOC to Chairman,
Police Regional telecommunications equipment SCDM
Office counterpart
Communications □ Provides specialist advice on emergency telecommunication.
and Electronic □ Ensures serviceability and completeness of equipment and materials.
Service (CES) □ Submits report
□ Conducts SIMEX re Emergency Telecommunication Plan of line units.
and to Chairman,
Police Regional □ Provides Basic Communication and Radio Operations Course to PNP personnel
SCDM
Office nationwide.
counterpart □ In-charge of accreditation of local amateur radio group.
100
Annex “I”
PNP NATIONAL and REGIONAL OFFICES’ PROTOCOL in the NDRRMC CLUSTER APPROACH
ADMINISTRATIVE
REQUIREMENTS
□ Acts as the Chairman/Task Coordinator SCDM recommends to the
Chairman CIMC for the activation of the PNP National Disaster OpCen
Directorate for (NDOC) at the Situation Monitoring Room (SMR).
Police Community □ Alerts all PNP line units and offices.
Relations (DPCR) □ Coordinates with NDRRMC re progress and daily updates of the □ Submits report to
and situation. TDCO thru C, NOC
Police Regional □ Alerts NHQ Disaster Incident Management Task Group (DIMTG) for
Office counterpart possible deployment.
P □ Directs all line units to conduct pre-disaster and pre-departure briefing
R for all augmentation personnel.
E Directorate for
Operations (DO) □ Prepositions assets.
□ Submits report to
D and □ Identifies units to be augmented to affected areas.
Chairman, SCDM
I Police Regional □ Coordinates for Chartered/Humanitarian Flights and Sea voyages
Office counterpart
S
A Directorate for
Human Resource
S Doctrine and □ Prepares list of Incident Command System Trained Officers assigned in
T Development the area impact area. □ Submits report to
E (DHRDD) □ Reviews PNP policies on disaster preparedness/lessons learned. Chairman, SCDM
R and
Police Regional
Office counterpart
(A
Directorate for
F Personnel and
T Records
□ Prepares orders of personnel for deployment.
E Management □ Submits report to
1. Search, □ Prepares an updated roster of troops of PNP units in the affected areas.
R (DPRM) Chairman, SCDM
Rescue and
and Police Regional
A Retrieval Office counterpart
L Directorate for
A Logistics (DL)
R □ Submits report to
and □ Ensures serviceability and completeness of equipment and materials.
Chairman, SCDM
M) Police Regional
Office counterpart
Directorate
for Plans □ Directs PNP line units to review and check disaster organizational
□ Submit report to
(DPL) and structure and task groups and makes sure that there is no duplication of
Chairman, SCDM
Police Regional duties and responsibilities.
Office counterpart
Directorate for
Research and
Development (DRD) □ Directs all line units to inspect the prescribed disaster uniform, protective □ Submits report to
and gear and standard equipment for policing during disaster. Chairman, SCDM
Police Regional
Office counterpart
Special Action □ Conducts personnel accounting and inspection to members of NHQ
Force (SAF) DIMTG.
and □ Alerts personnel for policing during disasters.
Chairman, SCDM
Police Regional □ Prepositions assets.
Office counterpart □ Ensures serviceability and completeness of equipment and materials.
Directorate for
Intelligence (DI)
□ Coordinates with JTF PNP/AFP Security Cluster “C” or Multi-National □ Submits report to
and
Coordinating Center (MNCC), if necessary. Chairman, SCDM
Police Regional
Office counterpart
101
Annex “I”
CLUSTER MEMBER/s ACTIVITIES ADMINISTRATIVE

REQUIREMENTS
Maritime Group □ Alerts personnel for policing during disasters.
(MG) □ Prepositions assets. □ Submits report to
1. Search, and □ Ensures serviceability and completeness of equipment and materials. Chairman, SCDM
Rescue Police Regional □ Conducts coordination with shipping lines re availability for humanitarian
and Office voyage.
Retrieval counterpart
Civil
P (con’t) Security □ Directs SOSIA to coordinate with security agencies in would be affected
R □ Submits report to
Group areas re protection of their clients and establishments.
Chairman, SCDM
E (CSG) and
Police
2.Manage Regional
Crime
D Office
I ment of the Lab (PN □ Ensures serviceability and completeness of equipment and materials.
counterpart □ Submits report to
Dead and CL) □ Provides specialist advice on DVI operations
S the Missing and □ Alerts personnel for possible deployment Chairman, SCDM
A Police Regional
S 3. Health, Office
T counterpart □ Directs line units to attach medical team to support the first responders.
Wash,
Health Service □ Performs lateral coordination with member agencies of Health Cluster.
E Nutrition and
(HS) □ Ensures serviceability and completeness of equipment and materials.
R Psycholo
and □ Alerts medical teams for deployment. □ Submits report to
gical Chairman, SCDM
Police Regional □ Issues of individual medical kits, equipment, supplies and medicines.
Services
(A Office □ Conducts pre-disaster and pre-departure briefings.
counterpart
F Police
T Community □ Mobilizes community in support of Police Operations during disaster.
E Relations □ Alerts trained IO Personnel for deployment in affected areas. □ Submits report to
R Group □ Alerts members of the STG Evacuation and Relief of the NHQ DIMTG. Chairman, SCDM
(PCRG) □ Details personnel at PNP Desk at NDRRMC.
4. Food and and
A Non- food Police Regional
Highway
L Items Office
Patrol
A counterpart □ Assists in road status advisories in bus stations and main thoroughfares. □ Submits report to
Gro
R □ Directs HPG line units to provide appropriate security and traffic Chairman, SCDM
up
management support.
M) (HP
G)
and
Directorate
Police
For □ Submits report to
Regional
Intelligence □ Directs line units to conduct info gathering re crime prevention activities. Chairman, SCDM
Office
(DI) and
counterpart
5. Camp Police
Manage Regional
Women
ment, Office
Children
Emergenc y counterpart
Protection
shelter and Center
Liveli (WCPC)- DIDM □ Alerts personnel for augmentation.
hood and Family □ Checks, supervises and assists, if needed, re initial efforts of line units □ Submits report to
Juvenile during pre-emptive evacuation. Chairman, SCDM
Gender and
Development
Division
(FJGAD)- DPCR
and
Directorate
Police Regional
for
6. Logistics Office □ Consolidates all fund requests from other tasked units for the approval of
Comptrollers
the CPNP. □ Submits report to
counterpart
hip (DC) Chairman, SCDM
and
Police Regional
Edited as of Feb. 7, 2014 Office
counterpart
102
Annex “I”
ADMINISTRATIVE
REQUIREMENTS
Directorate for □ Procures supplies and equipment for augmentation units in support of □ Submits report to
Logistics (DL)
policing during disaster e.g. tents, generators, MREs, water dolly, GOL Chairman, SCDM
and
and uniforms
Police Regional
Office counterpart
Logistics Support
Service (LSS)
□ Prepares equipment and materials in support of policing during disaster. □ Submits report to
and
6. Logistics □ Alerts personnel for deployment. Chairman, SCDM
P Police Regional
(con’t) Office counterpart
R
□ Assists line units especially in reinforcing PNP buildings e.g. tie down
E roofs, bring down antenna, plaster windows, sandbagging.
□ Dispatches technical personnel to conduct investigation (Standard and
Engineering
D Service (ES)
detailed investigation) for final assessment on identified dangerous and
I ruinous PNP infrastructures/buildings and facilities on target area of □ Submits report to
and Police
S disaster or disaster prone areas, such as along fault lines or earthquake Chairman, SCDM
Regional Office
zones, near river or sea shoreline, land slide prone areas, & etc..
A counterpart
□ Directs designated PNP Building Official or his/her deputies (REOs) to
S issue final advisories or guidelines on the maintenance and status of PNP
T buildings and facilities (defective infrastructures and facilities).
E National
R Operations Center
(NOC) □ Submits report to
□ Prepares the establishment of NDOC/TOC in affected area.
and Chairman, SCDM
(A □ Prepares and ensures the availability, operability of NOC
Police Regional
F 7. Emergen cy Office counterpart
telecommunications equipment.
T Tele communi
□ Directs CES line units to protect communication assets e.g. bring down
E cations Communications
antenna.
R and Electronic
□ Provides specialist advice on telecommunication.
Service (CES) □ Submits report to
□ Ensures serviceability and completeness of equipment and materials.
and Chairman, SCDM
A □ Provides radio net communications diagram.
Police Regional
L □ Alerts personnel for augmentation.
Office counterpart
□ Ensures coordination with local amateur radio group.
A
Directorate for
R Information
M) □ Directs Information and Technical Management Service (ITMS)/
and
Communication Electronics Service (CES) to implement the
Communication
Communication Contingency Plan to ensure that PNP line units in the □ Submits report to
Technology
impact area will not be isolated. Chairman, SCDM
Management
□ Prepositions assets
(DICTM)
□ Ensures serviceability and completeness of equipment and materials.
and
Police Regional
Edited as of Feb. 7, 2014 Office counterpart
103
Annex “I”
ADMINISTRATIVE
REQUIREMENTS
□ Coordinates with NDRRMC re progress and daily
Directorate for Police updates of the situation.
Community Relations (DPCR) □ Remind D-Staffs and NSUs re Directive on □ Submits report to
and establishing the communication and checking the TDCO thru C,
Police Regional Office status of their respective line units’ counterparts. NOC
counterpart □ Provides officer representative at SMR-NOC.
□ Monitors the situation.
Directorate for Operations □ Coordinates for Chartered/Humanitarian Flights and
(DO) Sea Voyages. □ Submits report to
and □ Alert units for augmentation to affected areas. Chairman, SCDM
Police Regional Office □ Provides officer representative at SMR-NOC.
counterpart □ Monitors the situation.
Directorate for Human
Resource Doctrine and □ Submits report to
Development (DHRD) □ Provides officer representative at SMR-NOC
Chairman, SCDM
and □ Monitors the situation.
Police Regional Office
counterpart
Directorate for Personnel and
Records Management (DPRM) □ Submits report to
□ Provides officer representative at SMR-NOC
D and
Chairman, SCDM
U Police Regional Office
counterpart
R
Directorate for Logistics (DL) □ Submits report to
I and □ Provides officer representative at SMR-NOC
N Chairman, SCDM
Police Regional Office □ Monitors the situation.
G counterpart
Directorate for
1. □ Submits report to
D Comptrollership (DC) □ Provides officer representative at SMR-NOC
Search, and Chairman, SCDM
I Rescue □ Monitors the situation.
S And counterpart
Retrieval
A Directorate for Investigation
S and Detective Management □ Submits report to
(DIDM) □ Provides officer representative at SMR-NOC
T □ Monitors the situation.
Chairman, SCDM
and
E Police Regional Office
R counterpart
Directorate for Plans (DPL) □ Submits report to
and □ Provide officer representative at SMR-NOC
Chairman, SCDM
Police Regional Office □ Monitors the situation.
counterpart
Directorate for Research and
Development (DRD) □ Submits report to
□ Provides officer representative at SMR-NOC
and Chairman, SCDM
counterpart
Special Action Force (SAF) □ Deploys personnel for policing during disaster.
and □ Provide officer representative at SMR-NOC. □ Submits report to
Police Regional Office □ Monitors the situation. Chairman, SCDM
counterpart
Maritime Group □ Deploys personnel for policing during disaster.
(MG) □ Provides officer representative at SMR-NOC. □ Submits report to
and □ Monitors the situation. Chairman, SCDM
counterpart
Aviation Security Group □ Provide officer representative at SMR-NOC.
(AVSEGRP) □ Monitors the situation. □ Submits report to
and
Chairman, SCDM
counterpart
104
Annex “I”
ADMINISTRATIVE
REQUIREMENTS
2. Management Of The Crime Laboratory (PNP CL) □ Submits report
Dead And The Missing and Police Regional Office □ Monitors the situation. to Chairman,
(MDM) counterpart SCDM
3. Health, Health Service (HS)
Wash, Nutrition and and □ Submits report to
Police Regional Office □ Conducts inventory of available medical supplies.
Psychological Chairman, SCDM
Services counterpart
4.Food And Non-Food Police Community Relations

Items Group (PCRG) □ Monitors the situation.
and □ Accepts donations/relief goods for the victims of a
Police Regional Office Chairman, SCDM
disaster
counterpart
Highway Patrol Group □ Submit
(HPG) report to Chairman,
and □ Monitors the situation.
Police Regional Office SCDM
counterpart
Directorate For Intelligence (DI) Chairman, SCDM
D 5. Camp Management,
Women Children Protection □ Submit report to
U Emergency Shelter
Center Chairman, SCDM
(WCPC)- DIDM and Family
R and Juvenile Gender and
I Livelihood Development Division (FJGAD)- □ Monitors the situation.
N DPCR
and
G Police Regional Office
counterpart
D
□ Directs adjacent line units to augment GDVs to
I Directorate for Logistics (DL) affected areas
S and □ Submits report to
□ Ensures serviceability and completeness of
Police Regional Office Chairman, SCDM
A counterpart equipment and materials for augmentation units.
S □ Monitors the situation.
T Engineering Service (ES) □ Coordinates and provides reinforcement of □ Submits report to
6. Logistics
E and technical services in support to concerned REOs Chairman, SCDM
R Police Regional Office conducting engineering services in critically,
counterpart
disaster affected areas
Logistics Support Service (LSS)
and Provides GDVs. Submits report to
Police Regional Office Monitors the situation. Chairman, SCDM
counterpart
Directorate for Information and Submits report to
Communication Technology Chairman
Management (DICTM)
Monitors the situation.
and
counterpart
National Operations Center Submits report to
(NOC) Chairman
Assists DPCR/NDOC in data gathering.
7. Emergency and
Police Regional Office Monitors the situation.
Telecommunications
counterpart
Communication and
Electronic Service (CES) Monitors the situation.
and
Ensures availability & operational readiness of all Submits report to
counterpart issued equipment. Chairman, SCDM
105
Annex “I”
ADMINISTRATIVE
REQUIREMENTS
□ Directs line units or sends representative as part of augmentation in affected area to: □ Submits report
a. Assumes duties and responsibilities of affected PCR units to document (in to TDCO thru C,
pictures and reports) PCR related activities in disaster affected area. The NOC/Head
representative sent should bring camera, laptop, internet gadgets, etc; Secretariat
b. Acts as liaison of augmentation unit to coordinate and attend meetings with □ Submits report
Directorate
local DRRMs and international humanitarian agencies and clusters. to Chairman,
for Police
c. Informs NDOC re progress and updates. SCDM
Community
□ Sends representative to NDRRMC to attend coordinative meetings.
Relations
□ Secretariat updates the Chairman, SCDM
(DPCR)
□ Chairman/Task Coordinator SCDM recommends to the Chairman, CIMC for the de-
and
activation of the PNP NDOC-SMR.
Police Regional
□ Reviews/evaluates personnel performance of policing during disaster.
Office
□ Recommends for the issuance of disaster related awards for personnel involved.
counterpart
□ Direct line units to refrain from issuing any pronouncement unless validated.
□ Directs PCRG to liaise in coordination with DPCR/RPCRD representative at the
disaster area.
□ Consolidates lessons learned for dissemination.
□ Prepares post disaster assessment report.
□ Directs deployment of NHQ DIMTG or adjacent PRO DIMTG to affected areas. □ Submits report
□ Coordinates for Chartered/ Humanitarian Flights and Sea voyages to Chairman,
P □ Receives and issue directives regarding request for security in affected area. SCDM
O Directorate □ Directs and supervise Adjacent PROs to:
S for a. Reinforce affected units in disaster areas; and,
Operations b. Assure route security and prioritization of relief caravans passing through their
T (DO) AOR.
and □ Directs line units or sends representative as part of augmentation personnel in
D Police Regional affected area and assumes duties and responsibilities of affected units.
I Office □ Conducts de-briefing with concerned agencies to determine the probable areas to
S counterpart improve based on the previous responses.
□ Monitors and consolidates relevant reports for appropriate actions in NDOC
A 1. Search, □ Reviews/evaluates personnel performance of policing during disaster.
S Rescue and
□ Consolidates policies/best practices initiated by the PNP in the disaster affected □ Submits report
Directorate
T Retrieval
for Human areas to be replicated/implemented in future policing during disaster. to Chairman,
E Resource □ Consolidates lessons learned for dissemination. SCDM
R Doctrine and □ Reviews/evaluates personnel performance of policing during disaster.
Development
(DHRDD)
and
Police Regional
Office
counterpart
Directorate □ Directs line units or send representative to the affected area to conduct/supervise the □ Submits report
for Personnel accounting of PNP personnel. to Chairman,
and Records □ Determines and classifies the affected PNP personnel (Dead/ Injured/ Missing/ SCDM
Management Affected).
(DPRM) □ Assists the affected PNP personnel for possible claims/benefits.
and □ Issues orders to deployed personnel for augmentation.
Police Regional □ Evaluates and issues disaster related awards for personnel involved.
Office
counterpart
Directorate for □ Provides funds for the needs of the respective Directorates. □ Submits report
Comptrollersh □ Directs line units or send a representative to perform the following tasks: to Chairman,
ip (DC) a. Reports fund requirements of augmentation unit; SCDM
and b. Directs finance division to immediately facilitate for additional subsistence
Police Regional allowance for personnel; and,
Office c. Directs the Finance Service to send a representative to assist in the pay and
counterpart allowance of augmentation units.
106
Annex “I”
ADMINISTRATIVE
REQUIREMENTS
Directorate □ Provides funds for the needs of the respective Directorates. □ Submits report to
for □ Directs line units or send a representative to perform the following tasks: Chairman, SCDM
Comptroller d. Reports fund requirements of augmentation unit;
ship (DC) e. Directs finance division to immediately facilitate for additional
and subsistence allowance for personnel; and,
Police f. Directs the Finance Service to send a representative to assist in the
Regional pay and allowance of augmentation units.
Office
counterpart
Directorate □ Directs line units or sends DIDM representative to augment investigation □ Submits report to
for offices. Chairman, SCDM
Investigation □ Directs Crime Lab to send personnel and conduct forensic examination in
and Detective support to the NBI which is the lead agency for body identification during
Management natural disaster.
(DIDM)
and Police
Regional
Office
counterpart
Directorate □ Reviews and evaluates existing organizational plans and structure for the □ Submits report to
for Plans improvement of policing and risk reduction management during disaster. Chairman, SCDM
P (DPL) and
O Police
S Regional
T Office
counterpart
Special
D Action Force
I 1. Search,
(SAF)
Rescue and
S and Police □ Submits report to
Retrieval □ Augments the local units to conduct policing in the area of disaster.
A (cont.)
Regional Chairman, SCDM
S Office
counterpart
T
E
Maritime
R Group □ Augments the local units to conduct policing in the area of disaster
(MG) and □ Assists other government agencies to ensure that the augmented troops,
Police civilian volunteers and relief goods will be given priority in seaports. □ Submits report to
Regiona □ Monitors the status of seaports. Chairman, SCDM
l Office □ In coordination with other agencies, requires international volunteers coming in
counterpart and out of the affected area to register for security reasons.
Aviation
Security □ Facilitates accommodation of PNP augmentation personnel in commercial
Group airline humanitarian flights.
(AVSEG) □ Liaises with CAAP-DOTC re information on the schedule of humanitarian
and flights via airports.
Chairman, SCDM
Police □ Monitors the status of the airports.
Regiona □ In coordination with other agencies, requires international volunteers coming
l Office in and out of the affected area to register for security reasons.
counterpart
Civil Security
Group (CSG)
and □ Directs SOSIA to coordinate with security agencies in affected areas re
Police protection of their clients and establishments.
Chairman, SCDM
Regional □ Directs FEO to account for lost/recovered FAs in affected areas.
Office
counterpart
107
Annex “I”
ADMINISTRATIVE
REQUIREMENTS
2.Manage Crime Lab
ment Of (PNP CL)
□ Conducts DVI in support of the NBI.
The Dead and □ Submits report
□ Conducts assessment/evaluation of equipment and materials used in policing
And The Police to Chairman,
during disaster.
Missing Regional SCDM
Office
counterpart
3. Health,
Wash, Health □ Deploys medical personnel to affected areas with ambulances, medical supplies
Nutrition Service and equipment.
And (HS) and □ Conducts stress debriefing to all PNP Personnel and their dependents in the □ Submits report
Psychol Police affected areas to include deployed augmented personnel. to Chairman,
o gical Regiona □ Directs Line Offices to attach medical team to support the first responders. SCDM
Services l Office □ Performs lateral coordination with member agencies of Health Cluster.
counterpart □ Replenishes medical supplies of line units and augmentation personnel.
4.Food And Police

Non-Food Community
□ Consolidates donated relief goods sent to the NHQ.
P Items Relations
□ Coordinates PNP efforts with other government agencies for relief operations.
O Group (PCRG) □ Submits report
□ Mobilizes the community in support of Police Operations.
S and to Chairman,
□ Deploys IO Teams to affected areas.
Police SCDM
T □ Conducts assessment re activities undertaken by the Information Operations (IO)
Regional
Team.
Office
D counterpart
I Highway
S Patrol Group
A (HPG)
□ Provides road security to augmentation troops, volunteers and relief goods. □ Submits report
and Police
S □ In coordination with LGUs and other government agencies, supports road clearing to Chairman,
Regional
T operations and provides updates on the accessibility of all roads. SCDM
Office
E counterpart
R
Directorate
□ Coordinates with JTF PNP/AFP Security Cluster “C” or Multi-National Coordinating
for
Center (MNCC).
Intelligence
□ Direct line units or sends representative to conduct /supervise area assessment. □ Submits report
(DI)
□ Directs Intelligence Group (IG) to send augmentation to perform the following tasks: to Chairman,
and Police
a. Info gathering re existing threat groups in the area; SCDM
Regional
b. Assists the local units in crime prevention; and
Office
c. Augments the personnel of Intel Units in the disaster affected area.
5. Camp counterpart
Manage □ Conducts Rapid Assessment on the affected areas on the possible Sexual Gender
ment, Based Violence (SGBV) and child protection issues.
Women Children
Emergency Protection Center □ Provides technical assistance to local WCPD in the delivery of Minimum Initial
Shelter And (WCPC)- DIDM Standard Package (MISP), dignity/pregnancy and lactating kits in coordination
Livelihood and Family with other local agencies and other international orgs.
Juvenile Gender □ Coordinates with parallel government agencies in conduct of rapid assessment on □ Submits report
and Development to Chairman,
Division (FJGAD)- the affected areas on the possible SGBV and child protection issues.
□ Ensures equal gender representation in providing security and patrol to evacuation SCDM
DPCR
and centers.
Police Regional
Office counterpart
108
Annex “I”
ADMINISTRATIVE
REQUIREMENTS
Directorate
for
Comptroller
ship (DC) □ Submits report to
□ Provides funds for the needs of the respective Directorates.
and Police Chairman, SCDM
Regional
Office
counterpart
Directorate
for Research
and
Development
□ Reviews and evaluates the prescribed disaster uniform, protective gear □ Submits report to
(DRD)
and standard equipment for policing during disaster. Chairman, SCDM
and
Police
Regional
Office
counterpart
P Directorate for
□ Directs line units or sends representative to determine the immediate
O Logistics (DL)
6. logistical requirement of line units.
and
S Logistic □ Requests POL allocation from NDRRMC. □ Submits report to
Police
T s □ Conducts assessment/evaluation of equipment and materials used in Chairman, SCDM
Regional
policing during disaster.
Office
□ Reviews/evaluates personnel performance of policing during disaster.
D counterpart
I Engineering
S Service (ES)
and □ Provides any additional assessment of the damages.
A □ Submits report to
Police □ Conducts vicinity assessment for safety of PNP personnel and logistics.
S Chairman, SCDM
Regional □ Provides assessment of the damages on PNP structures.
T Office
E counterpart
R Logistics
Service
Support (LSS)
□ Deploys GDV and equipment. □ Submits report to
and
□ Conducts assessment/evaluation of vehicles, equipment and materials Chairman, SCDM
Police
used in policing during disaster.
Regional
Office
counterpart
Directorate
for
Information
and
7. Communicati □ Directs ITMS and CES to perform the following tasks:
Emergen on a. Establish emergency telecommunications with NOC; □ Submits report to
cy Tele- Technology b. Augment IT personnel in the communication posts; and, Chairman, SCDM
Commu Management c. Account the communication and IT equipment required by the
ni (DICTM) affected units for immediate replacement.
cations and Police
Regional
Office
counterpart
109
Annex “I”
ADMINISTRATIV
CLUSTER MEMBER/s ACTIVITIES E
REQUIREMENTS
National
P Operations
O Center
S (NOC) □ Submits report
□ Establishes a mirror office of NOC/TOC office in affected area.
and Police to Chairman,
T □ Assists the NDOC/DPCR on the accounting and assessment of data after disaster.
Regional SCDM
Office
D counterpart
I 7.
Emergency
S Tele- Communicati
A Communic on and
S Electronic
a tions □ Provides additional communications equipment as necessary.
Service (CES)
T Cont. □ Ensures availability & operational readiness of all issued equipment.
and □ Submits report
E □ Disseminates Radio Net Diagram.
Police to Chairman,
□ Coordinates with local amateur radio group.
R Regional SCDM
□ Conducts assessment/evaluation of equipment and materials used in policing
Office
during disaster.
counterpart
110
Annex “J”
LEVEL OF ACTIVATION OF PNP DISASTER INCIDENT MANAGEMENT TASK GROUPS
(DIMTGs)
111
Annex “J”
LEVEL OF ACTIVATION OF PNP DISASTER INCIDENT MANAGEMENT TASK GROUPS

(DIMTGs)
NOTE:
Level o response o all task groups shall be done as much as possible at the lowest
level and onl seek assistance to the next level when resources (manpower and
material) are no enough to manage the disaste incide
112
SUBJECT: LOI 35/10 “SAKLOLO REVISED”

(PNP Disaster Risk Reduction and Management Plan)
DATE: August 20, 2010
1. REFERENCES:
a. Republic Act 10121 dated May 27, 2010 – an Act Strengthening the
Philippine Disaster Risk Reduction and Management System, providing for the National
Disaster Risk Reduction and Management Framework and Institutionalizing the National
Disaster Risk Reduction and Management Plan, Appropriating funds therefore and for
other purpose;
b. LOI 32/07 (NHQ PNP Disaster Incident Management Task Group);
c. LOI 53/05 (SAKLOLO-UPDATED);
d. DILG Memo Nr 2003-144 dated July 19, 2003 – “Zero Casualty” in Times
of Calamity;
e. SOP No. ODO-2008-03 (Procedures in the Organization of Critical Incident

Management Committee (CIMC) and the Critical Incident Management Task Group
(CIMTG);
f. NDCC Calamities and Disaster Preparedness Plan dated 24 August 1998;

and
g. Presidential Decree No. 1566 dated June 1978 – Strengthening the

Philippine Disaster Control Capability and Establishing the National Program on
Community Disaster Preparedness.
2. SITUATION
The geographical location of the Philippines, being situated between the Pacific
and Eurasian Plates, makes it a constant target of highly destructive natural disasters and
calamities, such as storm surges, floods, tidal waves, landslides, volcanic eruptions and
earthquakes. With an average of twenty (20) tropical storms traversing the Philippines
every year, compounded by high-intensity earthquakes that occur periodically in an
average of six (6) years, the devastating effects caused by these natural disasters have
resulted in the dislocation of thousands of families, loss of many lives, massive
destruction to properties and agricultural products and have tremendously affected the
country’s economy.
Taking into cognizance the ever increasing damage caused by these natural
disasters, the Philippine Government enacted into law Republic Act 10121 on May 27,
2010, which further strengthens the Philippine Disaster Risk Reduction and Management
113
System, providing for the National Disaster Risk Reduction and Management Framework
and Institutionalizing the national Disaster Risk Reduction and Management Plan.
In order to keep abreast with the national government’s enhanced concepts on

disaster risk reduction and management system, the Philippine National Police deemed
it appropriate to revisit and revise its disaster preparedness and response operations. It
is along this line that a PNP Disaster Risk Reduction and Management Plan is crafted, in
support to the government’s current disaster risk reduction and management efforts.
For purposes of this LOI, natural disasters shall include but not limited to
typhoons, flashfloods, earthquakes, tsunamis, drought, volcanic eruption, landslide and
other natural disasters.
3. MISSION
The PNP, as a member agency under the Office of the Civil Defense, with the
National Disaster Risk Reduction and Management Council (NDRRMC) as the principal
policy-making and coordinating body, shall conduct disaster risk reduction and
management activities thru a three-stage approach, covering Pro-active Assessment
Stage, Disaster Incident Management and Support to Recovery and Rehabilitation efforts,
to be supervised by the PNP Disaster Management Committee headed by the Deputy
Chief, PNP for Administration (TDCA) and to be carried out by TDPCR as Chairman/Task
Coordinator, PNP Sub-Committee on Disaster Management (PNP SCDM).
4. EXECUTION
a. General:
The Philippine National Police, shall observe the concepts of disaster risk
reduction and management program of the NDRRMC, being the principal policy-making
and coordinating body, in the operationalization of its three-stage disaster preparedness
and response operations to be executed by TDPCR/Task Coordinator, PNP Sub-
Committee on Disaster Management (PNP SCDM), under the supervision of the PNP
Disaster Management Committee as stipulated under the revised SOP No. ODO-2008-
03.
b. Concept of Operations:
This LOI shall adopt a three-stage disaster preparedness and response

operations, namely: Pre-Disaster Stage (Pro-active Assessment Stage), Disaster
Response Stage (Disaster Incident Management) and Post-Disaster Stage (Support to
Recovery and Rehabilitation efforts) (see Annex B – The Three-stage Approach).
1) Pre Disaster Stage – Pro-active Assessment (Level 1 – Green).

When there are no disasters or calamities, the following shall be undertaken:
a) Conduct of Risk Mapping and Identification of disaster-prone areas;

b) Identification of staging areas, evacuation routes and evacuation
centers;
c) Conduct of disaster drills (earthquake, fire, etc.) simulation exercises
and trainings;
d) Holding of regular PNP SCDM, Task Groups and Sub-Task Groups
meeting together with respective levels of the Disaster Risk Reduction and Management
Councils;
e) Capability enhancement (Manpower, Machines, Materials, Money
and Methods);
f) Production and distribution of Information Education Campaign
materials; and
114
g) Conduct of community organizational work for various purposes,
such as:
g.1) Sewerage clean-up;
g.2) De-clogging of waterways, canals, esteros, etc.;
g.3) Removal of squatters shanties and unauthorized occupants in
disaster-prone areas (riverbanks, under bridges, etc.); and
g.4) Other community mobilization activities.
2) Disaster Response Stage – Disaster Incident Management (Level 2

– Red). When there is an official forecast of an incoming natural disaster in the country
from the Philippine Atmospheric, Geophysical and Astronomical Services Administration
(PAGASA) or other government disaster advisory councils and when an unexpected
natural disaster suddenly occurs in the country, hereunder are the activities to be
undertaken:
a) Activation of Disaster Incident Management Task Groups in areas

expected to be hit by the weather disturbance twenty-four (24) hours prior to the expected
landfall or occurrence;
b) Employment of alarm and warning systems as stipulated under DILG
MC 2009-165, such as the use of police sirens and other portable warning systems
capable of producing loud wailing sound;
c) Activation of the PNP Disaster Management Committee;
d) Coordination with NDRRMC to support its disaster response;
e) Activation of PNP SCDM National Disaster Operations Center
(NDOC) to be co-located at the NHQ PNP National Operations Center;
f) Activation of Command Post by Task Groups whose area is hit by
the disaster;
g) Forced relocation/pre-emptive evacuation of residents in flood-prone
areas in coordination with corresponding LDRRC; and
h) Conduct of timely and rapid disaster response according to the
needs in the disaster/calamity area such as search & rescue operation, evacuation &
relief operation, emergency medical services, and security & traffic management
operation in support and coordination with NDRRMC.
3) Post-Disaster Stage – Support to Recovery and Rehabilitation

Efforts (Level 3 – White):
a) Get reports from concerned Disaster Risk Reduction and

Management Council the Damage Assessment and Needs Analysis of the affected areas;
b) Deployment of relief personnel for relief operations;
c) Provide security and traffic assistance to returning evacuees;
d) Submit After Disaster Response Report to Chief, PNP copy furnished
NDRRMC; and
e) De-activation of the PNP SCDM by the Chief, PNP through the
Chairman/Task Coordinator, PNP SCDM when the situation is already manageable in
disaster-stricken area.
c. Composition of the PNP Sub-Committee on Disaster Management

(PNP SCDM):
The PNP SCDM shall be organized and will be composed of six (6) distinct
Area Disaster Incident Management Task Groups (ADIMTGs) supported by a PNP
National Headquarters Disaster Preparedness and Response Task Group (PNP NHQ
DPRTG), formerly the NHQ PNP Disaster Incident Management Group (PNP NHQ
DIMTG) and be placed under the command and control of The Director for Police
Community Relations (DPCR) as the Chairman/Task Coordinator. (See Annex A – Org
Chart of PNP SCDM).
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As the Chairman/Task Coordinator, TDPCR shall employ the six (6) Area
Preparedness and Response Task Group (NHQ DPRTG) in conducting pre-disaster
preparedness activities, as well as deploy in the disaster/calamity area to conduct search
& rescue operation, evacuation & relief operations, emergency medical services, and
security & traffic management operation as the situation warrants in support and
coordination with the National Disaster Risk Reduction and Management Council
(NDRRMC).
The six (6) Area Disaster Incident Management Task Groups shall be as
follows:
1) Northern Luzon Area Disaster Incident Management Task Group

(NLADIMTG), covering the areas of PROs 1, 2, 3 and COR, supported by their respective
Regional NSUs;
2) Southern Luzon Area Disaster Incident Management Task Group
(SLADIMTG), covering the areas of PROs 4A, 4B and 5, supported by their respective
Regional NSUs;
3) Visayas Area Disaster Incident Management Task Group (VADIMTG),
covering the areas of PROs 6, 7 and 8, supported by their respective Regional NSUs;
4) Western Mindanao Area Disaster Incident Management Task Group
(WMADIMTG), covering the areas of PROs 9, 12 and ARMM, supported by their
respective Regional NSUs;
5) Eastern Mindanao Area Disaster Incident Management Task Group
(EMADIMTG), covering the areas of PROs 10, 11 and 13, supported by their respective
Regional NSUs; and
6) NCR Area Disaster Incident Management Task Group (NCR ADIMTG)
shall cover Metro Manila and shall be supported by NSUs based in NCR.
Each area task group shall have similar operational set-up and jurisdiction
as that of the Directorate for Integrated Police Operations (DIPOs), except NCR Area
Task Group which shall have jurisdiction over Metro Manila area. The Area Disaster
Incident Management Task Groups shall be headed by their respective DIPO Directors
as Area Disaster Incident Management Task Group Supervisors and shall be
complimented by their respective Police Regional Offices (PROs), supported by the
Regional Offices of concerned National Support Units (NSUs).
It is emphasized, however, that PROs down to the provincial, city/municipal

police station level, shall still exercise primary responsibility in the conduct of disaster
preparedness, risk reduction and disaster management operations at their respective
areas through their respective Disaster Incident Management Task Group (DIMTG),
supported by NSU Regional Offices and in coordination with the Regional Disaster Risk
Reduction and Management Council (RDRRMC), with the Regional Director of the Office
of the Civil Defense as Regional Chairman. The Area Disaster Incident Management Task
Groups (ADIMTGs) Supervisors shall monitor developments happening at the PROs and
shall provide supervision in instances where trans-regional deployment of PNP SAR
assets (human and material) is necessary as a result of the extent of damage caused by
the natural disaster.
At the Provincial, City and Municipal levels, respective Provincial/City Police

Directors and Municipal Chief of Police shall initiate disaster preparedness, risk reduction
and disaster management operations in coordination with the Local Disaster Risk
Reduction and Management Council (LDRRMC), as stipulated under RA 10121.
The NCR Area Disaster Incident Management Task Group shall be headed
by the NCRPO Director and shall be responsible over the conduct of disaster
preparedness, risk reduction and disaster management operations in Metro Manila,
supported by concerned NCR NSUs in coordination with the Regional Disaster Risk
Reduction and Management Council (LDRRMC), NCRPO District Offices shall likewise
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establish their respective District Disaster Incident Management Task Groups and shall
be responsible over the conduct of disaster preparedness, risk reduction and disaster
management operations in respective jurisdictions, supported by concerned district
NSUs.
The National Headquarters Disaster Preparedness and Response Task

Group (NHQ DPRTG) shall also be established and shall be composed by the NSUs’ at
the PNP NHQ to be headed by the Director, PNP Special Action Force (PNP SAF) as
Task Group Commander. They shall provide support to any of the Area Disaster Incident
Management Task Group (ADIMTG) as the Chairman/Task Coordinator of the PNP
SCDM may direct.
d. Tasks:
1) PNP SUB-COMMITTEE ON DISASTER MANAGEMENT (PNP SCDM)
a) Directorate for Police Community Relations (DPCR)
a.1) Supervise the over-all implementation of this LOI;

a.2) TDPCR acts as the Chairman/Task Coordinator, PNP Sub-
Committee on Disaster Management (PNP SCDM);
a.3) Shall be the official representative of the Chief, PNP during the
NDRRMC meetings except when the Chief, PNP’s presence is required;
a.4) Shall recommend to Chief, PNP the activation of the PNP
SCDM, and its National Disaster Operations Center (NDOC) to be co-located at the
National Operations Center with personnel complement coming from the units of the Sub-
Committee;
a.5) Shall deploy the different Disaster Incident Management Task
Groups for the conduct of timely and rapid disaster response according to the needs of
the disaster/calamity-stricken areas such as search & rescue operation, evacuation &
relief operation, emergency medical services, and security & traffic management
operation in support and coordination with NDRRMC; and
a.6) Perform other tasks the Chief, PNP directs.
b) Directorate for Operations (DO)
b.1) Designate the Chief, National Operations Center (C, NOC) as

Deputy Task Coordinator of the PNP SCDM;
b.2) Assist TDPCR in the supervision of the implementation of this
LOI;
b.3) Initiate the activation of the Sub-Committee in times of disaster;
b.4) Monitor and supervise the implementation of this LOI;
b.5) Ensure readiness of NHQ CDM Battalion to be converted as
disaster response unit during calamities;
b.6) Coordinate with NDRRMC for the required response needed
during disasters;
b.7) Provide an updated disaster report to the Sub-Committee
National Disaster Operations Center through the NOC;
b.8) Direct C, NOC to provide space at the National Operations
Center to accommodate the staff of the National Disaster Operations Center and available
communication facilities/equipment; and
b.9) Perform other tasks as directed.
c) Directorate for Intelligence (DI)
c.1) Deputy DI shall act as the Sub-Committee Staff for Intelligence;

and
c.2) Assist the Sub-Committee through information gathering.
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d) Directorate for Logistics (DL)
d.1) Deputy DL shall act as the Sub-Committee Staff for Logistics;

d.2) Conduct fortnightly inventory of PNP Search and Rescue (SAR)
Equipment and the present location/deployment of same
d.3) Provide appropriate logistical support;
d.4) Program the needed logistical requirements to ensure
availability of appropriate equipment and facilities for the Sub-Committee; and
d.5) Perform other tasks as directed.
e) Directorate for Human Resource and Doctrine Development

(DHRDD)
e.1) Deputy DHRDD shall act as the Sub-Committee Staff for

Training;
e.2) Design and supervise the conduct of appropriate training on
rescue and life saving techniques in coordination with other concerned offices and/or
government agencies;
e.3) Infuse/Institutionalize the internationally accepted standards of
the Incident Command System (ICS) in the Program of Instructions of the PNP In-service
trainings; and
e.4) Perform other tasks as directed.
f) Directorate for Comptrollership (DC)
f.1) Deputy DC shall act as the Sub-Committee Staff for

Comptrollership;
f.2) Appropriate the necessary funds for the maintenance and
operation of the Sub-Committee; and
f.3) Perform other tasks as directed.
g) Directorate for Research and Development (DRD)
g.1) Deputy DRD shall act as the Sub-Committee Staff for Research
& Development;
g.2) Design appropriate SAR equipment/tools for use of the Task
Groups, Sub-task groups; and
g.3) Perform other tasks as directed.
h) DIPO Directors
h.1) Designated as Supervisors, Area Disaster Incident Management

Task Groups (ADIMTGs);
h.2) Primarily monitor disaster events in respective area and as the
circumstance may require, shall oversee trans-regional disaster preparedness and
response operations e.g., deployment of PNP SAR assets, rescue and relief operations,
etc. in coordination with concerned Regional Disaster Risk Reduction and Management
Council through respective Police Regional Offices; and
h.3) Perform other tasks as prescribed in the LOI.
i) Other D-staff
i.1) Provide staff functions to the PNP Sub-Committee on Disaster

Management (PNP SCDM) that falls under their respective interests; and
i.2) Perform other tasks as directed.
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j) RDs, PROs 1-13, COR, ARMM, NCRPO
j.1) Main implementers of the LOI at respective regional jurisdiction,

particularly in the application of the three-stage Disaster Preparedness and Response
Plan down to the District, Provincial, City and Municipal level and the operationalization
of respective Search and Rescue (SAR) Plans as deemed applicable;
j.2) Designate the Deputy Regional Director for Administration
(DRDA) as the Task Group Commander, PRO Disaster Incident Management Task
Group and the Deputy Regional Director for Operations (DRDO) as the On-Scene
Commander;
j.3) Act as first responders to their AOR in the conduct of search and
rescue operation, evacuation and relief operation, emergency medical services, and
security & traffic management operation in coordination with the Regional Disaster Risk
Reduction and Management Council;
j.4) Maximize utilization of Barangay Peacekeeping Action Teams
(BPATs) Components, particularly the Disaster Management Component, as well as
private institutions and other service-oriented groups to create a wider scope of
operational support and assistance;
j.5) Conduct fortnightly inventory of SAR equipment, facilities, and
supplies as well as regular SAR training of personnel;
j.6) Enhance capability of Regional, District, Provincial/City Public
Safety Battalions/Companies to perform additional functions as Disaster Response Units
through regular SAR trainings as the situation may require
j.7) Identify appropriate staging areas (primary, secondary) to
accommodate heavy equipment and SAR assets (air, sea, land) to be mobilized by
foreign countries and international agencies as the situation warrants;
j.8) Establish Police Regional Disaster Operations Center (PRDOCs)
who shall provide timely updates of disaster events to the National Disaster Operations
Center (NDOC);
j.9) As a member of the Regional Disaster Risk Reduction and
Management Council, provide advise and appropriate recommendations to the
Chairman, Regional Disaster Risk Reduction and Management Council on disaster
management as stipulated under RA 10121; and
j.10) Perform other tasks as directed by higher authorities.
k) Other NSUs
k.1) Provide appropriate support to the PNP Sub-Committee on

Disaster Management (PNP SCDM), NDPRTG and the Regional, District, Provincial/City
and Municipal Disaster Incident Management Task Groups which falls under their
respective organizational function/tasks; and
k.2) Perform other tasks as directed by higher authorities.
2) NATIONAL HEADQUARTES DISASTER PREPAREDNESS AND

RESPONSE TASK GROUP (See Annex “C” – Organizational Chart, NHQ PNP
DPRTG)
The National Headquarters Disaster Preparedness and Response Task

Group (NHQ DPRTG) shall be established as a special operating task group of the PNP
SCDM and assist the six (6) Area Disaster Incident Management Task Group as the
Chairman/Task Coordinator, PNP SCDM may direct. The NHQ DPRTG shall be divided
into three (3) main groups, namely: Operations Group, Service Support Group and
Public/Media Affairs Group. The following NSUs shall perform the functions hereunder
mentioned.
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a) NHQ DPRTG COMMAND GROUP:
a.1) Director, PNP Special Action Force (PNP SAF)
a.1.1) Director, SAF shall act as the TG Commander of the NHQ

DPRTG;
a.1.2) Maintain a Task Group Disaster Operations Center with
personnel complement coming from the units of the Task Group to be co-located at the
National Disaster Operations Center (NDOC);
a.1.3) Conduct periodic emergency preparedness inspection,
drills and exercises, and
a.1.4) Perform other tasks as directed by the PNP SCDM
Chairman/Task Coordinator.
a.2) Director, Police Community Relations Group (PCRG)
a.2.1) Designate the Deputy Director, PCRG as the Deputy

Task Group Commander of the NHQ DPRTG; and
a.2.2) Perform other tasks as directed by the PNP SCDM
Chairman/task Coordinator and/or the TG Commander, NHQ DPRTG.
b) NHQ DPRTG OPERATIONS GROUP:
Search and Rescue Sub – Task Group (SAR STG)
b.1) Special Action Force
b.1.1) Designate the Chief, Operations Division, SAF (F3) as

the STG Commander of Search and Rescue Sub Task Group;
b.1.2) Make available appropriate number of personnel with
special rescue equipment for rescue and recovery response headed by an Officer;
b.1.3) Maximize the use of air assets in the conduct of disaster
operations;
b.1.4) Design and recommend the standard composition of a
Search and Rescue Team, including the job description of individual members,
skills/trainings required and equipments for its operations to be adopted as the standard
PNP SAR Team;
b.1.5) Assist in the conduct of SAR training on subjects that fall
under area of expertise; and
b.1.6) Perform other tasks as directed.
b.2) Maritime Group
b.2.1) Be part of the Search and Rescue Sub Task Group;

b.2.2) Make available all SAR-trained personnel and
watercrafts as may be required by the Task Group;
b.2.3) Direct Maritime Regional/Provincial Offices to provide
appropriate SAR support to the respective Police Regional Offices as the need arises;
b.2.4) Assist in the conduct of SAR training on subjects that fall
under area of expertise; and
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Evacuation and Relief Operations Sub – Task Group
b.3) Police Community Relations Group (PCRG)
b.3.1) Designate the Deputy, PCRG as the Sub Task Group

Commander of the Evacuation and Relief Sub Task Group;
b.3.2) Make available twenty (20) personnel with appropriate
equipment headed by C, ARMD;
b.3.3) Conduct disaster preparedness and response training;
b.3.4) Stockpile relief goods and medicines for distribution
during calamities;
b.3.5) Conduct periodic emergency preparedness inspection
drills and exercises;
b.3.6) Mobilize accredited NGOs with advocacies in disaster
rescue and relief operations during disaster and calamity occurrences; and
b.4) Headquarters Support Service (HSS)
b.4.1) Be part of the Evacuation and Relief Operations Sub

Task Group;
b.4.2) Ensure availability of Civil Disturbance Management
(CDM) units to perform disaster response operations with evacuation and disaster relief
equipment or as required by the PNP SCDM Chairman/Task Coordinator and/or the
DPRTG Commander; and
b.5) Other NSUs (ITMS, HS, FS, TS, SAF, LSS)
b.5.1) Be part of the Evacuation & Relief Sub Task Group;

b.5.2) Make available ten (10) personnel for evacuation & relief
operations; and
Security and Traffic Management Sub−Task Group
b.6) Highway Patrol Group (HPG)
b.6.1) Designate the Deputy for Operations, HPG as the Task

Group Commander of the Security and Traffic Management Sub Task Group;
b.6.2) Shall be responsible in installing road status advisories
at the Bus Stations and along the main thoroughfares;
b.6.3) Shall be responsible in ensuring the smooth flow of traffic
by clearing the main thoroughfares of disaster debris, in coordination with the DPWH,
MMDA, Local Government Unit (LGUs) and other Engineering Offices and Private
Engineering Contractors. Further establish disaster rescue lanes and/or other alternate
routes to ensure access of SAR vehicles and equipments;
b.6.4) Make available all Civil Disturbance Management (CDM)
units to perform appropriate disaster response operations with appropriate equipment or
as required by the PNP SCDM Chairman/Task Coordinator and/or the DPRTG
Commander;
b.6.5) Direct HPG Regional/Provincial Offices to provide
appropriate security and traffic management support to the respective Police Regional
Offices as the need arises; and
b.6.6) Perform other task as directed.
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b.7) Other NSUs (IG, PSPG, CSG, PACER)
b.7.1) Be part of the Security and Traffic Management Sub Task

Group;
b.7.2) Make available appropriate number of personnel for
security management or as required by the PNP SCDM Chairman/Task Coordinator
and/or the NDPRTG Commander;
b.7.3) Direct Regional/Provincial Offices to provide appropriate
security management support to the respective Police Regional Offices as the need
arises; and
c) NHQ DPRTG SERVICE SUPPORT GROUP:
Service Support Sub−Task Group:
c.1) Logistics Support Service (LSS)
c.1.1) Designate the Deputy, LSS as Commander of the Service

Support Sub Task Group;
c.1.2) Designate service support personnel as required by the
Task Force;
c.1.3) Make available necessary equipment and supplies;
c.1.4) Provide mobile and transport capability to the Task Group;
c.1.5) Provide other heavy equipment and generators needed
for search, rescue, evacuation and relief operations;
c.1.6) Ensure availability of squad tents to be utilized as Advance
Command Posts during disaster management operations;
c.1.7) Maintain field kitchen to support the necessary
requirements of the Task Group during alerts and deployments; and
c.1.8) Perform other tasks as directed.
c.2) Engineering Service (ES)
c.2.1) Be part of the Service Support Sub Task Group;

c.2.2) Provide realistic assessment of the damages;
c.2.3) Designate appropriate number of personnel for service
support as required by the PNP SCDM Chairman/Task Coordinator and/or the TG
Commander, NHQ DPRTG;
c.2.4) Direct ES Regional Offices to provide appropriate
engineering service support to the respective Police Regional Offices as the need arises;
and
c.3) Communication and Electronic Services (CES)
c.3.1) Be part of the Service Support Sub Task Group

c.3.2) Designate appropriate number of personnel for
communications service support as required by the PNP SCDM Chairman/Task
Coordinator and/or the TG Commander, NHQ DPRTG;
c.3.3) Direct CES Regional Offices to provide appropriate
communications service support to the respective Police Regional Offices as the need
arises;
c.3.4) Detail technical staff at the National Disaster Operations
Center to provide communications requirement of NDOC; and
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Emergency Medical Services Sub−Task Group
c.4) Health Service (HS)
c.4.1) Designate the Head of Emergency Medical Service as the

Task Group Commander of the Emergency Medical Services Sub Task Group;
c.4.2) Designate appropriate number of medical personnel with
ambulances and medical supplies and equipment for medical service operations;
c.4.3) Assist in the training of task group personnel and
paramedical volunteers who will be part of the response and relief operations;
c.4.4) Direct HS Regional/Provincial Offices to provide
appropriate medical service support to the respective Police Regional Offices as the need
arises; and
Investigation and Victim Identification Sub−Task Group
c.) Criminal Investigation and Detection Group (CIDG)
c.5.1) Designate the Deputy for Operations as the Sub−Task

Group Commander for Investigation Sub−Task Group;
c.5.2) Assist the ES in the damage and needs assessment and
CLS on investigation activities;
c.5.3) Direct Regional/Provincial Offices to provide appropriate
investigation support to the respective Police Regional Offices as the need arises; and
c.6) Crime Laboratory Service (CLS)
c.6.1) Be part of the Investigation Sub Task Group;

c.6.2) Responsible in the identification and disposition of the
dead victims/casualties;
c.6.3) Direct Regional/Provincial Offices to provide appropriate
support to the respective Police Regional Offices as the need arises; and
d) NHQ DPRTG PUBLIC/MEDIA AFFAIRS GROUP:
Public/Media Affairs Sub−Task Group
d.1) Public Information Office (PIO)
d.1.1) Designate the Deputy Chief, PIO as Sub−Task Group

Commander;
d.1.2) Make available to the public disaster information and
advisories;
d.1.3) Designate Public Information Officers at the PNP Media
Center for Mass Media Management;
d.1.4) As the situation may require and giving consideration with
available Public Information Officers, PIO may send personnel as co−host in TV and
Radio programs to facilitate the speedy action of concerned PNP units to public
assistance requests;
d.1.5) In−charge of photo, video and media coverage; and
d.1.6) Perform other tasks as may be directed.
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d.2) Police Community Relations Group (PCRG):
d.2.1) Be part of the Public/Media Affairs Sub Task Group;

d.2.2) Designate personnel as required by the Task Force for
Community Relations activities;
d.2.3) OPR in the reproduction of leaflets, brochures, and
“what−to−do” informative materials pertaining to disaster preparedness and management
on natural disasters such as typhoons, flashfloods, earthquakes, tsunamis, drought,
volcanic eruption and landslide, for distribution to the public; and
d.2.4) Perform other tasks as directed.
3) AREA DISASTER INCIDENT MANAGEMENT TASK GROUP (ADIMTG)
The Directors of the different Directorates for Integrated Police

Operations (DIPOs) and the Regional Director, NCRPO shall exercise monitoring and
supervision in the conduct of disaster preparedness and risk reduction and management
operations in close coordination with the Regional Disaster Risk Reduction and
Management Council in their respective areas of jurisdictions, applying therein the basic
conceptual framework of the three−stage disaster preparedness and response
operations.
Respective Area Disaster Incident Management Task Group

Supervisors, upon the advise of the Chairman/Task Coordinator, PNP SCDM shall
activate their Area Disaster Incident Management Task Groups and perform the following
functions;
a) Act as first responders to their AOR for trans−regional search and
rescue operation, evacuation and relief operation, emergency medical services, and
security & traffic management operation as the situation warrants;
b) During disasters in their AOR, will be supported by other Area Task
Groups and NHQ DPRTG as may be directed by the Chairman/Task Coordinator, PNP
SCDM;
c) Organize all the PNP Regional Offices of NSUs under their control
and be part of the Area Sub Task Groups when the need arises; and
d) Perform other tasks as may be directed by higher authorities.
Likewise, Disaster Incident Management Task Groups (DIMTGs) shall

be established at the Regional, District, Provincial as well as City/Municipal Level with the
Deputy Regional Director for Administration (DRDAs), Deputy Provincial Directors for
Administration (DPDAs) and the Deputy City/Municipal Chiefs of Police (Dep COPs) as
Task Group Commanders, respectively. (See Annex D – Org Chart for DIMTG
Regional, Provincial and City/Municipal Level). They shall be under the supervision of
the respective Local Disaster Risk Reduction and Management Councils (LDRRMC).
e. Coordinating Instructions:
1) The six (6) Area Disaster Incident Management Task Groups, PRO
DIMTGs and NHQ DPRTG shall submit their implementing plans 15 days from receipt of
this LOI, to DPCR, copy furnished DO and PCRG.
2) The activation of the respective DIMTGs shall be in accordance to the

guidelines set forth in this LOI. (Annex “E” – Levels of Activation of DIMTGs).
3) All PNP Units/Offices complementing the task groups shall train their
men on disaster incident management using their available resources.
4) In the conduct of disaster/relief operations, security and safety of

personnel must be always considered.
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5) Advance Command Post of Task Groups/Sub−Task Groups shall be
designated accordingly.
6) All task units shall operate on their existing logistical and financial
allocation. NHQ PNP shall provide additional logistics and financial support on a case to
case basis.
7) Vertical and lateral coordination is encouraged.
8) Timely reports on disaster operations to include report on extent, nature

and location of damages with estimated cost should be submitted to higher headquarters
through the National Disaster Operations Center.
9) All NHQ−based tasked units shall provide appropriate number of

uniformed personnel (PCOs & PNCOs) as the Chairman/Task Coordinator may require
as Duty Detail at the NHQ PNP National Disaster Operations Center (NDOC).
10) Athletic T−shirt (Blue T−shirt round neck with “PULIS” marking) with
PNP GOA pants and any lower garments of the uniform of the day, with corresponding
head gears (lousy hats for FSUs and police field caps for PNP GOA lower garments) shall
be worn when responding to disaster operations.
11) Coordination between echelons of the civil organization and military

units is encouraged.
12) All NHQ−based PNP offices/units with Civil Disturbance Management

(CDM) Units shall ensure availability of CDM personnel to undertake disaster response
operations.
13) Level of response of all task group shall be done as much as possible
at the lowest level and only seek assistance to the next level when resources (manpower
and material) are not enough to manage the disaster incident.
14) The adjacent PNP units or stations not affected by the disaster will be
the secondary responders and the NSUs will follow when situation warrants.
5. RESCISSION:
All existing LOIs, directives and other issuances that are contrary to or
inconsistent with this LOI are hereby rescinded and/or modified accordingly.
6. EFFECTIVITY
This LOI shall take effect upon approval.
Original Signed
JESUS VERZOSA, CEO VI
Chief, PNP
Distribution:
Command Group D−Staff

D−DIPOs D, NSUs
P−Staff SPA to SILG
RD, PROs 1−13, ARMM, COR, NCRPO
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September 18, 2006
STANDING OPERATING PROCEDURE

NUMBER 2006 - 002
POLICY GUIDELINES IN THE UTILIZATION AND SECURITY OF

INFORMATION AND COMMUNICATIONS TECHNOLOGY (ICT) RESOURCES
1. REFERENCES:
a. PNP Logistics Information Management System (LIMS) Project
b. Observations resulting from the daily monitoring of Trend Micro Anti-virus

Software Logs
c. Memo from ICT Officer for TDL dated July 13, 2006 with subject, Status of
DL Local Area Network (LAN)
d. PNP Circular No. 2004-007 dated October 7, 2004, subject: Policy on the
Reduction of Water and Light Consumption
2. OBJECTIVE:
This SOP prescribes the guidelines, policies and responsibilities to be followed to

attain an efficient and cost effective usage of ICT resources by the Directorate for
Logistics (DL) authorized users and to establish appropriate protection and security
measures to maintain the integrity of information and data inputed and generated through
said ICT resources.
3. SCOPE:
This SOP applies to all authorized users of all DL owned and maintained ICT
resources namely: computers, computer systems, computer networks, internet, software,
printers and scanners.
a. Account - a user ID and password given to authorized users to gain access

to a computer system.
b. Authorized Access - an access by an authorized user to a computer

resource in a manner that is appropriate and work related.
c. Authorized User - an individual who was given an account to gain

authorized access to a computer system and network.
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d. Computer - an electronic device that stores, retrieves, and processes data,
and can be programmed with instructions. A computer is composed of hardware and
software, and can exist in a variety of sizes and configurations.
e. Computer Network - two or more computers that are connected together to

share resources such as hardware, data, and software. Most common are the Local Area
Network (LAN) and the Wide Area Network (WAN).
f. Computer System - a complete, working computer. The computer system

includes not only the computer, but also any software and peripheral devices like
monitors, keyboards, mice, printers, scanners, etc, that are necessary to make the
computer function. Every computer system, for example, requires an operating system.
g. Information and Communication Technology (ICT) — is the technology

required for information processing. In particular, it concerns the use of electronic
computers and computer software to convert, store, protect, process, transmit, and
retrieve information from anywhere, anytime.
h. ICT Officer - personnel in charge in the monitoring and supervision of all

ICT related activities within the office.
i. Internet Traffic — it is the amount of data sent and received by visitors to a

web site. This is determined by the number of visitors and the number of pages they visit.
j. Software — general term for the various kinds of programs used to operate
computers and related devices, such as Application Program, Operating System and PNP
Information System.
k. Malicious Software — a generic term covering a range of software programs

and types of programs designed to attack, degrade or prevent the intended use of an ICT
or network. Types of malicious software can include viruses, worms, trojans, malicious
active content and denial of service attacks.
5. POLICIES AND GUIDELINES:
a. The authorized user can utilize ICT resources as long as he/she is a

qualified and authorized user and comply with this SOP.
b. The authorized user shall not tamper with or squander any ICT resource.
He/she shall respect the physical hardware and network configuration of DL network. No
authorized user shall modify, limit, or extend the network or network configurations.
c. All computer equipment shall be protected with antivirus software updated

on a regular basis and all external media devices such as diskettes, flash disk and CD
shall be scanned by antivirus software prior to its usage.
d. In observance of the PNP Energy Conservation Measures (PNP Circular

No. 2004-007), the official time of computer access/operation is from 8:00 AM - 12 Noon
and 1:00 PM -5:00 PM. Hence, computers shall be turned off during lunch break except
in justifiable circumstances where computer access/operation is necessary in carrying out
authorized user's duties and responsibilities.
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e. The authorized user is prohibited from disclosing assigned password to any
individual, and every user must safeguard his/her account and its contents and therefore
responsible for any mishandling.
f. The authorized user shall not attempt to gain unauthorized access to ICT
resources or any account not belonging to him/her on the network or any other system.
Assisting others in gaining unauthorized access to such resources or accounts, including
your own account, is not permitted.
g. The authorized user shall not access or copy directories/folders, programs,

files, data, or documents, which do not belong to him/her and shall refrain from the
alternating, installing, modifying, and/or deleting any computer software stored or
executed on any computer without the express permission of the owner.
h. Authorized user may access the internet to assist him/her in carrying out
his/her duties and responsibilities. Accessing the internet for personal purposes must be
moderate in time, and does not interfere with the duties of other DL personnel.
i. Authorized users accessing the internet are acting as representatives of the

office thus, they should act accordingly so as not to damage the reputation of the office.
j. Internet access provided may not be used for access to and distribution of
indecent or obscene material or pornography, nuisance messages, and the Introduction
of malicious software tampering any computer system of DL.
k. All computer equipment shall not be utilized for desktop, network or online
computer games and excessive online messenger chatting during office hours.
l. ICT resources must not be used for commercial purposes or monetary gain.
m. Authorized user may play music on his/her computer system so long as it

will be in moderate volume and not distract others.
n. Authorized user must close the internet browser when not in use so as not
to add up to internet traffic.
o. ICT Officers may restrict/block access to certain websites that might contain
malicious software.
a. C, LPPD
1) Responsible for overseeing the strict implementation and enforcement of

this SOP.
2) Ensure that all authorized users shall have read and understood the
provisions of this SOP.
3) Responsible for introducing amendments/modifications to this SOP as

necessary in coordination with ICT Officers.
128
b. ICT Officers
1) Prepare and maintain security procedures compliant with this Policy

and other applicable information security policies and procedures.
2) Take reasonable precautions to guard against corruption or

compromise of DL computers, computer systems, or networks.
3) Take appropriate measures to prevent unauthorized use of the

system users' files.
4) Ensure that all hardware and software license agreements are

current and in force.
5) Ensure that computers, computer systems and networks have

appropriate back-up procedures.
c. Authorized Users of DL ICT resources:
1) Must read, understand and comply with all the provisions of this
SOP.
2) Strictly undertake efforts to protect the integrity and privacy of data
within the DL computers, computer systems and networks.
3) Maintain the proper use of his/her account and any activity

conducted using such account, including the choosing of secured passwords, protecting
the passwords, and ensuring that all local security protections are set correctly.
4) Report any possible security lapse/breach of this SOP to the ICT

Officers.
7. SANCTIONS:
Any breach or violation of this SOP shall be dealt with as follows:
a. Investigation will be conducted to ascertain the reported/ alleged

violation(s).
b. Violators found guilty will be reprimanded on the first offense,

withdraw the user's access to the internet and disconnect his/her computer from the
network on the second offense and imposition of appropriate administrative sanctions on
the third offense.
8. EFFECTIVITY:
This SOP shall take effect immediately upon publication.
Original Signed
JOSE ANTONIO C SALVACION, CSEE
Police Director
The Acting Director for Logistics
129
Republic or the Philippines
ALCO Building
ALCO Bldq. 391 Sen. Gil J. Puyat Avenue
MEMORANDUM CIRCULAR NO. 98-009
SUBJECT : PARTICIPATION OF NAPOLCOM/ILS TECHNICAL PERSONNEL

AS OBSERVER(S) IN THE CONDUCT OF TEST AND
EVALUATION, INSPECTION AND ACCEPTANCE,
DEMONSTRATION AND PRESENTATION OF SUPPLIES,
EQUIPMENT AND COMPLETED INFRASTRUCTURE
PROJECTS OF THE PHILIPPINE NATIONAL POLICE
TO : The Chief, Philippine National Police
WHEREAS, the National Police Commission is mandated by Article XVI, Section

VI of the Constitution and its enabling law, Republic Act No. 6975 as amended by
Republic Act No. 8551, to administer and control the Philippine National Police;
WHEREAS, in partial implementation of this mandate, the National Police

Commission through its Installations and Logistics Service, evaluates and acts
accordingly on Procurements of supplies and equipment by the Philippine National Police;
WHEREAS, the Philippine National Police in furtherance of its Modernization

Program, periodically procures supplies and equipment that, such procurement
mandated by law, undergoes the processes of pre-qualification, test and evaluation,
inspection and acceptance, and of video and/or actual presentation and demonstration of
such supplies and equipment;
WHEREAS, participation of the Commission's ILS technical personnel as

observers in the above processes in accordance with its administrative and supervisory
functions over said police organization, will facilitate for the Commission, the evaluation
and consequent actions on the Logistical needs and requirements of the Philippine
National Police;
NOW, THEREFORE, this Commission, in the exercise of its constitutional

mandate to supervise and control the PNP, hereby orders and directs that a Napolcom
representative shall sit as observer in the conduct of test and evaluation, inspection and
acceptance and, demonstration and presentation of supplies, equipment and completed
infrastructure project of the Philippine National Police.
This Memorandum Circular shall take effect immediately.
APPROVED, this 2nd day of April 1998 in Makati City
130
Original Signed
EPIMACO A. VELASCO
Secretary DILG and
Chairman, NAPOLCOM
Original Signed
JOSE PERCIVAL L. ADIONG
Commissioner
Vice Chairman & Executive Officer
Original Signed Original Signed Original Signed

ROGELIO A. PUREZA ALEXIS C. CANONIZADO EDGAR DULA TORRES
Commissioner Commissioner Commissioner
Attested by:
Original Signed
ATTY. BERNARDO R. CALIBO
Commission Secretary
131
Camp, Crame, Quezon City
October 24, 2016
MEMORANDUM CIRCULAR
NUMBER 2016-068
ADDENDUM TO PNP MEMORANDUM CIRCULAR NUMBER 2012-001

RE POLICY GUIDELINES AND PROCEDURES FOR THE DETERMINATION
OF APPROVED BUDGET FOR THE CONTRACT (ABC) IN THE
PROCUREMENT OF GOODS
1. REFERENCES:
a. R.A. 9184 entitled: Government Procurement Reform Act and its Revised IRR;
and
b. PNP Memorandum Circular No. 2012-001 dated January 9, 2012.
2. RATIONALE
This Memorandum Circular (MC) provides for the guidelines and procedures to be
undertaken by the Procurement Management Committee (PMC) in the formulation of the
consolidated Project Procurement Management Plan (PPMP) and the Bids and Awards
Committee (BAC) in the formulation, review and adjustment of the Annual Procurement
Plan (APP) of the Philippine National Police (PNP).
3. PURPOSE:
This MC sets forth the responsibility of the Bids and Awards Committee (BAC) to
review the terms, conditions, and specifications and if necessary adjust the Approved
Budget for the Contract (ABC) consistent with Sections 7 and 35 of Republic Act 9184
and its IRR. It aims to instill responsibilities and liabilities of the concerned officials in
connection with formulation and review of the PPMP. It also aims to streamline the
processes of goods in the Philippine National Police (PNP).
4. SCOPE:
This MC is applicable only to procurement of goods and will not apply to other
types of procurement.
a. DELEGATED PROCUREMENT - Refers to procurement of goods wherein a

PNP Bids and Awards Committee (BAC), upon approval of the Head of the
Procuring Entity (HOPE), requests other separate BACs of the PNP to
undertake a particular procurement for them, in order to hasten the
b. SEPARATE BAC – A BAC other than the NHQ BAC given authority by the
HOPE to procure goods for the PNP
132
6. GUIDELINES AND PROCEDURES:
a. The PMC shall act as the oversight body in the formulation of the PPMP. It shall
review the PPMP as submitted by the end-user and consolidate the same for
submission to the BAC, through the Secretariat.
b. The consolidated PPMP shall be submitted by PMC to the BAC for formulation
of the Annual Procurement Plan (APP). The CPNP or its duly authorized official
acting as the HOPE or duly authorized official of the HOPE, respectively, shall
approve the APP for implementation.
c. During the procurement process, the BAC through its Technical Working Group
(TWG) shall, pursuant to Section 35.3 of the RIRR of RA 9184, revise the terms,
conditions, and specifications, and if necessary adjust the Approved Budget for
the Contract (ABC) subject to the required approval;
d. After adjusting the ABC, the procuring entity may conduct a re-bidding with
advertisement and/or posting as provided for in Section 21.2 of the RIRR of RA
9184; and
e. The HOPE or its duly authorized official shall approve and sign the updated or
supplemental APP prior to its adoption.
7. PENALTY CLAUSE:
Any violation of this MC shall be a ground for administrative/disciplinary action

under existing rules and regulations without prejudice to the filing of appropriate
administrative and criminal cases, if warranted against the erring PNP personnel.
All policies, memoranda, issuances, and other circulars or portions thereof

inconsistent with this circular are hereby rescinded/repealed or modified accordingly.
9. EFFECTIVITY:
This MC shall take effect after 15 days from filing of a copy thereof at the University
of the Philippines Law Center in consonance with Section 3 and 4, 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
Chief, PNP
133
Proposed MC re-Addendum to PNP MC Number 2012-001
FLOW CHART
PMC
 Consolidate PPMPs from PNP Units

 Formulate Indicative PPMP and submit to
NHQ BAC for formulation of Indicative APP
NHQ BAC
 Formulate/Prepare Indicative/Adjusted APP

 Endorse Indicative APP to (HOPE) for approval
HOPE
 Approve and Sign Indicative/Adjusted APP
(For Adjusted APP)
NHQ BAC
 Implement Indicative/Adjusted APP

through procurement of goods
YES NO
134
January 09, 2012

MEMORANDUM CIRCULAR
NUMBER 2012-001
POLICY GUIDELINES AND PROCEDURES FOR DETERMINATION OF

APPROVED BUDGET FOR THE CONTRACT (ABC)
IN THE PROCUREMEMT OF GOODS
1. REFERENCES:
a. GPP-Government Procurement Manual (Volume 2- Manual of Procedures for

the Procurement of Goods and Services);
b. Revised IRR of RA No. 9184 dated July 22, 2009;
c. RA No. 9184- Government Procurement Reform Act;
d. DPWH Department Order No.12 series of 2011 with subject, Preparation of the
Approved Budget for the Contract dated March 14, 2011;
e. Policy Guidelines and Procedures in the Preparation of the FY 2012 Budget
Proposal para 6.5.2 (National Budget Memorandum No. 107 dtd December 30,
2010); and
g. Philippine Tariff and Duty Rates.
2. GENERAL:
This Memorandum Circular defines and prescribes the policies, rules, and
procedures of the Philippine National Police (PNP) as the procuring entity relative to the
procurement planning more specifically in the determination of the "Approved Budget for
the Contract" (ABC). However, before an ABC is arrived at, there is a need to determine
the price per unit of goods programmed for procurement.
Guided by the rule that the preparation of PNP budget proposals shall be focused,
well-coordinated, integrated, and cost-effective in order to avoid budgetary realignments
during the budget legislation and/or execution stages1, the PNP establishes a sequence
of tabular preparation, the data of which are derived from current market prices with
defined sources done during the procurement year.
3. OBJECTIVE:
a. To establish a well-planned procurement that will significantly ensure that the

PNP is able to purchase its requirements to perform its law enforcement
function as well as to deliver other public safety services to the public;
b. To prescribe proper procedures in the preparation of the ABC and ensure that
the procurement of and services shall be in accordance with the principles of
government procurement;
1
Policy Guidelines and Procedures in the Preparation of the FY 2012
Budget Proposal para 6.5.2 (National Budget Memorandum No. 107 dtd December 30, 2010)
135
c. To safeguard all the appropriations in order to be utilized on what is expected
based on the program; and
d. To enhance transparency and enforce accountability in its implementation.
a. Approved Budget for the Contract (ABC) - The budget for the contract duly
approved by the head of the procuring entity, as provided for in the General
Appropriations Act (GAA)2. The determination of this is guided by the price per
unit determined respective to the budget used (proposed, GAA, and SARO
issued). The ABC, may be changed prior to the conduct of the pre-procurement
conference through the price monitor and canvass of the current year.
b. Annual Procurement Plan (APP) – A consolidation of Project Procurement

Management Plans (PPMPs) which defines the different procurement activities
with its time schedules. However, this may be changed when the PPMPs from
end-user’s change, or after the approval of the GAA or issuance of its
appropriate SARO. This is prepared by the PNP - National Headquarters Bids
and Awards Committee (PNP-NHQ BAC) Secretariat which will be approved
by the Chief, PNP for implementation.
c. Goods — For this circular, it generally refers to items and equipment procured
using capital outlay funds.
d. Procurement Management Committee (PMC) - Chaired by the Deputy

Director for Logistics and with the different Deputy Directors of related
Directorates as may be determined by the Director for Logistics, this Committee
is tasked to formulate the consolidated PPMP.
e. Project Procurement Management Plan (PPMP) — Refers to the

procurement plan of Programs, Activities and Projects (PAP) of the PNP
prepared by the different Police Regional Offices (PROs), National Support
Units (NSUs) or other offices as maybe defined as the end-users. This shall
include information on whether the project will he contracted out, implemented
by administration or consigned; the type and objectives of contract to be
employed; the extent/size of contract scopes/packages, the procurement
methods to be adopted; time schedule for each procurement activity; and
contract implementation, estimated budget for the general components of the
contract3.
5. POLICIES:
a. All procurement shall be within the approved budget of the PNP and should be
meticulously and judiciously planned by the concerned committees and offices
concerned.
b. No procurement shall be undertaken unless it is in accordance with the

approved APP of the PNP. The APP shall bear the approval of the Chief, PNP
or second-ranking official designated by him to act on his behalf, and must
consistent with its duly approved yearly budget.
2
Revised IRR of RA 9184 (page 5.b)
3
Revised IRR of RA 9184 (page 9 – 7.3.2)
136
c. Adjustment of ABC4
1) The ABC may be adjusted upwards only under the following conditions:
a) There has been failure of public bidding for the second time due to all
bids submitted exceeding the ABC or no bids have been submitted, or
failure in the negotiated procurement after two failed biddings; and
b) There has been previous modification of the terms, conditions and

specifications of the project based on Section 35 of the IRR-A, except
when the project is indivisible, where the technical component is an
integral part of the whole that cannot be reduced, and it constitutes the
minimum requirement of the procuring entity for which there are no
substitutes.
2) The ABC may be adjusted downwards if there is a need to reflect actual

market prices and/or scope of work or suit actual field conditions of the
project; and
3) Upon adjustment of ABC, the procuring entity must conduct re-bidding with
re-advertisement/posting. Any succeeding adjustment of the ABC shall be
in accordance with these guidelines.
d. The established rules on Contract Price Escalation shall be followed 5.
e. Availability of canvass price of the current year renders past procurement prices
suppletory.
f. In determining the price per unit, different cost components, shall he considered
namely6:
1) The cost or market price of the product or service itself;

2) Incidental expenses like freight, insurance, taxes, installation costs, training
costs, if necessary, and cost of inspection;
3) The cost of money, to account for government agencies usually buying on
credit terms;
4) Inflationary factor, since the planning phase is usually done one year ahead
of the actual procurement date;
5) Quantities, considering that buying in bulk usually means lower unit prices;
and
6) The supply of spare parts and/or maintenance services, if these are part of
the contract package.
g. If the project or contract has a foreign component, it is also best to include a

currency valuation adjustment factor, in order to address foreign exchange rate
fluctuations between the planning phase and the actual procurement date7.
4
GPPB Resolution No. 07-2005 dtd April 1, 2005 (page 2)
5
GPPB Resolution No. 07-2005 dtd April 1, 2005 (page 3)
6
GPPB Vol2 Manual of Procedures for the Procurement of Goods and Services (page 21)
7
137
h. To determine the Currency Valuation and Inflationary factor to be used, the PMO
or end-user unit may request for guidance from the Bangko Sentral ng Pilipinas
(BSP), or refer to BSP forecasts, if available 8.
i. As a general rule, all imported goods for consumption are subject to the payment
of import duty prior to release unless otherwise exempted in accordance with
law by the Department of Finance. Also, these are subject to the payment of
VAT at the uniform rate of 12%. Even If the shipment is duty free, it may still be
subject to VAT. A few commodities, like passenger automobiles, jewelry,
alcohol, tobacco, etc. may also be subject to the payment of Ad Valorem Tax
aside from the import duty and VAT. The rate of Ad Valorem Tax depends on
the make-up of the commodity such as the engine displacement cost in case of
automobiles, or alcohol content in case of beverages9.
j. The estimators shall continuously update their information/statistics on market

prices of all the items for procurement and use only unit prices that are realistic
based on valid up-to-date information, in contrast to guesswork and haphazard
pricing. All assumptions in generating the estimate should be shown in the cost
analysis.
k. The estimators shall similarly be responsible for the reasonableness and
integrity of the calculations. They may revise the submitted estimates if, in their
evaluation, the estimates need to be adjusted in accordance with the provisions
of this Memorandum Circular.
6. PROCEDURES:
In the formulation of the ABC, three stages will be followed which are the following:
a. Price Per Unit Determination
1) In the preparation of the budget for the succeeding year, Programs,

Activities and Projects are identified by the different Program Directors of
the PNP in the National Headquarters. Projects that involve procurement
are then identified in order to address the logistical requirements set for the
succeeding year, taking into consideration the budget framework in order to
reflect its priorities and objectives for the budget period;
2) As an initiatory action, the different end-users will prepare their respective

PPMPs for the succeeding year. The end-users will accomplish Table A-1
contained in Annex A;
3) When the requirement needs are determined, the canvass of prices per unit
of the different goods to be procured shall be prepared by the concerned
sections of the Supply Management Division (SMD), Directorate for
Logistics (DL), or by other related offices concerned with the goods to be
procured following Table B-1 contained in Annex B;
4) Generally, price estimation is done by canvassing in at least three (3)

different suppliers, unless constrained by the scarcity of suppliers, with their
prevailing suggested retail prices (SRPs) of the identified items. The item
model, brand name and source of information must be so indicated.
8
9
Philippine Tariff and Duty Rates
138
In the absence of a current year canvassed price per unit, prices per unit of
past procurements maybe used with the applicable inflationary rates as
published by the Bangko Sentral ng Pilipinas.
In case where there is unavailability of local canvassed price, warehouse

price abroad will be used with consideration of the applicable cost,
insurance and freight (CIF), arrastre expenses, custom duties and taxes,
and other legally imposable fees.
5) Upon completion of Table B-1, per unit price with discounts and added cost
requirements will be determined as contained in Table B-2. The
determination of Volume Quantity Discount (VQD) is dependent on the
fiscal and economic conditions of the current year including the marketing
atmosphere of the specific item. The SMD, ODL shall maintain an updated
VQD Table; and
6) After the determination of the price per unit for each item based on the
above-mentioned policies, completion of Table B-3 is mandatory if the
same data are available from other government agencies which have ABC
Determination Policies. In the absence of this data or information in Table
B-3, price per unit determined in Table B-2 is sufficient.
b. Price Per Unit Determination and Target Budget
1) Upon the determination of the price per unit by the SMD or related office,
the same will be submitted to the Procurement Management Committee
(PMC); and
2) The PMC will determine the exact quantity per item or equipment that would
be purchased in relation to the agency's target budget for the succeeding
year. Their end-product would be the consolidated PPMP.
c. Consolidated PPMP and ABC
1) Upon the determination of the PMC, of the consolidated PPMP, the same
will be submitted to the NHQ-BAC who will formulate and prepare the APP;
and
2) The Chief, PNP who is the Head of the Procuring Entity, will finally approve
the APP for implementation.
a. The Chief, SMD, DL or the related office shall primarily be responsible in the
estimation of Price per unit of an item/equipment who will recommend the same
to the PMC;
b. The PMC is collectively and solidarily responsible for the review and approval
of the price per unit determination and the consolidated PPMP as a whole, who
will recommend the same to the NHQ-BAC; and
c. The NHQ-BAC is collectively and solidarily responsible for the integration of the
price per unit in relation to the target budget for the succeeding year, the
approved GAA and SARO whichever is applicable, all contained in the APP
who will in turn recommend the same for approval of the Head of the Procuring
Entity (HOPE), in this case the Chief, PNP.
139
8. PENALTY CLAUSE:
Any violation of this Circular shall be a ground for administrative/disciplinary action

under the existing rules and regulations, without prejudice to the filing of appropriate
administrative and criminal charges, if warranted, against the erring PNP personnel.
Provisions of existing PNP issuances are inconsistent with this Circular, in whole
or in part, are deemed repealed, set aside, amended or modified accordingly.
10. EFFECTIVITY:
2, Book Vll, EO No. 292, otherwise known as "The Revised Administrative Code of 1987,”
as amended.
Original Signed
NICANOR A BARTOLOME, CSEE
Chief, PNP
140
MEMORANDUM CIRCULAR
NUMBER 2016- 015
POLICY GUIDELINES AND PROCEDURES

IN STREAMLINING PNP SUPPORT ACTIVITIES TO THE PROCUREMENT
PROCESS
1. REFERENCES:
a. GPPB-Government Procurement Manual;

b. Republic Act (RA) No. 9184- Government Procurement Reform Act and
its Revised Implementing Rules and Regulations (RIRR) dated July 22,
2009;
c. Implementing Rules and Regulations of RA No. 10591;
d. DBM Circular No. 2010-9 dated December 30, 2010, Guidelines Directing
Agencies to Expedite the Implementation of their Procurement Activities;
e. PNP Memorandum Circular No. 2011-022;
f. Memorandum Circular Number 2012-001: Policy Guidelines and
Procedures for Determination of Approved Budget for Contract (ABC) in
the Procurement of Goods;
g. Memorandum Circular Number 2011-022: Prescribing the Policies,
Guidelines and Procedures in the Issuance of End-User's Certificate for
Procurement Purposes and Requiring the Submission of Export Papers
for Goods Procured Outside the Country;
h. Republic Act No. 9485 (Anti-Red Tape Act of 2007);
i. PNP PATROL Plan 2030;
j. PNP Fiscal Directive No. 2003-04 dated July 23, 2003;
k. Training Handbook on Government Expenditures (National);
l. COA Memorandum Circular No. 2012-001 entitled "Prescribing the
Revised Guidelines and Documentary Requirements for Common
Government Transactions" dated June 14, 2012;
m. Government Accounting Code of the Philippines;
n. New Government Accounting System (NGAS); and
o. PNP Code of Professional Conduct and Ethical Standards
2. RATIONALE:
This Memorandum Circular (MC) defines and prescribes the policies, rules, and
procedures relative to the streamlining of PNP Support Activities to the procurement
process including but not limited to the processing of Import Permit/End User
Certificate/Contract and the payment of procured goods, consulting services, and
infrastructure projects, thus ensuring a fast, effective, and efficient procurement in the
Philippine National Police (PNP) as a procuring entity.
The standard processes and procedures set by this MC, when adhered to will
address the issue of problematic procurement/payment processes characterized by
delay, "red tape," alleged corruption and involvement of numerous persons and
signatories and shall result in reduced suppliers' costs, more responsive, and better
value-for-money (VFM) public services to the citizens and eventually generate public
trust, confidence, and cooperation.
141
3. OBJECTIVES:
a. To adopt a standard and uniform set of rules and regulations governing the
procurement of infrastructure projects, goods, and consulting services for
government projects and other related activities that embodies a
streamlined procurement process as part of the procurement reform being
undertaken by the PNP;
b. To ensure that the procurement/payment processes are aligned for fast
effective, and efficient procurement and payment of goods, consulting
services, and infrastructure projects;
c. To prescribe standard processes and procedures in the procurement of
goods, consulting services, and infrastructure projects and eventual
payment to winning bidders/suppliers;
d. To eliminate avenues for delay, "red tape," alleged corruption and
involvement of numerous persons and signatories during the
procurement/payment processes;
e. To ensure reduced suppliers' costs and a more responsive and better value-
for money (VFM) to the citizens;
f. To generate public trust, confidence, and cooperation; and
g. To enhance transparency and enforce accountability in its implementation.
For the purpose of this MC, the following abbreviations, words, and phrases
shall mean and be understood as follows:
a. Goods — refers to all items, supplies, materials, equipment, and general

support services which may be needed in the transaction of public
businesses or in the pursuit of any government undertaking, project or
activity.
b. Head of the Procuring Entity — 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.
c. Procurement — refers to the acquisition of goods, consulting services, and

the contracting of infrastructure projects.
d. Procurement Process — commences when the PNP takes the first concrete
step to acquire the goods, consulting services or to undertake the
infrastructure projects in accordance with its planned procurement program
and ends upon the complete delivery, acceptance, and payment of the
procured goods or infrastructure projects.
e. Authority to Import or Import Permit (IP) - refers to a document issued by

the Chief, PNP authorizing the importation of firearms, or their parts,
ammunition, and other components (Sec 3.6, IRR of RA 10591).
f. Indentor — refers to an individual or entity with an exclusive contract to

facilitate the procurement of firearms, ammunition, spare parts, and/or
accessories on behalf of the AFP/PNP, law enforcement agency and/or
other government agencies (Sec 3.35, IRR of RA 10591).
g. Indent License to Deal or Indentor's License — refers to a written authority

granted by the Chief, PNP through the Chief, Firearms and Explosives
Office (Chief, FEO) to an indentor, indicating the number, types of firearms,
142
ammunition, spare parts, and accessories to be purchased (Sec. 3.36, IRR
of RA 10591).
h. Disbursement Voucher (DV) - a document serving as evidence for the

processing of payment of goods procured, consulting services as the receipt
or expenditure of money.
i. Requisition Issue Slip (RIS) - a request for something, especially a formal

written request on a pre-printed form.
j. Committee on Inspection and Acceptance (CIA) - Committee responsible

for the inspection and acceptance of delivered supplies, materials and
equipment procured by the PNP.
k. Claims and Examination Section (CES) - this Section receives

vouchers/payrolls representing payment of claims chargeable against PNP
obligations, examines the legality, validity and the completeness of DVs
which are in line with the existing and auditing requirements; and verifies
claims to their individual index to determine whether already paid or not to
avoid double payment.
l. Notice of Cash Allocation (NCA) - the cash authority issued by the

Department of Budget and Management (DBM) to the Central Office (CO)
and Police Regional Offices (PROs) to cover the cash requirements of the
PNP.
m. Notice of Fund Availability (NFA)- in lieu of the Advice of Sub-Allotment

(ASA) and in memorandum form, the Fiscal Division, Directorate for
Comptrollership (FD, DC) shall issue NFA to the different units to inform the
unit concerned that funds are available for the purpose stated.
n. LDDAP-ADA (List of Due and Demandable Accounts Payable — Authority

to Debit Accounts) — refers to an accountable form integrating the ADA
with LDDAP which is a list reflecting the names of creditors/payees to be
paid by the PNP and the corresponding amounts of their unpaid claims, duly
certified and approved by the heads of the accounting unit and the PNP, or
authorized officials.
o. Creditors/Payees — refer to the suppliers/winning bidders to whom the

payments are due after the delivery and acceptance of the goods procured
is consummated.
5. GENERAL POLICIES:
a. Pursuant to RA No. 9184 and its RIRR, government procurement involves

the following processes: (Tab A — Streamlined Procurement Flowchart):
1) Procurement Planning — involves the preparation/updating of the

agency's Project Procurement Management Plan (PPMP) by
individual project, the consolidation of all PPMPs into the Annual
Procurement Plan (APP) and approval of the APP by the Agency
Head.
2) Pre-Procurement Conference — assessment of the readiness of the

procurement in terms of confirming the certification of availability of
funds, as well as reviewing all relevant documents and the draft
Invitation to Bid, as well as consultants hired by the agency concerned
and the representative of the end-user.
143
3) Advertisement and/or Posting of the Invitation to Bid — announcing to
the public the proposed projects and inviting prospective bidders to
join the bidding, thru the following media: newspaper of general
nationwide circulation, PhilGEPs website, procuring entity's website,
and conspicuous places.
4) Pre-Bid Conference - the forum where the procuring entity's

representatives and the prospective bidders discuss the different
aspects of the project.
5) Submission and Receipt of Bids — involves the submission by the

bidders of two (2) separate sealed envelopes containing the technical
and financial components, and the receipt by the Bids and Awards
Committee (BAC) of said envelopes on such date, time and place as
specified in the invitation to bid.
6) Opening and Evaluation of Bidder's Envelope - opening of the

submitted bids after the deadline for submission and receipts of bids
for the purposes of eligibility check of the bidders.
7) Detailed Evaluation of Bids — evaluation of the financial component of

the Bids and ranking of the bids which passed the preliminary
examination, from lowest to highest bidder in terms of their calculated
price.
8) Post Qualification of Bids — verification and validation on whether the

lowest calculated bidder, in the case of procurement of goods and
infrastructure projects or the highest rated bidder, in the case of
consulting services, has passed all the legal/technical/financial
requirements and conditions as specified in the Bidding Documents.
9) Notice of Award — the document issued by the Head of the Procuring

Entity to the bidder to whom the contract is awarded.
10) Award of Contract — awarding of contract to the lowest calculated

responsive bid or the highest rated responsive bid.
11) Notice to Proceed — Issuance of the Notice to Proceed together with

a copy of the approved contract to the successful bidder within seven
(7) calendar days from the date of approval of the contract by the
approving authority.
b. To ensure that the procurement processes are aligned for fast, effective and
efficient procurement and payment of goods and infrastructure projects, the
PNP shall streamline and standardize the procedures in the preparation,
submission, review and examination of all required documents including the
process flow;
c. To simplify and streamline the processing of the Import Permit (IP), Chief,
FEO or his authorized representative shall be a member of the TWG-Post
Qualification (Documentation), whenever applicable;
d. The authorized representative from the Management Division (MD), DC

shall join the CIA during the inspection and acceptance of delivered goods
and prepare Inspection Report as a requirement for pre-audit of
Disbursement Vouchers. The CIA Secretariat shall prepare the letter of
invitation for the representative of the MD, DC;
144
e. The following standard Lists of Requirements shall be used by all
units/personnel involved in this MC:
1) Requirements for Application for Authority to Import by Licensed

Indentors (For PNP Procurement): (To be required during the Post
Qualification Phase by FEO as member of the TWG-Post Qualification-
Documentation)
a. Letter request of the Indentor addressed to the Chief, PNP with

the following attached documents:
a.1) Unsigned End-User's Certificate (EUC) prepared by the

BAC; and
a.2) Authenticated Photocopy of Indent License to Deal verified
by BAC for authenticity.
b. Purchase Order (original/authenticated);

c. Certificate Of Availability of Funds or Approved Budget Contract
(ABC) intended for the procurement or Certificate of Funds
Availability/ Chargeability;
d. Notice of Award (authenticated);
e. Unsigned Contract Agreement (authenticated) to be endorsed
with the EUC; and
f. Endorsement Letter for the EUC from the BAC.
2) Requirements for Application for Authority to Import by Licensed

Indentors (For PNP Sample, Test and Evaluation Purposes Only):
This requirement shall have no other use except for bidding only and
shall follow the same procedure as the regular Lowest Calculated
Responsive Bid (LCRB).
a) Letter request of the Indentor addressed to the Chief, PNP with

the following attached documents:
a.1) Unsigned End-User’s Certificate prepared by the BAC; and

a.2) Authenticated Photocopy of Indent License to Deal verified
by BAC for authenticity.
b) Endorsement Letter for the EUC from the BAC.
3) Requirements for Pre-Audit Examination and Inspection (ICIS, MD,

DC):
a) Annual Procurement Plan (APP);

b) Approved Budget for the Contract (ABC)/Notice of Fund
Allocation (NFA)/Approved PNP TR Fund;
c) Certificate of Widest Dissemination;
d) Certificate of Reasonableness of Price;
e) Requisition and Issue Slip (without Price);
f) Purchase Request/work Order Request/Contract Request;
g) Supply Availability Inquiry;
h) Abstract of Bids;
i) Minutes of Pre-Bid Conference for Php1,000,000.00 and above;
j) Minutes of Opening of Bids,
k) Results of Eligibility Check/Screening;
l) Post Qualification report of TWG;
m) Notice of Post-qualification;
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n) BAC Resolution declaring the Lowest Calculated Responsive Bid
and further approval of the HOPE to the Resolution of the BAC
recommending Award of Contract;
o) Notice of Award;
p) Approved Purchase Order/Work Order/Job Order/Contract;
q) Certificate of Availability of Funds/Obligation Request/ALOBS;
r) Notice to Proceed, indicating the date of the receipt by the
contractor;
s) Bidder's technical and financial proposal/Bidder's Tender;
t) Letter of Intent, if applicable;
u) Invitation to Apply for Eligibility to Bid (Newspaper of general
nationwide circulation not for goods of Php2,000,000.00 and
below);
v) Instruction to Bidders (ITB) General Terms;
w) Bid Security;
x) Audited Financial Statements;
y) Computation of Net Financial Contract Capacity (NFCC)/credit
line commitment;
z) Statement of the Prospective Bidder of all ongoing and completed
projects;
aa) Statement of the Prospective Bidder that it is not blacklisted
(contained in the Omnibus Sworn Statement as provided for in
Sec. 25.2 of the RIRR);
bb) Letter authorizing the BAC or its authorized representative to
verify the documents submitted (contained in the Omnibus Sworn
Statement as provided for in Sec. 25.2 of the RIRR);
cc) Authority of signatory/SPA (contained in the Omnibus Sworn
Statement as provided for in Sec. 25.2 of the RIRR);
dd) DTI Business Registration/Certificate from SEC or CDA;
ee) Mayor's Permit;
ff) TIN (as shown in BIR Form 2303) together with Tax Clearance;
gg) PhilGEPS Registration;
hh) Performance Security;
ii) Sales Invoice/Delivery Receipt;
jj) Memo Request for Inspection;
kk) Inspection and Acceptance Report;
ll) Request for Inspection (Commission on Audit);
mm) Requisition Issue Slip (with price); and
nn) Evidence of Invitation of three (3) observers in all stages of the
procurement process.
4) Trust Receipt Claims (MIS, MD, DC)
a) Chargeability; and
b) Approval of Obligation.
5) Pre-audit for Payment (CES, MD, DC)
a) Letter Order
b) Inspection Report,
c) Disbursement Voucher
d) Disbursement Voucher (Withholding Tax); and
e) Disbursement Voucher (EVAT).
6) Purchase Order (PO) Requirements (PD, LSS)
a) Approved PO/WO/JO/Contract;
b) ALOBS/NFA;
146
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 the advertisement of Invitation to Bid/Request of
expression of interest including print-out copy of advertisement
posted in PhilG-EPS/Supplemental Bid Bulletin;
h) Print-out Copy of Posting of Notice to Proceed and Contract of
Award in the PhilG-EPS;
i) Certificate of Widest Dissemination/Certificate of
Reasonableness of Price;
j) BAC Resolution recommending approval by the HOPE of the
Resolution of the BAC recommending Award of Contract/Other
Supporting BAC Resolutions;
k) NAPOLCOM approved technical specifications, if applicable;
l) Request for Purchase or Requisition of Supplies;
m) Evidence of invitation of three (3) observers in all stages of the
procurement process;
n) Bidding Documents:
n 1) Invitation to Bid;
n 2) Instruction to Bidder;
n.3) Delivery Time or Completion Schedule;
n.4) Bid Security; and
n.5) Performance Security;
o) Eligibility Requirements:
o.1) DTI Business Name/Registration Certificate from SEC or

CDA;
o.2) Mayor's Permit;
o.3) TIN as shown in BIR Form 2303/Tax Clearance;
o.4) Statement of the prospective bidder that it is not blacklisted;
o.5) Statement of the prospective bidder of all ongoing and
completed projects/Statement of Single Largest Similar
Contract (SLSC);
o.6) Letter authorizing the BAC or its duly authorized
representative to verify the documents submitted;
o.7) Authority of Signatory/SPA;
o.8) Audited Financial Statements;
o.9) PhilG-EPS Registration/Appropriate Licenses/JV
Agreement; and
o.10) 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) Minute 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; and
z) Result of Eligibility/Check Screening.
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f. It shall be the responsibility of the Chief, CES, MD to include in the pre-audit
the re-computation of taxes and the completeness of the DV;
g. Chief, Procurement Division (PD) of Logistics Support Service (LSS) shall

ensure the completeness of the documentation before the DV is transmitted
to DC for processing. Chief, PD shall likewise prepare the Memorandum for
Approval of Payment addressed to the Chief, PNP through The Director for
Comptrollership (TDC);
h. The LDDAP-ADA shall be prepared by Chief, Notice of Cash Allocation

Section (NCAS), Budget Division (BD) for signature of Chief, Accounting
Division (AD) and T DC. A copy of the LDDAP-ADA shall be attached to the
Request for NCA while another copy shall be retained by the office;
i. All Disbursement Vouchers shall be monitored by C, PD, LSS to ensure that

the streamlined payment process is strictly observed. A monitoring chart
shall be maintained to determine the aging of the flow of payment of
vouchers;
j. Processing/handling of Disbursement Vouchers should be treated

separately from ordinary office documents and be afforded with utmost
attention to fast-track payment to suppliers/winning bidders or
creditors/payees after completion of contracts. Yellow colored folders shall
be used for easy identification; and
k. C, AD, DC shall review bank reconciliation whether the payment was

credited by LBP to the creditor's/payee's account. It is only after the bank
credits the payment that the creditor/payee can issue Official Receipt (OR)
as proof of payment and will be used as attachment to the DV.
6. GUIDELINES AND PROCEDURES:
The provisions enumerated in this MC shall guide all units/personnel involved

in the procurement process in adhering to the streamlined processes including but not
limited to the issuance of NOA, granting of EUC and IP, preparation of the PO, perfecting
of Contract, and the payment of goods procured to the creditors/payees.
a. STREAMLINED PROCESSING OF THE IMPORTATION PERMIT (IP),

EUC, PO AND CONTRACT: (Figure 2 - Tab B and Tab B1)
1) The Chief, FEO or his authorized representative, as a member of the

TWG-Post Qualification (Documentation) shall process the application
for IP during the said phase of the procurement process. All the
documentary requirements of the application for IP shall be submitted
and verified for completeness and authenticity by the FEO and BAC;
2) It shall be the responsibility of the Director, LSS to ensure the availability

of the unsigned PO for submission to the BAC prior to endorsement to
the Chief, PNP/HOPE for subsequent approval and signature;
3) It shall be the responsibility of the BAC Secretariat, after issuing the

Notice of Award (NOA) to the Winning Bidder to prepare the serialized
EUC and Contract and subsequently endorse the documents together
with the PO and IP for signature of the Chief, PNP/HOPE; and
4) Once the Chief, PNP/HOPE signs the EUC, PO, Contract and IP, BAC
shall release the signed documents to the Winning Bidder/lndenter then
turn over all the IP documents including photocopies of the signed EUC,
148
IP, Contract and PO to FEO for filing. The FLD, FEO shall be the
depository of all documents pertaining to applications for IP. It shall
likewise be the responsibility of the FEO to direct the Winning Bidder to
pay the corresponding IP fee before the BAC releases the IP, EUC, PO
and Contract.
b. STREAMLINED PROCESSING OF DV FOR PAYMENT OF GOODS AND

INFRASTRUCTURE PROJECTS: All involved units shall strictly follow the
Streamlined Payment Process Flowchart to ensure that winning
bidders/suppliers are paid of the procured goods and infrastructure projects
at the least possible time.(Figure 3-Tab C, Tabs C-1 to C-3)
1) STEPS 1-4. After the inspection and acceptance of the procured goods,
the Procurement Division of the Logistics Support Service shall be
responsible in the following tasks: prepare the DV and examine the
legality, validity and completeness of the documentary requirements
including the following:
a) Prepare the Claim DV and BIR DV and ensure that the signatures of
the Chief, PD and Director LSS are affixed,
b) Prepare the Cover Memorandum for signature of the Director, LSS
c) Secure RIS with price and Sales Invoice signed by Chief, SAMD and
attach the documents to the DV; and
d) Transmit the DV to the Directorate for Comptrollership for
processing.
2) STEPS 5-13. The following Divisions and Sections of the Directorate for
Comptrollership shall undertake the following tasks upon receipt of the
DV:
a) Chief, CES, MD shall conduct Pre-Audit by reviewing, examining the

legality, validity and completeness of the DV; the re-computation of
taxes; and the proper recording/indexing of the claim to prevent
double payment;
b) Chief, NCAS, BD shall prepare the request for NCA, the LDDAP-
ADA duly signed by Chief, AD and TDC, photocopy of the DV and
safe-keep the original DV; and
c) Chief, NCAS, BD shall thereafter transmit the Request for NCA to
SLO, OCPNP for review.
3) STEPS 14-17. The SLO, OCPNP upon receipt of the Request for NCA
from the Message Center, OCPNP shall review the document and
secure the signature of the Chief, PNP before transmitting to the Office
of the SILG for appropriate action.
4) STEPS 18-25. After receiving the NCA from the Department of Budget
and Management, the Divisions of the Directorate for Comptrollership
shall undertake the following tasks:
a) C, BD to sign the availability of NCA/chargeability to the DV;

b) C, NCAS to transmit the original DV with LDDAP-ADA to C, AD;
c) AD to record the DV, post the OBR Number; verify NCA
Chargeability; review, examine the legality, validity and
completeness of the DV & supporting documents; prepare the
Journal Entry Voucher (JEV); match the OBR with the JEV; prepare
the BIR Form; and review the JEV entries and LDDAP-ADA; and
d) C, AD to sign the DV and direct its transmittal to the Director, FS.
149
5) STEPS 26—28. The secretary of the Director, FS after receiving the DV
with LDDAP-ADA shall secure the signature of the Director, FS on the
LDDAP-ADA and transmit the DV to OCPNP for appropriate action.
6) STEPS 29 - 32. Upon receipt of the DV with LDDAP-ADA, OCPNP shall

undertake the following:
a) Message Center shall receive and record the DV with LDDAP-ADA;

b) SLO, OCPNP to review and secure the approval and signature of the
Chief, PNP on the DV; and
c) Message Center shall transmit the signed DV with LDDAP-ADA to
FS for appropriate action.
7) STEPS 33 - 37. After receiving the DV with LDDAP-ADA, FS through

the C, CAS, DD shall be responsible for the following tasks
a) Ensure that the DV with LDDAP-ADA is properly recorded and

indexed;
b) Prepare, affix signature and secure the signature of the Director, FS
on the Bank Advice;
c) Transmit the signed LDDAP-ADA and Bank Advice to LBP;
d) Secure OR from the payee; and
e) Turn over the DV to AD, DC for review and transmittal to COA for
Post Audit.
7. PENAL CLAUSE:
Any violation of this Circular shall be dealt with appropriately and, if evidence
warrants, criminal and/or administrative charges shall be filed pursuant to NAPOLCOM
Memorandum Circular No. 2007-001, otherwise known as the "Uniform Rules of
Procedure Before the Disciplinary Authorities and the Internal Affairs Service of the
Philippine National Police", RA No. 3019, otherwise known as the Anti-Graft and Corrupt
Practices Act, as amended, and among other laws.
All rules, regulations and other issuances made by the PNP which are
inconsistent with this Circular are deemed repealed, superseded, or amended
accordingly.
9. EFFECTIVITY CLAUSE:
This MC shall take effect after 15 days from the filing of 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
RICARDO C MARQUEZ
Chief, PNP
Distribution
Command Group
D-Staff
DIPOs
P-staff
RDs, PROs
Dirs, NSUs
AIG, IAS
150
OFFICE OF THE DEPUTY CHIEF PNP FOR OPERATIONS

NUMBER 05-2015
SUBJECT : REVISION OF LOI 01-2011 TO BE ENTITLED “PRESCRIBING

THE GUIDELINES ON PROCUREMENT ACTIVITIES OF POLICE
REGIONAL OFFICES (PROs) AND NATIONAL SUPPORT UNITS
(NSUs)”
DATE : 25 February 2015
1. LEGAL BASES:
a. RA No. 9184, otherwise known as the Government Procurement Reform

Act, and its Revised Implementing Rules and Regulations;
b. Section 26, RA No. 6975, otherwise known as the Department of the Interior
and Local Government Act of 1990, as amended by RA No. 8551, otherwise
known as the PNP Reform and Reorganization Act of 1998; and
c. Presidential Decree No. 1445, otherwise known as the "Government

Auditing Code of the Philippines";
d. NHQ BAC Resolution No. 2012-077 entitled "Increasing the Procurement

Authority of the Regional Director, Police Regional Office for Infrastructure
Projects of the Respective Police Regional Offices from Five Million (P5M)
Pesos to Eight Million (P8M) Pesos";
e. LOI 01-2011 entitled "Prescribing the Guidelines on Procurement Activities

thru Public Bidding in the PROs and NSUs";
f. Executive Order No. 645 entitled "Amending Section 4 of Executive Order

No. 423 dated 18 September 2003 which Prescribes the Rules and
Procedures on the Review and Approval of All Government Contracts to
Conform with Republic Act No. 9184, otherwise known as "The Government
Procurement Reform Act";
g. Executive Order No. 423 entitled "Repealing Executive Order No. 109-A
dated September 18, 2003 Prescribing the Rules and Procedures on the
Review and Approval of All Government Contracts to Conform with
Republic Act No. 9184, otherwise known as "The Government Procurement
Reform Act";
h. NHQ BAC Resolution No. 04-06 entitled "Recommending the Creation of

Bids and Awards Committee in PROs and NSUs, Providing its Composition,
Jurisdiction and Increasing the Ceiling of Contracts Subject to Approval of
RDs and D,NSUs"; and
151
i. PNP Circular No. DPL-01-05 dated August 28, 1995 entitled "Delegation of
Authority".
2. PURPOSE:
a. Increase the authority of Bids and Awards Committees in different Police

Regional Offices (PROs) and National Support Units (NSUs) to expedite the procurement
of their respective supplies, equipment, other logistical requirements, and infrastructure
projects; and
b. Increase the authority of the Regional Director, Police Regional Offices (RD,
PROS) and Director, National Support Units (D, NSUs) to approve and sign documents
relative to the procurement process of their respective goods, infrastructure projects and
consulting services.
3. AUTHORITY OF PRO BACs AND NSU BACs TO CONDUCT

PROCUREMENT ACTIVITY
a. The authority of the PRO BACs and NSU BACs to conduct procurement
through public bidding and the use of Alternative Method of Procurement whenever the
circumstance may warrant pursuant to Republic Act No. 9184 and its Revised
Implementing Rules and Regulations shall be limited to the following thresholds:
UNITS/OFFICES GOODS INFRASTRUCTURE

(NOT EXCEEDING) (NOT EXCEEDING)
PRO BAC Php10,000,000.00 Php20,000,000.00
NSU BAC Php10,000,000.00 Php20,000,000.00
Engineering Service BAC Php10,000,000.00 Php25,000,000.00
Logistics Support Service Php20,000,000.00 Php20,000,000.00
BAC
b. RDs, PROs/Dirs, NSUs to request to the NHQ Bids and Awards Committee
(NHQ BAC) for delegation of authority to conduct procurement of goods, infrastructure
projects or consulting services whenever an approved budget for the contract (ABC) is
above their threshold.
4. AUTHORITY OF REGIONAL DIRECTORS, POLICE REGIONAL OFFICES

AND DIRECTORS, NATIONAL SUPPORT UNITS:
a. RDs, PROs/Dirs, NSUs shall be authorized to approve and sign documents

relative to the procurement process of their respective goods, infrastructure projects and
consulting services.
b. RDs, PROs/Dirs, NSUs shall have full authority to give final approval and/or
to enter into all contracts with following thresholds:
UNITS/OFFICES GOODS INFRASTRUCTURE

(NOT EXCEEDING) (NOT EXCEEDING)
PRO BAC Php10,000,000.00 Php20,000,000.00
NSU BAC Php10,000,000.00 Php20,000,000.00
Engineering Service BAC Php10,000,000.00 Php25,000,000.00
Logistics Support Service Php20,000,000.00 Php20,000,000.00
BAC
Provided, that the RDs, PROs and Dirs, NSUs certify under oath that the contract
has been entered into in faithful compliance with all applicable laws and regulations.
152
c. The PROs or NSUs, as the case may be, shall furnish the NHQ BAC through
its Secretariat copy of all contracts, including its annexes that they entered into for record
purposes.
5. APPLICATION:
In case of doubts in the interpretation or application of this Circular, RA No.

9184 and its Revised IRR shall be controlling.
All rules, regulations and other issuances made by the PNP which are
inconsistent with this Memorandum Circular are deemed repealed, superseded, or
amended accordingly.
This Circular shall take effect immediately.
Original Signed
LEONARDO ARIAS ESPINA
OIC, PNP
153
Office of the Chief, Philippine National Police
SUBJECT: LOI 01-2011

"Prescribing the Guidelines on Procurement Activities thru Public
Bidding in the Police Regional Offices (PROs) and National Support
Units (NSUs)"
DATE : July 17, 2011
1. REFERENCES:
a. Republic Act 9184 and its Implementing Rules and Regulations;
b. Customized PNP Procurement Manual;
c. NHQ-BAC Resolution delegating the authority upon the Police Regional

Offices and National Support units;
d. Government Procurement Policy Board (GPPB) Policies; and
e. General Appropriations Act.
2. PURPOSE
To ensure compliance with the law, a clear-cut policy and the duties and
responsibilities of the different offices/units must be formulated. Thus, the PNP prescribes
the following guidelines on the procurement activities through public bidding in the PROs
and NSUs for their guidance and observance.
3. SITUATION
To fast-track the procurement of PNP supplies and other logistical

requirements for the official use of PNP Units and Personnel, the NHQ-Bids and Awards
Committee (NHQ-BAC) issues resolution granting authority to the PROs and NSUs to
conduct procurement activities thru public bidding.
Nevertheless, such delegated authority to conduct public bidding must be in

accordance with the General Appropriations Act (GAA), RA 9184 and its Implementing
Rules and Regulations.
4. ORGANIZATION OF NASU/NOSU/PRO BAC
(Please see Tab “A”)
5. MATRIX ON PROCUREMENT ACTIVITIES through PUBLIC BIDDING for

PROs and NSUs
(Please see Tab “B”)
154
6. FLOWCHART/TIMETABLE ON PROCUREMENT ACTIVITIES
(Please see Tab “C”)
7. COORDINATING INSTRUCTIONS
a. The authority to conduct public bidding shall be limited to the following

thresholds:
1.) NASU/NOSU/PRO BAC – P5 Million

2.) Logistics Support Service – P10 Million
3.) Engineering Service – P16 Million.
Should the ABC for the procurement of the goods, services or infrastructure
exceeds the threshold, the Director PRO/NSU in the exigency of the
service, may request for a delegation of authority to conduct procurement
by their BAC from the C, PNP. If found meritorious, the NHQ-BAC will
prepare a Resolution for approval of C, PNP.
b. The NSU-BAC/PRO-BAC shall maintain a checklist/worksheet of bidder’s

eligibility/technical components/financial components.
c. Post qualification should be conducted to verify and validate whether the

bidder with the Lowest Calculated Bid in case of Goods and Infrastructure
Projects, or the Highest Rated Bid, in case of Consulting Services, has
passed all the requirements and conditions as specified in the Bidding
Documents.
Original Signed
ATTY RAUL M BACALZO, Ph.D
Chief, PNP
Distribution:
PROs/NASUs/NOSUs BAC
155
PROs Organizational Structure
Chairman
DRDA
Vice Chairman
RCDS
Regular Member Regular Member Vice Chairman

C, RLD/ADL C, RCD/ADC/CFD C, RLS
Secretariat Technical Working Group
C, REO, C, RDSU, & IT

Head: Deputy, RLD/ADL
156
Officer
NSUs Organizational Structure
Chairman
DDA
Vice Chairman
CDS
Regular Member Regular Member Vice Chairman

C, CFD C, LD Legal Officer
Secretariat Technical Working Group
Head: AC, LD To be designated by D, NSU
157
FLOWCHART/TIMETABLE ON PROCUREMENT ACTIVITIES
STANDARDIZED BIDDING PROCEDURES

(Milestones of the Bidding Process)
Pre-Proc 3 cd 7 cd Pre-Bid
Advertisement
Conference Conference
12 cd
Opening of Opening of Bid

Evaluation 7 cd Post
Tech Env & Finance Qualification
and
Pre-Exam Envelope Ranking
30 cd
Contract 10 cd 15 cd Issuance
Issuance of 7 cd Approve of
Preparation of Notice
Notice of Award Contract
and Signing to Proceed
Note: Maximum number of days: 91 calendar days
158
Matrix on Procurement through PUBLIC BIDDING for Police Regional Offices and National Support Units
159
160
161
162
163
164
165
March 19, 2013

Number: 2013-003
"AMENDING PNP MEMORANDUM CIRCULAR NO. 2010-05 DATED APRIL 16, 2010
ENTITLED REGISTRATION OF MANUFACTURERS, SUPPLIERS, DISTRIBUTORS
AND CONTRACTORS PARTICIPATING IN PNP PROCUREMENT OF GOODS,
INFRASTRUCTURE PROJECTS AND CONSULTING SERVICES"
1. LEGAL BASES:
a. RA No. 9184, otherwise known as the Government Procurement Reform

Act (GPRA) and its Revised Implementing Rules and Regulation; and
b. Section 26, RA No. 6975, otherwise known as the DILG Act of 1990.
2. PURPOSE:
This Memorandum Circular prescribes the policies and procedures in the

manual registration of manufacturers, suppliers, distributors, contractors and consultants
participating in the procurement of goods, infrastructure projects and consulting services
in the Philippine National Police (PNP).
3. POLICIES:
a. Participation to any PNP procurement is open to all legally, technically and

financially capable business entities which are not blacklisted by any
government agency or office;
b. To facilitate determination of eligibility, the PNP BAC may maintain

Registry of Manufacturers, Suppliers, Distributors, Contractors and
Consultant using a manual system and allow submission and
recording/entry of eligibility requirements simultaneously with registration;
c. Application in the Registry of Manufacturers, Suppliers, Distributors,

Contractors and Consultant is optional, hence prior registration is not a
precondition for participation in any procurement regardless of the method
employed, whether public bidding or any of the alternative modes of
procurements;
d. A prospective bidder who maintains a current and updated file of his Class
"A" Documents shall be issued a certification by the BAC to that effect,
which certification may be submitted in lieu of the foregoing Class "A"
documents;
e. The registration of manufacturers, suppliers, distributors, contractors and

consultants pursuant to this Circular will not result in their automatic
eligibility or post-qualification in any procurement where they may
participate;
166
f. A list of Registry of Manufacturers, Suppliers, Distributors, Contractors
and Consultant shall be posted in conspicuous place at the PNP and/or
PNP website, and shall be updated periodically; and
g. Manufacturers, suppliers, distributors and contractors who submit falsified

documents shall be investigated and, if evidence warrants, shall be charged
criminally in cooperation with the agency or office which clearance or permit
was falsified.
4. SCOPE AND APPLICATION:
This Circular shall apply to the Philippine National Police (PNP) Bids and
Awards Committee (BAC) to include its separate BACs organized either according to: (a)
geographical location; or (b) nature of procurement.
a. BAC — refers to the Bids and Awards Committee established in

accordance with Section 11 of RA No. 9184 in relation to Article V of the
Revised Implementing Rules and Regulations (RIRR) of RA No. 9184.
b. Bidder — refers to eligible contractor, manufacturer, supplier, distributor,

contractors or consultant competing for the award of a contract in PNP
procurement.
c. Consultancy — refers to services for infrastructure projects and other types

of projects or activities of the PNP requiring adequate external technical and
professional expertise that are beyond the capability and/or capacity of the
PNP to undertake such as, but not limited to: (i) advisory and review service;
(ii) pre-investment of feasibility studies; (iii) design; (iv) construction
supervision; (v) management and related services; and (vi) other technical
services or special studies.
d. Goods — refers to all items, supplies, materials and general support

services except consulting services and infrastructure projects, which may
be needed in the transaction of public businesses or in the pursuit of any
government undertaking, project of activity.
e. Infrastructure Projects - include the construction, improvement,

rehabilitation, demolition, repair, restoration or maintenance of roads and
bridges, communication facilities, civil works components of information
technology projects, and drainage, water supply, sanitation, sewerage and
solid waste management systems, shore protection, energy/power and
electrification facilities, national buildings, school buildings, hospital
buildings, and other related construction projects of the government.
f. Registry of Manufacturers, Suppliers, Distributors, Contractors and

Consultants — refers to the list of manufacturers, suppliers, distributors,
contractors and consultants being maintained by the BAC, through its
Secretariat, that complied with the requirements for registration.
g. Certificate of Registration — refers to the document issued by the BAC

Secretariat upon findings that application submitted by suppliers,
manufacturers, distributors, contractors and consultants for registration
purposes are current, updated and consistent with the requirements of this
Circular.
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6. GENERAL GUIDELINES:
a. Documentary Requirements: Interested prospective bidders may apply

for registration with the BAC through its Secretariat by submitting the
following requirements:
1) Application Letter;
2) Bidder's Information Data;
3) Class “A” Documents:
a) Registration certificate from SEC, Department of Trade and Industry

(DTI) for sole proprietorship, or CDA for cooperatives, or any
equivalent document in case of foreign bidders;
b) Mayor's Permit issued by the city or municipality where the principal

place of business of the bidder is located, or any equivalent
document in case of foreign bidders or bidders in exclusive
economic zone;
c) Statement of all its ongoing and completed government and private

contracts within five (5) years, including contracts awarded but not
yet started, if any, whether similar or not similar in nature and
complexity to the contract to be bid. The statement shall include, for
each contract, the following:
c.1. name of the contract;

c.2. date of the contract;
c.3. kinds of Goods;
c.4. amount of contract and value of outstanding contracts;
c.5. date of delivery; and
c.6. end user's acceptance or official receipt(s) issued for the
contract, if completed.
For completed contracts, the statement shall include the

following, if applicable:
c.7. compliance to production and delivery schedule;

c.8. after sales service accomplishment with a specified period of
time;
c.9. maintenance capacity supported by historical services rendered
for a specific period of time; and
c.10.identification of service centers.
d) In case of procurement of infrastructure project, a valid Philippine

Contractors Accredited Board (PCAB) license and registration for
the type and cost of the contract to be bid;
e) Statement of consultants specifying its nationality and confirming

that those who will actually perform the service are registered
professionals and authorized by the appropriate regulatory body to
practice those professions and allied professions, including their
respective curriculum vitae;
f) Audited Financial Statement (AFS), stamped "received” by the

Bureau of Internal Revenue (BIR) or its duly accredited and
authorized institutions, for the preceding year.
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The provisions of Revenue Regulation No. 7-2007 dated July 9,
2007, Revenue Memorandum Order No. 13-2010 dated February 3,
2010 and Revenue Memorandum Circular No. 33-2010 dated April
21, 2010, unless amended or revoked, shall be strictly observed in
the submission of the AFS, to wit:
f. 1. Revenue Regulation No. 7-2007 dated July 9, 2007
"SEC. 2. COVERAGE. - The Financial Statement shall be

composed of the following:
a) Balance Sheet;
b) Income Statement/profit and Loss Statement;
c) Statement of Changes in Equity, showing either:
 All changes in equity
 Changes in equity, other than those arising from
transactions with equity holders acting in their
capacity as equity holders;
d) Statement of Cash Flow;

e) Notes, comprising a summary of significant accounting
policies and other explanatory notes; and
f) Schedules attached to the afore-cited statements."
f.2. Revenue Memorandum Order No. 13-2010 dated February 3,

2010
"2. xxx shall be stamped received only on the page of the Audit
Certificate, the Balance Sheet, and the Income Statement.
Accordingly, the other pages of the financial statements and its
attachments need not anymore be stamped received."
f.3. Revenue Memorandum Circular No. 33-2010 dated April 21,

2010
"In certifying photocopies of the ITRs and the AFS, the BIR officer
shall stamp the words "Certified True Copy" and his/her signature
on each and every page of the photocopied ITR and AFS."
g) Sworn statement by the prospective bidder stating among others the

following:
g.1. It is not "blacklisted or barred from bidding by the GOP or any

or its agencies, offices, corporations, or LGUS, including foreign
government/foreign or international financing institution whose
blacklisting rules have been recognized by the GPPB;
g.2. Each of the document submitted is an authentic copy of the

original, complete and all statements and information provided
therein are true and correct; and
g.3. It is authorizing the Head of the Procuring Entity or his duly

authorized representative/s to verify all the documents
submitted.
169
4) Optional Class "A" documents:
a) Computation of its Net Financial Contracting Capacity (NFCC) which

shall be certified to be true and correct by a certified public
accountant and sworn under oath before a notary public; and
b) For Goods - Authority to Sell/Distribute the Good from the

manufacturer, or statement that the bidder is at the same time the
manufacturer/assembler of the good.
5) Optional Documentary Requirements (Post-qualification Documents):
a) Tax Clearance;
b) Latest Income and business tax return;
c) Certificate of PhilGEPS; and
d) Other appropriate licenses and permits required by law and stated in

the bidding Documents.
b. Guidelines in the Preparation and Submission of Registration

Documents:
1) The prospective bidder shall submit the documentary requirements

during the application in the Registry System in the same manner as
submitting the documentary requirements during the opening of bids.
Prospective bidder should submit the requirements in three copies
(Copy 1, Copy 2 and Copy 3) in an individually sealed envelope.
COPY 1 — Prospective bidders may submit either original documents

or photocopies of the original duly authenticated by the issuing
agency/entity.
Absence of authentication by the issuing agency/entity on any page of

the photocopies of the original documents submitted, or submission of
photocopies of authenticated copies of the documents shall be
considered as non-compliance and shall result in the disapproval of the
application for registration.
COPY 2 and COPY 3 — Prospective bidders shall submit photocopies

of the original or photocopies of the authenticated documents provided
it is originally signed by the bidder/representative on each and every
page. However, prospective bidders are not precluded from submitting
original documents, or photocopies duly authenticated by the issuing
agency/entity.
Absence of the signature of the prospective bidder/representative on

any page of the photocopies of the original or authenticated documents
shall result in the disapproval of the application for registration.
2) All documents submitted by the prospective foreign bidders and all

documents coming from outside the Philippines shall pass through the
authentication and legalization processes in the Philippine Embassy or
Consulate in the foreign country where the documents are executed.
3) All documents must be in English. In case the documents are written in

other foreign language, the same shall be translated in English. The
170
documents and the English translation shall be duly authenticated and
legalized by the Philippine Embassy or Consulate in the foreign country
where the documents are issued.
For Class "A" documents which are in other foreign language, their
translation in English must be CERTIFIED by the appropriate embassy
or consulate here in the Philippines.
In case the concerned foreign embassy or consulate here in the

Philippines does not issue the required certification, the prospective
bidder shall submit a certification issued by the concerned foreign
embassy or consulate stating that they are not issuing the said
documents.
4) Equivalent documents shall be subject to final determination as to their

admissibility by the BAC upon recommendation of the Technical
Working Group (TWG) during post-qualification.
5) Packaging of Folders/Envelopes: All sets of documents/folder submitted

must be:
a) Arranged according to the sequence by which the same are listed in

this Circular;
b) Contain a Table of Contents listing down the different documents

submitted which shall serve as cover for every set of
documents/folder; and
c) Tabbed to easily identify/locate each type of document. One tabbing

must be placed for every document and each set of documents must
have its own sequential tabbing.
7. SPECIFIC GUIDELINES:
a. Schedule of Application of Registration:
1) The BAC through its Secretariat shall accept Application in the Registry
System every Mondays to Wednesdays from 8:00 AM to 12:00 PM and
from 1:00 PM to 5:00 PM, or on the directive by the BAC.
2) The specific time for application for each project/procurement shall be

indicated in the bidding documents.
b. Preliminary Examination of the Documents for Registration:
1) The Technical Working Group on Document Evaluation (TWG-DE) and

an Administrative Support Staff from the BAC Secretariat are tasked to
check and verify whether or not the prospective bidder has submitted
the required document/s pursuant to paragraph 6 of this Circular using
the non-discretionary "pass/fail" criterion. They have no authority to
determine the authenticity and validity of the documents submitted.
2) The TWG-DE shall prepare a report (list of submitted documents) to the

BAC through the Secretariat, which shall form as an attachment to the
Certificate of Registration, indicating therein the submitted and not yet
submitted documents.
171
3) The preliminary examination shall always be covered with videos and/or
tape recording which shall be submitted to the BAC Secretariat, as
repository of all documents, for safe keeping.
c. Issuance of Certificate of Registration:
1) The Certificate of Registration shall be issued to a prospective bidder

who has submitted all the Class "A" Documents as enumerated under
6.a.3 which must comply with the guidelines as provided under 6.b. No
Certificate shall be issued in case any or all the mandatory requirement
is not yet submitted.
2) However, prospective bidder may re-apply for registration in case of

non-issuance of certificate due to non-submission of any or all the
mandatory requirements under 6.a.3.
3) In the case of optional requirements under 6.a.4 and 6.a.5, a supplier

need not submit all the requirements at the time of its application in the
registry system. The Certificate shall still be issued but the details of
submission shall indicate an "x" for the lacking optional documentary
requirements.
4) It shall be the responsibility of the prospective bidder to submit during

the Submission and Opening of Bids the lacking optional documentary
requirements under 6.a.4 and to submit during the compliance period
for post-qualification the lacking optional documentary requirements
under 6.a.5.
5) The Certificate of Registration shall only be valid if the same indicates

the signature of the Head, BAC Secretariat and the Chairman, Bids and
Awards Committee.
6) The BAC shall deny registration or exclude from registration and cancel
issuance of Certificate of Registration to any prospective bidder who will
be (a) found to have willfully misrepresented any of the information
provided in the application for registration, or (b) blacklisted, or (c)
submitted documents containing false information or falsified
documents.
d. Validity of the Certificate:
1) The Certificate of Registration issued by the BAC shall be valid and

effective for use by the registered supplier, manufacturer, distributor,
contractor or consultant within the period as specified by the BAC based
on the first document to expire but not more than one (1) year.
2) This Certificate of Registration may be renewed; provided, the

prospective bidder maintains its records current and updated at least
once a year or more frequently as may be necessary.
e. Updating of the Certificate
1) Supplier's Responsibility
If any of the documents submitted during the application expire earlier

than the Certificate's expiry date, it shall be the duty of the supplier to
update the same and submit the "updated" requirement.
172
In case the prospective bidder failed to update the "expired" document,
the updated document may be submitted during the opening of bids
and/or the period for compliance during post-qualification, if the same
pertains to the Class "A" or optional requirements, respectively.
2) TWG-DE Responsibility
In case a prospective bidder submits an "updated" requirement, the

TWG-DE shall check and verify the same and submit an "updated"
report (list of submitted documents) to the BAC through the Secretariat.
8. RESERVATION CLAUSE:
a. The Certificate of Registration does not confer eligibility to a bidder but

merely serves as proof of "advance" submission of the required documents
covered therein.
b. The BAC may, at any time, review the documents of any bidder to determine
the veracity and truthfulness of its contents. If any of the requirements is
found to be false or falsified, the bidder may be held liable under the
"Uniform Guidelines on Blacklisting" and the BAC shall out rightly cancel
the Certificate of Registration issued in its favor.
c. The BAC reserves the right to modify or amend this Circular and the same
shall be filed with the UP Law Center pursuant to Sections 3 and 4, Chapter
2, Book Vll of EO No. 292, as amended, otherwise known as The
Administrative Code of 1987.
9. SANCTION:
PNP personnel who shall violate this Circular shall be investigated and as may
be warranted by evidence shall be prosecuted accordingly.
10. RESCISSION CLAUSE:
All issuances, SOPs and directives which are inconsistent with this Circular are
hereby rescinded; repeated or modified accordingly.
11. EFFECTIVITY:
This Circular takes effect after fifteen (15) days from its filing at the UP Law
Center pursuant to Sections 3 and 4, Chapter 2, BooK VII of EO No. 292, as amended,
otherwise known as The Administrative Code of 1987.
Original Signed
Chief, PNP
REFERENCES:
1. GPPB No. 12-2012 dated June 1, 2012 entitled “Approving the Guidelines for the Use of the Government of the Philippines-Official Merchants
Registry (GOP-OMR) and the Proposed Amendments to the Implementing Rules and Regulations of Republic Act No. 9184”
2. PS-IABAC Resolution No. 2010-001-A entitled “Revised Guidelines on the PS Supplier’s Registry System dated December 15, 2010.
3. Department of Public Works and Highways Supplier’s Confidential Application for Registrations.
173
BIDS AND AWARDS COMMITTEE
DETAILS OF REGISTRATIONS
PNP-TWGDE-2013-DR ______
Date Issued: ______________________
Name of the Company: ________________________________________________

Main Office Address: ________________________________________________
Authorized Representative: _______________________________________________
CRITERIA DETAILS
CLASS “A” DOCUMENTS

1. Registration certificate  Registration No.
from SEC. Department of  Date Issued
Trade and Industry (DTI)  Expiry Date
for sole proprietorship, or  Signatory
CDA for cooperatives, or
any equivalent document
in case of foreign bidders
2. Mayor’s Permit issued  Registration No.
by the city or municipality  Date Issued
where the principal place  Expiry Date
of business of the  Signatory
prospective bidder is
located, or any
equivalent document in
case of foreign bidders or
bidders in exclusive
economic zone
3. Statement of all its The statement shall include, for each
ongoing and completed contract, the following:
government and private (i) name of the contract;
contracts within five (5) (ii) date of the contract;
years, including (iii) kinds of Goods;
contracts awarded but (iv) amount of contract and value
not yet started, if any, of outstanding contracts;
(v) date of delivery; and
whether similar or not (vi) end user’s acceptance or
similar in nature and official receipt(s) issued for
complexity to the the contract, if completed.
contract to be bid.
For completed contracts, the
statement shall include the following,
if applicable:
(vii) compliance to production and

delivery schedule;
(viii) after sales service
accomplishment with a specified
period of time;
174
(ix) maintenance capacity supported
by historical services rendered for a
specific period of time; and
(x) identification of service centers.
4. In case of procurement
of infrastructure project,
a valid Philippine
Contractors Accredited
Board (PCAB) license
and registration for the
type and cost of the
contract to be bid
5. Statement of
consultants specifying its
nationality and
confirming that those
who will actually perform
the service are registered
professionals and
authorized by the
appropriate regulatory
body to practice those
professions and allied
professions, including
their respective
curriculum vitae
6. Audited Financial  Period covered
Statement (AFS),  Name of Auditor
stamped “received” by  Place of Receipt
the Bureau of Internal  Date of Filing
Revenue (BIR) or its duly
accredited and
authorized institutions,
for the preceding year
OPTIONAL CLASS “A” DOCUMENTS

7. Computation for its Net  Period covered
Financial Contracting  Name of Auditor
Capacity (NFCC) which  Name of Notary Public
shall be certified to be  Date of Filing
true and correct by a  Amount of NFCC
certified public
accountant and sworn
under oath before a
notary public
8. For goods – Authority
to Sell/Distribute the
Good from the
manufacturer, or
statement that the bidder
is at the same time the
manufacturer/ assembler
of the good
OPTIONAL DOCUMENTARY REQUIREMENTS

(POST-QUALIFICATION DOCUMENTS)
Tax Clearance  TFTC No.
175
 Date Issued
 Expiry Date
 Signatory
Latest Income and  Period covered
business Tax Return  Date of Filing
 Proof of Payment
Certificate of PhilGEPS  GEPS Certification No.
 Date of Registration
 Expiry of Certificate
 Signatory
Other appropriate
licenses and permits
required by law
Checked and evaluated by:
176
Registry of Manufacturers, Suppliers, Distributors, Contractors and Consultants

CERTIFICATE OF REGISTRATION
PNP-RS-2013-________
This to certify that
____________________________________________
____________________________________________
has submitted the documents indicated under Annex “A” of this Certificate, which
provides the details of eligibility requirements. The Class “A” document/s marked as
“X” therein, if any, shall be included in the bid submission.
Issuance Date: ______________
Expiration Date: ______________
NOTE:
This Certificate shall not be considered as valid unless Annex “A” is attached.
Notwithstanding the issuance of this Certificate, the NHQ BAC reserves the
right to validate, verify and ascertain the authenticity and truthfulness of the documents
included therein during the post-qualification process.
ATTY. ARCHIE FRANCISCO R. GAMBOA ARNULFO R. PEREZ

Police Senior Superintendent Police Director
Head, BAC Secretariat Chairman, NHQ BAC
177
MEMORANDUM CIRCULAR
Number: 2010-05
REGISTRATION OF MANUFACTURERS, SUPPLIERS, DISTRIBUTORS AND

CONTRACTORS PARTICIPATING IN PNP PROCUREMENT OF
EQUIPMENT, GOODS AND INFRASTRUCTURE PROJECTS
1. REFERENCES:
a. Section 23.4 of the Revised IRR of RA No. 9184, otherwise known as the
Government Procurement Reform Act (GPRA); and
b. Section 26, RA No. 6975, otherwise known as the DILG Act of 1990.
2. PURPOSE:
This Circular prescribes the policies and procedures in the registration of

manufacturers, suppliers, distributors and contractors participating in the PNP
procurement of equipment, supplies and materials, as well as infrastructure projects, and
in the collection of registration fee and the disposition thereof.
a. Bids and Awards Committee (BAC) - refers to the NHQ Bids and Awards
Committee chaired by TDCO and the following as members: TDL - Vice Chairman; TDC
- Regular Member; TDRD - Regular Member; D, LS - Regular Member; D, LSS -
Provisional Member for goods of PNP-wide use; and D, ES - Provisional Member for
infrastructure projects;
b. Bidder - refers to eligible contractor, manufacturer, supplier, distributor

and/or consultant competing for the award of a contract in PNP procurement;
c. PHILGEPS — refers to the Philippine Government Electronic Procurement

System as provided in Section 8 of the IRR-A of RA No. 9184;
d. Goods - refer to all items, supplies, materials and general support services
except consulting services and infrastructure projects, which may be needed in the
transaction of public businesses or in the pursuit of any government undertaking, project
or activity;
e. Infrastructure Projects — include the construction, improvement,

rehabilitation, demolition, repair, restoration or maintenance of roads and bridges,
railways, airports, seaports, communication facilities, civil works components of
information technology projects, irrigation, flood control and drainage, water supply,
sanitation, sewerage and solid waste management systems, shore protection,
energy/power and electrification facilities, national buildings, school buildings, hospital
buildings, and other related construction projects of the government;
178
f. Registry of Manufacturers, Suppliers and Distributors - refers to the list
of manufacturers, suppliers, distributors and contractors being maintained by the NHQ
Bids and Awards Committee, through its Secretariat, that complied with the requirements
for registration and who were issued certificate of registration; and
g. Certificate of Registration - refers to the document issued by the NHQ

BAC Secretariat upon findings that the application submitted by suppliers, manufacturers,
distributors and contractors for registration purposes are sufficient and consistent with the
requirements of this Circular.
4. POLICIES:
a. Participation to any PNP procurement is open to all legally, technically and

financially competent business entities which are not blacklisted by any government
agency or office. Prior registration pursuant to this Circular is not a precondition for
participation in any procurement regardless of the method employed, whether public
bidding or any of the alternative modes of procurement;
b. For purposes of expediting the procurement process and for the

convenience of business entities joining PNP procurement, especially in the checking of
eligibility requirements during the opening and examination of bids and post-qualification,
the BAC and the BAC Secretariat shall encourage manufacturers, suppliers, distributors
and contractors to register pursuant to this Circular. However, non-registration is not a
bar for participation in any procurement.
c. The registration of manufacturers, suppliers, distributors and contractors

pursuant to this Circular will not result in their automatic eligibility or passing post-
qualification in any procurement where they may participate. Their eligibility or passing
post-qualification is still subject to their complete and faithful compliance of the other
requirements for such purpose.
d. During eligibility check and post-qualification, the certificate of registration,

which shall be valid for a period of one (1) year from its issuance, shall be submitted in
lieu of the following documents:
1) Securities and Exchange Commission (SEC) registration for

corporations, Department of Trade and Industry (DTI) for sole
proprietorship, or Cooperative Development Authority (CDA)
registration for cooperatives;
2) Mayor's Business Permit issued by the city or municipality where the
principal place of business of the prospective bidder is located;
3) Tax Clearance Certificate issued by the Enforcement Division of the
Bureau of Internal Revenue;
4) Latest Business Income Tax Returns;
5) Certificate of GEPS Registration;
6) Audited Financial Statement stamped received by the Bureau of
Internal Revenue or accredited financial institution;
7) Statement of completed, ongoing and awarded contracts at least
five (5) years before registration; and
8) Authenticated exclusive distributorship agreement issued by a
foreign manufacturer or authority to sell.
e. Manufacturers, suppliers, distributors and contractors who shall submit

falsified documents shall be investigated and, as evidence warrants, shall be charged
criminally in cooperation with the agency or office which clearance or permit was falsified.
179
In addition, the applicant shall also be blacklisted or barred from participating in any PNP
procurement in accordance Revised IRR of RA No. 9184.
5. PROCEDURES:
a. In the Invitation to Apply for Eligibility and to Bid, which the BAC, through its
Secretariat, shall publish in a newspaper of nationwide and general circulation and post
with the Philippine Government Electronic Procurement System (PHILGEPS), in the PNP
website and in conspicuous places, the notice that suppliers, manufacturers, distributors
and contractors should register with the BAC shall be indicated. Registration shall be
based on the submission of the following requirements: (a) application letter; (b)
submission of authenticated machine copy of documents mentioned in paragraph 4.d
above; (c) payment of non-refundable registration fee in the amount of one thousand
pesos (P1,000.00).
b. The application for registration shall be filed at the NHQ BAC Secretariat
Division of the Directorate for Logistics. Upon submission of all the requirements for
registration, the BAC Secretariat shall immediately verify the authenticity of the
documents submitted, which shall be in two (2) copies each and duly authenticated by
the applicant himself and, if found to be appropriate, the certificate of registration shall be
issued forthwith. The process shall be completed within three (3) calendar days. The
Certificate of Registration shalt be signed by the Head NHQ BAC Secretariat and The
Director for Logistics.
c. Applicants shall pay the non-refundable registration fee at the Finance

Service Office (FSO), which shall issue the official receipt based on the Order of Payment
issued by the BAC Secretariat. The amount collected as registration fee shall be treated
as trust receipts which shall be used in accordance with DBM Budget Circular No. 2007-
3, dated November 29, 2007, and for the operation of the BAC, such as, but not limited
to, the cost of advertisement, development and preparation of bidding documents,
conduct of test and evaluation by the TWGs, and in the conduct of continuing education
and training of BAC members, members of the BAC Secretariat and TWGs.
d. Notwithstanding the issuance of a Certificate of Registration, the BAC,

through the BAC Secretariat, shall continuously exert efforts to verify the authenticity of
the documents submitted by a registered business entity. For this purpose, the BAC could
request the assistance of the appropriate PNP offices government agencies and offices,
particularly those that issued the submitted licenses and permits.
e. The Certificate of Registration issued by the NHQ BAC shall be valid for use
by the registered supplier, manufacturer, distributor or contractor for one (O year from the
date of registration in any NHQ BAC, PRO BAC or NSU BAC. procurement provided that
none of the documents mentioned in paragraph 4.d of this Circular had expired or became
ineffective. The Certificate of Registration may be submitted for eligibility purposes in lieu
of the documents mentioned in paragraph 4.d above.
f. In the event that any of the documents mentioned in paragraph 4.d of this
Circular will expire or shall become ineffective, it is incumbent upon the registered
supplier, manufacturer, distributor or contractor to renew the same on or before its
expiration. Otherwise, the Certificate of Registration shall not serve as a valid substitute
for the expired or ineffective document is concerned during the examination of eligibility
requirements or for purposes of post-qualification.
g. During the post-qualification stage of the bidding process, the TWG may
require the NHQ BAC Secretariat for authenticated copies of the documents mentioned
in paragraph 4.d of this Circular to verify whether any of the said documents had lapsed
or became ineffective on or before or during the opening and examination of bids. Should
180
the post-qualification process uncover any inaccuracy or falsehood in the documents
submitted for purposes of registration, the supplier, manufacturer, distributor or contractor
concerned shall not be considered and post-disqualified.
h. Only the NHQ BAC, through its BAC Secretariat, is allowed to issue a
certificate of registration by virtue of and pursuant to this Circular. The BAC Secretariat
shall not entertain application for registration if the clearances and permits supporting the
same are not valid for at least one (1) year duration.
6. SANCTION:
PNP personnel who shall violate this Circular shall be investigated and as may be
warranted by evidence shall be prosecuted accordingly.
All issuances, SOPs and directives which are inconsistent with this Circular are
hereby rescinded, repealed or modified accordingly.
8. EFFECTIVITY:
This Circular takes effect after fifteen (15) days from its filing at the UP Law Center
pursuant to Sections 3 and 4, Chapter 2, Book VII of EO No. 292, as amended, otherwise
known as The Administrative Code of 1987.
Original Signed
JESUS A VERZOSA, CEO VI
Chief, PNP
181
MEMORANDUM CIRCULAR October 29, 2011

NUMBER 2011-022
PRESCRIBING THE POLICIES, GUIDELINES AND PROCEDURES IN

THE ISSUANCE OF END-USER'S CERTIFICATE FOR PROCUREMENT
PURPOSES AND REQUIRING THE SUBMISSION OF EXPORT PAPERS
FOR GOODS PROCURED FROM OUTSIDE THE COUNTRY
1. REFERENCES:
a. R.A. 9184 otherwise known as the "Government Procurement Reform Act";
b. State of the Nation Address (SONA) of His Excellency President Benigno S

Aquino Ill on July 25, 2011;
c. Chief, PNP's Ten (10) Point Action Plan particularly on the Enhancement of
Procurement, Financial and Logistics Management Systems; and Continuous
Build-Up of Police Equipage;
d. PNP Integrated Transformation Program — Performance Governance System

(PNP ITP-PGS);
e. PNP Annual Procurement Program (APP);
f. PNP Capability Enhancement Program (CEP) from CY 2008 onwards; and
g. Compiled NAPOLCOM Approved Standard Specifications of Equipment (DRD

Manuals 2011);
h. Executive Order No. 817 issued on July 7, 2009, entitled 'Providing for the
Governments Intensified Campaign Against Loose Firearms; and
i. PNP Circular No. 9 dated February 14, 2008 entitled "Policy on Firearms and
Ammunition Dealers/Repair.
2. PURPOSE:
This Memorandum Circular prescribes the policies, guidelines and procedures

in the issuance of End-User's Certificate (EUC) and requiring the suppliers awarded with
the supply contract to submit export papers of items procured but manufactured outside
the country. It is also formulated to effectively manage and control the issuance of End-
User Certificate and to ensure that the issued EUC will be utilized for its intended purpose
only.
It will define the level of authority as to the issuance of the End-User's

Certificate and the necessary pieces of document that will be required to ensure that the
items being procured are "brand new” and "latest year manufactured" to safeguard the
warranty requirement/obligations and serve the best interest of the PNP.
182
Whenever procurement is done, it is presumed that what will be delivered are
brand new goods/items. When a supply contract is signed by the contracting parties,
explicitly indicated in the contract is the delivery of brand new items. Furthermore,
whenever goods/equipment are procured but manufactured outside the country, it is
presumed that these are brought to the country legally, meaning, the required export
license is acquired and authentic. The packing list is also included so that the necessary
customs duties required by the exporting and importing countries can be complied.
In the past, however, these requirements were not so much given importance
during the conduct of the post qualification test, and during the conduct of inspection, test
and evaluation prior to acceptance. We relied on the report of the technical people during
the inspection, test, and evaluation to determine whether the goods/equipment delivered
are brand new or not. Since suppliers, especially those who have been dealing with the
PNP for quite a long time, have observed that necessary export/import documents are
not strictly inspected, they try to evade payment of duties to profit more. This practice puts
the PNP, as the end-user, in a bad light for accepting "smuggled" items. It also brings to
jeopardy the warranty requirement for the items supplied.
The End-User's Certificate (EUC) is used purposely to expedite the need of

PNP in its transaction for procurement of its equipment. It is understood that the said
equipment is intended for the PNP's use only. The EUC will ensure that the controlled
items transferred to the PNP are properly monitored and managed.
a. Authentic - conforming to fact and therefore worthy of trust, reliance, or belief

or having a claimed and verifiable origin or authorship; not counterfeit or copied.
b. Brand New - conspicuously new and unused; having just or relatively recently
made or manufactured.
c. Controlled Items/Goods - any item or equipment, software or technology that is

specifically designed, configured, modified or adapted for police operations or
intelligence applications of which the use is limited or selective due to country
restrictions. It also refers to the materials and equipment that require special
export permit from country of origin which include all types of firearms and its
components, ammunition, night fighting devices (such as Enhanced Night
Fighting Device (ENFD), Night Vision Goggles (NVG), among others) used for
police operations and other related equipment and accessories.
d. Customs Duty Documents - it is a tax levied on imports and sometimes on

exports by the customs authorities of a country to raise state revenue, and/or
to protect domestic industries from more efficient or predatory competitors from
abroad. It is based generally on the value of goods or upon the weight,
dimensions, or some other criteria of the item (such as the size of the engine
in case of automobiles).
e. End-User's Certificate (EUC) - is a document used in international transfer,

including sales of armaments provided as aid, of weapons and ammunition to
certify that the buyer is the final recipient of the materials and has no intention
on transferring the materials to another party. It is a clearly written undertaking
of a buyer/importer in the Philippines that any controlled goods transferred to
the PNP and other juridical entities such as but not limited to AFP, NBI, POEA,
PCG, BJMP and BFP is for its sole use. Furthermore, that the buyer/importer
has to certify that the controlled good is not destined for transfer or re-export to
any other entity or foreign country in its original form.
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f. Export License - a document indicating that a government has granted a
licensee the right to export specified goods to specified countries like the
Philippines.
g. Head of Procuring Entity (HOPE) - refers to the head of the agency/

organization or his duly authorized official, procuring goods/items/equipment,
and infrastructure projects. Provided, however, that in an agency, department,
or office where the procurement is decentralized, the Head of each
decentralized unit shall be considered as the head of the procuring entity
subject to the limitations and authority delegated by the head of the
agency/department/office.
h. Inspection - it is the critical appraisal involving examination, measurement,

testing, gauging, and comparison of materials, items, equipment, etc. An
inspection determines if the material, item or equipment is in proper quantity
and condition and if it conforms to the applicable or specified requirements.
i. Indent License to Deal - it is a license issued by Firearms and Explosives Office

(FEO) authorizing the importation and sales of firearms, ammunition, spare
parts, etc. for the AFP, PNP and other government entities.
j. Latest Year Production/Manufacture - the process of creating, producing,

fabricating or making raw materials into a finished product
(goods/items/equipment) especially by means of a large-scale industrial
operation within the current/recent/latest year.
k. Test and Evaluation - is the process or procedure in determining the

requirements and specifications of a certain item/goods/equipment through
testing. The results are evaluated to assess progress of design, performance
or function, supportability, environmental interface, etc.
l. Post Qualification Test - a systematic examination performed after the opening

of bids on the bid documents and prototype/samples of item/goods equipment
being submitted by suppliers or distributors to ascertain if the said prototype is
capable of meeting the necessary requirements set forth by the Bids and
Awards Committee.
5. POLICIES AND GUIDELINES:
a. Issuance of End-User's Certificate is a requirement in the importation of

controlled goods/equipment solely for use of the PNP especially for the
acquisition and procurement of small arms and light weapons (SALW).
b. The procedures in the issuance of the End-User's Certificate and the necessity
of introducing other documentary requirements, such as export and license
among others, shall emphasized with the Chairman, BAC, during the Pre-
Procurement Conference so that all members are informed/made aware of it;
c. During the Pre-Bid Conference, proponents/supplier shall be informed of the

procedure and the need of other documentary requirements especially if the
items/equipment are imported, as follows:
1) Export License;
2) Manufacturer’s Certificate that goods/equipment are brand new/current
year manufactured;
3) Packing List or equivalent; and
184
4) Customs Duty Document.
d. Only the Chief, Philippine National Police can approve and sign the EUC;
e. The End User's Certificate (EUC) must contain the following information:
1) The document control number;

2) The details of the exporter and PNP end-user
(complete names, address and business names);
3) Contract numbers, order reference and date;
4) Country of final destination;
5) A description of the goods being exported (type and characteristics) or
reference to the contract concluded with the authorities of the country of
final destination;
6) Quantity and/value of the exported goods;
7) Signature, name and position of the end-user’s representative;
8) The date of issue of the end-user certificate;
9) Indication of the end-user of the goods; and
10) An undertaking, where appropriate, that the goods being exported will not
be used for purposes other than those declared/stipulated.
f. The Supply Management Division of the Directorate for Logistics (DL) shall be
the repository of all records pertaining to the issued End-User's Certificate;
g. A copy of the EUC shall be furnished to FEO, CSG and Bureau of Customs
(BOC) for the procurement of firearms;
h. The Bids and Awards Committee (BAC) shall monitor the compliance of the
proponents/suppliers from the start of procurement up to the full
implementation of the warranty; and
i, All additional documents must be authentic and subject for further verification;
j. Issuance of EUC shall be serialized that is generated from DL and will be an

accountable form. The control number of the EUC shall follow this format:
PNP EUC 2011-09-001-FA or OE (such as ENFD and NVG)
Type of Equipment
Number of EUC Issued for the year
Month of Issuance
Year of Issuance
Type of Document
Issuing Agency
6. RESPONSIBILITIES
a. The endorsing PNP unit personnel shall have the responsibility over the legality
and veracity of the written undertaking regarding the request for EUC;
b. The Chief, PNP has the sole authority to approve the issuance of EUC upon
the endorsement of TDL;
185
c. The requesting company has the responsibility to produce the
goods/equipment stipulated in the EUC;
d. The Directorate for Research and Development (DRD) shall be responsible for
the conduct of test and evaluation of goods/equipment; and
e. The Inspection and Acceptance Committee (IAC) shall be responsible in

checking if the actual quantity of goods being delivered is the same with what
is stipulated, written and requested in the EUC.
7. PROCEDURES:
a. The following is the systematic procedure in the issuance of End-user's

Certificate (EUC), a requirement in the application of Export License for
goods/equipment especially controlled ones that re-manufactured outside the
country:
1) The company that wishes to import controlled or regulated goods must

signify his intention thru a written request. If the basis for the issuance of
the EUC is through the procurement process and the company has been
declared the recipient of the award for the contract, the Notice of Award
must be enclosed along with the request to serve as proof/evidence;
2) For controlled goods that are requested for product test, the company
must signify his intention thru a written request together with the following
documentary requirements: a) Endorsement from BAC Secretariat that
the product of similar kind is for procurement by the PNP on the current
year; and b) Endorsement from DRD that their product will be scheduled
for product test and evaluation.
3) The written request must be addressed to the Chief, PNP through the
Directorate for Logistics (DL) to verify the authenticity/validity/veracity of
the request;
4) DL endorses the request to the Chief, PNP for his approval and signature;
5) Upon approval of the EUC, the original copy will be provided to the
requesting company to process other required documents to commence
with the importation of the controlled goods;
6) A copy of the EUC shall be provided to the Firearms Explosives Office,

Civil Security Group (FEO, CSG) to monitor the arrival of the
item/equipment indicated in the EUC;
7) The IAC shall conduct inspection and inventory of the delivered items or
equipment in the EUC to determine that the number of the items delivered
is the same with what is indicated in the EUC;
8) Upon custody of the goods/equipment by the company, they should

immediately communicate and coordinate with DL for its handling and for
purposes of procurement and product demonstration. DL shall advise the
company when and where the controlled goods have to be presented or
taken; and
9) After presentation, the goods must be safe keep at the warehouse or

dispose when possible or be brought back to its country of importation
186
when necessary. Proper documentation must be done for the purpose of
accountability.
10) The proponent that has submitted the Lowest Calculated Bid (LCB) and
later on found/declared as the Lowest Calculated Responsive Bidder
(LCRB) shall be the one issued with the End-User's Certificate. The
certificate is a requirement in the application for Export License to the
country that manufactured the goods/equipment;
11) The End-user's Certificate shall be prepared by the BAC Secretariat for
signature of the HOPE/Chief, PNP only. The signatory shall be the Chief,
PNP and not the Director or Head of PNP office/unit that will be actually
using the equipment;
12) The BAC Secretariat shall furnish the concerned embassy of the
manufacturing foreign country a copy of the End-User's Certificate for their
early or advance information so that if their homeland/defense/state
department inquires on the truthfulness on the need of the equipment,
then the embassy can facilitate the approval of the export license;
13) In like manner, the Directorate for Intelligence (Attn: Foreign Liaison
Division) shall be furnished a copy of the End-user's Certificate so that it
could inform the Police Attaché posted in the manufacturing country about
the procurement. In case the homeland/defense/state department verifies
the truthfulness/veracity of the procurement, the Police Attaché can
readily give them information to facilitate the issuance of the Export
License; and
14) The supplier/LCRB must be able to deliver the goods/equipment within

the period stipulated in the supply contract/purchase order. During the
delivery, the following documents shall be submitted to the Inspection and
Acceptance Committee (IAC), to wit:
a) Export License Copy;

b) Manufacturer's Certificate that goods/equipment are brand new/
current year manufactured;
c) Packing List or equivalent; and
d) Customs Duty Compliance Document
b. During the conduct of Post-Qualification Test, if the company/proponent that

submitted the LCB also submitted prototypes of the goods/equipment (not
brochures or the like) being procured, especially if the goods are categorized
as controlled, then the Export License may be required by the Technical
Working Group (TWG) conducting the post-qualification test. This can be done
to initially prove the legality/authenticity on the entry of items/equipment in the
country.
c. During the delivery, however, the company shall submit all the necessary
documentary requirements as stated in para 7 (PROCEDURES) together with
the Delivery Notice.
8. PENAL CLAUSE:
Any violation of this Circular shall be dealt with appropriately pursuant to existing
laws, rules, and regulations.
187
All other policies, guidelines, issuances, rules and regulations pertaining to the
issuance of End-User’s Certificate for procurement purposes and the requirement of
submission of export papers for goods procured from outside the country inconsistent
with this Memorandum Circular are hereby revoked/rescinded for purposes of
consistency and uniformity.
10. EFFECTIVITY
This Circular shall take effect fifteen (15) days from filing of a copy thereof at the
UP Law Center in consonance with Section 3, Chapter 2, Book VIl of Executive Order no.
292, otherwise known as the "Revised Administrative Code of 1987", as amended.
Original Signed
Chief, PNP
188

NUMBER 2011-002
PROCUREMENT with PROCUREMENT SERVICE

DEPARTMENT OF BUDGET AND MANAGEMENT
1. REFERENCES:
a. Handbook on Philippine Government Procurement, 5th Edition (Republic Act 9184

and its revised Implementing Rules and Regulations); and
b. The Directorate for Research and Development's Post-evaluation, Functional, and

Acceptance Test Parameters.
2. PURPOSE:
This Standard Operating Procedure prescribes the policies, procedures and

responsibilities in the conduct of procurement coursed through the Procurement Service
- Department of Budget and Management.
3. GENERAL:
It has always been the option of the Philippine National Police to resort to Agency
Procurement Request through the Procurement Service - Department of Budget and
Management (PS-DBM) whenever the PNP Bids and Awards Committee (PNP BAC) has
inadequate time to pursue the bids and awards procedures, thus, preventing the reversion
of the specific fund for certain procurement in favor of the National Treasury. Generally,
the lifespan of a procurement for Capital Outlay items is dependent on the lifespan of the
Special Allotment Release Order (SARO) which is usually two (2) years. An average of
60 days is required to complete the procurement process including obligation of funds
appropriated. If there is an inadequate time to obligate the procurement fund, the PNP
BAC delegates the procurement to PS-DBM.
Once delegated, the PS-DBM is now considered the procuring entity as provided
under RA 9184. The contract, when awarded by the Inter-Agency Bids and Awards
Committee (IABAC) of PS-DBM, will then be executed between the PS-DBM and the
winning proponent. PS-DBM responsibility for a particular procurement ends only upon
the actual acceptance by the PNP. Provided further that PS-DBM Inspection and
Acceptance unit has primary responsibility over the delivered items. After the issuance of
the Inspection Certification and Acceptance Report by PSDBM, the process of final
payment will commence.
The PNP's main role in this transaction is to provide PS-DBM technical expertise
and advise as end-users of the items to be procured.
189
a. Constructive delivery — it is resorted when physical delivery may cause

irreparable damage to the item delivered whereby the Supply Accountable Officer —
Logistics Support Service (SAO-LSS) would just conduct on-site physical inspection;
b. IABAC or Inter-Agency Bids and Awards Committee – an operating arm of PS-

DBM on the procurement process;
c. PNP BAC — PNP Bids and Awards Committee-as defined under Rule V, IRR,
RA 9184;
d. PNP IAC — PNP Inspection and Acceptance Committee - as defined under the
PNP's Procurement Manual;
e. PS-DBM - Procurement Service - Department of Budget and Management —

provided for under a delegated procurement of a government agency, assumes the role
of the procuring entity based on the provisions of RA-9184;
f. Procurement Process — refers to procurement steps to be followed pursuant to

RA 9184 which commences from the receipt of the SARO until the issuance of Notice to
Proceed by the PNP BAC; and
g. SARO — Special Allotment Release Order.
5. POLICIES:
a. Upon the delivery of the check by the Finance Service to the PS-DBM, the former
shall inform the Directorate for Logistics through the Chief, Supply Management Division.
He shall likewise furnish the ODL with a copy of all the pertinent documents relative to
such procurement.
b. The following are the permanent representative, their alternates and the
responsibilities as indicated.
1) Chief, Supply Management Division, Directorate for Logistics or his

Assistant Chief as alternate. The Chief, SMD assumes the role as PNP's end user. As
such, he must protect PNP's interest from an end-user's point of view;
2) Chief, Weapons, Transportation and Communications Division, Directorate

for Research and Development or his Assistant Chief as alternate when the items
procured fall within the classes of weapons, transportation and communications. The
Chief, WTCD's representation protects PNP's interest from the perspective of
NAPOLCOM-approved specifications and PNP Test Parameters of the different stages
to which a certain product has to pass through;
3) When the items to be procured fall within the classes of clothing and
criminalistics, however, it will be the Chief, Clothing and Criminalistics Equipment
Division, Directorate for Research and Development or his Assistant Chief as alternate,
who will be the regular member. The Chief, CCED protects PNP's interest from the
perspective of NAPOLCOM-approved specifications and PNP Test Parameters of the
different stages to which a certain product has to pass through;
4) Chief, Logistics Office of a National Support Unit of the PNP or any

appropriate office or individual as may be appointed by the Director, Directorate for
Logistics. The representation of the Logistics Officer of a specified unit or otherwise as
190
provided above, and in addition to the Chief, SMD, ODL, protects PNP's interest from an
end-user's point of view; and
5) In the alternate with respect to paragraph (4) above, Chief, Procurement

Division, Logistics Support Service or his Assistant Chief as alternate. The Chief, PD,
LSS and in addition to the Chief, SMD, assumes the role of the PNP's end user on
procurement where the identified end-user are the Police Regional Offices. His
representation also protects PNP's interest from an end-user's point of view.
c. The enumerated members will have a minimal function from the time the items
procured are subjected to inspection and acceptance where active representation and
responsibility will now be vested upon the PNP's Inspection and Acceptance Committee
as defined by the PNP's Procurement Manual.
d. Except if an item of the same kind, brand, quality and make has previously
passed the Post Evaluation Test Parameters of the PNP within a period of two years from
the signing of the subsequent contract, no Test Parameters should be waived nor remain
unimplemented even when it is a negotiated procurement.
e. When a particular procurement would refer to firearms, an additional extra barrel

will be included as an additional requirement to replace the barrel of the random sample
firearm taken from those delivered that would be subjected to Comparative Test Analysis.
f. NAPOLCOM-approved item specification and PNP Test Parameters should not

be changed, modified or altered. The contents of the NAPOLCOM Resolution and PNP
Test Parameters cannot be changed, modified or altered by the Permanent PNP
Representatives to the Inter-Agency Bids and Awards Committee (IABAC) of the PS-
DBM.
g. All items procured must be delivered to the Logistics Support Service except, as
determined by the Director, Directorate for Logistics, where such delivery is impractical
or might cause irreparable damage to the property, constructive delivery may be resorted
to.
h. It is the responsibility of all the PNP Permanent Members to the IABAC to ensure
that the following must be contained in or form part of the bid documents:
a) This PNP-SOP entitled Procurement with PS-DBM;
b) Instructions to Bidders;
c) Schedule of Requirements and Submission of Samples; and
d) Technical Specifications.
6. ADMINISTRATIVE INSTRUCTIONS:
a. Specifically, the Chief, SMD, will be the repository of all the procurement records
done with the PS-DBM which includes, but not limited to the following:
a) Notices of conferences;
b) Minutes of every meeting; and
c) Bidding documents.
191
b. The Directorate for Logistics through the Chief, SMD, will render a final report on
every procurement coursed through PS-DBM; and
c. This SOP must be strictly observed and any violation thereof will be
administratively dealt with.
All SOPs, directives and issuances contrary to this Standard Operating Procedure
are hereby revoked.
8. EFFECTIVITY:
This SOP shall take effect fifteen (15) days from filing of a copy thereof at the UP
Law Center in consonance with Section 3, Chapter 2, Book Vll of Executive Order 292,
otherwise known as the "Revised Administrative Code of 1987", as amended.
Original Signed
Chief, PNP
Distribution:
All RDs, PROs 1-13, COR, ARMM, NCRPO

All Dirs, NSUs
Copy furnished:
Command Group
D-Staff
192
FLOW CHART OF PS-DBM TRANSACTIONS
DC RELEASES LSS – gather data & FS- Claims &

DL DIRECTIVES prepare DV for clearing Examination Section
LSS-prepare APR & END-USER/LSS

funding & forwarded For DC Mgmt – Claims &
thru channel acceptance/storage Examination Section
PS,DBM – for
DL – for signature of DC-Accounting Div for
processing/procureme
TDL JEV
nt/delivery
Thru DC/Mgmt FS for counter sign by

Div/Accounting Div for D, FS and released to COA
ALOBS PS,DBM
TO C,PNP for approval TO C, PNP thru channel

thru channel DC/TCDS/DCA/for
TCDS/DCA signature of check
FS- Checking Section

LSS-for preparation of
- for issuance of
DV
check
FS- Claims & DC-Accounting Div

Examination Section For journalization
DC Mgmt- Claims & DC – Budget Sec for

Examination Section issuance of NCA
193
RESOLUTION NO. 2009 - 20
“INCREASING THE PROCUREMENT AUTHORITY OF

THE DIRECTOR, ENGINEERING SERVICE FOR
INFRASTRUCTURE PROJECTS OF
THE PNP FROM 5M TO 16M”
WHEREAS, Regional Directors of Police Regional Offices and Directors, of the

National Support Units, as heads of their respective offices and heads of procuring
entities, are authorized to procure equipments, supplies and materials worth not more
than five million pesos (P5,000,000.00) and to approve the contracts for such purposes;
WHEREAS, the Director, Engineering Service (D, ES) requested for the increase
of their procuring authority from the present ceiling of P5M to 30M so that, as National
Support Unit of the PNP mandated to procure infrastructure projects requirement of the
PNP pursuant to the general powers of the Chief, PNP under Section 26, RA 6975, as
amended, they could be more responsive and flexible in performing their functions, but
the Committee during the conference held on May 7, 2009 settled to limit the increased
to P16M;
WHEREAS, the Chief, PNP, as head of the PNP organization, could delegate in
writing his authority to approve the PNP contracts for the delivery equipments, supplies,
materials 'and infrastructure projects pursuant to EO No. 423, as amended, which
prescribes the rules and procedures on the review and approval of all government
contracts pursuant to RA No. 9184, otherwise known as the "Government Procurement
Reform Act";
WHEREAS, increasing the procuring authority of the D, ES will expedite the

procurement of infrastructure projects for the PNP and, at the same time, allow this
Committee to concentrate its efforts for the procurement of infrastructure projects with
approved budget for the contract of more than 16M;
WHEREAS, to ensure strict compliance with RA No. 9184, its IRR-A and other
pertinent procurement and auditing rules and regulations, the Director, ES should ensure
that the ES Bids and Awards Committee shall be composed of members with legal,
technical and financial backgrounds so that their increased responsibility could be
performed properly;
NOW THEREFORE, this Committee resolved as it hereby resolves, to recommend

to the Chief, PNP that the procuring authority of Director, ES should be increased from
P5,000,000.00 to P16,000,000.00 and to ensure the proper compliance with RA 9184,
its IRR-A and other accounting rules and regulations, the Director ES should see to it that
only Police Commissioned Officers (PCOs) with background on the legal, technical and
financial aspects of government procurement shall sit as members of the Engineering
Service BAC. The Director, ES should seek the assistance of other PNP units and offices
to ensure the proper implementation of this.
194
SO RESOLVED.
Done this May 25, 2009 at Camp Crame, Quezon City
Original Signed
ATTY JEFFERSON P SORIANO, PhD/CEO VI
TDCO / Chairman, NHQ BAC

LUIZO C TICMAN, CEO VI RONALD D RODEROS
Police Director Police Director
TDL / Vice-Chairman TDRD / Member

ROMEO C HILOMEN ATTY HEROLD G UBALDE
Police Director Police Chief Superintendent
TDC / Member D, LS / Member
APPROVED:
Original Signed
Chief, PNP
195
Department of the Inferior and Local Government
RESOLUTION No. 2009 - 16
"INCREASING THE PROCURING AUTHORITY OF THE DIRECTOR, LOGISTICS

SUPPORT SERVICE FOR EQUIPMENT, SUPPLIES AND MATERIALS FOR USE
PNP-WIDE FROM P5M TO P10M"
WHEREAS, Regional Directors of Police Regional Offices and Directors of the

National Support Units, as heads of their respective offices and heads of procuring
entities, are authorized to procure equipment, supplies and materials worth not more than
five million pesos (₱5,000,000.00) and to approve the contracts for such purpose;
WHEREAS, the Director, Logistics Support Service (LSS), represented to the

Chief, PNP the need to increase their procuring authority from the present ceiling of P5M
to P 20M so that, as a national support Unit of the PNP mandated to procure, distribute
and manage the logistical requirements of the PNP pursuant Section 35(a)(2) of RA No.
6975, they could be more responsive and flexible in performing their functions;
WHEREAS, the Chief, PNP, as head of the PNP organization, could delegate in
writing his authority to approve PNP contracts for the delivery of equipment, supplies and
materials pursuant to Executive Order No. 423, as amended, which prescribes the rules
and procedures on the review and approval of all government contracts to conform to RA
No. 9184, otherwise known as the Government Procurement Reform Act;
WHEREAS, increasing the procuring authority of the D, LSS will expedite the
procurement of equipment, supplies and materials for PNP-wide use and, at the same
time, allow this Committee to concentrate its efforts for the acquisition of equipment,
supplies and materials with approved budget for contract of more than P10M;
WHEREAS, to ensure strict compliance with RA No. 9184, its IRR-A and other
pertinent procurement and auditing rules and regulations, the Director, LSS should
ensure that the LSS Bids and Awards Committee shall be composed of members with
legal, technical and financial backgrounds so that their increased responsibility could be
performed in the proper light;
NOW THEREFORE, this Committee resolved, as it hereby resolves, to

recommend to the Chief, PNP that the procuring authority of the Director, LSS should be
increased from ₱5,000,000.00 to ₱10,000,000.00 and to ensure the proper compliance
with RA No. 9184, its IRR-A and other accounting rules and regulations, the Director, LSS
should see to it that only Police Commissioned Officers (PCOs) with background on the
legal, technical and financial aspects of government procurement shall sit as members of
the LSS BAC. The Director, LSS should seek the assistance of other PNP units and
offices to ensure the proper implementation of this Resolution.
SO RESOLVED.
Done this May 22, 2009 , Camp Crame, Quezon City.
196
Original Signed
ATTY JEFFERSON P SORIANO, Ph.D/CEO VI
TDCO/Chairman
Original Signed
LUIZO C TICMAN, CEO VI
Police Director
TDL/Vice Chairman

RONALD D RODEROS ROMEO C HILOMEN, CEO VI
TDRD/Vice Chairman TDC/Member

ATTY HEROLD G UBALDE GEORGE Q PIANO, CEO VI
Police Chief Superintendent Police Chief Superintendent
D, LS/Member D, LSS/ Provisional Member
APPROVED:
Original Signed
Chief, PNP
197
"Recommending the Renewal of the Memorandum of Agreement

Between the PNP and Petron Corporation to be handled by the
Negotiation Committee Chaired by TDL"
WHEREAS, the Memorandum of Agreement (MOA) between the PNP and

PETRON CORPORATION, which contains the terms and conditions on the PNP's
purchase of petroleum products from PETRON for the period of one (1) year which will
expire on December 31, 2007, and there is a need to renew the same in the light of the
finding of the Directorate for Logistics (DL) that no other oil company could provide the
POL requirements of the NHQ and the PNP National Support Units;
WHEREAS, the Legal Service finds no legal impediment for the renewal of the
MOA which merely contains the terms and conditions of the PNP purchase of petroleum
products from PETRON CORPORATION and the proper procurement procedure should
be complied;
WHEREAS, the mode of procurement that should be employed, will be determined

by the Negotiation Committee which are advantageous and beneficial to the PNP and
which shall promote efficiency and economy in PNP procurement, more so in the light of
the fact that POL products are immediately needed by the PNP;
WHEREAS, RA No. 9184, otherwise known as the Government Procurement

Reform Act, allows the employment of the appropriate alternative method of procurement
such as: limited source bidding, direct contracting, negotiated procurement, shopping
and repeat order, provided: (i) prior approval from the head of agency is obtained; (ii) it
will promote economy and efficiency in government procurement; (iii) it is justified by
conditions; and (iv) the most advantageous price is obtained in favor of the government;
WHEREAS, PETRON is partly owned by the government and it is the only oil
company that could accommodate the PNP requirements, such as Jet A-1 and/or AVGAS
100LL available at places accessible to PNP units in need of the same, and that PETRON
has the widest distribution network throughout the country with reliable tank truck hauling
services that would ensure availability and readiness of supply;
NOW THEREFORE, the Committee resolved, as it hereby resolves, to respectfully

recommend to the Chief, PNP that the renewal of the MOA between the PNP and
PETRON should be handled by the Negotiation Committee chaired by TDL, which will
determine the mode of procurement to be used and shall deliberate on whether or not to
renew the MOA, and thereafter submit its recommendations to the Chief, PNP.
SO RESOLVED.
Done this 17th day of December 2007, Camp Crame, Quezon City.
198
Original Signed
REYNALDO P VARILLA
TDCO/Chairman

CHARLEMAGNE S ALEJANDRINO ELISEO D DELA PAZ
TDL/Vice-Chairman TDC/Member

RAY D RODEROS MARIO R SAN DIEGO
TDRD/Member D, LS/Member
APPROVED:
Original Signed
AVELINO I RAZON, JR
Chief, PNP
199
National Headquarters, Philippine National Police
NHQ BIDS AND AWARDS COMMITTEE
RECOMMENDING APPROVAL BY THE CHIEF, PNP THAT ONLY PHILGEPS-

REGISTERED SUPPLIERS SHALL QUALIFY TO PARTICIPATE IN PUBLIC
BIDDING IN THE PNP
WHEREAS, in furtherance of the provisions of Republic Act 9184, otherwise

known as the "Government Procurement Reform Act" and its IRR-A, the NHQ-PNP Bids
and Awards Committee (NHQ-BAC) implements and manages the procurement activities
of the PNP;
WHEREAS, pursuant to Section 10, in conjunction with Section 3, both of RA 9184,

the NHQ-BAC is mandated to conduct competitive bidding for all procurement of the PNP,
insure transparency in the procedure, and extend equal opportunity for all parties who are
eligible and qualified to participate in the bidding process;
WHEREAS, under Sections 23 and 24 of the IRR-A of RA 9184, there are

documentary requirements that dealers and suppliers must comply with before they can
be considered as eligible to participate in the public bidding for goods, infrastructure
projects, or consulting services with the PNP;
WHEREAS, the Government Procurement Policy Board (GPPB) issued

Resolution Nr 22-2006 dated December 6, 2006 that took effect June 4, 2007, amending
Sections 23.6 and 24.7 of the IRR-A of RA 9184, wherein the Certificate of Philippine
Government Electronic Procurement System (PhilGEPS) Registration is made a
mandatory requirement in the Eligibility Documents for dealers and suppliers;
WHEREAS, in order to simplify the procurement activities of the PNP and to insure
that these processes comply with the requirements under Section 8 of RA 9184 that "xxx
information and communication technology shall be utilized in the conduct of procurement
procedures", the Chief, PNP as Head of the Procuring Entity, through the NHQ-BAC, is
authorized to formulate additional guidelines in implementing the said provision of law in
accordance with the procurement thrusts of the PNP;
WHEREAS, during a meeting last August 13, 2007 at the Star Lounge, the
Chairman and Members of the NHQ-BAC have decided to invite and allow only those
PhilGEPS-registered suppliers and dealers to participate in public biddings by the PNP.
NOW THEREFORE, BE IT RESOLVED AS IT HEREBY RESOLVES to

recommend to the Chief, Philippine National Police, that PhilGEPS certificate of
registration be made a mandatory requirement for all PNP dealers and suppliers, and that
only those PhilGEPS-registered suppliers and dealers shall be allowed to participate in
the public bidding for the delivery of supplies and equipment for the PNP.
SO RESOLVED.
200
Adopted this 13th day of September 2007, at NHQ PNP, Camp Crame, Quezon
City.
Original Signed
JESUS A VERZOSA
TADCO/Chairman, NHQ-BAC

ERNESTO V BELEN GEARY L BARIAS
TDL/Vice-Chairman, NHQ-BAC TADC/Member, NHQ-BAC

GERMAN B DORIA, CSEE ATTY MARIO R SANDIEGO
Police Chief Superintendent Police Senior Superintendent
TADRD/Member, NHQ-BAC D, LSS/Member, NHQ-BAC
APPROVED:
Original Signed
OSCAR C CALDERON
Chief, PNP
201
National Headquarters, Philippine National Police
NHQ BIDS AND AWARDS COMMITTEE
“RECOMMENDING INCREASE IN THE CEILING

OF CONTRACTS SUBJECT TO APPROVAL OF REGIONAL DIRECTORS,
POLICE REGIONAL OFFICES AND DIRECTORS, NATIONAL SUPPORT UNITS”
WHEREAS, the NHQ-PNP Bids and Awards Committee (BAC) has been created
in accordance Republic Act 9184 otherwise known as the "Government Procurement
Reform Act" and its Implementing Rules and Regulations (IRR-A), and is mandated to
oversee the procurement activities of the PNP;
WHEREAS, in order to decentralize and expedite the procurement process, other

and/or alternative BACs were created by virtue of NHQ PNP BAC Resolution Number 04-
06, dated March 15, 2004, thereby speeding up the delivery of supplies and materials
and the implementation of infrastructure projects within the respective jurisdictions of
Police Regional Offices (PROs) and National Support Units (NSUs);
WHEREAS, Executive Order No 109-A dated September 23, 2003, provides

among others that the Chief, PNP, as head of procuring entity, could award contracts and
could likewise delegate in writing, for practical intents and purposes, such authority of
entering into government contracts awarded through public bidding;
WHEREAS, under NHQ-PNP BAC Resolution Nr 04-06, the Regional Directors of

Police Regional Offices and Directors of National Support Units, through their respective
BACs, could only act on "contracts where the amount involved is Three Million Pesos
(Php 3,000,000.00) and below";
WHEREAS, there is an immediate need to increase the amount involved in

contracts which Regional Directors of Police Regional Offices and Directors of National
Support Unis could consider in order to make their authority be responsive with
contemporary conditions and requirements of present situations;
NOW THEREFORE, BE IT RESOLVED AS IT HEREBY RESOLVES to

recommend to the Chief, Philippine National Police, for his approval, the increase of the
ceiling of contracts subject to approval of Regional Directors of Police Regional Offices
and Directors of National Support Units, from Three Million Pesos (Php 3,000,000.00) to
FIVE MILLION PESOS (Php 5,000,000.00) and below, provided that: the concerned
Police Regional Office or National Support Unit is the end-user of the items or project
subject of the contract.
Approved and adopted this 12th day of July 2007, at NHQ PNP, Camp Crame,
Quezon City.
Original Signed
ANTONIO P BILLONES
TDCO/Chairman, NHQ-BAC
202
ERNESTO V BELEN NOE A WONG
The Director for Logistics The Director for Comptrollership
Vice-Chairman Member

JEFFERSON P SORIANO ATTY MARIO R SANDIEGO
Police Chief Superintendent Police Senior Superintendent
The Director for Research & Development Director, Legal Service
Member Member
APPROVED:
Original Signed
OSCAR C CALDERON
Chief, PNP
203
MEMORANDUM CIRCULAR
NUMBER 2005 - 01
GUIDELINES OF THE PHILIPPINE NATIONAL POLICE

NATIONAL HEADQUARTERS BIDS AND AWARDS COMMITTEE
(PNP NHQ BAC) ON THE IMPLEMENTATION OF THE PHILIPPINE
GOVERNMENT ELECTRONIC PROCUREMENT SYSTEM (PHILGEPS)
1. REFERENCES:
a. Implementing Rules and Regulations of Republic Act 8792 otherwise known as

"The Electronic Commerce Act"; and
b. Implementing Rules and Regulations of Republic Act 9184 otherwise known as

"The Government Procurement Reform Act".
2. OBJECTIVES:
a. To promote transparency and efficiency in all procurement activities of the

Philippine National Police;
b. To comply on the use of Philippine Government Electronic Procurement System

(PHILGEPS) as mandated by the Implementing Rules and Regulations (IRR) of Republic
Act 9184 otherwise known as "The Government Procurement Reform Act";
c. To enable the PNP NHQ Bids and Awards Committee (BAC) and the Office of the
Directorate for Logistics (ODL) to be aware on all procurement activities of all PNP
Procuring Units/BACS nationwide.
3. PURPOSE AND SCOPE:
This circular prescribes the policies, procedures and guidelines of the Philippine
National Police National Headquarters Bids and Awards Committee (PNP NHQ BAC) in
compliance with the implementation of the Philippine Government Electronic System
(PHILGEPS).
a. Appropriation — refers to an authorization made by law or other legislative

enactment directing the payment of goods and services out of government funds under
specified conditions for the specific purpose.
b. Annual Procurement Program — an annual program showing itemized quantity,

description and estimated cost of supplies, materials/equipment required for the fiscal
year which shall be prepared by all agencies of the national government. Such program
shall be made as an integral part of supporting documents of the agency work and
financial plan required to be submitted to the Department of Budget and Management
204
(DBM) on or before the end of month of November pursuant to National Budget Circular
415'dated 19 January 1990.
c. Procurement — refers to the acquisition of Goods, Consulting Services, and the

contracting for Infrastructure Projects by the Procuring Entity.
5. POLICIES:
a. All PNP PROS, NSUs, NHQ BACs and Procuring Units/Offices Nationwide must
have Internet connections to comply with the PHILGEPS requirements.
b. All procurement activities should be pursuant to the Annual Procurement Program

and should be monitored by the Directorate for Logistics using the system maintained by
the PNPCS.
6. PROCEDURES:
a. Upon receipt of the procurement directives and notices of fund availability, the
different procuring units shall publish the Invitation to Bid (ITB) as appropriate and posted
in the G-EPS if public bidding is the appropriate mode of procurement as determined by
the head of the procuring entity.
b. To enable the ODL to monitor all the transactions of the different PNP Procuring
Units/BACs Nationwide, they will be required to post their ITBs through the PNP Website.
c. The PNPCS shall develop a system module that will enable it to accept the ITB
postings of the different procuring units and upon completion of its entries post them to
the G-EPS. This scheme will enable ODL to determine at any given time the status of all
procurement activities of the PNP through system inquiry.
a. PNP NHQ BAC SECRETARIAT/OFFICE OF THE DIRECTORATE FOR

LOGISTICS (ODL)
a1. Monitor all procurement activities of all BACs and Procuring Units/Offices
nationwide;
a2. Ensure that PNP complies with/adheres to the IRR of RA 9184; and
a3. See to it that all procurement transactions including Invitation to Bids, schedule
of bidding, participating and winning bidders and prices of the items to bid, submitted by
all PNP Procuring Units/Offices and BACs are posted to PHILGEPS within the prescribed
period.
b. PNP OFFICE OF THE DIRECTORATE FOR RESEARCH AND DEVELOPMENT

(ODRD)
Advise all PNP accredited dealers and/or suppliers to register at the Government-
Electronic Procurement System (G-EPS).
c. PNP COMPUTER SERVICE (CS)
c1. Provide a link from the official PNP website to G-EPS website;
c2. Ensure that the PNP NHQ BAC Secretariat and all concerned PNP units/offices
have Internet connections 24 hours, 7 days a week (24x7);
205
c3. Design and develop an information system (PNP Procurement Information
System (PPIS)) in support with the compliance to PHÍLGEPS, in consultation with the
Directorate for Logistics and Logistics Support Service; and
c4. Provide maintenance for the system and assistance to the user/s of G-EPS
and the information system to be developed.
d. PNP LOGISTICS SUPPORT SERVICE (LSS)
d1. Assist in the posting of procurement transactions including Invitation to Bid,

schedule of bidding, participating and winning bidders, prices of the items to bid,
submitted by all PNP Procuring Units/Offices and BACS to PHILGEPS; and
d2. Assist in the monitoring of all procurement activities of all Procuring

Units/Offices and BACs nationwide.
e. ALL BACs (NSUs/PROs) AND PROCURING UNITS/OFFICES
e1. Strictly adhere to the IRR of RA 9184; and
e2. For those with Internet-ready workstations and Internet access, the BAC and/or
Procuring Units/Offices shall post Invitation to Bids, schedule of bidding, participating and
winning bidders and prices of the items to bids, to the PNP Website or send via e-mail
the information mentioned to webmaster@pnp.gov.ph, furnish copy to
pnpnhqbac@pnp.gov.ph).
e3. Update the Transaction Information Record in the PPIS in the website
immediately whenever data is available during the entire procurement cycle (ex. Date
P.O./Contract was approved; Date P.O./Contract received by Winning Bidder; Date
performance security posted; Delivery Date; Date procured items delivered; etc.)
8. PENALTY CLAUSE:
PNP personnel found violating the provisions of this Circular shall be charged and,
as may be warranted by evidence, penalized in accordance with existing NAPOLCOM or
Civil Service rules and regulations without prejudice to the filing of the appropriate criminal
complaint against them before the Office of the Ombudsman.
9. EFFECTIVITY:
This Circular shall be effective upon publication and filing a copy thereof with the
UP Law Center in compliance with Section 3, Chapter 2, Book VIl of EO No 292, s. 1987.
Original Signed
ARTURO C LOMIBAO
Chief, PNP
206
September 11, 1997

Standard Operating Procedure
Number 08
ESTABLISHMENT, ADMINISTRATION AND MANAGEMENT OF

SERVICES AND SUPPLY AGREEMENT (SSA)
1. REFERENCES
a. Implementing Rules for the Establishment, Administration and Management of

Supply Support Agreement dated 19 November 1980.
b. Civil Code of the Philippines
c. Government Accounting and Auditing Manual
d. Services and Supply Agreement between PNP and Nordic Ind, Inc
2 . PURPOSE AND SCOPE
This SOP shall be applicable in the preparation and constitution of Services and
Supply Agreement entered into by the PNP with any duly accredited
manufacturer/supplier for the procurement of internal defense and other highly technical
supplies and services which are not available within its capabilities and which the
organization deems to acquire urgently on a yearly basis. Likewise, this shall provide the
guidelines in the establishment and administration of the said contract and shall prescribe
the conditions required and procedures to be undertaken to consummate the same.
a. Services and Supply Agreement: A contract with a term of one year duly
approved by the Chairman, NAPOLCOM and concluded between the PNP and
manufacturers or their designated exclusive distributors for any item of supply, equipment
or service. It is a basic ordering agreement funded out of the general appropriations of a
given fiscal year.
b. Revolving or confirmed Letter of Credit: Domestic or Foreign Funds to support

the SSA which are deposited with the national depository or a designated government or
correspondent bank in favor of the supplier as beneficiary, against which drawdowns are
made for any supply of material, spare parts or services covered in an approved contract.
c. Manufacturers and Suppliers of goods and services: Those known in the

industry and determined to be actually engaged in the original or licensed manufacture
or distribution of goods and services. In cases where the manufacturer does not make a
direct sale to the market, the term suppliers shall also be construed to mean the sole,
exclusive distributor or area distributor through which the market distribution of a product
or service is made.
d. Proprietary Items: Those generally regarded as an exclusive design, process

or method, product, structure, component or accessory protected by one or more patent
rights that are not assignable except through licensed production by the original designer
or manufacturer of equipment, supplies, materials and services.
207
e. Vendor Items: Those items of supplies, materials, components and
accessories in use and in general circulation and distribution in the industry that are of
general manufacture and application which maybe used as substitute or to complement
a principal/major equipment, supplies, materials and services.
4. POLICIES
a. Department, bureaus, offices or agencies of the national government are

authorized under Executive Order 302 s 1996 to enter into contracts with private firms
and non-governmental organizations for services related or incidental to their respective
functions and operations, through public bidding or negotiated contracts, whenever it is
impractical or more expensive for the government to directly undertake such functions
and operations, subject to accounting and auditing rules and regulations: Provided, that
the execution of the service contracts shall not operate to automatically abolish or render
vacant any existing occupied position in the contracting office or agency.
b. Prohibition against renewal/entering into contracts for public service for

furnishing of supplies, materials and equipment without public bidding - No contract for
public service or for furnishing supplies, materials and equipment to the Government or
any of its branches, subdivisions, agencies or instrumentalities shall be renewed or
entered into without public bidding, except when justified by any of the following grounds
(Negotiated Purchase):
1) Whenever the supplies are urgently needed to meet an emergency

which may involve the loss of, or danger to life and/or property.
2) Whenever the supplies are to be used in connection with a project or

activity which cannot be delayed without causing detriment to the public service.
3) Whenever the materials are sold by an exclusive distributor or

manufacturer who does not have sub-dealers selling at lower prices and for which
no suitable substitute can be obtained elsewhere at more advantageous terms to
the government.
4) Whenever the supplies under procurement have been unsuccessfully

placed on bid for at least two consecutive times, either due to lack of bidders or
the offers received in each instance were exorbitant or non-conforming to PNP
specifications.
5) In cases where it is apparent that the requisition or the needed supplies

through negotiated purchase is most advantageous to the government to be
determined by the department head concerned.
6) Whenever the purchase is made from an agency of the government.
c. SSA for any item of supply or service shall be established only with duly
accredited manufacturers or their exclusive or duly authorized distribution outlets. The
PNP shall whenever possible, include in the contract or provision a technology transfer
particularly on foreign sourced equipment.
d. The administration and management of SSA contracts shall be an inherent

responsibility of the Directorate for Logistics or logistics organization at each Regional
office or other units of the PNP. However, operationalization or the implementation of
approved contracts may be delegated by DL or the RD to the lower level of procuring
agencies in the command.
208
e. The selection of contractors shall fundamentally be governed by the
economic benefits that may accrue to the government. When an item of supply or service
is available from more than one manufacturer or supplier, a comparative economic
analysis of the various offers must be provided in the documentation of the proposal. In
addition, the rationale for the selection of a particular contractor must show both the
tangible and intangible parameters of the selection process that may include a definition
of the proprietary or vendor items that a supplier can provide, price guarantees, track
record in the industry and the social and political factors that can affect the national
interest of the Philippines.
f. SSAs maybe renewed thru negotiation if the original contractor has

rendered satisfactory service during the life of the SSA and if there are no existing
manufacturers/suppliers who can provide more advantageous terms and conditions and
better service than the existing contractor, to be determined by the PNP Negotiation
Committee, in accordance with Sec 441, GAAM (Sec 1. EO 301, S 1987).
g. The SSA should contain a listing of the items to be procured with its
corresponding prices. The prices therein should be valid for the period covered. Any price
adjustment shall be subject to the approval of the Chairman, NAPOLCOM. Moreover, the
supplier shall guarantee continuous supply of spare parts and other related items
embodied in the SSA and the PNP’s accessibility to them.
h. The PNP shall have the right to purchase its requirements from any other
source if the procurement conditions are more advantageous and to the best interest of
the government.
i. Funding
1) Funds to support any SSA must be identified in the Logistics

Operating Program by major task, activity or elements thereof. Availability of funds shall
be duly certified and signed by the Chief Accountant.
2) Payment of the SSA orders shall be effected through the bank and
drawdowns from a revolving Letter of Credit or a Confirmed L/C shall be effected as soon
as the duly authorized individual/committee has certified to the delivery, inspection and
acceptance of the item of supply or services. Terms of payment shall be effected as
regards foreign orders as indicated in the L/C or upon shipment of the goods or articles
out of a foreign port.
j. Inspection and Acceptance
Inspection and acceptance of all items of supply and services, delivered

under the SSA shall be subject to the usual accounting and auditorial process and shall
be governed by the technical procedures, benchcheck or operational test established in
the PNP for the particular commodity of supply.
k. Performance Audit
To insure proper operation, administration and management of the SSA,

Management Div. DC (PNP Internal Auditor) shall undertake periodic performance audit
of the system.
5. PROCEDURES
The Director for Logistics, in coordination with the end-user, determines whether
the acquisition shall be done thru Public Bidding or Negotiation then issues the necessary
Directive. However, if the acquisition is to be done through negotiation, the approval of
209
the SILG/NAPOLCOM shall first be secured in accordance with Sec 1 EO 301 dated
Series 1987.
A. If done through Public Bidding:
1) PBAC issues invitation to Pre-Bid/Prequalify/Public Bidding.
2) PBAC conducts Pre-qualification with active participation of DRD and End-

user.
3) PBAC conducts Public-Bidding, deliberates and determine the winning

bidder.
4) LSS/ End-user prepares contract and indorses same for approval to C, PNP
and NAPOLCOM.
B. If done through Negotiated Contract:
1) Invitation shall be sent by the Chairman, Negotiation Committee to

prospective supplier for exploratory talk.
2) Preparation of the proposed contract by LSS/ End-user.
3) Negotiation between the Committee and Supplier on the contents of the

contract to obtain conditions acceptable to both parties.
4) Presentation by the Negotiation Committee of the final proposed contract to

the prospective supplier for concurrence.
5) Signature on the contract of the designated contracting officials of both

parties. The PNP shall be represented by the C, PNP and the contract shall
be approved by the Chairman, NAPOLCOM.
6) Purchase Order or Work Order done in accordance with the Contract shall
approved by the Chairman, NAPOLCOM if the amount involved is
P3,000,000.00 or more, otherwise, the C, PNP or RD shall approve such
Purchase Order or Work Order in accordance to PNP Circular Nr DPL
001—95. Delegation of Authority dated August 25, 1995.
6. PERIODIC REPORTS
a. The End—user/Project Officer shalI submit a quarterly report on the

transactions made within the coverage of SSAs under their jurisdiction.
b. Funds committed to support the SSA shall be reported periodically

(Quarterly) by the cognizant staff for comptrollership. Among other things, the report shall
reflect the specific funding authority in the national appropriation, the funds committed,
and the balance, if any.
7. The following grounds shall give rise to the cancellation or revocation of the
SSA:
a. Whenever the SSA is void or unenforceable pursuant to the provisions of the

Civil Code;
b. Whenever cancellation or revocation is mutually agreed upon by the parties;
210
c. Default by any of the parties concerning the terms, conditions and material
provisions of the SSA.
9. EFFECTIVITY
This implementing rule takes effect upon publication.
BY COMMAND OF POLICE DIRECTOR GENERAL SARMIENTO II:
Original Signed
REYNALDO V VELASCO
Director for Logistics
211
12 October 1995

NUMBER 6
PNP PROCUREMENT
I. GENERAL:
1. References:
a. Government Accounting and Auditing Manual (GAAM) Vol I.

b. Executive Order No. 298 dated 12 August 1940.
c. Executive Order No. 302 dated 26 September 1940.
d. Executive Order No. 301 dated 26 September 1940.
e. Commonwealth Act No. 138 dated 07 Nov 1936 (Flag Law).
f. DTI, PITC Memorandum Circular No. CT-95, 4/02.
2. Definition of Terms:
a. Appropriation - refers to an authorization made by law or other legislative

enactment directing the payment of goods and services out of government
funds under specified conditions for the specific purpose.
b. Annual Procurement Program - an annual program showing itemized

quantity, description and estimated cost of supplies, materials/equipment
required for the fiscal year which shall be prepared by all agencies of the
national government. Such program shall be made as an integral part of
supporting documents of the agency work and financial plan required to be
the submitted to the Department of Budget and Management (DBM) on or
before the end of month of November pursuant to NBC 415 dated 19
January 1990.
c. Use of Appropriated Funds – all money appropriated for function, activities,

projects and program shall be available solely for the specific purposes for
which these are appropriated.
d. Procurement – is the acquisition of supplies, including non-personal

services, by written order or contract through bidding or negotiation or by
transfer under the prescribed laws, procedure, rules and regulation.
e. Public Bidding Offer - is a proposal involving one or more items in a tender.
f. Negotiated Procurement – is a method of procurement in which public

bidding is not resorted to in consonance with the provisions of Executive
Order No. 301, S. 1987 and Section 441 Art 6 of GAAM Vol I.
g. Award – is the decision of the PNP Bids, Negotiations and Awards

Committee (PNP BNAC) who among the bidders (supplier in case of
negotiated purchase) shall get order or contract.
212
h. Countertrade - is a general term for an international transaction that is
prescribed on some form of reciprocity which may be as follows: counter
purchase, offset, product buy back, trade for debt swap or any form of
combination or variation of the above arrangements.
II. POLICIES:
1. No contract involving the expenditures of public funds by the PNP shall be

entered into or authorized unless the proper accounting officials of the
agency concerned shall have certified to the officer entering into the
obligation that such funds have been duly appropriated from the purpose
and that the amount necessary to cover the proposed contract for the
current fiscal year is available for expenditure.
2. No purchase of supplies, materials and equipment shall be made unless

included in: or covered by the approved procurement program.
3. Except as otherwise provided by competent authority, procurement of

supplies, materials and equipment by the PNP shall be through competitive
public bidding.
4. Procurement must be in accordance with the applicable appropriation acts,

Executive Orders, Government Accounting and Auditing Manual Vol I, rules
and regulations.
5. It shall be the policy to use the best mode of procurement which will be most
advantageous to the government considering the price quality and other
factors.
6. All Contracts/Purchase Orders must bear certification of availability of

funds. Thus certified amount should not be spent for any other purpose
once obligated.
7. All supplies and equipment purchased must be in accordance with the

NAPOLCOM approved specification for common items per table of
equipment while for peculiar/technical items must be in accordance with
end-user’s preference. All deliveries of procured items must be inspected
and accepted by the PNP Technical Inspection and Acceptance Committee
in accordance with the existing SOP.
8. The PNP shall adapt countertrade, through the assistance of the of the
Philippine International Trading Corporation, as a supplemental trade tool
connection with all importations or procurement of foreign capital
equipment, machinery, products, goods and services of the Bureau
entailing the payment of at least One Million United States Dollar
($1,000,000.00) or its equivalent in other foreign currency.
III. SCOPE:
1. This SOP defines the policies and responsibilities in the procurement of

supplies and equipment for all PNP Units and procedures to be followed in
the processing of procurement documents.
2. This SOP covers the local and foreign procurement of supplies and
equipment by the PNP Procurement Agency.
213
IV. MODE OF PROCUREMENT:
1. Public Bidding (Sec 428 GAAM Vol I) – Except as otherwise herein

provided, procurement of supplies, materials and equipment by government
agencies through competitive public bidding (Sec 1, Executive Order 301,
S.1987).
2. Emergency Purchase (Art 5 Sec 439 GAAM Vol I)
In the national and corporate government agencies, emergency purchases

are allowed in cases where the need for exceptionally urgent or absolutely indispensable
to prevent immediate danger to or lose of life and/or property, or to avoid detriment to
public service. They should be based on a canvass of prices of at least three (3) bonafide
dealer (Executive Order No 302, S.1940).
An emergency purchase shall be invariably supported by the agency’s head

or his duly authorized representatives (a) as to the necessity/justification for said
purchase and (b) that the price bid contracted for is reasonable that it was the lowest
obtainable at the time of the purchase or order (COA Circular 78-84, supra).
Delivery of Purchase Orders shall be made within ten (10) days after
placement of same. Immediately after the emergency purchase is made, the Chief of
Office of Department making the emergency purchase shall draw a regular requisition to
cover items purchased on emergency basis.
3. Negotiated Purchase (Art 6 Sec 441 GAAM Vol I)
Condition for Negotiated Purchase – It is a system of purchase which

dispenses with the stringent requirements of public bidding. Purchase through this mode
maybe allowed in the following cases (Sec 1, Executive Order 301, S)
a. Whenever the supplies are urgently needed to meet an emergency

which may involve the loss of, or danger to life and/or poverty;
b. Whenever the supplies are to be used in connection with a project or

activity which cannot be delayed without causing detriment to the public
service;
c. Whenever the materials/items sold by an exclusive distributor or

manufacturer who does not have sub-dealer selling at lower prices
and/or which no suitable substitutes can be obtained elsewhere at more
advantageous terms to the government;
d. Whenever the supplies under procurement have been unsuccessfully

placed on bid for at least two (2) consecutive times either due to lack of
bidders or the offers received in each instance were exorbitant or non-
conforming to specifications;
e. In cases where it is apparent that the requisition of needed supplies

through negotiated purchase is most advantageous to the government
to be determined by the department head concerned; and
f. Whenever the purchase is made from an agency of the government.
4. Procurement from Duly Licensed Manufacturers

(Art 7, Sec 442, GAAM Vol I)
214
Procurement may be made directly from duly licensed manufacturers in
cases of supplies of Philippine manufacture or origin and in case there are two or more
manufacturers of the supplies desired, canvass of the known manufacturer/s should be
made to obtain the lowest price for the quality of supplies desired (Sec 370, RA 1760).
5. Procurement from Exclusive Philippine Agents or Distributors (Art 7, Sec

443 GAAM Vol I)
Procurement may, in the case of foreign origin be made directly from the
exclusive reputable Philippine distributor or agent subject to the following conditions:
a. That the exclusive Philippine distributor has no sub-dealer at lower price.
b. That no suitable substitute of substantially the same quality are available

at lower price.
The foregoing transaction shall, however, be invariably supported by the

following certificates:
a. A Certificate executed by the suppliers that she/he is the exclusive

manufacturer or dealer of specific supplies duly attested by the foreign
or local principal and that there are no sub-dealers selling at lower
prices; and
b. Certificate by the requisitioning Officer (approved by the agency head)

that there is no suitable substitute of substantially the same quality are
available for item which are exclusively manufactured or distributed.
6. Procurement through the Procurement Service under the Department of

Budget and Management (Art 8, Sec 444 GAAM Vol I)
With the abolition of the Supply Coordination Service, its functions have
been transferred to the Procurement Service (under DBM) to wit:
a. Operation of a government procurement system for common-use office

supplies; and
b. Monitoring of prices for common—used supplies, materials and

equipment.
7. Procurement from other Philippine Government Agencies or Foreign

Government (Art 9, Sec 446 GAAM Vol I)
Procurement may be made direct from government entities producing

supplies to fill the needs of the government school of arts and trades or vocational schools
or bureau of prison. For standard and accountable forms, the printing, binding and
distribution thereof shall be made/undertaken by the National Printing Office (Sec 6, EO
385, S.1987).
8. Procurement from Foreign Entities (Art 9, Sec 447, GAAM Vol I)
Procurement of supplies may be made through foreign government entities

with which the Philippine government maintains diplomatic relations. Purchase under this
mode shall be made only upon prior authority from the Office of the President (Sec 372,
RA 7160).
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9. Purchase through Repeat Order (Art 10, Sec 448 GAAM Vol I)
The agency shall buy from the same supplier/dealer the same item/s at the
same price in addition to the quantity in the original contract, subject to the following
conditions:
a. Price must be the same or lower than the original price;
b. The repeat order will not result to splitting of Purchase Order (PO);
c. Maybe availed of only within six (6) months period from the date of
original PO;
d. The repeat order should not exceed the quantity in the original order;
e. The total price of items covered by the repeat order should not exceed
P50,000.00 except when the previous purchase was done through
Public Bidding (COA Circular 85-55 (A) supra).
V. PROCEDURES:
1. Conduct of Public Bidding (Requirements)
a. Procurement Directive from the Directorate for Logistics (DL).
b. Approved Specifications from the Directorate for Research and

Development (DRD).
c. Certification of the Availability of Funds (AA) from the Directorate for

Comptrollership (DC).
d. Invitation to Bid (ITB) in accordance with the provisions of Sec 443, Art 2
of GAAM Vol I shall be applicable only on the procurement of common
items while procurement of items such as ammunition, investigative and
intelligence equipment shall be exempted from this requirements of Sec
433, Article 2 or GAAM Vol I because of security implication.
e. Conduct of Pre-Qualifying Conference/ Meeting.
f. Conduct of test and evaluation of items/equipment being offered by

suppliers as requisite to pre—qualify to bid.
g. Conduct of Scheduled Public Bidding (Opening of Bids).
h. PNP BNAC Deliberation and Award of Purchase Contract and Orders.
i. Formal promulgation/issuance/notification of award in favor of the winning

bidder.
2. Negotiated Purchase (Requirements)
a. Procurement Directives from the Directorate for Logistics.
b. Approved Specifications from the Directorate for Research and

Development (DRD).
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c. Authority to Negotiate Procurement duly approved by SILG.
d. Submission of Formal Proposal or quotations of the dealer.
e. Opening of the quotation submitted by proponent.
f. Conduct of Negotiation Conference.
g. Resolution of PNP Bids, Negotiations and Awards Committee (PNP BNAC).
h. Formal Granting of Award in favor of the proponent.
i. Preparation of the Purchase Contract and Order.
3. Emergency Purchase
This action involves the following steps:
a. Procurement Order or Invitation from DL.
b. Canvass of Prices or Quotation Mode on the item being purchased.
c. Opening of Proposals by concerned Committee.
d. Granting of Awards by the said Committee.
e. Issuance of Certificate of Reasonableness of Price by the concerned office.
4. Awards of Contract:
Sec 435 Rule on Awards. In the national government agencies, contract shall
be generally awarded to the most advantageous offer. The following factors, among
others, shall be considered in making the award.
a. conformity with the specifications in the invitation to bid;
b. price quoted, considering the Flag Law, Commonwealth Act 138, as

amended, and other laws and policies pertinent to procurement;
c. when time is of the essence, the bidder who offers to deliver within the
period stipulated in the invitation to bid shall be awarded the contract,
provided that the price is not reasonably higher than the lowest price
offered;
d. all other things being equal, the bidder shall be preferred, in order to obtain
uniformity in quality, tensile strength, color shade, etc.; and
e. reliability of bidders as supplier or contractor.
Division of award maybe made only in either of the following:
a. in case of tie offers and the supplies are divisible, the award maybe divided
as equally as practicable unless the interest of the service demands that it
should be given to only one dealer; or
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b. in case the lowest bidder offers to supply limited or partial quantity onIy, in
which agent the balance may be awarded to other acceptable bidders in the
offer of advantage of their offers.
5. Processing of Procurement Documents
a. The Directorate for Comptrollership (DC) must always furnish the Director
for Logistics (DL) of the original copy of Allotment Advice (AA) based on the
approved PNP Annual Procurement Program released by DBM.
b. The Office of the Directorate for Logistics shall then furnish copies of the
Allotment Advice to the Directorate for Research and Development (DRD)
for the preparation of the corresponding specification. In case of peculiar
technical items, DRD shall be assisted by the end-user.
c. The proposed specification prepared by DRD is then submitted to the

uniform and Equipment Standardization Board (UESB) for their review and
evaluation. Specification of items that need technical evaluation of other
government agencies such as Computer Information System and Radio
Communication shall be referred to National Computer Center (NCC) and
National Telecommunication Commission (NTC) respectively.
d. The proposed specification is then referred to NAPOLCOM by UESB for

their approval.
e. The approved specification is furnished to DL and DRD to form part of their

procurement reference file which could be used as basis in the succeeding
procurement of the same item.
f. DL now furnished D, LSS with copy of the approved Allotment Advice with
approved specification which will be attached to the Procurement Directive.
g. The PNP Bids, Negotiation and Awards Committee (PNP BNAC) follows
Procedures V (1a) above.
h. The complete obligating instrument (PO/WO) will be pre-audited by the

Management Branch, DC prior to the encumbrance of funds by the
Accounting Division prior to its approval/signature by the concerned
authority based on PNP Fiscal Directive No 73-001 dated January 28, 1993.
i. Formal approval of the PO/WO by the concerned competent authority.
j. The duly approved Purchase/Work Order is then returned to D, LSS for

compliance of other requirements such as posting of the necessary
Performance Bond by the supplier and the reproduction of the approved
Purchase/Work Order to be furnished to COA and Management Inspector.
k. Procurement Officer formally informs the supplier and serves the approved
PO/WO to him.
l. The supplier effects the delivery of item following strictly the complete
descriptions and specifications of the supplies stipulated in the terms and
conditions of the purchase contract.
m. The Supply Accountable Officer (SAO) receives the deliveries for

safekeeping and would finally receive same after the Technical Inspectors
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and Members of the Acceptance Committee and Management Inspector
have inspected and accepted the supplies that have been delivered.
n. The duly accepted deliveries are issued to the end-user only upon the
direction of the Director, Directorate for Logistics.
VI. RESPONSIBILITIES:
1. The PNP BNAC implements procurement activity based on directive from

Higher Headquarters.
2. The Directorate for Logistics of the Directorial Staff is responsible for the
supervision of all procurement activities made by the Procurement Division,
PNP Logistics Support Service, as prescribed in this SOP.
VII. RESCISSION:
All procedures and policies not in conformity with this SOP are hereby rescinded.
VIII. EFFECTIVITY:
This SOP shall take effect upon publication.
Original Signed
ANACLETO P ARQUE JR MNSA
Directorate for Logistics
APPENDIXES:
A - Procurement Flow Chart

B - PNP Fiscal Directive
C - SOP, Inspection and Acceptance
of Delivery
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26 July 1994
STANDING PROCEDURE
NUMBER 03
PNP EQUIPMENT STANDARDIZATION
1. GENERAL:
There is an imperative need to expedite staff actions pertaining to the

development of the PNP equipment system specifically on acquisition proposals. This
SOP, therefore sets the guidelines through which the PNP can undertake timely,
integrated and coordinated and development of equipment system in the PNP.
2. PURPOSE:
a. Equipment System – any armament or aggregate of armament platform and

control system integrated to be employed and operated by the PNP. For purposes of this
SOP, equipment system shall also include communication-electronic equipment, heavy
engineering, computers and other mobility equipment.
b. Equipment Evaluation and Acquisition – the process consisting of all

activities required to acquire an equipment. It commences with requirements
determination, equipment specification, the acceptance on the equipment by the user and
the feedback on the performance of the equipment.
c. Equipment Standardization – the process of determining and adopting

details/specification of an equipment for use of the PNP. The activity shall consider
concept of commonality and interchange of pertinent sub system.
3. COMPOSITION:
The PNP Equipment Standardization Board shall be composed of the following:
The Chief Directorial Staff - Chairman

Directorate for Research & Development, DRD/Rep - Vice Chairman
Directorate for Plans, DPL - Member
Directorate for Operations, DO/Rep - Member
Directorate for Logistics, DL/Rep - Member
Directorate for Comptrollership, DC/Rep - Member
Resource Member
4. FUNCTIONS:
The Board shall perform the following functions:
a. To advise the CPNP on matters concerning equipment systems acquisition.
b. To undertake or cause the evaluation or studies of proposals which are

necessary with respect to equipment systems as recommended by the different Regional
Directors/Directors NSSUs for adoption by the PNP.
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c. To review current equipment systems in the PNP inventory and determine
their validity, relevance and responsiveness to current and evolving mission
requirements.
d. To deliberate on the items for acquisition.
e. To undertake such other functions as the CPNP may direct.
5. POLICIES:
a. The criteria for evaluation of equipment systems proposal shall include, but
are not limited to the following:
(1) Need and responsiveness to current and anticipated threats.
(2) Priority in relation to total PNP requirement.
(3) Standardization and/or commonality.
(4) Interoperability (for unified and combined operations).
(5) Quantifiable costs (financing, acquisition and life cycle costs).
(6) Impact of non-development or non acquisition (Opportunity costs).
b. The Board shall deliberate on all equipment systems proposal which

involved any of the following:
(1) Modification of existing equipment system/capability (e.g. Retrofit).
(2) New systems/capabilities acquisition.
(3) Acquisition of new models of current equipment systems.
(4) Unprogrammed acquisition.
6. PROCEDURES:
a. Acquisition:
(1) Prior to deliberation by the board, a equipment systems proposal will

referred to the cognizant coordination/technical staff for evaluation and comment on how
the proposal would satisfy the criteria (listed in para 6 above) and other requirements
which are failing within their respective functional expertise. These comments/evaluation,
among others, will serve as basic for Board deliberations.
(2) The Board may call upon any officer or person who can provide
expert advice on matters being deliberated upon by the Board. Additionally, the Board
may request, assistance from any staff/office/unit of the AFP and other salient agency for
studies, analysis and evaluation as are necessary to effectively evaluate a proposal.
b. Review of current equipment systems – the Board shall undertake annual

review of current equipment systems, the result of which will be considered in the review
and updating of the mid-range and long range plans of the PNP. Equipment Systems
shall be considered for phase out subject to approval by Higher Headquarters when they
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are no longer responsive, obsolete, not cost effective and dangerous to operate and
maintain.
c. Conduct of deliberation and other matters.
(1) Meetings shall be conducted at such time, date and place as the
Chairman may designate.
(2) No member shall designate a representative to attend deliberation

when the agenda call for a decision on specific equipment system proposal.
(3) The Board shall be considered in session when there is an

attendance or not less than four (4) voting members including the Chairman.
(4) The Secretary, PNPESB shall maintain records of all proceedings.

Minutes and other documents relative to the conduct of deliberation shall be classified
SECRET and shall not be released to anybody without the expressed approval of the
Chairman.
7. RECISSION:
SOP 3, NPC/INP dtd 11 Nov 86 is hereby rescinded.
8. EFFECTIVITY:
This SOP takes effect upon publication.
BY COMMAND OF DEPUTY DIRECTOR GENERAL SARMIENTO II:
Original Signed
ENRIQUE T BULAN
Police Director
Director for Personnel
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MEMORANDUM CIRCULAR
Number: 2015-002
GUIDELINES ON THE ISSUANCE, UTILIZATION, MAINTENANCE, AND PROPER

DISPOSITION OF PNP MOBILITY ASSETS
1. REFERENCES:
a. Republic Act No.6975 dated January 1, 1991 entitled: "An Act establishing
the Philippine National Police under a Reorganized Department of the
Interior and Local Government and for Other Purposes";
b. Republic Act No. 4136 dated June 20, 1964 entitled: "An Act to Compile the
Laws Relative to Land Transportation and Traffic Rules to Create a Land
Transportation Commission and for Other Purposes";
c. Administrative Order No. 239 dated September 15, 2008 entitled:
"Prohibiting the Use of Government Vehicles other than Official Business,
and for Other Purposes";
d. National Budget Circular No. 446-Amending National Budget Circular (NBC)
dated November 24, 1995, on the Subject, "Guidelines on the Acquisition
and Rental of Motor Vehicles”, Annex-A "Typology of Government Motor
Vehicles";
e. Commission on Audit (COA) Memorandum Circular No. 2014-003 dated
April 15, 2014 entitled: "Conversion from Philippine Government Chart of
Accounts";
f. COA Circular No. 2012-003 dated October 29, 2012 entitled: "Updated
Guidelines for the Prevention and Disallowance of Irregular, Unnecessary,
Excessive, Extravagant, and Unconscionable Expenditures";
g. NAPOLCOM Resolution Number 2010-062 dated January 26, 2010 with
subject: "Prescribing the New Standard Specification for the Standard Color
And Markings of the PNP Motor Vehicles, Sea Craft and Aircraft" embodied
in NAPOLCOM Resolution No. 99-002;
h. NAPOLCOM Resolution No. 2010-01 dated July 5, 2010 entitled:
"Supplement to PNP Memorandum Circular No. 2009-009";
i. PNP P.A.T.R.O.L. Plan 2030 with C, PNP's Strategic Focus CODE- P 2013
and Beyond;
j. Memorandum Circular Number 2008-010 dated August 11, 2008 with
subject: "Guidelines on the Preventive Maintenance and Repair of PNP
Transportation, Firepower, Communication, Investigative and Computer
Equipment";
k. Memorandum Circular Number 2008-008 dated July 8, 2008 "Procedure
and Guidelines in the Utilization and Proper Disposition of Mobility Assets in
the PNP"; and
l. Standard Operating Procedure No. 2008-01 dated June 19, 2008 with
subject: "Accountability and Responsibility of PNP Maritime Group
Personnel regarding Properties and Equipment to Include Responsibility for
Confiscated Items and Watercraft, for Firearm and other Equipment Lost
during Legitimate Operations".
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2. RATIONALE:
This Circular prescribes the policies, procedures, and guidelines to be followed

and the responsibilities of all concerned, in the issuance, utilization, proper care,
maintenance, and disposition of PNP Mobility Assets.
3. SITUATION:
Logistics is a very important and indispensable unit of the Philippine National

Police. Without it, other units cannot function well and will not be able to deliver their
desired and expected services to their constituents.
Tracing back from the old PC-INP and early PNP days, there were few mobility
assets, undetermined maintenance procedures, definite OPR in handling said
equipment, and planning as to the suitable kind of mobility that suites the terrain, climate,
and areas of the different stations/offices in the entire country.
From the past experiences, this Directorate penned this PNP MC as a guide,
bible and living commitment in applying the proper practice of the logistics cycle. By
applying it, the PNP will be able to procure the best mobility equipment, maintain and
prolong the lifespan, ensure the serviceability until said equipment will reach the disposal
stage.
A salient aspect is the proper accountability of all personnel who will receive,
use, maintain, and take charge of the papers and proper custody of said PNP equipment.
In so doing, the outcome will be an effective and efficient delivery of police services to
the clientele/public.
4. OBJECTIVES:
a. To provide systematic procedures in the prioritization on the distribution of

PNP Mobility Assets and identify the rightful end-users based on the
established criteria for the purpose and the corresponding supply directive
issued.
b. To provide definitive and standardized proper care and maintenance system

in order to ensure the maximum serviceability and proper utilization of PNP
Mobility Assets.
c. To facilitate the disposal activity of Beyond Economical Repair (BER) PNP

Mobility Assets.
5. PURPOSE:
The purpose of this MC is to provide specific guidelines on the proper

management of mobility assets in the PNP with the end view of providing reliable mobility
support to PNP operations.
a. Table of Equipment and Allowances (TEA) now Table of Allowance —

is an equipment allowance document which prescribes basic allowances of
organizational equipment, and provides the control to develop, revise, or
change equipment authorization inventory data. Also called Table of
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Organization and Allowance (TOA) (source: Dictionary of Military and
Associated Terms).
b. Mobility Assets — consist of PNP Land Vehicles, Watercraft, and Aircraft.
c. Periodic Maintenance Service (PMS) — is a pre-determined maintenance

activity before equipment failure. It includes but not limited to change oil after
certain distance or period of time traveled, in the case of transportation
equipment.
d. Preventive Maintenance — is a schedule of planned maintenance activities

aimed at the prevention of mechanical breakdowns and failures.
e. Inspection — is the thorough examination of an equipment to determine

and report its condition.
f. Testing — is an examination or trial performed to determine the suitability

of equipment for police use.
g. Warranty — is a written statement that promises the good condition of a

product and states that the maker is responsible for repairing or replacing
the product usually for a certain period of time after its purchase.
h. Maintenance — refers to all actions taken to retain materiel in

operational/serviceable condition. It includes inspection, testing, servicing,
modification, rebuilding, and reclamation.
i. Servicing — is a work on an equipment consisting of cleaning, lubricating,

replenishment of fuel, lubricant, cooling agent, and air for tires to ensure its
proper operation.
j. Contract of Insurance — is an agreement whereby one undertakes for a

consideration to indemnify another against loss, damage or liability arising
from an unknown or contingent event.
k. Repair - is to restore unserviceable equipment to operational/serviceable

condition by adjusting or replacing damaged or unserviceable parts,
components or assemblies.
l. Disposal — covers the condemnation, transfer to other agencies, donation

to institution/associations, sale by public bidding or negotiation of
unserviceable PNP properties which have been inventoried, inspected, and
appraised as disposable by the Disposal Committee.
m. Controlled Cannibalization - is a procedure followed when unserviceable

equipment is transferred to a field or depot maintenance unit where the
usable repair parts are removed and turned into stock control for reissue to
a repair or maintenance unit which shall use the same item in restoring
unserviceable equipment.
n. Outsourcing— is a repair done by other person/entity contracted by the

PNP either in commercial repair shops or military logistics motorpool and
maintenance;
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o. Beyond Economical Repair — when the payment for repair of government
equipment at a cost exceeding 30 percent of the current market price of the
same or similar equipment (under COA Circular No. 2012-003 dated
October 29, 2012).
p. Boat Crew - consist of Boat Captain, Asst. Boat Captain,

Helmsman/Navigator, Engineman, and Asst. Engineman.
q. Aircraft — any machine that can derive support in the atmosphere from the
reactions of the air other than the reactions of the air against the earth's
surface (Ref: Philippine Civil Aeronautical Rules (PCAR) Part 1).
r. Helicopter — A heavier-than-air aircraft supported in flight chiefly by the

reactions of the air on or more power-driven rotors on substantially vertical
axes.
s. Airplane — a power-driven heavier-than-air aircraft deriving its lift in flight

chiefly from aerodynamic reactions on surfaces which remain fixed under
given conditions of flight.
t. Airman — any individual who engages as the person in command or as

pilot, mechanic, aeronautical engineer, flight radio operator or member of
the crew in the navigation of aircraft while underway and any individual who
is directly in-charge of inspection, maintenance, overhauling or repair of
aircraft engine, propellers or appliances and individual who serves in the
capacity of aircraft dispatchers or air traffic control operator.
u. Aircrew — a licensed crew member charged with duties essential to the

operation of an aircraft during flight duty period.
v. Pilot — to manipulate the flight controls of an aircraft during flight time.
w. Pilot-in-Command — the pilot designated by the operator, or in the case of

general aviation, the owner, as being in command and charged with the safe
conduct of a flight.
x. Co-Pilot — a license pilot serving in any piloting capacity other than as pilot-
in-command but excluding a pilot who is on board the aircraft for the sole
purpose of receiving flight instruction.
y. Flight plan — specified information provided to air traffic services units,

relative to an intended flight or portion of a flight of an aircraft.
z. Crew mechanic — a qualified aircrew who can perform field maintenance

work on the aircraft.
aa. Pre-flight Inspection — the pre-flight inspection consists of checking the

aircraft for flight readiness by performing visual examinations and
operational tests to discover defects and maladjustments that, if not
corrected, would cause accidents or aborted missions. This inspection is
conducted before each flight to ensure the integrity of the aircraft for flight
and to verify proper servicing. It is valid for a period of 24 hours provided no
flight and no maintenance other than servicing occurs during this period.
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bb. Post-flight Inspection the post-flight inspection - is accomplished after
each flight or ground operation of the aircraft. The post flight inspection is
mainly a check for obvious defects (hydraulic, fuel, and oil leakage or
structural damage) and the installation of the necessary safety locks and
pins.
7. GUIDELINES:
1) Issuance of Land Vehicles will be primarily based on the PNP TEA;
2) The recipients of Land Vehicles will be issued based on the following

order of priority:
1st priority - PNP units with no issued Land Vehicles located in areas
categorized as "critical" by the Directorate for Operations
and those units which have relatively vast areas of
supervision.
2nd priority - PNP units that require/need additional Land Vehicles due
to the construction of new road network, etc. in an area.
3rd priority - PNP units with loaned Land Vehicles but without issued
PNP Land Vehicles.
4th priority - PNP units whose latest issuance of Land Vehicles is 5
years and above.
3) The type of PNP Land Vehicles to be issued will be based on the

geographical and topographical features and the road network
predominant in the AOR of the respective PNP office/unit.
4) The CPNP is the approving authority for the distribution of PNP mobility
assets as recommended by the Director for Logistics.
5) PNP mobility assets shall be painted with the authorized PNP color and
bear the appropriate body and bumper markings as prescribed in the
NAPOLCOM Resolution No. 2010-062, except those mobility assets
which are authorized to be unmarked for security reasons.
6) At all times, no PNP Land Vehicles shall be allowed to travel with expired
LTO registration and insurance, and shall bear government plates
except for Land Vehicles which are authorized for purposes.
7) PNP issued mobility assets shall be driven only by authorized PNP

uniformed personnel in proper and appropriate uniform (GOA Uniform,
Patrol Uniform, SAR Uniform, and Field Service Uniform) while
unmarked mobility assets can be driven by permanent PNP personnel
in civilian attire.
8) All Drivers of the PNP Land Vehicles shall bear appropriate

documentation such as updated professional driver's license, updated
PNP ID, Duty Status, and Drivers Training Certificate issued by PNPTS.
They shall be primarily responsible for the serviceability and road
worthiness of their issued vehicle.
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9) Regular monthly inspections shall be conducted by the Head of Office
and submit report to PPO/PRO/R4. Consequently, Logistics/Supply
Officers shall submit quarterly reports (for periodic inspection) and after
inspection reports (for unannounced inspection) on the status of their
respective mobility assets compliances to this directive to DL (Attn:
Mobility, Aviation, and Maritime Section (MAMS). Periodic and/or
Unannounced inspections of mobility assets shall be conducted by the
Directorate for Logistics (DL) and Logistics Support Service (I-SS)
personnel to all PNP Offices/Units in order to check the proper
maintenance of PNP mobility assets.
10) All PNP personnel who are already performing driving duties and/or are
certified drivers prior to the issuance of this Memorandum Circular (MC)
shall mandatorily undergo PNP Driver's Certification Training where a
PNP Driver's ID Card shall be issued upon successfully completing the
Drivers Certification Training. The issued PNP Driver's ID card shall
authorize the bearer to drive PNP Land Vehicles and shall be
prominently displayed in the rear view mirror while the bearer is driving
a PNP Land vehicle. Accordingly, the PNP Driver's ID Card shall be
retrieved upon reassignment/transfer or termination of designation as
driver.
11) Number of designated Driver, Boat Crew, and Aircrew and alternates
shall be based on the total number of mobility assets of a given police
unit/station.
12) Land Vehicles whenever dispatched for official mission shall be issued
trip tickets and entered in a trip logbook by a motorpool officer/desk
officer or by any officer on whose disposition the mobility assets are
issued. One copy of the trip ticket shall be furnished to the PNP guard
on duty at the gate and one will be kept by the driver in the trip logbook
of the vehicle. Always indicate in the vehicle logbook the latest kilometer
reading after the trip.
13) All PNP mobility assets shall be for official use only. PNP mobility
assets shall not be used during Saturdays, Sundays, and Holidays,
except when dispatched by a responsible officer for official function/use.
All mobility assets not officially dispatched shall be pooled in the camp
or in the station.
14) The utilization of service parts of all PNP mobility assets is authorized
prior to disposal of unserviceable equipment. Cannibalization is always
controlled unless otherwise authorized by proper authority. Only the
Chiefs/Heads of Offices/Units can authorize controlled cannibalization.
b. Procedures:
1) Provisions before Issuance of PNP Mobility Assets
a) The DL will give the approved distribution list of mobility assets to

Chief, Regional Logistics Division (C, RLD)/Logistics Officers of
NSUs.
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b) The C, RLD/Logistics Officers will forward the list to Regional Supply
Accountable Officer (RSAO) / Supply Accountable Officer (SAO) and
the Provincial Directors (PDs) and Chiefs of Police (COP) will be
required to submit to C, RLD the list of designated drivers and
alternate drivers who will drive the said vehicle for issuance and shall
submit the following requirements:
b.1) Updated Professional Driver’s License;

b.2) Updated PNP ID;
b.3) Driver's Training Certificate from PNPTS;
b.4) PNP Driver's ID card;
b.5) Updated Duty Status;
b.6) Office designation order as official drivers; and
b.7) Cellphone/Contact Number.
c) The C, RLD will submit to DL (Attn: C, MAMS) the list with a

photocopy of the said requirements.
d) The DL will endorse the list of drivers to DPRM and DHRDD for
issuance of Directive to said personnel who will undergo the PNP
Driver's Certification Training at PNPTS.
2) Provisions during the issuance of PNP Mobility Assets
a) The DL will issue Supply Directive (SD) to the Chief of Supply

Storage and Distribution Division (SSDD), LSS as basis for the
issuance of PNP Mobility Assets to end-users.
b) The SSDD will forward the SD to Supply Accounting and Monitoring

Division (SAMD), LSS to guarantee the availability of PNP Mobility
Assets for distribution.
c) SAMD will notify the concerned RSAO/SAO through their respective

liaison personnel to comply with the necessary documents such as
Acknowledgement Receipt of Equipment (ARE) and Invoice Receipt
of Property (IRP).
d) SAMD will notify the concerned RSAO/SAO upon receipt of all

necessary documents to withdraw the PNP Mobility Assets allocated
to them.
e) Concerned RSAO/SAO will immediately issue the PNP Mobility

Assets to end-users based on the issued Supply Directive (SD)
through the respective Provincial Supply Accountable Officer
(PSAO) and Responsible Supply PNCO (RSPNCO) for the City and
Municipal Police Stations (MPS).
f) The concerned PSAO and RSPNCO will issue the PNP Mobility
Assets with the ARE received by the designated trained driver, boat
crew, and aircrew of the PPO/CPO and police station.
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3) Provisions After the Distribution of PNP Mobility Assets
Periodic and/or unannounced inspections will be conducted by DL with

representative from LSS to inspect the issued PNP Mobility Assets condition and the
designated driver, boat crew, aircrew, and his alternate who shall present the following:
a) Land Vehicles
a.1) Motor Vehicle Maintenance Logbook;

a.2) Official Receipt and Certificate of Registration (OR/CR);
a.3) Contract of Insurance (Insurance Policy);
a.4) Trip Log;
a.5) Driver must be in proper uniform;
a.6) PNP ID;
a.7) Duty Status;
a.8) Valid Driver's License;
a.9) Certificate from PNPTS (Driving and Basic Automotive Training);
and
a.10) Designation Order from unit as official Driver.
b) Watercraft
b.1) Acknowledgment Receipt of Equipment (ARE);

b.2) Boat's Logbook;
b.3) Checklist of Equipment on Board;
b.4) Police Basic Operation and Maintenance Qualification
Certificate;
b.5) Designation Order from unit as official Boat Captain and crews;
b.6) Boat Captain and crews must be in proper uniform; and
b.7) PNP ID.
c) Aircraft
c.1) Requirements for Aircrew:

c.1.a) Pilots-in-Command
c.1.a.1) Pilot license;
c.1.a.2) Medical Certificate; and
c.1.a.3) Restricted Radiotelephone Operator Certificate
(RMAP-Aircraft).
c.1.b) Co-Pilot
c.1.b.1) Pilot license;
c.1.b.2) Medical Certificate; and
c.1.b.3) Restricted Radiotelephone Operator Certificate
(RMAP-Aircraft).
c.1.c) Crew Mechanic (either)

c.1.c.1) Airframe and Power plant License; and
c.1.c.2) Aircraft Maintenance Technician License.
The following Manuals and Logbook should be presented during

inspection of each aircraft:
c.2) Airplane
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c.2.a) Flight Logbook;
c.2.b) Airframe Logbook;
c.2.c) Engine Logbook;
c.2.d) Propeller Logbook;
c.2.e) Certificate of Airworthiness;
c.2.f) Certificate of Registration;
c.2.g) Contract of Insurance;
c.2.h) Maintenance Manual; and
c.2.i) Pilot Manual.
c.3) Helicopter
c.3.a) Flight Logbook;

c.3.b) Airframe Logbook;
c.3.c) Engine Logbook;
c.3.d) Certificate of Airworthiness;
c.3.e) Certificate of Registration;
c.3.f) Contract of Insurance;
c.3.g) Maintenance Manual; and
c.3.h) Pilot Manual.
c.4) Requirements before the conduct of flight operations:
c.4.a) Before flight

c.4.a.1) Flight Directive;
c.4.a.2) Flight Plan;
c.4.a.3) Flight Order; and
c.4.a.4) Pre-flight, inspection report.
c.4.b) After flight

c.4.b.1) After flight operation report; and
c.4.b.2) Post flight, inspection report.
a. Responsibilities of Designated Driver for Land Vehicles:
Drivers shall be responsible for the daily and Periodic Maintenance

Service (PMS) of their issued vehicles, their cleanliness, and the reporting
of vehicle defects.
1) Before Operations Service
This is a preliminary service to determine if the vehicle is ready for

operation.
a) The driver together with the motorpool mechanic and/or Supply

PCO/PNCO shall check the vehicle but not limited to battery, light,
oil, water, brake, air, gas, engine, tire and self (B L O W B A G E T
S) of the vehicle. Defects noted during the inspection shall be
indicated in the Technical Inspection Report (T IR) duly signed by
the Supply PCO/PNCO and the inspecting mechanic; and
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b) TIR will be the basis for the cost estimate and scope of work for
repair and issuance of possible remarks such as unserviceable, BER
or repairable.
It is mandatory for the drivers to carry out daily checks of their

vehicles using the following:
a. Motor Vehicle Maintenance Log Book;
b. Driver's Check List;
c. Trip Ticket; and
d. After Trip Report.
2) During Operation Service
This service is for the detection of unsatisfactory performance during

the operation of the vehicle. The driver shall be alert for any unusual
noise, odor, abnormal readings in the instrument and any other
indication of malfunctions by applying the word (FITCAL) feel, inspect,
tighten, clean, adjust and lubricate.
3) After Operations Service
The purpose of the service is to ensure serviceability of vehicle at

any time when it is needed. The driver shall inspect the vehicle
thoroughly for the purpose of detecting any malfunctions which may
have been developed during the operation. Any deficiencies not within
the maintenance responsibility of the driver should be reported promptly
thru a memorandum to the Supply PNCO/COP for appropriate action.
a) Any deficiencies noted during the vehicle operation shall be

inspected and checked by the motorpool mechanic together with the
Supply PCO/PNCO; and
b) The deficiencies noted and verified shall be placed in the TIR signed
by the mechanic and Supply PCO/PNCO for appropriate action of
the Head of Office.
b. Other Responsibilities of Designated Driver for Land Vehicles:
All designated drivers issued with a vehicle are responsible for the
overall care and accountable for the damage on the vehicle.
1) If damage incurred in official dispatch with a trip ticket:
a) The driver must secure after incident report and a police report
coming from the police station who has jurisdiction over the area
where the incident happened; and
b) The report must be submitted to the COP and submit a report to C,

RLD endorsed by the Provincial Director (PD) for funding of the
repair.
2) If damage incurred (unauthorized dispatch):
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a) The driver must secure after incident report and a police report
coming from the station that has jurisdiction over the area; and
b) The report must be submitted to the COP who shall then initiate Pre-
Charge Evaluation (PCE) against the driver.
3) If the damage is incurred by any person other than the designated driver,
with or without the latter's consent, the responsibility is still lodged to the
designated driver.
4) All PNP members driving an issued vehicle shall comply with all traffic
laws, rules and regulations. They will constantly utilize care and
courtesy, and shall drive in a safe and professional manner at all times.
In case of violations of the rules and regulations on the use of PNP
vehicles, disciplinary actions may be taken.
No driver shall operate a PNP vehicle under the following

circumstances:
a) Under the influence of alcohol/prohibited and regulated drugs or

other intoxicating substances; and
b) Driving impaired due to physical or medical condition.
It will be the responsibility of the designated driver to notify his/her

immediate supervisor and advise the supervisor of the driver's condition.
Any PNP Officer/non-commissioned officer found to be violating the

provisions of the Circular will be subjected to disciplinary
action/administrative sanction.
5) Vehicle Equipment:
PNP personnel driving PNP vehicles shall ensure that the vehicles
they are operating are serviceable and have the following equipment
available, with every item in good condition at all times:
a) Spare tire;
b) Jack with handle;
c) Wheels Spanner (Lug Wrench);
d) First Aid Kit;
e) Tool Bag with basic tools;
f) Fire Extinguisher;
g) Reflectorized Triangle (Early Warning Device);
h) Extra motor oil, gear oil, brake fluid, distilled water, extra water for
radiator;
i) Serviceable Flashlight;
j) Jam Pack Cable;
k) "6" meters Rope (1 inch diameter); and
l) VHF or UHF Radio Communication.
6) Vehicle Security:
a) Drivers shall be responsible for the security of their vehicles including

the equipment and cargo carried. Vehicles shall not be left
233
unattended and reasonable care must be undertaken to ensure that
the vehicle is always secure;
b) Failure to secure the PNP vehicle may render the detailed driver
liable for damages or loss incurred, and pre-charge evaluation will
be undertaken for possible filing of an administrative case;
c) All PNP vehicles, when parked, shall have all windows fully closed,
removable portable antennas and emergency lights must be stored
inside the vehicle and doors locked;
d) Drivers shall not leave valuable items such as firearms, ID cards or

personal equipment unattended inside vehicles; and
e) PNP vehicles shall not be parked in dark, isolated places or locations

that are considered to be "high-risked" areas.
c. Responsibilities of Boat Crew:
1) Boat Captain
a) Who is in command of the boat is responsible for the safe operation

and navigation of the boat, always take into account that the safety
of the boat and its personnel is paramount at all times;
b) Responsible for the operational readiness and fighting efficiency of

the boat and its crew and for the probation to preempt the losses of
firearms and other property;
c) Accountable for the boat and he is the one who signs the ARE or
MR; and
d) Responsible for all the members of his crew and all their acts.
2) Asst. Boat Captain
a) Ensure that the government property, firearms, and etc are properly
secure;
b) Supervises the operation of the boat and see to it that all personnel
are performing their assigned tasked;
c) Accountable to the Boat Captain,
d) All orders issued by him are considered coming from the Boat
Captain; and
e) Responsible for the proper maintenance of the boats logbook,

making sure that all boat activities especially important events,
passengers, visitors, and cargoes and weather condition in the area
are properly recorded with date and time.
3) Helmsman/Navigator
234
a) Accountable to the Boat Captain and assumed duties and
responsibilities of the Asst. Boat Captain in case of disability or
absence of the Boat Captain;
b) As navigator, recommends to the Boat Captain the course to take

for the safe navigation of the boat while underway and/or clearing
from a restricted area; and
c) Supervise the navigational and COMELEX Operator during

Steaming and in the upkeep and maintenance of Navigational and
COMELEX equipment.
4) Engineman
a) Responsible for the operation, cleanliness, upkeep and

maintenance of the engines, stern drives and its accessories, and
other machineries on board, including the outboard motor (OBM) of
utility/rubber boat, if there is any;
b) Responsible for the minor repair of engines/machinery, including the

hull and its structures within his capability;
c) Prepare derangement report for approval and signature of the Boat

Captain/Asst. Boat Captain; and
d) Responsible for the reporting/accounting of POL products

received/expended and requisition of fast moving items, this is due
for maintenance.
5) Asst. Engineman
a) Responsible for the daily check-ups and cleanliness of engine room,

main engine, pups, stern drive to include auxiliaries, steering
systems, and propeller;
b) Assumed duties and responsibilities of the engineman in case of his

absence;
c) Submit before and after repair, operation inspection report;
d) Perform other tasks as Boat Captain may direct; and
e) Standby duty in case PPB is not ready for sea (NFRS).
d. Responsibilities of Aircrew:
1) Pilot-ln-Command
a) Coordinate with the Chief, Operation Branch for pre-flight briefing;

b) Determine the general airworthiness condition of the aircraft;
c) In the absence of the flight dispatcher, the Command Pilot is
responsible for filling the flight clearance and obtain additional
briefing from Civil Aviation Authority of the Philippines, Flight
Operation Briefing Service (CAAP, FOBS);
d) Report at least one hour before the expected departure;
235
e) Comply and adhere to Units existing policies and guidelines;
f) Responsible for the safe operations of the aircraft and the safety of
passengers and aircrew member;
g) Counter-check all inspections conducted by crew mechanic; and
h) Recommend the grounding of the aircraft if there is a noted
discrepancy which is beyond operational safety limits.
2) Co-Pilot
a) Shall report at least one (1) hour before expected departure to

determine what necessary equipment will be needed to accomplish
flight mission;
b) Accomplish the flight plan to be signed and filed by Pilot-ln-
Command and secure a flight order from the Operation Branch;
c) Responsible for navigation and cross checking of different aircraft
instruments;
d) Responsible for the communication with ground personnel during
hot pursuit operation;
e) Determine the general airworthiness condition of the aircraft;
f) Assist the Pilot-ln-Command in conducting pre-flight inspection on
the aircraft;
g) Accomplish the after flight operations report and other pertinent
documents after flight; and
h) Shall assist the Pilot-ln-Command during emergency situation.
3) Crew Mechanic
a) Conducting pre-flight and post flight inspection on the aircraft;

b) Responsible for entering data or records to the aircraft logbook to be
countersigned by Command Pilot;
c) Ensure all required equipment such as basic airborne tools and
portable gas-pump are onboard the aircraft;
d) Responsible for the repair and maintenance of the aircraft; and
e) Responsible for the cleanliness, safety and security of the aircraft
while on the ground.
e. Responsibilities of the Head of Office or immediate supervisor:
1) Absence of the Officially Designated Driver, Boat Crew, and Aircrew
a) To designate an emergency/alternate Driver, Boat Crew, and

Aircrew other than the officially designated Driver, Boat Crew, and
Aircrew;
b) To ensure the mandatory conduct of a Technical Inspection of the
mobility assets during changing of Driver, Boat Crew, and Aircrew;
and
c) To act immediately on the recommendation based on the Trip
Report, After Seaborne Patrol Report, and After Flight
Accomplishment Report and Post Flight Inspection Report, and
Technical Inspection Report (T IR) of the Driver, Boat Crew, and
Aircrew personnel and/or its equivalent service centers in the area.
2) All Heads of Office and Supervisors are subsidiary liable in case of

damage, loss and unserviceability on PNP mobility assets.
236
3) All Heads of office shall provide funds for the proper care and
maintenance of all PNP mobility assets programmed through its
Logistics Officers sourced from the PNP Trust Receipt Fund and
Maintenance and Other Operating Expense (MOOE).
9. REPEALING CLAUSE
All Circulars and other issuances inconsistent hereto are hereby repealed.
10. 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 Section 3 and 4, Chapter 2, Book Vll
of EO No. 292, otherwise known as "The Revised Administrative Code of 1987", as
amended.
Original Signed
Officer-in-Charge, PNP
Distribution:
Command Group
D-Staff
RDs, PROs
Dir, NSUs
237
Makati City
RESOLUTION No. 2010-062
PRESCRIBING THE NEW STANDARD SPECIFICATION FOR STANDARD COLOR

AND MARKINGS OF PNP MOTOR VEHICLES, SEACRAFT AND AIRCRAFT
EMBODIED IN NAPOLCOM RESOLUTION NO. 99-002
WHEREAS, Title III, Section 5, paragraphs (5) and (8), of the Republic Act 8551
direct that the Commission shall “approve or modify plans and programs on education
and training, logistical requirements, communications, records, information system, crime
laboratory, crime prevention and crime reporting as well as prescribe minimum standards
for arms, equipment and uniforms and, after consultation with the Philippine Heraldry
Commission, for insignia of ranks, awards and medals of honor”,
WHEREAS, in pursuance of the aforecited legal prescription, the PNP through

Uniform and Equipment Standardization Board (UESB) Resolution No. 2009-149 dated
November 20, 2009 has requested approval by the Commission of the proposed
amendment/addendum to NAPOLCOM Resolution No. 99-002 dated January 5, 1999;
WHEREAS, among others the amendments/addenda to the existing standard

specification for color and markings of PNP Motor Vehicles, Seacraft and Aircraft included
the standard color and markings for Patrol Utility Jeep and Small Bike Motorcycle for
uniformity and easy identification of PNP vehicles;
WHEREAS, the standard color and markings specified in NAPOLCOM Resolution

No. 99-002, particularly item nos. (3), (4), (5), (10-14) shall form an integral part hereof;
WHEREAS, after thorough review and evaluation of the proposed

amendments/addenda to the standard specifications for Color and Markings of PNP
Motor Vehicles, Seacraft and Aircraft, the same is found in order and in conformity with
Republic Act 8551 and its Implementing Rules and Regulations (IRR), all existing policies
and issuances of the Commission, to meet the requirements of the PNP;
NOW, THEREFORE, the Commission in the exercise of its power to administer

and control the PNP, HAS RESOLVED TO AMEND, AS IT HEREBY RESOLVES TO
AMEND the new standard specifications for the Color and Markings for PNP Vehicles,
Seacraft and Aircraft with modifications, to read as follows:
Type of Vehicle:
1. Patrol Car
a. Unit logo on the upper portion of the left and right front doors, centered using
reflectorized plastic sticker with a dimension of 7” in height and width.
b. The “Unit Name” placed above the logo, in an arc from the lower edge of the blue
stripe using red reflectorized plastic sticker with a height of 3”. The width and
thickness of the letters should be proportional to the height of the letter. The unit
name maybe written in abbreviated form if necessary.
c. “Immediate Supervising Unit” placed below the logo using red reflectorized
plastic sticker with a height of 3”. The width and thickness of the letters should
be proportional to the height of the letter. The unit name maybe written in
abbreviated form if necessary.
238
d. Name of “Main Mother Unit” placed below the immediate supervising unit using
red reflectorized plastic sticker with a height of 3”. The width and thickness of the
letters should be proportional to the height of the letter. The unit name maybe
written in abbreviated form if necessary.
e. End’User’s “Unit Name” placed above “PULISYA” on the front hood, in an arc
using red reflectorized plastic sticker with a height of 3 ½”. The width and
thickness of the letters should be proportional to the height of the letter the unit
f. Name of “Immediate Supervising Unit” placed at the right side of the bumper
using red reflectorized plastic sticker with a height of 4”. The width and thickness
of the letters should be proportional to the height of the letter.
g. Blue stripes on both sides of the body in line with the unit logo/seal using
reflectorized plastic sticker, 2 each, 1 ½” width spaced ½” apart.
h. “Vehicle Number on the left and right rear doors in line with the blue stripe,
centered using red reflectorized plastic sticker with the following dimensions: 7”
height, 5” width and 1 ½” thickness.
i. “Vehicle Number” placed at the left side of the bumper using red reflectorized
plastic sticker with a height of 4”. The width and thickness of the numbers should
be proportional to the height of the number.
j. Acronym of “Main Mother Unit” placed on the roof top (front of blinker) using red
reflectorized plastic sticker with a height of 14”. The width and thickness of the
letters should be proportional to the height of the letter.
k. “Vehicle Number” is placed on the rear portion of the roof top (behind the blinker)
l. Name of “Immediate Supervising Unit” is placed at the left portion of the bumper
m. End-user’s “Unit Name” placed at the center of the bumper using red
n. “Vehicle Number” placed at the right portion of the rear bumper using red
numbers should be proportional to the height of the number.
o. “PULISYA” on the front hood and should be 10” from the upper edge of the hood,
centered and the letters spaced 2” apart using red reflectorized plastic sticker
with the following dimensions: 7” height, 5” width and 1 ½” thickness.
p. “Vehicle Number” on the front hood 5” below “PULISYA” using red reflectorized
plastic sticker with the following dimensions: 7” height, 5” width and 1 ½”
thickness.
q. “PULISYA” on the rear hood, centered and the letters spaced 2” apart using red
reflectorized plastic sticker with the following dimensions: 7” height, 5” width and
1 ½” thickness. The “Vehicle Number” on the rear hood should be placed if there
is enough space for it and the word “PULISYA” should be adjusted proportionally
upward.
- Res. Approving the New Std. Specs. for Colors and Markings of PNP Vehicles , Page 2 of 19 pages -
239
r. “Telephone Number” of the unit/end-user should be located at the left and right
rear fender below the blue stripes.
s. Markings for the donor (if vehicle is donated) should be located at the lower
portion of the left and right rear doors using red reflectorized plastic sticker.
t. Body Color is white with blue stripes
Illustration:
Side View
Front and Top View Rear and Top View
2. Patrol Jeep:
a. Unit logo/seal on the left and right doors, centered using reflectorized plastic
sticker with a dimension of 3” in height and width.
b. The “Unit Name” placed above the logo, in an arc from the edge of the lower blue
stripe using red reflectorized plastic sticker with a height of 3”. The width and
c. Name of “Main Mother Unit” name placed below the immediate supervising unit
name using red reflectorized plastic sticker with a height of 4”. The width and
name maybe written in abbreviated if necessary.
d. “Immediate Supervising Unit” name placed below the immediate supervising unit
name using red reflectorized plastic sticker with a height of 4”. The width and
name maybe written in abbreviated if necessary.
- Res. Approving the New Std. Specs. for Colors and Markings of PNP Vehicles, page 3 of 19 pages -
240
e. End-user’s “Unit Name” placed above “PULISYA” on the front hood, in an arc
of the letters should be proportional to the height of the letter. The unit name
maybe written in abbreviated form if necessary.
f. “Vehicle Number” placed at the rear doors using red reflectorized plastic sticker
with the following dimensions: 7” height, 5” width and 1” thick.
g. Name of “Immediate Supervising Unit” placed at the left portion of the bumper
h. Blue stripes on both sides of the cab in line with the logo/seal using reflectorized
plastic sticker, 2 each, 1 ½ width spaced ½” apart.
i. “Vehicle Number” placed at the right portion of the bumper using red reflectorized
j. Acronym of the “Main Mother Unit” and “Vehicle Number” placed on the roof top
of the rear body, using red reflectorized plastic sticker with a height of 14”. The
width and thickness of the letters should be proportional to the height of the letter.
k. End-user’s “Unit Name” placed vertically at the left post of the rear body using red
reflectorized plastic sticker with a height of 2” and 3” width. The unit name maybe
l. Name of “Immediate Supervising Unit” placed vertically at the right post of the
rear body using red reflectorized plastic sticker with a height of 2” and width of 3”.
The unit name maybe written in abbreviated form if necessary.
m. “Vehicle Number” placed horizontally below the End-user’s “Unit Name” and
“Immediate Supervising Unit” using red reflectorized plastic sticker with a height
of 3 ½”. The width and thickness of the numbers should be proportional to the
height of the number.
n. End’-user’s “Unit Name” and “Vehicle Number” is placed at the middle of the rear
canvass cover, using red reflectorized plastic sticker with the following
dimensions: 5” height, 4” width and 1” thick. The unit name maybe written in
abbreviated form if necessary.
o. “PULISYA” on the front hood and should be 10” from the upper edge of the hood,
centered and the letters spaced 2” apart using red reflectorized plastic sticker with
the following dimensions: 7” height, 5” width and 1 ½” thickness.
p. “Vehicle Number” on the front hood 5” below “PULISYA” centered using red
reflectorized plastic sticker with a dimension of 7” height, 5” width and 1 ½”
thickness.
q. Markings for the donor (if vehicle is donated) should be located on both sides of
the body between the unit name and rear tires using red reflectorized plastic
sticker.
r. Body color is white with blue stripes.
- Res. Approving the New Std. Specs. for Color and Markings of PNP Vehicles, page 4 of 19 pages -
241
Illustration:
Side View
Front View Rear View
Front and Top View
3. Patrol Utility Vehicle (AUV)

a. End-User’s Unit Logo placed at the front doors, centered suing reflectorized
plastic sticker with a dimension of 8” in height and width.
b. Blue stripes on both sides of the vehicle in line with the logo, using reflectorized
plastic sticker, 2 each, 1 1/2” width, spaced ½” apart.
242
c. End-user “Unit Name” placed above the logo, in an arc from the edge of the lower
blue stripe using red reflectorized plastic sticker with a height of 3”. The width and
d. Name of “Immediate Supervising Unit” placed below the logo name using red
e. Name of “Main Mother Unit” placed below the immediate supervising unit using
f. “Vehicle Number” placed in line with the blue stripes, using red reflectorized
plastic sticker with the following dimensions: 7” height, 5” width and 1 ½”
thickness.
g. Word “PULISYA” placed on the center of the front hood and the letters spaced 2”
apart using red reflectorized plastic sticker with the following dimensions: 7”
height, 5” width and 1 ½” inches thickness.
h. End-user “Unit Name” placed above “PULISYA”, in an arc using red reflectorized
plastic sticker with a height of 3”. The width and thickness of the letters should be
proportional to the height of the letter. The unit name maybe written in abbreviated
form if necessary.
i. “Vehicle Number” is placed below “PULISYA” using red reflectorized plastic

sticker with the following dimensions: 7” height, 5” width and 1 ½” thickness.
j. Name of “Immediate Supervising Unit” placed at the left portion of the front
bumper using red reflectorized plastic sticker with a height of 4”. The width and
thickness of the letters should be proportional to the height of the letter.
k. “Vehicle Number” placed at the right portion of the front bumper using red
reflectorized sticker with a height of 4”. The width and thickness of the numbers
should be proportional to the height of the number.
l. Acronym of “Main Mother Unit” placed on the roof top (front of blinker) using red
letters should be proportional to height of letter.
m. Word “PULISYA” placed below the vehicle’s rear plate number using red
reflectorized plastic sticker with the following dimensions: 5” height, 4” width, 1”
thick and 2” spacing.
n. Name of “Immediate Supervising Unit” placed at the left portion of the rear bumper
suing red reflectorized plastic sticker with a height of 4 ½”. The width and
o. End-user’s “Unit Name” placed at the center of the rear bumper suing red
reflectorized plastic sticker with a height of 4 ½”. The width and thickness of the
p. “Vehicle Number” is placed at the right portion of the rear bumper using red
reflectorized plastic sticker with a height of 4 ½”. The width and thickness of the
243
q. “Vehicle Number” is placed on the rear portion of roof top (behind the blinker),
of the numbers should be proportional to height of the number.
r. Markings for the donor (if vehicle is donated) should be located at the lower
portion of the left and right doors using red reflectorized plastic sticker.
Illustration:
Side View
Top View
4. Trucks:
a. “PULISYA” on the front hood (for M35 Truck), 7” form the upper edge of the hood,
centered using red reflectorized plastic sticker with the following dimensions: 6”
height, 5” width and 1 ¼” thickness.
b. “Vehicle Number” on the front hood (for M35 Truck), 3” below “PULISYA” centered
using red reflectorized plastic sticker with the following dimensions: 6” height, 5”
width and 1 ¼” thickness.
244
c. “PULISYA” in front of the vehicle below the front windshield (for Mitsubishi FK 415
Truck), centered using red reflectorized sticker with the following dimensions: 6”
d. “Vehicle Number” placed on the front 1” below “PULISYA” (for Mitsubishi FK 415
Truck), centered using red reflectorized plastic sticker with the following
dimensions: 5” height, 4” width and 1 ¼” thickness.
e. Unit logo/seal on the left and right doors, centered using reflectorized plastic
sticker with a dimension of 8” in height and width.
f. The End-user’s “Unit Name” placed above the end-user’s unit logo, in an arc using
g. “Vehicle Number” placed at the lower back portion of the cab or sides of the hood
of the number should be proportional to the height of the number.
h. Word “PULISYA” is placed at the sides of the rear body of the vehicle using red
1” thick.
i. End-user’s “Unit Name” is placed above “PULISYA” in front of the vehicle, in an

arc using red reflectorized plastic sticker with a height of 3”. The width and
thickness of the letter should be proportional to the height of the letter. The unit
j. Acronym of “Immediate Supervising Unit” is placed at the left portion of the

bumper, using red reflectorized plastic sticker with a height of 4”. The width and
k. “End-user’s Unit Name” is placed at the middle portion of the bumper, using red
l. “Vehicle Number” placed at the right portion of the bumper using red reflectorized
m. Blue stripes on the left and right doors in line with the logo/seal using reflectorized
plastic sticker, 2 each, 2” width spaced 1” apart.
n. “PULISYA” at the back of the vehicle located at the tailgate, centered using red
1 ¼” thickness.
o. “Vehicle Number” is placed on the lower right portion of the tailgate, sticker with a
height of 4”. The width and thickness of the letters should be proportional to the
height of the letter.
p. Acronym of the End-user’s “Unit Name” is placed on the lower left portion of the
tailgate, using red reflectorized plastic sticker with a height of 4”. The width and
q. Body color is white.
245
Illustration:
Side View
5. Ambulance:
a. “AMBULANCE” on both sides of the vehicle, 1”-2” below the window and the
letters spaced 1” apart using orange reflectorized plastic sticker with the following
dimensions: 6” height, 4” width and 1” thickness.
b. “Unit Name” below “AMBULANCE” and the letter spaced ½” apart using red
reflectorized plastic sticker with the following dimensions: 3” height, 2” width ad
½” thickness.
c. Blue stripe on both sides of the vehicle 2”-3” above the rear fender using
d. Unit logo/seal on the left and right front doors between the blue stripe and window
using reflectorized plastic sticker with a dimension of 9” in height and width.
e. “Vehicle Number” placed on the side door below the blue stripes, using red
reflectorized plastic sticker with the following dimensions 7” height, 5” width and
1” thick.
f. End-User’s “Unit Name” placed above the logo, in an arc using red reflectorized
form if necessary.
g. The word “AMBULANCE” written in reverse form in front of the vehicle below the
front windshield, centered and the letters spaced ¾” apart using orange
1” thickness.
246
h. End-user’s “Unit Name”, placed in front, above the word “AMBULANCE”, using
red reflectorized plastic sticker with the following dimensions: 5” height, 5” width
and 1” thick. The unit name maybe written in abbreviated form if necessary.
i. “Vehicle Number” placed at the right portion of the front bumper, using red
j. Name of “Immediate Supervising Unit” placed at the left portion of the front
bumper, using red reflectorized plastic sticker with a height of 3”. The width and
k. Word “PULISYA” placed at the center portion of the front bumper, using red
l. Word “PULISYA” placed below the vehicle’s rear plate number, using red
1” thick.
m. “Vehicle Number” placed at the right portion of the rear bumper, using red
n. End-user’s “Unit Name” is placed at the center of the rear bumper using red
o. “AMBULANCE” at the back of the vehicle below the rear windshield, centered and
the letters spaced ¾” apart using orange reflectorized plastic sticker with the
following dimensions: 5” height, 4” width and 1” thickness.
p. Markings for the donor (if the vehicle is donated) should be located on the rear
overhang below the blue stripes using red reflectorized plastic sticker.
q. Body color is white with blue stripes.
Illustration:
Side View
AM B U LAN C E
PNP HEALTH
SERVICE
1
1
247
6. SOCO Vehicles
a. Acronym “SOCO” placed below the side windows, using red reflectorized plastic
sticker with the following dimensions: 5” height, 4” width, 1” thick and 4” spacing.
b. “Unit Name” below “PHILIPPINE NATIONAL POLICE” and the letters spaced ¼”
apart using red reflectorized plastic sticker with the following dimensions: 3”
height, 1 ½” width and ½” thickness.
c. Acronym “PNP” is added to the unit name.
d. Blue stripes on both sides of the vehicle, 2”-3” above the rear fender using
reflectorized plastic sticker, 2 each, 1 ½” width and spaced ½” apart.
e. Unit logo/seal on the left and right front doors between the blue stripes and
window using reflectorized plastic sticker with a dimension of 9” height and width.
f. “Vehicle Number” placed on the side door, below the blue stripes, using red
1” thick.
g. End-user’s “Unit Name” placed above the logo, in an arc using red reflectorized
form if necessary.
h. “PULISYA” in front of the vehicle below the front windshield, centered and the
letters spaced 1” apart using red reflectorized plastic sticker with the following
i. “Vehicle Number” placed at the right portion of the front bumper using red
j. Acronym of the End-user’s “Unit Name” placed above “PULISYA” in front of the
vehicle using red reflectorized plastic sticker with the following dimensions: 5”
height, 5” width and 1 ½” thick.
k. Name of “Immediate Supervising Unit” placed at the left portion of the front
thickness of the letters should be proportional to the height of the letter. The name
of “Immediate Supervising Unit” maybe written in abbreviated form if necessary.
248
l. Word “PULISYA” placed below the vehicle’s rear plate number using red
reflectorized plastic sticker with the following dimensions: 5” height, 5” width, 1”
thickness and spaced 1” apart.
m. Acronym “SOCO” is placed below the rear windshield, using red reflectorized
plastic sticker with the following dimensions: 7” height, 5” width and 1” thickness.
n. Name of “Immediate Supervising Unit” is placed at the left portion of the rear
thickness of the letter should be proportional at the height of the letter. The unit
o. “Vehicle Number” is placed at the right portion of the rear bumper using red
p. End-user’s “Unit Name” placed at the center of the rear bumper using red
written in abbreviated form if necessary
q. Markings for the donor (if vehicle is donated) should be located at the lower
portion of the rear overhang below the blue stripes using red reflectorized plastic
sticker.
r. Body color is white with blue stripes.
Illustration
Side view
Front view Rear View
- Res. Approving the New Std. Specs. for Color and Markings of PNP Vehicles, page 12 of 19 pages –
249
7. Motorcycle (Big Bike)
a. Unit logo/seal on the windshield, centered using reflectorized plastic sticker with
a dimension of 7” in height and width.
b. Word “PULISYA” placed below the end-user’s “Unit Name” using red reflectorized
proportional to the height of the letter.
c. “Motorcycle Number” placed on the left and right portion of the front fairings, using
d. Blue stripes on both sides of the fuel tank below the brand name using
reflectorized plastic sticker, 2 each, 1” width spaced ½” apart.
e. End-user’s “Unit Name” placed on the upper portion of the side saddle bags using
red reflectorized plastic sticker with a height of 2”. The unit name maybe written
in abbreviated form if necessary.
f. Blue stripes placed on the middle portion of the side saddle bags, using red
reflectorized plastic sticker, 2 each, 1” width, spaced 1” apart.
g. “Motorcycle Number” placed on the lower portion of the side saddle bags in line
with blue stripes, using red reflectorized plastic sticker with the following
h. End-user’s “Unit Name” placed below the logo, using red reflectorized plastic
sticker with a height of 2 ½”. The width and thickness of the letters should be
proportional to the height of the letter.
i. Acronym of the “End-user” placed vertically on the back portion of the left side
saddle bag, using red reflectorized plastic sticker with the following dimensions: 1
¼” height, 2” width and ¼” thickness.
j. “Motorcycle Number” placed on the back portion of the right side saddle bag,
using red reflectorized plastic sticker with the following dimensions: 3 ½” height,
2” width and ½” thickness.
Illustration:
250
Side View
8. Motorcycle (Small Bike):

a. Blue stripes placed on the middle portion of the fuel tank, using red reflectorized
plastic sticker, 2 each, 1” width, spaced ½” apart.
b. End-user’s “Unit Name” is placed below the blue stripes, using red reflectorized
plastic sticker with a height of 2 ¾”. The width and thickness of the letters should
be proportional to the height of the letter.
c. “Motorcycle Number” is placed on the middle portion of the side fairings, using red
1” thickness.
d. End-user’s “Unit Name” is placed on the upper portion of the front fairings, using
letters should be proportional to the height of the letter, the unit name maybe
e. Word “PULISYA” is placed below the end-user’s “Unit Name” using red
reflectorized plastic sticker with the following dimensions: 2” height, 1 ¼” width
and 5/16” thick.
f. “Motorcycle Number” is placed on the front portion of the front mud guard, using
red reflectorized plastic sticker with the following dimensions: 4” height, 2 ¼: width
and ¾” thick.
g. “Motorcycle Number” is placed on the side portions of the rear mud guard in
vertical manner, using red reflectorized plastic sticker with the following
dimensions: 4” height, and 2” width.
h. Acronym of the “End-user” is placed below the motorcycle plate number, using
red reflectorized plastic sticker with a height of 1 ¾”. The width and thickness of
the letters should be proportional to the height of the letter.
Illustration:
Side View
251
9. Bus.
a. “PULISYA” in front of the vehicle below the windshield, centered and the letters
spaced 1” apart using red reflectorized plastic sticker with the following
dimensions: 6” in height, 5” width and 1” thickness.
b. “Bus Number” on the front 1” below “PULISYA”, centered using red reflectorized
plastic sticker with the following dimensions: 6” height, 5” width and 1” thickness.
c. “PHILIPPINE NATIONAL POLICE” on both sides of the body below the window,
centered and the letters spaced ¾” apart using red reflectorized plastic sticker
with the following dimensions: 8” height, 5” width and 1 ½” thickness.
d. “UNIT NAME” on both sides of the body 1” below “PHILIPPINE NATIONAL

POLICE”, centered and the letters spaced ½” apart using red reflectorized plastic
sticker with the following dimensions: 5” height, 3” width and ¾” thickness.
e. “UNIT LOGO/SEAL” on both sides of the body 5” before “PHILIPPINE NATIONAL

POLICE”, centered using red reflectorized plastic sticker with a dimensions of 12”
in height and width. The logo on the other side should be aligned.
f. Blue stripes on both sides of the body 2” above the front fender using reflectorized
plastic sticker, 2 each, 2” width and spaced 1” apart.
g. “Bus Number” on the rear side portion of the bus between the blue stripe and
window, 4” from the rear of the bus using red reflectorized plastic sticker with the
following dimensions: 6” height, 5” width and 1” thickness.
h. “PULISYA” at the rear of the bus below the rear windshield, centered and the
i. “Bus Number” at the rear of the bus 1” below “PULISYA”, centered using red
1” thickness.
j. Body color is white with blue stripes.
252
k. Markings for the donor (if vehicle is donated) should be located at the lower portion
of the rear overhang using red reflectorized plastic sticker.
10. Mini Bus/Coaster:

a. “PULISYA” in front of the vehicle, centered and the letters spaced 1” apart using
and ¾” thickness.
b. “Vehicle Number” in front of the bus 1” below “PULISYA”, centered using red
¾” thickness.
c. “PHILIPPINE NATIONAL POLICE” on both sides of the vehicle and the letters
spaced ½” apart using red reflectorized plastic sticker with the following
dimensions: 4” height, 2” width and ½” thickness.
d. “Unit Name” 1” below “PHILIPPINE NATIONAL POLICE” and the letters spaced
½” apart using red reflectorized plastic sticker with the following dimensions: 4”
height, 2” width and ½” thickness.
e. “Unit Logo/Seal” on both sides of the vehicle located 4” before “PHILIPPINE

NATIONAL POLICE” using reflectorized plastic sticker with a dimensions of 8” in
height and width. The logo/seal on the other side should be aligned.
f. Blue stripes on both sides of the vehicle 2-4” above the front fender using
g. “Vehicle Number” on the rear side portion of the vehicle between the blue stripe
and window, 4” form the rear of the vehicle using red reflectorized plastic sticker
with the following dimensions: 4” height, 3” width and ¾” thickness.
h. “PULISYA” at the back of the vehicle below the rear windshield, centered and the
dimensions: 4” height, 3” width and ¾” thickness.
i. “Vehicle Number” at the back 1” below “PULISYA”, centered using red

¾” thickness.
j. Body color is white with blue stripes.
k. Markings for the donor (if the vehicle is donated) should be located on the lower
portion of the rear overhang. Color: Red.
11. Micro Bus/Van Type Vehicle:

a. “PHILIPPINE NATIONAL POLICE” on both sides of the vehicle, 2-3” below the
window and the letters spaced ½” apart using reflectorized plastic sticker with the
following dimensions: 4” height, 2” width and ½” thickness.
b. “Unit Name” 1” below “PHILIPPINE NATIONAL POLICE” and the letters spaced
½” apart using red reflectorized plastic sticker with the following dimensions: 3”
height, 1 ½” width and ½” thickness.
c. Blue Stripes on both sides of the vehicle 2”-3” above the rear fender using
d. Unit logo/seal on the left and right front doors between the blue stripes and window
using reflectorized plastic sticker with a dimension of 9” in height and width.
253
e. “Vehicle Number” on the rear sides portion of the vehicle between the blue stripe
and window, 4” form the rear of the vehicle using red reflectorized plastic sticker
with the following dimensions: 6” height, 4” width and 1” thickness.
f. “PULISYA” in front of the vehicle below the front windshield, centered and the
g. “Vehicle Number” in front 1” below “PULISYA” using red reflectorized plastic

sticker with the following dimensions: 4” height, 4” width and 1” thickness.
h. “PULISYA” at the back of the vehicle below the rear windshield, centered and the
i. Body color: white with blue stripes.
j. Markings for the donor (if vehicle is donated) should be located at the lower portion
of the rear overhang. Color: Red.
12. Patrol Boat

a. “PULISYA” below the front windshield, centered and the letters spaced 2” apart
width and 2” thickness.
b. “PULISYA” on the roof, 4” behind the air intake ventilation centered using red
reflectorized plastic sticker and the letters spaced 2” apart with the following
c. Patrol Boat Number on the roof, 4” behind “PULIS” using reflectorized plastic
sticker with the following dimensions: 10” height, 6” width and 2” thickness.
d. “PHILIPPINE NATIONAL POLICE” on both sides of the hull, 3”-4” below the
rubber padding, centered and the letters spaced ½” apart using red reflectorized
plastic sticker with the following dimensions: 5” height, 3” width and ¾” thickness.
e. “Unit Name” 1” below “PHILIPPINE NATIONAL POLICE”, centered and the letters
spaced ½” apart using red reflectorized plastic sticker with the following
dimensions: 5” height, 3” width and ¾” thickness.
f. “Unit Logo/Seal” on both sides of the hull, 4” before “PHILIPPINE NATIONAL

POLICE” using reflectorized plastic sticker with a dimension of 11” in height and
width. The logo/seal on both sides should be aligned.
g. Blue stripes on both sides of the hull in line with the logo/seal using reflectorized
plastic sticker, 2 each, 2” width spaced 1” apart.
h. “Patrol Boat Number” on portside and starboard bows in line with the blue stripes
i. “Patrol Boat Number” on rear side portions of the boat in line with the blue stripes
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j. The patrol boat number at the back should be placed if there is enough space for
it.
k. Hull Color: white with blue stripes.
13. Motorized Banca:

a. “PHILIPPINE NATIONAL POLICE” on both sides of the hull, centered, 2” below
the upper portion of the hull and the letters spaced ½” apart using red reflectorized
plastic sticker with the following dimensions: 4” height, 3” width and ¾” thickness.
b. “Unit Name” below “PHILIPPINE NATIONAL POLICE” and the letters spaced ½”
apart using reflectorized plastic sticker with the following dimensions: 4” height, 3”
width and ¾” thickness.
c. “Unit Logo/Seal” on both sides of the hull, 4” after “PHILIPIPNE NATIONAL

POLICE” using reflectorized plastic sticker with a dimension of 9” in height and
width. The logo on both sides should be aligned.
d. Blue stripes on both sides of the hull in line with the logo/seal using reflectorized
plastic sticker, 2 each 2” width and spaced 1” apart.
e. “Banca Number” on portside and starboard bows in line with the blue stripes using
and 1 ¼” thickness.
f. “Banca Number” on both sides of the rear portion of the banca in line with the blue
stripes using red reflectorized plastic sticker with the following dimensions: 6”
g. Hull Color: white with blue stripes.
14. Rotary Aircraft:

a. “PULISYA” on both sides of the tail boom, painted, centered and the letters
spaced 2” apart with the following dimensions: 6” height, 5” width and 1 ¼”
thickness.
b. “Aircraft Identification Number” on the front portion of the aircraft engine cover,
painted with the following dimensions: 6” height, 4” width and 1” thickness. Color:
black. For other rotary aircraft, the identification number should be placed on an
appropriate space.
c. “PNP Logo/Seal” on the rear portion of aircraft engine cover, painted with a
dimension of 24” in height and 15” in width. For other rotary aircraft, the logo/seal
should be placed on an appropriate space.
d. Blue stripes on both sides of the aircraft from the tip of the tail boom to the belly
of the aircraft, painted, 2 each, spaced 1” apart.
e. “PNP” on the nose of the aircraft, painted, centered with the following dimensions:
10” height, 6” width and 2” thickness. Color: Red.
f. “PNP” on the belly of the aircraft, painted, centered with the following dimensions:
10” height, 6” width and 2” thickness. Color: red.
15. Fixed Wing:

a. “PNP Logo/Seal” on both sides of the tail vertical stabilizer, painted with a
dimension of 24” in height and 15” width.
255
b. “Aircraft Identification Number” on both sides of the tail vertical stabilizer below
the logo, painted with a dimension of 6” height, 4” width and 1” thickness.
c. “PULISYA” on both sides of the empennage, painted with a dimension of 12”

height, 8” width and 2” thickness. Color: red.
d. Blue stripes on both sides of the aircraft form the tip of the tail of the aircraft to the
front landing gear, painted, 2 each, spaced 1” apart.
16. Other vehicles should be marked with the standard markings of the vehicle similar to
it.
FURTHER RESOLVED, that all existing specifications for the Standard Color and
Markings of PNP Motor Vehicles, Seacraft and Aircraft found to be inconsistent herewith,
are hereby cancelled or revoked accordingly.
APPROVED, this 26th day of JANUARY 2010, at Makati City, Philippines.
Original Signed
RONALDO V. PUNO
Chairman, NAPOLCOM
Original Signed
EDUARDO U. ESCUETA
Vice Chairman & Executive Officer

LUIS MARIO M. GENERAL JESUS A. VERZOSA
Commissioner Ex-Officio Commissioner
Attested by:
Original Signed
Chief, Secretariat
256
June 24, 2009
MEMORANDUM CIRCULAR
NUMBER 2009-010
GUIDELINES ON THE USE AND MARKINGS OF PATROL VEHICLES

LOANED TO THE PNP
1. REFERENCES:
a. NHQ-PNP Memorandum Circular No. 2009-03 dated February 24, 2009 entitled,
"Guidelines in the Issuance and Markings of the PNP Mobility Assets; and
b. NAPOLCOM Resolution No. 99-002 dated January 5, 1999 entitled, "Approving

the Standard Color and Markings for PNP Motor Vehicles, Seacraft and Aircraft."
This Circular provides the guidelines and procedures on the use and markings of
patrol vehicles loaned to the PNP.
3. OBJECTIVES:
a. To present a clear-cut policy on the markings and use of patrol vehicles loaned to
the PNP;
b. To provide an alternative way of acknowledging the effort/support of the lender

other than through vehicle markings; and
c. To identify who shall be authorized to drive such loaned vehicles.
4. POLICIES:
a. All vehicles loaned to the PNP shall strictly adhere to NAPOLCOM Resolution No.
99-002 otherwise known as "Approving the Standard Color and Markings for PNP Motor
Vehicles, Seacraft and Aircraft";
b. The Chief of Police, the Provincial Director or the Regional/City/District Director

shall explain to the lender the intention of NAPOLCOM Resolution No 99-002 or else, if
lender refuses, concerned unit head shall not accept same;
c. To give due recognition for the effort/support extended by the lender/donor, the
chief of the recipient unit, or the Provincial Director, or the Regional/City/District Director
should either hold a press conference in the presence of the lender, send a letter of
thanks or pay personal visit to them as a token appreciation from the PNP;
257
d. Loaned vehicles are supposed to be PNP-marked vehicles and should therefore
be used only for official business and be driven only by PNP uniformed personnel in
proper uniform. Refusal of the lender to abide with this policy is ground for the PNP to
return the loaned motor vehicles to them; and
e. Loaned vehicles to the PNP shall be included in the PNP Inventory and Status
Reports submitted quarterly to the Directorate for Logistics.
5. PROCEDURES:
a. The concerned Chief of Police or the Provincial Director, or the

Regional/City/District Director shall disseminate to the local government officials to the
prospective lender about the prescribed color and markings of the PNP motor vehicles.
The lender of the vehicles shall beforehand be informed of this policy prior to their
execution of the deed of donation or the loan agreement;
b. The head of the recipient unit shall immediately inform the higher Headquarters of
any motor vehicle loaned to his/her office for record purposes of the DL and for
information/reference of the Chief, PNP;
c. The recall/return of loaned motor vehicles by/to the owner shall likewise be
communicated to the higher Headquarters for records adjustment and reference;"
purposes; and
d. Previously accepted loaned PNP vehicles with unauthorized color and markings
shall, as far as practicable, be converted to what has been prescribed in NAPOLCOM
Resolution No. 99-002 and shall be used until its break down/beyond economical repair.
a. Chief of Unit
1) Responsible in the coordination with the proposed lender pertaining to the loan
agreement and authorized markings;
2) Ensure that the loaned vehicles are for official use and driven by uniformed
authorized personnel only;
3) Liable for any infraction of this policy whether caused by him/her or by his/her
personnel; and
4) Ensure the correctness of the Status/lnventory Reports submitted to higher

headquarters.
b. Supply Accountable Officer
1) Ensure that the loaned/donated vehicles to their office are recorded into the
PNP property book;
2) Update the records of the motor vehicles under their office and provide same
to higher Headquarters; and
3) Ensure that the forwarded Inventory Report and Status Report of Motor
Vehicles to the Directorate for Logistics are updated and correct.
258
7. PENALTY CLAUSE:
Any violation of this Circular shall be a ground for administrative activities without
prejudice to the filing of appropriate criminal charges, if warranted, against the negligent/
erring PNP personnel.
8. RECISSION:
This Circular shall supersede all existing memoranda, directives, and other
issuances contrary thereto.
9. EFFECTIVITY:
This Circular shall take effect fifteen (15) days from the filing of three (3) copies
thereof at the University of the Philippines Law Center in consonance with Sections 3 and
4, Chapter 2, Book Vll of EO No. 292, otherwise known as “The Revised Administrative
Code of 1987 as amended."
Original Signed
Chief, PNP
259
February 24, 2009
MEMORANDUM CIRCULAR
NUMBER 2009-003
GUIDELINES IN THE ISSUANCE AND MARKINGS OF THE

PNP MOBILITY ASSETS
l. PURPOSE & SCOPE
This Circular prescribes the guidelines and procedures in the issuance and
markings of the Mobility Assets in the PNP.
II. OBJECTIVES
1. To establish a procedure in the issuance of vehicles to all PNP units.
2. To present a clear cut policy on the implementation of the standard markings

of the vehicles owned by the PNP.
3. To identify personnel responsible in the safekeeping and records keeping of

the vehicles.
Ill. POLICIES
1. Issuance of vehicles will be based primarily on the approved TEA under

NAPOLCOM Resolution 93-08.
2. Prioritization in the distribution of vehicles shall be based on the following

criteria:
a. Receiving unit has no issued vehicle at all;
b. Receiving unit is under constant threat of enemy forces like the LCT,
MILF, LMGs, etc.;
c. Receiving unit is located in a remote area and far from any friendly
force; and
d. Issued vehicle is five (5) years old or more from the date of receipt.
3. The type of vehicle to be issued will depend upon the existing road network,
geographical and topographical features predominant in the area of responsibility of the
receiving PNP unit.
4. The maintenance and proper care and use of the vehicles shall be the sole
responsibility of the receiving unit. The Chief' of Unit/Logistics Officer found to be
negligent of their respective responsibilities shall be subject to disciplinary action.
5. Issued vehicles whether sourced from the regular appropriations, special

releases, donations and the like should strictly adhere to the standard vehicle markings
under NAPOLCOM Resolution No. 99-002 - Approving the Standard Color and Markings
260
for PNP Motor Vehicles, Seacraft and Aircraft. Markings such as thru the effort of, donated
by, and similar markings that advertise personalities and groups are strictly prohibited.
The Chief of Unit found to be tolerating this practice shall be held liable under the doctrine
of command responsibility.
6. Issued PNP vehicles, regardless of their source of appropriations, are deemed

property of the PNP. These vehicles are exclusively for official use in the discharge of the
PNP's mandate. At no instance shall these vehicles be used to accommodate personal
errands or be at the disposition of any local executive or politician.
7. Alterations of the vehicle's body, whether major or minor, like the removal of
PNP markings, accessories, parts, or changing of its color without permission and due
notice to the higher authorities of the PNP are not allowed.
8. The maintenance and repair of the issued vehicles shall be governed by the
Memorandum Circular Number 2008-010 dated August 11, 2008.
IV. PROCEDURES
1. The following are the only authorized personnel to receive the vehicles from
the Directorate of Logistics (DL) / Logistics Support Service (LSS):
a. The Chief of Unit and the Regional Supply Accountable Officer or the
receiving unit's Supply Accountable Officer;
b. The Unit's Supply Accountable Officer and the Regional Supply Liaison
Officer; and
c. The Chief of Unit and the Regional Liaison Officer.
2. The following steps are to be followed by the authorized personnel in the

withdrawal of vehicle from DL and LSS:
a. They shall report to the Mobility, Aviation, and Maritime Section (MAMS) of
DL for the issuance of the Supply Directive.
b. Once they receive the original Supply Directive, they shall proceed to the
Supply Accounting and Monitoring Division (SAMD), LSS for the
documentation/processing of the Invoice Receipt for Property (IRP), then to the Supply
Storage and Distribution Division (SSDD), LSS for the release of the vehicle.
3. LSS shall prepare the report on the status of vehicle issuances and submit
same to DL.
4. The persons receiving the vehicle other than the unit's Supply Accountable
Officer (SAO) shall indorse the vehicle's pertinent documents to their SAOs for records
keeping and inclusion in their unit's property book.
5. The Regional Directors (RDs) and Provincial Directors (PDs) may be allowed
to realign the issuances of vehicles only with the concurrence of both the gaining and
losing PNP unit and Local Government Unit (LGU), subject however to the approval of
DL.
V. RESPONSIBILITIES:
A. Chief of Unit/Logistics Officers
1. Maintenance and proper use/disposition of the vehicle.
261
2. Liable to the damage of vehicle due to negligence and improper handling or
when used other than official business purposes.
3. Ensure that issued vehicles are used according to its intended purpose and
users.
4. Stenciling of vehicle using the prescribed format of DL.
5. Annual renewal of LTO registration.
6. Quarterly physical inspection of vehicles and submission of status reports

to higher headquarters Directorate for Logistics (DL), and copy furnished SAMD, LSS.
B. Supply Accountable Officers
1. Ensure that the vehicles are recorded into the PNP property logbook.
2. Update the records of PNP vehicles.
VI. PENALTY CLAUSE:
Any violation of this Circular shall be a ground for administrative action, without
prejudice to the filing of appropriate criminal charges, if warranted, against the
negligent/erring PNP personnel.
VIl. RECISSION:
VIll. EFFECTIVITY:
thereof at the University of the Philippines, Law Center in consonance with Section 3 and
4 Chapter 2, Book Vll of EO No. 292, otherwise known as "The Revised Administrative
Code of 1987 as amended".
Original Signed
Chief, PNP
262
January 6, 2006

NUMBER ODL 2006-001
PROCEDURES & GUIDELINES IN THE UTILIZATION AND

PROPER DISPOSITION OF TRANSPORTATION AT TMD, LSS
I. PURPOSE & SCOPE
This SOP prescribes the policies, procedures, guidelines and responsibilities to be

followed in the utilization and proper disposition of transportation at TMD, LSS.
II. OBJECTIVES
1. To simplify and facilitate the disposition and utilization of transportation at

TMD, LSS.
2. To provide guidelines to all concerned of the policies and procedures and
their responsibilities in the utilization and disposition of transportation at TMD, LSS.
III. POLICIES
1. All General Dispatch (GD) vehicles shall be for official use only.
2. All GD vehicles shall be currently registered with the Land Transportation Office
and shall bear government plates, except those vehicles which are authorized to use
civilian security plates under certain conditions.
3. All GD vehicles shall be driven only by authorized driver in proper uniform who
shall be a holder of Professional on Non-Professional Driver's License.
4. All GD vehicles shall bear appropriate body and bumper markings, except
those vehicles which are authorized to be unmarked for security reasons.
5. All GD vehicles shall be painted with the authorized PNP color, except those
vehicles which are authorized to use civilian colors.
6. All dispatches must be covered by Trip Authorization Ticket (Trip Ticket) which
shall be prepared in three (3) copies to be issued by C, TMD, LSS/C, Transportation
Section, TMD and signed by the Duty Dispatcher and official driver of vehicle concerned.
The three (3) copies of Trip tickets are intended for the official driver, the gasoline station
and C, TMD, LSS. Whenever traveling outside AOR, the trip ticket conspicuously
displayed in any visible part of the vehicle but most preferably on the wind shield pursuant
to Administrative Order No. 126 dated August 13, 2005.
7. Dispatch of all vehicles shall be approved by Director, LSS or in his absence,

by his deputy. Emergency dispatches of vehicles during Saturdays, Sundays, Holidays
263
and after office hours is delegated to the Service Duty Officer (SDO) in behalf of Director,
LSS who shall make a written justification of the nature of such emergency dispatches.
8. Official request of GD vehicles for a duration of more than two (2) days must
be approved by the Director for Logistics (DL). Similarly, dispatches of PNP VIP vehicles
(Vans/Cars/Rosa) must be cleared first by TDL.
9. TDL shall be informed immediately of vehicle dispatches for Troop Movement

purposes.
10. During weekdays (except Friday); all GD vehicles will be used to support
operational and administrative activities of the PNP. Non-priority dispatches such as
personal request of PNP personnel and civilian employees shall be accommodated
during Fridays and Saturdays only and must be approved by TDL.
11. LSS shall maintain standby/alert GD vehicles of at least one (1) unit per
category (Truck/Buses) at any given time. Dispatch of alert vehicle (if necessary) shall
have to be cleared by TDL.
12. Sundays are reserved for maintenance/servicing of vehicles. As such, there will
be no dispatch of vehicles during these days unless for extreme operational/emergency
purposes only.
13. Written request for transport assistance shall be filed and processed at the
office of Chief, TMD, LSS and thereafter forwarded to the approving authority.
IV. PROCEDURES
1. First priority dispatches as listed below will be acted upon immediately over all
other requests:
a. Troop movement in the conduct of operation;

b. Transport of communications, supplies, POL products and other PNP cargoes;
c. Relief and rescue operations during calamities;
d. Evacuation of the sick and wounded, in augmentation to hospital mobility; and
e. Troop movement for training.
2. Second priority dispatches will be acted upon subject to availability of vehicles

and after complying with first priority dispatches.
a. Permanent Change of Station (PCS) of PNP personnel;

b. Delivery of Police Cadaver; and
c. Conveyance of Police Personnel (Admin movement).
3. Non-priority dispatches as listed below:
a. Personal request of PNP personnel;

b. Request from the other government agencies/private agencies; and
c. Request from the private individuals.
V. RESPONSIBILITIES:
A. RESPONSIBILITY OF THE OFFICIAL USER OF NON-PRIORITY

DISPATCHES:
1. Assumes all obligations and responsibilities when the Philippine National

Police maybe held liable on occasion of the trip as attested in the signed request.
264
2. Provides fuel of the vehicle for the whole duration of the trip;
3. Shoulder financial responsibilities for any damage to the vehicle that maybe
incurred during the trip including vulcanizing of tires and payment of toll fees and other
incidental expenses of the trip.
4. Ensures that no contraband are loaded in the vehicle that will bring discredit to
the Philippine National Police.
5. To make this responsibilities binding, the official use shall be required to

execute an affidavit of undertaking duly subscribed by his/her immediate officer or any
legal officer (format hereto attached as Annex "A").
B. RESPONSIBILITIES OF THE DRIVER:
1. Before Operations Service:
This is a preliminary service to determine if the vehicle is ready for operation. It is

a check if conditions affecting the vehicle's readiness has changed since the last after
operation service. The driver shall check (B L O W B A G S) the battery, light, oil, water,
brake, air in tire, gas and spare tire.
2. During Operation Service:
This Service is for the detection of unsatisfactory performance during the operation
of the vehicle. The driver should be alert for any unusual noise or odor, abnormal
instrument reading and any other indication of malfunctions by applying the word
(FITCAL) feel, inspect, tighten, clean, adjust and lubricate.
3. After Operations Service:
The purpose of this service is to ensure serviceability of vehicle at any time when
it is needed. The driver shall inspect the vehicle thoroughly for the purpose of detecting
any malfunctions which may be developed during the operation. Any deficiencies not
within the maintenance responsibility of the driver should be reported promptly to the
Chief, TMD, LSS for appropriate action.
4. Other Responsibilities:
All PNP members driving a Police vehicle shall comply with all traffic laws, rules,
and regulations. They will constantly utilize care and courtesy, and shall drive in a safe
and professional manner at all times. In case of violations of the rules and regulations on
the use and operation of PNP vehicles, disciplinary actions may be taken.
No driver shall operate a PNP vehicle under the following circumstances:
a. under the influence of alcohol or other intoxicating substances,

b. driving impaired due to physical exhaustion or illness,
c. driving recklessly or dangerously,
d. attempting to leave the scene of an accident, or
e. driving an unserviceable vehicle
Any PNP Police Officer found to be violating the provisions of this SOP will be
subjected to disciplinary action.
265
Personnel shall not drive while physically exhausted. It will be the responsibility of
the individual officer to notify his/her immediate supervisor and advise the supervisor of
the officer's condition.
5. Vehicle Equipment
PNP Police Officers driving a PNP vehicle shall ensure that the vehicle they are
operating is serviceable and has the following equipment available, with every item in
good condition at all times:
a. Spare Tire
b. Jack with Handle
c. Wheel Spanner (Lug Wrench)
d. First Aid Kit
e. Tool Bag
f. Fire Extinguisher
g. Reflective Triangle
6. Vehicle Maintenance
Drivers shall be responsible for the daily maintenance of their vehicles, its
cleanliness, and the reporting of vehicle faults.
Drivers shall carry out daily checks of their vehicles using the Daily Vehicle
Maintenance Report. The following shall be checked:
a. Fuel Level
b. Oil Level
c. Water Level
d. Condition of Tires
It is the responsibility of the driver of a PNP vehicle to surrender his/her vehicle to

the Maintenance Section when vehicle maintenance is due every five thousand (5,000)
kilometers or every six (6) months or which ever comes first. A driver may be held liable
for damages to said vehicle if it is determined that failure to properly maintain the vehicle
was the cause of the damage.
7. Vehicle Security
Drivers shall be responsible for the security of their vehicles including the
equipment and cargo carried. Vehicles shall not be left unattended unless reasonable
care has been taken to ensure the vehicle is secure.
Failure to secure a PNP vehicle may render the operator liable for damages or loss
incurred, and disciplinary action may be taken.
All PNP vehicles, when parked, shall have all windows fully closed, keys removed
portable antennas and removable emergency lights stored inside the vehicle, and doors
locked.
Drivers shall not leave valuable items such as passports, ID Cards, or personal
equipment unattended in vehicles.
PNP Vehicles shall not be parked in dark, isolated places or locations that are
considered to be "high risk" areas.
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All theft from or damage to PNP vehicles shall be reported immediately to the TMD,
LSS and the driver will be required to take his/her vehicle to the Transport Work Shop for
estimation of damage within 24 hours.
8. Procedures at the Scene of an Accident
a. All accidents involving PNP vehicles resulting in physical injuries and/or

physical damage will be investigated.
b. Should a PNP vehicle become involved in an accident; the operating staff

member may be liable for partial or full damages, depending on the results of the vehicle
accident investigation.
c. When an accident involving a PNP vehicle occurs, the following procedures

shall be followed:
1) The driver shall comply with the requirements of the law.

2) The driver shall not leave the scene of an accident.
3) The driver shall refrain from making any statement or taking action that may
be construed as an admission of liability.
4) The driver shall immediately bring to the nearest hospital any injured
person.
VI. RECISSION:
Previous publications inconsistent with this SOP are hereby rescinded.
Vll. EFFECTIVITY:
Original Signed
NOE ALBANO WONG
FN: SOP ON VEHICLE DISPATCH

JNDA/RBV/3504
267
Republic of the Philippines)
Quezon City ) S.S.
AFFIDAVIT OF UNDERTAKING
I, _____________________________, of legal age, married/single, a resident of

___________________________________, a bonafide member of the Philippine
National Police and presently assigned with ________________________________,
after having duly sworn to in accordance with law, do hereby depose and state:
That I am requesting for the availability of vehicle/transportation at the Directorate

for Logistics categorized under Non-Priority dispatch;
That in the event that the said request would be favorably approved, I shall faithfully
abide with the terms and conditions:
a. Assumes all obligations and responsibilities when the Philippine

National Police maybe held liable on occasion of the trip as attested in the signed
request;
b. Provides fuel of the vehicle for the whole duration of the trip;
c. Shoulder financial responsibilities for any damage to the vehicle that
maybe incurred during the trip including vulcanizing of tires and payment of toll
fees and other incidental expenses of the trip; and
d. Ensures that no contraband are loaded in the vehicle that will bring
discredit to the Philippine National Police.
That I am executing this Affidavit to attest to the truthfulness of the foregoing.
IN WITNESS HEREOF, I hereunto affixed my signature this _____th day

of ______ at ______________________________________.
SUBSCRIBED AND SWORN TO before me this _____th day of

_______________ at _________________________.
Administering Officer
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October 8, 2012

NUMBERS 2012-010
ISSUANCE, SAFE HANDLING AND USE OF ALL KINDS OF HAND GRENADES
1. REFERENCES:
a. Direct Support and General Support Maintenance Manual for Grenades (AFP);
b. EODD, LSS Manual;
c. EODD, LSS SOP Number 02, 03, 04, 05 and 06 dated April 20, 2009.
2. OBJECTIVES/PURPOSES:
a. This Memorandum Circular prescribes the issuance, authority to

possess/carry, the safe handling and use of all kinds of hand grenades of PNP
personnel; and
b. It delineates the procedures and rules for the proper issuance including the
handling, safe carriage, usage and storage of said items.
a. Acknowledgement Receipt of Equipment (ARE) — formerly called the

Memorandum Receipt (MR) of Property, proof of issuance of the SAO or
RSPNCO.
b. Fragmentation Grenade — any level of grenade which when projected or

thrown produces small pieces of metal casing that serves as fragmentation.
c. Hand Grenade — a grenade which is projected by means of throwing.

d. High-Risk Area — 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.
e. Practice Hand Grenade — a dummy hand grenade used for demonstration and
training.
f. Riot Control Hand Grenade — similar as smoke grenade used to disperse a

crowd during violent riots, rallies or illegal assemblies.
g. Smoke Grenade — a grenade which produces smoke for signal, distress and
other means for combat troop support.
269
h. Stun Grenade — also known as "flash bang", it is a non-lethal explosive device
used to temporarily disorient an enemy senses.
4. POLICIES:
a. No PNP personnel shall be issued with hand grenade (fragmentation or

smoke) unless he/she is assigned in field/combat units such as SAF, SWAT,
RPSB, PPSC and PNP stations categorized as high risk area;
b. Only PNP personnel with EOD-training shall be issued with hand grenades;
c. In the absence of EOD trained personnel within a unit, no hand grenade shall
be issued, unless the unit has requested for a lecture on safe handling from
the EODD, LSS or PBDC prior to issuance;
d. Non-Uniformed Personnel (NUP) and Civilians are not authorized to be issued
with hand grenades/firearms;
e. Civilians are not authorized to purchase/own/possess/carry or use hand

grenades; and
f. All non-issued hand/fragmentation grenades must be properly kept in a storage

such as ammunition boxes and safe steel cabinets.
5. PROCEDURES
a. Safe-Keeping/Storage
1) Shall be stored at the ammunition dump and must be periodically accounted
for and inspected to determine the hazard and security risk;
2) Shall be placed in a wooden chest with padlock and stored inside the
armory provided with steel door with padlock; and
3) All the keys of the Supply Room and the Armory shall be under the custody
of the Responsible Supply Police Non-Commissioned Officer (RSPNCO) of
the unit.
b. Issuance:
1) Only personnel covered with Mission/Letter Orders shall be issued with a

grenade and not a single hand grenade will be used, expended, except
when the situation warrants;
2) A hand grenade shall only be carried/tagged along by authorized PNP

personnel during actual combat operations; and
3) Only PNP personnel assigned in the field units are authorized to be issued
and tag along hand grenades during combat operations.
c. Proper Handling And Use:

1) An issued hand grenade must be in a sealed canister or a canister with
tape around its opening;
2) It shall be placed in a pouch/case preferably attached to a bandolier;
3) The "pull ring" must be taped to ensure safety;
4) Before throwing, the PNP personnel must hold the safety pin lever by the
palm to prevent unintentional hit of its striker;
270
5) Pull the ring and get ample position or distance (10-15 meters away from
the target) before throwing;
6) Throw the hand grenade to the intended area and then seek cover, and
7) Hand grenades must only be used to repel and/or demoralize/attack the

enemy during combat operations (insurgency) and not to be used during
rallies and/or demonstrations
a. All PNP personnel in the field units issued with hand grenades are accountable
with the SAO or RSPNCO of their respective units;
b. Utmost- care and safety in handling, carrying or storing said items is the
responsibility of the PNP personnel issued with hand grenade; and
c. Hand grenades must be stored/kept after combat operations, with "pull ring"
properly taped for safety.
All SOPs, Memorandum Circulars, Directives which are inconsistent with this
Memorandum Circular are hereby repealed.
8. PENALTY CLAUSE:
Unauthorized use of hand grenades by individuals shall be penalized under PD

1866 as amended by RA 9516.
Administrative sanction of Grave Misconduct under NAPOLCOM Circular Number

2007-001 shall be imposed upon any PNP personnel.
This PNP Memorandum Circular shall take effect after fifteen (15) days from the
filing of a copy thereof at the University of the Philippines Law Center in consonance with
Sections 3 and 4 of Chapter 2, Book Vll of Executive Order No. 292, otherwise known as
"The Revised Administrative Code of 1987" as amended.
Original Signed
Chief, PNP
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STANDARD OPERATING PROCEDURE NO. 13

LICENSING OF FIREARMS
(Revised October 08, 2008)
I - GENERAL
1. Purpose - This SOP prescribes the procedure to be followed in the licensing

of firearms.
2. Scope - This SOP applies to Filipino citizens only of at least 21 years of age
and of good moral character; elective or appointive government officials and employees,
active or retired personnel of the Philippine National Police (PNP), Armed Forces of the
Philippines (AFP), Bureau of Jail Management and Penology (BJMP), Bureau of Fire
Protection (BFP) and Philippine Coast Guard (PCG); commissioned officers and enlisted
personnel of the Reserved Force of the AFP on inactive status; private firms
establishments or corporations; as well as government agencies or offices and
government-owned or controlled corporations.
3. References -
a. Sections 881, 887, 888, 893, 894 and 899 of the Revised Administrative
Code
b. Executive Order No. 215, dtd 03 Dec 1965
c. Letter from the Executive Secretary to the Chief of Constabulary, dtd 21 Jan
1966, clarifying Executive Order No. 215
d. Presidential General Order No 7-8, dated 17 January 1973
e. Presidential General Order No. 7-C, dated 21 February 1973
f. Sections 3 and 6, Rules and Regulations Implementing Presidential Decree
No. 1866, dtd 29 June 1983
g. EO 256 dtd 21 December 1995 as amended and its Implementing Rules
and Regulations
h. Revised Rules on the Revocation of Firearm's License dated September 1
1, 2006.
Il - KINDS OF FIREARM LICENSES:
1. Regular License (RL) - Issued to a private individual for his personally owned
firearm, and to security agencies/company guard forces for firearms used by their security
guards.
2. Long Regular License (LRL) - Issued to private firms, establishments or

corporations for firearms to be used by their employees, not to include security guards.
3. Short Regular License (SRL) - For a private employee who was issued by his
employer a firearm covered by LRL.
4. Special Permit (SP) - Issued to government officials and employees for

privately owned firearms.
272
5. Long Certificate of Registration (LCR) - Issued to government agencies or
offices and government-owned or controlled corporations for firearms to be used by their
officials and employees, excluding security guards.
6. Short Certificate of Registration (SCR) - For a government official or employee

who was issued by his employer a firearm covered by LCR.
Ill - NUMBER AND TYPE OF FIREARMS THAT MAY BE POSSESSED:
1. Each individual may hold under license a maximum of only one (1) low-
powered rifle caliber .22 or shotgun not heavier than 12 gauge and one (1) pistol or
revolver, not higher than caliber .38, except caliber .357 and caliber .22 center fire
magnum and those which may later be classified by the Chief, Philippine National Police
(C, PNP) as high-powered regardless of the type, make or caliber.
2. Officers and enlisted personnel in the active service and in the retired list of the
PNP, AFP, BJMP, BFP and PCG may hold under license a maximum of only one (1) low-
powered rifle caliber .22 or shotgun not heavier than 12 gauge and one (1) sidearm of
any type or caliber.
3. Commissioned officers and enlisted personnel in good standing of the Reserve

Force of the AFP who are on inactive status may hold under license a maximum of only
one (1) low-powered rifle caliber .22 or shotgun not heavier than 12 gauge and one (1)
sidearm not heavier than caliber .45, except caliber .357 and caliber .22 center fire
magnum and those which may later be classified by the C, PNP as high-powered
regardless of the type, make and caliber.
IV - SOURCE OF FIREARMS:
1. Firearms may be procured/purchased from the following sources.
a. Licensed firearm holder, through transfer or sale

b. Licensed firearm dealers, through purchase
c. Importation/Purchase abroad
2. If the firearm was acquired through transfer or sale from a duly licensed holder,
the firearm should be delivered by the transferor/vendor to the transferee/buyer only after
the latter has secured the corresponding license.
3. The importation or purchase of firearms and ammunition abroad by individuals

has been suspended by order of the President.
V - REQUIREMENTS FOR LICENSING:
All firearm license applicants, except private firms/establishments or corporations

and government agencies or offices and government-owned or controlled corporations,
shall submit neuro-psychiatric clearance issued by any licensed psychiatrist from a PNP
accredited Testing and Evaluation Center, Drug Test Clearance, and Certificate of
attendance to a gun safety seminar from the PNP or duly accredited gun clubs, or
government-accredited psychiatrist. In addition the following requirements shall be
submitted:
1. FOR REGULAR LICENSE (RL)
a. PNP Form No. 2

b. Permit to purchase firearm and/or ammunition
c. Application for Firearm License
d. Information Sheet
e. Clearances from the Chief of Police and City/Municipal Court, and certificate
of good conduct from the Mayor of the City/Municipality where he resides.
273
f. Clearance from the Directorate for Intelligence or Regional Intelligence and
Investigation Division (RIID) of the Police Regional Office.
g. For licensed security agencies/company guard forces, only a, b, c and d
above will be accomplished before submission of application to SAGSD for
completion of SAGSD requirements and processing of application.
h. Deed of Sale or Affidavit of Transfer, if the firearm will be acquired from a
duly licensed holder.
i. If a —
1) Businessman — Certificate of Registration of Business or Business

Permit and Income Tax Return (ITR).
2) Proprietor, Administrator or Lessee of Agricultural Land Treasurer's

Certificate showing the assessed value of the agricultural land. If the
applicant is an administrator or lessee, he/she shall, in addition to the
Treasurer's Certificate mentioned above, append to the application the
Power of Administration or Contract of Lease.
3) Professional — Current Professional License and Income Tax Return.
4) Official/Employee of Private Firm, Establishment or Corporation —

Certificate from the employer, duly notarized, showing the position of the
applicant and his monthly salary and Income Tax Return with BIR Form
2316.
5) U.S. Army or Navy Pensioner - Certificate or notice from the USVA as

to the amount of pension being received.
6) Retired Government Employee - A copy of his retirement papers and

pension award, irrespective of the amount of the pension.
7) Veteran of the AFP on CDO Status - Copy of Special Order of

Separation.
2. FOR LONG REGULAR LICENSE (LRL)
a. The same requirements as specified in sub-para 1a, b, c and d above.

However, the forms should be accomplished in the name of the private
firm, establishment or corporation.
b. Certificate of Registration of Business or Business Permit
c. Income Tax Return
d. Cover Letter or certificate from the owner/manager of the private firm,
establishment or corporation stating the name and designation of the
official/employee who will use the firearm (excluding security guards).
e. Clearance from the PNP Directorate for Intelligence
f. Drug Test of signatory on application
3. FOR SHORT REGULAR LICENSE (SRL)
a. The same requirement as specified in para 1a, b, c, d, e, and f above.

b. Certificate from the Owner/Manager of the private firm, establishment or
corporation that the applicant is the user of the firearm applied for which
is covered by LRL (excluding security guards).
c. Copy of the LRL issued to the private firm, establishment or corporation.
4. FOR SPECIAL PERMIT (SP)
a. Permit to purchase firearm and/or ammunition

b. Information Sheet
c. Application of Firearm License
274
d. Deed of Sale or Affidavit of Transfer, if the firearm will be acquired
through transfer from a duly licensed holder.
e. Hereunder are the requirements for the following personnel:
Senators/Congressmen
Current Oath of Office
Officials/Employees of the Senate/House of Representatives
a. Clearance from the PNP Directorate for Intelligence or RIID.

b. Copy of Appointment attested by the Civil Service Commission.
c. Certificate of Duty Status issued by the Secretary of the Senate or
House of Representatives.
Appointive Officials

b. Copy of appointment attested by the Civil Service.
c. Certificate of Duty Status issued by the Head of Office.
Provincial Officials/Employees

b. Copy of appointment attested by the Civil Service or Oath of Office in
case of elected officials.
c. Certificate of Duty Status issued by the Head of Office.
PNP/AFP/BJMP/BFP/PCG in the Active Service
a. Copy of Order of Appointment, Commission or Enlistment.

b. Certificate of Duty Status issued by the Head of Office.
Retired PNP/AFP/BJMP/BFP/PCG Personnel
a. Copy of Special Order of Retirement.

b. If retired for three (3) years or more, clearance from the PNP Directorate
for Intelligence or RIID.
Commissioned Officers/Enlisted Personnel in the Reserve Force on

Inactive Status
a. Copy of General Order of Commission/Special Order of Enlistment.

b. Clearance from the PNP Directorate for Intelligence.
c. Certificate of AADT from the CO of concerned Reserve Command for
Enlisted Personnel.
5. FOR GOVERNMENT AGENCIES OR OFFICES AND GOVERNMENT

OWNED OR CONTROLLED CORPORATIONS APPLYING FOR LCR
a. Permit to purchase firearm and/or ammunition.

b. PNP Form No. 3 - To be signed by the Department Secretary/Bureau
Director or Head of Office with equivalent rank.
c. Application for Firearm License.
d. Approved Purchase Order.
e. Deed of Sale or Affidavit of Transfer, if the firearm will be acquired from
a duly licensed holder.
f. Cover letter or certificate from the Department Secretary/Bureau
Director or Head of Office with equivalent rank stating the name and
275
designation of the official/employee who will use the firearm (excluding
government security guards).
g. Drug Test of signatory on application form.
6. FOR GOVERNMENT OFFICIALS/EMPLOYEES APPLYING FOR SCR
a. PNP Form No. 3 - To be signed by the Department Secretary/Bureau

Director or Head of Office with equivalent rank.
b. Information Sheet.
c. Application for Firearm License.
d. Certificate of Duty Status from Head of Office.
e. Clearance from the PNP Directorate for Intelligence or RIID.
f. Copy of Appointment attested by the Civil Service or Oath of Office, in
case of elective officials.
g. Certificate from the concerned government agency that applicant is the
end-user of the firearm.
VI - FILING OF APPLICATION:
Application for firearm license may be filed directly to the PNP Firearms and
Explosive Division (FED) or through the Provincial/City Police Directors by the applicant
himself. Otherwise, he must append a duly accomplished and notarized authorization
form.
VIl - BALLISTIC TEST AND STENCIL
1. Each firearm shall be testfired for ballistics, and the make, caliber and serial
number shall be stenciled for record purposes.
2. For applicants in Metro Manila, the firearms shall be test-fired and stenciled by
FED. The Ballistic Test Report and Stencil Form shall be appended to the application
before processing.
3. In the provinces, the test-firing and stenciling shall be made in the Office of the
Provincial/City Police Director concerned. The Ballistic Test Report and Stencil Form shall
be appended to the application before same is forwarded to FED.
VIll - PROCESSING OF APPLICATION:
1. All applications to possess firearms shall be processed by FED in accordance

with existing laws, policies and regulations. After approval, the Temporary License to
Possess Firearm, shall be issued by Chief, FED PNP for Chief, PNP and shall be valid
until the issuance of the computerized license card.
2. In the case of Regular License (RL), Long Regular License (LRL), and Short
Regular License (SRL), a firearm bond to cover the penalty cost in case of loss firearm,
either from a surety company or from a duly authorized bank shall be posted by the
applicant before the Temporary License to Possess Firearm is issued.
3. Subsequently, the computerized license for new application which is good for
a period of four (4) years and two (2) years for the renewal thereof shall be renewable
at the birth month of the licensee. The license shall be renewed only upon submission by
the licensee of the following documents:
a. Affidavit that he/she has not committed any acts that will constitute a ground
for revocation of license as contained in paragraph X thereof and that the
firearm has not been involved in the commission of any crime.
b. Certificate of attendance to a gun safety seminar
c. Certificate of Duty Status for government officials/employees
d. Firearm Bond
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IX - LICENSE FEES:
1. The Temporary License to Possess Firearm shall be released by FED only after
the licensee has paid the annual license fees prescribed in Executive Order No. 256 as
amended, as follows:
a. Rifle Caliber .22 - P180.00

b. Shotgun (all gauges) - 210.00
c. Pistol/Revolver Caliber .22 (Ordinary) - 240.00
d. Pistol/Revolver Caliber .25; .32; .38; .380; 9mm; 7.65;
6.35; and Magnum .22 rim fire - 360.00
e. Pistol/Rev Caliber .357,.40.41, 44, .45; Magnum .22
center fire; - 400.00
f. HP Rifles - 800.00
g. License Card - 150.00
2. Since the computerized license is good for four (4) years for new
application and two (2) years for the subsequent renewal, the fees will be multiplied
depending on the number of years except for the license card which will be in the
same amount.
3. In the case of SRL and SCR, the licensee need not pay the license fees,
provided that the copy of the Official Receipt of payment of the license fees made by the
holder of the LRL and LCR are attached to the application, and provided further that the
license fees paid by the latter cover the same period of validity of the SRL and SCR. The
applicant, though, has to pay for the cost of the license card.
NOTE: The extension of the validity of firearm license to four (4) years shall
be optional on the pan of juridical entities.
X. REVOCATION/TERMINATION OF LICENSE
1. A firearm license shall be revoked under any of the following causes:
a. Loss of firearm through negligence.

b. Carrying of firearm outside of residence without the appropriate Permit To
Carry issued by C, PNP or his authorized representative.
c. Carrying of firearms in prohibited places.
d. Conviction by a competent court of a crime involving moral turpitude for any
offense where the penalty carries an imprisonment of more than six (6)
months or a fine of at least P1,000.00.
e. Unauthorized loan of firearm to another person.
f. If government official or employee, dismissal for cause from the government
service.
g. Commission of crime where the firearm was involved.
h. Submitting/supplying false statements/information in the application form or
submitting spurious or fake documents with the application.
i. Tampering and duplicating Serial Number of Firearms Licenses.
j. Death of the licensee, or loss of Filipino citizenship, or any of the
qualifications required for licensing.
k. Pendency of a criminal complaint before the Prosecutor's Office or case
before the court for violation of the Revised Penal Code or any special law
criminal in nature and revocation is recommended by the City Director,
Provincial Director, Regional Director or Director, CSG.
l. Other analogous cases and cases not herein mentioned that would warrant
revocation of license to ensure public order and safety.
2. Guidelines and Procedures in the Revocation of License
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a. Upon receipt of a report from the licensee of a firearm, along with the
affidavit of loss, the FED shall immediately cause the revocation of the
license. Notice of revocation shall be disseminated by the FED to all PNP
operating units for record purposes. Should the firearm be recovered, the
unit or office which recovered the same shall conduct investigation to
determine whether or not the firearm while loss was used in the commission
of any offense. The report and the firearm shall thereafter be forwarded to
the FED for appropriate disposition, such as whether to release the firearm
to the owner thereof under a new license or, if used in the commission of
any offense, forfeit the same in favor of the Government.
b. The death of the licensee, if unknown to the FED, shall immediately be

reported by any relative who is aware that the deceased has a licensed
firearm. Upon receipt of the information, the FED shall verify its veracity
and, if accurate, shall immediately cause the revocation of the license. If
any heirs of the licensee would claim the firearm for and in his behalf, the
FED shall determine the claimant's fitness to be a licensee of the firearm. If
not, other heirs may be considered subject to the same requirement. In all
cases, however, the claim shall only be acted upon by the PNP after the
appropriate settlement of the estate of the licensee has been made. In case
of loss of Filipino citizenship or of any of the required qualifications to
possess a licensed firearm, along with the report why it was surrendered,
shall be submitted to the FED for the cancellation of the license.
c. Carrying of firearms outside of residence without PTCFOR or bringing the

same to places not covered by the PTCFOR is absolutely prohibited and
the violation hereof shall ipso facto result in the cancellation of the license.
For such purpose, the report submitted by the apprehending unit or office
shall serve as basis for the cancellation of the license. Once cancelled, the
firearm, if recovered shall be surrendered immediately to the FED or police
office nearest to the residence of the licensee. Upon good cause shown and
subject to the discretion of the Chief, PNP or his authorized representative,
the license may be revived or, if already expired, a renewal thereof could
be made subject to existing laws, rules and regulations.
d. The cancellation of firearm license of a licensee who has been convicted by

the court of a crime involving moral turpitude where the penalty imposed is
imprisonment for more than six (6) months or a fine of at least P 1,000.00,
or both, shall immediately be implemented upon being furnished with a copy
of the court's decision. The fact that the licensee filed an appeal with a
higher court or was admitted to probation is of no moment and will not affect
the cancellation of the privilege. Upon the cancellation of the license, the
firearm shall be surrendered to the FED or the police office nearest to the
residence of the licensee. However, if acquitted on appeal, the firearm shall
be restored to its owner subject to the renewal of his license under existing
rules and regulations. The extinction of criminal liability due to any of the
causes mentioned in Article 89 of the Revised Penal Code shall not restore
the privilege.
e. Loaning of licensed firearms, whether between and among members of law

enforcement organizations, like the PNP, NBI, etc., civilian organizations,
like gun clubs, regardless of the purpose is absolutely prohibited. A licensed
firearm shall, at all times, for the personal use of the licensee only and in no
case said firearm shall be used or in the possession of another person. A
licensed firearm recovered from a person other than the licensee thereof
shall immediately be confiscated and its license nullified accordingly,
without prejudice to the filing of appropriate criminal complaint as warranted
by evidence. The confiscated firearm shall be forfeited in favor of the
Government regardless whether the person from whose possession the
same was recovered is held criminally liable or not. Unless the licensee
278
thereof is able to prove that the firearm was in the possession of another
person without his negligence or fault and he has made the appropriate
report for its want and lost, then he could apply for the recovery thereof at
FEG-CSG.
f. The dismissal of a government official or employee for cause militates

against his fitness to remain a licensee of a firearm. As such, upon the
rendition of a decision dismissing him from the government service, the
cancellation of license shall also be made regardless whether a motion for
reconsideration or appeal, as the case may be, has been filed. Hence, it is
incumbent upon the licensee to immediately surrender his firearm to the
FED or the police office nearest to his residence. The fact that the licensee
filed an appeal or a motion for reconsideration of the adverse decision is of
no moment and will not stay the cancellation of the privilege. Upon the
cancellation of the license, the firearm shall be surrendered to the FED or
the police office nearest to the residence of the licensee. However, if
exonerated on appeal, the firearm shall be restored to its owner subject to
the renewal of his license under existing rules and regulations. The
extinction of administrative liability shall not result in the restoration of the
privilege.
g Where a licensed firearm had been used or involved in the commission of

a crime, whether directly or indirectly, its license shall be immediately
cancelled. Thereafter, the police unit which took custody of the firearm as
evidence shall turn-over the same to the FED if not anymore needed in any
criminal proceeding. The non-filing of a criminal complaint against the
licensee will not bar the cancellation of the license.
h The firearm license of a person with a pending criminal case for violation of
the Revised Penal Code or any special law shall also be cancelled. During
the pendency of the case the firearm shall remain in the custody of the court
or any other authorized government agency. Upon the dismissal of the
case, the court then will turn-over the firearm to FED-CSG. In the event,
however, that the licensee is cleared by the Prosecutors Office or acquitted
by the court, the renewal of the license could be facilitated subject to
existing requirements for such purpose and the subject firearm will be
returned to licensee.
i. The cancellation of firearm's license shall carry with it the revocation of the
PTCFOR. A PTCFOR, on the other hand, can be cancelled for violation of
any of the conditions imposed for its issuance or as seen fit and warranted
by the Chief, PNP in the interest of peace and order, and to ensure public
safety and security.
3. Upon the death or legal disability of the holder of a firearm, it shall be the duty
of the nearest relative, legal representative or any person who shall knowingly come into
possession of such firearm or ammunition, to deliver the same to the Provincial/City
Police Director in the province or to C, FED in Metro Manila within ninety (90) days and
such firearm and ammunition shall be retained pending issuance of a license therefore in
accordance with law.
4. In case of the loss of a firearm held under Special Permit (SP), Certificate of
Registration (CR), or Short Certificate of Registration (SCR), it shall be the duty of the
Department Secretary/Bureau Director or Head of Office with equivalent rank to
immediately notify the C, PNP thereof. It shall be his duty to require any holder of firearm
under SP, CR or SCR in his Department/Bureau or Office to surrender or otherwise
account for the firearm before the holder thereof resigns, retires, or otherwise severs his
connection with the government.
279
5. For holders of firearms under Short Regular License (SRL), it shall be the duty
of the employer (holder of LRL) to immediately notify the C, PNP when the firearm holder
resigns, retires, or otherwise severs his connection with the private firm, establishment or
corporation, and to immediately recall the firearm covered by the SRL.
Xl – RESCISSION:
All procedures and policies not in conformity with this SOP are hereby rescinded
or modified accordingly.
Xll - EFFECTIVITY:
This SOP shall take effect immediately.
Original Signed
JESUS A VERZOSA
Chief, PNP
280
MEMORANDUM
TO : Dirs, NSUs
RDs, PROs 1-13, COR, ARMM & NCRPO
FROM : TADL
SUBJECT : Approved SOP No. 2005-02 Re: Permanent Issuance of

Short Firearms
1. Reference: SOP No. 2005-02 Re: Permanent Issuance of Short Firearms

(Revised) dated May 19, 2005.
2. This pertains to the implementation of the latest approved SOP relative to

the policies and procedures in the conduct of issuances of short firearms to individual
PNP uniformed personnel. Said SOP is intended to centralize the issuance of short
firearms, eliminate the double or multiple issuance to individual PNP uniformed personnel
and to accurately facilitate the identification of the official end-user of a particular short
firearm.
3. In this regard, direct your Supply Accountable Officer (SAO/Regional

Supply Accountable Officer (RSAO) to permanently issue the short firearms previously
issued by that Office to your personnel in accordance with the latest provisions of the
above SOP. Likewise, advise those personnel with more than one (1) issued short firearm
to turn-in their excess short firearms to the concerned SAO/RSAO of the issuing unit or
to SAO, LSS, Camp Crame, Quezon City within thirty (30) days upon notification of the
personnel concerned. Hence, a notification letter from this Headquarters shall be sent to
all PNP uniformed personnel who have more than one (1) issued short firearm.
4. Failure to turn-in the excess short firearms within the above prescribed
period shall be construed as refusal to conform to the provisions of the above SOP, thus,
shall subject the erring PNP personnel to investigation and prosecution for administrative
charges thereafter. A recommendation for immediate reassignment to AHO, HSS, PNP-
NHQ, Camp Crame, Quezon City shall also be an option for those personnel who refuse
to turn-in excess firearms after due notification.
5. Further, advise your respective SAO/RSAO to adhere strictly with the

provisions of the above SOP in order to ensure the implementation of centralized
issuance of short firearms to individual PNP uniformed personnel.
6. For strict compliance.
Original Signed
SERVANDO M HIZON
Copy furnished:
Command Group
Directorial Staff
JNDA\RGB\nbr\3644
Fn: MEMO – 15AUG05 – SOP 2005-02
281
MEMORANDUM
FOR : C, PNP
THRU : TADCA _Sgd__

TACDS _Sgd___
SUBJECT : SOP No. 2005-02 “Permanent Issuance of Short Firearms”

(Revised)
DATE : May 19, 2005
1. Reference: SOP Number LSC SAO – 0893-01 dated 15 September 1993.
2. This Directorate is currently reviewing and updating important logistics

directives/memoranda/policies and other essential pronouncements relative to logistics
operations which are believed to be hackneyed and no longer responsive to the present
times. One of these is SOP Number LSC SAO – 0893-01 dated 15 September 1993
“Permanent Issuance of Short Firearms”.
3. The issuance and accounting of firearms have always been a perennial

problem, since some PNP uniformed personnel do not turn-in their issued firearms upon
their relief from their assignment.
4. Upon the implementation of SOP Number LSC SAO – 0893-01 “Permanent

Issuance of Short Firearms” issued by then Director for Logistics way back in 1993, a total
of 43,833 short firearms were issued to PNP personnel permanently as against the
91,184 total short firearms distributed PNP wide.
5. This Directorate believes that the revision of the said SOP is necessary to
make it more responsive in the light of the changing conditions. With the implementation
of permanent issuance of one short firearm to individual PNP personnel, double or
multiple issuance of short firearms and the long and tedious clearing procedures when a
PNP personnel is reassigned from one unit to another will be eliminated.
6. Importantly, the inventory, identification and verification as to the holder and

status of the firearm will become simplified and expeditious because of its centralized and
computerized recording.
7. The timetable of this SOP will be six (6) months upon its implementation.
Corollary to this, issued firearm of PNP personnel on a permanent mode shall also be
renewed every five (5) years which falls on individual’s birth month.
8. Attached is the SOP Number 2005-02 “Permanent Issuance of Short

Firearms” for your approval prior to implementation of the same.
Original Signed
SERVANDO M HIZON
282

Number 2005-02
PERMANENT ISSUANCE OF SHORT FIREARMS
1. GENERAL:
This SOP prescribes the policies and procedures in the issuance of short
firearms to PNP uniformed personnel. The issuance and accounting of firearms have
always been a perennial problem. Some PNP uniformed personnel do not turn-in their
issued firearms upon their relief from their assignment. The permanent issuance of one
short firearms to PNP uniformed personnel will effectively address this problem, thus,
relieving Unit Office Responsible Supply Accountable Officers of the tedious clearing
procedures when a PNP uniformed personnel is reassigned to another unit.
2. OBJECTIVES:
a. To centralize the issuance of short firearms to individual PNP uniformed

personnel with Supply Accountable Officer. Logistics Support Service (SAO, LSS) with
the use of Acknowledgement Receipt of Equipment (ARE) formerly Memorandum Receipt
(MR) which will be enforced from the time of its issuance until the PNP uniformed
personnel leaves (by retirement, resignation, or other mode of separation) the service.
b. To eliminate double or multiple issuance of short firearms to individual PNP

uniformed personnel.
c. To accurately facilitate the identification of the official end-user of a particular

short firearm.
3. PROCEDURE:
a. The Responsible Supply PNCO (RSPNCO) of the Municipal/City Police

Stations and Provincial/City Mobile Groups (PMGs/CMGs) shall prepare six (6) copies of
individual ARE for all short firearms issued to their personnel that are not covered by
permanent issuance. RSPNCO concerned shall have these AREs signed by the
individual concerned with the attached “stencils” (using carbon and scotch tape) of the
serial numbers, type/make and other markings of the particular short firearm (see Annex
“A”). These AREs shall be forwarded to the SAO/RSPNCO of PPOs/CPOs. Likewise, the
RSPNCO of the Mobile Group Companies (MGC) shall also prepare the same and
forward these AREs to the RSPNCO of Regional Mobile Group (RMG).
b. The SAO/RSPNCO of RMG and PPO/CPO shall consolidate, verify and

counter-check the AREs with the PNP property book/record. After validations have been
made, the AREs shall be forwarded to the office of the Regional Supply Accountable
Officer (RSAO).
c. After completing the validation, the RSAO shall type on the face of the
individual AREs the words “Prepared by” to be signed by him and the words
283
“Recommend Approval” to be signed by the Chief, Regional Logistics Research and
Doctrine Division (see Annex “B”). RSAO shall also prepare corresponding Invoice
Receipts for Property (IRP) with the recommendation portion for the transfer of firearms
accountability to SAO, LSS to be signed by the Regional Director, Police Regional Office
(RD, PRO) covering the total quantity of short firearms mentioned in all the AREs (see
Annex “C”). RSAO shall consolidate all the AREs and the IRPs and forward the same to
SAO, LSS.
d. SAO, LSS shall process the AREs and shall indicate therein the words “Issued
by:” and “Approved:” to be signed by SAO, LSS and Director, LSS respectively (see
Annex “D”). The same procedure is followed on the IRPs with SAO, LSS and Director,
LSS signing the “Receiving Accountable Officer” and “Approval for Transfer of
Firearms Accountability" portions, respectively (see Annex “E”). After accomplishing all
the documents, SAO, LSS enters the transaction on his “Registry Book” which will serve
as his "Debit Property”. Original copies of AREs and duplicate copies of IRPs will be
kept by SAO, LSS while duplicate copies of AREs and original copies of IRPs must be
returned to RSAOs thru the authorized liaison personnel.
e. RSAOs shall keep all the original IRPs which will serve as their “CREDITS” that
will clear them for the total quantity of sidearms under them, return the old MRs with them
(all originals) to their individual recipients, then issue a corresponding Certificate of
Property Clearance (mentioning therein the quantity and serial numbers of the firearms).
f. SAO RSPNCO of RMGs and PPOs/CPOs shall also clear the RSPNCO of
MGOs/PMGs/CMGs and RSPNCO of MPS/CPS respectively by returning their old
original MRs together with the Certificate of Property Clearance and the approved AREs
for permanent issuance. The clearing shall be done down the line, down to the end-users
by following the same procedure.
g. Responsible Supply PNCO and SAO of the National Administrative and

Operational Support Units must also follow the above procedure at all levels
commensurate and as appropriate to their present organizational set-up.
4. POLICIES:
a. After covering their short firearms with SAO, LSS Acknowledgement Receipt
Equipment (ARE), PNP uniformed personnel shall carry their issued short firearms
wherever they will be assigned. Those who will undergo schooling abroad may deposit
their Issued short firearms at their Unit Supply Rooms for safekeeping.
b. Those leaving the service (by retirement, separation, or other mode of

separation) shall turn-in their issued firearms to the RSPNCO/SAO. Stencil of the firearms
serial number and type/make and other markings shall be stamped to the Property Turn-
In Slip (PTIS) to be submitted to the SAO, LSS, thru the RSAO. The SAO, LSS shall in
turn issue them Non-Property Accountability Clearances to form part of their retirement
separation papers.
c. Firearms losses due to “force majeure” and other fortuitous events such as Fire,
theft, robbery, casualty during combat operations and while in the performance of official
duties shall be cleared with SAO, LSS under the generally accepted clearing procedures
as follows:
a) Affected party must immediately report such loss to the proper authority for
recording in the Police Blotter and for investigation.
b) He must immediately notify the Resident Auditor in his place of assignment

and within thirty (30) days after the incident.
284
c) The Investigation Report (IR) must thereafter be prepared. It is a vital
document that will support or justify the dropping of lost property through the use of
“Report of Survey” (see Annex F).
d) Dropping of losses in all forms shall be done in accordance with PNP

Circular No. 002-02 dated February 14, 2002 entitled “Procedures to be followed in
Requesting for Relief from Property Accountability”.
e) Immediate superiors of PNP uniformed personnel who are terminated,

dismissed, separated, AWOL, or died while in the service shall immediately cause the
turn-in recall of their issued individual short firearms. Should diligent efforts prove futile,
a criminal case shall be initiated against the erring PNP uniformed personnel for violations
of Articles 315 and 317 respectively of the Revised Penal Code (Code Ltr Dir dtd 01 Dec
92, Subject: Prosecution of PNP Personnel with Equipment/Firearms
Accountability). In case of death of the person responsible/accountable for the lost
firearm, the SAO where the PNP personnel assigned shall file the request for relief from
property accountability in behalf of the deceased.
f) SAO of PROs and NSUs shall submit a quarterly report of personnel with
Permanent Issued Short Firearms to SAO, LSS indicating thereat, the gains and losses
changes in unit assignment.
g) Renewal of AREs shall be done once every five (5) years (on individual’s
birth month) and shall be the responsibility of the person concerned. Renewal may be
done directly to SAO, LSS or processed at the place of assignment. The firearm holder
shall prepare a letter request for renewal to be forwarded to SAO, LSS with the following
attachments:
1. Completed ARE Form

2. Expired ARE
3. Certification from RSPNCO/SAO that FA was presented
h) List of short firearms issued on MRs by Firearms and Explosives Division,

Civil Security Group (FED, CSG) to PNP personnel shall also be submitted to SAO, LSS
following the same procedure stated above to transfer accountability of these firearms
from SAO, FED to SAO, LSS.
i) Damage or unserviceability of firearms shall be reported immediately to

SAO, LSS thru channel. An appropriate investigation shall be conducted at the regional
level to determine the circumstances surrounding the damage or unserviceability of the
firearms and whether or not it was due to negligence or carelessness of the holder.
j) PNP uniformed personnel with more than one (1) issued short firearms from
any PNP unit shall turn-in excess firearms to the SAO who issued these firearms or to
SAO, LSS. Clearing of these firearms shall then be initiated by concerned SAOs, in
coordination with SAO, LSS. For firearms directly turned-in to SAO, LSS clearing shall be
made by SAO LSS with concerned SAOs.
k) Newly acquired short firearms shall be issued by LSS as directed by the

Director for Logistics. Issuances of these firearms by the lower units to individuals shall
follow the procedures enumerated in para 3 of this SOP.
l) Only the Director for Logistics may approve/disapprove request for change
of issued short firearms.
285
m) Recall of excess short firearms from those with double or multiple issuance
shall be done on a continuing basis. PNP uniformed personnel who are reassigned to
another unit/office must execute an affidavit that they have only one (1) issued short
firearm and acknowledge that they will be held both criminally and administratively liable
in case their sworn statement is untrue. PNP uniformed personnel who refuse to turn-in
excess short firearms shall also be both criminally and administratively charged.
5. RESCISSION:
This SOP shall supersede SOP No. LSC SAO-0893-01 dated September 15, 1993
and other issuances contrary thereto.
6. EFFECTIVITY:
This Standard Operating Procedure (SOP) takes effect upon publication.
Original Signed
SERVANDO M HIZON
286
22 November 1995
SUBJECT: Proper Care, Handling and Maintenance of

Explosive Ordnance
TO : Regional Directors/Directors NSUs
1. Recent incidence of failure to fire by a 90MM recoilless rifle was attributed

to non-compliance to maintenance standard which caused deterioration of the propellant
elements. Likewise, accumulated rust and other foreign particles in the bore of the rifle
affected propulsion efficiency of the projectiles.
2. In order to preclude similar occurrence in the future the following guidelines

in the proper handling, caring, preservation and maintenance of explosives and other
firing devices are hereby reiterated to maintain ammunition in a serviceable condition and
ready for immediate use:
a. Explosive ammunition must be handled with appropriate care at all

times. Explosive elements such as primers and fuzes are sensitive and
therefore reactive to shock and high temperature
b. Store ammunition in the original containers and secure them on a dry

and well ventilated place protected from the direct rays of the sun and
other sources of excessive heat. Keep sensitive initiators such as
blasting caps igniters, primers and fuzes separate from other devices.
c. Keep ammunition and its containers clean, dry and protected from
possible damage.
d. Disassembly of components of ammunition, such as fuzes and primers

without authorization is strictly prohibited.
e. Do not open sealed containers or remove protective or safety devices

except before actual use or as maybe required for inspection.
f. Return ammunition prepared for firing but not fired to its original
pack/container and mark it appropriately. Use such ammunition first in
subsequent firing in order to minimize sticks of opened
packs/containers.
g. The use of live ammunition for training purposes such as a substitute for
authorized drill ammunition is hazardous hence is prohibited under any
circumstances.
h. Periodic inspection of armaments from smallest to largest caliber to

include mortars, recoilless rifles and 105mm tubes should be conducted
to insure its cleanliness and serviceability.
287
3. For guidance and strict compliance.
BY COMMAND OF DIRECTOR GENERAL SARMIENTO II:
Original Signed
P/Chief Superintendent, PNP
288
RESTRICTED

PHILIPPINE NATIONAL POLICE GENERAL HEADQUARTERS
DL2/ODAA 5 February 1993
Memorandum Circular
Number 01
AMMUNITION BASIC LOAD
1. PURPOSE - The Memorandum Circular establishes the ammunition basic

load for all PNP Units and Stations to ensure that a good quality of supply can sustain
police actions and/or combat operations until re supply can be effected. It is prescribed
as a guide and/or requirement for using units/police personnel concerned. With the
receipt, turn-in, storage, safekeeping, care handling and management of ammunition.
2. SCOPE - This Memos Circular prescribes the ammunition allowance (Basic

Load) of a unit and individual police personnel and the procedures for its replenishments.
It also defines the responsibilities of the Unit/Station Commander concerned.
3. DEFINITIONS:
a. Basic Load - The specific number of ammunition authorized for each

weapon required to be in the possession of a Unit/Station.
b. Individual Load - 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.
c. Bulk Load - Number or quantity of ammunition allowed on the basis

of unit of measures other than rounds per weapon (Example: rds per Police Unit) such as
grenades, pyrotechnics bombs, etc.
4. BASIC ALLOWANCES FOR PNP STANDARD FIREARMS/WEAPON
a) The following basic allowances are hereby prescribed:
TYPES OF WEAPONS BASIC LOAC IND LOAD BULK LOAD

LONG FIREARMS
Rifle Cal 5.56 M16/SMG 360 200
Rifle Cal 7.62 M14 120 80
Shotgun 12 Gauge 15 10
SHORT FIREARMS
Pistol Cal .45 (7 shooters) 21 14
Pistol Cal .45 (13 shooters) 39 28
Pistol 9mm 42 28
289
RESTRICTED
Revolver Cal .38 24 18
CREW-SERVED WPNS
LMG Cal 7.62 M60 2,000
LMG Cal .30 2,000
HMG Cal .50 2,000
LAUNCHERS
Grenade Launcher M79 18 12
Grenade Launcher M203 18 12
MORTARS/RECOILLESS RIFLE
Mortar 60MM 50
Mortar 81MM 120
Rifle, Recoilless 57MM 44
Rifle, Recoilless 90MM 18
HOWITZER/CANNON
Howitzer 105MM 200
EXPLOSIVES
Rifle Grenade, 40MM 630/PHQS/BN
Fragmentary Hand Grenade 300/PHQS/BN
Flare, Surface trip 50/PHQS/BN
Mine, Anti Personnel 35/PHQS/BN
b) Ammunition which does not appear in the Table of Allowance shall be

issued “on-the-need-basis” and shall be approved by Director for Logistics (DL).
c) Issuance of Basic Allowance shall be approved by Director for Logistics,

together with the approval of the Unit being organized.
5. ADDITIONAL BASIC LOAD
a) When a Unit/Police Station is involved in combat operation, two (2)

additional basic load are authorized (depending on the PNPLSS Level of stock) and same
may be requisitioned/ indorsed by respective Assistant Regional Director for Logistics
(ARDL)/4s to C, PNP, (Attn: ODL).
b) Other additional requirements shall be approved by Director for Logistics

(DL).
6. REPLENISHMENT OF BASIC LOAD
a) Replenishment of expended basic load shall indorsed by the

Regional Directors, SAF Brigade Director and Directors, Separate/Operating Units and
the request shall be addressed to C, PNP (Attn: ODL).
b) The request shall be supported 'with the following documents signed

by the Commander concerned and/or Direct Superior Officer:
1. ABR (After Battle Report [Narrative])

2. Name (s) of police personnel involved in the encounter/mission.
3. Date/time/place of encounter.
4. Firearms used during the encounter/mission.
RESTRICTED 290
Memo Cir Nr 01 GHQPNP dtd 5 Feb 93, cont’d
5. Types and quantity of ammo expended during the
encounter/mission.
c) Approved request with and/or supply directive for the replenishment of

ammo expended shall be withdrawn by respective Liaison from Logistics Support
Command (LSC).
d) These procedures will change if the PNP will be having Police Supply
Points (PSP) in the entire nation for speedy facilitation of supply action.
e) All issuances implemented for replenishment of ammo basic load shall

be reported to ODL indicating therein the Unit/Station, type and quantity of the
ammunition.
7. TURN-IN
a) Redeployment of Police Units to a non-combat area, its additional

basic load shall be automatically turned-in or retained to the losing Mother Unit (Example:
MF Coy to Another Regions).
b) Reassignment of Individual Police Personnel -
When an individual is reassigned to another unit, Basic Load

Ammunition in his possession shall be turned—over to his former unit.
8. STORAGE OF UNIT BASIC LOAD
Proper storage of basic load is a Command’s responsibility.
The individual load shall be carried by the individual police personnel and
its storage shall be his responsibility. The balance of the 1st Basic Load shall be kept in
the Station. Field Train or in the Advance Command Post. The 2nd Basic Load shall be
kept in the Provincial Headquarters/Battalion or its equivalent.
9. GENERAL POLICIES:
a) The Basic Load as prescribed in para 4 shall be maintained by the

Unit.
b) Basic Load shall not be expended for training or activities other than
combat or similar operations unless specifically authorized by the Chief, Philippine
National Police.
c) Shortages of turned-in Basic Load for individual weapons shall be

explained in writing by the Unit concerned to C, PNP (Attn: ODL) .
d) As a control measure, Basic Load for individual weapons shall be

issued thru Memorandum Receipt (MR).
e) Quarterly Ammo Status Report shall be submitted by the Regional

Units to C, PNP (Attn: ODL) the report shall be broken down from smallest Police Stations
to Provincial/Regional level.
10. RESPONSIBILITY:
a) The Director for Logistics (DL) is responsible for the following:
291
RESTRICTED
1. Allocation and authorization of Regional Units PNP Separate Units
ammo basic load.
2. Formulation and review of technical policies regarding the proper

distribution, accounting, handling, storage, safety and security of
ammunition.
b) Director of Regional Units, Separate Units and Battalion or

equivalent Units are responsible for the following:
1. Maintenance of individual and Unit basic loads and prescribed

levels.
2. Maintenance and storage of ammo in their respective

possession.
3. Strict enforcement of supply economy and first-in first-out policy

on issuance.
4. Accounting safety and security of ammo issued to units.
11. EFFECTIVITY: This Memo Circular takes effect upon publication.
BY COMMAND OF POLIÇE DEPUTY DIRECIOR GENERAL IMPERIAL:
OFFICIAL: s/t NICASIO MA S CUSTODIO

Police Director
The Chief Directorial Staff, PNP
s/t TRANQUILINO A ASPIRAS

Police Sr Superintendent, (GSC)
Director, Administrative Affairs, PNP
Distribution:
“A”
CERTIFIED TRUE COPY:
NATIONAL HQS PHILIPPINE NATIONAL POLICE

OFFICE OF THE DIRECTORATE FOR LOGISTICS
Camp Crame, Quezon City: 18 Mar 96
Original Signed
PEPE P VALDEZ
Police Chief Inspector
Asst Chief, FPD
RESTRICTED 292
NATIONAL HEADQUARTERS PHLIPPINE NATIONAL POLICE
PNP MEMORANDUM CIRCULAR April 5, 2016

NO. 2016-012
PNP STANDARD MEMENTOS AND TOKENS
1. REFERENCES:
a. Memorandum Circular No 2006-012 dated June 23, 2006, entitled.

Protocol on Call/Visit of Dignitaries to the C, PNP and the Latter's Visit
to PNP Field Offices;
b. Memorandum Circular No. 2008-018 dated December 26, 2008 entitled:
Prescribing the Policies, Guidelines and Procedures on Foreign Travel
of PNP Personnel, "Amending PNP Memorandum Circular No. 2002-
017 dated November 16, 2002, entitled Foreign Travel"; and
c. Distinguished Visitors Program.
2. RATIONALE:
The Philippine National Police, represented by the Chief, PNP, hosts the
visit of eminent and notable personalities, such as, foreign dignitaries and counterparts,
high ranking government officials, high profile individuals, and other VIPs. The visits
have equal official purpose and mission primarily to strengthen the relationship and
cooperation of relative offices or institutions Also, the PNP deliberates and processes
foreign travels for highly qualified and competent PNP personnel to be participants of
foreign trainings, conferences, and meetings .
Part of the protocol and standard procedure is the presentation of memento

or token to the visitors. In relation to this, there shall be standard mementos and tokens
to be given to the distinguished visitors and guests paying courtesy calls and promoting
campaigns. Moreover, standard mementos and tokens to be brought during official
foreign travels shall also be classified for convenience and for timely delivery to the end-
users. The mementos and tokens shall symbolize the hospitality, sincerity, friendship,
and camaraderie of the PNP to different entities foreign or local.
3. SITUATION:
During the visits to the PNP of notable personalities, as well as official foreign
travels of PNP personnel problem on the OPR as regard to the memento and token to be
given has always been a common scenario.
In every commemoration organized and celebrated by the PNP, memento

and token are always part of the preparation. It takes long period of time to conceptualize
and approve its type, design, and specifications. The creation of a standard list of
mementos and tokens will shorten the time preparation especially for immediate
requirement. This also standardizes the distinctiveness of the symbols and emblems
used by the PNP.
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4. PURPOSE:
This Memorandum Circular (MC) prescribes the policies and guidelines of

giving standard mementos and tokens to distinguished visitors and guests both
foreign and local and during official foreign travels.
a. Badge - a distinctive emblem worn as a mark of office membership

achievement, licensed employment, etc.
b. Commemorative - an object such as a stamp or coin to mark an event or

honor a person.
c. Counterpart - a person or thing holding a position or performing a function

that corresponds to that of another person or thing in another place.
d. Folding Plaque - personal badge of the Chief, PNP which symbolizes

hospitality and friendship to dignitaries and other VIPs.
e. Foreign Dignitary - a person who has a high rank or an important position

from other countries.
f. Foreign Travel - travel of PNP personnel abroad on official mission or

personal business.
g. General Rafael C Crame - the first Filipino General who served as Chief
of the former Philippine Constabulary from 1917 to 1927.
h. Kris - is a distinctive dagger indigenous to Indonesia, Malaysia, Brunet

Southern Thailand, and the southern Philippines Both a weapon and
spiritual object, krisses are often considered to have an essence or
presence, with some blades possessing good luck and others possessing
bad.
i. Lapu-lapu - is the Datu of Mactan Island, Cebu: the first Filipino who
fought the invaders risked his life to defend our country and people, using
the "Kampilan" as his weapon His bravery and courage give inspiration to
the Philippine National Police in performing its duties.
j. Logo - is a graphic mark. emblem or symbol commonly used by

commercial enterprises, organizations, and even Individuals to aid and
promote instant public recognition.
k. Memento - an object kept as reminder or souvenir of a person or event.
l. Token - a thing serving a visible or tangible representation of a fact

quality, feeling, etc.
m. Official Mission - an engagement using official time.
n. Replica - an exact copy or model of something, especially one on a

smaller scale.
o. Saber - is a curved backswords used in Europe since medieval period

designed as a cavalry weapon which replaced various types of straight
bladed swords. An extensive military equipment, used as sidearm by
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dismounted units. It was also used by the mounted and dismounted
personnel in European Police Forces during the 19th to 20th century.
p. Seal - an embossed emblem, figure, symbol, word, letter, etc. used as

attestation or evidence of authenticity.
q. Vintage - representing the high quality of a past time .
r. Visit - an act of going or coming to see a person or place socially, as a

tourist, or for some other purpose.
6. GUIDELINES:
1) The mementos/tokens to be given were classified and categorized

based on designation of Foreign and Local guests/visitors, as
follows:
a) Foreign Visitors
a.1) Head of Mission/Ambassador
Memento:
a.1.a) Evolution of Philippine National Police (Mini);
a.1.b) Encased Pershing Cap;
a.1.c) Encased Replica of General Rafael Crame;
a.1.d) Encased Pershing Cap Device;
a.1.e) Encased Lapu-lapu; and
a.1.f) Framed Replica of General Rafael Crame with NHQ
Background.
a.2) Head of Accredited International Organization

Memento:
a.2.a) Evolution of Philippine National Police;
a.2.f) Framed Replica of General Rafael Crame with NHQ
Background.
a.3) Chief of Police/Police Commissioners and Chiefs of Law

Enforcement Agencies of Foreign Governments
Memento:
a.3.a) Evolution of Philippine National Police;
a.3.f) Framed Replica of General Rafael Crame with
NHQ Background.
a.4) Deputy Chiefs of Mission/Deputies, Staff and

Representative of Police/Law Enforcement Agencies
Memento:
a.4.a) Framed Replica of General Rafael Crame with NHQ
Background;
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a.4.b) Encased Commemorative Coin (NHQ Seal);
a.4.c) Encased Commemorative Coin (PNP Seal);
a.4.d) Folding Plaque with PNP Seal;
a.4.e) Folding Plaque with NHQ Seal; and
a.4.g) Folding Plaque with CPNP Badge.
Token
a.4.h) Pen Holder with PNP Logo;
a.4.i) Card Holder;
a.4.j) Challenge Coin;
a.4.k) Paper Weight; and
a.4.l) Key Chain.
a.5) Country Manager/Representative of International

Organization
Memento:
a.5.a) Framed Replica of General Rafael Crame with NHQ
Background;
a.5.b) Encased Commemorative Coin (NHQ Seal);
a.5.c) Encased Commemorative Coin (PNP Seal);
a.5.d) Folding Plaque with PNP Seal;
a.5.e) Folding Plaque with NHQ Seal; and
a.5.f) Folding Plaque with CPNP Badge
Token:
a.5.g) Pen Holder with PNP Logo;
a.5.h) Card Holder;
a.5.i) Challenge Coin;
a.5.j) Paper Weight; and
a.5.k) Key Chain.
a.6) Other VIPs

Memento:
a.6.a) Encased Commemorative Coin (NHQ Seal);
a.6.b) Encased Commemorative Coin (PNP Seal);
a.6.c) Folding Plaque with PNP Seal;
a.6.d) Folding Plaque with NHQ Seal; and
a.6.e) Folding Plaque with CPNP Badge.
Token:
a.6.f) Pen Holder with PNP Logo;
a.6.g) Card Holder;
a.6.h) Challenge Coin;
a.6.i) Paper Weight; and
a.6.j) Key Chain.
b) Local Visitors
b.1) President/Former President

Memento:
b.1.a) Evolution of Philippine National Police;
b.1.b) Encased Saber Sword;
b.1.c) Encased Vintage Shotgun;
b.1.d) Encased Vintage Revolver;
b.1.e) Encased Mini-Kris;
b.1.f) Encased Pershing Cap; and
b.1.g) Encased Replica of General Rafael Crame.
b.2) Vice President/Senate President/House Speaker/Chief

Justice
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Memento:
b.2.a) Evolution of Philippine National Police;
b.2.b) Encased Saber Sword;
b.2.c) Encased Vintage Shotgun;
b.2.d) Encased Vintage Revolver;
b.2.e) Encased Mini-Kris;
b.2.f) Encased Pershing Cap; and
b.2.g) Encased Replica of General Rafael Crame
b.3) Cabinet Secretaries/Senators/Justices/Ombudsman

Memento:
b.3.a) Encased Saber Sword;
b.3.b) Encased Vintage Shotgun;
b.3.c) Encased Vintage Revolver;
b.3.d) Encased Mini-kris;
b.3.e) Encased Pershing Cap; and
b.3.f) Encased Replica of General Rafael Crame
b.4) Heads of NGAs and Bureaus/Military and LEA Counterparts

Memento:
b.4.a) Encased Saber Sword;
b.4.b) Encased Vintage Shotgun;
b.4.c) Encased Vintage Revolver;
b.4.d) Encased Mini-Kris;
b.4.e) Encased Pershing Cap;
b.4.f) Encased Replica of General Rafael Crame;
b.4.g) Encase Pershing Cap Device; and
b.4.h) Encased Lapu-lapu.
b.5) Congressmen, LCEs (Provincials, City, Municipal) and

Judges/Prosecutors
Memento:
b.5.a) Encased Vintage Shotgun;
b.5.b) Encased Vintage Revolver;
b.5.c) Encased Mini-Kris;
b.5.d) Encased Pershing Cap;
b.5.e) Encased Replica of General Rafael Crame;
b.5.f) Encased Pershing Cap Device; and
b.5.g) Encased Lapu-lapu; and
Token:
b.5.h) Personalized PNP Jacket.
b.6) Undersecretary/Civil Society and Religious Leaders

Memento:
b.6.a) Encased Replica of General Rafael Crame;
b.6.b) Encased Pershing Cap Device;
b.6.c) Encased Lapu-lapu;
b.6.d) Encased Commemorative Coin (NHQ Seal);
b.6.e) Encased Commemorative Con (PNP Seal);
b.6.f) Folding Plaque with PNP Seal;
b.6.g) Folding Plaque with NHQ Seal;
b.6.h) Folding Plaque with Badge; and
Token:
b.6.i) Personalized PNP Jacket;
b.7) Internationally Acclaimed Achievers/Celebrities

Memento:
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b.7.a) Encased Pershing Cap Device;
b.7.b) Encased Lapu-lapu;
b.7.c) Encased Commemorative Coin (NHQ Seal);
b.7.d) Encased Commemorative Coin (PNP Seal);
b.7.e) Folding Plaque with PNP Seal;
b.7.f) Folding Plaque with NHQ Seal; and
b.7.g) Folding Plaque with Badge;
b.7.h) Personalized PNP Jacket.
b.8) Other VIPs

Memento:
b.8.a) Encased Commemorative Coin (NHQ Seal);
b.8.b) Encased Commemorative Coin (PNP Seal);
b.8.c) Folding Plaque with PNP Seal;
b.8.d) Folding Plaque with NHQ Seal; and
b.8.e) Folding Plaque with Badge.
Token:
b.8.f) Personalized PNP Jacket;
b.8.g) Pen Holder PNP Logo;
b.8.h) Card Holder;
b.8.i) Challenge Coin;
b.8.j) Paper; and
b.8.k) Key Chain.
b.9) PNP Retired Personnel

Memento:
b.9.a) Giant Badge Plaque;
b.9.b) Encased patches of office/unit of his/her assignments
with an enlarge Badge at the center (3 rd level);
b.9.c) A coupon bond (A4 210mm X 297 mm) size of his/her
Badge plaque (2nd level);
b.9.d) A coupon bond (A4 210mm X 297 mm) size PNP seal
plastic plaque (NUP); and
b.9.e) A giant NUP long service plaque.
2) Under Memorandum Circular No. 2006-012 dated June 23 2006

there shall be an Office of Primary Responsibility (OPR) which shall
coordinate with agency/group seeking call on Chief PNP and with
relevant offices, relative to the activity;
3) In case a visit or call by nature may pertain to two or more D-Staff,

the concerned D-Staff shall jointly be the OPRs or may
agree/choose among themselves who will be the OPR;
4) The Chief, PNP or his duly authorized representative shall be the

approving authority on the type and design of the memento and
token to be presented to the visitors/guests ;
5) During Command Activities (PNP Founding Anniversary. Police

Service Anniversary, Change of Command and Retirement of the
Command Group (C, PNP, TDCA, TDCO, and TCDS). The
Directorate for Logistics (DL) shall be responsive on the
procurement of the mementos/tokens and shall shoulder the
expenses;
6) The OPR of an activity shall shoulder the expenses on the

procurement of the mementos/tokens to be assisted by DL;
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7) The Foreign Liaison Division (FLD) DI shall shoulder the expenses
on the procurement of the memento/token to be assisted by DL for
foreign dignitaries visiting the C, PNP;
8) The Foreign Travel Screening Committee (FTSC) and Directorate

for Personnel and Records Management (DPRM) shall furnish DC
issued orders and travel details of the qualified PNP Personnel to
be sent to participate in official mission abroad ;
9) Requests for mementos/tokens to be brought abroad shall be 15

days before the departure date. Failure to request on the require
number of days shall be a ground for dental of the request ;
10) Mementos/Tokens to be brought by a PNP personnel going on

official travel abroad shall be a maximum of 10 pieces;
11) Police Regional Offices (PROs) shall give mementos/tokens

peculiar to their regions and/or showcasing figural representation of
their respective regions; while PPOs/CPOs, CPS/MPS shall give
mementos/tokens peculiar to their provinces, showcasing figural
representation of their respective provinces/towns, in coordination
with the PRO and in consideration on the attached matrix of
mementos/tokens for uniformity and appropriateness; and
12) Directorial Staff OPR during an activity shall designate a

Protocol/Liaison Officer.
b. Responsibilities
1) DPL - OPR on the following visits:

a) Visits of head of police agencies abroad or their duly
authorized representatives, such as, ASEANAPOL,
INTERPOL, UN Organizations, PHILINDO and other
international organizations;
b) Visits of foreign funding agencies such as, UNDP, JICA,
USAID KOICA, Aus-Aid and other foreign donors, either
private individuals or corporation;
c) Visits of foreign police agencies which forged a sister-to-sister
relations or cooperation; and
d) Visits similar to the above.
2) DI-OPR on the following visits:

a) Visits related to supervision of Office of Police Attache such as
USA, Malaysia, Pakistan, China and MNOST-JCLEC;
b) Visits of foreign counterparts relative to the conduct of foreign
intelligence trainings, seminars/workshop and education;
c) Visits of foreign counterparts and security officers of embassies
consulates and chanceries;
d) Calls of members of the diplomatic corps; and
e) Visits similar to the above.
3) DHRDD-OPR on:
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a) Visits of students and training officials from foreign General
Staff Colleges/Defense Colleges and other police and
military schools;
b) Visits of foreign government study group observation tours
etc.; and
c) Visits similar to the above.
4) DO – OPR on visits related to security of international events APEC,

ASEAN, IPU, SEA Games and similar events.
5) DPCR - OPR on visits of local government officials other private

individual NGOS, civic organizations and corporations.
6) DIDM – OPR on the following visits

a) Visits of foreign bodies and agencies; and
b) Visits foreign agencies relation to Issues on human rights
protection of women and children and the like.
All existing PNP issuances inconsistent with this circular are deemed
repealed, amended, or rescinded accordingly.
8. EFFECTIVITY
This MC shall take effect after 15 days from filing a copy thereof at the UP
Law Center in consonance with Section 3, Chapter 2, Book VIl of Executive Order 292
otherwise known as the “Revised Administrative Code of 1987” as amended.
Original Signed
RICARDO C MARQUEZ
Chief, PNP
Annex A – Mementos/Tokens Matrix

Annex B – Pictures of Mementos/Tokens
Distribution:
Command Group
D-Staff
P-Staff
Dirs, NSUs
RD, PROs
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NUMBER 2015 – 005
POLICIES, GUIDELINES, AND PROCEDURES PRESCRIBING THE USE AND

UTILIZATION OF CCTV SYSTEM IN ALL PNP OFFICES/UNITS
1. REFERENCES:
a. PNP P.A.T.R.O.L. Plan 2030 as enhanced by the Strategic Focus - "CODE-P:
2013 and Beyond”;
b. NAPOLCOM Resolution 2015-021 entitled: "Prescribing the Minimum Standard
in the Specification for Closed Circuit Television (CCTV) Wireless Internet
Protocol (IP) Equipment":
c. PNP-NHQ GO No: DPL-09-08 dated April 1, 2009 creating the DICTM
identifying the conduct of ICT research, development, and standardization as
a core function of this Directorate; and
d. Revised Rules of Evidence.
2. RATIONALE
This PNP Memorandum Circular (PNPMC) provides the guidelines and

procedures to be undertaken by all PNP Offices/Units in the use and utilization of Digital
Video Recording/Closed Circuit Television (CCTV) Devices.
3. SITUATION
In line with the various initiatives of the PNP for organizational transformation, the
PNP has recognized the importance of information and communications technology in
the cyber world and in the organization as well.
The occurrence of theft, harassment, vandalism, and other such crimes has
increase commonly on many commercial establishments. It is considered alarming since
such incidents have been perpetrated in broad daylight, and majority of them are
happening late night up to the wee hours of the morning.
Hence, to address rising crime incidence in our society with particular in the urban
side, the installation of CCTV Camera or any similar surveillance digital devices should
be considered. As such, the PNP Offices/Units must also comply with the installation of
similar equipment for security of premises, monitoring of personnel, and identification
through video footage and captured photo of clientele.
With the advent of new technologies, and increasing demand to the organization
to adapt to these changes and capitalize on the benefits of the modern technologies, the
use of Digital Video Recorders (DVR) or Closed Circuit Television (CCTV) System is
necessary. As observed just recently more and more institutions in the community employ
the use of these surveillance equipment or similar digital gadgets with the objective of
preventing illegal activities, monitoring activities, and as an archive of visual footage.
Having assessed the importance of having such capabilities, the PNP sees the
need of institutionalizing the use of DVR and CCTV equipment in all PNP Offices/Units.
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Installation of active CCTV cameras and similar equipment shall enable the organization
to deter unacceptable behavior, ensure security and safety of individuals transacting
within PNP premises and curb unscrupulous activities among personnel, and promote an
image of transparency within the PNP.
4. PURPOSE:
To provide and establish the standards, guidelines, processes, and procedures to

be strictly followed and observed by all PNP Offices/Units in the institutionalization and
utilization of DVR, CCTVs, Surveillance Cameras, and similar Digital Gadgets.
a. Acknowledgement Receipt of Equipment (ARE) - a documented verification

that the CCTV equipment have been received duty signed by the recipient.
b. Authorized Users — personnel assigned in the PNP Offices/Units who is/are

responsible and authorized by the Chief of Office (or his delegates) in the
operation of the CCTV system preferably with completed CCTV training with
competent and duly licensed to avoid incurring irreparable damage to the
system which may cause operational setback detrimental to the over-all
functions of the office.
c. Closed Circuit Television (CCTV) System — also known as Video

Surveillance, is the use of video cameras to transmit a signal to a specific
place, on a limited set of monitors primarily for surveillance and security
purposes.
d. Crime Prone Areas - locations or places where incidents/crimes are

committed.
e. Data Repository — the designated area wherein all archived video footage
shall be stored/ kept.
f. Digital Gadget — a mechanical device which is electronically operated that

can perform many activities at a time with vast speed & makes the hard work
efficient one.
g. Digital Video Recorder (DVR) - a consumer electronics device or application

software that records video in a digital format to a disk drive, USB flash drive,
SD memory card, SSD or other local or networked mass storage device.
h. Head of Office — highest ranking Officer or Commander in any PNP

Offices/Units.
i. Last Tech Principle -— is an assumption that whoever is the duty personnel

of the day shall be the responsible person for the care and maintenance of the
CCTV system/component.
j. Significant Video Footage — any footage or video that has been deemed
important or is subject to a request by any entity or is subject to investigation.
k. Television Line (TVL) - is a specification of an analog camera's or monitors

horizontal resolution power. It is alternatively known as Lines of Horizontal
Resolution (LoHR) or lines of resolution. The TVL is one of the most important
resolution measures in a video system.
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l. Video Footage — all recorded data captured by any CCTV installed at any
PNP Offices/Units.
m. Video Resolution — is the recording quality captured by CCTV camera. It is

usually expressed as width x height, with the value given in pixels. There are
types of video resolution: Standard Definition (SD) and High Definition (HD).
n. Utilization — to put to use, especially to find a profitable or practical use for.
6. GUIDELINES:
For purposes of identifying requisite requirements and relevant references in the

implementation of this PNPMC, hereunder are specific guidelines that applies to all PNP
Offices/Units.
a. Coverage Areas for Camera Placement

1) Minimum Coverage: the following areas are required to be covered
strategically by CCTV cameras:
a) Entrance;
b) Exit;
c) Desk Officer's/Quality Service Lane's Area; and
d) Parking Area.
2) Optional Coverage
a) Perimeter — Front and Back;
b) Main Gate (Entrance);
c) Hallways;
d) Detention Center;
e) Tactical Operations Center/Communication Room;
f) Evidence Room; and
g) Conference Room.
3) Controlled Camera Placements — camera installations in the

following area on a controlled/specified basis:
a) Investigation Room; and
b) Women and Children Protection Desk Investigation Room.
4) Restricted Camera Placements — the following areas are prohibited

to be covered by cameras:
a) Comfort Rooms;
b) Bathing Facilities; and
c) Barracks/Sleeping Area.
b. The video quality shall adhere with the minimum standards specification
approved by NAPOLCOM. Hence, each unit installed must have
appropriate sensitivity factor to illuminate the area and without visual
obstruction to the coverage.
c. The Video Recording Operations of all CCTV systems and recording shall
operate on a 24-hour basis.
d. The Video Archive shall be maintained by all PNP Offices/Units at least 30

days at the designated data repository. Provided that there is no complaint
or investigative value emanating from such video footage- Otherwise, the
request for preservation of the video footage shall be in writing pending
court order. A Journal or index covering all the video footages shall be
property and organized by the authorized user, if necessary.
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e. Existing CCTV System of alt PNP Offices/Units shall abide with the
standards set by this Circular. A verification process shall be commissioned
by the Directorate for Information and Communications Technology
Management (DICTM) through its functional units to certify the adherence
to these standards.
f. Monitoring of CCTV shall be conducted in a professional, ethical, and legal

manner by the authorized user.
1) CCTV monitoring shall be conducted in a most prudent, professional,

ethical, and legal manner. Personnel involved in monitoring will be
appropriately trained and supervised in the responsible use of this
technology.
2) CCTV Monitoring shall be conducted in a manner consistent with all

existing PNP policies, including the Non-Discrimination Policy, the
Sexual Harassment Policy, and other relevant policies. Monitoring
based on the characteristics and classifications contained in the Non
Discrimination Policy (e.g., race, gender, sexual orientation. national
origin, disability, etc.) is strictly prohibited.
3) CCTV Monitoring shall be limited to uses that do not violate the

reasonable expectation to privacy. Therefore, monitoring will not be
conducted in unauthorized areas (see Restricted Camera Placement)
unless the Chief of Office/Unit Commander, determines that a specific
safety/security risk exists which necessitates placement of cameras in
any area within his workplace.
g. Video Footage - All footages are considered classified Access to the same
shall be provided on a need (case-to-case) basis. The Head of Office may
allow viewing of any footage for any purpose that may deem necessary.
All request for video footage from other Offices/Agencies, or any individual
be in writing, stating therein the reasons and justifications, time and date of
the incident subject for approval by the Head of Office.
1) Viewing - Viewing of a video footage will be allowed upon the approval

of the Head of Office in the presence of the requesting party, the DVR
operator, the duty officer/PNCO, and a neutral witness.
2) Extracting - Extraction of video footages with evidentiary value will be

done only upon an order from a competent court. It shall be done by the
authorized user with the approval of the Head of Office and in the
presence of the investigating officer, requesting party and the Officer of
the Day. The witnesses on the extraction process shall execute a joint
affidavit stating therein the circumstances of such data retrieval and/or
extraction of footages.
3) Releasing - The video footages with evidentiary value shall be released

only to the following:
a) The court evidence Custodian, upon request of the Judge;
b) The Prosecutors, upon request of the Provincial/City Prosecutor;
c) The Chief investigator of other agencies, upon request of the Head
of Agency; and
d) The Investigator on case of other PNP Office/ Unit, upon request of
the Head of Office.
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h. Backup Schedule — All video recording for back-up purposes, shall be
made once a week on a pre-designated time. Naming conventions for
archived footages shall indicate the date and time of coverage (ei:
CC1540H10242014.flv).
i. Malfunction of CCTV Equipment— Any interruption on the operation of

any component of the CCTV system that causes the failure to record video
footages.
1) Prolonged Power Outages — In cases of prolonged power service

interruptions, duty operator shall immediately inform the Head of Office
stating the time/duration of power outage and the said report shall be
forwarded to the next Higher Office. The said incident shall be recorded
in the office journal.
2) Intentionally Damage/Stolen CCTV Component - Any component of

the CCTV system deemed destroyed intentionally or stolen shall be
reported immediately by the authorized user to his/her immediate
superior. Investigation proper shall be conducted by the Head of Office
(Last Touch Principle is applied). The said incident shall be recorded in
the office journal.
3) Wear and Tear— Any CCTV component that has reached its maximum
effectiveness/usefulness shall be reported by the Head of Office
immediately to their respective COMMEL Officer
(a) RCEOs for PROs; and
(b) CES for PNP NHQ, for inspection and proper disposition. The said
incident shall be recorded in the office journal.
4) Replacement of CCTV Component - Replacement of any CCTV

component based on the above premises shall be reported by the Head
of Office immediately to their respective COMMEL Officer.
(a) RCEOs for PROs; and
(b) CES for PNP NHQ, for inspection and evaluation. Schedule the
installation of new CCTV with authorized RCEOs or CES to ensure
appropriate/correct setting and evaluation. The said incident shall be
recorded in the office journal.
j. Environmental Requirements for DVR Systems — To safeguard

equipment and ensure data protection, central recording devices shall be
installed in an area with a controlled environment. All CCTV systems shall
be installed in accordance to the environmental conditions set by the CES.
k. CCTV Equipment Ownership:
1) PNP Procured/Donated CCTV Equipment - All procured/donated

CCTV system/component are owned by the PNP and shall be covered
by Acknowledgement Receipt of Equipment (ARE). In addition, donated
equipment shall be covered with deed of donation.
2) Loaned CCTV Equipment – All loaned CCTV equipment shall be

covered by Memorandum of Understanding.
l. Video Footage Ownership — All video footages recorded on any CCTV

system installed at any PNP Offices/Units shall be deemed property of the
PNP.
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m. Heads of Offices Responsibilities - The Heads of Offices are the primary
responsible people for the overall supervision of the CCTV system installed
within his Office and AOR. They are responsible for the monitoring,
reviewing and retrieval of footage and enforcement of these guidelines.
They may designate an officer to supervise in their behalf provided it is
covered by an office order.
n. Authorized user's Responsibilities:
1) Authorized user/s in the regional office/district office/police station is/are

responsible in the operation of the CCTV systems including the
safekeeping/archiving of all important recording materials. They will also
be responsible for the physical maintenance of the cameras and for the
ongoing software administration of the CCTV systems.
2) Authorized user/s shall immediately submit report to the Operation

Divisions/Sections or Chief of Police Station through his/her immediate
supervisor in the event that an untoward incident is monitored for
appropriate police action.
o. Data Archiving - All incidents monitored and recorded shall be kept by the
authorized user/s in their data repository for future use. It shall be the
responsibility of the Head of Office to inspect on a daily basis the recorded
video footage and maintain a journal to record any observation for future
reference.
p. Disposition and Replacement of Destroyed CCTV Equipment - Duty of

the Day and designated user/s are liable for any damaged/lost of CCTV
equipment or any other related-incident. Any unusual incident that led to the
destruction of the equipment shall be reported immediately. These incidents
shall be subjected to investigation in order to determine the liability of the
duty personnel. The doctrine of "Last Touch Principle" shall be imposed.
Any averment, saboteur, destruction, alteration, mutilation, and the like
which may cause malfunction of the system should be reported to the
incoming duty. An incident report shall be submitted to the Head of Office
for proper disposition.
Whenever a CCTV System is destroyed by one reason or the other, it shall

be the responsibility of the Head of Office to cause its repair and restore its
operational capability and readiness.
In case the CCTV equipment is Beyond Economic Repair (BER) the Head
of Office shall cause the procurement of its replacement; he shall submit his
request directly to the Regional Logistics Division (R4) for the line units and
to the Directorate for Logistics for NSUs.
q. Technical Support - PNP Communications and Electronic Service (CES)

is responsible in providing technical support as the need arises. They shall
enhance capability of their personnel on the operations, maintenance and
repair of CCTV equipment.
r. Prohibition for Unauthorized User - Any personnel who is not designated

or authorized user/operator is not allowed to use or operate the CCTV
equipment.
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s. Maintenance of Requested Video Footages - A database of all requests
shall be maintained by the designated authorized user at the data
repository.
7. All Offices/Units of the PNP, in their pursuit to procure Closed Circuit

Television (CCTV) Cameras, and other Information and Communication
Technology (ICT) equipment shall synchronize their budget requirement in
consonance with their respective Annual Operation Plans and Budget (AOPB).
They shall program to incorporate with their respective budget, enhancement and
modernization of their ICT equipment.
8. ADMINISTRATIVE SANCTION:
Any PNP personnel violating the provisions of this Memorandum Circular shall be
dealt with administratively, with severe penalties, in accordance with the existing
provisions of NAPOLCOM MC 2007-001 (Uniform Rules of Procedure before the
Administrative Disciplinary Authorities and the Internal Affairs Service of the PNP),
Executive Order Nr. 226 entitled: "Institutionalization of the Doctrine of Command
Responsibility in all Government Offices, Particularly at all levels of Command in the
Philippine National Police and Other Law Enforcement Agencies," and other applicable -
laws, rules and regulations.
9. RESCISSION:
All PNP policies, directives, and other issuances inconsistent with the provisions
of this PNPMC are hereby deemed rescinded or modified accordingly.
10. EFFECTIVITY:
This PNPMC shall take effect after 15 days from filing a copy thereof at the
University of the Philippines Law Center in consonance with Sections 3 and 4 of Chapter
2, Book Vll of Executive Order Number 292, otherwise known as the "Revised
Administrative Code of 1987," as amended.
Original Signed
Officer-in-Charge, PNP
Distribution:
Command Group
D-Staff
P-Staff
Dirs, NSUs
RDs, PROs
307
June 07, 2005

NUMBER 2005-03
PERMANENT ISSUANCE OF HANDCUFF
I. GENERAL:
This SOP prescribes the policies and procedures in the issuance of handcuff to
PNP uniformed personnel. The permanent issuance of one handcuff to PNP uniformed
personnel will address the problem of tedious clearing procedures when a PNP uniformed
personnel is reassigned to another unit.
II. OBJECTIVES:
a. To centralize the issuance of handcuff to individual PNP uniformed

personnel with SAO, LSS with the use of Property Accountable Receipt (PAR) which will
be in force from the time of the issuance until the PNP uniformed personnel leaves (by
retirement, resignation, or other mode of separation) the service.
b. To eliminate double or multiple issuance of handcuff Individual PNP

uniformed personnel.
c. To facilitate the identification of the official user of a particular handcuff and

accounting of the same.
III. PROCEDURES:
a. That no issuance of the handcuff shall be made by except those covered by

Supply Directive to be issued by ODL.
b. The issuance of handcuffs to PNP uniformed personnel shall be made

permanent and shall be covered by Property Accountable Receipt (PAR). Each PNP
personnel is only entitle to one handcuff.
c. After the issuance of handcuff to individual PNP uniformed personnel, the

Responsible Supply PNCO (RSPNCO) of the Municipal/City Police Stations and
Provincial/City Mobile Groups (PMGs/CMGs) shall prepare Individual Property
Accountable Receipt (PAR) for all handcuffs issued to their personnel. RSPNCO
concerned shall have these PARs (in 3 copies) signed by the individual concerned with
the attached corresponding "stencils" of the serial number, type/make and other markings
of the handcuff. The third or triplicate copy of the PAR shall be given to the recipient of
the handcuff, the second or the duplicate shall be retained, kept and maintained by the
issuing SAO/Supply PNCO of the unit concerned and the first or original copy of the said
PARs shall be consolidated and forwarded to the Provincial/City SAO/RSPNCO. Same
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procedures shall be followed, from Provincial/City/RMG SAO/RSPNCO up to SAO of
Police Regional Office (PRO) and from SAO PRO to SAO LSS.
d. The Responsible Supply PNCOs and Supply Accountable Officers of PNP

National Operational Support Units shall follow the above procedures at all levels
commensurate and as appropriate to their present organizational set-up.
IV. POLICIES:
a. After covering their handcuff with Property Accountable Receipt (PAR),

PNP uniformed personnel shall always bring with them their issued handcuff wherever
they are assigned. Those who will undergo schooling, both local and abroad, may deposit
their issued handcuff to the RSPNCO for safekeeping.
b. Those leaving the service (by retirement, separation, or other mode of

separation) shall turn-in their issued handcuff to the RMG/PPO/CPO SAO/RSPNCO.
Stencil of the Handcuff serial number and type/make and other markings shall be
stamped to the Property Turn-In Slip (PTIS) to be submitted to the SAO, LSS, thru the
Regional SAO. The SAO, LSS shall in turn issue the Handcuff Clearance to form part of
their retirement/separation papers. Subsequent issuance of turned-in handcuff shall
follow the above procedure.
c. Handcuff losses due to "force majeure" and other fortuitous events such
as fire, theft, robbery, casualty during combat operations and while in the performance of
official duties, shall be cleared with SAO, LSS under the generally accepted clearing
procedures, as follows:
1. Affected party must immediately report such loss to the proper

authority for recording in the Police Blotter and for investigation.
2. The Investigation Report (IR) must thereafter be prepared within

five (5) days after the discovery of the loss. Base from the IR that a legal opinion shall be
rendered whether or not to clear the subject PNP uniformed personnel of his handcuff
accountability.
3. Dropping of losses handcuff shall be done in accordance with the

present Accounting Manual and the approving authority is the Regional Director or its
equivalent.
4. The RLD/PRO SAO shall supervise and guide RSPNCO in the

proper accomplishment of said form.
d. Immediate superiors of PNP uniformed personnel who are

terminated/dismissed/separated/AWOL or died while in the service, shall immediately
cause the turn-in/recall of the issued individual handcuff.
e. Personnel Officers of PROs and NOSUs shall submit a quarterly report

of personnel with Permanent Issuance of Handcuff to SAO, LSS, indicating there in the
gains and losses/change of unit assignment.
f. Loss, damage or unserviceable handcuff shall be immediately reported

to SAO, LSS thru channel. An appropriate investigation shall be conducted at the
Regional level to determine the circumstances surrounding the loss, damage or
unserviceability of the handcuff and whether or not it Was due to negligence or
carelessness of the holder.
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g. PNP uniformed with more than one (1) issued handcuffs shall turn-in
excess handcuff to the SAO who issued the handcuff. Clearing of the handcuff shall then
be initiated by concerned SAOs, in coordination with SAO, LSS. For handcuff directly
turned-in to SAO, LSS, clearing shall be made by SAO, LSS with concerned SAOs.
h. Recall of excess handcuff from those with double or multiple issuances

shall be done in a continuing basis. PNP uniformed personnel who refuses to turn-in
excess handcuff shall be administratively charged for violation of this SOP.
V. EFFECTIVITY:
This SOP shall take effect upon approval.
Original Signed
SERVANDO M HIZON, DSC
310

NUMBER 2015-001
PNP FLEET CARD SYSTEM
1. REFERENCES:
a. SOP Number 2012-002 dated July 20, 2012, subject: Management and
Utilization of Petroleum, Oil and Lubricants (POL) Supplies;
b. PNP approval on the Adoption of the Fleet Card System in the NHQ and
all PNP Offices/Units nationwide;
c. Supply Contract between the PNP and Petron Corporation CY 2015; and
d. PNP NHQ/NSU POL distribution for CY 2015.
2. PURPOSE:
This Standard Operating Procedure (SOP) shall prescribe the policies,

procedures, and responsibilities for the use of the Fleet Card in the PNP.
3. OBJECTIVE:
The PNP Fleet Card System shall provide the Chief of Office and their
Logistics/Supply Officers a secured and very convenient, effective, and efficient way in
managing and controlling their respective POL allocation that can be withdrawn via
Fleet Card from any participating gasoline service stations nationwide that can accept
Fleet Card transactions. It aims to attain the following objectives.
a. Enhance management and control of fuel usage/utilization;

b. Offer protection against tampering and unauthorized use;
c. Easy generation and reconciliation of reports;
d. Convenience in the withdrawal of fuel specially for units that are highly
mobile in their operations and need to refuel along their way; and
e. Economical considering that there is no storage/delivery fee that will be
charged by gasoline stations.
4. GENERAL:
The fleet card program is an automated fuel dispensing system that shall
allow fuel issuance to fleet cardholders in any participating gasoline service station. The
Fleet Card shall be used as authority to draw fuel allocation the way credit card system
works. After each transaction, a receipt in the form of computer generated printout will
be issued wherein desired procurement information such as transaction limit, frequency
or refueling per day, monthly limit, type of POL products/services, etc. are printed. Fleet
card system has a wide service capability or accessibility that will accept transactions
nationwide.
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5. SCOPE:
This SOP shall apply to all PNP offices/units nationwide, starting with the NHQ
PNP, NSU's and Regional Offices, and other PNP Special Offices/Units
a. Admin Card — The admin card can be used by any driver/vehicle allowed
by the Logistics Officer or any officer designated by the Chief of Office.
The office/unit's name is embossed on the face of the card. It operates like
a regular credit card. The use and control of the Admin card will be
monitored and controlled by the Logistics Officer or the designated officer.
b. Driver Card — The driver card operates like a regular credit card. The card
holder's name and office/unit are embossed on the face of the card. Limits
are tied up to the individual.
c. Driver-Vehicle Card — The Driver-Vehicle card is applicable to

offices/units with specific vehicles assigned to specific employees. The
driver's name, office/unit and vehicle description such as plate number,
make, and model are embossed on the face of the card. The driver-vehicle
card has the odometer checking facility to determine the distance traveled
by a vehicle.
d. Equipment — Any PNP apparatus, machine or device that works using

fuel in operation and maintenance.
e. Fleet Card — A fleet card is a credit card that may be issued to PNP units
and personnel for the purpose of acquiring POL products chargeable
against the PNP POL account. It is a charge card designed to enable
authorized PNP personnel to make fuel purchases, change oil, and oil filter
replacement for PNP vehicles, other authorized vehicles, and equipment
for use in PNP operations and other activities.
f. Fleet Card Manager — The Chief POL Section, SMD, DL is designated as

the Fleet Card Manager of the PNP.
g. Gasoline Service Station (GSS) — Refers to sales commercial outlets of

oil companies with petroleum fuel pumping stations and also selling engine
oil, lubricants, and services.
h. Other Authorized Vehicles — Vehicles not owned or not registered in the

name of the PNP but are used for PNP operations and other related
activities. These vehicles include those on actual loan to the PNP, rented
or leased vehicles and other vehicles which by written authority of the Chief
of Office/Unit are used for official activities.
i. Payment Terms — The credit term of 30 days wherein purchases for the
month shall be due and payable on the last working day of the following
month.
j. Petroleum, Oil, and Lubricants (POL) — Refer primarily to gasoline/diesel

fuel, Oil and lubricants.
k. PNP Central Office — Refers to the offices at the National Headquarters

of the Philippines National Police (NHQ-PNP), National Administrative
Support Units (NASU) and their Regional Offices, National Operational
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Support Units (NOSU) and their Regional Offices, Task Forces, and other
PNP Units.
l. PNP Vehicles — Marked or unmarked vehicles owned by the PNP or local

government issued vehicle to the PNP for police operations and other
activities (motorcycle, aircraft, sea craft, passenger carrying vehicle).
m. Point of Sales (POS) — Terminals that are equipped with GPRS (General
Packet Radio Service) capability for wireless communications. This
technology allows us to affiliate a Petron Service Station to handle fleet
card transactions even in areas that have no telephone lines.
n. Special Fleet Card — A fleet card for procurement of fuel where meter
tracking is neither practical nor cost effective. It may be used during
emergencies, troop movements, for search and rescue operation
equipment, auxiliary or mobile tanks or trailers .
o. Supplier — Refers to the company contracted by the PNP to supply its

POL requirements.
p. Unit Fleet Card Inspector — The Unit Supply and Logistics Officer is the
designated Unit Fleet Card Inspector.
q. Vehicle Card — The office/unit and vehicle descriptions are embossed on

the face of the card, and can be used by any authorized driver. Applicable
to offices/units with several vehicles and pool drivers.
7. POLICIES:
a. The annual POL program shall be based on the approved PNP Annual
Operating Plans and Budget (AOPB) pursuant to the Annual General
Appropriations Act;
b. POL procurement shall comply with the provisions of Republic Act No.
9184 and its Implementing Rules and Regulations, and Presidential
Decree Number 1445, otherwise known as "Government Auditing Code
of the Philippines";
c. POL supply contract shall be obtained through regular bidding except

when circumstances warrant other modes of procurement prescribed in
Republic Act Number 9184 and its Implementing Rules and Regulations;
and
d. The utilization of POL funds shall be based on the program issued by the
DL. No payment chargeable against POL funds shall be made without due
approval/endorsement by TDL.
8. PROCEDURES:
a. General:
1) NHQ/NSU office/units which shall avail of the fleet cards must submit
their distribution program to the Office of the Director, Directorate for
Logistics, Attention: Chief, POL Section, SMD who shall in turn
coordinate with the Gasoline Service Station for the issuance of the
fleet cards;
313
2) The issuance of fleet cards and corresponding credit shall be based
on the program submitted by concerned units and limited by their
respective POL fund allocation program;
3) The fleet card shall be a Postpaid Credit facility subject to restrictions

stipulated under this SOP on Fleet Card. Users are not allowed to
withdraw fuel beyond the cards' limit;
4) Assigned monthly credit limits are constant and the unused balance
at the end of its billing period will not be credited to the following
month;
5) The Fleet Card shall be for official use of PNP organic personnel, PNP
vehicles or other vehicles as authorized by their respective Chief/Head
of Office;
6) A written request must be submitted to the Directorate for Logistics

whenever a card user intends to terminate/cancel or stop his/her
availment of Fleet Card subject for approval;
7) The Petroleum, Oil and Lubricants Section, (POLS) SMD, ODL is the
only office authorized to issue fleet cards, in coordination with the
contracted fleet card service provider; and
8) In case of mechanical defect wherein fleet card erroneously allows

higher or unlimited transactions, the end users should not take
advantage to withdraw fuel beyond his credit limit. Any purchases
beyond the limit will be charged to the end user.
b. Loading of Fuel — the "no card, no fueling" arrangement shall be strictly

implemented. Similar to credit cards, fuel may be loaded into the vehicle
upon presentation of the fleet card. However, the amount of fuel to be
dispensed shall be within the available balance of each card.
c. Balance Inquiry — Whenever practicable, the fleet cardholder shall

perform a balance inquiry prior to loading fuel to check the available
balance and other related information.
d. Transaction Slips — After each transaction, a receipt in the form of

computer printout in three copies shall be issued. Fleet card holders shall
sign all the copies of the receipt and retain the customer copy for
file/reference.
9. SPECIAL INSTRUCTIONS:
a. The fleet card shall be used for refueling only. Under no circumstances
shall the card be used for purposes other than the withdrawal of fuel
products such as gasoline, diesel, and lubricants, change oil services,
and oil filter replacement;
b. Procurement of higher octane fuel (Blaze or Diesel Turbo) can be allowed

only during emergency situation, police operation, and other activities or
as required by the vehicle operations manual;
c. Fleet card holders who may have questions regarding the propriety of a
particular transaction should consult their respective Logistics/Supply or
314
Admin Officer and/or the Chief, POL, SMD for guidance and assistance
prior to the use of the card;
d. Fleet Card System is automated wherein monthly allocation has a fixed

amount or liters and any un-used allocation will not be carried over or
transferred to the succeeding month. It will be considered as government
savings and can be used to augment other police operations;
e. Fleet Card is issued to units and offices and not as PERSONAL

PROPERTY of the Card Holder. In case of relief or reassignment, it is the
responsibility of the Supply/Logistics or Admin Officer to get the fleet card
and re issue the same to the incoming officer;
f. Any officer/Fleet Card holder who retired or is attrited from the PNP
Service or transferred to other units shall turn over the Fleet Card to his
Supply/Logistics officer;
g. If the fleet card is lost or stolen, the unit/Fleet Card user is responsible for
the charges that may be incurred through the use of the card until the
Chief, POL, SMD has been notified of its loss. The user must report the
lost fleet card number to the Chief, POL, SMD in writing. The cost for the
issuance of a replacement card shall be borne by the user/cardholder;
h. The safeguard of the card is the responsibility of the user. Extra care and
attention must be exercised in the use/utilization and safekeeping of the
card. It must never be left unattended to prevent losses and/or any
damage to the card;
i. In some instances wherein there are no available Petron Gas Station

using Fleet Cards Machine in their area, the unit concerned should
request for the installation of said machine addressed to POL, SMD
subject to the approval of Petron Corporation; and
j. Fleet Card shall not be used to procure groceries, vehicle accessories

and service repairs.
a. Directorate for Logistics
1) Responsible for the programming and allocation of POL products to

NHQ and all PNP Offices/Units nationwide;
2) Develops/monitors and implement the policies and guidelines

governing the use of Fleet Card;
3) Responsible for the overall supervision, control, and oversight of the

issued Fleet Card;
4) Process all requests for activation/deactivation of Fleet Card of PNP

Units chargeable against their POL allocation;
5) Endorses the change of name, transaction limits, and frequency count

of fleet card to Petron Corporation;
6) Process the request for termination of Fleet card of resigned, retired,

and attrited PNP personnel; and
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7) Closely coordinates with Petron Corporation on all the queries of Fleet
Card users.
b. Head of Offices/Units
1) Responsible for the efficient and effective control of the distribution of

fuel and other POL products to their subordinate offices/units and
personnel;
2) Responsible for the issuance, control, monitoring, and proper usage

of the Fleet Cards of their personnel;
3) Responsible for the reporting of the loss of the issued Fleet Cards and
shoulders the cost of replacement and other incidental expenses that
maybe required; and
4) Office/Unit Logistics/Supply Officer shall monitor fleet card

transactions through statistical sample and/or reports that will be
generated such as Monthly Statement of Accounts and Card Analyses
Report. Any discrepancy/cies noted must be reported to the Chief,
POL, SMD for appropriate action.
c. Supply/Logistics Officer (Fleet Card Inspector)
1) Provide guidance and assistance to all fleet Card Users;
2) Monitors the resignation, retirement, and attrition of personnel and

request for the cancellation/termination of Fleet Card;
3) Ensures that al! Fleet Card users read and understand the Fleet Card
User Guide and this SOP on Fleet Card;
4) Endorses all requests for Fleet Card changes to POL Section, SMD,
ODL;
5) Supervises that Fleet card are not utilized for unauthorized purchases
and services;
6) Ensures that Fleet cards are used only by the respective Fleet Card
Users for PNP operations and other related activities; and
7) Maintain records of all Fleet Card details and the respective Fleet Card
users.
d. Fleet Card Users
1) Reads and understands Fleet Card User Guide and PNP SOP on
Fleet Card;
2) Turn over the Fleet Card to the Supply/Logistics Officer in case of

reassignment, resignation, retirement, and other form of attrition;
3) Shall make authorized purchases only of fuel (gasoline/diesel,

lubricants, and services for change oil and fuel filter replacement);
316
4) Select the most economical/competitive fuel provider in your area;
5) Shall not purchase groceries. vehicles accessories, and service

repairs;
6) Adhere with the guidelines and restrictions of Fleet Card SOP;
7) Ensure that refueled vehicle is for PNP operations, liaisoning and

other related activities; and
8) Report ASAP if fleet Card was stolen/damaged and request for

replacement through your Supply/Logistics Officer (Fleet Card
Inspector).
All other SOPs, directives, and issuances contrary to this Standard

Operating Procedure are hereby rescinded .
12. LIABILITY CLAUSE:
Any violation of this SOP on PNP Fleet Card System shall be dealt with
accordingly.
13. EFFECTIVITY:
This SOP 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 292
otherwise known as the "Revised Administrative Code of 1987," as amended.
Original Signed
RICARDO C MARQUEZ
Chief, PNP
317
July 20, 2012

Number 2012-002
MANAGEMENT AND UTILIZATION OF PETROLEUM, OIL AND

LUBRICANTS (POL) SUPPLIES
1. REFERENCES:
a. Supply Contract between the PNP and Petron Corporation;

b. Republic Act Number 9184, entitled "An Act Providing for the
Modernization, Standardization and Regulation of the Procurement
Activities of the Government and for Other Purposes";
c. Presidential Decree Number 1445, otherwise known as the "Government
Auditing Code of the Philippines"; and
d. Standard Operating Procedure Number 2009-1 of 2009.
2. GENERAL:
a. Petroleum, Oil and Lubricants (POL) are critical items in the supply inventory of
the PNP. Its mobility and electric power requirements are greatly dependent on
these items. The absence or lack of POL supplies will hamper if not paralyze
the delivery of police and public safety services to the people including internal
security operations.
b. In previous years, Petron Philippines supplied the POL requirements of the

PNP as embodied in the supply contract entered into by both parties However,
it was observed that in the implementation, said contract is disadvantageous to
the government, more so to the end users for the following reasons:
1) The bulk price given by Petron is higher than the pump prices at Gasoline
Service Stations (GSS);
2) Procuring units do not benefit from the lower prices brought about by the
price war among oil companies;
3) GSS charge five percent (5%) to ten percent (10%) storage fee for fuel
deposited by PNP units into their pumping facilities. This further reduces
the meager allocations of end users; and
4) Inconvenience in the withdrawal of fuel specially for units that are highly
mobile in their operations and need to refuel along their way during troop
movements.
c. In this regard, it is deemed necessary to devise a new POL management

system to address the above concerns.
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3. PURPOSE:
This Standard Operating Procedure (SOP) shall prescribe the system in the
management and utilization of POL supplies of the PNP Central Office.
4. SCOPE:
It shall apply to all offices in the PNP National Headquarters and National Support
Units and shall cover the purchase, issuance, utilization and payment of POL supplies.
Applicable provisions of this SOP shall likewise apply to POL management and utilization
in Police Regional Offices (PROs).
a. Delivery Advice (DA) - The document used for Credit Purchase Orders.
b. Depository Service Station (DSS) - Any gasoline service station, with which the
PNP and the supplier have an arrangement for the storage of PNP POL
supplies.
c. Fleet Card - A fleet card is a credit card that may be issued to PNP Units for
purposes of acquiring POL products chargeable against the PNP POL account.
It is designed for the operation of a large-scale transport system. It allows for
simple tracking of expenses since each unit/office's specific personnel in charge
of any given vehicle can be issued a unique fleet card.
d. Gas Coupon/Money Value Coupon - A document issued by POL officers

authorizing the withdrawal of gasoline/diesel fuel from PNP deposits.
e. General Dispatch (GD) - Refers to the transport of personnel, materials,

equipment or other operational or administrative necessities using organic,
rented or loaned vehicles, aircrafts or watercrafts. The transport shall be duly
approved by the Directorate for Logistics and implemented by the Logistics
Support Service.
f. Gasoline Service Station (GSS) - Refers to sales outlets of oil companies with
petroleum fuel pumping stations and also selling engine oil and lubricants.
g. Notice of Fund Availability (NFA) - A notice issued by the Directorate for

Comptrollership (DC) informing a concerned unit of the availability of funds for
the payment of a particular procurement.
h. Organic PNP Vehicles/Watercraft/Aircraft/other equipment - All surface

vehicles/watercraft/aircraft owned and registered in the name of the PNP to
include engineering equipment. They are referred to as authorized
vehicles/watercraft/aircraft/other equipment.
i. Other Authorized Vehicles - Vehicles not owned or not registered in the name
of the PNP but are used for PNP-related activities. These vehicles include those
on actual loan to the PNP by the Local Government Units (LGU) and other
vehicles which by written authority of the Chief of Office/ Unit are used for official
activities.
j. Petroleum, Oil and Lubricants (POL) - Refer primarily to gasoline/diesel fuel,

oil and lubricants.
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k. PNP Central Gas Station (CGS) - The gasoline station being maintained and
manned by PNP personnel located inside NHQ, Camp Crame, Quezon City.
l. PNP Central Office - Refers to the PNP Offices not under the category of
territorial units such as the National Headquarters of the Philippine National
Police (NHQ-PNP), National Administrative Support Units (NASU), National
Operational Support Units (NOSU), and Offices, Task Forces and Units under
the functional supervision of the NHQ-PNP
m. Purchase Order (PO) - Refers to the document duly approved by the Chief,
PNP or the PNP Regional Directors, as the case may be, ordering purchase of
POL products stating therein the specification, quantity and price of the same.
n. Supplier - Refers to the company contracted by the PNP to supply its POL
requirements.
o. Supply Directive (SD) - A document authorizing the issuance of supplies to a

certain unit or office duly approved by The Director for Logistics (TDL).
6. POLICIES:
a. General Policies
1) The annual POL program shall be based on the approved PNP Operating
Program and Budget (OPB) as shown in the General Appropriations Act;
2) POL procurement shall comply with the provisions of Republic Act No. 9184
and its Implementing Rules and Regulations, and Presidential Decree
Number 1445, otherwise known as "Government Auditing Code of the
Philippines";
3) POL supply contract shall be obtained through regular bidding except when
circumstances warrant other modes of procurement prescribed in Republic
Act No 9184 and its Implementing Rules and Regulation;
4) The utilization of POL funds shall be based on the program issued by the
DL. No payment chargeable against POL funds shall be made without due
approval/endorsement by TDL;
5) Petroleum fuels reserved for contingency purposes of NHQ, PROs and

NSUs shall be supplied through deliveries to DSS or PNP-owned service
stations. NSU field offices that have no access to fleet cards shall likewise
be covered by this provision;
6) The Logistics Support Service (LSS) shall be the implementing unit for the
procurement of POL supplies for the PNP Central Office;
7) The office of the Assistant Regional Director for Logistics (ARDL) shall
implement the bulk procurement of POL supplies at the PRO level;
8) For purposes of economy and convenience, the PROs may adopt the supply
contract committed by the PNP Central Office;
9) Withdrawal of fuel may be done using the following modes:
a) Gas Coupon/Money Value Coupon; and
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b) Fleet Card
10) Regular POL supplies for the NHQ-PNP and NSUs shall be allocated
through the fleet card system of oil companies contracted by the PNP for
convenience and effective management. Regional Offices of NSUs that
have participating GSS in their area of operation shall likewise be covered
by fleet cards;
11) The PROs may adopt the fleet card distribution system of POL supplies
when deemed economical and convenient for end users;
12) Only organic vehicles, aircraft and watercraft or engineering equipment in

running condition and other vehicles duly authorized to be used for official
functions by Chiefs of Offices/Units shall be entitled to regular POL
allocation;
13) No one is allowed to draw PNP fuel supply to be loaded in a container,

except on extreme necessity such as troop movement, operational
dispatches and the like requiring immediate action or unless authorized by
this SOP, the CPNP, TDO, TDL or Directors of NSUs;
14) The PROs shall issue their respective POL management policies and
guidelines in conformity with the provisions of this SOP; and
15) The Central Gas Station shall be operated and maintained by the LSS with
the purpose of dispensing POL for general dispatch and storing reserve
POL supplies which can be used during emergency situations.
b. Delivery Advice
1) All Delivery Advices shall be duly approved by TDL;
2) The Delivery Advice shall bear the name of the end user, the depository
station, and the quantity and type of fuel;
3) Deliveries shall be addressed to PNP-owned GSS or to private/commercial

GSS near the office of the concerned PNP unit with whom the supplier has
a storage arrangement; and
4) Storage fee shall be borne by the supplier contracted by the PNP

Corresponding storage fee shall be deducted from the billing for deliveries
to be stored in PNP-owned fuel stations.
c. Gas Coupon/Money Value Coupon
1) The DSS shall issue gas coupons equivalent to the fuel deposited to the
unit end user. The coupons shall be surrendered in exchange for their fuel
equivalent. A "no gas coupon no fueling" policy shall be observed;
2) The DSS shall be responsible for keeping records of deposits and

withdrawals and shall furnish the POL Section, DL with a report upon
consumption of a particular deposit;
3) The authority to sign and issue gas coupons and RIS for withdrawal of POL
supply from the Central Gas Station shall be delegated to the Chief, POL
Section, DL; and
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4) The authority to sign and issue gas coupons for withdrawal of POL supplies
of NSUs shall be delegated to their respective Logistics Officers.
d. Fleet Card
1) The issuance of fleet cards and corresponding credit shall be based on the
program submitted by concerned units and limited by their respective POL
fund allocation;
2) The fleet card shall be a postpaid credit facility subject to restrictions

approved by the DL. Users are not allowed to withdraw fuel beyond the
cards' credit limit;
3) Assigned monthly credit limits are constant and the unused balance at the
end of its billing period will not be credited to the following month;
4) The DC shall regularly issue NFA for the payment of fleet card credits
chargeable against POL funds;
5) The Petroleum, Oil and Lubricants Section, ODL is the only office
authorized to issue the fleet cards, in coordination with the contracted fleet
card service provider; and
6) The fleet card shall be primarily used for refueling. Unless specifically
allowed by the DL, the card shall not be used for procurement of oil,
lubricants and other services.
7. PROCEDURES:
1) The NHQ-PNP shall conduct bidding for the supply of POL requirements of
the PNP Central Office. The DL shall enter into a supply agreement with
the winning bidder;
2) The DL will prepare the regular POL supply program for the NHQ and NSU
Offices and Supply Directive for additional POL support to the NSUs and
PROs as basis for the preparation of Delivery Advice;
3) The DC shall be furnished with the POL supply program and supply
directive for the issuance of corresponding NFA;
4) Upon receipt of NFA, the LSS shall prepare the Purchase Order (PO) for
the procurement of the required POL item;
5) Based on the PO, the POL Section, DL shall prepare the Delivery Advice
(DA) and upon approval, will forward to the accredited supplier Head Office
for processing;
6) The Processed DA shall be retrieved by the POL Section, DL from the

supplier Head Office and will issue same to the concerned Office/Unit;
7) The DA will be presented to the supplier's bulk plant/depot which will

consequently cause the delivery of the POL item to the specified DSS of
the concerned Unit;
8) Except for deliveries to the PNP Central Gas Station, the recipient of the
POL supply shall retrieve the Delivery Receipt from the depository service
stations and submit the same to the POL Section, DL; and
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9) The POL Section, DL shall consolidate all Delivery Receipts/lnvoices and
RIS for submission to the office of the Supply Accountable Officers (SAO)
PNP- wide for liquidation purposes.
1) Responsible for the program, processing and allocation of POL funds of the
PNP Central Office;
2) Issue Supply Directive for POL support to the NSUs and PROs; and
3) Indorse POs, vouchers and approves Delivery Advices.
b. Directorate for Comptrollership
1) Issue corresponding NFA to the LSS based on the POL Supply Program or
Supply Directive from the DL; and
2) Process payments of purchased POL supplies.
c. LSS
1) Prepare a POL program for the PNP Central Gas Station for use on General
Dispatch and for other purposes subject to the approval by the DL; and
2) Implement POL procurement based on the program or supply directive

issued by the DL.
d. POL Section, DL
1) Responsible for the preparation of POL program for the approval of TDL;
2) Monitor the implementation of the POL program;
3) Receive and address concerns, complaints, suggestions and

recommendations pertaining to the POL management; and
4) Issue gas slips for the withdrawal of POL supply from CGS or authorized
depository service stations.
e. NSUs
1) Prepare and recommend their respective POL program to the DL;
2) Monitor and ensure that the utilization of POL fund is in accordance with
this SOP and other policies and directives existing or issued hereafter; and
3) Designate personnel in charge of POL to receive, account, safeguard and

control issuances of the POL products.
f. Supply Accountable Officer (SAO) PNP
1) Countersign the RIS and DA;
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2) Consolidate all RIS and Delivery Receipts/lnvoices for submission to
Accounting Division, DC; and
3) Maintain records of POL supplies.
All other SOPs, directives and issuances contrary to this Standard Operating
Procedure are hereby rescinded.
10. LIABILITY CLAUSE:
Appropriate criminal, civil or administrative sanctions shall be imposed for any

violation of this SOP
11. EFFECTIVITY:
This SOP shall take effect fifteen (15) days from filing a copy thereof at the UP
Law Center in consonance with Section 3, Chapter 2, Book Vll of Executive Order 292
otherwise known as the "Revised Administrative Code of 1987", as amended.
Original Signed
NICANOR A. BARTOLOME, CSEE
Chief, PNP
324
January 16, 2007

NUMBER 2007-01
PNP FLEET CARD SYSTEM
I. REFERENCES:
a. SOP Number 7 dated 10 September 1996, subject: Issuance and Control of

POL Products
b. Adoption of the Fleet Card System POL distribution to all NHQ and NSU Offices
approved by the CPNP
c. MOA between the PNP and PETRON Corporation
d. Approved PNP NHQ/NSU POL distribution for CY 2007
II. PURPOSE: This Standard Operating Procedure (SOP) shall prescribe the
policies, procedures and responsibilities for the use of the Fleet Card System in the PNP
III. OBJECTIVE: The PNP Fleet Card system shall provide Chief of Offices/Logistics
personnel a secured and convenient way of managing and controlling their respective
POL allocation which are stored in selected Petron service stations. It aims to attain the
following objectives:
a. Enhance management and control of fuel usage/utilization.

b. Offer protection against tampering and unauthorized use.
c. Easy generation and reconciliation of reports.
d. Promote supply economy.
IV. GENERAL: The fleet card program is an automated fuel dispensing system that
shall allow fuel issuance to fleet cardholders in any participating Petron service station.
The Fleet card shall be used as authority to draw fuel allocation (diesel and gasoline) the
way credit cards works. After each transaction, a receipt in the form of computer printout
will be issued wherein desired logistics information such as transaction limit, frequency of
refueling per day, monthly limit, etc. are printed.
V. SCOPE:
This SOP shall apply to all PNP units/offices, starting with the NHQ and NSU's,
other PNP offices in the PRO's may adopt the fleet card system if practicable.
VI. POLICY: The Fleet card appears basically the same in appearance and
dimensions as most credit cards. The PNP Fleet Card maybe issued in any of the
following types:
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a. Operator Card (Positional Card) The operator (positional) card shall operate
like a credit card. The Position of the cardholder shall be embossed on the face of the
card. The limits are linked to the user and the cardholder can bring any vehicle. This card
is transferable to the next chief of office.
b. Admin Card — The -Admin card allows any driver to use the card. The
Units/Office Name will be embossed on the face of the card. No signature verification will
be required. The use and control of the Admin card will be monitored and controlled by
the Logistics Officer or other officer that maybe designated by the Chief of Office.
c. Operational Card - The operational card allows any driver to use the card and
any vehicle may be filled with POL, subject to the approval and discretion of the Chief of
Office.
d. Vehicle Card - The vehicle card allows any driver to use the card. The vehicle
card is linked to vehicle. There is no signature verification required. The card can be used
by any driver provided the designated vehicle identified in the card shall be the one to be
loaded with the POL product.
VII. PROCEDURES:
a. General:
1) NHQ/NSU offices/units who will avail of the fleet cards must secure and
accomplish an application form and submit the same to the Office of the Director,
Directorate for Logistics, attention: Chief, POL Section who shall coordinate with Petron
Corporation for the issuance of the fleet cards.
2) NHQ/NSU offices must submit the desired POL allocation per fleet card for
the ensuing month/quarter to the Chief, POL Section NLT the 23rd day of every month or
one week before the end of the month.
3) POL Section, ODL shall consolidate the POL allocation schedule of the
NHQ/NSU unit/office and coordinate with Petron Corporation for the encoding/reloading
of the new allocation/limits in the different cards.
4) POL Section shall issue Delivery Advises (DA) corresponding to the new
limits to be reloaded in the fleet cards of NHQ/NSU units/offices chargeable against the
respective unit/offices approved allocation.
b. Loading of Fuel - the "no card, no fueling" arrangement shall strictly be

implemented. Similar to credit cards, fuel maybe loaded into the vehicle upon
presentation of the fleet card. However, the quantity of fuel to be dispensed shall be within
the available balance of each card.
c. Balance Inquiry - Whenever practicable, fleet cardholder shall perform a

balance inquiry prior to loading fuel to check available limits and other related information.
d. Transaction Slips - After each transaction, a receipt in the form of computer

printout printed in 3 copies shall be issued. Fleet card holders shall sign all the copies of
the receipt and retains the customer copy for file/reference.
e. Reloading of Monthly Credit - the reloading of credit shall be done monthly

wherein corresponding Delivery Advice (DA) chargeable against the unit/office allocation
shall be issued by POL Section, ODL. All cards will be reloaded with the new limits at
POLS/Petron Corporation, as the case maybe.
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VIII. SPECIAL INSTRUCTIONS:
a. The Petroleum, Oil and Lubricants Section, ODL is the only office authorized
to issue the fleet cards, in close coordination with Petron Corporation.
b. The fleet card shall be used for refueling only. Under no circumstances shall
the card be used for other purposes other than the withdrawal of fuel products such as
gasoline (Premium/Unleaded) and diesel only.
c. Fleet card holders who may have questions regarding the propriety of a
particular transaction should consult their respective Logistics/Supply officers and/or the
Chief, POL for guidance and assistance prior to the use of the card.
d. Unit/Office Logistics/Supply Officer shall monitor fleet card transactions

through statistical sample and/or reports that will be generated such as Monthly
Statement of Accounts and Card Analyses Report. Any discrepancy/ies noted must be
reported to the Chief, POL for appropriate action.
e. If the fleet card is lost or stolen, the unit/user is responsible for the charges
that may be incurred through the use of the card not until the Chief, POL has been notified
of its loss. The user must report the lost fleet card number to the Chief, POL in writing.
The cost for the issuance of a replacement card shall be borne by the user/cardholder.
f. The safeguard of the card is the responsibility of the user. Extra care and
attention must be exercised in the use/utilization and safekeeping of the card. It must
never be left unattended to prevent losses and/or any damage to the card.
g. PNP Fleet Cards maybe honored only in selected participating Petron Service
Stations that will be provided soonest.
IX. RESPONSIBILITIES:
1. DIRECTORATE FOR LOGISTICS
- Responsible for the program and allocation of POL products to the

different NHQ/NSU offices/units
- Responsible for the overall supervision, control and oversight of the issued
Fleet Card or Automated Gas Card.
2. DIRECTORIAL STAFFS and DIRECTORS, NATIONAL SUPPORT UNITS
- Responsible for the efficient and effective control of the distribution of fuel
and other POL products to their subordinate units/offices and personnel.
- Responsible for the issuance of the Automated Gas Cards to their

personnel and submits reports of consumption as maybe required by the Directorate for
Logistics.
- Responsible for the report of Joss of the issued Automated Gas Cards
and shoulders the cost of replacements and other incidental expenses that maybe
required.
X. EFFECTIVITY:
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Original Signed
JOSE ANTONIO C SALVACION, CSEE
Police Director
328
Department of Interior and local Government
December 28, 2009

Number 2009-01
ISSUANCE AND CONTROL OF PETROLEUM, OIL

AND LUBRICANTS (POL) PRODUCTS
I. REFERENCES:
1. MOA between the PNP and Petron Corporation;

2. COA Manual on Audit for Fuel consumption of Government Motor Vehicle
dated September 26, 1996;
3. AFP Logistics Directive Number SP-89-01 dated January 3, 1989; and
4. Standard Operating Procedure Number 7 dated September 10, 1996.
II. GENERAL:
The Philippine National Police (PNP), being a big consumer of POL products,
procures and issues the said items on a regular basis and in huge quantifies. Petroleum,
Oil and Lubricants or simply POL, are critical items in the Philippine National Police (PNP)
due to its high consumption rate, exorbitant cost and pilferage susceptibility, hence, there
is a need to establish an efficient and effective management system to minimize the PNP
expenditures and losses.
III. PURPOSE:
This Standard Operating Procedure (SOP) shall prescribe the procedures to be

observed in the management of POL products in the PNP.
IV. SCOPE:
It shall apply to all PNP units\offices and shall cover the acquisition, storage,
distribution and transport; issuance and utilization; and payment and liquidation of the
subject commodities.
V. DEFINITION OF TERMS:
1. Petroleum, oil and Lubricants (POL) - refers primarily to gasoline/diesel

fuel, oil and lubricants.
2. Issuing Authority - the Directorate for Logistics (DL) is the sole authority
for issuing POL products to NHQ and NSUs through the Director, Logistics Support
Service at the NHQ level while it is the Regional Director through the Chief, RLD at the
regional level.
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3. POL Officer or the Regional Logistics Officer — the officer primarily
responsible for the safe storage, proper issuance and accounting of POL products issued
and deposited into the gas station of his jurisdiction.
4. Gas Coupon/Money Value Coupon/Requisition and Issue Slip (RIS) - a

document issued by POL officers to the different PNP units/offices under his jurisdiction
and in turn issued to authorize vehicle users which shall serve as basis for the issuance
of gas\diesel fuel.
5. Organic PNP Vehicles/Watercraft/Aircraft/other equipment — all

surface vehicles/watercraft/aircraft owned and registered in the name of the PNP to
include engineering equipment. They are referred to as authorized
vehicles/watercraft/aircraft/ other equipment.
6. Other Authorized Vehicles - vehicles not owned or not registered in the

name of the PNP but are used for PNP related activities. These vehicles include those on
actual loan to the PNP by the local government unit (LGU) and those owned by the PNP
personnel who by virtue of their positions or designations are authorized to be issued
PNP vehicles but are not issued due to the non-availability of said vehicles. Other
authorized vehicles shall be determined by the Chief of office/Unit.
7. Purchase Order - refers to the document duly approved by the Chief, PNP
or the PNP Regional Directors, as the case maybe, ordering for the purchase of POL
products stating therein the specification, quantity and price of the same.
8. PNP Central Gas Station - the gasoline station being maintained and
manned by PNP personnel located inside NHQ, Camp Crame, Quezon City.
9. Supplier — refers to the duly recognized Petroleum Corporation with whom

the PNP has entered into an agreement for the purchase of its petroleum requirements.
VI. POLICIES:
1. Annual POL program shall be based on the approved PNP Operating

Program and Budget (OPB) as shown in the General Appropriations Act.
2. The PNP shall purchase from a duly recognized and acceptable supplier all
its petroleum products and fuel service requirements in such quantity or quantities as
maybe indicated in the Purchase Orders to be served to said supplier.
3. The procurement of POL products shall be within the approved program

and shall be done in the NHQ and Regional level.
4. Deliveries of POL shall be made by the supplier direct to the gasoline station
nearest the PNP customer unit as indicated on the delivery advice approved by TDL or
the PNP Regional Director as the Case maybe. Direct into-plane service of aviation fuel
at locations where supplier has into-plane refueling facilities and maintain-stocks of Jet
A-1 and/or AVGAS 100LL, shall be made available by the other party.
5. The POL Officer or the Head of the recipient unit shall acknowledge receipt
of the delivered petroleum products on the invoice receipts, which shall be conclusive
proof of acceptance and conformity to the specifications set by the Memorandum of
Agreement (MOA). The entire inspection report portion of the invoice receipt must be
filled-up by the Supply Accountable Officer (SAO) or other persons authorized to perform
the said responsibility.
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6. Gasoline/Diesel fuel shall be distributed to subordinate PNP units in
accordance with the 15-85 percent downloading of resources. Oil and Lubricants shall be
issued semi-annually for maintenance purposes of vehicles/watercraft/aircraft.
7. Only organic vehicles and other authorized motor vehicles or engineering

equipment in running condition shall be entitled to POL allocation.
8. Fuel consumption of government motor transportation shall be properly

controlled and accounted through approved RIS or equivalent. Issuance shall be by ten
(10) liters gas coupon or its equivalent-money-value coupon at the time of issuance. POL
officer or his equivalent shall ensure weekly calibration of fuel meters in the PNP Central
Gas Station.
9. The entries on the gas coupon as to the validity, amount and kind of fuel
shall be strictly observed.
10. No one is allowed to draw gasoline from any PNP Gas Dump to be loaded
in a container, except on extreme necessity such as troop movement, operational
dispatches and the like requiring immediate action or unless authorized by this SOP, the
CPNP, TDO, TDL or PNP Regional Directors in their respective AOR.
11. The sole authority to sign and issue gas coupons and RIS shall be vested
with the Chief, POL Section, DL and the Regional Logistics Officer as the case maybe.
12. Liquidation of invoices in the NHQ level shall be done by the POL Section,
DL while at the PNP regional level it shall be done by the Regional Logistics Division.
PNP units\end-users shall submit liquidating instruments (Invoices, RIS, Delivery Advises
and Report of Consumption) directly to the responsible offices as the case maybe.
13. Representatives from DL, DC, LSS and Supply Accountable Office shall
inspect deliveries of POL products at the PNP Central Gas Station. Findings on said
delivery shall be reflected in the portion of the Invoice Receipt pertaining to inspection.
14. PNP COA shall be informed of POL deliveries within 24 hours. The Auditor
may inspect the same personally or through his duly authorized representative.
15. PNP Units are encouraged to devise their respective regulation in

consonance with this SOP.
Vll. FORMS, RECORDS AND REPORTS:
1. Requisition and Issue Slip or Equivalent
2. Delivery Advice or Equivalent
3. Invoice Receipt
4. POL Consumption Report
Vlll. PROCEDURES:
1. ACQUISITION OF POL PRODUCTS
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a. Based on the approved OPB, DC shall issue a Notice of Fund Allocation
(NFA) to LSS for the payment of current quarter POL products requirement of the
PNP. In the case of the PNP Regional Offices, Notice of Cash Allocation (NCA) is
directly issued by DBM to the region.
b. LSS prepares the Disbursement Voucher (DV) and Purchase Order (PO)
which are subsequently approved by the Chief, PNP and issued in favor of the
supplier. In the case of the PNP Regional Offices, the preparation of the DV and
PO shall be done by RLD and approved by the Regional Director. ODC certifies
the availability of fund and conducts the Pre-Audit and Final Examination. Finance
Service prepares the check for signature of C, PNP.
2. DISTRIBUTIONAND TRANSPORT OF POL PRODUCTS
NHQ Level –
a. POL Section, DL prepares the quarterly POL program and Delivery

Advices (DA) for the approval of TDL every last month of each
preceding quarter.
b. POL Section, DL forwards the DA to the accredited supplier Head

Office for processing.
c. Processed DA shall be retrieved by POL Section, DL from the

supplier Head Office and shall be sent to the regional offices of the
different NSUs.
d. PNP units\offices located in the National Headquarters shall be

issued gas coupons based on the approved program.
e. The regional offices of the different NSUs shall present the DA to

the accredited supplier's Bulk Plant (depot).
f. Accredited supplier's Bulk Plant delivers the POL product to the

authorized gas station as indicated on the DA.
PRO Level -
a. Based on the Annual Procurement Plan (APP), RLD prepares the

quarterly POL program and Delivery Advices (DA) for the approval
of the RD every last month of each preceding quarter.
b. RLD forwards the DA to the accredited supplier Bulk Plant for

processing.
c. Accredited supplier's Bulk Plant delivers the POL product to the

authorized gas station as indicated on the DA.
3. ISSUANCE or POL PRODUCTS
a. POL or Supply Officer shall provide POL allocation per authorized

vehicle in the form of gas/money value coupon or RIV.
b. Gasman shall issue POL only upon surrender of valid gas/money

value coupon or RIV by the end-user.
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IX. RESPONSIBILITIES:
1. Directorate for Logistics
- Responsible for the program, processing, allocation and delivery of POL

products at the NHQ level.
2. PNP Logistics Support Service (LSS)
- Prepares the Purchase Order and Disbursement Voucher of POL products

at the NHQ level.
3. Regional Logistics Division
- Based on the APP, the RLD shall be responsible for the program,
allocation, documentation (DV and PO) and processing for delivery of POL
products at the regional level.
4. Director, LSS; Regional Directors; Director, NSUs; Provincial Directors;

and Chief of Police
a. Responsible for the issuance of POL products to authorized vehicles of

organic and tenant units and offices under their respective jurisdiction.
b. Responsible in the prompt liquidation of accounts.
c. Designate a POL officer to receive, account, safeguard and control

issuances Of POL products.
X. REPEALING CLAUSE:
All other SOPs, directives and issuances contrary to this Standard Operating
Procedure are hereby rescinded.
XI. EFFECTIVITY:
This SOP shall take effect upon approval.
Approved by:
Original Signed
Police Director
333
October 20, 1992
LOGISTICS LETTER DIRECTIVE

NUMBER 92-01
AUTHORIZED POL ISSUANCE TO PNP VEHICLES
1. GENERAL:
POL is a critical item in the whole country as well as in the PNP. Due to its high
consumption rate, cost pilferability and source sensitivity, there is a need to institute an
effective system to manage the distribution and issuance of the POL of the PNP.
2. PURPOSE:
To prescribe policies for the determination of POL requirements and prescribe

procedures for the systematic and effective control of POL issuance to authorized
offices/personnel of the Philippine National Police.
3. SCOPE:
This directive applies to all PNP Units and Offices in the requirement
determination, management and use of PNP POL products.
4. DEFINITIONS:
a. Organic PNP Vehicles - surface vehicles owned and registered in the name
of the Philippine National Police to include engineering equipment they are referred to as
"authorized vehicles".
b. "Other Authorized vehicles" - vehicles not owned nor registered in the name
of the PNP but are used officially for PNP related activities. These vehicles are privately
owned by PNP Officers who by virtue of their positions and designations are authorized
to be issued PNP vehicles but are not issued due to non-availability of organic
government vehicles. Privately owned vehicles to be categorized as "Other Authorized
vehicles" shall be certified by the Chiefs of Units/Offices concerned.
c. Issuing Authority - the sole authority for issuing POL products. The Chief,
Supply Center, PNPLSC is the issuing authority for GHQ PNP Offices and tenant units in
HPNP complex except for those offices such as, the PNPHPG, IC and CISC who maintain
their own separate gas dump which shall be managed by their respective Supply or POL
officer. Likewise, in the Regional/District level, the RDL or Chiefs, Direct Support units
and Responsible Supply Officers of Provincial/District Command shall be the issuing
authority.
334
d. POL Officer - the officer primarily responsible for the safe storage, proper
issuance and accounting of POL products.
e. POL (Petroleum, Oil and Lubricant) - refers primarily to gasoline/diesel fuel

and lubricants.
f. Gas Coupon - a document issued to the different units/offices who in turn

will issue to their authorized vehicle users. It shall be the basis for issuance of gas/diesel
fuel.
5. POLICIES:
a. "No gas coupon, no gas" policy shall be strictly observed:
b. All gas coupons shall indicate the users office code.
c. POL allocation of individual authorized user in GHQ PNP offices and tenant
units in HPNP complex shall be issued/allocated the number of liters according to the
position or designation held and types of vehicles as follows:
Users Nr of Liters
Director of Directorial Staffs -200 ltrs/mc

Deputy Directors & EX-O of Directorial Staffs -150 ltrs/mo
Dirs/Chiefs of Personnel & Spl Staffs -150 ltrs/rno
Gen Dispatch Vehs and offrs w/issued organic -100 ltrs/mo
PNP vehs
Other PNP Offrs, Branch Chief and -100 ltrs/mo
equivalent using personal vehs in
performance of official duties
d. Monthly POL allocations of Units/offices in GHQ PNP and tenant units

within HPNP complex shall be issued in bulk based on their actual requirements and to
be distributed individually to user concerned subject to the following conditions:
1) Officer using organic vehicle are no longer entitled for additional

allocation.
2) Other PNP officers not issued gas allocation will be supported on a case
to case basis by chief of office to be drawn from their operational allocation.
3) POL allocation will be dependent on the prevailing cost of the

commodity.
e. Issuance of additional POL requirements shall be justified based on balance

on hand past and projected consumptions.
f. Gas coupons expiration data shall be every end of the month to discourage
users from hoarding their POL allocations.
g. Direct servicing to authorized vehicles shall be followed strictly (Each office

submits list authorized vehicles).
h. Issuing authorities shall render monthly reports of delivery advices, receipts

and issuances of POL products to the Director for Logistics, PNP.
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i. Regional Directors, Provincial/District Directors and
Directors/Superintendent of National Support Units not similarly situated like the HPNP
may formulate and device their own policies and procedures in the issuance of POL
products and shall be responsible for the necessary control measures to prevent abuses
of this delegated authority.
a. The Director for Logistics, PNP is responsible for the programming,

allocation and distribution of POL products to all PNP Units Nation-Wide.
b. Chief, Supply Center, PNPLSC shall be solely responsible for the issuance
of POL products to GHQ PNP offices and tenant units in HPNP complex. It shall be the
only office authorized to distribute/deliver approved POL delivery advices to PNP
units/offices and account POL issuances to all organic PNP and other authorized
vehicles.
7. PROCEDURES:
a. Director for Logistics, PNP shall:
1) Determine, plan and program for the administrative, operational and

contingency reserve POL requirements of the PNP.
2) Allocate authorized ceiling for POL products to all PNP Units

nationwide based on their operational density of vehicles and other POL consuming
equipments and review such allocations every quarter.
3) Conduct regular inspections and audit in the management of POL

Products.
4) Recommend approval of the plans, programs and allocations of POL

products to the Chief, PNP.
b. Chief, Supply Center, PNPLSC shall:
1) Prepare the approved POL products delivery advices and cause the
timely distribution to all PNP Units nation-wide.
2) Issue monthly gas coupons to GHQ PNP offices and tenant units in
HPNP complex according to their POL allocations.
3) Supervise the efficient management of POL products.
c. Directors/Chief of GHQ PNP Offices and tenant Units in HPNP complex

shall:
1) Provide the control of the unit/office monthly allocation.
2) Issue gas coupons to individual or authorized user his/her allocation

subject to the restriction of para 5a above.
336
3) Inspect organic PNP vehicles and "other authorized vehicles" and
submit report on status of vehicles to Director, PNPLSC. This report shall be the basis of
allocation determination.
d. Individual holder of gas coupon shall surrender the issued gas coupon (s)
to the gas man before proceeding to the dispensing unit.
8. EFFECTIVITY:
This Letter Directive shall take effect upon Publication.
9. RECESSION:
All other publications in conflict with this Letter Directive are hereby rescinded.
BY COMMAND OF DEPUTY DIRECTOR GENERAL IMPERIAL:
Original Signed
RUBEN J CRUZ
337
January 28, 2010

NUMBER 2010-01
ANNUAL LOGISTICS INSPECTION AND PHYSICAL ACCOUNTING OF PNP

PROPERTIES
1. REFERENCES:
a. Letter of Instructions 001/2002 (LOI BAWI) dated 26 March 2002;
b. NHQ-PNP Memorandum Circular No. 2000-013 dated 25 September 2000,

re: "Procedures and Guidelines to be followed by PNP Officials in the Conduct of
Inventory and Turn-Over of PNP Assets and Other Government Properties during
Relinquishment and Assumption of PNP Units/offices at all Levels";
c. NAPOLCOM Memorandum Circular No, 95-012 dated 29 June 1995 re:

"Guidelines in the Conduct of Inventory of PNP Supplies, Equipment and Facilities";
d. NHQ-PNP Memorandum Circular No. 09 dated 01 March 1993, re: "Annual

Inventory and Quarterly Report of Gains and Losses of PNP Properties"; and
e. NHQ-PNP SOP No. 22 dated 24 September 1992, re: “Turn-over of

Command Property Inventory”.
2. PURPOSE:
This SOP prescribes the policies, procedures and responsibilities in the conduct
of inspection and physical inventory of PNP properties.
3. GENERAL:
This aims to provide the guidelines in the conduct of inventory of all the firepower
and mobility assets of the PNP through the process of inspection by physical accounting.
The reports submitted by PROs through the PNP Logistics Information Management
System will be used as basis in the conduct of this activity.
a. Inventory — a procedure of Conducting physical accounting of real estate,

facilities, and stock taking of supplies and equipment to check the integrity of property
custodianship;
b. Supplies — expendable and non-expendable commodities, except real estate,

necessary to equip, maintain and operate the PNP;
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c. Expendable Supplies — those which are consumable or perishable in nature
which lose the identity when placed in or attached to a major item or consumed by
personnel;
d. Non-Expendable Supplies — those which are durable in nature and when used
do not suffer any material or substantial change or alteration in size and form;
e. Equipment — all non-expendable supplies other than land, structure and fixed
facilities, having a useful life greater than one (1) year and a unit value of more than one
thousand five hundred pesos (Php1,500.00);
f. Property Accountability - primary obligation imposed by laws and regulations

on the Supply Accountable Officer to keep formal records of supplies;
g. Property Responsibility — secondary obligation imposed by laws and

regulations of the property custodian to keep and maintain informal records of supply,
equipment and other properties entrusted to him. He shall maintain a property book for
non-expendable and a record of consumption for expendable supplies;
h. Personal Responsibility — obligation imposed by laws and regulations on any

member of the PNP for the proper use, care and maintenance of supplies entrusted to
him; and
i. Command Responsibility — obligation imposed by laws or regulations on head

of offices/commanders to ensure that their Command authority be carried out by the lower
echelon of command to record, maintain and utilize properly all PNP properties.
4. POLICIES:
a. The conduct of physical inspection/inventory aims to reconcile the records

submitted to DL by the different PNP offices/units, for inclusion in the PNP Logistics
Information Management System (PLIMS);
b. The conduct of annual physical accounting of properties will be conducted days

before the scheduled PNP Transformation Caravan at PROs, if the schedule permits;
c. Heads of Offices shall be jointly liable with persons primarily responsible to

any loses of PNP property under the Doctrine of Command Responsibility;
d. Personnel entrusted with the custody of PNP property shall be deemed

primarily accountable to said property;
e. Physical Inventory shall include all PNP assets contained in the property book
of account, properties found in station, properties covered by deed of donation, captured,
confiscated, surrendered and deposited (CCSD) firearms/properties under custody for
safekeeping or deposited as evidence in court proceedings;
f. PNP units shall conduct a physical inventory of all its assets at least once a
year. However, Heads of Offices may conduct physical inventory anytime should the
situation warrant. It shall render quarterly reports of gains and losses to the Directorate
for Logistics;
g. Police Regional Offices, through the Regional Bids and Awards Committee,
shall furnish DL and NHQ-BAC their consolidated and updated Annual Procurement Plan
(APP) in compliance to Sec 7, Rule Il of RA 9184;
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h. No issuance of supplies, materials and equipment shall be implemented
without the approval of DL/LSS. These issuances shall be coursed through proper
channels of issuance i.e. from highest levels of issuing unit down to the end-user, to avoid
unnecessary loss of records or discrepancies of records;
i. The issuance of PNP equipment shall solely be for the administrative and
operational functions or duty of the PNP. No PNP equipment shall be loaned or issued to
civilians or any civilian entity, as it will violate PNP MC No. 2007 — 11 dated October 4,
2007;
j. Assignment of Logistics Officers shall be governed by the Logistics Eligibility

and Placement Policy as prescribed in MC No. 2008 — 12 dated August 13, 2008. The
PROs shall forward the list of short listed applicants to DL for the appropriate approval of
TDL;
k. All PROs shall observe the requirements and procedures of Disposals of

Beyond Economical Repair (BER) and CCSD firearms in compliance with PNP MC No.
2009 — 009 dated June 9, 2009 and PNP Circular No. 5 Series of 2005;
l. No turn-over and assumption of office shall be enforced/implemented without

the proper inventory and turn-over of unit assets and other properties as prescribed in
PNP Circular No. 2000 — 13 dated September 15, 2000; and
m. PROs shall formulate their respective implementing policies on the inventory

procedures on the properties peculiar to their units in accordance with existing policies.
6. PROCEDURES:
a. The Directorate for Logistics shall supervise the conduct of Annual Nationwide
Physical Accounting of PNP properties especially on firearms and mobility assets;
b. PROs and NSUs shall conduct a monthly Saturday showdown inspection of

firearms, ammunition and vehicles at their respective units;
c. NSUs Regional Offices shall join in the monthly inspection by the Regional
Physical Accounting Team;
d. PROs shall include in their Quarterly Gains and Losses the Report on the
Status of Ammunition Inventory and Utilization;
e. PROs and NSUs shall also conduct a quarterly showdown inspection on

communication equipment, CDM equipment and others;
f. All PROs Shall furnish the NHQ-BAC and DL a copy of their consolidated
Annual Procurement Plan (APP) as well as their updates thereafter;
g. The following will compose the NHQ Physical Accounting Team.
Director, HSS - Team Leader

DC Representative - Asst Team Leader
DDL - Supervisor
LSS Representative - Member
SAO, PNP-Wide - Member
ES Representative - Member
COA Representative - Observer
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h. For PROs, the Regional Physical Accounting Team shall be organized as
follows:
Chief, Regional Logistics & Research &

Development Division (C, RLRDD) - Team Leader
Chief, Regional Comptrollership
Division (C, RCD) - Asst Team Leader
Ex-O, DL - Supervisor
RSAO - Member
Regional Engineer - Member
Regional COA Representative - Observer
i. PPOs and other lower PNP units shall create their own Physical Accounting
Teams;
j. Upon completion of the inventory, the Teams shall submit their reports using
the following prescribed format:
1) General Form 41-A for serviceable property; and

2) General Form 17-A for unserviceable/BER/valueless properties
k. Relatedly, inventory report of gains and losses of PNP units shall be submitted
quarterly to the Regional Physical Accounting Team which in-turn will also be submitted
to the Directorate for Logistics in prescribed PNP inventory forms No. 1 (General Form
41-A) and 2 (General Form 17-A) formats;
l. The Regional Physical Accounting Team shall inspect and countercheck the
reports from lower units for discrepancies;
m. The Regional Director shall approve and sign the reports for transmittal to
Regional Commission on Audit. A similar report summarizing the findings and
recommendations shall be forwarded to the Directorate for Logistics. It shall be
accompanied by a certification that the property records have been reconciled with the
report of inventory; and
n. Procedures in the turn-over of properties of outgoing PNP Officer shall be

governed by PNP Circular No. 2000 - 13 while disposition of such properties shall be
governed by PNP MC No. 2009 - June 9, 2009 and PNP Circular No. 5 Series of 2005.
a. Director for Logistics
1) Shall supervise the conduct of Annual Nationwide Accounting of PNP

properties giving emphasis on firearms and vehicles;
2) Organize three (3) DL Teams to supervise the physical accounting at NHQ,

PROs, PPOs and police stations; and
3) Submit annual physical inventory report to NAPOLCOM (ATTN: Chief,

Installation and Logistics Service) not later than March of every year.
b. Regional Directors, PROs
1) Responsible for the over-all supervision and administration of Annual

Physical Accounting of PNP properties in their respective AORs;
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2) Organize the Regional Physical Accounting Team;
3) Prepare to receive the DL Supervisory Team;
4) Submit After Physical Accounting Report to TDL; and
5) Brief the TDL Team on the status of PNP properties.
c. Directors, NSUs
1) Responsible for the over-all supervision and administration of Annual

Physical Accounting of PNP properties in their respective AORs;
2) Receive and assist the NHQ Physical Accounting Team; and
3) Brief the NHQ Teams on the status of PNP properties.
d. Inspection Teams
1) Conduct physical inventory/inspection of all equipment;
2) Submit report of inventory to ODL (Attn: LPPD) for consolidation; and
3) Perform other tasks as may be directed.
e. Secretariat
1) Facilitate the conduct of inspection and inventory by the Inspecting Team;
2) Provide for efficient scheduling of the Inspection Teams;
3) Consolidate inventory reports of all the Inspection Teams;
4) Facilitate the documentary needs of the Inspection Team;
5) Provide technical support during the inspection activity;
6) Coordinate with other PNP units; and
7) Perform other tasks as may be directed.
8. ADMINISTRATIVE INSTRUCTIONS:
a. All members of the DL Inspection Team will undergo a pre-departure briefing;
b. The Team Leader shall prepare the report and submit it to the Office of the
Director for Logistics not later than five (5) days after the conduct of the Physical
Inventory;
c. Inspection Teams shall also look into the compliance of PNP Units to LOI Bawi,
particularly on the recovery of firearms of personnel who resigned, retired, or were
dismissed or reassigned to other units;
d. The conduct of Physical Inventory by the ODL Inspection Team should be

coordinated and scheduled/synchronized with the PMO Transformation Caravans, if
possible;
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e. All PROs, PPOs, PS and other PNP units are encouraged to conduct a regular
Saturday Inspection/Showdown Inspection with PICE;
f. The thrust of the Physical Inventory for this year is mobility and firepower;
g. ODL shall be represented in the NHQ Inspection Teams;
h. EX-O, ODL shall act as the overall supervisor of the ODL Inspection Teams;
and
i. Henceforth, all PNP Units from the NSUs, PROs and PPOs are directed to
conduct a regular annual physical inventory of all their command property, equipment and
assets, reports of which shall be submitted to ODL.
9. REPEALING CLAUSE
All SOPs, directives and issuances contrary to this Standard Operating Procedure
are hereby amended or rescinded.
10. EFFECTIVITY
This SOP shall take effect fifteen (15) days from filing of 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
Chief, PNP
Distribution:
All RDs, PROs 1-13, COR, ARMM, NCRPO
All Dirs, NSUs
Copy furnished:
Command Group
D-Staff
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SUBJECT : Letter of Instructions 49/09 "BILANG BOGA"
Date : July 23, 2009
1. REFERENCES:
a. Executive Order No. 817, "Providing for the Government's Intensified

Campaign Against Loose Firearms", dated July 7, 2009;
b. Implementing Rules and Regulations to Executive Order No. 817,

"Providing for the Government's Intensified Campaign Against Loose Firearms", dated
July 23, 2009;
c. Presidential Decree No. 1866, as amended by Republic Act No. 8294 ,

“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 and Explosives, and Imposing Stiffer Penalties for
Certain Violations Thereof, and for Relevant Purposes", dated June 29, 1983;
d. Joint Communiqué of the First National Summit on Firearms Control on May

18-19, 2009 at Camp Crame, Quezon City; and
e. Supreme Court Circular No. 47-98 “Disposition of Firearms, Ammunitions

or Explosives in Custodia Legis”, dated September 11, 1998.
2. PURPOSE:
This Letter of Instructions (LOI) sets forth the guidelines and procedures in the
conduct of the PNP's intensified campaign in the accounting, inventory, registration and
recording of firearms with expired licenses, unregistered firearms with the general
population, organic and CCSDAF firearms of the PNP, AFP, other law enforcement
agencies, Local Government Units (LGUs), Government Owned and Controlled
Corporations (GOCCs), Government Instrumentalities, other juridical entities, and
firearms under Custodia Legis in order to reduce the number of loose firearms nationwide
by 3% monthly.
3. SITUATION:
The proliferation of loose firearms has been identified as the "critical log", in the
"Log Jam Concept", serving as one of the main obstacles in our anti-criminality drive. The
PNP statistics from CY 2004-2008 showed that 97.7% of all gun-related crimes are
committed with the use of loose firearms. In the 2007 national and local elections, 229
election related violent incidents were recorded of which 178 (78%) were committed with
the use of firearms.
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Currently, there are 559,326 firearms with expired licenses and some 529,550
unregistered firearms in the hands of the general population. (see Annex A — Intelligence
Estimate on Loose Firearms dated June 30, 2009). A last and Final General Firearms
Amnesty shall give all individuals and juridical entities the opportunity to practice
responsible gun ownership by renewing their expired licenses and/or register all their
loose firearms with the Philippine National Police.
Moreover, the PNP, being the sole repository of firearms and firearms records
in the country, has to update its database on the Firearms Information Management
System (FIMS) and its Integrated Ballistics Information System (IBIS). Thus, there shall
be an accounting, inventory, registration and recording of all organic and CCSDAF
firearms of the PNP, AFP, other law enforcement agencies and juridical entities and
firearms under Custodia Legis.
Significantly, HER EXCELLENCY PRESIDENT GLORIA MACAPAGAL

ARROYO has directed the Chief, Philippine National Police to reduce the number of loose
firearms by 3% a month.
4. MISSION:
The PNP, concurrent with its mission and function and in pursuit of Executive
Order No. 817, shall conduct a comprehensive accounting, inventory, registration and
recording of firearms with expired licenses, unregistered firearms with the general
population, organic and CCSDAF firearms of the PNP, AFP, other law enforcement
agencies, Local Government Units (LGUs), Government Owned and Controlled
Corporations (GOCCs), Government Instrumentalities, other juridical entities, and
firearms under Custodia Legis in order to reduce the number of loose firearms nationwide
by 3% monthly.
5. EXECUTION:
a. Concept of Operations
The PNP shall activate a National Task Force "BILANG-BOGA" which shall
orchestrate the conduct of a comprehensive accounting, inventory, registration and
recording of firearms categorized as follows:
1) Firearms with expired licenses and unregistered firearms with the

general population;
2) Organic and CCSDAF firearms of the PNP, AFP, other law enforcement
agencies, Local Government Units (LGUs), Government Owned and
Controlled Corporations (GOCCs), Government Instrumentalities, and
other juridical entities; and
3) Firearms under Custodia Legis.
The NTF "BILANG-BOGA" shall be headed by the Deputy Chief, PNP for
Administration (TDCA) as the NTF Commander to provide direction, control and
supervision in achieving the aforecited goals.
The Director for Logistics (TDL) and The Director for Investigation and
Detective Management (TDIDM) shall be the Deputy NTF Commanders. It is supported
by an NTF Secretariat headed by the Deputy Director, CSG.
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The NTF Staff on the other hand shall be composed of the following:
1) Chief, FED — responsible for the accounting of firearms with expired

licenses and unregistered firearms in the hands of the general populace, and
maintenance of FIMS;
2) Deputy Director, DIDM - responsible for the accounting of firearms

under "Custodia Legis";
3) Deputy Director, DICTM - responsible for the maintenance of online

firearms data inquiry, registry and reporting system;
4) Director, CL - responsible for the conduct of ballistics examinations of

all accounted firearms and maintenance of the IBIS;
5) Director, PCRG - responsible for the overall implementation of the

NFCP Communications Plan; and
6) Deputy Director for Logistics - responsible for the following:
a) Establish, organize, coordinate and supervise the PNP National Joint

Firearms Control Desk (NJFCD);
b) Head the NJFCD with Deputy Director, LSS; Deputy Chief, FED and
Deputy Director, CL as members; and
c) Coordinate and supervise the PNP JFCDs at the regional and

provincial levels.
Counterpart Regional and Provincial Task Group "Bilang Boga”

(RTGBB/PTGBB) shall likewise be organized. (See Annex "B"- Organizational Structure
of NTF Bilang Boga)
Firearms Control Desks shall be created at the CPS/MPS level.
The NTF "Bilang Boga" will focus on the following goals of the NFCP:
1) Accounting of Firearms with Expired Licenses and

Unregistered Firearms with the General Population.
A Last and Final General Firearms Amnesty shall be implemented on

October 1 to 31, 2009 with the following activities:
a) FED, CSG shall furnish all PROs, PPOs/CPOs and CPS/MPS the
following documents/forms NLT July 31, 2009:
a.1 List of firearm holders with expired/ un-renewed licenses;
a.2 Notification Letter Format;
a.3 Application Forms for Renewal of Licenses;
a.4 Application Forms for Registration of Firearms;
a.5 Official Receipts Order of Payment Form (OR/OP);

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a.6 Primer on the Final General Firearms Amnesty Program: and
a.7 Information posters and streamers.
b) For Firearms with expired licenses, Notification Letters signed by the

COP shall be served by police patrols, in coordination with Barangay Officials; thus a
house to house visitation scheme on delinquent firearms licensees shall be implemented
at the CPS/MPS level.
b.1 The CPS/MPS Firearms Control Desk shall initially process

applications for renewal of FAs licenses to ensure completeness and authenticity of
required documents. After which, the CPS/MPS Finance Officer issues the order of
payment. In areas without Land Bank of the Philippines branches, the applicant may pay
the license fees to the CPS/MPS Finance Officer who shall issue the corresponding
provisional receipt.
The COP shall affix his name and signature in the Renewal
Application Form which shall serve as temporary license until the genuine license from
FED is delivered to the licensees by the police.
b.2 The COP forwards all accomplished application forms with

required attachments to the Provincial Firearms Control Secretariat which will in turn
forward the same to the Regional Firearms Control Secretariat and subsequently
submitted to FED/Satellite Offices for final processing. The approved Firearms License
card shall be dispatched to the PRO/CPO/PPO to be delivered by the COP or to be
claimed by the applicant at the police station, whichever is practicable.
c) For unregistered firearms with the general population, amnesty

applicants shall fill-up application forms at the CPS/MPS, CPO/PPO and PRO.
COPs/PDs/RDs shall affix their names and signatures in the application forms which will
serve as permit to transport firearms by the applicant for a period of seven (7) days.
c.1 Applicant delivers his firearms and accomplished application

forms with the required attachments to the Firearms Control Desk for initial processing to
ensure completeness and authenticity of requirements. Thereafter, the designated
Finance Officer/FESAGS issues the order of payment. In areas without Land Bank of the
Philippines branches, applicant may pay registration fees to the Finance Officer/ PPO-
FESAGS/ROPD-FESAGS who shall issue the corresponding provisional receipt.
c.2. All accomplished forms with required attachments and the

firearms shall be brought to the Provincial/Regional Secretariat for processing and
ballistics examination.
c.3. The firearms shall be returned to the applicant together with a

duplicate copy of the accomplished application form which will serve as the temporary
firearms license until the genuine license card is released to the applicant by the police.
d) A qualified applicant may be allowed to possess any firearm in

accordance with existing laws, rules and regulations, except for the following:
d.1 Crew served weapons like Light Machine Guns (LMGs), Heavy
Machine Guns (HMGs) and Recoilless Rifles (RRs);
d.2 High-Powered rifles with caliber more than 7.62 millimeters;

347
d.3 High-Powered Rifles with caliber below 7.62 millimeters which
are belt-fed; and
d.4 Other weapons like Rifle Grenades, Grenade Launchers and
Rocket Launchers.
e) The PNP shall not allow the licensing of illegally manufactured

firearms such as the homemade and/or fabricated firearms locally known as "Paltik
Firearms." However, the PNP shall accept the surrender of "Paltik Firearms" for their
subsequent destruction.
f) All RDs, PDs, CDs and COPs shall provide firearms drop boxes in
respective offices where firearm owners can abandon their "Paltik" or loose firearms
during the amnesty period.
f) Juridical entities are not allowed to avail of the amnesty for high-
powered rifles.
g) Fees:
g.1 Renewal of expired firearms license- PHP 650.00; and
g.2 Licensing of unregistered firearm- PHP 1,000.00.
2) Accounting of Organic and CCSDAF Firearms of the PNP, AFP,

other Law Enforcement Agencies (LEAs), Local Government Units (LGUs),
Government Owned and Controlled Corporations (GOCCs), Government
Instrumentalities and other Juridical Entities.
a) FED, CSG shall provide the National Joint Firearms Control Desks
(NJFCDs) the data on all firearms of the AFP, other LEAs, LGUs, GOCCs, Government
Instrumentalities and other Juridical Entities.
b) The NJFCD shall coordinate with the participating partner agencies

for them to establish their respective NJFCDs and to come up with a schedule of
inspection.
c) Conduct inspections to the offices of the concerned entities following

the pre-arranged schedule for the accounting, inventory, ballistics examination and
registration of organic firearms of the PNP, AFP, other LEAs, LGUs, GOCCs,
Government Instrumentalities and other Juridical Entities and the subsequent issuance
of Long Certificate of Registration (LCR).
d) CCSDAF firearms in custody of the PNP, AFP and other LEAs shall
be accounted, inventoried and turned over to the PNP for proper disposition.
e) The aforecited activities shall be replicated at the regional and

provincial levels. The Regional JFCDs shall cater to the Provincial LGUs and the
Provincial JFCDs shall cater to the City/Municipal LGUs. NCRPO JFCDs will cater to the
City LGUs of NCR.
f) Weekly Accomplishment Reports shall be submitted by each Joint

Firearms Control Desks to their respective PRO RTFBB Secretariat for consolidation and
submission to the NTFBB secretariat starting August 10, 2009. The National Joint
Firearms Control Desk shall consolidate all weekly accomplishment reports.
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3) Accounting of Firearms under Custodia Legis.
a) The PNP NTFBB shall conduct an inventory of ail firearms in the

custody of all judicial and prosecution entities:
a.1 The PNP NTFBB and PRO/PPO RTGBB shall inform in writing
the judicial and prosecution entities concerned regarding the turn-over to the PNP of all
confiscated firearms with resolved cases. The NTFBB/RTGBB shall examine/check the
condition of the said firearms before they are turned-over to the FED, CSG;
a.2 All evidence firearms in the custody of the judicial and prosecution
entities shall be properly documented by the Court Process Officers (CPOs). Initial
inventory report shall be submitted to the NTFBB Secretariat not later than August 31,
2009 and every month thereafter; and
a.3 The CPOs shall coordinate with the concerned judicial and
prosecution entities for the proper storage of all evidence firearms.
b) The designated Evidence Custodians shall have a system of

inventory of all confiscated firearms as a result of police operations. All evidence firearms
shall be presented in court immediately to support the filing of cases. The investigating
units must be guided by the order of the court on the disposition of the said firearms.
c) All confiscated firearms shall be property reported:
c.1 Spot/After Operation Reports shall include details of all

confiscated firearms as recorded in the duly accomplished Confiscated Firearms Form
(CFF);
c.2 The CFF together with the confiscated firearms shall be
submitted to the Regional/Provincial Crime Laboratory Offices for ballistics examination.
Thereafter, concerned police office shall retain custody of all evidence firearms; and
c.3 Upon termination of cases and/or when the concerned firearm

is no longer needed as evidence, unit commanders shall facilitate the retrieval of such
firearms from the courts. After proper documentation, the said firearms shall be turned
over to FED, CSG. Confiscated firearms which are not used as evidence shall be properly
documented prior to their turn-over to FED, CSG.
b. Tasks:
1) TDCA
a) Act as NTF Commander;
b) Supervise the overall implementation of this LOI;
c) Submit periodic report to the CPNP on the results of the campaign;

and
d) Perform other tasks as directed.
2) TDL
a) Act as Deputy NTF Commander;

349
b) Supervise and monitor the accounting, inventory and registration of
Organic and CCSDAF Firearms of the PNP, AFP, other Law Enforcement Agencies
(LEAs), Local Government Units (LGUs), Government Owned and Controlled
Corporations (GOCCs), Government Instrumentalities and other Juridical Entities; and
c) Perform other tasks as directed.
3) TDIDM
a) Act as Deputy NTF Commander;
b) Supervise and monitor the accounting of firearms under "Custodia

Legis"; and
c) Perform other tasks as directed.
4) TDPRM
a) Issue orders to personnel who shall compose the NTF "Bilang-

Boga", and
b) Perform other tasks as directed.
5) TDPCR
a) Orchestrate the public information drive relative to this campaign;

and
6) TDICTM
a) Supervise the maintenance of on-line firearms data inquiry, registry

and reporting system; and
7) TDC
a) Provide fund support required in the implementation of this LOI; and
8) Director, CSC
a) Supervise and monitor the accounting of firearms with expired

licenses and unregistered firearms in the hands of the general populace; and
9) Director, CL
a) Supervise and monitor the conduct of ballistics examinations of all

accounted firearms and maintenance of the IBIS; and
350
10) Director, PCRG
a) Responsible for the overall implementation of the NFCP

Communications Plan; and
b) Perform other tasks as directed
11) RDs, NCRPO, PROs 1-13, COR and ARMM
a) Act as RTG "Bilang-Boga" Commander in respective AORs;
b) Implement the comprehensive accounting and registration of

firearms with expired licenses, unregistered firearms with the general population, organic
and CCSDAF firearms of the PNP, AFP, other law enforcement agencies and juridical
entities and firearms under Custodia Legis within respective AOR;
c) Submit Implementation Plan to Director, CSG, Attn: DD, CSG NLT

one (1) week upon receipt of this LOI;
d) Submit Weekly Accomplishment Report on the results of the

campaign to Director, CSG, Attn: DD, CSG. Initial report shall be submitted on August
10, 2009 and every week thereafter. Consolidated monthly report shall be submitted on
August 30, 2009 and every month thereafter;
e) Conduct monthly assessment on the performance of subordinate

unit commanders in this campaign and initiate appropriate action on non-performers and
under achievers; and
f) Perform other tasks as directed.
1) Massive information campaign on the National Firearms Control.

Program shall be simultaneously launched throughout the country starting July 21, 2009.
2) Processing of all applications for renewal of expired firearms licenses

and registration of unregistered firearms shall start on August 1, 2009.
3) NTFBB structures shall involve the counterpart of the community

representatives/NGOs to the NFCP to assist in the realization of the advocacy on
responsible gun ownership.
4) Firearms ballistics examination fees shall be shouldered by respective

agencies.
5) Provide firearms drop boxes in all its offices where firearm owners can
abandon their "paltik" or loose firearms during the amnesty period.
6) The First Performance Assessment shall cover the period August to

October 2009 and subsequent monthly Performance Assessments shall, likewise, be
conducted. Unit Commanders who fail to achieve the performance target of reducing the
number of loose firearms in their respective AOR by 3% a month shall be evaluated, and
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if found remiss in their duties, shall be subjected to the administrative relief policy of the
PNP.
7) Operational requirements in the implementation of this LOI beyond the

capability of territorial police units shall be submitted to this Headquarters for immediate
appropriate action.
8) Firearms verifications/inquiries may be made through the following PNP

offices:
NFCP Secretariat
SMART - 0928-6106418
GLOBE - 0915-5000867
SUN - 0923-6936251
PLDT - 723-0401 Loc 4230
NOC - 721-8703 local 3043
LED, TDO - 723-0401 Loc 3383
E-mail address - csgˍados@yahoo.com
Lo-csg@yahoo.com
Website - pnp.com.ph
FED Office
Chief FED - 7230401 loc 3078/ 3178

Licensing Branch - 7230401 loc 4478/ 4578
Operations Branch - 7230401 loc 4488
Records Section - 7230401 loc 4298/4458
9) All issuances not in conflict with this LOI are still in effect.
6. EFFECTIVITY:
This LOI shall take effect immediately upon approval.
Original Signed
Chief, PNP
Distribution:
D-Staff
P-Staff
RDs, PROs
Dirs, NSUs
Copy furnished:
Command Group
SPA to SILG
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Annexes:
“A” - Intelligence Summary dtd June 30, 2009

“B” - Organizational Structure
“C” - Copy of EO No. 817
“D” - Copy of the Implementing Rules and Regulatioins on EO No. 817
“E” - Supreme Court Circular No. 47-98 “Disposition of Firearms, Ammunitions or
Explosives in Custodia Legis
“F” - PNP Circular No. 05 Series 2005 CCSD Firearms, Explosives and Ammunition
dtd Dec 10, 2005
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MEMORANDUM
TO : All concerned
FROM : TDL
SUBJECT : IMPLAN TO LOI 49/09 "BILANG BOGA"
I. REFERENCES:
a. Executive Order No. 817, "Providing for the Government's Intensified

Campaign Against Loose Firearms"; "tab A"
b. Draft Implementing Rules and Regulations date July 10, 2009 to Executive
Order No. 817, "Providing for the Government's Intensified Campaign Against Loose
Firearms" (attached-“A”); and "tab B"
c. Draft PNP LOI 49/09 "BILANG BOGA" as of July 20, 1000H (attached-“B”)
"tab C".
II. PURPOSE:
This IMPLAN prescribes the guidelines and procedures in the accounting

of organic and CCSDAF firearms of the PNP, AFP, other Law Enforcement agencies,
LGUS, PSAs, GOCCs, Government Instrumentalities and other Juridical Entities.
Ill. SITUATION:
Currently, there are 559,326 firearms with expired licenses and some
529,550 unregistered firearms in the hands of the general population. A last and Final
General Firearms Amnesty shall give all individuals and juridical entities the opportunity
to renew their expired licenses and/or register all their loose firearms with the Philippine
National Police.
Moreover, the PNP, being the sole repository of all firearms records in the
country, has to update its database on the Firearms Information Management System
(FIMS) and its Integrated Ballistics Information System (IBIS). Thus, there shall be an
accounting, recording and registration of all organic and CCSDAF firearms of the PNP,
AFP, other Law Enforcement agencies, LGUs, PSAs, GOCCs, Government
Instrumentalities and other Juridical Entities and firearms under Custodia Legis.
IV. MISSION:
The Directorate for Logistics, Philippine National Police concurrent with its
mission and functions and in consonance with the PNP LOI 49/09 "BILANG BOGA", shall
354
account, inventory, subject to ballistics examination, register, and record all Organic and
CCSDAF Firearms of the PNP, AFP, other Law Enforcement Agencies, LGUs, PSAs,
GOCCs, Government Instrumentalities and other Juridical Entities.
V. EXECUTION:
A. Concept of Operations
The Directorate for Logistics as the lead office shall activate a Joint
Firearms Control Desk at the national level; the PNP Regional Logistics Division at the
regional level; the District Logistics Division at the district level; the PNP Provincial
Logistics Branch at the provincial level; and the PNP CPO/CPS/MPS logistics/supply
section at the city/municipal level.
The National Joint Firearms Control Desks will be composed of one (1)
personnel each from DL, LSS, FED, Crime Lab and the logistics/supply officer of the
counterpart agency concerned and will be headed by a PNP senior officer. They shall
hold their office at the Directorate for Logistics and shall be responsible for the accounting
of organic and CCSDAF firearms of the AFP, GOCCs, other Law Enforcement Agencies,
and other juridical entities at the national level. Similar organization shall be adopted at
the regional, provincial/district and city/municipal levels as applicable.
a. Preparatory Activities
The following activities shall be undertaken at the national level

by the NTFBB;
1. DL to communicate with the AFP and other Law Enforcement
Agencies re-submission of their updated firearm inventory to FED, CSG for processing
and issuance of Long Certificate of Registration(LCR).
2. FED, CSG, to furnish all PRO RTFBBs, list of firearms of all

LGUs, GOCCs, Government Instrumentalities and other Juridical Entities in their
respective AORs;
3. Direct all PPO, CPS and MPS Firearms Control Desks to

include in their assigned tasks the accounting of firearms of their respective local
government units.
4. DL to activate the Joint Firearms Control Desks from Regional

level down to Municipal level.
5. Furnish all Joint Firearms Control Desks a copy of stencil

forms upon activation.
b. Accounting schedule at the National Level
1. The Joint Firearms Control Desks shall first conduct the

accounting, stenciling and ballistic examination of firearms in the AFP followed by the
other Law Enforcement Agencies, Government Owned and Controlled Corporations,
other Juridical entities and all the other government agencies which have organic and
CCSDAF firearms.
2. Advance copy of stencil forms shall be distributed prior to the

conduct of accounting.
355
3. All CCSDAF firearms shall be automatically
transferred/transported to FED, CSG with corresponding documentations as provided by
the law.
c. Accounting schedule at the Regional and Provincial Level
1. The Joint Firearms Control Desks shall conduct the

accounting, stenciling and ballistic of firearms in the same manner at the national level.
2. Advance copy of stencil forms shall be distributed prior to the

conduct of accounting.
3. All CCSDAF firearms shall be automatically

transferred/transported to regional logistics division with corresponding documentations
as provided by the law.
B. Tasks
1. Deputy Director for Logistics — Supervise and monitor the

implementation of this IMPLAN.
2. Executive Officer, DL
a. Assist DDL in the performance of his tasks; and
b. Perform other task as directed.
3. RDs, NCRPO, PROs 1-13, COR and ARMM
a. Act as RTG "Bilang-Boga" Commander in respective AORs;
b. Implement the comprehensive accounting, registration and recording

of organic and CCSDAF firearms of the PNP, AFP, GOCCs, other law enforcement
agencies and juridical entities and all government agencies and its instrumentalities.
c. Submit Weekly Accomplishment Report on the results of the

campaign to Director, DL, Attn: DD, DL. Initial report shall be submitted on August 10,
2009 and every week thereafter. Consolidated monthly report shall be submitted on
August 30, 2009 and every month thereafter;
e. Conduct monthly assessment on the performance of subordinate

unit commanders in this campaign and initiate appropriate action on non-performers and
f. Perform other tasks as directed.
3. Chief, LPPD
a. Organize the Joint Firearms Desk at the National level;
b. Coordinate with DPRM for the issuance of orders for personnel that
will compose the Joint Firearms Control Desk'
c. Consolidate and submit accomplishment report to the NTFBB;
356
d. Prepare and submit after accomplishment report to DPRM for
issuance of appropriate award.
e. Perform other task as directed.
4. Chief, SMD
a. Prepare guidelines in the conduct of accounting of organic and

CCSDAF firearms of the PNP, AFP, other law enforcement agencies and juridical entities.
b. Supervise and monitor the creation of the Joint Firearms Control

Desk at the Regional Level.
c. Responsible in the maintenance of online data inquiry registry and

reporting system.
d. Coordinate with the AFP, other law enforcement agencies and

juridical entities for the submission of the data of their firearms inventory; and
e. Coordinate with the CLG on the conduct of ballistics examination of

accounted firearms.
f. Perform other task as directed.
5. Chief, LRMD
a. Prepare and coordinate the budgetary requirement of the JFCD;
6. Chief, Regional Logistics Division, PROs
a. Provide logistical support to the logistical requirements of the tasked

units;
b. Act as Chief of the Regional Joint Firearms Control Desk.
c. To provide storage room for CCSDAF firearms.
d. Perform other task as directed.
7. PDS and CDs NCRPO, PROs 1-13, COR and ARMM
a. Act as "Bilang-Boga" Commander in respective AORs;
b. Organize the Provincial Joint Firearms Control Desk;
c. Formulate plans in the systematic implementation of this IMPLAN to

each subordinate lower units;
d. Submit Weekly Accomplishment Report on the results of the

campaign to PRO RTGBB. Initial report shall be submitted on August 06, 2009 and every
week thereafter. Consolidated monthly report shall be submitted on August 25, 2009 and
every month thereafter;
357
e. Submit monthly assessment performance of subordinate station
commanders in this campaign and initiate appropriate action on non-performers and
f. Perform other tasks as directed.
8. Supply PCOs/ PNCOs, PPO, Districts
a. Assist the Task Group Commander of the Joint Firearms Control

Desk;
b. Facilitate the transportation of CCSDAF firearms to the Regional

Logistics Division for proper storages and safekeeping; and
c. Perform other task as directed.
9. CLG
a. Provide assistance in the conduct of ballistics examination of all

accounted firearms;
b. Responsible in the maintenance of the IBIS; and
c. Perform other task as directed.
10. CSC
a. Furnish PROs list of firearms of all LGUs, GOCCs, Government

Instrumentalities and other Juridical Entities in their respective AOR;
b. Provide personnel that will detailed at the JFCD;
c. Issue Long Certificate of Registration to those firearms that went

through ballistic examination and duly accounted by the FED, CSG;
d. Perform other task as directed.
11. LSS
a. Provide personnel that will be detailed with the JFCD at the national
level; and
C. Coordinating Instructions
1. NTFBB, thru FED, CSG shall provide PRO RTFBBs lists of

registered firearms being held by all government instrumentalities within their respective
AOR.
2. PRO RTFBBs shall determine and identify offices down to the

municipal level, their counterpart AFP units, LEAs, GOCCs, Government
Instrumentalities and other Juridical Entities in their respective AORS for the following
activities;
358
a. Organization of Joint Firearms Desk.
b. Formulate a systematic schedule of accounting of the organic

and CCSDAF firearms of the aforementioned entities.
c. Accommodation arrangement of the said desk during the

scheduled accounting of firearms.
3. A Mobile Joint Firearms Control Desks can be organized as the need

arises from the Regional to the Municipal level which will conduct visitations to the offices
of the concerned entities following the pre-arranged schedule for the accounting and
registration of firearms.
4. The Joint Firearms Control Desks shall require the concerned entities to
submit their firearm inventory list;
5. Weekly Accomplishment Reports shall be submitted by each Joint

Firearms Control Desks to their respective PRO RTFBB for consolidation and submission
to the National Joint Firearms Control Desk NLT August 7, 2009. City/Municipal JFCD
shall submit their weekly and monthly accomplishment report to PPO. The Joint Firearms
Control Desks in the national level shalt consolidate all the weekly and monthly reports
form the RGTBB and submit the same to NTFBB.
6. Lateral coordination is highly encouraged; and
VI. EFFECTIVITY
This IMPLAN shall take effect immediately.
Original Signed
Police Director
Deputy Commander, NTFBB
Distribution:
Secretariat, EXECOM
Secretariat, PNP
D-Staff
RDs, NCRPO, PROs 1-13, ARMM & PRO COR
CSG
CLG
LSS
C, Group
359
Organizational Structure of Joint Firearm Control Desk
TDCA
(National Task Force Bilang Boga)
TDL
Dep Commander, NTFBB
Deputy Director, DL
Head, PNP JFCD
J3 and J4, Armed NBI, GOCCs, LEAs,

Forces of the other Juridical Entities
Philippines (AFP) Joint Firearms
Control Desk and all Government
National Level Agencies and its
DL, Philippine National instrumentalities
Police
Area Command, Armed

Forces of the Counterpart Regional
Philippines (AFP) Joint Firearms Offices of the NBI,
Control Desk GOCCs, LEAs, other
PNP Regional Offices Regional Level Juridical Entities and all
Government Agencies
and its instrumentalities
Counterpart Provincial
Offices of the NBI,
Joint Firearms
PNP Provincial Offices GOCCs, LEAs, other
Control Desk
Juridical Entities and all
Provincial Level
Government Agencies
and its instrumentalities
Legend:
___________ Command Line 360
------------------ Communication Line
October 4, 2007
MEMORANDUM CIRCULAR
NUMBER 2007-11
GUIDELINES IN THE ACCEPTANCE OF TRANSFER OF EQUIPMENT /

PROPERTY FROM ANY INDIVIDUAL, JURIDICAL ENTITIES, AND
OTHER GOVERNMENT AGENCIES ON LOAN BASIS OR
HELD-IN TRUST BY THE PNP
1. REFERENCE:
Civil Code of the Philippines
2. OBJECTIVES:
a. To define preconditions and procedures in accepting transfer of

equipment/property from any individual, juridical entities, and other government agencies
on loan basis or held-in trust by the Philippine National Police.
b. Determines the responsibility of concerned unit commanders/heads of

office entering into loan agreement and prevent diversion or misuse of
equipment/property loaned to the PNP.
3. PURPOSE:
This circular prescribes the policies and guidelines in the acceptance and handling
of equipment/property loaned or held-in trust by the Philippine National Police.
1. Loan/Transfer Agreement - is an instrument in a form of public document

whereby a transferor officially transfer the right of possession of a property to the
transferee and retaining for itself the right of ownership over a specific equipment in favor
of PNP unit/office gratuitously.
2. Transferee - any PNP unit/office recipient of property/equipment being held

and needed by the PNP in furtherance of its mission and function.
3. Transferor - as used in this circular, any person, natural or juridical,

government unit or office that makes or executes a conveyance of a title, right or property
in favor of PNP unit/office.
4. Held-in Trust - an equitable right or interest in property distinct from the legal
ownership of it.
361
5. PNP unit/office - as used in this circular, refers to the police station or office
as recipient of loan item or beneficiary of a trust.
5. POLICIES:
a. Equipment/property loaned to the PNP shall only be accepted if it will

redound to the benefit of the organization. In no case shall it be made to defraud creditors
and other parties in interest relative to the subject or item of loan and that the transferor
has sufficient funds and properties reserved for himself and his obligations.
b. Equipment/property loaned to the PNP must always be covered by

loan/transfer agreement, in writing and in form of public instrument.
c. No portion of the loaned equipment/property shall be used or issued to the

transferor or any other person/office aside from the PNP.
d. The authority to enter into loan agreement shall be vested to the following:
(1) Chief, PNP

(2) Directors of D-Staff
(3) Directors of NSUs
(4) Regional Directors/District Directors
(5) Provincial Directors/City Directors
(6) Group Directors of Regional Mobile Group
(7) Chiefs of Police
e. Loan Agreement must be approved by the next higher commander as

enumerated in the preceding paragraph. However, when loan is to be contracted by the
C, PNP, no further approval is required.
f. Expenses or fees to be incurred such as, but not limited to the wear and
tear of the property/equipment, miscellaneous, operational, maintenance, registration and
license shall be agreed upon by the parties, since the ownership of the loaned property
is not transferred to the PNP.
g. The loaned property or held in-trust must be used for an official function or
duty of the PNP.
h. Loan vehicle as a matter of policy should conform to the standard color, and
marking as prescribed by DRD. The transferee shall be informed of such standard and
his express consent shall be secured.
i. The agreement must specifically state the period within which the transferor
authorizes the PNP unit to use the equipment/property.
j. Equipment/property loaned to PNP unit shall be properly recorded in the

records of respective unit Supply Officer/PNCO.
k. It is the policy of the PNP not to accept loan of firearms from any individual
or juridical entities in order to prevent diversion of firearms to unauthorized users.
6. PROCEDURES:
(1) All equipment/property loaned to PNP unit/office must be covered a transfer

agreement showing that such is temporarily and exclusively for official use of the PNP
unit/office within the period agreed by the parties.
362
(2) Where the agreement period within which the transferor authorizes the PNP
unit/office to temporarily use the equipment/property is determinative of years, months,
and days, the duration shall be fixed and such will be binding to both parties.
(3) In the event that one party decides to pre-terminate the loan agreement before
the stipulated termination period, the other party shall be notified in writing at least fifteen
(15) days before the desired pre-termination date.
(4) Where the duration period expires, the tender may opt to grant extension or
terminate the loan agreement. Extension is implied after fifteen (15) days if no notice of
termination has been given either by the transferor or transferee.
(5) In the loan/transfer agreement, the following terms of agreement must be

verbatimly incorporated.
a. A statement of the proposed use of the equipment/loan of property and any

conditions placed on its use by the lender.
b. A statement of the authority for the PNP's use of the loan.
c. A statement that the use and transfer is a bona fide loan such that the
transferor does not expect any special treatment from the PNP as a result of such loan.
d. The terms and conditions on who shalt shoulder the costs of repairs and
maintenance of the equipment/property must be expressly included.

responsible for the strict implementation of this circular.

Division shall ensure that all loans given to their respective PNP unit/office are properly
recorded and documented.
c. Upon request of the concerned Officer authorized to accept loan/transfer,

the DI, IG, RID shall conduct investigation on the transferor to establish the source and
integrity of the tatter.
d. Provincial Directors/Heads of Offices/Chiefs of Police/Commanders thru

their respective Logistics Officer/PNCO shall ensure that all loaned equipment/property
shall be exclusively devoted for authorize PNP use/activities.
e. Supply Accountable Officers shall ensure that all property/equipment

received by the PNP under the transfer agreement are documented and recorded in the
books of Property/Equipment Held-in Trust by the Supply Accountable Officers or
Accounting Office.
f. Directors of NSUs shall extend assistance in processing the

transfer/documentation of equipment/property loan to the PNP.
g. Units who have loan equipment/property before the effectivity of this Memo
Circular shall render report to higher headquarters, or PROs for records and cognizance
of the latter.
8. PENALTY CLAUSE:
Any violation of this circular shall be investigated and if warranted by evidence,

363
9. EFFECTIVITY:
This Circular takes effect fifteen (15) days after publication.
Original Signed
AVELINO I RAZON JR
Chief, PNP
364
Makati City
SUBJECT : PRESCRIBING THE NEW GUIDELINES GOVERNING

PROPERTY ACCOUNTABILITY AND RESPONSIBILITY
INCLUDING THE DELINEATION OF DUTIES AND FUNCTIONS
OF CONCERNED PNP OFFICERS AND PERSONNEL
WHEREAS, the National Police Commission is constitutionally mandated to

administer and control the Philippine National Police;
WHEREAS, in the exercise of such power, it is necessary for the Commission to

look into the assets and properties of the PNP;
WHEREAS, Memorandum Circular No. 94-015 dated May 2, 1994 entitled

“Guidelines Governing Property Accountability/Responsibility of PNP Supply Accountable
Officers and Personnel” was issued to effect proper and accurate inventory and physical
accounting of PNP properties and equipment;
WHEREAS, the policy on issued equipment for use in the performance of official
duties by PNP personnel when required to surrender or turnover the same to the proper
authorities have not been properly observed and complied with;
WHEREAS, there is need to put a stop to the malpractice in the interest of the
public and to bring all erring PNP personnel with issued government equipment legally
and criminally accountable;
NOW, THEREFORE, pursuant to its constitutional and statutory authority over the
Philippine National Police, the Commission PRESCRIBES, AS IT HEREBY
PRESCRIBED the following guidelines for strict compliance and implementation by the
PNP and concerned PNP personnel:
A. GUIDELINES:
1) The Director for Logistics (DL) is the office principally tasked to ensure that
the property accountability of a PNP personnel is strictly observed and
properly enforced by the Supply Accountable Officer (SAO) and Responsible
Supply Police Non-Commissioned Officer (RSPNCO).
2) The concerned SAO or RSPNCO of the acquiring and/or gaining unit is the
only personnel authorized to receive and dispose any equipment kept in stock
and/or subject for issuance to any PNP unit.
3) In case of an Order for Relief or Transfer of Assignment or Retirement from

the service is issued to any incumbent (out-going) SAO or RSPNCO, proper
relinquishment and turn over of property accountability and records to the
incoming SAO or RSPNCO must be completed within the following period:
365
(a.1) Thirty (30) working days for National Support Units with no regional
units/offices;
(a.2) Sixty (60) workings days for National Support Units with regional
units/offices;
(a.3) Ninety (90) working days for Police Regional Offices.
All documents covering the proper relinquishment and turn over from
outgoing and incoming SAO must be noted by the SAO-PNP wide,
while all documents covering the proper relinquishment and turn over
from outgoing to the incoming RSPNCO must be noted by the RSAO
of PRO for the Police Regional Office, by the PSAO for the Provincial
Police Office and by the SAO NSUs for the NSUs.
4) In case of a PNP personnel is relieved or transferred to other unit assignment

or retired from the service but failed to turn-in the equipment or is without the
required Unit Property Accountability Clearance issued by the SAO or
RSPNCO and resulted in the loss or misplacement of the same, the
concerned PNP personnel and the Head or Chief of Office shall be held jointly
liable.
5) A PNP personnel without a Unit Property Accountability Clearance issued by

the concerned SAO or RSPNCO of the losing unit must not be given
accommodation by any gaining unit and in no case shall a relief/reassignment
order be issued without the required clearances.
6) A Task Force is organized in every office/unit/station primarily to recover all

equipment not turned-in or still in the possession of suspended, dismissed,
AWOL, retired, and transferred PNP personnel. The task force must recover
within thirty (30) working days the equipment of the losing unit.
7) A PNP personnel who have been ordered suspended or dismissed, AWOL,

retired and transferred to other units under a final decision in an administrative
case shall be required to surrender or turn-over all issued equipment to the
SAO or RSPNCO to ensure custody and safekeeping before suspension or
dismissal orders are implemented.
In case an equipment is still in the possession of the PNP personnel meted

with a suspension or dismissal from the service, the Head or Chief of Office
must direct the concerned SAO or RSPNCO of the losing unit to immediately
initiate recovery of the same within a maximum period of three (3) months.
8) The beneficiaries of deceased PNP personnel in custody of issued equipment

must submit a Death Certificate duly certified by the Office of the Civil
Registrar within thirty (30) working days from the date of death to secure a
Unit Property Accountability Clearance from the concerned SAO or
RSPNCO.
9) A PNP personnel applying for retirement must secure within ninety (90)
working days before the actual date of retirement a Unit Property
Accountability Clearance from the concerned SAO or RSPNCO.
10) Non-compliance with the foregoing guidelines will subject the erring PNP
personnel to administrative/criminal sanctions, as may be warranted under
the circumstances.
366
-Amending MC 94-015, Pages 2 of 4 -
B. DUTIES AND RESPONSIBILITIES
1) The Directorate for Logistics-National Headquarters:

(a) Shall keep and maintain an accountability network/link with all Logistics
Officers/Supply Accountable Officers/Responsible Supply Police Non-
Commissioned Officers to ensure strict adherence to the rules and
guidelines of this Circular;
(b) Shall issue a Certificate of Property Accountability Clearance to the
beneficiaries of deceased personnel only upon showing the concerned
SAO/RSPNCO issued clearances with the corresponding report of
survey in accordance with existing accounting and auditing rules and
regulations.
(c) Shall prepare for the corresponding annual report of survey of
unaccounted equipment for submission to the NAPOLCOM Installations
and Logistics Service.
2) The Director or Chief of Office:

(a) Shall issue Orders for Relief or Transfer of Unit Assignment of a PNP
Personnel only upon showing that a Unit Property Accountability
Clearance is issued by the concerned SAO or RSPNCO of the losing
unit.
(b) Shall not accommodate to the gaining unit any PNP personnel who fails
to present a Unit Property Accountability Clearance from the
SAO/RSPNCO of the losing unit;
(c) Shall organize a Task Group headed by the Logistics Officer or the SAO
or the RSPNCO to recover unaccounted equipment issued to a
relieved/transferred/retired PNP personnel; and
(d) Shall dutifully submit to the Directorate for Logistics the corresponding
quarterly report of survey for equipment listed as unaccounted.
3) The Regional/Provincial/District/National Support Unit SAO;

(a) Shall in case of an Order for Relief or Transfer of Assignment of
Retirement from the service of an incumbent (out-going) SAO, ensure
that he/she must relinquish and upon receipt of the order must
immediately turn-over all property accountabilities and records to the
incoming SAO within the period specified in item a(3).
(b) Shall initiate the filing of administrative and/or criminal case against a
PNP personnel without the required property clearance and resulted in
the loss or misplacement of equipment.
(c) Shall be the only authorized personnel to receive and dispose any
equipment kept in stocks and subject for issuance to any PNP office. He
shall likewise record and document all transactions in the Property Book
of Accounts; and,
(d) Shall submit to the NAPOLCOM Regional office and the Head or Chief
of PNP Office the corresponding monthly reports of survey of equipment
listed as unaccounted.
4) The Directorate Offices/The Cities Or Municipalities Police Stations

RSPNCO;
(a) Shall, in case of an Order for Relief or Transfer of Assignment of
Retirement from the Service of an incumbent (out-going) RSPNCO,
ensure that he/she must relinquish and upon receipt of the order must
immediately turn-over all property accountabilities and records to the
incoming RSPNCO within the period specified in item a(3).
(b) Shall initiate the filing of administrative/criminal case against a PNP
personnel without the required property clearance; and,
367
(c) Shall be the only authorized personnel to receive and dispose any
equipment kept in stocks and subject for issuance to any PNP office. He
shall likewise record and document all transactions in the Property
Books of Account; and,
(d) Shall submit to the Head or Chief of PNP Office and SAO the
corresponding monthly report of survey for equipment listed as
unaccounted.
5) A PNP Personnel:
(a) Shall first immediately secure a Unit Property Accountability Clearance
from the concerned SAO or RSPNCO as the case maybe, before orders
for relief/transfer to other unit assignment/retirement from the service
are issued; and,
(b) Shall in case of suspension in an administrative and/or criminal case
surrender or turn-in the issued equipment to the concerned SAO or
RSPNCO for custody and safekeeping.
(c) Shall renew the issued Acknowledgement of Receipt for Equipment.
FURTHER RESOLVED, all existing guidelines governing property

accountability/responsibility inconsistent herewith are hereby cancelled or
revoked.
APPROVED, this 3rd day of September 2007 at Makati City, Philippines.
Original Signed
RONALDO V. PUNO
Chairman, NAPOLCOM

CELIA SANIDAD-LEONES MIGUEL G. CORONEL
Original Signed
OSCAR C. CALDERON
Ex-Officio Commissioner
Attested by:
Original Signed
Chief, Secretariat
368
OFFICE OF THE CHlEF, PNP
September 27, 2006
MEMORANDUM CIRCULAR
NUMBER 2006 021
GUIDELINES IN THE RECALL AND REISSUANCE OF FIREARMS FOR INTERNAL

SECURITY OPERATIONS
1. REFERENCES:
a. Executive Order Nr 546 Directing the PNP to Undertake Active Support to the
AFP in Internal Security Operations (ISO) for the Suppression of Insurgency
and Other Serious Threats to National Security; and
b. DL Implementing Plan on the New PNP Internal Security Operations (ISO)

Campaign Plan.
2. OBJECTIVES
a. To strengthen operational readiness and capability of personnel involved in

ISO through recall of long firearms from National Support Units (NSUs) and re-
alignment of same to high risk police stations and units;
b. To significantly reduce, if not entirely eliminate double or multiple issuances of

firearms and eventually maximize utilization of serviceable firearms to PNP
units involved in Counter-Insurgency Operations (COIN).
3. PURPOSE:
This Circular prescribes the policies and guidelines of the Philippine National
Police Headquarters in the conduct of recall, reissuance/realignment of firearms to PNP
units involved in ISO.
4. POLICIES:
a. PNP uniformed personnel assigned with the Regional Mobile Groups (RMGs),
Provincial Mobile Groups (PMGs) and identified High Risk Municipal/City
Police Stations shall be authorized issuance of one (1) long firearm and one
(1) short firearm.
b. The issuance of serviceable long and short firearms shall be limited to Special
Weapons and Tactics (SWAT) of City Police Offices (CPOs) in highly
urbanized centers including NCRPO and City Police Stations in Police
Regional Offices (PROs).
369
c. Issuance of firearms to National Administrative Support Units (NASUs) shall
be limited to short firearms and sixteen (16) 12 Ga shotguns each, only.
Likewise, issuance of short firearms shall be limited to Cal. 38 revolvers only
for personnel purely performing administrative/clerical/ technical functions.
d. Issuance of serviceable long and short firearms to National Operational

Support Units (NOSUs)/task forces/other operational units shall be limited to
the PNP Special Action Force (SAF), and respective Special Operation Units
(SOUs) and/or SWAT. However, other NOSUs shall be issued seventy six (76)
12 Ga shotguns each, only, for security purposes.
e. All other PNP uniformed personnel shall be issued either one (1) long firearm
or one (1) short firearm only.
f. PNP uniformed personnel with permanently issued or licensed short firearms

will only be issued additional long firearm if assigned to units authorized to
issue one (1) long firearm and one (1) short firearm.
g. PNP uniformed personnel shall be authorized to possess licensed long and

short firearms upon entry in the service (as Police Officer I or Police Inspector).
This information shall always be indicated in their Identification Cards (ID) and
Personnel Data Sheet (PDS) for reference and record purposes. PNP
personnel with licensed long firearms and short firearms will not be issued
additional firearms.
h. All issued long firearms shall become organizational firearms and cannot be
carried forward from one station/unit to another. This will ensure enough
number of long firearms in the inventory.
i. PNP uniformed personnel authorized with one (1) long and one (1) short
firearm shall not be allowed/authorized to bring home his/her issued long
firearm. It shall, at all times, be kept inside the station/unit armory.
j. All government issued firearms should have ballistics records for identification
in case of recall or recovery from loss.
5. PROCEDURES:
a. Directors/Heads of Offices/Chiefs of Police/Commanders shall initiate

complete physical inventory of their organic, permanently issued, donated,
and/or loaned firearms every quarter.
b. Directors/Heads of Offices/Chiefs of Police/Commanders shall review their

issuances of firearms regularly.
c. Directors/Heads of Offices/Chiefs of Police/Commanders shall recall all excess

firearms on a continuing basis.
d. PNP uniformed personnel with more than one (1) issued long and/or short
firearm from any PNP unit shall turn-in excess firearms to respective Supply
Accountable Officers who issued these firearms or to SAO, Logistics Support
Service for short firearms, or to SAO, PNP Wide for long firearms.
e. Directors/Heads of Offices of NSUs/task forces/other operational units shall

turn-in excess long firearms to SAO, PNP Wide.
370
f. Regional Directors/Heads of Offices/Chiefs of Police/Commanders shall issue
firearms in accordance with the following priorities:
1) PNP uniformed personnel of RMG/PMG — 100% issuance of long firearms

vis-à-vis total strength
2) PNP uniformed personnel of High Risk Municipal/City Police Station —

100% issuance of long firearms vis-à-vis total strength
3) PNP uniformed personnel of SWAT of Highly Urbanized Center — 100%

issuance of long firearms vis-à-vis total strength
4) PNP uniformed personnel of CPS/MPS not identified as high risk police

station — 100% issuance of one (1) long or one (1) short firearm vis-à-vis
total strength
5) PNP uniformed personnel of PRO/PPO/CPO performing

administrative/clerical/technical functions — short firearms only preferably
Cal 38 revolvers
6) Selected PNP uniformed personnel performing security functions and

special missions — long firearms subject for recall upon completion of
mission

responsible for the strict implementation of this Circular.

Division shall determine issuances for personnel performing purely
administrative/clerical/technical functions.
c. The Directorate for Operations, in coordination with the Directorate for

Intelligence, shall determine/identify and furnish a list of high-risk
Municipal/City Police Stations as basis for the authorized issuance of one (I)
long firearm and one (1) short firearm.
d. Directors/Heads of Offices/Chiefs of Police/Commanders thru their respective

Logistics Officers/PNCOs shall ensure that all issued long firearms are
recalled/turned-in upon relief of personnel from a station/unit.
e. Directors/Heads of Offices/Chiefs of Police/Commanders shall ensure that

there will be a secured armory or arm rack in their respective unit
headquarters/stations for safekeeping of the issued long firearms.
f. Directors/Heads of Offices/Chiefs of Police/Commanders shall ensure that the

bolt carrier/assembly of long firearms are extracted/separated and placed in a
secured depository area/vault which shall only be given to PNP uniformed
personnel upon its issuance.
g. Directors/Heads of Offices/Chiefs of Police/Commanders shall ensure that

issued firearms are well maintained through the regular conduct of Rank
Inspection or Show Down Inspection.
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h. Provincial Directors/Heads of Offices/Chiefs of Police/Commanders thru their
respective Logistics Officers/PNCOs shall ensure that excess firearms must
be turned over to their respective Police Provincial Office or Police Regional
Office.
7. RESCISSION:
8. EFFECTIVITY:
This Circular takes effect immediately.
Original Signed
OSCAR C CALDERON
Chief, PNP
372
April 7, 2010
SUBJECT: IMPLAN TO NAPOLCOM Memorandum Circular No. 95-012 and NHQ

PNP Memorandum Circulars Nos. 2000-013; 2006-021 (Guidelines in
the Conduct of Physical Inventory of PNP Firearms and Mobility
Assets)
l. REFERENCES:
a. Standard Operating Procedure No. 2010-01 dated January 28, 2010 re:
"Annual Logistics Inspection and Physical Accounting of PNP Properties”;
b. NAPOLCOM Memorandum Circular No. 2007-006 dated September 3, 2007,

re: "Prescribing the New Guidelines Governing Property Accountability and Responsibility
including the Delineation of Duties and Functions of Concerned PNP Officers and
Personnel";
c. NHQ PNP Memorandum Circular No.2006-021 dated September 11, 2006, re:
"Guidelines in the Recall and Re-issuance of Firearms for Internal Security Operations";
d. NHQ PNP Memorandum Circular No. 2000-013 dated September 25, 2000, re:
"Procedures and Guidelines to be followed by PNP Officials in the Conduct of Inventory
and Turn-Over of PNP Assets and Other Government Properties during Relinquishment
and Assumption of PNP Units/Offices at all Levels";
e. Letter of Instruction 001/2002 (LOI Bawi) dated March 26, 2002; and
f. NAPOLCOM Memorandum Circular No. 95-012, re: "Guidelines in the Conduct

of Inventory of PNP Supplies, Equipment and Facilities".
II. GENERAL PURPOSE:
This Implementing Plan aims to provide the guidelines in the conduct of inventory
of all properties, equipment and other assets of the PNP through the process of physical
accounting and inspection. The reports submitted by PROs through the PNP Logistics
Information Management System and the result of their initial physical inventory will be
used as basis in the conduct of his activity.
III. SITUATION:
Physical accounting and inspection are indispensable procedure for checking the
integrity of reports of the PNP properties in order to protect and preserve it. It is therefore
necessary that an effective and efficient reporting and records management of all PNP
property and equipment should be implemented at all PNP units/offices at all levels.
373
The submission of inventory reports by the different PNP units/offices to DL seems
to be erroneous even if there are clear and defined administrative procedures. There are
a number of Memorandum Circulars and Standard Operating Procedures (SOPs) and
LOIs for the conduct of inventory of all PNP properties and equipment. However, the
conduct of physical accounting and inventory has not materialized in the past because of
budgetary constraints.
Recent events prompted the PNP leadership to check on the integrity of PNP
assets. Investigations revealed that a number of PNP properties are being used by some
local executives/politicians for their own personal aggrandizement. These acts are clear
violation of the PNP Standard Operating Procedures on the utilization of PNP property.
An example of this is the presence of PNP property, firearms and vehicles, in particular
at the crime scene of the most publicized Maguindanao Massacre. These PNP properties
and equipment were recovered by the government forces during the course of the
investigation. Subsequent investigations showed that some of these equipment were
used in the commission of the gruesome killing.
In line with the thrust of the PNP Integrated Transformation Program on Physical
Assets Inventory, the C, PNP provided guidance to conduct the physical inventory of all
PNP equipment and properties. Hence, the Directorate for Logistics will conduct a regular
physical inventory and inspection of all PROs, PPOs and PS equipment such as firearms
and mobility assets and other properties starting April 2010.
The conduct of the physical inventory will address the following problems observed
in the field:
a. Some firearms and vehicles are issued to politicians which are clear violations
of the existing PNP rules and regulation;
b. Some firearms and vehicles are directly issued to Police Stations thereby
violating the proper chain of supply issuance and distribution;
c. Irregularities in the procurement of ammunitions because of the absence of

Annual Procurement Plan (APP) at the PRO level or defective ammunition delivered due
to the absence of specs;
d. Verbal Instructions of RDs and PDs to issue firearms or vehicles to certain

individuals or personnel;
e. Shortage of firearms due to non-recovery of issued firearms to reassigned,

resigned, dismissed and retired PNP personnel; and
f. Submission of erroneous property inventory reports to DL due to the absence

of a means to check on the validity of these reports.
IV. MISSION:
This IMPLAN will define the implementation of the regular Physical Inventory and
Inspection of All PNP equipment and properties in all PNP units nationwide. This is to
check the integrity of PNP assets in accordance with the government's mandate to
establish a proper and accurate inventory and accounting system. The inventory aims to
reconcile the property inventory records of the Directorate for Logistics as reported by
PROs and other PNP units and offices. This will also check the status of serviceability of
all PNP equipment and properties at all PNP Units down to Police Stations nationwide.
374
V. EXECUTION:
A. Concept of Operations:
1. The Directorate for Logistics will conduct the annual PNP wide Physical
Inventory of All PNP equipment and properties. ODL shall be the Office of Primary
Responsibility (OPR) in the conduct of this inspection activity to all PROs down to Police
Stations;
2. At NHQ and NSU levels, a physical inventory of all equipment and

properties shall be conducted by NHQ/NSU Inspection Team headed by the Director,
HSS. The inventory shall cover other logistics concerns like disposal of BER equipment,
proper recording of supplies and materials, and proper maintenance of all PNP equipment
and properties, among others. He shall in-turn submit report to TDL at the conclusion of
the Physical Inventory.
3. At the PRO level, the Regional Director of the PRO to be inspected shall be
notified that a showdown inspection/physical inventory will be conducted within his Area
of Responsibility (AOR). The RD shall in turn initiate a showdown inspection of all PNP
properties/equipment giving emphasis on firearms and mobility assets, among others.
The inspection shall be done to the Police Regional Offices (PROs) including the Police
Provincial Offices (PPOs) and Police Stations under him;
4. The RD, PRO shall submit a report of the physical inventory showdown
inspection to the Director for Logistics (Attn: LPPD) prior to the conduct of inspection by
the ODL Team. The report shall be in accordance with the DC Accounting and COA
format;
5. The inspection/physical inventory shall be conducted by the ODL Inspection

Team, in tandem with the PRO Inspection Team to the Police Provincial Offices (PPOs)
down to Police Stations (PS). Soon after the conclusion of the inspection, the ODL
Inspection Team, PRO Inspection Team and the PPO SAO shall report to the Regional
Headquarters for the de-briefing and consolidation of report;
6. All DL Division Chiefs shall act as Team Leader of the ODL Inspection Team
on rotation basis. The SAO-PNP wide representative will be one of the Team Members.
A representative from the Commission on Audit (COA) will form part of the team as
observer; and
7. The Logistics Plans & Programs Division (LPPD) will act as the Secretariat
of this activity which shall prepare a consolidated report of accomplishment for
submission to Chief PNP, COA, DC Accounting and NAPOLCOM.
B. Team Composition:
There shall be an organized one (1) team from the National Headquarters, One
(1) Team from ODL and one (1) team from the PRO during the conduct of the Physical
Inventory as follows:
NHQ/NSU Inspection Team

a. DDL/EX-O, DL - Supervisor
b. Director, HSS - Team Leader
c. DC Representative - Asst Team Leader
d. LPPD Representative - Secretariat
e. LSS Representative - Member
f. CES Representative - Member
g. ES Representative - Member
375
h. SAO PNP Wide - Member
i. COA Representative - Observer
ODL Inspection Team

a. DDL/EX-O, DL - Supervisor
b. DL Division Chief - Team Leader
c. LPPD Representative - Secretariat
d. FAS, SMD Representative - Member
e. MAMS, SMD Representative - Member
f. GSS, SMD Representative - Member
g. IFMD Representative - Member
h. REMD Representative - Member
i. LSS Representative - Member
j. CES Representative - Member
k. ES Representative - Member
PRO Inspection Team

a. Deputy Regional Director for
Administration - Supervisor
b. Chief, Regional Logistics &Research &
Development Division (C, RLRDD) - Team Leader
c. Chief, Regional Comptrollership
Division (C, RCD) - Asst Team Leader
d. Regional CES - Member
e. Regional Engineer - Member
f. Regional SAO - Member
g. Regional COA Representative - Observer
h. Regional Accounting Representative - Observer
C. Tasks
1. Admin Officers/RSPNCOs, NHQ
a. Prepare to receive the NHQ Inspection Team;

b. Be ready to provide briefings on logistics accomplishments and
compliances to Directives to NHQ Inspection Team;
c. Assist the NHQ Inspection Team in the conduct of physical inventory;
d. Provide the Inspection Team copy of Inventory Report of Equipment by
Division to facilitate the Inspection; and
e. After the Inspection, SAO, HSS and RSPNCO must consolidate the
Inventory Report on Equipment to be signed by the Admin Officer and
Director of the Inspected Unit with accompanying certification that the
report of inventory have been reconciled with the property records five
(5) days after the inspection is finished.
2. ADLs/SAOs, NSUs
a. Prepare to receive the NHQ Inspection Team;

b. Be ready to provide briefings on logistics accomplishments and
compliances to Directives to NHQ Inspection Team;
c. Assist the NHQ Inspection Team in the conduct of physical inventory;
d. Provide the Inspection Team copy of Inventory Report of Equipment by
Division to facilitate the Inspection; and
e. After the Inspection, SAO must consolidate the Inventory Report on
Equipment to be signed by the Logistics Officer and Director of the
Inspected Unit with accompanying certification that the report of
376
inventory have been reconciled with the property records five (5) days
after the inspection is finished.
3. RLRDDs/RSAOs, PROs
a. Organize PRO Inventory Team;

b. Prepare to receive the ODL Inspection Team;
c. Be ready to provide briefings on logistics accomplishments and
compliances to Directives to ODL Inspection Team;
d. Assist the ODL Inspection Team in the conduct of physical inventory;
e. Provide Itinerary as basis for travel thru land of the ODL Inspection
Team;
f. Submit Inspection/lnventory Report to ODL after conducting the
showdown inspection to units under his command;
g. Provide security escorts and vehicle for use of the Inspection Team;
h. Prior to Inspection, PSAOs must submit to the Inspection Team a
consolidated Inventory Report of all the Police Station under their AOR.
In the same manner, the RSAO must prepare a consolidated Inventory
Report on Equipment for the RHQ; and
i. After the Inspection, RSAO must consolidate the Inventory Report on
Equipment for the PRO, PPO and PS to be signed by the Chief,
Regional Logistics Research and Development Division and the
Regional Director of the Inspected Unit with accompanying certification
that the report of inventory have been reconciled with the property
records five (5) days after the inspection is finished.
4. Inspection Teams
a. Conduct physical inventory count of all equipment, properties and other

assets of the inspected unit;
b. Submit an After Inspection Report based on the deficiencies/
observations noted during the conduct of the inspection (Attn: LPPD) for
consolidation prior submission to C, PNP; and
c. Perform other tasks as may be directed.
5. Secretariat
a. Facilitate the conduct of inspection and inventory by the Inspecting

Team;
b. Provide for efficient scheduling of the Inspection Teams;
c. Facilitate the documentary needs of the Inspection Teams;
d. Coordinate with LSS for the transportation of the NHQ/NSU Inspection
Teams if inspection is conducted outside the camp;
e. Provide Technical Support during the inspection activity;
f. Coordinate with the concerned PNP units to be inspected;
g. Consolidate After Inspection Report of all the Inspection Teams; and
h. Perform other tasks as may be directed.
VI. COORDINATING INSTRUCTIONS:
a. All members of the Inspection Team shall undergo a pre-departure orientation

to be conducted by the OPR;
b. The Team Leader shall submit report to the Office of the Director for Logistics
not later than five (5) days after the conduct of the Physical Inventory;
377
c. Inspection Teams shall also look into the compliance of PNP Units to LOI
Bawi, particularly on the recovery of firearms of personnel who resigned, retired, or was
dismissed or reassigned to other units;
d. The conduct of Physical Inventory by the ODL Inspection Team should be

jibed with the PMO Teams during the Transformation Caravan as may be practicable;
e. Inspection Teams shall make sure that the conduct of inventory also covers
the unit's recording, maintenance and disposal of unserviceable equipment;
f. All PROs, PPOs, PS and other PNP units are encouraged to conduct a regular
Saturday Inspection/showdown Inspection with PICE; and
g. Henceforth, all PNP Units from the NSUs, PROs, PPOs and PS are directed
to conduct a regular annual physical inventory of all their command property, equipment
and assets, reports of which shall be submitted to ODL.
VIl. EFFECTIVITY:
This Implementing Plan shall take effect upon approval.
Original Signed
Police Director
DISTRIBUTION:
Admin Officers/RSPNCOs, NHQ PNP
ADLs/SAOs, NSUs
RLRDDs/RSAOs, PROs
PPOs
PS
378
April 26, 2005

Number 2005-01
Firearms Accountability Information System
1. PURPOSE & SCOPE:
This SOP prescribes the policies, responsibilities and procedures in the

maintenance of the Firearms Accountability Information System (FAIS).
2. OBJECTIVES:
a. Ensure the proper account name of PNP personnel with firearms

accountability;
b. To protect the interest of PNP personnel against malicious reporting of

firearms accountability.
c. To provide guidelines and procedure in the encoding or clearing of

names in the FAIS Database.
d. To eradicate the problems encountered in the issuance of certification

of firearms accountability from the Directorate for Logistics (DL).
e. To periodically update firearms in stock for issuance and reissuance

and to know the whereabouts of issued firearms.
a. Firearms Accountability Information System (FAIS) — a computer

software being maintained by the Directorate for Logistics that stores Information about
PNP personnel with firearms accountability.
b. Firearms Accountability Report — a report prepared by the Logistics

Officer or Supply Accountable Officer from any unit of the PNP stating therein the firearms
accountability of a PNP personnel.
c. Logistics Officer — refers to the Chief Regional Logistics Division in

PNP Regional Offices or the Assistant Director for Logistics in National Support Units.
Responsible for the care, maintenance and safeguard of all police equipment and
properties in his custody.
d. DL Clearance — is a document issued by the Directorate for Logistics

to PNP personnel specific purpose, such as retirement (compulsory/optional), death
claims, promotion, reinstatement, schooling and/or travel abroad, attesting therein
whether or not said personnel has/have firearms accountability/ies.
379
e. Supply Accountable Officer (SAO) - is the sole PNP Non-Uniformed
Personnel (NUP) who is bonded and in-charged with the responsibility of monitoring,
documenting, controlling and accounting of acquired/procured police equipment.
f. Unit Clearance – is a certification issued by the unit wherein a PNP

retiree posthumously separated/resigned/schooling/travel abroad and the like, are issued
to support their claim/s and whatever legal purpose it may serve.
4. POLICIES:
a. Firearms accountability should only be reported to Directorate for

Logistics when all other means have been exhausted to recover the firearms.
b. The firearms accountability report prepared by SAO should be verified

and signed by the Logistics Officer as the basis and authority for encoding the names of
PNP personnel in the FAIS Database.
c. The firearms accountability report should include photocopy of the

authenticated Memorandum Receipt of the firearms issued by the issuing unit.
d. Clearing of firearms accountability from the Directorate Logistics

database can only be made by presenting certified true copy of the Memorandum Receipt
and/or Property Turn-ln Slips (PTIS) from the unit reporting the accountability/ies.
e. Concerned units shall immediately submit report of any damages in

their firearm accountability reports so as not to impede the issuance of clearance to those
who have already turned-in their firearms.
f. An approved Board of Survey Report on lost firearms/equipment shall

be immediately furnished the Directorate for Logistics for proper disposition of firearms
equipment accountability.
g. Property Clearance issued by the Directorate for Logistics will be valid

for three (3) months only and will be NULL and VOID if other uncleared accountabilities
and loaned government properties shall be found within the period.
a. The Supply Accountable Officer is responsible in the accomplishment

and submission of the Firearms Accountability Report to the PNP NHQ. Camp Crame
(Attn: C, FAS, ODL)
b. Chief Firearms and Ammunition Section, Directorate for Logistics. Shall

supervise the proper maintenance of the FAIS. He shall be responsible in verifying
checking the authenticity of the documents presented.
c. It is the responsibility of the Supply Accountable Officer to issue the

needed documents (Property Turn-In Slip) or their respective PNP personnel to clear the
firearms accountability/ies upon turn-in of the firearm/s.
6. PROCEDURES:
a. Logistics Officer and/or SAO shall forward to the Directorate for

Logistics a Quarterly Firearms Accountability Report supported by authenticated copy of
Memorandum Receipt/s.
380
b. Upon receipt of the firearms accountability report, C, FAS must ensure
that same is encoded in the FAIS Database.
c. Concerned Supply Accountable Officer must issue the needed

clearance with the Property Turn-ln Slip in cases when the firearm/s is returned to clear
the firearm accountability of their respective PNP personnel.
d. C, FAS must validate the authenticity of said documents with the

concerned Supply Accountable Officer. If found authentic, C, FAS shall eventually clear
the name of the PNP personnel reflected in the FAIS Database.
7. RESCISSION:
8. EFFECTIVITY:
This Standard Operating Procedure (SOP) takes effect upon publication.
Original Signed
SERVANDO M HIZON
381
March 26, 2002
SUBJECT : Letter of Instruction 001/2002 (BAWI)
1. REFERENCES:
a. NAPOLCOM Memo Circular Number 94-015 Re: Property Accountability/

Responsibility of PNP Supply Accountable Officer (SAO) and Personnel;
b. NAPOLCOM Memorandum Circular No. 99-006 Governing Administrative

Complaints brought before or filed with the CPNP or to other PNP Disciplinary Authorities
pursuant to Sections 41 (b) and 42 of RA 6975, as amended by RA 8551;
c. Unit Property Clearance System.
2. PURPOSE:
This LOI sets forth the policies/guidelines and procedures relative to the recovery
of PNP firearms which remain the subject of property accountabilities of concerned PNP
personnel.
3. SITUATION:
The units and offices of the Philippine National Police are perennially besieged
with shortage of firearms. The recent campaign of the various PROs and NSUs to recover
firearms which remain the subject of accountabilities resulted in at most 10% recovery
rate. There are about 25,000 long and short firearms targeted for recovery. These organic
properties of PNP units/offices are in the possession of individual PNP personnel in the
active service who carried forward their government issued firearms when transferred to
other units/offices and to some extent were able to retire in spite of their property
accountabilities. Others were either dismissed and/or on AWOL status but still with their
issued firearms. The bad practice of carrying firearms forward to other places of
assignment resulted in multiple issuances to some PNP personnel to the detriment of
other PNP members who cannot even be issued a firearm. This situation adversely
affects the current logistical program of providing one service firearm for every Individual
policeman.
4. MISSION:
The PNP concurrent with its present mission and functions shall conduct an
intensified campaign to recover organic issued firearms from PNP personnel who were
reassigned to other units, resigned/retired/dismissed from the service and/or had gone
on AWOL and failed to turn-ln their respective issued firearms.
382
5. EXECUTION:
a. Concept Implementation
A Task Force composed of representatives from DL, DPRM, DC, DIDM, CIDG,
LSS, LS, IG and SAO shall be organized at NHQ PNP Level (Tab A). The Directorate for
Logistics is designated as the Lead Office to carry out the CPNP's directive to recover
individual issued firearms in consonance with CPNP's intent of maintaining a reasonable
and judicious distribution of firepower resources among the active members of the PNP
at all PRO's/NSU’s. (Tab B).
An equivalent Task Group at the Police Regional Offices and NSUs

correspondingly represented by PNP Offices as above-mentioned shall likewise be
organized to implement the same mission al their respective areas.
This LOI shall be conducted in three (3) phases:
Phase I - The recovery effort shall be concentrated among PCOs in the active
service from P/Inspector to P/Dep Dir General (estimated 827 active PCOs (Tab F).
Duration: one (1) month (April 1 - 30, 2002)
Phase Il - The recovery effort shall be concentrated among senior PNCOs in

the active service from the rank of SPO1 to SPO4 (estimated 1,338 active PNCOs.
Duration: two (2) months (May 1 - June 30, 2002)
Phase III - The recovery efforts shall be concentrated among junior PNCOs in
the active service from the rank of PO1 to PO3 (estimated 2,543 active PNCOs. Duration:
two (2) months (July I - Aug 31, 2002)
Moreover, recovery effort shall also be undertaken in succeeding stages of this

LOI on the firearm accountabilities of the rest of the PCOs and PNCOs who were former
PNP personnel (estimated 2,835 PCOs/ 378 PNCOs) composed of retired,
dismissed/AWOL personnel and 207 civilians who were issued PNP firearms. (see Tab
C — LOI BAWI Flowchart on Retired / Dismissed / AWOL PNP personnel)
b. Tasks:
1) DL
a) Prepare Target List of personnel with firearm accountability copy

furnished DPRM shall be the subject of recovery by this LOI;
b) Cause the service or the Demand Letters to be received and
acknowledged personally by concerned PNP personnel who have firearms accountability;
c) Efficiently monitor the service or demand letters or the failure of the
same;
d) Initiate a document tracking system pertaining to all records and papers
in pursuing this LOI;
e) Aging of all uncomplied requirements to be properly documented and
appropriately acted upon;
f) Maintain a Secretariat that shall monitor compliance with this LOI;
g) Inform and remind component units of the Task Force regarding the
timely execution of respective tasks;
h) TF BAWI Secretariat shall ensure that demand letters must be received
by Chief, RLDs/NSU Logistics Officers at least ten (10) days before the end of the month
to allow them to confer with their respective Chief, RPHRDD and PPO/CPO Supply
Officers; and
i) Others on order.
383
2) DPRM
a) Issue appropriate orders for the composition of the Task Force;

b) Furnish DL the current places of assignments of subject PNP personnel;
c) Support the Task Force on matters of administrative requirements in the
pursuit of its objectives; and
d) Others on orders.
3) DC
a) Support the Implementation of this LOI by providing property and

financial management direction; and
b) Others on orders.
4) DIDM
a) Conduct Pre-Charge Investigation (PCI) against all PNP personnel who

failed to comply with the provisions stated in this LOI at the national level; and
5) CIDG
a) Support DIDM in the conduct of administrative/criminal investigation

pursuant to the objective of this LOI;
b) Serve subpoenas/warrants and other legal papers in connection with the
legal offensive with the end-in-view of attaining maximum accomplishment of this LOI;
and
c) Others on orders.
6) SAO
a) Continuously update records of property accountability of PNP

personnel;
b) Issue certification/clearance in coordination with DL;
c) Act as complainant in criminal cases to be filed by CIDG; and
d) Others on orders.
7) LSS
a) Support the Task Force on matters of logistics documentation; and

8) IG
a) Support the Task Force on matters of Counter Intelligence; and

9) LEGAL SERVICE
a) Provide legal advise and direction in the Implementation of this LOI; and
10) POLICE REGIONAL OFFICES (PROs) / NATIONAL SUPPORT UNITS

(NSUs)
a) Support and assist all tasked units in the execution of this LOI;
384
b) Cause the creation of Task Groups at the Regional level, represented
by offices correspondingly stated at paragraph 5.a;
c) Provide direction and supervision over subordinate units which are
directly involved ill the implementation of this LOI;
d) Conduct Pre-Charge Investigation (PCI) and Summary Hearing (SH) on
active PNP personnel subject of the demand letter (Flowchart, Tab E);
e) Whenever feasible, cause the service of demand letters starting the first
day of the month so that served and unserved demand letters be returned to TF BAWI
Secretariat (thru courier or DHL/JRS etc.) on the 10th day of the month (Flowchart, Tab
D);
f) Submit report to the TF BAWI Secretariat, on a weekly basis, progress
of PCI and Summary Hearing; and
g) Others on orders.
6. APPLICABILITY/LIMITATION:
Included in the coverage are issued Firearms of PNP personnel in the active
service and those already retired, resigned or separated from the service.
Excluded in the coverage of this LOI are permanently issued firearms made by
PNP LSS based on SOP LSC # 30983 dated March 30, 1994 particularly para 4.b which
states that after covering their short firearms with an LSC SAO MR, PNP personnel shall
carry their Issued short arms wherever they are assigned and Sec 2 of NAPOLCOM
Memo Circular # 93-015 which states that issuance of firearms shall be made effective
from the time of recruitment and shall remain permanent In the possession of the member
concerned until separation/retirement from the service.
a. The Director for Logistics, PNP shall orchestrate and oversee the
implementation of this LOI;
b. Tasked units/offices in the NHQ, Regional and Provincial levels shall vigorously
implement and observe the provisions of this LOI;
c. Strict adherence to existing policies, rules and regulations, particularly the strict
Implementation on every PNP personnel to secure a clearance, the Unit Property
Clearance System (UPCS), for money and/or property accountability from his former
office before his assumption to a new office, every time a Reassignment Order Issued;
d. Implementation of the yearly renewal of MRs particularly on firearms reckoned
on the date of issuance;
e. The conduct of surprise showdown inspection shall form part of physical
inventory of issued individual/unit equipment by immediate unit/office chief;
f. The period prescribed under the three (3) phases for the recovery of firearms
shall be strictly observed to maintain the orderly implementation of this LOI;
g. The service of Demand Letters and expected period of compliance shall be
completed within one (1) month for PCOs and two (2) months for PNCOs;
h. Disciplinary Authorities at various levels - CPNP at NHQ level may designate
DIDM to conduct Pre-Charge Investigation (PCI) and IAS to conduct Summary Hearing
(SH); RDs of PROs may designate RIID to conduct PCI and RIAS to conduct SH; NSU
Directors may designate respective Investigation Divisions to conduct PCI and Internal
Affairs Services (IAS) and all Chiefs, PNP designated Summary Hearing Officers (SHO)
shall also be authorized to conduct SH;
i. In case of doubt/clarification, inquiries may be coursed through the DL
Secretariat. Location: DL Annex, 2nd Floor NHQ, Telephone Number: 7220855, 7220665
Local: 3109/3509;
j. Percentage of compliance in the recovery of targeted firearms shall be allotted
corresponding points in DL's quarterly performance rating of PROs;
385
k. Firearm accountabilities of active PNP Personnel shall be returned to and
cleared by the issuing unit's SAO/RSO/Property Custodian or at the least to SAO of
PRO/NSU that has jurisdiction over the issuing unit;
l. Firearms subject of accountabilities of PNP personnel who are about to retire,
and those who were already retired may return their FAs at the following offices for
consolidation:
1) PNP personnel who reside in Luzon may return the firearm at RSAO Office,
PNPLSS, Camp Crame, Quezon City.
2) PNP personnel who reside In Visayas may return their FAs at RSAO Office,
PRO 7, Camp Sergio Osmeña Sr., Jones Avenue, Cebu City.
3) PNP personnel who reside in Mindanao may return their FAs at SAO Office,
PRO 11, Camp Catitipan, Davao City.
4) Interim and final property clearances will be issued by the RSAOs, PROs 7
& 11 and SAO, LSS, respectively.
m. Tasked units/offices are directed to submit respective implementing plans to
the DL Secretariat not later than ten (10) days upon receipt of this LOI.
n. Lateral coordination among tasked units are encouraged.
Original Signed
LEANDRO R MENDOZA
Chief, PNP
Distribution:
Command Group
Directorial Staff
RDs, PROs
Directors, NSUs
386
February 14, 2002
CIRCULAR
NO. 002-02
SUBJECT: PROCECURES TO BE FOLLOWED IN REQUESTING FOR RELIEF

FROM PROPERTY ACCOUNTABILITY
1. REFERENCES:
a. DL Circular Nr 17 dated August 27, 1990, subject: Relief of Property

Accountability; (Tab "A")
b. Sections 73 and 105 of PD 1445, known as the Government Auditing Code;

(Tab "B")
c. COA Memo Nr 92-751, subject: Documentation of Petitions/Requests for

Relief of Property Accountability; (Tab “C”)
d. COA Memo Nr 93-820 dated August 20, 1993, Delegation of Authority to

COA Officials to decide on Requests for Relief from Property and/or Money
Accountability; (Tab “D”)
e. DL Letter Directive dated November 22, 1995, subject: Prosecution of PNP

Personnel; (Tab “E”)
f. Article 217 of the Revised Penal Code: Malversation of Government

Property; (Tab “F”)
g. Cost Valuation of PNP issued and Loaned Firearms. (Tab “G”)
2. RATIONALE:
Property accountability is the obligation imposed by law, order or regulation on

an official or other person for keeping accurate properly record. The Chief of Office at all
levels shall be primarily responsible for PNP properties acknowledged within his
jurisdiction. While the person entrusted with, having custody of or in actual possession of
the PNP property by reason of his duties shall be accountable therefore and for the
safekeeping thereof. Moreover, such imposed primary and secondary responsibility on
the chief of office and his officer accountable, respectively, shall not prejudice their liability
to the government.
3. PURPOSE:
a. To instill the responsibility and accountability awareness to all personnel

entrusted with and/or had custody of PNP assets;
387
b. To establish the actual logistical resources available in the normal
performance of PNP official functions;
c. To consolidate existing rules and regulations in order to arrive at a more

systematic implementation of this circular;
d. To monitor/update the actual status of PNP properties that have been

issued to subordinate units and members of the PNP organization;
e. To determine the extent of culpability of every unit/personnel who

deliberately or unintentionally misappropriate PNP property while under his/her custody.
f. To institute appropriate sanctions and penalties to prevent and control the

recurrence of losses and damages on PNP properties.
a. Chief of Office/Unit - refers to the Head of the Office/Unit designated by

the C, PNP or his duly authorized representative. For purposes of this circular, chief of
office further refers to the Regional Director (RD) for regional and allied office Provincial
Director (PD) for provincial and allied offices, Director, NSU for National Support Unit, and
City Director (CD) for Chief of Office of City.
b. Property – items purchased out of government funds, donated by

government and non-government institutions and all items acquired in any form intended
to augment routine PNP operations.
c. Supply Accountable/Responsible Personnel — "Any PNP Uniformed

and Civilian Personnel" to include RSPCO/RSPNCO, being conscientious, able and
willing to discharge essential functions of a Supply Accountable Officer and equipped with
proper training designed for property custodianship.
d. Bond — an insurance contract by which a bonding agency guarantees

payment of a specified sum of the payee in the event of a property loss caused by the act
of a specified employee or by some contingency over which the supply accountable
personnel has no control.
e. Board of Survey — a group of PNP personnel organized and designated

by the Chief of Office to determine the extent of culpability of an individual who incurred
PNP property loss/es.
f. Subsidiary Liability — exist when the accountable officer is under the

control of his Chief of Office.
g. Joint Liability – exist when the accountable officer has the right to enlist
that the Chief of Office be joined as codefendant with him.
5. POLICIES:
a. Chief of Offices/Units are subsidiarily liable with the person/s primarily

accountable to any loss of government property under the doctrine of command
responsibility. Therefore, said Chief of Office/Unit having jurisdiction over the subject
property shall vigorously pursue the retrieval of the same. Should there be apparent futility
in the efforts to recover, filing of appropriate charges shall be initiated against the erring
PNP personnel for violation of Articles 217 of the Revised Penal Code and other existing
jurisprudence;
388
b. Designated supply accountable/responsible personnel as contemplated by
law shall be bonded accordingly; (Section 101, PD 1445)
c. PNP Personnel Accountable for government shall be liable for the money
value in case of loss, improper use or misapplication thereof, by himself or property by
any person for whose acts he may be responsible. He shall likewise be liable for all losses,
damage or deterioration occasioned by negligence in the keeping or use of the property,
whether or not it be at the time in his actual custody; (Section 105, PD 1445)
d. When a loss of PNP property occurs while in transit or the loss is caused by
file, theft, or other casualty or force majeure, the officer accountable therefor or having
custody thereof shall immediately notify the COA Resident Auditor concerned, and within
thirty (30) days or such longer period as the Resident Auditor may in the particular case
allow, shall present his Request for Relief, with the available supporting evidence and/or
basic requirements as required hereof. Whenever warranted by the evidence, credit for
the loss shall, be allowed. An officer who fails to comply with this requirement shall not
be relieved of liability or allowed credit for any loss in the settlement of his accounts; (Sec
73, PD 1445)
e. Supply Accountable Personnel shall be designated according to level of

responsibility/accountability such as PNP Wide, Central Office/Regional/RMG,NSUs,
Provincial/PMG and Police Stations;
f. Supply Accountable Officer/Responsible Supply Officer may be relieved

from property responsibility and accountability by means of the Inventory and Inspection
Reports [Gen. Form #17(A)] for equipment, and by means of Report of Waste Materials
[Gen Form #64(A)] for supplies and materials under his custody and no longer needed by
the Unit or Office due to obsolescence or damaged due to fair, wear and tear and declared
to be unserviceable and beyond economical repair;
g. Appropriate adjustments on the book of accounts shall only be reflected

upon approval of the request for relief from property accountability or subsequent cash
settlements have been materialized.
h. Whenever a PNP personnel who incurred PNP property loss and intends to
settle such accountability in cash, the cost shall be based on the latest/updated cost
valuation or prevailing market price.
6. PROCEDURES:
a. Filing the Notice of Loss and Letter Request for Relief from Property
Accountability - The Supply Accountable Officer/Responsible Supply Officer (RSPCO)
having knowledge that a firearm was lost under his accountability and being jointly and
solidarity liable, or the person having actual custody of the. subject lost firearm and being
directly accountable, must file immediately the Notice of Loss to the COA Resident
Auditor concerned, and within 30 days file a Request for Relief from Property
Accountability together with the supporting evidences and/or basic requirements and
discussed in (e) hereof;
a.1. In case of delay in filing the aforesaid notice and request, satisfactory
explanation or the reason(s) for such delay should be submitted, after
which the reasons/explanations given should be verified or confirmed
by the Auditor concerned.
a.2. Likewise, if the incident has been reported to the N.B.I. and other
police units, a final Investigation Report (IR) shall also be submitted.
389
a.3. When a PNP personnel, having custody of the firearm issued by the
Supply Accountable Officer (SAO) and/or Responsible Supply Officer
(RSPCO/RSPNCO) thru Memorandum Receipt (MR), absconds, dies
or become incapacitated in the performance of his/her duties, the SAO
and/or RSPCO/RSPNCO should exert efforts to recover the firearm,
and in case of loss, file immediately the required notice and request
for relief from property accountability with all evidence supporting
therein.
In the event that the SAO and/or RSPCO/RSPNCO absconded, died

or incapacitated, the Chief of Unit or Office concerned shall outright
designate a temporary custodian in the form of a Committee to take
physical inventory of all properties under his/her responsibility and
accountability, duly witnessed by the Resident Auditor concerned or
his duly authorized representative. Likewise, a Board of Survey shall
immediately be convened to conduct investigation and evaluation on
the extent of loss or damaged of the property and the liability of the
persons accountable and covering therefore.
b. Authority to Create the Board of Survey - Upon receipt of the Notice of Loss
and Request for Relief from Property Accountability together with all the supporting
evidences/basic requirements, the Chief of Unit or Office shall immediately
create/convene the Board of Survey which shall be composed of the following
officers at the different levels of Police Offices/Units, to wit:
b.1. It is advisable that a PNP Survey Board shall be created to conduct

investigations, review and evaluate the Unit Survey Board Reports of
NSUs, PROs and PPOs if the amount of property/ies lost is/are more
than P100,000.00 and above. The Chief, PNP is the recommending
official and the OCPNP shalI indorse the results of investigation and
evaluation conducted by the PNP Survey Board with his comments/
recommendation to the following COA Officials for concurrence:
a. Assistant Commissioner for above P100,000.00 to P200,000.00

worth of lost properties.
b. To the Honorable Chairman for above P200,000 to P500,000 worth

of lost properties and;
c. To the Commission Proper for the above P500,000 worth of lost

properties, thru the Resident Auditor concerned.
b.2. The PNP Board of Survey shall be composed of the following:
a. Director for Logistics - Chairman;
b. Director for Comptrollership - Member
c. Director for Legal Service – Member
d. Supply Management Division (SMD, ODL) - Secretariat
e. Chief, Accounting Division, ODC - Secretariat
f. SAO- PNP Wide - Secretariat
390
b.3. Likewise, a unit Survey Board shall be created in the levels of National
Support Units (NSUs), if the property/ies lost is/are within their
respective jurisdiction regardless of the amount and the same is/are
recorded in the PNP-NHQ Books of Accounts/Property Book.
b.4. If the amount of lost property is above P50,000 to P100,000, the

Director for Logistics is the recommending official and he shall indorse
the results of investigation and evaluation of the NSU Survey Board
with his comments/recommendation to the Director, National
Government Audit Office I, Commission on Audit thru the Resident
Auditor concerned. However, if the amount of lost property is P50, 000
and below, the recommending official is the Director, NSUs and he
shall indorse directly the results with his comments/recommendation
to the Resident Auditor concerned for concurrence.
b.5. The Director, NSU shall also convene the Unit Survey Board to conduct
investigation and evaluation and he shall elevate the results thereof
with his comments/recommendation for review, provided the following:
a. If the property is above P50,000 to P100,000 to the Director for

Logistics;
b. If the lost property is more than P 100,000 and above to the Chief,
PNP thru the Director for Logistics and Chairman, PNP Survey
Board.
c. The NSU Survey Board shall be composed of the following:
1. Logistics Officer - Chairman
2. Budget /Comptrollership Officer - Member
3. Legal Officer - Member
4. Unit SAO - Member
b.6. If the property lost is recorded in the Police Regional Office (PRO)
Book of Accounts/Property Book and the amount is above P50,000 to
P100,000, the Police Regional Director is the Recommending Official
and he shall indorse the results of investigation and evaluation conduct
by the PRO Survey Board with his comments/recommendation to the
Regional Director, Commission on Audit, thru the PRO Resident
Auditor concerned. The PRO Survey Board shall be composed of the
following:
a. C, Regional Logistics Division - Chairman
b. C, Regional Legal Service – Member
c. C, Regional Comptrollership Division – Member
d. Accountant – Member
e. Regional SAO - Member
b.7. Likewise, if the property lost is within the jurisdiction of PRO and it is
worth P50,000 and below, the Police Regional Director is also the
391
recommending official and he shall indorse the results of investigation
and evaluation conducted by the PRO Survey Board with his
comments/recommendation to the PRO Resident Auditor concerned.
However, if the property lost is worth more than P100,000 and above,
the Police Regional Director shall elevate the results thereof with his
comments/recommendation to the Chief, PNP thru the Director for
Logistics and Chairman, PNP Survey Board for review.
b.8. For lost properties worth P50,000) and below, which were issued by
PRO SAO to the respective Provinces, Cities or Municipalities Police
Offices, the Director, Police Provincial Office (PPO); shall convene the
Police Provincial Office (PPO) Survey Board to conduct investigation
and evaluation and he shall indorse the results with his
comments/recommendations to the PRO Resident Auditor concerned.
b.9. The Director, PPO/CPO shall also convene the PPO/CPO Survey
Board to conduct investigation and evaluation and he shall elevate the
results thereof with his comments/recommendation of review, provided
the following: if the lost property is worth above P50,000 to P 100,000,
to the Police Regional Director thru the Chairman, PRO Survey Board;
if the lost property is worth more than P100,000 and above, to the
Chief, PNP thru the Police Regional Director (Attn: Director for
Logistics and Chairman, PNP Survey Board). The PPO Survey Board
shall be composed of the following: PPO Budget/Finance Officer, PPO
Legal Officer and PPO Responsible Supply Officer as Members.
b.10.The COA Resident Auditor or his authorized representative may or

may not act as observer during the conduct of investigation and
evaluation of the Survey Boards.
c. Delegating Authority. The delegation of authority shall be decentralized to

correspond to the above discussions, as follows:
Amount of Lost Property Recommending Approving COA

Official Official
P50,000.00 and below RD/Director, NSU/PD PNP Resident Auditor
P50,000.01 to P100,000.00 DL/RD Dir, NGAO
P100,000.01 to P200,000.00 C, PNP Assistance
Commissioner, COA
P200,000.01 to P500,000.00 C, PNP Chairman, COA
P500,000.01 and above C, PNP Commission Proper
d. 30-day Reglementary Period. Immediately upon receipt of the Notice of Loss, the
Chief/Director of Office or Unit shall automatically convene the Unit Survey Board
to conduct investigation and evaluation on the facts and circumstances about the
loss. In 20 days time, the Survey Board must accomplish the following: (1) require
within 10-days the concerned Accountable Officer to file his Request for Relief
from Property Accountability with all supporting evidences and/or basic
requirements; (2) finish the investigation and evaluation within 10 days and submit
the results together with the PNP Survey Report Form Nr. 21 to the Chief/Director
of Office/Unit for his comments/recommendation. In 10-days time, the
Chief/Director of Office or Unit shall forward/indorse all the documents with his
comments/recommendation to the proper COA Officials thru the Resident Auditor
concerned for concurrence/approval.
e. Supporting Evidences/Basic Requirements on the Request for Relief from

Property Accountability. To facilitate investigation and evaluation of the
392
application for relief from property accountability, the Survey Boards must require
the following supporting evidences and/or basic requirements from the person
requesting for relief:
e.1. Duplicate or authenticated copy of the Notice of Loss;
e.2. Original copies of the Request for Relief from Property Accountability,
which is separate from the notice, the Notice of Loss;
e.3. Affidavit executed by the Accountable Office, stating the following facts:
e.3.1. Property lost and its valuation;

e.3.2. Actual date in which the loss was first noted;
e.3.3. Manner of disappearance;
e.3.4. Efforts made to recover the same;
e.3.5. Provisions made to safeguard the property; and
e.3.6. Date when the loss was reported to the police authorities.
e.4. Joint affidavit of two (2) disinterested persons cognizant of the facts
and circumstances about the loss. If only one (1) is available or none
at all, such fact should be setforth in the affidavit of the person
requesting for relief giving the reasons therefor.
e.5. Authenticated copy of Memorandum Receipt(s) of lost property.
f. Other Supporting Evidence if losses or damages of properties, were caused

by the following:
f.1. Casualty, Theft, Robbery/Hold-up, Attacks/Raid by Enemy and Force

Extremist Groups:
f.1.1. Incident/progress report and/or Final Report on the theft or

robbery case,
f.1.2. List or inventory of last or damaged/destroyed properties as well

as those properties as well as those properties retrieved after
such incident stating therein the acquisition cost/book value of
each item, duly verified by the Auditor concerned.
f.2. Fire, Civil Disturbance, Natural Calamities and other forms of Force
Majeure:
f.2.1 . Progress and/or final report of the local Police/Fire Department

or Station on the incident;
f.2.2. List of inventory of burned or destroyed properties as well as

those properties retrieved after the fire, civil disturbance and
natural calamities stating therein the acquisition cost/book
value of each item, duly verified by the Auditor concerned;
f.2.3. Authenticated picture(s) showing the damaged site/office or

government property;
f.2.4. Fire insurance policy, if any, covering subject property. If the

property is insured, information as to whether or not the Agency
concerned has already been paid the proceeds of the said
393
insurance policy should be secured and, if so, evidence to this
effect should be submitted. If the property has not been insured,
reasons to this effect should likewise be submitted;
f.2.5. In the case of natural calamity, certification from official of the

local PAGASA or other similar government agency on the
actual occurrence of the calamity specifying therein the
approximate or exact time the incident happened and the areas
or places affected thereby.
f.2.6. Evidence of the immediate issuance of the notice of loss of

accountable forms as required under COA Circular No. 84-233
dated August 24, 1984.
f.3. Death of work animals:
f.3.1. Certificate of Death by authorized veterinarian duly verified by

the Auditor concerned; and
f.3.2. Autopsy report by a certified independent veterinarian.
Shall be responsible in the overall supervision in the implementation of this

Circular.
b. Directorate for Comptrollership
1. Shall be responsible in the costing/valuation of properties which were

subject of the request; and
2. Shall be responsible in adjusting the PNP property accounting records.
c. Regional/Provincial Directors (PROs/PPOs) and Director, NSUs
1. Shall be responsible in disseminating the procedures and policies of this

circular to all concerned within his/her area of responsibility;
2. Shall have direct supervision in the implementation of this circular;
3. Shall be responsible in the acts of the Board of Survey.
d. Board of Survey
1. Shall conduct investigation and evaluation on the facts and

circumstances about the loss or damage of the property;
2. Shall determine if the person requesting for relief shall be liable or not
and submit its findings and recommendations to Chief/Director of
Office/Unit.
e. Supply Accountable Officers (SAOs)
1. Respective SAOs shall be jointly liable and responsible for all issued
firearms under his/her accountability;
394
2. Monitor all property issuances under his/her accountability by regularly
conducting physical inventory-taking and renewal of Memorandum
Receipts to safeguard property losses and/or damages;
3. Submit Annual Physical Inventory Report of Property Accountabilities to

ODL every end of year.
f. Chief Accountant - PNP, NHQ
1. Records Claims for Unrelieved Losses of Fixed Assets under Contingent

Assets based on updated cost/valuation of lost firearm/s in the PNP
Books of Accounts.
2. Makes necessary adjustment in the PNP Books of Accounts for

approved application of Relief from Property Accountability.
8. SANCTION/S:
Appropriate charges shall be immediately initiated/filed against PNP personnel

found to have violated any part or all of the provisions of this Circular in relation to Article
217 of the Revised Penal Code.
PNP Circular Nr. 17 dated August 23, 1993, Subject: Relief from Property
Accountability has been amended in its entirety. All other publications and issuances
similar thereto and inconsistent with this new Circular are hereby repealed or modified
accordingly.
10. EFFECTIVITY:
This circular shall take effect (15) days from the filing of a copy thereof at the
University of the Philippines Law Center in consonance with Sections 3 and 4 Chapter 2,
Book Vll and Executive Order No. 292, otherwise known as "The Revised Administrative
Code of 1987”.
BY COMMAND OF POLICE DIRECTOR GENERAL LEANDRO R MENDOZA:
Original Signed
CECILIO R PENILLA
Police Director
395
FILE REFERENCE DATE:
CERTIFICATION
TO WHOM IT MAY CONCERN:
THIS IS TO CERTIFY that as per available records in this office

______________________________________________________________________
(Rank) (FN) (MN) (LN) (Qualifier if any)
presently assigned with ______________________________________ has turned-in
the firearms indicated below:
DESCRIPTION
QUANTITY TYPE OF FA MAKE SERIAL NO DISPOSITION
_________ ___________ ____________________ _____________

_________ ___________ ____________________ _____________
There is no other available record at present in this office that show otherwise.
This certification is issued for purposes of ____________________________.
Record checked by: Recommended and verified by:
RESPONSIBLE PERS ______RSAO______
Approved by:
_____ARDL________
Note: DISPOSITION REMARK should indicate whether FA is re-issued to or available

for issue.
396
February 12, 2002
PNP Circular
Number 001-02
SUBJECT: COST VALUATION OF PNP ISSUED AND LOANED FIREARMS
1. REFERENCES:
a. DND Department Circular # 34 dated September 17, 1998, Subject: Cost

Valuation of Issued and Loaned Firearms;
b. PD 1445: Section 101, Accountable Officers, Bond Requirement; Section 102,

Primary and Secondary Responsibility; Section 104, Records and Reports required by
Primarily Responsible Officers and Section 105, Measure of Liability of Accountable
Officers; and
c. PNP Circular # 17 dated August 27, 1993, Subject: Relief from Property
Accountability.
d. Prevailing Market Value of Firearms (Commercial Price) CY 2001
2. RATIONALE:
The absence of PNP standard cost valuation of issued and/or loaned firearms
places the organization in a dilemma. This was experienced by some PNP units where
cases involving the loss of the FAs due to negligence and similar acts were decided.
Currently, the method used in determining the liability of accountable officers is the
acquisition cost of each equipment, which is not commensurate in acquiring a
replacement. An implied duty therefore of an accountable officer is to observe and apply
a high degree of care and vigilance to avoid unauthorized or improper use or
misapplication, loss, damage or deterioration of the property.
3. PURPOSE:
To establish a cost valuation system of the PNP issued and/or loaned FAs to set
a gauge in determining the liability and accountability of supply accountable officers and
other personnel concerned.
4. POLICIES:
a. All personnel having actual custody of PNP firearm/s shall be directly liable
for its money value in case of loss or damage due to improper use or misapplication
thereof. Likewise, the Supply Accountable Officer (SAO) and/or the Responsible Supply
Officer of PNP Units/Offices shall be jointly and solidarily liable for all losses, damages,
or deterioration occasioned by negligence in the keeping or use of the property.
397
b. A Board of Survey shall be convened immediately by Chief of Office/Unit to
investigate and determine the facts and circumstances about the loss or damage of the
property and the extent of liability of the persons accountable therefor.
c. Designated Supply Accountable Officers (Supply Officers and Supply Non-

Commissioned Officers) shall be bonded accordingly as contemplated by law (Section
101, PD 1445). As an integral part of mandated function, the Supply Accountable Officers
shall monitor the status and whereabouts of such issuance.
d. All accountabilities shall be considered cleared only upon approval of the

application/request for relief from property accountability (as provided for under the
Proposed New PNP Circular, amending Circular #17 dated August 27, 1993) by Proper
COA Officials thru the Resident Auditor concerned. However, if the request was denied,
a cash settlement shall be borne by the persons found to be liable therefor pursuant to
Section 105 of PD 1445, without prejudice to the filing of administrative and/or criminal
charges if warranted.
e. Collecting Officer of the respective Finance Service of PNP-NHQ or PROs

shall be designated to collect the amount and issue the corresponding official receipt
based on the herein approved cost/valuation of issued firearm and the proceeds thereof
shall accrue to the General Fund.
5. PROCEDURES:
a. All PNP personnel who have been granted transfer, retirement, resignation,
separation and similar situations must see to it that they are properly cleared of FAs
accountability with their respective losing unit RSAO/RSPNCO/Property Custodian.
Subsequently, said clearance will be presented to the gaining unit before they are formally
accommodated. In such case, no transferee shall be accommodated without the
necessary property clearance. The chief/head of gaining unit shall be responsible for the
effects of non-observance of this policy.
b. In cases where the issued firearm of the person requesting for property
clearance could not be accounted for and was declared lost after making the necessary
recall and/or demand, the SAO and/or RSO shall file immediately the notice of loss, and
within thirty (30) days file the necessary request with the basic requirements to absolve
him of his liability to the Resident Auditor concerned, to include the
comments/recommendation of the Chief of Office/Unit based on the results of
investigation and evaluation of the person having custody of the lost firearm/s conducted
by the Unit Survey Board.
c. The basis of the Board of Survey in the determination of

amount/accountability shall be the Updated Cost Valuation of Firearms.
6. Cost Valuation of Firearms. Any PNP uniformed or civilian personnel who would
be required to pay the equivalent money value of any issued or loaned firearms shall
settle the same through above procedures based on the following cost valuation of
firearms indicated hereunder on recommendation of the Director for Logistics:
PNP Standard Cost Valuation for Issued and Loaned Firearms
KIND CALIBER MAKE COST

Revolver .22 Armscor (Ordinary LR) P 12,000.00
.22 Magnum Armscor (MRF) 15,000.00
.357 Magnum 30,000.00
.44 Magnum 35,000.00
398
.32 26,000.00
.38 Colt (Foreign made) 35,000.00
.38 Smith & Wesson 30,000.00
.38 Ruger/D&W 18,000.00
.38 Local made 12,000.00
Pistol .22 Beretta 25,000.00

.22 Jennings/Phoenix 10,500.00
.22 LR 16,000.00
.25 Foreign made 23,600.00
.32 32,000.00
.380 Walther 34,000.00
.380 Llama 18,500.00
.38 Super Viper 13,500.00
9mm Beretta/HK MP5 parabellum 44,000.00
9mm Daewoo 22,500.00
9mm Browning 58,000.00
9mm Feg 21,000.00
9mm Glock, Sig-Sauer 35,000.00
.45 Model 1911 (Foreign made) 25,000.00
.45 Armscor (1911) 16,500.00
.45 Armscor (Hi-Cap) 23,000.00
.45 Norinco 17,000.00
.45 Colt/Swissvale/Ithaca/Remington 39,000.00
Shotgun 12ga Squires Bingham (local) 16,000.00

12ga SAS 18,000.00
12ga Armscor (local) 13,000.00
12ga Winchester 40,000.00
12ga Remington 35,000.00
12ga Steven 30,000.00
12ga Street Sweeper 60,000.00
12ga Mossberg 20,000.00
12ga (Foreign made) 35,000.00
Contemporary
Firearms
Rifle 5.56 Elisco (M16) 22,000.00
5.56 Bushmaster (M16A2) 26,500.00
5.56 Colt (M16) 25,000.00
7.62 M14 25,000.00
Sub-Machine 5.56 Bushmaster (M16A2) 26,500.00

Gun
5.56 Aug Styr 32,000.00
5.56 Colt (M653) 35,000.00
.45 M3 28,000.00
9mm UZI 45,000.00
9mm MK 9 35,000.00
9mm HK MP5 150,000.00
Light Machine 50 M2HB 388,500.00

Gun
7.62 M60 214,000.00
30 M1919 95,000.00
399
5.56 MINIMI 100,000.00
5.56 ULTIMAX 93,000.00
Heavy 7.62 M73 210,000.00
Machine Gun
Auto Grenade 40mm Cartridge Shell HV LINK 1,583,333.00

Launcher
Grenade 40mm M79 35,000.00

Launcher
40mm M203 30,000.00
Vintage 30 Springfield 10,000.00

Firearm
30 Enfield 10,000.00
30 US Carbine (M1) 10,000.00
30 US Carbine (M2) 12,000.00
30 US Rifle M1 Garand 10,000.00
30 Browning Automatic Rifle (BAR) 25,000.00
30 Light Machine Gun (LMG) 95,000.00
.45 Thompson (SMGUN) 12,000.00
.45 Grease Gun 12,000.00
7. RESCISSION:
All circulars/memoranda and publications inconsistent with the provision of this

Circular are hereby modified accordingly.
8. EFFECTIVITY:
This circular shall be in effect for three (3) years immediately upon approval.
Provided, that this Circular not amended/modified after the three-year implementation
period, a ten percent (10 %) mark up shall be effected to the above cost valuation for
every three (3) years thereafter.
BY COMMAND OF POLICE DIRECTOR LEANDRO R MENDOZA:
Original Signed
CECILIO R PENILLA
Police Director
400
NATIONAL HEADQUARTERS
September 25, 2000

CIRCULAR
No. 2000-013
SUBJECT: PROCEDURES AND GUIDELINES TO BE FOLLOWED BY PNP

OFFICIALS IN THE CONDUCT OF INVENTORY AND TURN-OVER OF
PNP ASSETS AND OTHER GOVERNMENT PROPERTIES DURING
RELINQUISHMENT AND ASSUMPTION OF PNP UNITS/OFFICES AT
ALL LEVELS.
1. REFERENCES:
a. SOP Nr 22 GHQ PNP dated 24 September 1992, Subject: Turn-Over

of Command Property Inventory.
b. NAPOLCOM Memorandum Circular No. 94-015 dated 02 May

1994; Subject: Providing the Guidelines Governing Property Accountability/
Responsibility of the PNP SAO's and PNP Personnel.
c. NAPOLCOM Memorandum Circular No. 95-012 dated 29 June

1995; Subject: Guidelines in the Conduct of Inventory of PNP Supplies, Equipment
and Facilities.
d. GHQ/PNP Letter dated January 28, 1991, Subject: Unauthorized

Transfer of Office Equipment.
e. Executive Order No. 226 - Doctrine of Command Responsibility.
f. Provision of Chapters 3 & 5 of the Government Auditing Code

(PD 1445) re-Receipt and Disposition of Funds and Property and the Liability of
Government Officials Found Primarily or Secondarily Accountable/Responsible for
any Government Property.
2. RATIONALE:
It has been an established policy that inventory taking is an indispensable

procedure for checking the integrity of PNP properties, and that all government properties
shall be protected and preserved. It is therefore necessary that an effective and efficient
custodianship of these properties be implemented at PNP units/offices at all levels.
3. PURPOSE:
a. To establish proper and accurate inventory and accounting of

PNP assets and properties.
b. To establish an effective and efficient custodianship of these

properties.
401
c. To minimize further losses and unauthorized utilization of those
properties.
d. To instill awareness on the responsibility and accountability of

all of PNP personnel in custody of PNP assets and properties.
e. To institute commensurate sanctions/penalties.
For purposes of this Circular, the following terms shall be understood as

herein defined to wit:
a. Outgoing PNP Official — shall mean PNP Official relinquishing

Police unit/office to the incoming PNP Official duly designated to assume the position
being vacated.
b. Incoming PNP Official — shall mean PNP Official assuming position

of a police unit/office by virtue of his official designation.
c. Next Higher PNP Official — shall mean the PNP Official with
authority over the outgoing and incoming PNP Official.
d. Property Accountability — primary obligation imposed by laws and

regulations on the Supply Accountable Officer (SAO) to keep formal records of supplies.
He/She shall maintain Voucher Registry Book, Stock Cards, Master File of Supply
Vouchers/Documents Registry Book, Personal File or Original Memorandum Receipts
(MRs), Original Credit Vouchers/Documents and other related records.
e. Command Responsibility — is an obligation imposed by laws, orders

or regulations of higher authority on Chief of Office/Heads of all units of the PNP to
ensure that their command authority is so designed and carried out by all levels of their
respective Unit/Office, so as to effectively record, maintain and utilize any or all PNP
property.
f. PNP Officials — include all Police Commissioned Officers and

PNCOs who are designated to head a unit/office.
g. Properties found in station — shall include equipment donated

by the local government/non-government organizations or private/individual
persons to the unit/office or equipment/ property acquired through other means
using government funds.
5. POLICIES:
a. Except as may otherwise be specifically provided by law or

competent authority all property officially received by a public officer in any
capacity or upon any occasion must be accounted for as government property.
Government property shall be recorded/taken up in the books of the agency
(Accounting and SAO) either at acquisition cost or appraised value. Uniformity in
the recording must be adopted to facilitate and ascertain the correctness and
existence of the physical inventory on the total assets of the PNP.
402
b. Property accountability should not be confined to the Supply
Accountable Officer. Also included in these category are PNP personnel who are
entrusted with the possession or custody of funds and property in their respective
offices.
c. As a general rule, end-users are directly responsible for the loss

of PNP assets issued to them. However, in the event a Head of PNP Unit/Office fails
to observe the provisions set forth under Section 1 of Executive Order No. 226 on
the doctrine of "Command Responsibility", he/she shall be administratively liable
therefor.
d. On the other hand, if the Head of PNP Unit/Office was found to

have contributed/participated to such loss, he/she shall be held administratively,
criminally, as well as civilly liable with the person or persons primarily accountable
for such loss of government property.
e. In the case of property losses, the Accountable Officers should

file a requests for relief of properly accountability within thirty (30) days. Likewise,
an "Immediate Notice of Loss" should be filed with the Commission on Audit
through the Resident Auditor.
f. Property losses and overdrafts/advances in POL incurred during the

incumbency of the outgoing PNP Official should be repotted by the incoming PNP Official
to the next higher PNP Official for appropriate disposition NLT the termination of schedule
in para 5 c.
g. The inventory shall be done by the incoming and outgoing PNP

Officials within the following schedule/number of days before the turn-over of the
units/offices:
(1) Police Regional Office/NSU fifteen (15) days

(2) Provincial Police Office/CPO ten (10) days
(3) Police Districts seven (7) days
(4) Police Stations/Precincts five (5) days
(5) Police Sub-Stations three (3) days
h. Inventory shall include all non-expendable assets contained in the

property books of accounts, properties found in stations, properties with Deed of
Donation, captured, confiscated and surrendered/deposited firearms/properties (CCSD),
those properties in the custody of the unit/office for safekeeping, records of supplies and
properties and the POL status.
i. The outgoing PNP official shall be deemed cleared of his/her

property responsibilities and accountabilities upon turn-over -and acceptance of
the incoming PNP Official and the next higher PNP Official shall have issued the
corresponding clearance, relieving the outgoing PNP Official of his/her property
responsibilities and accountabilities from his/her former office.
j. The Turn-Over of Unit/Office Inventory Form shall be signed by the

outgoing and incoming PNP Officials and submitted to the next higher PNP Official for
verification/appropriate dispositive action by the latter. One (1) copy shall be submitted to
NHQ PNP (Attn: Director for Logistics).
403
k. Transfer of properties from one unit/office to another is not
authorized.
6. PROCEDURES:
a. Upon receipt of the incoming and outgoing PNP Officials of their

respective orders, the outgoing PNP Official shall direct the RSAO/Property
Custodian/RSO/RSNCO to prepare the inventory of properties in accordance with the
Turn-over of Office Inventory Form (General Form No. 13, Revised January 1992).
b. The Inventory Form shall be signed by the outgoing PNP Official and
then submitted to the incoming PNP Official for scrutiny, verification and signature of
acceptance.
c. The incoming PNP Official shall forward the above document and
his/her report to the next higher PNP Official who in-turn shall issue the
certificate/clearance to the outgoing PNP Official as a prerequisite for transfer or
reassignment.
7. RESPONSIBILITIES/TASKING:
For this purpose, the PNP personnel concerned shall carry out the
following responsibilities/taskings:
a. NHQ PNP composed of personnel from DL, DC and SAO, PNP

Wide.
(1) Supervise the smooth and orderly transfer of property
responsibility to the incoming Regional Director,
PRO/Director, NSU.
(2) Take immediate dispositive action on the report of the

incoming PNP Official pertaining to losses of properties and
advances/overdrafts in POL.
(3) Issue a certification/clearance for the outgoing PNP Official

manifesting that all properties were properly turned-over to
the incoming PNP Official.
b. Regional Director, PRO and/or his duly authorized

responsibility to the incoming District Director, Provincial
Director, City Police Director, Force Commander.


404
c. Director, NSU and/or his duly authorized representative,

responsibility to the incoming District Commander.


d. Provincial Director/City Police Director.

responsibility to the incoming Chief of Police of the City and
Municipal Police Station/ Precinct/Group Commander.

advances/ overdrafts in POL.

e. Chief of Police.

responsibility to the incoming Sub-Station Commander.
(2) Take immediate disp05itive action on the report of the


f. Outgoing PNP Official.
(1) Direct the RSAO/Property Custodian/RSO/RSNCO to prepare

the Inventory Report in accordance with the prescribed form.
(2) Scrutinize and inspect all entries in the Inventory Report and affix
his/her signature transferring the responsibility on the property to
g. Incoming PNP Official.
(1) Upon receipt of the Inventory Report, scrutinize, inspect all

entries contained therein and affix his/her signature thus
receiving responsibility on the property of the unit/office.
405
(2) Submit report immediately to the next higher PNP Official of any
losses of property and overdraft/advances in POL NLT the
schedule indicated in para 5.c.
h. RSAO/Property Custodian/RSO/RSNCO.
(1) Conduct the inventory of properties of the office/unit.
(2) Assist the outgoing PNP Official in the preparation of the

Inventory Report.
(3) Assist the incoming PNP Official in checking and verifying the
entire entries in the Inventory Report.
(4) Issue property clearance/certification to the outgoing PNP Official

after the Inventory Report shall have been received by the
incoming PNP Official.
All publications, memo circulars and other issuances inconsistent with this
Circular are hereby rescinded or modified accordingly.
9. SANCTIONS:
Violation of this Memorandum Circular shall subject the erring PNP

personnel to administrative, criminal and civil sanctions, to wit:
a. Officers with unsettled property accountability shall not be

considered in the list of eligible to key positions, promotions,
official foreign travel and assignment/training abroad.
b. A criminal case for violation of Articles 315 (Estafa) and/or 217

(Malversation) of the Revised Penal shall be immediately initiated
against any PNP Official who will fail, without justifiable reason, to
settle his/her property after due notice.
c. The next higher PNP Official shall also be held administratively and
criminally liable if he/she shall issue a clearance/certification to
outgoing PNP Official who still have property accountabilities.
10. EFFECTIVITY:
This Circular shall take effect immediately after publication.
Original Signed
PANFILO M LACSON
Chief, Philippine National Police
406
Schematic Diagram on the Procedures in the Turn Over
of PNP Assets during Relinquishment/Assumption of
Units/Offices at all Levels
Receipt of Relief & Outgoing/Incoming PNP

Officials- receive their relief and
Assumption Order assumption orders
Outgoing Official direct Supply

Inventory of Accountable/Property Officer/PNCO
to conduct inventory of the unit
Property Property using General Form #13
No recorded losses in Incoming Official must

Property/Overdraft in POL check/verify the correctness of
consumption the inventory before he
Incoming & Outgoing Official sign/accept the Inventory
YES must Sign Inventory Report NO Report
(Gen Form #13) whether all

properties were accounted There is a
reported/established
losses/missing property and
overdraft in POL Consumption
Next Higher PNP Official Next Higher PNP Official shall

shall issue a clearance hold in abeyance the issuance
of property clearance until
outgoing official settled his
responsibility/property
accountability
YES NO
Issuance of Supply Accountable

Clearance/Certification Officers file relief of
property accountability
and Immediate Notice
of Loss to be
forwarded to COA
Filing of Administrative
& Criminal Cases
407
Department of the Interior & Local Government
Alco Building
391 Sen Gil J. Puyat Avenue Makati City
GUIDELINES IN THE CONDUCT OF INVENTORY OF PNP SUPPLIES EQUIPMENT

AND FACILITIES
WHEREAS, the National Police Commission is constitutionally mandated to

administer and control the Philippine National Police;
WHEREAS, Section 14 of RA 6975 provides that the National Police Commission

shall exercise interalia, the power of “administrative control over the Philippine National
Police”;
WHEREAS, under Section 18 of the Rules and Regulations Implementing the

DILG Act of 1990, "administrative control" has been defined to include the review,
approval, reversal or modification of plans and programs relating to personnel,
organization, financial requirements, logistics, discipline, benefits, training and education
and operation;
WHEREAS, in the exercise of such power; it is necessary for the Commission to

look into the assets and properties of the PNP;
NOW, THEREFORE, the Commission, in the exercise of constitutional and

statutory powers to administer and control the PNP hereby orders and directs the conduct
of annual inventory of equipment and facilities in accordance with the following guidelines
and procedures:
General Policies
1. End-user entrusted with the possession or custody of PNP property shall be

deemed primarily accountable for said property and shall be primarily liable for its
money value in case of improper or unauthorized use or misapplication thereof.
2. Regional/Provincial Directors, Chief of Police and other Chiefs of PNP units are
jointly held liable for its money value in case of improper or unauthorized use or
misapplication thereof.
3. With the exception of the service firearms (covered by Napolcom Res. No. 93-
015), transfer of properties from one command/unit to another is not authorized.
4. PNP units shall conduct physical inventory of their respective assets at least once
a year to be completed not later than the end of the year.
5. Physical inventory shall include the actual inventory of all PNP assets stated in the
property book of accounts, including properties found in station, properties covered
by Deed of Donation, captured, confiscated and surrendered (CCS)
firearms/properties in the custody of any command for safekeeping or evidences.
Properties found in station shall include equipment donated by the local
408
government/non-government organizations or private/individual persons to any
unit of the PNP.
6. The office of the Directorate for Logistics, NHQ/PNP shall submit to NAPOLCOM
an annual inventory report of PNP equipment and facilities not later than January
3 1 of every year.
7. All properties of the command shall conspicuously plate tagged by the inventory
team/ARTG. The official marking shall be in accordance with the guidelines set
forth under PNP Circular No. 09 dated March 1, 1993.
8. Regional/heads of all PNP units shall ensure all personnel under his command to
be informed and made cognizant of the provision of this policy through periodic
Information and Education program at least twice a year.
Procedures
1. The Chief, PNP shall issue a physical inventory call to all heads of PNP
offices/units not later than September 30 of every year.
2. The Chief, PNP shall organize an inventory team to conduct inventories of

properties at the National Headquarters to be composed of the following:
Director, Headquarter Support

Service Chairman
Director Comptrollership
Representative Vice-Chairman
Logistic Support Service

Representative Member
SAO, PNP Wide Member
Engineering Service
Representative Member
COA Representative Witnesses
An equivalent Task Group shall be created by the Regional Director to

conduct inventories of properties in all units of the Regional Police Command. The
Assets Regional Task Group (ARTG) shall be composed of the following:
Asst. Regional Director

for Logistics Chairman
Asst. Regional Director

for Comptrollership Vice-Chairman
Regional Supply Accountable

Office (RSAO) Member
Regional Engineer Member
Regional COA Rep Member
409
3. Regional and heads of all PNP units at lower echelon shall then create an inventory
team with in their respective command/unit to assist the ARTG. The inventory team
shall initially consult the previous report of Inventory and other documents that
could assist in facilitating its task.
4. Upon completion of the activity, inventory teams of the regional/provincial

offices/stations shall submit an inventory report in the prescribed forms (Gen. Form
41-A) for serviceable properties and (Gen. Form No. 17-A) for
unserviceable/BER/valueless properties to their respective ARTG. In the same
manner, inventory report on gains and losses of individual unit shall be submitted
quarterly to the ARTG in the prescribed PNP Inventory Forms No. 1 and 2. Also,
they shall submit to the Commission through its regional offices summarized
inventory report using the attached prescribed form (Napolcom-ILS Form No. 1-
A). Reporting shall be in the following categories:
I - Office Equipment
II - Other Equipment
III - Armaments
IV - Protective Equipment
V - Vehicles
VI - Other Transport Vehicles
VII - Communications Equipment
VIll - Investigative Equipment
IX - Engineering Equipment
X - Others
These output will be evaluated and analyzed relative to the approved PNP Table
of Equipment and Allowance in order to determine the priority items to be procured
and included in the Annual Procurement Program or Five-year Modernization
Program.
5. The Office of the Assistant Regional Director for Logistics/Supply Officer shall also
submit to the Commission through its Regional Office a report on the actual
supplies received from the PNP annually. For the initial report, Supplies received
during the two preceding year and first semester of the current year shall be
reported.
6. The Regional Director, PNP and Director, HSS shall submit the inventory report of
the ARTG in the prescribed forms (Gen. Forms A and 17-A) to the Commission
on Audit (COA) having jurisdiction over the command copy furnished, NHQ, PNP
Attn: LSS and to the Commission. Likewise, a separate report summarizing the
findings and recommendation of the inventory teams shall be forwarded to NHQ,
PNP through the Director, LSS to be accompanied by a certification that the
property records have been reconciled with the result of the inventory and recorded
in the PNP book of accounts. In the same manner, report on the gains and losses
shall be sent to NHQ, PNP Attn.: LSS and ES.
7. The Regional Director, NAPOLCOM shall summit to the Vice-Chairman thru the
Director, Installations and Logistics Service the consolidated inventory report using
the NAPOLCOM-ILS Forms IA and 1B.
Responsibilities
a. Installations and Logistics Service, NAPOLCOM
Shall be the Office responsible in the formulation of relevant policies and

procedures regarding acquisition, inventory, control, distribution, maintenance and
410
disposal of supplies and shall oversee the implementation of programs on
transportation facilities and installations and the procurement and maintenance of
supplies and equipment.
b. NAPOLCOM Regional Office
1. Shall review evaluate the inventory reports of the PNP inventory teams in
the region.
2. Shall submit to the Vice-chairman a consolidated inventory report of the

different PNP offices/units in the region.
c. Office of the Directorate for Logistics
1. Shall be the office responsible in the overall supervision and administration

during the implementation of this regulation.
2. Shall submit to the Commission thru the Installations and Logistics Service
an annual inventory report of all PNP properties not later than March of
every year. The report shall include the findings and recommendations of
the ARTG.
d. PNPLSS:
1. Shall be the office primarily responsible in the inventory of

supplies/equipment.
2. Provide appropriate inventory forms and tag forms for the use of all
reporting units.
3. In coordination with DL, DC and COA clear the existing book of accounts
on officially declared losses of supplies/equipment.
4. Provide ODL a summarized report on the findings and recommendations of

the ARTG and the quarterly report on gains and losses of
supplies/equipment.
e. PNPES:
1. Shall be designated as the office primarily responsible in the inventory of

real estate properties.
2. Provide PNPCC a copy of the quarterly report of newly acquired real estate
and newly constructed buildings and facilities received from various ARTG.
3. Provide ODL a summarized report on the findings and recommendations of

the ARTG enclosed with report to para 3b overall supervision and
administration during the implementation of this regulation.
f. PNPCC:
1. Enter into the PNP Property Master file all assets gained by individual units
as directed by PNPLSS/PNPES.
2. Delete from the PNP Property Master file all losses of assets of individual
units as directed by PNPLSS/PNPES.
411
g. PNP Regional Director:
1. Responsible in the overall supervision and administration of inventory

activity in the Regional Command.
2. Create/activate the Assets Regional Task Group in their respective

Regional Command.
h. Assets Regional Task Group
1. Ensure that the inventory reports of inventory teams are inspected and
counterchecked from existing files of the Regional Command.
2. Render summarized report on findings and recommendations of inventory

teams to GHQ, PNP Attn: LSS and copy furnish Director III, ILS
NAPOLCOM.
i. Head Offices/units within any Regional Command
1. Shall designate an inventory team to be composed of one (1) Officer team

to be composed of one (1) Officer and two (2) or more personnel of the
respective unit for the purpose.
2. Ensure compliance within the target date set by ARTG.
j. PNP Inventory Teams
1. Conduct a physical inventory count of all Supplies/equipment and real

estate belonging to their office/unit.
2. Consult, verify and compare from the existing RIVs, MRs, PTIs, I and IR
and other related documents on all supplies/equipment and real estate,
properties actually inspected during their inventory.
3. Render report of annual inventory to their respective Regional Director, Attn

ARTG in the prescribed format to include their findings and
recommendations relative to the purpose of the inventory.
4. Submit: to NAPOLCOM Regional Director inventory reports in the

prescribed NAPOLCOM Forms 1A and 1B not later than January 31 of each
year.
This Memorandum shall take effect immediately.
Issued this 29th day of June 1995 at Makati City, Philippines.
Original Signed
RAFAEL M. ALUNAN III
Secretary, DILG & Chairman, NAPOLCOM
Original Signed
GUILLERMO P. ENRIQUEZ, JR.
Commissioner
Vice Chairman/Executive officer
412
EDGAR DULA TORRES ALEXIS C. CANONIZADO
Attested by:
Original Signed
REYNALDO J.D. CUADERNO
Deputy Executive Director IV
413
GENERAL HEADQUARTERS, PHILIPPINE NATIONAL POLICE
HPNPCM November 17, 1993

NUMBER 4
GUIDELINES IN THE CONDUCT OF INSPECTION AND ACCEPTANCE

OF DELIVERIES OF SUPPLIES, POL PRODUCTS, MATERIALS AND
EQUIPMENT AND REPAIR, RENOVATION AND CONSTRUCTION
SERVICES RENDERED TO THE PNP
I. GENERAL
References:
1. RA 6975.
2. COA Cir #89-299 dtd 21 Mar 89.
3. General Auditing and Accounting Manual (GAAM) Vol I, s.92.
II. SCOPE
1. This SOP sets the guidelines in the conduct of inspection and acceptance
of deliveries of supplies, POL products, materials and equipment purchased by the PNP
and repairs, renovations and construction services rendered to the PNP.
2. This shall govern only inspection and acceptance of deliveries and services
rendered covered by approved Purchase Orders, Contracts, Work/Job Orders.
III. DEFINITION OF TERMS
1. Supply/Property Inspector – A person duly designated by C, Mgmt Div,

ODC/ORDC by authority of DC/RDC to physically inspect, check and verify on the spot
actual delivery of items as per Invoice Receipt/s and approved Purchase Order and/or
services rendered as specified in scope of work stipulated in approved Work/Job
Orders/Contract.
2. Technical Inspector – One who conducts actual inspection on the items

delivered/work performed in accordance with specifications in the approved PO/Work/Job
Orders/Contract.
3. Unit Technician – The designated personnel with practical knowledge, full

understanding and special skill pertaining to operation and/or function of highly
complicated machine, vehicle and/or equipment.
4. Property Officer – Any duly designated Supply Accountable and/or

Responsible Officer in charge of the receipt and issuance of supplies and equipment of
an office/unit.
5. Supplies – All kinds of property, except real estate, which may be needed
in the transaction of official business or for public use, whether of the nature of furnitures,
414
stationery, construction, materials, livestock and such other properties of similar nature
or equipment for issue to troop units and installation. This may be classified as
expendable, semi-expendable and non-expendable property.
6. Acceptance Committee – A committee of at least three (3) members in

every unit/office vested with procurement authority charged with determining the
acceptability of deliveries and services rendered as per specification stipulated in the
PO/WO/JO/Contract.
IV. POLICIES/PROCEDURES
1. Written request for inspection and acceptance from SAO concerned should
be made at least one (1) day before the activity is undertaken stating therein the date,
time and place of delivery or of the infrastructure to be inspected.
2. All concerned persons (SAO, Chairman and Members of Acceptance

Committee, Technical Inspector and DC/RDC Inspector) must be present on the
designated date, time, and place.
3. Mgmt, DC/RDC inspectors shall not be allowed to conduct inspection

without the approved Mission Order (MO) duly signed by DC/C, MD or his authorized
representative. SAO should not recognize inspectors without the required Mission Order.
4. At the place or point of delivery, quantity and quality of items delivered shall
be verified and examined as per Invoice Receipt and as specified in the approved
Purchase Order. In case of repair/renovation/construction, verify that the services
rendered are in accordance with the specifications in the approved Work/Job Order
and/or Contract and have been 100% satisfactorily completed.
5. As a matter of policy, once a PO/WO/JO or Contract is approved, there

should be no changes or modification in the terms and conditions of the approved
document unless there is a patent error that is onerous or disadvantageous to the
government. Any changes or deviation as to specifications, kind and quantity of goods
must have the prior written clearance of the approving authority. In case of
alterations/erasures, same shall be initiated by concerned officers making such.
6. No inspection shall be made on deliveries of items/equipments without

approved PO or after repair inspection on repaired/renovated facilities/equipment without
approved Work/Job Order/Contract and Pre-repair Inspection Report.
7. In case there is a need for advance delivery, approval of COA must be

consulted or prior to delivery of the item.
8. In case of advance delivery (without approved PO/EPO), the Inspector shall

inspect only on condition that chargeability of funding shall be stamped by the
Comptroller/Budget Fiscal Officer of unit/office concerned on the back of Invoice Receipt
as guaranty of payment upon approval of PO/EP.
9. Inspection of items shall be made at the office of SAO correspond where

the items shall be delivered. No inspection shall be undertaken in any other office/unit
except repair/renovation/construction of facilities.
10. Deliveries must be inspected before same are deposited inside the
bodega/stockroom or utilized.
415
11. Upon satisfaction that the agreement/contract has been properly observed,
then and only then that each involved party shall prepare/perform the necessary
documentation.
12. Designated Supply/Property Inspectors shall immediately submit a

Confidential Written Report to respective head of office on any significant findings; e.g.,
ghost deliveries, conversions, etc. relative to their duties and responsibilities.
13. In the case of pre-inspection, the following guidelines must be strictly

observed:
a. Pre-inspection or inspection before an equipment/machinery/vehicle

is repaired is done in order that the technical Property Inspector/Mgmt Div, DC Inspector
will have a basis of determining whether a repair is really needed, the scope of work to
be done could be established and missing/damaged/worn-out spare parts to be
supplied/replaced be determined. Findings in the pre-repair inspection will guide him in
the conduct of post-repair inspection.
b. Pre-repair inspection is pre-requisite for the preparation and

approval of the corresponding contract.
c. The pre-repair portion of the Request for Pre Repair Inspection Form
must be duly accomplished by Property Officer of the Unit/Office concerned (Format
attached) and shall be forwarded to ODC (Attn: Mgmt Div).
d. The corresponding property card should be made available for it is

the only evidence/proof that the equipment/vehicle subject for repair is a government
property.
e. The acquisition date will show if the equipment really warrants

outside services. Manufacturers/suppliers usually give a guarantee period of one (1) year
for their products. If the equipment is still within the warranty period, repair should then
be made by manufacturer/supplier concerned.
f. The acquisition cost will serve as basis for determining the

reasonableness of the cost of repair. More than sixty percent (60%) of the acquisition cost
(converted to current rate) is already considered uneconomical.
g. The date and nature of last repair will ensure that repair of the same
nature or the same scope of work to be done is not repeated.
h. The list of complaints and possible causes related thereto including

the scope of work to be done are determined by the agency authorized technician and
engineer.
i. The property inspectors (ODC & Technical Inspectors) shall then

inspect and verify the correctness of the complaint and causes of malfunctioning including
the scope and nature of work to be done to the unit in the presence of the Unit
technician/engineer and/or property officer.
j. All findings/recommendations of the Technical Inspector Mgmt. Div,

ODC Inspection shall be reflected on the Pre-Inspection Form and should be noted by
Chief Mgmt Div, ODC.
416
k. After repair, the accomplished form, together with the approved
Work/Job Order/Contract, supplier’s invoice/billing account shall attached to the request
for post-repair inspection.
14. Management Division, ODC will submit certified true copy of the certificate
of acceptance together with a copy of the supplier’s invoice/delivery/repair done not later
than the next working day after acceptance thereof to COA, PNP (as the case maybe) for
its prompt inspection.
V. RESPONSIBILITY
The Inspectors (Acceptance Committee members, Technical Inspector, SAO

and DC/RDC representative) shall be administratively responsible to the C, PNP for
whatever loss the government might incur as a direct result of misdemeanors committed
in the performance of their official duties without prejudice to appropriate criminal action.
VI. RESCISSION
Provisions of existing HPNP regulations, memoranda, circulars, SOP’s and

directive in conflict and contrary to this SOP are hereby rescinded.
VII. EFFECTIVITY
BY COMMAND OF POLICE DIRECTOR GENERAL RODRIGUEZ:
Original Signed
MANUEL A SALIMBANGON
P/CSUPT PNP
417
March 1, 1993
CIRCULAR
NUMBER 09
ANNUAL INVENTORY AND QUARTERLY REPORT OF GAINS AND LOSSES

OF PNP PROPERTIES
1. PURPOSE: This circular prescribes the policies and procedures in the conduct
of annual physical inventory and report of gains and losses.
2. REFERENCES:
a. PC/INP SOP #6 dated 1 Oct 81, Subject: Physical Inventory of PC Property.
b. PC/INP SOP #7 dated 24 Aug 79, Subject: Annual Inventory of Supplies,

Equipment, Real Estate and Building Facilities in the PC/INP.
c. COA Circular 80-124 dated Jan 18, 1980.
a. Inventory – is an indispensable procedure of conducting physical

accounting of real estate, building/facilities and stock-taking of supplies, materials and
equipment for checking the integrity of property custodianship.
b. Supplies – include both expendable and non-expendable commodities

except real estate, necessary to equip, maintain and operate the PNP.
c. Expendable Supplies – those which are consumable or perishable in nature

which lose their identities when placed in or attached to a major item or property and
when used or consumed by personnel.
d. Non-Expendable Supplies – those which are durable in nature and when

used, do not suffer any material or substantial change or alteration in size and form.
Generally, equipment falls under this category.
e. Equipment – include all non-expendable properties other land, structures

and fixed facilities, having a useful life greater than one year and a unit value of more
than one thousand five hundred pesos (p1,500.00).
f. Real Properties – include lands, buildings and improvements thereon,

permanent, semi permanent or temporary construction for purposes of accountability
and/or responsibility.
g. Building – a structure on a space of land usually with flooring, covered by a

roof and enclosed by walls. It generally serves the purpose of occupancy.
418
h. Property Accountability – primary obligation imposed by laws and
regulations on the supply accountable officer (SAO) to keep formal records of supplies.
He shall maintain Voucher Registry Book, Stock Cards, Master File of Supply
vouchers/documents (Duplicate), Personal Files of Original Memorandum Receipts
(MRs), Original Credit Vouchers/Documents and other related records.
i. Property Responsibility – secondary obligation imposed by laws and

regulations on the property custodian to keep and maintain informal records of supply,
equipment and other property entrusted to him. He shall maintain a Property Book for
non-expendable supplies and a record of consumption for expendable supplies.
j. Personal Responsibility – an obligation imposed by laws and regulations on

any member of the PNP for the proper use, care and maintenance of supplies entrusted
to him.
k. Command Responsibility – an obligation imposed by laws, orders or

regulations of higher authority on Commanding Officers/Head of all units of the PNP to
ensure that their Command authority is so designed and carried out by all echelon of their
respective Command, so as to effectively record, maintain and utilize any or all PNP
property.
l. Republic Supplies – are supplies purchased from appropriated or

reimbursable funds of the PNP.
m. Non-Republic Supplies – are supplies acquired by means other than

purchased from appropriated or reimbursable funds of the PNP. These are properties
derived from MAP, found in station, reclaimed/salvaged properties, the Surplus Property
Commission, and captured, confiscated and surrendered properties.
4. POLICIES
a. Commanders are jointly held liable with the person/s primarily accountable
to any losses of government property under the doctrine of command responsibility.
b. Personnel entrusted with the possession or custody of PNP property shall

be deemed primarily accountable to said property and shall be primarily liable for its
money value in case of improper or unauthorized used or misapplication thereof.
c. Physical inventory shall include the actual inventory of all PNP assets
contained in the property book of accounts, including properties found in station,
properties covered by deeds of donation, CCS firearms/properties in the custody of any
command for safekeeping or evidences. Properties found in station shall include
equipments donated by the Local Government to any unit of the PNP.
d. PNP units shall conduct physical inventory of their respective assets at least
once a year as of 31 December in compliance with COA requirement. Likewise it shall
render quarterly report of gains and losses to GHQ PNP Attn: LSC for purposes of
command requirement.
e. Commanders/heads of all PNP units may conduct inventory at any time

when situation warrants.
f. Transfer of properties from one command to another is not authorized.
g. Commander shall ensure all personnel under his command is informed and
made cognizant of the provision of this policies thru periodic Troop Information and
Education program at least twice a year.
419
h. PNP units down to Regional level shall formulate their implementing policies
to this regulation especially on properties peculiar to their organization.
5. PROCEDURE
a. The Regional Director shall create a Regional Task Group Assets (RTGA)
to be composed of the following:
ARDL - - - - - - - - - - - - - - Chairman
ARDC - - - - - - - - - - - - - - Vice Chairman
Regnl SAO - - - - - - - - - - - - - - Member
Regnl Engr - - - - - - - - - - - - - - Member
Regnl COA Rep- - - - - - - - - - - - Witness
b. The RTGA shall issue a physical inventory call to all units of the Regional
Command prior to every year to signal the start of the activity.
c. An equivalent Task Group shall be created to conduct inventory of

properties of NSSUs and other units stationed in HPNP complex. It shall perform the
same functions as the RTGA and shall be composed of the following:
Dir, GSC - Chairman

DC Rep - Vice Chairman
LSC Rep - Member
SAO, PNP Wide - Member
C, EO Rep - Member
COA Rep - Witness
d. Commanders/heads of PNP units at lower echelon shall then create an

inventory team within their command to assist the RTGA. The inventory team shall initially
consult the previous report of inventory and other documents that could assist in
facilitating its task.
e. Upon completion of the activity, inventory teams shall submit to their

respective RTGA their final report of inventory in the prescribe form (Gen Form 41-a) for
serviceable property and Gen Form 17-A for unserviceable/BER/valueless properties. In
the same manner, inventory report on gains and losses of individual unit shall be
submitted quarterly to the RTGA in the prescribed PNP Inventory Forms No 1 and No 2.
f. RTGA shall inspect and countercheck the report from existing files, signs
the document and submit it to the Regional Director for approval.
g. Upon approval by the Regional Director, the original copy of the final
inventory report shall be transmitted to the Regional COA agency having jurisdiction over
the Command submitting the report. A separate report summarizing the findings and
recommendation of the inventory teams shall be forwarded to GHQ, PNP Attn: LSC to be
accompanied by a certification that the property records have been reconciled with the
result of inventory and recorded in the PNP book of accounts and two (2) duplicate copies
of the Annual Inventory Report. On the other hand, report on the gains and losses shall
be sent to GHQ, PNP Attn: PNPLSC or PNPEO.
420
6. INVENTORY TAG
a. All properties of the command shall be conspicuously plate tagged by the

inventory team/RTGA. The official marking shall be as indicated:
A. For Equipment
RP GOVERNMENT PROPERTY (PNP)
OFFICE/UNIT
PRIORITY PROPERTY CODE/NO
STATUS MANUFACTURERS NAME
SERIAL NO MODEL
DATE ACQUIRED
B. For Furnitures
RP GOVERNMENT PROPERTY (PNP)
OFFICE/UNIT
PRIORITY PROPERTY CODE/NO
STATUS
DATE ACQUIRED
b. The property tag shall be filled out legibly in bold Letters/numbers before it
is posted or attached on the property. The size of the label shall be 4” x 3”. PRIORITY
STATUS SHALL designate the equipment priority evacuation and shall be written in bold
numbers at a size of 1”.
c. PNP properties shall bear the PNP property code/no classified in

accordance to technical services description succeeded by a six digit number as follows:
For Ordnance Items ----------- O

For Engineer Items ----------- E
For Quartermaster ----------- Q
For Signal Items ----------- S
For Dental Items ----------- D
For Medical Items ----------- M
For Investigative Items ----------- I
For Others ----------- MI
Example: D-000001
This shall be the first item belonging to the Dental service.
d. The date acquired shall be the actual date the property was received by the
unit possessing it. It shall be indicated in the following progression: first two (2) digits of
the day of the month, first three (3) letters of the month and the last two (2) digits of the
year. Ex: 16 Jun 92
7. RESPONSIBILITIES
a. OFFICE, DIRECTORATE FOR LOGISTICS:
421
(1) Shall be the office responsible in the overall supervision and
administration during the implementation of this regulation.
(2) Shall monitor the result of the inventory through PNPLSC/PNPEO.
b. PNPLSC:
(1) Shall be the office primarily responsible in the inventory of supplies.
(2) Provide appropriate inventory forms and tag forms for the use of all
reporting units.
(3) Provide PNPCC a copy of the quarterly report on gains and losses
of supplies received gained from various RTGA.
(4) In coordination with DL, DC and COA clear the existing book of
accounts of officially declared losses of supplies.
(5) Provide ODL a summarized report on the findings and

recommendations of the RTGA enclosed with the quarterly report on gains and losses of
supplies.
c. PNPEO:
(1) Shall be designated as the office primarily responsible in the

inventory of real properties.
(2) Provide PNPCC a copy of the quarterly report of newly acquired real
estate and newly constructed buildings and facilities received from various RTGA.
(3) Provide ODL a summarized report on the findings and

recommendations of the RTGA enclosed with report relative to para 3b.
d. PNPCC:
(1) Enter into the PNP property Masterfile all assets gained by individual
units as directed by PNPLSC/PNPEO.
(2) Delete from the PNP property Masterfile all losses of assets of
individual units as directed by PNPLSC/PNPEO.
e. REGIONAL DIRECTOR
(1) Responsible in the overall supervision and administration of

inventory activity in the Regional Command.
(2) Create/Activate the Regional Task Group assets in their respective

Regional Command.
F. REGIONAL TASK GROUP ASSETS
a. Issue inventory call to all units within their respective Regional

Command.
b. Ensure that the inventory reports of inventory teams are inspected

and counterchecked from existing files of the Regional Command.
422
c. Render summarized report on findings and recommendations of
inventory teams to GHQ, PNP Attn: LSC.
d. Set target date of compliance for this activity
G. COMMANDERS/HEAD OF UNITS WITHIN ANY REGIONAL COMMAND
a. Shall designate an inventory team to be composed at one (1) officer

and two (2) or more personnel of their respective unit for the purpose.
b. Ensure compliance within the target date set by RTGA.
H. INVENTORY TEAMS
a. Conduct a physical inventory count of all supplies and real estates

belonging to their respective office/unit.
b. Consult, verify and compare from existing RIV, MR, PTIS, I and IR
other related documents all supplies and real estate properties actually inspected daring
their inventory.
c. Render report of annual inventory in their respective Regional

Director, Attn: RTGA in the prescribed format to include their findings and
recommendations relative to the purpose of the inventory.
8. EFFECTIVITY
This regulation shall take effect upon publication.
Original Signed
NICASIO MA S CUSTODIO
DIRECTOR PNP
THE CHIEF DIRECTORIAL STAFF
Official:
Original Signed
TRANQUILINO A ASPIRAS
Sr Supt (GSC) PNP
423
24 September 1992
DL3/ODAA

NUMBER 22
TURN-OVER OF COMMAND PROPERTY INVENTORY
1. References:
a. COA Circular No. 80-124 dated 18 Jan 80.
b. GHQ PNP Letter dated 18 Feb 91, Subj: Unauthorized Obligation of POL.
c. NPC/INP SOP 7 dated 24 Aug 79, Subj: Annual Inventory of Supplies,

Equipment, Real Estate and Buildings/Facilities in the PC/INP.
d. GHQ PNP Letter dated 28 Jan 91, Subj: Unauthorized Transfer of office
equipment.
2. Purpose:
This SOP prescribes the policies, procedures and responsibilities to be followed

by commanders in the relinquishment and assumption of command at all echelon of the
PNP.
3. Definitions:
a. Outgoing Chief/Commander – shall mean the individual relinquishing the

command.
b. Incoming Chief/Commander – shall mean the individual assuming the

command.
c. Next Higher Chief/Commander – shall mean the chief/commander with

authority over the outgoing and incoming chief/commander.
d. Property Accountability – primary obligation imposed by laws and regulation

on the supply accountable officer (SAO) to keep formal records of supplies. He shall
maintain Voucher Registry Book, Stock Card, Master File of Supply vouchers/documents
(duplicate), Personal File of Original Memorandum Receipts (MRs), Original Credit
Vouchers/Documents and other related records.
e. Command Responsibility – is an obligation imposed by laws, orders, or

regulations of higher authority on Commanding Officers/Head of all units of the PNP to
ensure that their Command authority is so designed and carried out by all echelon of their
respective Command, so as to effectively record, maintain and utilize any or all PNP
property.
424
4. Policies:
a. Commanders are jointly and solidarily held liable with the persons primarily
accountable to any losses of government property under the doctrine of command
responsibility.
b. The inventory shall be done by the incoming and outgoing

Chiefs/Commanders before the turn-over of command in accordance with the following
schedule:
(a) Regional Commands ………………. fifteen (15) days

(b) Provincial Commands ……………… ten (10) days
(c) Districts ……………………………… seven (7) days
(d) Stations ……………………………… five (5) days
(e) Sub-Stations ………………………... three (3) days
c. Responsibility to any property is transferred to the incoming commander

upon turnover by the outgoing commander.
d. Inventory shall include all non-expendable assets contained in the property

books of accounts, properties found-in-station, properties with Deed of Donation, CCS
firearms/properties, those properties in the custody of the command for safekeeping and
the POL status.
e. Property losses and overdrafts/advances in POL incurred during the

incumbency of the outgoing should be reported by the incoming to the next higher
commander for appropriate disposition NLT the termination of schedule in para 4a.
f. Transfer of properties from one command to another is not authorized.
g. The turn-over of command inventory form shall be signed by the outgoing

and incoming commanders and submitted to the next higher headquarters by the latter
for verification/appropriate dispositive action. One (1) copy shall be submitted to GHQ
PNP (Attn: Director for Logistics).
h. Relief of command responsibility on all properties of the command shall be

deemed consummated when the incoming commander receives the transfer of
responsibility and the next higher commander had issued a certification/clearance on
such behalf.
i. Policy on financial accounting shall be published by the Director for

Comptrollership.
5. Procedure:
a. Upon receipt of the incoming and outgoing commanders of their respective

orders, the outgoing shall direct the RSAO/Property Custodian/RSO/RPNCO to prepare
the inventory of properties in accordance with the attached turn-over of command
inventory form.
b. The inventory form shall be signed by the outgoing and then submitted to
the incoming for scrutiny, verification and signature of acceptance.
c. The incoming commander shall forward the above document and his report
to the next higher commander who in-turn shall issue the certificate/clearance to the
outgoing commander as a prerequisite for transfer or reassignment.
425
6. Responsibilities:
a. Next Higher Commander and/or his authorized representative:
(1) Supervise the smooth and orderly transfer of responsibility to the

incoming commander.
(2) Take immediate dispositive action on the report of the incoming

commander pertaining to losses of properties and advances/overdrafts in POL.
(3) Issue a certification/clearance for the outgoing commander

manifesting that all properties were properly turned-over to the incoming commander.
b. Outgoing Commander:
Direct his RSAO/Property Custodian/RSO/RSNCO to prepare the inventory

report in accordance with the prescribed form, scrutinize and inspect all entries and
affixed his signature transferring the responsibility of the property to the incoming
commander.
c. Incoming Commander:
(1) Upon receipt of the inventory report, scrutinize, inspect all entries
contained therein and affix his signature thus receiving responsibility to the property of
the command.
(2) Submit a report immediately to the next higher commander of any

losses of property and overdraft/advances in POL NLT the date indicated in para 4d.
d. RSAO/Property Custodian/RSO/RSNCO:
(1) Assist the outgoing commander in the preparation of the inventory

report.
(2) Assist the incoming commander in checking and verifying the entire
entries in the inventory report.
7. Effectivity:
Original Signed
TRANQUILINO A ASPIRAS
Police Sr Superintendent, PNP (GSC)
Distribution:
“A”
426
TURN-OVER OF COMMAND INVENTORY REPORT
(For Vehicles, Firearm, Commo Equipment
and other Non-Expendable Assets)
Make/Type/Model
Item Nomenclature STATUS Disposi-
Engine/Chassis/ Remarks
No. (Description) Svc Unsvc Ber tion
Serial No.
Prepared by: APPROVED BY: CONCURRED BY:
RSAO/Property Custodian/ _________________________________________

RSO/RSPNCO Outgoing CO Incoming CO
427
TURN-OVER OF COMMAND INVENTORY REPORT
(Petroleum, Oil and Lubricants)
Item Nomenclature No. of Liters

Distribution Balance Remarks
No. (Description) Received
Prepared by: APPROVED BY: CONCURRED BY:
RSAO/Property Custodian/ _________________________________________

RSO/RSPNCO Outgoing CO Incoming CO
428
September 11, 2012

NUMBER 2012-009
SUBJECT: PROCEDURES FOR THE HANDLING OF EXPLOSIVES AND

EXPLOSIVES INGREDIENTS FOR ALL PNP UNITS AND INDUSTRY
STAKEHOLDERS
1. REFERENCE:
IRR of RA 1866 as amended by RA 8294
2. SCOPE:
This PNP Circular applies to all manufacturers, dealers and purchasers who
are licensed to possess explosives and explosives ingredients for industrial or commercial
purposes as well as all PNP units tasked to handle explosives and explosives ingredients.
3. PURPOSE:
This PNP Circular establishes the procedures for the handling of explosives
and explosives ingredients for all PNP units and all industry stakeholders.
4. RATIONALE:
During the National Explosives Control Summit (NECS) held at Camp Crame
in July 2011, it was presented that according to the 2010 Terrorism Risk Index, the
Philippines rose to two notches and was listed as the "8th Most Dangerous Country in the
World". With this, there is a persistent local perception of breakdown in peace and order
as well as in the government's inability to protect its people, which is perhaps further
aggravated by several bombing incidents, such as the Valentine's Day Bombing incident
of 2005, the bombings of public utility buses along EDSA in 2011 and other recent
bombing incidents in Southern Philippines. These incidents give rise to the need and
urgency to improve the control, regulation, management and supervision in the handling
of explosives and explosives ingredients.
a. Explosives - refers to any substance either solid or liquid, either as a mixture

of single compound which by chemical reaction liberate, at high speed, heat
and gas causing tremendous pressure resulting in an explosion, such as
gunpowder, powder used for blasting, all forms of high explosives, blasting
materials, dynamite, fuses, detonators and detonating agents, smokeless
powder, hand grenade, rifle grenade, pillbox bomb, molotov cocktail bomb,
or other incendiary devices and other chemical compound or chemical
mixture that contains any combustible unit or other ingredients in which
proportion or papkins that ignites by fire, by friction, by concussion, by
percussion, or by detonation of all or any part of the compound or mixture
causing which a sudden generation or highly heated gasses that resultant
429
gaseous are capable of producing destructive effects or continuous objects
or destroying life or limb
b. Magazine - any building or structure, other than the explosives

manufacturing building itself, which is used for the storage of explosives.
1) Main Magazine - also referred to as "fixed magazine", is a type of

storage facility that serves as the primary depository of
explosives/explosives ingredients from where these materials may be
withdrawn and/or transported to another magazine. It also serves as
depository of unused explosives/explosives ingredients at the end of
each working day as well as unused explosives after completion of each
blasting work
2) Issuing Magazine — a type of storage facility that serves as depository

of explosives/explosives ingredients good for one-day usage.
6. STAGES OF HANDLING OF EXPLOSIVES/EXPLOSIVES INGREDIENTS:
Handling of explosives/explosive ingredients is encompassed in six (6) stages:

a. Local purchase,
b. Importation and unloading;
c. Transport/movement/shipping;
d. Storage;
e. Utilization; and
f. Disposition of expired, rotten and deteriorated explosives/explosives
ingredients
7. LOCAL PURCHASE AND MOVEMENT OF EXPLOSIVES/EXPLOSIVE

INGREDIENTS:
a. Any person or entity with existing license to possess explosives or

explosives ingredients (Manufacturer's, Dealer's and Purchaser's) issued
by the CPNP who/which desires to purchase the same locally shall submit
his/its application to the CPNP, through the C, FEO, CSG and the Provincial
Director (PC)) of the province or City Director (CD) of the city where the
business or project is located. Licensees from Metro Manila shall submit
their application to the C, FEO, CSG with the following requirements for
permit to purchase:
1) Letter of Request;
2) PNP Form No. 6 — Application to Purchase and Move Explosives duly
accomplished;
3) Photocopy of license;
4) Latest Monthly Report duly indorsed or attested by the PD concerned;
5) Endorsement from the PD/CD and Regional Operations and Plans
Division (ROPD) (for provincial applicant);
6) Original Special Bank Receipt;
7) Blasting Scheme (for blasting contractor);
8) Agreement or contract of the project (for blasting contractor);
9) Certification from the PD/CD on the construction/establishment of an
issuing magazine where the project is located;
10) Endorsement from the Mines and Geosciences Bureau (for Mining and
Quarrying);
11) Endorsement from the Department of Energy (for Oil and Geothermal
Exploration);
12) Endorsement from the Philippine Coast Guard (for Salvaging);
430
13) Endorsement from the Fertilizer and Pesticide Authority (Fertilizer
Formulator);
14) Endorsement from the Department of Public Works & Highways (for
Road Construction, etc.); and
15) Endorsement from the City Engineer's Office (for Development of
Subdivision)
b. Upon receipt of the application from the licensee, the Provincial

Director/City Director shall check the following:
1) Whether the purpose of the permit applied for conforms with the
purpose stated in the license;
2) Whether the requirements have been complied with; and
3) Whether past acquisition of explosives/explosives ingredients, if any,
has been properly accounted for.
c. The Provincial Director/City Director then forwards the application to C,

FEO, CSG with his comment/s and recommendation/s.
d. Applications to purchase and move explosives/explosives ingredients shall

be processed by the C, EMD, FEO and forwarded to the C, FEO, for
approval or disapproval using the processing portion of the application
form. If approved by the C, FEO, CSG, a permit to purchase and move
explosives/explosives ingredients shall be issued by C, FEO, CSG for
approval of the CPNP
e. Immediately after the issuance of the permit to purchase and move

explosives, C, FEO, CSG will wire the Provincial Director of the province
or the City Director of the City where the magazines of the dealer are
located to furnish the necessary escort for the transport of the
explosives/explosives ingredients from the dealer's magazines up to the
magazines of the purchaser. Simultaneously, C, FEO, CSG will wire the
Provincial Director/City Director of the receiving province/city to inspect the
explosives/explosives ingredients upon arrival and deposit the same in the
purchaser's magazines.
f. If the source of the explosives/explosives ingredients is from a magazine

within Metro Manila, the FEO shall provide the corresponding escorts for
the transport of the explosives/explosive ingredients.
g. All packages, boxes and/or containers of explosives/explosives

ingredients must be properly tagged or labelled by the shipper indicating
the kind and quantity of explosives/explosives ingredients in each
package, box or container.
h. A motor vehicle which is used for transporting explosives/explosives

ingredients should have adequate capacity and must be in good condition.
A vehicle with an open body should have enough height of sides and ends
to prevent the packages of explosives/explosives ingredients from falling
and should have a fireproof tarpaulin to protect cargo from weather and
fire. Electrical wirings must be secured and protected from contact with the
explosives/explosives ingredients. The truck floor should be tight and
intact. All exposed sparking metal inside the truck should be covered with
wood or other non-sparking material.
i. The vehicles carrying explosives/explosives ingredients should be

equipped with not less than two (2) functional fire extinguishers adequately
filled and ready for use.
431
j. Congested traffic should be avoided and stops should be made only when
necessary and when refuelling. Stopping at garages or repair shops when
carrying explosives is strictly prohibited. Rerouting should be avoided
whenever possible.
k. The Provincial Director of the Province or the City Director of the City
where the explosives/explosives ingredients originated or the C, FEO,
CSG shall inform the Provincial Director/City Director of the receiving
province/city in advance by radio of the expected time and date of arrival
of the explosives/explosives ingredients as well as the name of the
consignee.
l. Upon the arrival of the explosives/explosive ingredients, the Provincial

Director/City Director of the receiving province/city shall designate a
responsible officer in his command to witness the unloading and storage
of the same.
m. The unloading shall be done only in the presence of the accompanying

escort and the officer so designated by the Provincial Director/City
Director.
n. An inventory shall be made and signed by the consignee and witnessed

by the accompanying escort and by the officer designated in the receiving
province.
o. A copy of the inventory shall be furnished to each of the witnesses.
p. The Police Officer representing the Provincial Director/City Director of the

receiving province/city shall see to it that the explosives/explosives
ingredients are stored in the magazines and must be properly secured. He
must submit an inspection report to the Provincial Director/City Director
stating the time and date of entry and retrieval of explosives/explosives
ingredients manifested in the stockcard placed inside the magazine,
including the name of the licensee and the copy of the inventory.
q. All explosives/explosives ingredients delivered to the warehouse or

magazine must be accounted for by the police escort
r. All domestic movement of explosives/explosives ingredients by shipping

vessels must have the necessary permit/s from the PNP Maritime Group
and other concerned government agencies.
8. IMPORTATION:
a. Any person or entity licensed to manufacture, deal or purchase

explosives/explosives ingredients who/which desires to import
explosives/explosives ingredients abroad shall submit his application to
the CPNP, through the C, FEO, CSG and the Provincial Director of the
Province or the City Director of the City where the business or project is
located. Licensees from Metro Manila shall submit their application to the
C, FEO, CSG.
b. Application to import explosives/explosives ingredients may be filed in

quantities based on the latest monthly report (stock on hand) of the
applicant minus the given quantity in the license for the period of one (1)
year. However, the licensee or importer should schedule the importation
432
of explosives/explosives ingredients in such a way that shipment of
explosives/explosives ingredients shall not exceed the quantities
authorized in its license, including the actual stock on hand upon arrival
of the shipment.
c. For permit to import, the following requirements shall be submitted
1) Letter of Request;
2) PNP Form No. 6 — Application to Import Explosives duly
accomplished;
3) Photocopy of license;
4) Twelve (12) months consumption report;
5) Latest Monthly Report for explosives duly indorsed or attested by the
Provincial Director/City Director concerned;
6) Endorsement from the PD/CD and ROPD (for provincial applicant);
7) Original Special Bank Receipt;
8) Endorsement from the Mines and Geosciences Bureau (for Mining
and Quarrying);
9) Endorsement from the Department of Energy (for Oil and
Geothermal Exploration);
10) Endorsement from the Philippine Coast Guard (for Salvaging);
11) Endorsement from Fertilizer and Pesticide Authority (Fertilizer
Formulator);
12) Endorsement from the Department of Public Works & Highways (for
Road Construction, etc.); and
13) Endorsement from the City Engineer's Office (for Development of
Subdivision).
d. Additional requirements of the Philippine Bomb Data Center, Directorate

for Intelligence, for application of permit to import for manufacturer and
purchaser:
1) Process flow chart duly certified by the Production Manager;

2) Formula of conversion duly certified by the Testing Office, Department
of Science and Technology;
3) Purity percentage or concentration of regulated chemical/s requested;
and
4) Data Sheet of each explosive products.
e. Additional requirements of the Philippine Bomb Data Center, Directorate

for Intelligence for application of permit to import for dealers:
1) Detailed Monthly Consumption Report for every month after the last
importation, providing information on the names of persons/entities,
their respective CSG License to Purchase Number/s (Permit/s),
address/es and volume/s or amount/s of explosives/explosives
ingredients purchased, prepared and submitted by the company
President and certified by the PNP Provincial Director;
2) Certification from the FEO that those purchasers/clients listed by the

requesting applicant are duly licensed; and
3) Data sheet of each imported explosives product.
f. Filing of application to unload explosives/explosive ingredients.
1) Any person or entity with existing license to possess

explosives/explosives ingredients (Manufacturer's, Dealer's and
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Purchaser's) issued by the CPNP shall file for application to unload
explosives/explosives ingredients.
2) At least one (1) week to ten (10) days before the arrival of
explosives/explosives ingredients imported from abroad under the
permit to import, the importer shall submit to C, FEO, CSG the
“Application to Unload Explosives from the Vessel and Transport to
Destination”.
3) For permit to unload, the following requirements shall be submitted:
a) Letter of Request;
b) PNP Form No. 6 - Application to Unload Explosives from the
Vessel and Transport to Destination;
c) Photocopy of the license;
d) Photocopy of the Permit to Import;
e) Latest Monthly Report duly indorsed or attested by Provincial
Director concerned;
f) Bill of Lading/Airway Bill and Proferma Invoice; and
g) Original Special Bank Receipt
g. Processing of application to unload explosives/explosives ingredients.
1) The application shall be processed by the C, EMD, FEO using the

processing portion of the application form and forward the same to
the C, FEO, CSG for approval and disapproval.
2) The approved application shall serve as the authority of the importer

to unload the explosives/explosives ingredients from the vessel.
Shipments unloaded and transported shall be deducted by the C,
FEO, CSG from the approved permit to import.
9. TRANSPORT/MOVEMENT AND/OR SHIPPING OF EXPLOSIVES/

EXPLOSIVES INGREDIENTS:
a. Any movement of explosives/explosives ingredients from the Port of Manila

or from one province to another or within the same province but from one
licensee to another, shall require prior approval of the C, FEO, CSG.
b. The movement of explosives in the blasting projects/site of a licensee within

the province for which he was granted a license does not require the prior
approval of the CPNP. The permission of the Provincial Director/City
Director who will furnish the necessary witnesses for the blasting shall be
sufficient.
c. The following policies shall be observed in the transport/movement of

explosives/explosives ingredients:
1) Under no circumstance shall movement of explosives/explosives

ingredients from unloading points or from dealer's magazine be
delayed.
2) No limit should be made on the number of trucks that will be used to

transport explosives or explosives ingredients from unloading points or
from dealer's magazines.
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3) There should be at least one (1) PNP escort and one (1) Company
Guard for every truck commissioned to transport explosives/explosives
ingredients.
d. The Permit to Purchase and Move Explosives/Explosives Ingredients issued

by the C, FEO, CSG shall serve as the dealer's authority to sell and move
the explosives from its magazines. The whole quantity specified in the permit
shall be sold to and delivered to the purchaser. If for some reasons the whole
quantity cannot be delivered at one time, permission shall be taken from the
C, FEO, CSG who shall specify the kinds and quantities of explosives to
comprise each partial delivery which should be proportionate to the kinds
and quantities in the original permit.
e. No movement or delivery of explosives/explosives ingredients from the

dealer's magazines shall be made without the corresponding escorts to be
provided by the Provincial Director/City Director concerned if movement is
done within the same region. However, if movement/transport of
explosives/explosives ingredients transcends from one region to another
region or within Metro Manila, escorts shall be provided by the office of EMD,
FEO in addition to the escorts or guards, to be provided by the dealers.
f. Validity of the permit shall be for a non-extendible period of 60 days
10. STORAGE:
a. Main magazines should be located, protected, constructed and managed

so as to guard them against pilferage and accidental explosion of their
contents, and to prevent injury to persons or damage to properties
b. Magazines must be located and constructed in accordance with the Table

of Distance as specified in Annex "A" of these Rules
c. There should be at least three (3) magazines - one (1) exclusively for
detonators, one (1) for high explosives/detonating cords and one (1) for
blasting agents.
d. Main magazines should be able to accommodate the quantities in the

approved license.
e. All main magazines for explosives shall have double steel doors.
f. Main magazines with single steel door must be reconstructed with an

additional steel door.
g. Both doors shall be provided with strong, double padlocks, one for the
owner of the magazine and the other for the Provincial Director/City Director
of the province or his representative. The padlocks must be placed in such
a way that the magazines cannot be opened by either the owner or the
representative of the PD/CD but by both. As added security, the padlocks
shall be provided with a metal protective cover.
h. The main magazines provided with double fence of at least eight (8) feet
high with barbed wire not more than six (6) inches apart shall be fenced with
cyclone wire.
i. The immediate surroundings of the main magazines shall be provided with

proper illumination during night time
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j. No unauthorized persons shall be allowed within 50 meters from the
magazines. Warning signs, "RESTRICTED AREA. UNAUTHORIZED
PERSON NOT ALLOWED" specifications shall be posted in conspicuous
places in the vicinity of the magazines.
11. UTILIZATION:
a. Issuing Magazines that are located within the vicinity of the blasting areas
shall be constructed with similar materials as that of the main magazines.
However, being of smaller size with limited contents, one (1) steel door may
be allowed, provided that the same is secured with two (2) strong padlocks.
b. In the absence of a fixed magazine, the portable pontoon-type magazine

made of steel which could be transported to blasting areas may be allowed.
Portable-type magazines shall also be provided with two (2) strong padlocks
for added security.
c. Issuing Magazines shall serve as storage of explosives good for one (1) day
usage. Unused explosives at the end of the working day shall be returned
to the main magazines under escort by a representative of the Provincial
Director/City Director who witnessed the blasting. In cases when the
requirement exceeds one day but does not exceed one (1) week supply,
said explosives/explosives ingredients must be stored in the magazines. In
which case, the representative of the Provincial Director/City Director shall
stay with the blasting crew to safeguard the explosives in the magazines
and witness the blasting. All remaining explosives after the completion of
the blasting work shall be returned to the main magazines under the same
PNP escort.
d. Potassium Chlorate, Ammonium Nitrate, Potassium Nitrate, Sodium Nitrate

and Sodium Chlorate, which are controlled pursuant to Executive Order No.
522, shall be stored in a warehouse constructed of strong materials, safety-
locked or otherwise adequately protected against theft, pilferage or
unauthorized access, and located away from fire hazards and from slum
areas pilferage. The warehouse should be able to accommodate the
quantities in the approved license.
e. Disposition of Unused Explosives:
1) Upon termination, completion and/or suspension by blasting

contractors of their contracted and/or blasting projects or upon
termination, completion, suspension by licensed purchasers of blasting
projects such as road construction, quarrying, demolition work,
salvaging and logging, all explosives issued to license blasters
including those transferred to issuing magazines shall be returned to
the main magazines under escort by a representative of the Provincial
Director/City Director.
2) Immediately thereafter, the warehouseman or explosives-in-charge of

the blasting contractor of the explosives purchasers shall render a
report of the completion, termination, and/or suspension of the blasting
operations. This report shall be submitted to the CPNP through the C,
FEO, CSG and through the Provincial Director or City Director, within
fifteen (15) days after completion and/or suspension of blasting
operations.
3) Unused explosives after completion/termination/suspension of blasting

operations shall be treated in the following manner:
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a) May be sold/transferred to duly licensed explosives purchasers upon
prior approval by the CPNP. Application for sale/transfer of
explosives shall be filed to the CPNP Attn: C, FEO, CSG and Attn.
Provincial Director or the City Director;
b) In the case of blasting contractors, if the explosives could not be

sold/transferred to a licensed purchaser, they may be returned to
their main magazines upon prior approval by the CPNP;
c) Explosives in excess of five (5) cases of dynamites with

corresponding accessories which could not be returned to blasting
contractor's magazines should be turned over to the Provincial
Director/City Director for deposit in his magazines or in the nearest
integrated magazines until properly disposed of; and
d) If the explosives consist of five (5) cases dynamites or less and the
transport to the PNP magazines/nearest integrated magazines is
hazardous, the explosives may be destroyed in accordance with
safety regulations upon prior approval by the CPNP. The destruction
shall be made by a licensed blaster of the owner in the presence of
representative/s of the Provincial Director/City Director. After the
destruction, a report shall be submitted to the CPNP Attn. C, FEO,
CSG copy furnish the Provincial Director or the City Director. The
report shall be accompanied by pictures of the explosives before and
after destruction.
12. DISPOSAL PROCEDURES FOR EXPIRED, ROTTEN AND

DETERIORATING EXPLOSIVES:
a. For permit to dispose expired, rotten and deteriorating explosives, the

following requirements shall be complied with:
1) Letter of request addressed to the CPNP Attn: C, FEO;
2) Inventory of expired explosives for disposal and name of licensed

blaster foreman;
3) Endorsement from FESAGS of concerned PPOs/CPOs and PROs;
4) Disposal must be supervised and certified by EOD-trained PNP

personnel and witnessed by FESAGS and the requesting company's
representatives;
5) After-Disposal Report with accompanying pictures before and after the

disposal must be submitted immediately to the D, CSG (Attn: C, FEO);
and
6) Safety Procedures must be observed.
b. Destruction Sites:
1) Units of explosives that must be destroyed shall be determined by

starting in limited quantities then gradually increasing
2) Combustible materials other than the products for destruction shall be

removed within a radius of 200 feet. The ground should be free from
large stones and deep cracks in which explosives might lodge.
437
3) Fire fighting facilities shall be readily available to extinguish brush or
grass fires. The ground shall be soaked wet after every
disposal/destruction procedure.
c. Destruction by Burning:
1) Explosives shall not be burned in a large dump form because of the

danger of detonation.
2) Explosives other than initiating explosives may be burned in beds not

more than three (3) inches deep
3) Parallel beds of explosives prepared for burning shall be separated by

not less than 150 feet. Burning shall not be repeated within 24 hours
unless the burning area has been soaked with water.
d. Destruction by Detonation:
1) Explosives shall be detonated in a pit not less than four (4) feet deep
covered with not less than two (2) feet of earth
2) Detonation of explosives may be done without using a pit if the

detonation area is remote from inhabited buildings, public highways and
storage areas.
13. MISCELLANEOUS PROVISIONS:
a. Additional requirements of the Philippine Bomb Data Center, Directorate

for Intelligence for the application of Blaster's/Foreman's License:
1) Certification of safety handling from a licensed Mining Engineer to

include photocopy of updated PRC license;
2) Updated copy of applicant's Personal History Statement (PHS) with

recent photograph
3) Ten-print taken by the PNP Crime Laboratory;
4) Brief statement of his blasting procedures; and
5) Photographs and description of blasting equipment being used.
b. For every escort mission, a written report on the transportation and/or

shipping of explosives/explosives ingredients with the following
information, must be submitted by the officer-in-charge to the CPNP
through the Provincial/City Director who details the escort. If in Metro
Manila, the written report must be submitted through the C, FED, CSG.
1) Date and time when the explosives/explosive ingredients were

unloaded from the vessel, if from foreign origin;
2) Kinds and quantities of explosives/explosives ingredients unloaded
3) Date and time when the explosives/explosives ingredients were

loaded in inter-island vessels or in vehicle for shipment to final
destination
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4) Date and time when the explosives/explosives ingredients were
received by the Provincial Director where the explosives/explosive
ingredients are going to be stored; and
5) Kinds and quantities of explosives/explosive ingredients stored in

magazines at final destination.
c. This circular shall cover all types of explosives/explosives ingredients,

regulated chemicals including but not limited to chlorates, nitrates, nitric
acid and such other chemicals and accessories that can be used for the
manufacture of explosives and explosives ingredients.
d. The Chief, Firearms and Explosives Office may formulate supplemental

rules and regulations on matters not covered by this new circular.
All procedures, memoranda, circulars, policies and rules and regulations not
in conformity with this new policy are hereby rescinded, amended or modified accordingly
15. EFFECTIVITY:
This Circular shall take effect after fifteen (15) days from the filing of a copy
hereof at the University of the Philippines Law Center in consonance with Sections 3 and
4, Chapter 2, Book Vll of Executive Order No. 292, otherwise known as "The Revised
Administrative Code of 1987”, as amended.
Original Signed
Chief, PNP
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TABLE OF DISTANCE FOR MAGAZINES OF EXPLOSIVES
(As Revised and Approved by the Institute of Maker of Explosives dtd September 30, 1955)
EXPLOSIVES DISTANCE IN FEET WHEN STORAGE IS BARRICADED

Weights in Inhabited Passenger Public Separation
Pounds Buildings Railways Highways of
Inclusive Magazines
2-5 70 30 30 6
6-10 90 35 35 8
11-20 110 45 45 10
21-30 125 50 50 11
31-40 140 55 50 12
41-50 150 60 60 14
51-75 170 70 70 15
76-100 190 75 75 16
101-125 200 80 80 18
126-150 215 85 85 19
151-200 235 95 95 21
201-250 255 105 105 23
251-300 270 110 110 24
301-400 295 120 120 27
401-500 320 130 130 29
501-600 340 135 135 31

601-700 355 145 145 32
701-800 375 150 150 33
801-900 390 155 155 35
901-1,000 400 160 160 36
1,001-1,200 425 170 165 39

1,200-1,400 450 180 170 41
1,401-1,600 470 190 175 43
1,601-1,800 490 195 180 44
1,801-2,000 505 205 185 45
2,001-2,500 545 220 190 49

2,501-3,000 580 235 195 52
3,001-4,000 635 255 210 58
4,001-5,000 685 275 225 61
5,001-6,000 730 295 235 65
6,001-7,000 770 310 245 68

7,001-8,000 800 320 250 71
8,000-9,000 835 335 255 75
9,001-10,000 865 345 260 78
10,001-12,000 875 370 270 82
FIREARMS AND EXPLOSIVES LAWS, RULES AND REGULATIONS
440
12,001-14,000 885 390 340 87
14,001-16,000 900 405 360 90
16,001-18,000 910 420 380 94
18,001-20,000 975 435 400 98
20,000-25,000 1,055 470 420 105
25,000-32,000 1,130 500 440 115

32,001-35,000 1,205 525 45 119
35,001-40,000 1,275 550 470 124
35,001-40,000 1,340 570 485 129
45,001-50,000 1,400 490 500 135
50,001-55,000 1,460 610 510 140

55,001-60,000 1,515 630 520 145
60,001-65,000 1,565 645 530 150
65,001-70,000 1,610 660 540 155
70,001-75,000 1,655 675 545 160
75,001-80,000 1,695 690 550 165

80,001-85,000 1,720 705 555 170
85,001-90,000 1,760 720 560 175
90,001-95,000 1,790 730 565 180
95,001-100,000 1,815 745 570 185
100,001-110,000 1,835 770 550 195

110-001-120,000 1,855 790 555 205
120,001-130,000 1,875 810 560 215
130,001-140,000 1,890 835 565 225
140,001-150,000 1,900 850 570 235
150,001-160,000 1,935 870 580 245

160,001-170,000 1,965 890 590 255
170,001-180,000 1,990 905 600 265
180,001-190,000 2,010 920 605 275
190,001-200,000 2,030 935 610 285
200,001-210,000 2,055 955 620 295

210,001-230,000 2,100 980 635 315
230,001-250,000 2,155 1,010 650 335
250,001-275,000 2,215 1,040 670 360
275,001-300,000 2,275 1,075 690 385
NOTE: When a building containing explosives is not barricaded, the distances shown in this table
should be doubted.
FIREARMS AND EXPLOSIVES LAWS, RULES AND REGULATIONS
441
SUBJECT : LOI 65/2010

(Proper Care and Maintenance of Issued Firearms)
1. REFERENCES:
a. Memorandum Circular No. 2008 — 16 dated October 09, 2008, entitled

"Prescribing the Policies, Guidelines and Procedures in the Conduct of Saturday
Inspection of PNP Uniformed Personnel" (Tab "A");
b. Letter of Instruction 76/09 re- PNP Standard Handgun Marksmanship
Training (Tab "B”);
c. Letter of Instruction 08/2010 re- PNP Rifle Marksmanship Standard (Tab
"C"); and
d. Memorandum Circular No. 2008 -010 dated August 11, 2008, entitled
"Guidelines on the Preventive Maintenance and Repair of PNP Transportation,
Firepower, Communication, Investigative and Computer Equipment" (Tab "D”).
2. PURPOSE:
This Letter of Instructions (LOI) provides the guidelines to be undertaken by

concerned PNP Units/Offices in the conduct of proper care and maintenance of PNP
issued firearms.
3. SITUATION:
As of 3rd Quarter of 2010, a total of 85,869 short firearms were issued

individually to the same number of police personnel while 63,260 long firearms were
issued to PNP Offices/Units and police personnel who are entitled to the issuance of
same due to the nature of their assignment. It is the inherent responsibility of the
personnel/office/unit which received the issued firearms to ensure operational readiness
and proper maintenance of said firearms.
However, it was observed not only during marksmanship and proficiency firing
but also during actual operational usage that these firearms malfunction when fired
repeatedly. This indicates poor maintenance and/or neglect on the part of our personnel
to properly care their issued firearms.
4. MISSION:
The PNP shall conduct dissemination and practical exercises on the Proper
Care and Maintenance of PNP issued firearms in order to develop item accountability by
all PNP personnel and offices/units and ensure operational readiness of issued firearms.
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5. EXECUTION:
a. Concept of Operation
All PNP units shall conduct a quarterly information dissemination on the

proper care and maintenance of PNP firearms during the conduct of the Police
Information and Continuing Education (PICE).
The information dissemination on proper care and maintenance of PNP

issued firearms shall be divided into two (2) parts: Part 1 shall be the lecture on the proper
care and maintenance of PNP issued firearms. The lecture shall focus but is not limited
to the basic maintenance and basic cleaning of firearms. Part 2 shall be the conduct of
practical exercises on disassembling and reassembling of PNP firearms. The firearms
herein referred to are issued short firearms (9mm, cal 45 and .38 cal) and long firearms
(5.56mm and cal 7.62).
Based on the Phase I of LOI 76/09, the disassembling of the major parts of
a short firearm shall be completed within 60 seconds (1 minute) and the reassembling
shall be completed within 60 seconds (1 minute) also.
For disassembling the major parts of a long firearm, it shall be completed

within 60 seconds (1 minute) and reassembling shall be completed within the same period
of time.
b. Tasks
1) DL
a) Supervise the Implementation of this LOI; and
b) Perform other task as directed.
2) LSS
a) Assist DL in the implementation of this LOI;
b) Detail personnel to conduct lectures and practical exercises on

assembling and disassembling of firearms for Crame based Offices; and
c) Perform other task as directed.
3) PROs and NSUs
a) Implement this program in their AOR;
b) Submit quarterly report to the Directorate for Logistics on the result

of the practical exercises; and
c) Perform other task as directed.
c. Coordinating Instructions
1) In conducting the practical exercises the following shall be observed:
a) Except for star ranked officers, all PNP uniformed personnel will
undergo the exercise;
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b) Only the issued short or long firearms will be used by each personnel
for the exercise; and
c) Long firearms to be used in the exercise will be provided by the

Logistics Officer of the unit.
2) Inspecting teams shall submit results of practical exercises to the

Heads of offices for their appropriate action.
6. EFFECTIVITY
This LOI shall be effective upon approval.
Original Signed
Chief, PNP
Distribution:
DL
LSS
PROs
NSUs
Copy furnished:
Command Group
D-Staff
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August 11, 2008
MEMORANDUM CIRCULAR
NUMBER 2008-010
GUIDELINES ON THE PREVENTIVE MAINTENANCE AND REPAIR OF "PNP

TRANSPORTATION, FIREPOWER, COMMUNICATION,
INVESTIGATIVE AND COMPUTER EQUIPMENT"
I. PURPOSE:
To prescribe the policies and guidelines in effecting preventive maintenance and

repair of PNP transportation, firepower, communication, investigative and computer
equipment.
II. SCOPE:
This Circular applies to the activities involving maintenance and repair of PNP
transportation, firepower, communication, investigative and computer equipment.
III. OBJECTIVES:
a. To prevent equipment failure by providing timely and adequate preventive

maintenance by using unit /office and through early detection and correction of incipient
or actual equipment failure at the lowest practical category of maintenance.
b. To ensure that all equipment is ready for its intended use.
c. To ensure the maximum economical service and existence of all equipment.
d. To get best value for money (minimize unnecessary cost).
e. To provide, support, and enforce a definitive and standardized maintenance

system.
IV. DEFINITION OF TERMS:
a. Maintenance - All actions taken to retain materiel in operational/serviceable

condition. It includes inspection, testing, servicing, modification, rebuilding and
reclamation.
b. Preventive Scheduled Maintenance — pre-determined maintenance

activities before equipment failure. It includes but not limited to change oil after 5000
kilometers or 3 months, in the case of transportation equipment.
c. Inspection - The critical examination of an equipment to determine and report

its condition.
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d. Testing - An examination or trial performed to determine the suitability of an
equipment for police use.
e. Servicing - Work on an equipment consisting of cleaning, lubricating,

replenishment of fuel, lubricant, cooling agent, and air for tires to ensure its proper
operation.
f. Repair - To restore unserviceable equipment to operational/serviceable

condition by adjusting or replacing damaged or unserviceable parts, components or
assemblies.
g. Controlled Cannibalization - A procedure followed when unserviceable

equipment is evacuated to a field or depot maintenance unit where the usable repair parts
are removed and turned into stock control for reissue to a repair or maintenance unit
which shall use the same item in restoring an unserviceable like equipment.
Unserviceable parts are reinstalled to the equipment cannibalized.
h. Outsourcing of Repair - Repair done either in commercial repair shops or

military logistics assistance.
i. Transportation Equipment — refer to police operational materiel or

equipment which include but are not limited to mobile units (sedans, pick-up, 6x6, van,
etc.).
j. Firepower — includes but not limited to long and short firearms, machine guns,
ammunition, magazines, etc.
k. Communication equipment — refer to communication equipment such as

handheld radios, UHF/VHF radio transmitter, GPRS and other electronics capabilities,
etc.
l. Investigative equipment — includes but not limited to SOCO equipment,

forensic kits, ballistics equipment, etc.
V. POLICIES:
a. The implementation of the preventive maintenance and repair of equipment is a

command responsibility of every Chiefs/Heads of Offices/Units in their respective
offices/stations/units in so far as all the mobility, firepower, communications, computers
and peculiar equipment such as investigative, intelligence, office and other kinds of
equipment issued to their offices/stations/units are concerned.
b. The PNP personnel to whom said equipment is/are issued shall be responsible
for the proper use and care of it, using the diligence of a good father of a family.
c. Turned-in equipment found by the Logistics Officer to be unserviceable thru

negligence or carelessness of user should be reported to the Chiefs/Heads of
Offices/Units for investigation. The latter will determine whether proper disciplinary action
should be filed against negligent or responsible parties.
d. Logistics Officer and Chiefs/Heads of Offices/Units concerned also be subject

to disciplinary action if found negligent of their respective responsibilities.
e. Chiefs/Heads of Offices/Units shall ensure that the MOOE intended for repair
and maintenance of equipment be utilized in accordance with its stated purposes.
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f. Resources, tools, equipment and personnel shall be pooled to the greatest
extent possible to achieve an integrated type of maintenance for all move, shoot,
communicate and investigate equipment.
g. PNP Units shall avail itself of the Supply and Service Support with private
entities whenever practicable and economical subject to restrictions imposed by RA 9184.
h. Prior to disposal of unserviceable equipment, controlled cannibalization is

authorized. Cannibalization is always controlled unless otherwise authorized by proper
authority. Only the Chiefs/Heads of Offices/Units can authorize controlled cannibalization.
i. Suppliers of PNP equipment shall be required to:

1) Ensure availability of spare parts;
2) Put up repair centers strategically located nationwide for better access on
repair;
3) Ensure availability of proficient technicians to conduct immediate repairs to
installed equipment that by its nature are not advisable to be mobilized;
4) Provide demos, lectures and "hands-on" to the end user for the proper
use/operation of equipment.
j. Requisition of funds for equipment maintenance, e.g. equipment calibration,

inspection and other preventive measures shall be programmed by Chief/Heads of
Offices/Units through its Logistics Officer sourced from the PNP trust receipt and MOOE.
k. Waste disposal of Beyond Economic Repair (BER) equipment and/or hazardous

materials must conform to environmental laws, rules and regulations.
VI. PROCEDURES:
On Firepower
1. To minimize wear on the firearms' moving parts, synthetic based oil must be
used when cleaning the gun to withstand heat better;
2. Only use Bore solvents or Nitro Powder solvents to melt and remove carbon
residue from the barrel. Never use gasoline, kerosene or thinner;
3. Always clean the barrel with the right brush, with the right solvents and apply a
good quality lubricant to prevent corrosion on the guns and metal parts after
firing; and
4. If there is no enough time to clean the gun, be sure to at least apply any gun
grade oil or lubricant in and out of the gun.
5. Care and maintenance of magazines by ensuring that the ammunition are
properly removed from magazines when personnel are on leave or on long
vacation or when such was in use, to maintain or extend the stability of
magazine springs.
On Transportation/Mobility
1. The Chiefs/Heads of Offices/Units and Logistics Officer are responsible on the

proper maintenance of all issued transportation equipment in their respective
Offices/Units hence, shall ensure personnel to refrain from:
a) Removing, altering, dislodging, separating or adding any basic
requirements/accessories from original characteristics/attributes of the
transportation equipment's frame or body.
b) Using non-authorized fuel, oil, lubricants or other liquid additives in the
vehicles.
2. Daily, weekly, monthly, quarterly and annual inspections, tests, adjustments,
refills or replacement of the parts and systems of the vehicle must be observed.
447
These activities must be reflected in the maintenance log schedule to detect
minor defects of the vehicle and prevent occurrence of much serious or major
defects.
3. Always check the most critical safety areas such as the braking system,
steering system and tires.
4. Repairs and periodic maintenance/check-up shall only be undertaken by
authorized repair shop and service center.
5. Authorized drivers must at all times drive vehicles with reasonable prudence in
order to maintain them at the highest degree of operating efficiency. Except for
immediate police response operations and other emergencies, a speed limit for
normal driving should be observed.
6. Authorized drivers are obliged to fill out the trip ticket with their names, ranks,
origin, destination, start kilometer, end kilometer, no. of kilometer used and
purpose of travel.
7. The Chiefs/Heads of Offices/Units must direct the Logistics Officer to conduct
investigation and submit report in the event the vehicle had incurred any
damage or has been involved in accident.
8. Only official driver of police vehicle/van and other organic transportation
equipment should operate PNP vehicle. Violation of this provision is a ground
for administrative offense against Chiefs/Heads of Offices/Units by virtue of
command responsibility principle.
On Communications Equipment
1. The individual PNP member is directly responsible for the care, maintenance
and safeguarding of the PNP communications-electronics equipment issued to
his/her custody.
2. Tampering of serial numbers, alterations and/or modifications on the original
design of the communications and electronics equipment are not authorized.
3. Cloning re-programming and programming other channel/frequency other than
those specifically authorized is strictly not allowed.
4. To prevent advance cannibalization, all defective parts should be turned-in to
Supply Officer prior to replacement — "No turn-over, No replacement".
On Computer Equipment
1. Obtain all manuals. The maintenance and testing standards must be performed
in accordance with the manufacturer's procedures.
2. Define what to check and when to check. Use the manufacturer's maintenance
manual. Write down all the required inspection, adjustment, replacement and
testing procedures of specific equipment, as well as how frequently it should
be performed.
3. Outsource servicing criteria. Some problems may be minor and can be
corrected as time permits but others are serious that the equipment must be
taken out of service to correct the problems immediately.
4. In-house servicing for those minor problems that can be corrected at PNP CS
particularly units/offices within NHQ. At the PROs, minor servicing can be done
by the Regional Information Communications Technology Officers.
On Investigative Equipment
1. It should be stipulated in the contract that the Company (supplier) will provide
maintenance and/or calibration of the equipment supplied to the end user (PNP
unit/office).
2. Technicians must have proficiency to maintain the equipment.
448
3. Training through demos and lectures on the proper use/operation of equipment,
simple maintenance and trouble shooting, in coordination with the
company/supplier must be provided to the end users.
4. Conduct equipment validation and protocol.
5. Provide preventive maintenance program to ensure instruments are always in
good working condition.
6. Provide advice and recommendation on the instrument. requirements to meet
the maintenance requirements and/or specification.
7. Provide application support on end users application problems.
8. ADL/ADC shall consolidate list of investigative equipment scheduled for
calibration.
9. ADL in coordination with ADC shall program the amount for the maintenance
of equipment and shall request for funding which will be sourced from MOOE
or PNP trust receipt fund.
VII. RESPONSIBILITIES:
a. OPRs
OPRs at the NHQ-PNP shall be responsible for the nationwide implementation

of this Circular.
The "Offices of Primary Responsibility (OPR)" at NHQ-PNP for the nationwide

implementation of the Equipment Preventive Maintenance Program (EPM) are the
Director for Logistics (DL) and the Directors for Logistics Support Service (LSS),
Communications & Electronics Service (COMMEL) and Computer Service (CS), in
coordination with each respective Director/Head or Chief of Office/station/unit for
command responsibility. They shall jointly design and supervise/evaluate/ enhance the
nationwide implementation of the EPM.
The OPRs in consultation with the Chiefs/Heads of Offices/Units concerned shall

select and designate a Mobility PCO, a Firepower PCO, a Communication PCO, a
Computer PCO and a Peculiar Equipment PCO at the NSU and PRO level. Said PCOs
shall be given appropriate training and specialization on the respective types of
equipment assigned as their technical responsibility.
The continuing general tasks/responsibilities are:
1. Be technically proficient and responsible for and follow-up the proper use
and preventive maintenance of the specific type of equipment assigned to
him/her.
2. Exercise technical supervision/direction over all counterpart PNCOs of the
different constituent stations/offices/units of the NSU/PRO to which they are
assigned.
3. Conduct regular training for all police personnel.
4. Create Task Group composed of the SAO or RSPNCO principally to submit
report in the event of damage or loss of property.
b. Chiefs/Heads of Offices/Units
Chiefs/Heads of Offices/Units shall be directly held responsible for the strict

implementation of this Circular. Failure and/or refusal to initiate either disciplinary or non-
disciplinary action against negligent/erring personnel shall render the concerned superior
officer administratively liable.
449
c. Unit/Office Maintenance
All units using move, shoot, communicate and investigative equipment will
perform organizational preventive maintenance. The ability to absorb works of this
category will depend on the availability of parts, facilities and trained personnel.
Using unit/office will stock tools and parts needed in the immediate repair and
maintenance of all equipment issued or under his cognizance provided there are trained
personnel to perform repair and maintenance. However, where tools and personnel are
not adequate, the using unit/office will request the support/assistance from its higher unit
or avail of commercial outsource.
VIll. PENALTY CLAUSE:
Any violation of this Circular shall be a ground for administrative action, without
prejudice to the filing of appropriate criminal charges, if warranted, against the
negligent/erring PNP personnel.
IX. REPEALING CLAUSE:
X. EFFECTIVITY:
2, Book VII, EO No. 292, otherwise known as "The Revised Administrative Code of 1987,"
as amended.
Original Signed
AVELINO I RAZON JR
Chief, PNP
450
July 8, 2008
MEMORANDUM CIRCULAR
NUMBER 2008-008
PROCEDURE & GUIDELINES IN THE UTILIZATION

AND PROPER DISPOSITION OF MOBILITY ASSETS IN THE PNP
l. PURPOSE & SCOPE
This Circular prescribes the policies, procedures, guidelines and responsibilities to

be followed in the utilization and proper disposition of mobility assets in the PNP.
ll. OBJECTIVES
1. To ensure optimum utilization of Mobility Assets.
2. To simplify and facilitate the disposition and utilization of (General Dispatch)

vehicles at TMD, LSS.
3. To provide guidelines to all concerned relative to the policies and procedures

and the responsibilities in the proper use and disposition of GD vehicles at TMD, LSS.
Ill. POLICIES
1. All General Dispatch (GD) vehicles shall be for official use only.
2. All GD vehicles shall be currently registered with the Land Transportation Office
and shall bear government plates, except those vehicles which are authorized to use
civilian security plates. Unregistered vehicles should be grounded and can only be
dispatched upon securing the current registration.
3. All GD vehicles shall be driven only by authorized driver in proper uniform who
shall be holder of a professional or non-professional driver's license.
4. All GD vehicles shall bear appropriate body and bumper markings, except
those vehicles which are authorized to be unmarked for security reasons.
5. All GD vehicles shall be painted with the authorized PNP color, except those
vehicles which are authorized to use civilian colors.
6. All request for GD vehicles shall be filed at the office of C, TMD, LSS and
thereafter shall be forwarded to the approving authority, TDL or his duly authorized
representative. Similarly, dispatches of PNP VIP vehicles (vans/cars/coasters) must be
cleared first by TDL.
7. The use of PNP VIP vehicles for teambuilding or recreational activities shall not
be allowed to avoid negative comments or impressions.
451
8. Official request for use of PNP VIP vehicles such as Rosa Vans and coasters
must be duly signed by the Director/Chief of Office of concerned requesting units
indicating therein the purpose whereby the request was sought and attaching the list of
passengers.
9. Request for GD vehicles shall only be approved if all available staff cars of
respective requesting units/offices will not suffice to cause the transportation/movement
of personnel from stations to places of engagement based on the identified number of
passengers.
10. The use and utilization of staff car of every office/unit concern is encouraged to
ensure readiness of mobility assets in the NHQ level for first priority dispatches.
11. LSS shall maintain standby/alert GD vehicles of at least one (1) unit per
category (truck/buses) at any given time. Dispatch of alert vehicles (if necessary) shall
have to be cleared by TDL.
12. LSS shall publish the scheduled days for the regular maintenance/servicing of
GD vehicles per unit/office. As such, GD vehicles could not be dispatched on the day they
are scheduled for maintenance servicing unless for extreme operation/emergency
purposes only. Status of Vehicles Dispatch Report shall be rendered to the ODL NLT
0800H of Monday thereafter.
13. During declaration of full alert status, all scheduled trips shall be automatically
cancelled to make available such vehicles for Administrative and Operational Troop
Movement. DO will be the sole Office authorized to dispatch General Dispatch Vehicles
during this situation and until such time full alert status is downgraded to normal. Hence,
all requests will be cleared with DO to avoid unnecessary duplication of dispatch of
vehicles.
14. Only one (1) unit of GD vehicle of any category/kind shall be allowed to
approved second priority dispatch unless otherwise directed by higher authorities.
15. End user of second priority vehicle dispatch shall provide for the fuel
requirements of the trip except delivery of police cadaver.
16. All dispatches must be covered by Trip Authority Ticket (Trip Ticket) which shall
be prepared by TMD, LSS in three (3) copies to be signed by C, TMD, LSS, duty
dispatcher, official driver, gasman and C, POLS, SSDD, LSS. The three (3) copies of Trip
Tickets are intended for the official driver, the gasoline station and C, TMD, LSS.
Whenever traveling outside AOR, the trip ticket shall be conspicuously displayed in any
visible part of the vehicle preferably on the windshield pursuant to Administrative Order
No. 126 dated August 13, 2005 (See attached copy/format).
17. Dispatch of all vehicles shall be approved by the Director, LSS or in his
absence, by his Deputy. Emergency dispatches of vehicles during Saturdays, Sundays,
Holidays and after office hours is delegated to the Service Duty Officer (SDO) in behalf
of Director, LSS who shall make written justification of the nature of such emergency
dispatches. All dispatches during said situation should be reported to ODL for the
information of DL NLT 0800H of the succeeding day.
18. TDL shall be informed immediately of vehicle dispatches for troop movement
purposes by any fastest means of communication and followed by written report to reach
ODL Attn: C, MAMS for disposition.
452
19. Regular inspection of vehicle during inspection day shall be conducted by all
PNP Units/Offices in order to check on the upkeeping/maintenance of the vehicles.
Logistics/Supply Officers shall submit monthly report of compliance to this directive to
ODL (Attn: MAMS).
IV. PROCEDURES
A. List of Priority Dispatches
1. First priority dispatches, as listed below will be acted upon over all other
requests:
a. Troop movement in the conduct of operations;

b. Transport of communication, supplies, POL products and other PNP
Cargoes;
c. Relief and rescue operations during calamities;
d. Evacuation of the sick and wounded, in augmentation to hospital mobility;
e. Troop movement for training;
f. Appearances for duties before any legislative, judicial or quasi-judicial
bodies, constitutional bodies or any fact finding agency of the government; and
g. Conveyance of Police Personnel (Admin Movement).
2. Second priority dispatches will be acted upon subject to availability of vehicles

and after complying with first priority dispatches.
a. Permanent Change of Station (PCS) of PNP personnel;

b. Delivery of Police Cadaver.
V. RESPONSIBILITIES
A. Responsibility of Indorsing Office and/or Officers:
1. Determine with prudence the recipient's profile.
2. Particularly liable to the damage of the vehicles if the recipient of vehicle he

has endorsed is incapable of complying the obligation.
3. Ensures optimum utilization of mobility assets of their respective

units/offices.
B. Responsibility of the Official User of 2nd Priority Dispatches.
1. Assumes all obligations and responsibilities when the PNP maybe held liable
on occasion of the trip as attested in the signed request.
2. Shoulder financial responsibilities for any damage to the vehicle that maybe
incurred during the trip including the vulcanizing of tires and payment of toll fees and other
incidental expenses of the trip.
3. Ensures that no contraband is loaded in the vehicle that will bring discredit
to the PNP.
C. Responsibilities of the Driver:
1. Before Operations Service:
453
This is a preliminary service to determine if the vehicle is ready for
operation. It is a check if conditions affecting the vehicle's readiness have changed
since the last after operation service. The driver shall check (B L O W B A G S) the
battery, light, oil, water, brake, air in tire, gas and spare tire.
2. During Operation Service:
This service is for the detection of unsatisfactory performance during

the operation of the vehicle. The driver shall be alert for any unusual noise and
odor, abnormal readings in the instrument and any other indication of malfunctions
by applying the word (FITCAL) feel, inspect, tighten, clean, adjust and lubricate.
3. After Operations Service:
The purpose of the service is to ensure serviceability of vehicle at

any time when it is needed. The driver shall inspect the vehicle thoroughly for the
purpose of detecting any malfunctions which may have been developed during the
operation. Any deficiencies not within the maintenance responsibility of the driver
should be reported promptly to the C, TMD, LSS for appropriate action.
4. Other responsibilities:
All PNP members driving a police vehicle shall comply with all traffic
laws, rules and regulations. They will constantly utilize care and courtesy, and shall
drive in a safe and professional manner at all times. In case of violations of the
rules and regulations on the use of PNP vehicles, disciplinary actions may be
taken.
No driver shall operate a PNP vehicle under the following
circumstances:
a. Under the influence of alcohol or other intoxicating substances,
b. Driving impaired due to physical exhaustion or illness,
c. Driving recklessly or dangerously,
d. Attempting to leave the scene of an accident,
Any PNP Police Officer found to be violating the provisions of the

Circular will be subjected to disciplinary action.
Personnel shall not drive while physically exhausted. It will be the

responsibility of the individual officer to notify his/her immediate supervisor and
advise the supervisor of the driver's condition.
5. Vehicle Equipment:
PNP Police Personnel driving a PNP vehicle shall ensure that the
vehicles that they are operating is serviceable and has the following equipment
available, with every item in good condition at all times:
a. Spare tire
b. Jack with handle
c. Wheels Spanner (Lug Wrench)
d. First Aid Kit
e. Tool Bag
f. Fire Extinguisher
g. Reflectorized Triangle (Early Warning Device)
6. Vehicle Maintenance
454
Drivers shall be responsible for the daily maintenance of their
vehicles, its cleanliness, and the reporting of vehicle faults.
Drivers shall carry out daily checks of their vehicles using the Daily
Vehicle Maintenance Report. The following shall be checked:
a. fuel level
b. oil level
c. water level
d. condition of tires
It is the responsibility of the driver of a PNP vehicle to surrender

his/her vehicle to the Maintenance Section when the vehicle maintenance is due
every 5,000 kms or every six (6) months or whichever comes first. A driver may be
held liable for damages to said vehicle if it is determined that the failure to properly
maintain the vehicle was the cause of the damage.
7. Vehicle Security
Drivers shall be responsible for the security of their vehicles including

the equipment and cargo carried. Vehicles shall not be left unattended unless
reasonable care has been taken to ensure the vehicle is secure.
Failure to secure the PNP vehicle may render the operator liable for
damages or loss incurred, and disciplinary action may be taken.
All PNP vehicles, when parked, shall have all windows fully closed,
keys removed portable antennas/removable portable antennas and removable
emergency lights stored inside the vehicle, and doors locked.
Drivers shall not leave valuable items such as passports, ID cards or

personal equipment unattended in vehicles.
PNP vehicles shall not be parked in dark, isolated places or locations

that are considered to be "high-risked" areas.
All theft from or damage to PNP vehicles shall be reported

immediately to the TMD, LSS and the driver will be required to take his/her vehicle
to the Transport Work Shop for estimation of damage within 24 hours.
8. Procedures at the Scene of an Accident
a. All accidents involving PNP vehicles resulting in physical injuries

and/or physical damage will be investigated.
b. Should a PNP vehicle become involved in an accident; the

operating staff member may be liable for partial or full damages, depending on the results
of the vehicle accident investigation.
c. When an accident involving a PNP vehicle occurs, the following

procedures shall be followed:
1) The driver shall comply with the requirements of the law.
2) The driver shall not leave the scene of an accident.
455
3) The driver shall not refrain from making any statement or
taking action that may be construed as an admission of liability.
4) The driver shall immediately bring to the nearest hospital any

injured person.
VI. RECISSION:
VIl. EFFECTIVITY:
thereof at the University of the Philippines, Law Center in consonance with Section 3 and
4 Chapter 2 , Book Vll of EO No. 292, otherwise known as "The Revised Administrative
code of 1987”, as amended.
Original Signed
AVELINO I RAZON JR
Chief, PNP
456
457
Camp Crame, Quezon City) S.S.
AFFIDAVIT OF UNDERTAKING
I ________________________________________________ , of legal age,

married/single, a resident of _________________________________________,
a bonafide member of the Philippine National Police and presently assigned with
______________________________________, after having duly sworn to in
accordance with law, do hereby depose and state:
That I am requesting for the availability of vehicle/transportation at the

Directorate for Logistics categorized under Non-Priority dispatch;
That in the event that the said request would be favorably approved, I shall
faithfully abide with terms and conditions:
a. Assumes all obligations and responsibilities when the Philippine

National Police maybe held liable on occasion of the trip as attested in the signed
request;
b. Provides fuel of the vehicle for the whole duration of the trip;
c. Shoulder financial responsibilities for any damage to the vehicle that
maybe incurred during the trip including vulcanizing of tires and payment of toll
fees and other incidental expenses of the trip; and
d. Ensures that no contraband are loaded in the vehicle that will bring
discredit to the Philippine National Police.
That I am executing this Affidavit to attest to the truthfulness of the foregoing.
IN WITNESS HEREOF, I have hereunto affixed by signature this

__________th day of ___________ at ________________________________.
________________________________
Print Name & Signature/End user
SUBSCRIBE AND SWORN to before me this ___________ day of

____________________ at _____________________________________.
________________________________
Administering Officer
458
November 22, 1995
SUBJECT : Guidelines on the Use/Maintenance of PNP Vehicles
1. This pertains to the desire of the Command to improve the maintenance of

PNP vehicles through a program which shall be observed by all units of the PNP.
2. In this connection, all units concerned are hereby directed to implement the
policies contained in this publication to ensure protection and continuous serviceability of
our vehicles.
a. Organizational maintenance is a primary responsibility of the using

organization, hence, commanders are held liable for their maintenance and upkeep under
the doctrine of command responsibility.
b. Official drivers/operators of PNP vehicles should be continuously

educated on operator maintenance procedure and proper driving regulations, attitudes
and techniques. Drivers shall conduct daily inspection of the battery, lights, oil, water, air
and gas (BLOWAG).
c. Vehicles whenever dispatched for official mission shall be issued trip

tickets by the motor pool officer or by any officer on whose disposition the vehicle is
issued. One copy of the trip ticket shall be furnished the PNP guard at the gate.
d. All units shall observe at least a two (2) day per week maintenance
schedule to check on possible defects of the vehicle and determine their roadworthiness.
Vehicles discovered with major defects shall be grounded immediately for possible repair.
Grounding of vehicles shall be determined by the motor pool officer.
e. PNP vehicles shall regularly change oil every after four (4) months
to preserve its engine from deterioration.
f. Inspection of vehicles every Saturdays shall be strictly observed to

ascertain the vehicles condition and driver's maintenance attitude.
g. PNP vehicles shall not be used during Saturdays, Sundays and

holidays, except when officially dispatched by responsible officer. All vehicles not officially
dispatched shall be pooled inside camp or in the station.
h. Newly issued combat/patrol vehicles shall be solely utilized for

operations purpose.
i. Director of Regional, Administrative and Operational Support Units

shall support the procurement of minor replacement parts of grounded vehicles.
j. In cases when a PNP vehicle is involved in vehicular accident, a

formal report shall be submitted by the responsible office to its Regional Director/Head of
459
Unit with appropriate recommendation stating in particular the pecuniary liability of the
involved PNP personnel.
3. This Headquarters holds responsible all unit Commanders concerned for

the strict implementation of this Directive.
4. This Directive takes effect immediately.
5. For strict compliance and widest dissemination.
BY COMMAND OF DIRECTOR GENERAL SARMIENTO Il:
Original Signed
Distribution:
All Regional Directors
All Directors, Operational Support Units
All Directors, Administrative Support Units
All PNP Staffs/Offices/Units
460
NATIONAL HEADQUARTERS DISPOSAL COMMITTEE
MEMORANDUM
FOR : C, PNP
THRU : TDCA _Sgd__
TDCO _Sgd__
TCDS _Sgd__
FROM : TDL/Chairman NHQ Disposal Committee
SUBJECT : Proposed Memorandum Circular
DATE : February 06, 2017
1. References:
a. Memo from D, LS dated December 8, 2016; (TAB “B”)
b. COA Circular No. 89-296 dated January 27, 1989; (TAB “C”)
c. COA Circular No. 85-55-A dated September 8, 1985; (TAB “D”)
d. COA Circular No. 2009-002 dated May 18, 2009; and (TAB “E”)
e. National Budget Circular No.425 “Manual on Disposal of Government
Property; (TAB "F") and
f. Section 35, Book 6 of Executive Order 292. (TAB "G").
2. This pertains to the proposed PNP Memorandum Circular (PNP MC)

amending Memorandum Circular No.2009-009 entitled: "Revised Guidelines and
Procedures in the Disposal of the Philippine National Police Property and Equipment (PE)
and the Disposition of the Income Derived Therefrom."
3. The NHQ Disposal Committee, after reviewing PNP Memorandum Circular

2009-009, has decided to revise several key points and to include additional provisions
like the responsibilities of the Regional Disposal Committee and the inclusion of the
documentary requirements and steps/procedures in the flow chart of disposal.
4. The draft Memorandum Circular was reviewed and finalized by the Committee
members on October 26, 2016 and was forwarded to the Legal Service for final review.
5. In this regard, respectfully submitted for your approval/signature is the PNP

Memorandum Circular amending PNP MC 2009-009. (TAB “A”)
Original Signed
JOSE MA VICTOR F RAMOS
Police Director
461
21 February 2017

NO.: 2017 - 017
REVISED GUIDELINES AND PROCEDURES IN THE DISPOSAL OF PHILIPPINE

NATIONAL POLICE PROPERTY, PLANT AND EQUIPMENT (PPE) AND THE
DISPOSITION OF THE INCOME DERIVED THEREFROM
1. REFERENCES:
a. NHQ Disposal Committee Resolution No. 2010-01 dated July 5, 2010 entitled:
"Supplement to PNP Memorandum Circular Number 2009-009 entitled Revised
Guidelines and Procedures in the Disposal of the Philippine National Police
Property and Equipment (PE) and the Disposition of the Income Derived
Therefrom";
b. Memorandum Circular No. 2009-009 dated June 09, 2009 entitled: "Revised
Guidelines and Procedures in the Disposal of the Philippine National Police
Property and Equipment (PE) and the Disposition of the Income Derived
Therefrom";
c. COA Circular No. 89-296 entitled: "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" dated January 27, 1989;
d. COA-PTTAF Manual on Disposal of Government Property;
e. COA Circular No. 2009-002 dated May 18, 2009 entitled: "Reinstituting
Selective Pre-Audit on Government Transactions" effective on July 1, 2009;
f. Presidential Decree No. 1911 entitled: "Authorizing the Disposal of Unclaimed,
Recovered, and Impounded Carnapped Motor Vehicles Amending for the
Purpose R.A. No. 6539 otherwise known as the Anti-Carnapping Act of 1972"
dated March 23, 1984;
g. Title 7, Chapter 3 of Government Accounting and Auditing Manual, Volume 1,
which pertains to "Disposal/Divestment of Property";
h. General Orders No. DPL 08-15 dated October 7, 2008 "Restructuring of Unit";
i. PNPLSS General Orders No. 41 dated November 7 2008 "Creation of
Additional Functional Division";
j. Executive Order No. 309 "Reconstituting the Disposal Committee created
under E.O. No. 285" dated March 8, 1996;
k. National Budget Circular No. 425 "Manual on Disposal of Government
Property" dated January 28, 1992; and
l. Government Accounting Manual (GAM) for National Government Agencies
(NGAS).
2. PURPOSE:
This Memorandum Circular (MC) prescribes the policies and procedures in the
reporting, turn-in and disposal of PNP property, plant and equipment (PPE) whether
Republic or Non-Republic, immovable or movable for being unserviceable, obsolete,
abandoned or considered excess and the disposition of the proceeds thereof to avoid
462
further deterioration of PPE, clear storage space, and generate greater benefit to the PNP
through the possible income that may be derived therefrom.
a. Abandoned Properties - movable PPE in the possession of the PNP without

known owners or claimants;
b. Beyond Economical Repair (BER) - when the repair cost is more than 30% of
its fair market value, the property is no longer economically repairable. This is
pursuant to Commission on Audit Circular No.85-55A dated September 8, 1985
and National Budget Circular No. 425 dated January 28, 1992;
c. Cannibalization - the process of removing serviceable parts or accessories

from a functioning piece of equipment making it unusable for its intended
purpose or function;
d. Disposal - covers the condemnation, transfer to other agencies, barter,

exchange of property, donation to institutions/associations, sale by public
bidding or negotiation of unserviceable PNP PPE which have been inventoried,
inspected, and appraised as disposable by the Disposal Committee;
e. Disposal Warehouse/Yard - a place within any PNP unit where the disposable
articles/properties are stored. The following are the authorized Disposal
Warehouse/Yard of the PNP: Logistics Support Service (LSS) Disposal
Warehouse/Yard, Police Regional Office (PRO) Disposal Yard, Highway Patrol
Group (HPG) Disposal Yard, Maritime Group (MG) Disposal Yard and Special
Action Force (SAF) Disposal Yard;
f. Excess Properties - serviceable PPE in the possession of any unit of the PNP
which are in excess of the quantity required or authorized for retention, and
cannot be utilized as substitute properties to satisfy the operational
requirements of the unit;
g. Forfeited Properties - PPE acquired by summary process or by order of the

court pursuant to applicable laws, rules and regulations;
h. Non-Republic Properties - PPE or supplies purchased from funds other than

appropriated or reimbursable funds. These include Military Acquired Property
(MAP) and other grant and/or aid material, properties found in station (those
acquired from donation, confiscation/seizure/forfeiture or procurement),
captured enemy material, reclaimed properties (those reclaimed or recovered
from condemned or unserviceable properties) and salvaged properties
i. Obsolete Properties - PPE which have lost its efficacy either due to technical
advancement, change of procedures, reorganization of the office or completion
of project;
j. Property, Plant and Equipment (PPE) - are assets of the PNP that are acquired
in the course of operations, are considered long-term in nature, and possess
physical substance. (ie. building, motor vehicle, firearms, ammunition, office
equipment, etc.);
k. Reclamation - restoration of materials found in the waste stream to the

beneficial use which may be for purposes other than the original use;
463
l. Republic Properties - PPE or supplies purchased from appropriated funds or
reimbursable funds of the PNP;
m. Salvaged Properties - PPE that are unserviceable and declared beyond

economical repair by reason of severe or total damage, destruction and lost
components/parts due to uncontrolled cannibalization;
n. Serviceable Properties - PPE in serviceable condition which are in the

possession of a unit of the PNP. Serviceable properties include those
properties authorized in the Table of Equipment and Allowance (TEA) that are
put to use by the agency and other PPE that are still in good condition but are
no longer put to use due to excess or obsolescence; and
o. Unserviceable Properties - refer to unserviceable and/or no longer needed PPE

that cannot be used or placed in service due to fair wear and tear or
obsolescence.
4. CLASSIFICATION OF DISPOSABLE PPE:
a. Excess properties remaining after redistribution;

b. Obsolete properties;
c. Salvaged properties;
d. Forfeited properties;
e. Abandoned properties;
f. Unserviceable properties; and
g. Beyond Economical Repair.
5. POLICIES:
a. Disposal of PPE with salvage value shall be undertaken only at the level of the
National Headquarters (NHQ), Police Regional Offices (PROs), Highway Patrol
Group (HPG), Maritime Group (MG), and Special Action Force (SAF) through
their respective Disposal Committees. Any disposable property with salvage
value of lower units or offices of NHQ, PROs, HPG, MG, and SAF shall be
turned in at the appropriate disposal warehouse/yard as defined in para 3e. All
Disposal Committees shall ensure that only controlled
reclamation/cannibalization will be undertaken on the disposable PPE;
b. Upon approval of the Director of the concerned National Administrative Support

Unit (NASU) or National Operation Support Units (NOSUs), all disposable PPE
or NASU/NOSUs, which are found in PROs shall be turned in to the said PRO
for proper disposal proceedings;
c. Pursuant to existing Auditing and Accounting Procedures, the periodic

submission of Report of BER properties shall be on a quarterly basis. However,
turn-in of disposable PPE shall be quarterly or sooner;
d. All salvaged properties recovered by the PNP in any clearing or recovery

operations of sunken vessels and abandoned equipment, etc., shall be
considered abandoned properties, subject to private claims. When no person
filed a claim for the recovery of the same after the lapse of the six months from
the date of the last publication, said motor vehicles may be sold by the PNP at
public auction;
e. Items or supplies in stock which have no recorded demands for at least two
years at the Logistics Support Service (LSS) Warehouse or for at least one
year at other PNP Supply Units shall be declared and reported as excess or
464
obsolete properties. All declared excess or obsolete properties shall be turned
in to their respective disposal warehouse/yard and redistributed to other units
that may need the items before disposal action may be undertaken. Physical
inspection and redistribution of excess or obsolete properties shall be effected
at the authorized disposal warehouse/yard;
f. Copies of the LSS/PNP Supply Units excess property list shall be furnished to
all concerned units of the PNP with the following forms: 1) Property
Acknowledgement Receipt (PAR) 2) Inventory Custodian Slip (ICS) 3)
Requisition and Issue Slip (RIS) to be accomplished depending on the value
and classification of the goods to be transferred. Within a period of one year
from date of distribution of the excess PPE, disposal proceedings shall be
initiated on the undistributed excess items;
g. All forfeited and abandoned properties in the possession of any PNP unit or
office shall be turned in to the respective disposal warehouse/yard.
Reclamation/cannibalization of said properties is not allowed unless with prior
recommendation from the SAO concerned and approval of the Regional
Director (PRO) and The Director for Logistics (NHQ);
h. All disposal proceedings shall be in a manner deemed advantageous to the

PNP and in accordance with the provisions of Chapter 3, Sec 501 - m 510,
Volume 1 of the Government Accounting and Auditing Manual (GAAM),
Government Accounting Manual (GAM) for National Government Agencies
(NGAS) and PD 1911;
i. Award of disposal shall be made only for amounts not less than the final
appraised values indicated by the Disposal Committee for the disposable
properties. All recommendation for disposal shall be subject to the final
approval of the Disposal Committee;
j. The proceeds derived from the disposal of PPE through sale shall be directly
remitted to the Collecting Officer of the Finance Service (FS), who shall issue
the corresponding Official Receipt for the property;
k. Disposal of Military Acquired Property (MAP), the ownership of which has not
yet been fully vested to the PNP, shall be conducted in a manner prescribed in
the Memorandum of Agreement (MOA) between the Armed Forces of the
Philippines (AFP) and Philippine National Police (PNP);
l. Disposal of PNP buildings shall be determined by the Directorate for Logistics

(DL) upon recommendation/assessment of the Engineering Service (ES) and
in conformity with existing regulations/manual. This is usually undertaken
through dismantling/destruction to make way for planned new facilities; and
m. The NHQ/PRO Disposal Committees may create a Sub-Disposal

Committee/Secretariat/TWG in their respective jurisdictions that will conduct
the initial evaluation and address all preparatory concerns for the disposal of
particular property, i.e. one each for vehicles, firearms, office equipment, land
and/or buildings, and other disposable properties. The creation of Sub-
Committee/Secretariat/TWG will ensure that the NHQ/PRO Disposal
Committees shall not be overburdened, thereby promoting efficiency and
development of specialization.
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6. COMPOSITION OF THE PNP DISPOSAL COMMITTEE AND SECRETARIAT
a. NATIONAL HEADQUARTERS (NHQ) DISPOSAL COMMITTEE
1. Director for Logistics - Chairman

2. Director for Comptrollership - Vice Chairman
3. Director, Logistics Support Service- Member
4. Director, Legal Service - Member
5. Chief Accountant, PNP - Member
6. Chief, Management Division, DC - Member
7. Chief, SAMD, LSS - Member
8. COA Representative - Witness
b. POLICE REGIONAL OFFICE (PRO) DISPOSAL COMMITTEE
1. Deputy Regional Director for Administration - Chairman

2. Chief, Regional Logistics Division - Vice Chairman
3. Chief, Regional Comptrollership Division - Member
4. Chief, Regional Legal Service - Member
5. Chief, Regional Engineering Office - Member
6. Chief, Regional Accounting Office - Member
7. Regional Supply Accountable Officer - Member
8. Regional COA Representative - Witness
c. HIGHWAY PATROL GROUP, MARITIME GROUP AND SPECIAL ACTION

FORCE DISPOSAL
1. Deputy Director - Chairman

2. Logistics Officer - Vice Chairman
3. Budget and Finance Officer - Member
4. Legal Officer - Member
5. Supply Accountable Officer - Member
d. NHQ DISPOSAL COMMITTEE SECRETARIAT
1. Chief, SMD, DL - Resource Person

2. Chief, PDMD, LSS - Head Secretariat
3. Asst Chief, PDMD, LSS - Asst Head Secretariat
4. Chief, RUS, ES - Member
5. Asst Chief, SSDD, LSS - Member
6. Chief, Logistics Officer, CES - Member
7. Servicing Legal Officer to LSS - Member
8. Asst Chief, SAMD, LSS - Member
9. Chief, FAS, SMD, DL - Member
10. Chief, MAMS, SMD, DL - Member
11. Chief, GSS, SMD, DL - Member
12. Chief, IMS, LPPD, DL - Member
13. Chief, Storage Branch, FEO - Member
14. Chief, Carnapped Vehicles
Impounding Area, HPG - Member
15. Chief, ICIS, DC - Member
Representatives of offices exercising regulatory functions over the PPE for

disposal shall be made members of the Disposal Committee Secretariat on a need
basis.
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e. PRO DISPOSAL COMMITTEE SECRETARIAT
1. Assistant Chief, Regional Logistics Division - Head

2. Assistant Chief, Regional Comptrollership Div - Asst Head
3. Chief, Regional Direct Support Unit - Member
4. Regional Legal Service Representative - Member
5. Regional Supply Accountable Officer Rep - Member
f. HPG, MG AND SAF DISPOSAL COMMITTEE SECRETARIAT
1. Chief, Direct Support Section - Head

2. Assistant Chief, Procurement Division - Asst Head
3. Assistant Chief, Supply Accountable Officer - Member
7. PROCEDURES:
a. PNP Unit/end-user shall submit the following documentary requirements to the

Disposal Committee Secretariat:
1) Endorsement Memorandum;
2) Property Turn-in Slip (PTIS);
3) Inventory and Inspection Report of Unserviceable Property (IIRUP);
4) Waste Material Report (WMR);
5) Pictures; and
6) Technical Inspection Report (TIR) for vehicles for approval of D, LSS for
NHQ, PD/RD for PRO's.
b. The PNP NHQ, PRO, HPG, MG, and SAF Disposal Committee shall create a
Disposal Committee Secretariat that will manage, monitor, and compile all the
data/details of PNP properties for disposal;
c. The PNP NHQ, PRO, HPG, MG, and SAF Disposal Committee shall identify
disposable items in their respective jurisdiction; conduct technical inspection,
classification, and appraisal of every item or property earmarked for disposal
and, thereafter, dispose the disposable properties according to the methods
prescribed in this MC;
d. Pursuant to Commission on Audit Circular No. 89-296 dated January 27, 1989
and Circular No. 2009-002 dated May 18, 2009, the NHQ, PRO, HPG, MG and
SAF Disposal Committee must first submit the required documents for disposal
to the COA and C, PNP for approval prior to the conduct of bidding for disposal;
e. The Supply/Property Officer of NASUs/NOSUs/PROs/HPG, MG, and SAF shall

accomplish the pertinent portion of the Inventory and Inspection Report of
Unserviceable Property (IlRUP), Waste Material Report (WMR) Property
Transfer Receipt (PTR), and Property Turn-in Slip (PTIS), whichever is
applicable;
f. Submit to the Accounting Division the original copy of the IIRUP, copy 2 to the
Supply and/or Property Custodian and copy 3 to the COA, TSO for inspection
of PPE that requires evaluation to serve as basis for the dropping of the
disposed items from the books of accounts for timely recording of the
disposable property; and
g. The NHQ/PRO/HPG, MG, and SAF Disposal Committee shall submit a report
to the C, PNP within five days from the completion of the disposal proceeding
467
with all the relevant documents for the dropping of said properties from the
Accounting Books of Accounts.
8. METHODS OF DISPOSAL:
The following are the authorized methods/modes of disposal:
a. Sale through public bidding shall be the primary method of disposal of PNP
properties. Should this mode be unsuccessful, the Disposal Committee may
dispose the properties in a manner most advantageous to the PNP.
b. Sale through negotiation — This mode of disposal may be resorted to only

when there is failure of two public auctions due to the following instances. 1)
The amount of bid received is below the approved floor price; and 2) The bidder
has been disqualified for an award of contract.
c. The NHQ and PRO, HPG, MG, and SAF Disposal Committees may
barter/trade-in disposable PNP properties with properties of other government
agencies, provided it is for the best interest of the PNP.
d. Transfer without cost of excess/surplus PNP properties to other government

agencies may be made upon the request of the office needing the properties
and with prior approval by the C, PNP. Since the transfer will involve inter-
government agency transfer, the accomplishment of Property Transfer Report
(PTR) shall be mandatory.
e. Donation of excess/surplus PNP properties to other government agencies shall

only be done upon approval of the C, PNP. The following requirements shall
be incorporated in the request of the needing agency:
1) Brief statement of the agency activities;

2) General information of the intended use of the property; and
3) Statement that the property shall not be resold or used other than the
intended purpose indicated.
f. Upon recommendation of the NHQ/PRO/HPG, MG and SAF Disposal

Committee, after inspection of the COA and approval of the C, PNP, destruction
of the Disposable PPE may be allowed provided that the manner of disposal
shall not be detrimental or dangerous to public health or safety or shall not
cause infringement on the rights of other persons or upon government
agreements. Provided further that the following conditions are satisfied:
1) The property has no commercial value (valueless);

2) The estimated cost for the handling and destruction including the cost to
sell the scrap materials would exceed the estimated proceeds from its sale;
and
3) Other methods of disposal are not economically feasible.
g. Destruction shall also be resorted to if it is unsalable and it may pose hazard to

the public if not destroyed.
h. For the disposal of PNP firearms, disposal shall be determined by the

Directorate for Logistics (DL) upon recommendation/assessment of the
Firearms Disposal Technical Committee and in conformity with existing laws
and regulations.
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i. The disposal of items with cultural value, technology properties and those
covered with intellectual property rights shall be subject to other requirements
as may be required by applicable laws.
9. UTILIZATION OF PROCEEDS OF DISPOSAL:
a. The disposition of proceeds for the disposal of PNP disposable properties shall
be managed at the PNP NHQ/PROs/HPG, MG and SAF. All proceeds shall be
directly remitted to the respective Finance Service (FS) Office of the contracting
PNP office to be deposited to the PNP Trust Receipt account.
b. All proceeds from properties sold shall be deposited with the Authorized
Government Depository Bank (AGDB) for the account of the agency.
c. In cases where payment for the sale of disposable property is made in the form
of supplies or in kind, same shall be witnessed by the Disposal Committee for
the proper recording in the property books of the PNP.
d. The basis for determining the quantity of supplies to be delivered as payment

or barter for properties sold through bidding or negotiation shall be the bid or
negotiated price equated to the fair market value of the supplies bartered.
10. ACCOUNTING AND AUDITING OF FUNDS AND PROPERTIES:
a. Accounting — The accounting of properties and funds relative to the disposal

of disposable properties shall be done in accordance with this MC while that
for the disposal of Military Acquired Property (MAP) shall be done in
accordance with the Memorandum of Agreement (MOA) between the AFP and
the PNP.
b. Auditing - The auditing of accounts and transactions relative to the disposal of

disposable properties shall be in accordance with applicable laws and
regulations. The Internal Auditor, PNP or representatives shall conduct audit of
accounts and transactions relative to the disposal of all properties.
c. Dropping of property accountabilities shall be in accordance with the provisions

of the Government Accounting Manual (GAM) for National Government
Agencies (NGAS).
d. Nothing in this MC shall preclude the intervention of independent auditors of

the Commission on Audit in the disposal of properties, in the dropping of
property accountability, and the auditing of disbursement or the proceeds
acquired thereof.
a. The Director for Logistics (TDL)
1) Designated as Chairman of the NHQ Disposal Committee; and

2) Primarily responsible in the implementation of this MC.
b. The Director for Comptrollership (TDC)
1) Designated as Vice Chairman of the NHQ Disposal Committee,

2) Cause the dropping from the PNP Book of Accounts all properties disposed
by the Disposal Committees; and
3) Provide funds for the implementation of this MC.
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c. NHQ Disposal Committee
1) Cause the conduct of inventory and inspection of PNP supplies and

properties for disposal stored in authorized PNP disposal warehouse/yards
and, real estates/buildings in PNP premises;
2) Subject to COA appraisal and review, set the final appraised value for all
disposable properties taking into consideration obsolescence, market
demand, physical condition, and result of previous biddings for similar
properties;
3) Ensure that the disposal/award of disposable properties are made
consistent with existing laws, rules and regulations. Disposal shall be on "as
is, where is" basis; and
4) Submit list of all disposed properties to the C, PNP (Attn: Accounting, DC)
and ensure that said properties are properly dropped from the accountability
of concerned Supply Accountable Officer.
d. NHQ Disposal Committee Secretariat
1) Responsible for compilation, documentation, and recording of all

transactions involving supplies, material, and equipment belonging to the
PNP as regards to disposal;
2) Maintain an updated stock record card, equipment ledger cards, and an
official registry book of all supplies, materiel, and equipment for disposal;
3) Coordinate with other supply activity units pertaining to disposal of materiel
and equipment;
4) Prepare pertinent papers for the disposal of unserviceable equipment and
material and assist the Disposal Committee in the conduct of disposal
activity;
5) Conduct periodic inventory and inspection of PNP supplies and properties
for disposal stored in units and authorized PNP disposal warehouse/yard
and, real estate/buildings in PNP premises for further action of the Disposal
Committee;
6) Prepare the logistical reports to be submitted by the Disposal Committee to
the C, PNP pertaining to the supplies and equipment for disposal;
7) Implement the directive regarding the disposal of supplies and equipment
upon orders of the Disposal Committee; and
8) Perform other duties and functions as maybe directed by the Chairman,
Disposal Committee and higher authorities.
e. Regional Director, Police Regional Office
1) Organize and operationalize the PRO Disposal Committee,

2) Issue implementing guidelines for the proper implementation of this MC at
the PRO,
3) Ensure completeness of disposal requirements for endorsement to C, PNP
for approval as the Head of the Disposing Entity (HODE) prior to the conduct
of public bidding; and
4) Submit After Activity Report to the C, PNP relative to the public bidding of
all disposed properties.
f. Police Regional Office Disposal Committee
1) Responsible for the conduct of inventory and inspection of PNP supplies

and properties for disposal stored in authorized PNP disposal
warehouse/yards and, real estate/buildings in PNP premises;
470
2) Set the final appraised value for all disposable properties taking into
consideration obsolescence, market demand, physical condition, and result
of previous biddings for similar properties subject to COA appraisal and
review;
consistent with existing PNP rules and regulations. Disposal shall be on "as
is, where is" basis;
4) Secure list of excess supplies and other disposable properties of the PRO
and submit the same to RD;
5) Submit quarterly report of excess and disposable items to the DL;
6) Guarantee maximum protection of items at the disposal yard from further
deterioration and pilferage;
7) Ensure that proceeds from disposal proceeding are remitted to the Regional
Finance Service Office (RFSO); and
8) Ensure that properties disposed are properly dropped from the
accountability of the Supply Accountable Officer (SAO) and PNP Book of
Accounts.
g. PRO Disposal Committee Secretariat
1) Manage, monitor and compile all the data/details of PNP properties in the
Region which are subject for disposal;
2) Prepare documentation and assist the Disposal Committee in the disposal
activities;
3) Responsible in the maintenance and management of records with regard to
disposal;
4) Submit report to the PRO Disposal Committee as regards the conduct of
disposal; and
PRO disposal Committee.
h. Highway Patrol Group/Maritime Group/Special Action Force Disposal

Committee
1) Responsible for the conduct of inventory and inspection of PNP supplies

and properties for disposal stored in authorized HPG/MG/SAF disposal
warehouse/yards and, real estate/buildings in HPG/MG/SAF premises;
2) Set the final appraised value for all disposable properties taking into
consideration obsolescence, market demand, physical condition, and result
of previous biddings for similar properties subject to COA appraisal and
review;
consistent with existing PNP rules and regulations. Disposal shall be on "as
is, where is" basis;
4) Secure list of excess supplies and other disposable properties of their
respective offices and submit the same to their Directors;
5) Submit quarterly report of excess and disposable items to the DL;
6) Guarantee maximum protection of items at the disposal yard from further
7) Ensure that proceeds from disposal proceeding are remitted to the Finance
Service Office (FSO); and
accountability of the Supply Accountable Officer (SAO) and PNP Book of
Accounts.
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i. HPG/MG/SAF Disposal Committee Secretariat
1) Manage, monitor, and compile all the data/details of HPG/MG/SAF

properties in their respective offices which are subject for disposal;
2) Prepare documentation and assist the Disposal Committee in the disposal
activities;
3) Responsible in the maintenance and management of records with regard to
disposal;
4) Submit report to the DL, Accounting and C, PNP as regards to the conduct
of disposal; and
Disposal Committee.
j. Supply Accountable Officer
1) Conduct quarterly periodic inventory and inspection of

unserviceable/disposable properties and to submit thereon the Inventory
and Inspection Report (IIR) to the PNP Disposal Committee (Attn: Disposal
Secretariat);
2) Submit an updated Inventory List of all Properties Found-in-Station to
include their sources, whereabouts and condition/remarks quarterly as
changes occur (thru a report of changes);
3) Conduct technical inspection and classification of disposable properties at
respective unit;
4) Submit to the Regional Director, (Attn: C, RLRDD), quarterly report on
excess and disposable properties in the prescribed format; and
5) Recommends to the Regional Director, through C, RLRDD properties which
are needed to be disposed.
k. COA Representative
Per COA Circular No. 95-006 dated May 8, 1995, COA Representative shall
serve as witness/observer to the disposal of unserviceable properties and review
in-house appraisal in aid of post-audit of the transactions, including disbursements
of the proceeds.
12. REQUIRED REPORT/FORMS:
a. Quarterly Report on Excess and Disposable Properties — This report shall be

rendered by the Regional Directors having responsibility over authorized PNP
Disposal warehouse/Yards. The report shall be categorized by technical
service classification, consolidated, and finally submitted to the C, PNP (Attn:
DL) not later than the 15th day of the month immediately after the quarter.
b. Inventory and Inspection Report of Unserviceable Properties (IIRUP) - A report

on the semi-expendable materials and equipment and non-expendable
supplies which shall be accompanied by the following:
1) Individual Survey Report duly certified by the supply officer and head of
unit/agency;
2) Individual photographs of properties taken from two different views;
3) List of missing spare parts duly certified by the supply office/head of
unit/agency;
4) Stencils of chassis and engine numbers of motor vehicles; and
5) Stencils of serial numbers, make, type and caliber as regard to firearms
(FAs).
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c. Waste Material Report (WMR) - A report for expendable materials, supplies
and consumables including spare parts, empty containers and remnants from
destroyed or damaged fixed assets. This must be accompanied by current
onsite photograph taken from two different views.
d. Property Transfer Report (PTR) — this form shall be used when there are
properties to be transferred from one accountable officer/agency/fund cluster
to another accountable officer/agency/fund cluster.
e. Property Turn-ln Slip (PTIS) — this form shall be used for the turn-in of property
from end user/accountable officer to receiving unit/accountable officer.
f. Inventory Custodian Slip (ICS) — a form that shall be signed and dated by the
designated Property Officer on the "Received from" portion and the recipient or
user of the inventory shall acknowledge receipt by signing on the "Received by'
portion.
g. Requisition and Issue Slip (RIS) — a form used to request supplies and
materials that are carried on stock.
13. FLOW CHARTS FOR PROPERTY, PLANT AND EQUIPMENT (PPE) FOR
DISPOSAL (see Annexes)
1. Procedures for the disposal of Mobility - ANNEX “A"

2. Procedures for the disposal of Firearm - ANNEX "B"
3. Procedures for the disposal of Office Equipment - ANNEX "C"
4. Procedures for the Condemnation/Destruction of
Building - ANNEX "D"
5. Procedures for the disposal of Other
Disposable Properties - ANNEX "E"
14. PENALTY CLAUSE:
Any violation of this MC shall be investigated and, if warranted by evidence,

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.
16. EFFECTIVITY:
This MC takes effect after 15 days from the filing of a copy hereof at the University
of the Philippines Law Center in consonance with Section 3 and 4, Chapter 2, Book Vll,
EO No. 292, otherwise known as the "Revised Administrative Code of 1987," as
amended.
Original Signed
RONALD M DELA ROSA
Chief, PNP
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No. 24-2013
SUBJECT : Guidelines and Procedures for the Demilitarization and

Disposal of Firearms, Explosives and Ammunition
1. REFERENCES:
a. Memorandum Circular 2009-009 entitled "Revised Guidelines and Procedures

in the Disposal of PNP Property and Equipment (PE) and the Disposition of the
Income Derived Therefrom" dated June 9, 2009;
b. LOI 58/2010 entitled Disposal of Confiscated, Captured, Surrendered,
Deposited, Abandoned and Forfeited (CCSDAF) Firearms dated October 10,
2010;
c. “A Destruction Handbook: Small Arms, Light Weapons, Ammunition and
Explosives” published by the Department for Disarmament Affairs, UN;
d. Memorandum of Agreement between the Armed Forces of the Philippines and
the Philippine National Police dated 2006 on the Custody and Disposition of
CCSD Firearms; and
e. RA No. 10591 entitled “Comprehensive Firearms and Ammunition Regulation
Act".
2. PURPOSE:
This Command Memorandum Circular (CMC) provides the guidelines and

procedures to be undertaken by the PNP in the disposal of Firearms, Explosives and
Ammunition (FEA).
3. SCOPE:
This CMC shall cover all Firearms, Explosives and Ammunition (FEA) surrendered
or turned in by the Former Rebels (FR) and including those classified as Confiscated,
Captured, Surrendered, Deposited, Abandoned and Forfeited (CCSDAF) Firearms.
4. DEFINATION OF TERMS:
a. Accessories - refer to parts of a firearm or light weapon for purposes of

embellishment thereof which may enhance or increase the operational
efficiency or accuracy of a firearm or light weapon but will not constitute any
major or minor internal parts thereof such as, but not limited to, laser scope,
telescopic sight and sound suppressor or silencer.
b. Ammunition — shall mean the complete round or its components, including

cartridge cases, primers, propellant powder, explosive filters, bullets or
projectiles, which are used in weapons.
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c. Cannibalization — the process of removing serviceable parts or accessories
from a functioning piece making it unusable for its intended purpose.
d. Confiscated Firearm - refers to a firearm that is taken into custody by the PNP,
NBI, PDEA and other law enforcement agencies by reason of their mandate
and must be necessarily reported or turned over to the FEO of the PNP.
e. Class A Light Weapons — refers to self-loading pistols, rifles and carbines,

submachine guns, assault rifles and light machine guns not exceeding calibre
7.62MM which have fully automatic mode.
f. Class B Light Weapons - refers to weapons designated for use by two (2) or
more persons serving as a crew, or rifles and light machine guns exceeding
calibre 7.62MM such as heavy machine guns, handheld under barrel and
mounted grenade launchers, portable anti- aircraft guns, portable anti-tank
guns, recoilless rifles, portable launchers of anti-tank missile and rocket
systems, portable launchers of anti-aircraft missile systems and mortars of a
calibre of less than 100MM.
g. Demilitarization - refers to the destruction of firearms, explosives and

ammunition whereby all parts shall be rendered ineffective for use.
h. Demilitarized Firearm - refers to a firearm deliberately made incapable of

performing its main purpose of firing a projectile.
i. Deposited Firearms - firearms turned in by a person for safekeeping and/or

future licensing.
j. Disposal — Sale by public bidding of the demilitarized/destroyed firearms and

the destruction of the ammunition and explosives per approved procedures.
k. Disposition — the procedure to be followed in the handling of turned-in

firearms, explosives and ammunition to include acceptance, documentation,
recording, decommissioning and demilitarization. This also includes the
procedure to be followed pertaining to the handling of turned-in ammunition and
explosives from its acceptance, recording and disposal.
l. Explosives — are materials that can undergo very rapid self-propagating

decomposition, with formation of more stable materials, liberation of heat, and
development of a sudden pressure effect. An explosive may be solid, liquid or
gas. It may be a chemical compound, a mixture of compounds, a mixture one
or more compound and a one or more elements or any ammunition that may
be used as an explosives.
m. Firearms — refer 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 gasses from
burning gunpowder or other form of combustion or any similar instrument or
implement. The barrel, frame or receiver is considered a firearm.
n. 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.
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o. High-Powered Firearms - firearms with bore bigger than caliber .38 for pistol
and revolvers which include caliber .357, caliber .40, caliber .44, caliber .45,
caliber .50 and caliber .22 center fire magnum and any caliber with firing
characteristics of a full automatic burst and three (3) round burst. Rifles and
shotguns with bore bigger than caliber .22 and heavier than 12 gauge,
respectively, are also classified as high-powered. All other firearms not on this
category are low-powered.
p. Homemade "Paltik" Firearms - firearms that are homemade and/or fabricated

by person or entities that have no license to make or manufacture the same.
q. Loose Firearm - refers to an unregistered firearm, an obliterated or altered

firearm, firearm which has been lost or stolen, illegally manufactured firearm,
registered firearm in the possession of an individual other than the license and
those with revoked licenses in accordance with the rules and regulations.
r. Major Parts or Components of a Firearm — refer to the barrel, slide, cylinder

and the bolt assembly. The term also includes any part or kit designed and
intended for use in converting a semi-automatic burst to a full-automatic
firearm.
s. Minor Parts of Firearm — refer to the parts of the firearm other than the major
parts which are necessary to effect and complete the action of expelling a
projectile by way of combustion, except those classified as accessories.
t. Registered Firearm - refers to small arms registered by licensed citizens or

licensed juridical entities for ownership, possession and concealed/carry in
accordance with the type of license such licensee possesses.
u. RFESAGSS - Regional Firearms Explosives Security Agency & Guard

Supervisory Section.
v. Receiving unit — refers to any authorized unit of the Armed Forces of the
Philippines (AFP) or the Philippine National Police (PNP).
w. Storage Area — refers to the designated areas where the tuned-in, inspected
and inventoried firearms shall be received and temporarily stored until they are
transported to the central regional/provincial warehouse.
x. Serviceable Firearm - firearm that is capable of completing its cycle of

operation.
y. Small Arm — refer to firearms intended to be 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 burst
of discharge such as handgun, rifles and shotgun.
z. Surrendered Firearm — firearm handed over by members of the Former

Rebels to the PNP for monetary consideration subject to appraisal and cost
valuation.
aa. Unserviceable Firearm — firearm that is considered beyond economic repair

as per COA regulation on the appraisal of government properties.
bb. Warehouse — an authorized place within the Regional/Provincial PNP unit

where all turned-in, inspected and inventoried firearms shall be stocked until
final disposal.
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5. GUIDELINES:
a. Demilitarization and disposal of Firearms, Explosives and Ammunition shall be

undertaken only at the level of the NHQ and PRO Disposal Committees. All
disposal committees shall ensure that cannibalization is prohibited/prevented
on the disposable firearms;
b. All explosives shall be turned-ln to the nearest Regional/Provincial Ordnance

Unit for proper disposition;
c. Demilitarization shall be done at the National and Regional level. However, if

the bulk of the firearms are in the provinces, demilitarization shall be done at
the provincial level;
d. Disposal of the demilitarized firearms shall be subject to public bidding

procedures to include the following:
- Condemnation/Destruction of Property;
- Transfer of Property;
- Barter;
- Donation of Property; and
- Negotiated Sale.
e. Demilitarization initiated by other Government Agencies/Entities maybe

undertaken by the PNP with the proper support by the concerned Agency;
f. Cash proceeds of disposal through sale by public bidding shall be directly

remitted to the Collecting Officer of the Finance Service (FS), who shall issue
the corresponding Official Receipt;
g. All recommendations for demilitarization and disposal shall be subject to the

final approval of the C, PNP; and
h. All demilitarization and disposal are subject to the existing policies and
regulations of the Commission on Audit.
6. COMPOSITION OF FIREARMS, EXPLOSIVE, AMMUNITION DISPOSAL

COMMITTEE (FEADC) AND SECRETARIATS
a. NATIONAL HEADQUARTERS (NHQ) FEADC
1) Director for Logistics - Chairman

2) Chief, Firearms and Explosives Office, CSG - Vice Chairman
3) Chief, Law Enforcement Division, DO - Member
4) Chief, Accounting Division, DC - Member
5) Chief, Case Monitoring Division, DIDM - Member
6) Chief, Property Disposal Management Division, LSS - Member
7) Chief, Supply Accounting and Monitoring Division, LSS - Member
8) Legal Service Representative - Member
9) COA Representative - Witness
b. NHQ FEAD Secretariat
1) Chief, Storage Branch, FEO - Head

2) Supply Accountable Officer, FEO - Assistant Head
3) FA & Ammunition Sec Representative, SMD, DL - Member
4) Supply Accounting & Monitoring Rep, LSS - Member
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5) EOD Representative, LSS - Member
6) Case Monitoring Division Representative, DIDM - Member
c. POLICE REGIONAL OFFICE (PRO) FEADC
1) Deputy Regional Director for Administration - Chairman

2) Chief, Regional Logistics Division - Vice Chairman
3) Chief Regional Operation and Plans Division - Member
4) Regional Supply Accountable Officer - Member
5) Chief, Regional Legal Service - Member
6) Chief, Regional Investigation Division - Member
7) Chief, Regional Comptrollership Division - Member
8) Regional COA Representative - Witness
d. PRO FEAD Secretariat
1) Assistant Chief, Regional Logistics Division - Head

2) RFESAGSS Representative - Assistant Head
3) Comptrollership Division Representative - Member
4) Regional Case Monitoring Division Representative - Member
7. Functions and Responsibilities:
a. National FEADC:
1) Formulate and recommend to the C,PNP the implementing guidelines,

policies/SOPs in the control, demilitarization and disposal of turned-in
firearms, explosives and ammunition of former rebels, and those
confiscated, captured, surrendered, deposited, abandoned and forfeited
(CCSDF) firearms that are currently on stock at the Logistics Support
Service (LSS) warehouse and Firearms and Explosives Office (FEO)
storage;
2) Submit list of demilitarized and disposed FEA to the C, PNP(attn: DC) and
ensure that the said firearms are properly dropped from the accountability
of the concerned Supply Accountable Officer;
3) Ensure that the demilitarization and disposal are made consistent with the
existing laws, rules and regulations;
4) Determine the place, date and time of demilitarization or disposal of FEAs
that are in custody of the PNP; and
5) Manage the transportation, warehousing, demilitarization and disposal of
FEAs.
b. FEAs NHQ Secretariat:
1) Responsible for the documentation and recording of all Firearms,

Explosives and Ammunition for demilitarization and disposal;
2) Prepare the pertinent papers for the demilitarization and disposal of FEAs
and assist the Disposal Committee in the conduct of demilitarization and
disposal;
3) Maintain records of demilitarized, destroyed or disposed FEA;
4) Prepare and submit all required logistical reports to the HQs and Accounting
Division, ODC pertaining to the demilitarization and disposal; and
FEADC.
483
c. Regional FEADC:
1) The Regional FEADC shall lead in the control, demilitarization and disposal
of all CCSDAF firearms in the Region in accordance with the National
Committee Guidelines and procedures;
2) Manage the transportation and warehousing of all FEA collected from
different Provincial Police offices and Municipal Police Stations;
3) Determine the place, date and time of demilitarization or disposal of FEAs;
and
4) Submit reports to the National Headquarters after the demilitarization or
Disposal.
d. FEAs Regional Secretariat:
1) Manage, monitor and compile all the data/details of FEA which are subject
for demilitarization and disposal;
2) Prepare documentation and assist the Disposal Committee in the
demilitarization and disposal activities;
3) Responsible in the maintenance and management of records with regards
to demilitarization and disposal;
4) Submit report to the PRO Disposal Committee as regard to demilitarization
and Disposal;
5) Maintain records of demilitarized, destroyed or disposed FEAs; and
PRO Disposal Committee.
8. PROCEDURES:
a. Pre-Demilitarization of Firearms/Disposal of Explosives and Ammunition
1) Firearms
a) Sorting and inspection of stocked ammunition in the chamber
b) Itemizing and documentation of FEA.
c) Disassembling (separating metal parts from wood and aluminum).
d) Pre-demilitarization inspection.
2) Explosives/Ammunition:
a) Sorting, itemizing and documentation of explosives/ammunition.
b) Inspection and determination of condition of explosives/ammunition.
c) Determination of demolition materials to be used in the disposal of
explosives/ammunition.
d) Identify safe disposal sites.
b. Demilitarization of Firearms/Disposal of Explosives and Ammunition
1) Firearms:
a) Cut individual steel piece into sections using circular saw or blowtorch.
b) Bend and deform each piece.
c) Deform hammer and trigger using blowtorch.
d) Cut or chop wooden parts.
e) Stamp aluminiurn parts.
a) Loading of explosives/ammunition to the safe disposal site.
b) Disposal by detonation using electric or non- electric firing system.
484
c. Post-Demilitarization of Firearms/ Disposal of Explosives and
Ammunition:
1) Firearms:
a) Sort and deposit wooden crates for safekeeping/disposition.
b) Sale through public bidding.
a) Clearing and securing the area.
d. Methods of Disposal of Demilitarized Firearms:

1) Sale through public bidding shall be the primary method of disposal.
2) Sale through negotiation.
3) Barter.
4) Donate to other government agencies that are in need of the metals, to be
used in their project upon approval of the C,PNP.
9. Task:
a. DO
1) OPR in the implementation of this CMC; and

b. DL
1) The Director DL will sit as Chairman of the NHQ Disposal Committee;

2) Act as OPR in the firearms demilitarization processes; and
c. DC
1) Provide fund- support as required in the demilitarization process;

2) Provide funds for the Secretariat; and
d. DIDM
1) Identify if the firearms to be demilitarized are used in the commission of

crime or is involved in a pending case; and
e. FEO, CSG
1) Act as member in the National and Regional FEADC;

2) Issue permit to transport for the surrendered Firearms, Explosives and
ammunition;
3) Conduct inventory of surrendered and deposited firearms prior to the
demilitarization;
4) Responsible for the permanent disposition of the turned-in firearms,
ammunition and other armaments;
5) Determine the ownership of surrendered firearms by Former Rebels;
6) Maintain appropriate records; and
485
f. LSS
1) Chief, EOD will act as OPR in the demilitarization of explosives and

ammunition;
2) Chief, Property Disposal Management Division will act as OPR in the
disposal of firearms;
3) Maintain appropriate records; and
g. RDs, PROs 1-13, CAR and ARMM
1) Organize FEADC in the Regional level

2) Ensure that the cash proceeds from disposal action are remitted to the
Regional Finance Service Office (RFSO)
3) Ensure that firearms disposed are properly dropped from the accountability
of the Supply Accountable Officer.
4) Submit appropriate reports; and
a. Per COA Circular No. 95-006 dated May 8, 1995, a COA Representative shall
serve as witness/observer during the disposal of unserviceable properties and
review in-house appraisal in aid of the post- audit of the transaction, including
disbursements of the proceeds;
b. All Firearms, Explosives and Ammunition for turn-in shall be issued a

corresponding permit to transport by the FEO; and
c. This CMC supplements Memorandum Circular Number 2009-009 dated June

9, 2009 “Revised Guidelines and Procedures in the Disposal of PNP Property
and Equipment (PE) and the Disposition of the income derived there from” and
the Guidelines and Procedures for the Disposition of Arms of CPLA pursuant
to the MOA dated July 4, 2011, entitled “Towards the CPLA Final Disposition
of Arms and Forces and its Transformation into a Potent Socio-economic and
Unarmed Forces” and Memorandum dated November 11, 2012, subject
Addendum to the Guidelines and Procedures for the DOF of the CPLA.
11. EFFECTIVITY:
This CMC shall take effect upon approval.
Original Signed
Chief, PNP
Distribution:
D-Staff
RD, PROs.
Dirs, NSUs
Copy Furnished:
Command Group
AFP
OPAPP
486
MEMORANDUM
FROM : Chief, PNP
SUBJECT : Guidelines and Procedures for the Disposition of Arms of the

Cordillera People's Liberation Army (CPLA) pursuant to the
Memorandum of Agreement dated July 4, 2011, entitled
“Towards the CPLA's Final Disposition of Arms and Forces
and its Transformation into a Potent Socio-economic and
Unarmed Force” (Closure Agreement)
1. REFERENCES:
a. Memorandum of Agreement between the Government of the Philippines (GPH)

and the Cordillera Bodong Administration (CBA) — Cordillera People's
Liberation Army (CPLA) dated July 4, 2011, entitled "Towards the Cordillera
People Liberation Army's Final Disposition of Arms and Forces and Its
Transformation into a Potent Socio-economic and Unarmed Force";
b. Executive Order No. 49 dated July 19, 2011, entitled "Mandating the
Implementation of the July 4, 2011 Memorandum of Agreement";
c. PNP Memorandum Circular No. 001-02, entitled "Cost Valuation of PNP Issued
Firearms" dated February 12, 2002;
d. COA Handbook on Property and Supply Management System (PSMS) dated
November 2003;
e. PNP Memorandum Circular No. 2011-005, entitled "Rationalized Policies on
the Possession, Bearing and Carrying of Firearms";
f. Executive Order No. 817, entitled "Providing for the Government's Intensified
Campaign Against Loose Firearms" issued on July 7, 2009;
g. Implementing Rules and Regulation of Executive No. 817, entitled "Providing
for the Government's Intensified Campaign Against Loose Firearms" issued on
July 7, 2009;
h. Standard Operating Procedure No. 13 revised October 8, 2008, entitled
"Licensing of Firearms";
i. Memorandum of Agreement between the Armed Forces of the Philippines and
the Philippine National Police dated 2006 for the Custody and Disposition of
CCSD Firearms;
j. PNP Circular No. 5 Series 2005 dated December 10, 2005, entitled "Disposition
of Captured, Confiscated, Surrendered, Deposited, Abandoned and Forfeited
Firearms and Ammunitions";
k. United Nations Destruction Handbook on Small, Light Weapons, Ammunitions
and Explosives; and
l. Sec. 8, PD 1866 dated June 29, 1983.
487
2. PURPOSE:
This "Guidelines and Procedures" is promulgated pursuant to Article 1, Section 2

"Final Disposition of Arms and Forces of the Closure Agreement" of subject MOA which
states that:
"the Parties have agreed to a gradual process of disposition of arms and
forces to be completed within eight (8) months from the signing of this Agreement,
guided by the following:
a. The Parties shall implement a package on integration activities, as specified in

Section 3 and the final disposition of arms and forces of 1,099 members. The
integration package shall include a range of options such as integration into the
AFP, employment as forest guards of the Department of Environment and
Natural Resources (DENR); livelihood, or job placement as spelled out in
Section 3 of this Agreement. The integration into the AFP shall be subject to
AFP rules and regulations. Further, in case of integration, only a total number
of 120 shall be integrated.
b. All firearms shall be properly registered under the guidelines of the Philiþpine
government's firearms registration rules, and/or turned in, in return for the
economic reintegration. Firearms that cannot be registered under the
government's rules shall be surrendered and compensated based on the
recommendation of a Valuation Committee on serviceability and fair value. The
Valuation Committee shall be created within thirty days upon approval of this
Agreement to be composed of Office of the Presidential Adviser on the Peace
Process (OPAPP), CBA-CPLA and AFP representatives. All forms of
explosives shall be surrendered.
c. A profiling of the CPLA members and their firearms shall serve as the basis for
establishing Master List to pursue the option above.
d. The GPH shall conduct regular monitoring and evaluation of the progress of
the disposition of arms and forces and integration program.”
This "Guidelines" shall cover the manner of disposition, management, and disposal
of all firearms and explosives surrendered or turned in by the members of the CPLA to
the Government of the Republic of the Philippines.
3. DECLARATION OF POLICY:
The provisions of this "Guidelines" are based on the sincere commitment of the
GPH and the CBA-CPLA to reach a meaningful and lasting peace in the Cordilleras,
stable community development, and mutual cooperation between the GPH and the CBA-
CPLA toward the transformation of the CPLA into a potent socio-economic and unarmed
force.
a. Accessories - refer to parts of a firearm or light weapon for purposes of

embellishment thereof which may enhance or increase the operational
efficiency or accuracy of a firearm or light weapon but will not constitute any
major or minor internal parts thereof such as, but not limited to, laser scope,
telescopic sight and sound suppressor or silencer.
b. Arms - include firearms, ammunition and explosives.
488
c. Condition — for the purpose of this "Guidelines and Procedures", shall mean
Very Good, Good, Fair, Poor, or Scrap condition based on the overall state of
the firearm and the result of technical inspection.
d. Deposited Firearms - firearms turned in by person for safekeeping and/or

future licensing.
e. Disposal - covers the condemnation, transfer to other agencies, donation to

institutions/associations, sale by public bidding or negotiation of unserviceable
PNP properties which have been inventoried, inspected and appraised as
disposable by the Disposal Committee.
f. Demilitarization of Firearms - refers to the destruction of firearms whereby all

firearms and parts shall be rendered ineffective and inoperable for use as a
component or as a complete firearm.
g. Disarmament - the collection, documentation, control and disposal of small

arms, ammunition, explosives and light and heavy weapons of combatants, and
often also of the civilian population. Disarmament also includes the
development of responsible arms management programs.
h. Explosives - any explosive bomb, grenade, dynamite, missile warhead

projectiles or similar device to include firecrackers and pyrotechnics.
i. Firearms - include rifles, muskets, carbines, shotguns, revolvers, pistols and

all other deadly weapons from which a bullet, ball, shot or other missile may be
discharged by means of gunpowder or other explosives. The term also includes
air rifles and air pistols not classified as toys under the provisions of Executive
Order No. 712 dated July 1981. The barrel of any firearm shall be considered
a complete firearm.
j. High-Powered Firearms — firearms with bore bigger than caliber .38 for pistol
and revolvers which include caliber .357, caliber .40, caliber .44, caliber .45,
caliber .50 and caliber .22 center fire magnum and any caliber pistol with firing
characteristics of a full automatic burst and three (3) round burst. Rifles and
shotguns with bore bigger than caliber .22 and heavier than 12 gauge,
respectively, are also classified as high-powered. All other firearms not on this
category are low-powered.
k. Licensed Firearm - firearms that have undergone the licensing procedures of

the PNP.
l. Long Certificate of Registration - refers to a document issued to government

agencies or offices or government-owned or controlled corporation (GOCCs)
for firearms to be used by their officials and employees excluding security
guards.
m. Loose Firearms - unlicensed firearms or licensed firearms in the possession

of a person other than the registered owner. These include firearms with
expired licenses.
n. Major Parts or Components of a Firearm — refer to the barrel, slide, cylinder

and the bolt assembly. The term also includes any part or kit designed and
intended for use in converting a semi-automatic burst to a full automatic firearm.
489
o. Minor Parts of Firearm — refer to the parts of the firearm other than the major
parts which are necessary to effect and complete the action of expelling a
projectile by way of combustion, except those classified as accessories.
p. Homemade "Paltik" Firearms - firearms that are homemade and/or fabricated

by person or entities that have no license to make or manufacture the same.
q. Registered Firearms - licensed firearms and firearms covered with Long

Certificates of Registration (LCR).
r. Serviceable Firearm — firearm that is capable of completing its cycle of

operation.
s. Surrendered Firearm — firearm handed over by members of the CPLA to the

PNP for monetary consideration subject to appraisal and cost valuation.
t. Unserviceable Firearm — firearm that is considered beyond economic repair

as per COA resolution on the appraisal of government properties.
u. Valuation Committee — A group composed of OPAPP, CBA-CPLA, AFP,

PNP and Civil Society Organization (CSO) representatives that will determine
the serviceability and fair value of the surrendered firearms.
5. ARMS MANAGEMENT AND DISARMAMENT:
The following guidelines shall be considered in the gradual process on the

disposition of the arms of the CBA-CPLA:
a. VALUATION COMMITTEE AND ITS COMPOSITION
1) Valuation Committee — The Police Regional Office CORDILLERA shall

establish a Valuation Committee to expedite the processing of the
surrendered firearms of the CBA-CPLA
2) Members - The Committee shall be composed of representatives from the

OPAPP, CPLA, AFP, PNP and CSO with knowledge, experience and/or
expertise in logistical matters. The members of the Committee shall be
designated by the respective Heads of the different Offices, who shall have
permanent designations with alternates. CSO representative must be duly
accredited.
Valuation Committee:
OPAPP Rep - Chair

PNP Rep (PROCOR) - Member/Secretariat
AFP Rep (NOLCOM) - Member
CPLA Rep - Member
CSO Rep - Member
Provincial Sub-committee:
PD (PNP) - Chair/Secretariat
OPAPP Rep - Member
AFP Rep (5ID) - Member
CPLA Rep - Member
CSO Rep- Member
490
The Provincial Sub-committee shall be responsible for the inventory
and technical processing of the surrendered firearms prior the deliberation by the
Valuation Committee.
3) Functions
The Valuation Committee shall have the following functions:
a) Determine valuation and issue certification on the cost valuation of the

surrendered firearms; and
b) Turn over the surrendered firearms to the Firearms and Explosives
Office (FEO) through the Regional Supply Accountable Officer of the
PRO COR.
The Provincial Sub-committee shall have the following functions:
a) Receive the firearms, ammunition and explosives surrendered by the

CBA-CPLA;
b) Take charge of the inventory of surrendered FAEs;
c) Determine the serviceability of the surrendered firearms; and
d) Turn over the surrendered firearms to the Regional Supply Accountable
Officer (RSAO).
b. FIREARMS, AMMUNITION, EXPLOSIVES (FAEs) INVENTORY
The inventory of FAEs is aimed at establishing ownership/possession,

accounting for the number, and determining the types of FAEs of all profiled CPLA
members in line with the agreed Implementing Rules and Regulations (IRR) in the
Management and Disposition of FAEs of the CPLA. This FAEs inventory shall also guide
the Valuation Committee in determining the compensation of firearms turned
over/surrendered to the government.
Inventory Procedure
The inventory of FAEs shall be guided by the following steps:
1) The CPLA representatives, with the support of the GPH representatives, shall
explain to all CPLA members the objectives of the inventory of FAEs and other
relevant information thereto;
2) The OPAPP shall be responsible for the production and dissemination of the
agreed inventory forms of FAEs, indicating each CPLA member's personal
identification, i.e. individual name and reintegration membership;
3) The GPH and the CPLA representatives shall validate whether a CPLA
member has already been profiled based on the existing Biometrics system. If
the CPLA member passed the Biometrics procedure, he/she shall be allowed
to fill out the inventory form;
4) Once the CPLA member completes the inventory form of the FAEs, the PNP
representative shall validate the declaration set forth in the inventory form;
conduct physical inspection of the declared FAEs; determine the serviceability
of the firearms; and, perform stenciling process to identify the serial number,
kind, caliber and make of the FAEs, and other markings. The stencil shall be
attached/pasted at the bottom of the inventory form. The PNP/AFP shall
likewise issue a technical report of inspection for this purpose;
491
5) The CPLA member shall again submit to the Biometrics procedure for the final
verification process. Once verified, he/she shall be requested to sign to
certification found below the inventory form of the FAEs;
6) The GPH, through OPAPP, and CPLA representatives shall sign certifying that
the member passed the Biometrics procedure;
7) The GPH, through the PNP, and CPLA representatives shall also sign a
certification to validate the authenticity of the inventory form of the FAEs; and
8) The OPAPP shall be responsible for the safekeeping of the completed

inventory forms of the CPLA members FAEs.
c. PROCEDURES FOR THE SURRENDER AND REGISTRATION OF

FIREARMS
The Government and CBA-CPLA TWG shall determine a specified date for the
surrender and deposit of firearms and shall submit to the Philippine National Police
through the Directorate for Operations the profile of the CPLA members and their
firearms.
1) SURRENDERED FAEs:
a) CPLA members shall surrender their firearms, ammunition and

explosives to the nearest Police Provincial Office (Provincial Sub-
committee). Government TWG and CPLA may determine a prearranged
place, date and time for this purpose;
b) The Provincial Sub-committee shall make appropriate inventory and

shall issue inventory form of FAEs and the technical report of inspection;
c) The Valuation Committee shall determine the cost valuation of the

firearms and shall issue a certification indicating but not limited to the
following:
c.1. Control number of the certification;

c.2. Place and date of the surrender;
c.3. Name of the person who surrendered the firearm;
c.4. Make, type, caliber and serial number of the firearm;
c.5. Status or remarks on the firearms surrendered; and
c.6. Cost valuation of the firearms.
d) The Valuation Committee shall turn over the surrendered firearms,

ammunition and explosives to the FEO through the Regional Supply
Accountable Officer of the PRO COR; and
e) Disposition of surrendered firearms shall be subjected to existing rules,

regulations and issuances governing CCSDAF/CCSR firearms.
2) REGISTRATION OF FIREARMS:
Should the CPLA members desire to legally possess their firearms, they will
undertake the procedures set forth by the PNP Standard Operating Procedures No. 13
revised October 8, 2008, entitled "Licensing of Firearms";
492
d. COST VALUATION OF FIREARMS:
1) Any member of the CBA-CPLA who would surrender his/her firearm/s

and/or ammunition shall receive the equivalent cash value of the firearms
based on the recommendation of the Valuation Committee. The following
are the price ceiling:
KIND CALIBER MAKE PRICE

CEILING
Revolver .22 Armscor (Ordinary LR) Php 12,000.00
.22 Magnum Armscor (MRF) 15,000.00
.357 Magnum 30,000.00
.44 Magnum 35,000.00
.32 26,000.00
.38 Colt (Foreign made) 35,000.00
.38 Smith & Wesson 30,000.00
.38 Ruger / D & W 18,000.00

.38 Local made 12,000.00
Pistol .22 Berreta 25,000.00

.22 Jennings/Phoenix 10,500.00
.22 LR 16,000.00
.25 Foreign made 23,600.00
.32 32,000.00
.380 Walther 34,000.00
.380 Llama 18,500.00
.38 Super Viper 13,500.00
9mm Berreta/HK MP5 parabellum 44,000.00
9mm Daewoo 22,500.00
9mm Browning 58,000.00
9mm Feg 21,000.00
9mm Glock/Sig Sauer 35,000.00
.45 Model 1911 (Foreign made) 25,000.00
.45 Armscor (1911) 16,500.00
.45 Armscor (Hi-Cap) 23,000.00
.45 Norinco 17,000.00
.45 Colt/Swissvale/Ithaca/Remington 39,000.00
Shotgun 12 ga Squires Bingham (local) 16,000.00
12 ga SAS 18,000.00
12 ga Armscor (local) 13,000.00
12 ga Winchester 40,000.00
12 ga Remington 35,000.00
12 ga Steven 30,000.00
12 ga Street Sweeper 60,000.00
12 ga Mossberg 20,000.00
12 ga (Foreign made) 35,000.00
Contemporary Firearms
Rifle 5.56 ELisco (M16) 45,000.00
5.56 Bushmaster (M16A2) 75,000.00
5.56 Colt (M16) 50,000.00
7.62 M14 60,000.00
493
Sub-Machine 5.56 Aug Styr 70,000.00
Gun
5.56 Colt (M653) 60,000.00
.45 M3 28,000.00
9mm UZI 45,000.00
9mm MK 9 35,000.00
9mm HK MP5 150,000.00
Light Machine 7.62 M173 210,000.00

Gun
7.62 M160 214,000.00
30 M1919 95,000.00
5.56 MINIMI 100,000.00
5.56 ULTIMAX 93,000.00
Heavy 50 M2HB 388,500.00
Machine Gun
Auto Grenade 40mm M79 35,000.00

Launcher
40mm M203 40,000.00
Vintage 30 Springfield (M1903) 10,000.00

Firearm
30 Enfield 10,000.00
30 US Carbine (M1) 20,000.00
30 US Carbine (M2) 25,000.00
30 US Rifle M1 Grand 30,000.00
30 Browning Automatic Rifle (BAR) 35,000.00
30 Light Machine Gun (LMG) 95,000.00
.45 Thompson (SMGUN) 12,000.00
.45 Grease Gun 12,000.00
Homemade Crew Served (Any Caliber) 10,000.00

“Paltik”
Firearm
Shoulder Fired (AC) 8,000.00
Machine Pistols (AC) 5,000.00
Hand Gun (AC) 2,000.00
Shotguns (Any Gauge) 2,000.00
2) The cost of the surrendered firearms shall be based on the following

guidelines for observing conditions of property:
a) Very Good (VG) (80-90%)
This term describes a property in excellent condition capable of being

used to its fully specified purpose without being modified and not requiring any repairs or
abnormal maintenance at the time of inspection or within the foreseeable future.
b) Good Condition (G) (55-75%)
This describes a property which has been modified or repaired and is

being used at or near its fully specified utilization but the effects of age and/or utilization
494
indicate that some minor repairs have to be made or that the item may have to be used
to some slightly lesser degree than its fully specified utilization in the foreseeable future
c) Fair Condition (F) (35-50%)
The term describes a property which is being used at some point below
its fully specified utilization because of the effects of age and/or utilization and which
requires general repairs and some replacement of minor elements/components in the
foreseeable future to raise its level of utilization to or near their original specifications.
d) Poor Condition (P) (15-30%)
The term is used to describe a property which can only be used at some
point well below its fully specified utilization and it is not possible to realize full capability
in its current condition without expensive repairs and/or the replacement of major
elements in the very near future.
e) Scrap Condition (0-10%)
The term describes a property which is no longer serviceable and which

cannot be utilized to any practical degree regardless of the extent of the repairs or
modifications to which they may be subjected (beyond economic repair). This condition,
which have used up 100 percent of useful life or, which are 100 percent technologically
or functionally obsolescent.
e. DISPOSAL
1) The PNP shall be the lead Agency in the disposal of FAEs in coordination
with the AFP; and
2) All firearms and explosives surrendered by the CPLA shall be disposed in

accordance with the United Nations disposal procedures for Small, Light
Weapons, Ammunition and Explosives.
a. The Office of the Presidential Adviser on the Peace Process (OPAPP) shall
shoulder all costs for the surrender and demilitarization of firearms and disposal
of ammunition and explosives;
b. The CBA-CPLA shall submit the list of the firearms that will be surrendered for
the issuance of permit to transport by the FEO;
c. All explosives shall be surrendered to the PNP. Explosives in possession of

any PNP units will be turned in to the nearest Ordnance Unit in the area for
proper disposition;
d. The FEO shall conduct inventory of CBA-CPLA-surrendered and deposited

firearms and store them separately from other CCSDAF firearms;
e. The processing of registration and surrender of firearms shall start 30 days

upon approval of this IRR. Such processing must be completed within 30 days;
and
f. Resolutions by the Valuation Committee shall be final.
495
7. EFFECTIVITY:
This "Guidelines and Procedures" shall take effect upon approval.
Done this ____ day of July 31, 2012, at Camp Crame, Quezon City, Philippines.
Original Signed
Chief, PNP
Distribution:
D-Staff
RD, PROs
Dir, NSUs
Copy furnished:
SILG
NAPOLCOM
Command Group
AFP
496
SUBJECT : LOI 58/2010

DISPOSAL OF CONFISCATED, CAPTURED, SURRENDERED,
DEPOSITED, ABANDONED AND FORFEITED (CCSDAF)
FIREARMS
DATE : October 30, 2010
1. REFERENCES:
a. Contract between the US Department of State and the Alloy Engineering Works
(AEW) on the destruction/demilitarization of CCSDAF firearms;
b. PNP Memorandum Circular No. 2009-009 dated June 09, 2009, entitled
Revised Guidelines and Procedures in the Disposal of PNP Property and Equipment and
the Disposition of the Income Derived Therefrom (Annex A);
c. PNP Circular No 5 Series 2005 dated December 10, 2005, entitled, Disposition
of Captured, Confiscated, Surrendered, Deposited, Abandoned and Forfeited Firearms
and Ammunitions (Annex B); and
d. United Nations destruction handbook on Small, Light Weapons, Ammunitions
and Explosives (Annex C).
2. PURPOSE:
This Letter of Instruction (LOI) sets forth the administrative and operational
guidelines for concerned PNP Offices on the Disposal of Confiscated, Captured,
Surrendered, Deposited, Abandoned and Forfeited (CCSDAF) Firearms that are currently
on stock at the LSS warehouse and FEO storage, both under the custody of FEO.
3. SITUATION:
Since the Philippine Constabulary days, there were numerous firearms that were
confiscated, captured, seized, deposited, abandoned and forfeited by law enforcers.
Through the time, these firearms accumulated and are currently in the inventory of the
Firearms and Explosives Office (FEO).
Starting in the year 2005, coordination and request were already made with the
US Department of State for the funding of the destruction of the same with the end view
that these firearms won't end up in the hands of criminals and terrorist elements.
In 2008 & 2009, the request was reiterated and in November of 2009,
representatives from the US Department of State and the PNP inspected the CCSDAF
firearms. On October 14, 2010, the request was granted and the delegates from the US
Government met with the members of the PNP Command Group to discuss the
497
4. MISSION:
To safely dispose through destruction/demilitarization all CCSDAF firearms that

are currently in the inventory of the PNP FEO and to ensure that these firearms will not
go back in circulation particularly in the hands of lawless elements and terrorists.
5. EXECUTION:
a . Concept of Operations
The entire project will entail four (4) phases with specified timelines to ensure
its completion in accordance with the contract between the US Department of State and
Alloy Engineering Works (AEW).
Moreover, this LOI will establish the regularity of the disposal from physical
inventory at the FEO custody to the final disposal of the segregated/demilitarized/
destructed materials to the winning bidder.
To ensure the proper implementation of the project, an ad-hoc CCSDAF

Firearms Disposal Project Committee is created. Attached is the organizational chart in
Annex D.
PHASE l: Physical inventory of all the CCSDAF firearms (Annex E) which are
in the FEO storage and Bicutan LSS Warehouse to ensure that all firearms are properly
accounted for and segregated prior to their turn-over to AEW for transport to the AFP
Warehouse 1 (Oct 26 - Nov 5, 2010).
PHASE ll. Preparation and issuance of a resolution to be undertaken by the

Disposal Committee to establish the dropping of accountabilities of FEO-SAO (Oct 27,
2010).
PHASE Ill: AEW contract implementation (Nov 6, 2010- Feb 28, 2011).
1) Inspection on the inventory of CCSDAF firearms and subsequently

loading of said firearms from Bicutan LSS warehouse and FEO storage to the containers
provided by the contractor (Nov 6-10, 2010);
2) Issuance by FEO of Permit to Transport of CCSDAF firearms (Nov 8,

2010);
3) Transport of contained CCSDAF firearms to Warehouse No 1 of the AFP

LOGCOM (Nov 11, 2010); and
4) The AEW three-stage Scope of Work from November 12, 2010 to

February 28, 2011 at AFP LOGCOM Warehouse 1:
STAGE l: Pre Demilitarization
a) Sorting, itemizing and documentation of FAs;

b) Inspection of stuck ammunition in the chamber;
c) Disassembly (separate metal from wood and aluminium); and
d) Pre-Demilitarization Inspection.
STAGE Il: Demilitarization
a) Cut individual steel piece using circular saw or blow torch into
sections;
498
b) Bend or deform each piece;
c) Deform hammer and trigger using blow torch,
d) Cut or chop wooden part; and
e) Stamp aluminium parts.
STAGE Ill: Post Demilitarization
a) Sort and deposit in wooden crates for safekeeping/disposition;

b) Inspection; and
c) Demilitarization Report
In the implementation of the AEW scope of work daily, weekly, and monthly,
monitoring will be done by designated PNP personnel to inspect and oversee the
implementation of the specific stages of the project.
PHASE IV: Public bidding Implementation for the disposal of the

demilitarized/destroyed CCSDAF firearms.
b. Tasks:
1) DL
a) TDL is designated as Chairman of the NHQ Disposal Committee;

b) DDL is designated as the project committee chairman,
c) C, SMD is designated as project committee vice chairman;
d) C, FAS is designated as project committee member;
e) Convene the NHQ Disposal Committee through its Secretariat;
f) Coordinate with the AFP for the availability of Warehouse 1 of the AFP
LOGCOM;
g) Designate supervisors in the weekly and monthly monitoring of the
project with emphasis on the beginning and end of every stage in accordance with the
AEW scope of work; and
h) Perform other tasks as directed.
2) DC
a) TDC is designated as Vice-Chairman of the NHQ Disposal Committee;

and
b) Provide fund support for other incidental expenses of the activity.
3) DO
a) C, LED is designated as project committee member; and

4) LSS
a) Dir, LSS is designated as member of the NHQ Disposal Committee;

b) Provide security during the transfer of CCSDAF firearms from LSS
Warehouse to AFP LOGCOM Warehouse 1;
c) Assist in the inventory of the CCSDAF firearms;
d) Convene its BAC for the final disposal of the scrap materials; and
e) Perform other tasks as directed.
5) LS
a) Dir, LS is designated as member of the NHQ Disposal Committee; and
499
6) FEO, CSG
a) DD, FEO is designated as project committee member;

b) Conduct physical inventory/segregation of the CCSDAF firearms to be
supervised by Chief, Storage Branch;
c) Facilitate the issuance of Permit to Transport for the CCSDAF firearms
during its transfer to AFP LOGCOM Warehouse 1;
d) Provide security during the transfer of CCSDAF firearms from FEO
Storage to AFP LOGCOM Warehouse 1;
e) Provide detail/security in the daily and monthly monitoring of the project
with emphasis on the beginning and end of every stage in accordance with the AEW
scope of work;
f) Submit Weekly Monitoring Report to DL (Attn: C, SMD); and
g) Perform other tasks as directed.
7) RPSB, NCRPO
a) Upon request, provide security/escort during the transport of said

firearms from LSS Bicutan warehouse to Warehouse 1 of the AFP LOGCOM; and
c. Coordinating Instructions
1) All tasked units shall submit to the Directorate for Logistics respective
IMPLAN;
2) All expenditures and other budgetary requirements of the tasked Units shall
be submitted to TDC thru TDL for funding chargeable against CMA funds;
3) Strict adherence to the PNP Operational Procedures shall be emphasized;
and;
4) Close coordination, mutual support and cooperation at all times among the
AFP/PNP operating units in the area is encouraged.
6. EFFECTIVITY:
This LOI shall be effective upon approval.
Original Signed
Chief, PNP
Distribution:
Command Group
D-Staff
Dir, LSS
Dir, CSG
Dir, LS
C, FEO
RD, NCRPO
500
SUPPLEMENT TO PNP MEMORANDUM CIRCULAR NUMBER 2009-009

ENTITLED REVISED GUIDELINES AND PROCEDURES IN THE DISPOSAL
OF THE PHILIPPINE NATIONAL POLICE PROPERTY AND EQUIPMENT (PE)
AND THE DISPOSITION OF THE INCOME DERIVED THEREFROM
WHEREAS, on June 9, 2009 the C, PNP Signed Memorandum Circular Number

2009-009 to address PNP concerns on properties for disposal.
WHEREAS, the NHQ Disposal Committee after careful study and evaluation of the
circular deems it necessary to supplement lacking data and amend some provision to
ensure transparency and efficient implementation.
NOW THEREFORE, the NHQ Disposal Committee, in the exercise of its mandate
to administer and manage the PNP properties for disposal, HAS RESOLVED AS IT
HEREBY RESOLVES TO SUPPLEMENT/AMEND Memorandum Circular No. 2009-009
by adding and/or amending the following:
a. Inclusion of the word "PLANT" between the words "PROPERTY & AND" thus
making the acronym"(PE)" to "(PPE)" in the title. Pursuant to Manual on New
Government Accounting System (NGAS) Volume 3 Book Ill the PNP agency
code.
b. Replacement in the references letter (d) COA Circular Nr 95-006 titled, "Total
Lifting of Pre-Audit on all Financial Transactions of the National Government
Agencies, Government-Owned and/or Controlled Corporations and Local
Government Units" dated May 18, 1995 with, COA Circular Nr 2009-002 dated
May 18, 2009 "Reinstituting Selective Pre-Audit on Government Transactions"
effective on July 1, 2009.
c. Amendment of the last sentence of paragraph (c) "Cannibalization" in the

definition of terms which reads, Cannibalization requires pre-approval by the
organization's Supply Accountable Officer (SAO) to read as "Cannibalization
requires coordination with the organization's Supply Accountable Officer (SAO)
and approval in writing of the Director for Logistics."
d. Inclusion in the definition of terms as letter (o), the term "BEYOND

ECONOMICAL REPAIR (BER) - when the repair cost is more percent (30%)
of its fair market value, the property is no longer economically repairable.
Pursuant to Commission on Audit Circular No. 85-55A dated September 8,
1985 and National Budget Circular No 425 dated January 28, 1992."
e. Rectification of the last sentence under paragraph (f) of the Policies to read as,
"Reclamation/cannibalization from said properties is not allowed unless with
prior coordination with the SAO concerned and approval in writing of the
Director for Logistics has been obtained."
f. Inclusion of Chief SMD, ODL in the NHQ Disposal Committee Secretariat as

Resource Person to assist the Secretariat.
g. Inclusion in the procedures as first paragraph of letter (c), "The NHQ/PRO

Disposal Committee must submit the required documents for disposal to the
COA and C, PNP (Attn: TDL/Chairman, NHQ Disposal Committee) for approval
501
prior to the conduct of bidding for disposal. Pursuant to Commission on Audit
Circular No. 89-296 dated January 27, 1989 and Circular No. 2009-002 dated
May 18, 2009."
h. Supplement paragraph in letter (g) on Methods of Disposal to read as,

"Disposal of PNP firearms shall be determined by the Directorate for Logistics
(DL) upon recommendation/assessment of the Firearms Disposal Technical
Committee and in conformity with existing regulations/manual. This is usually
undertaken through refurbishing, recycling and dismantling/destruction.
(reference draft copy of Memorandum Circular on the Disposition and
Management of PNP Firearms). Taking also into consideration of the United
Nations Department for Disarmament Affairs a Destruction Handbook dated 15
November 2000, wherein it specifies their advocacy for firearms destruction so
as to ensure the safety of the population at large and, to the extent possible the
environment."
i. Inclusion in number 9, Utilization of Proceeds of Disposal, as letter (e) the

following: "After disposal and dropping the property from the book of accounts
the granting of honorarium to NHQ/PRO Disposal Committee, Secretariat and
Technical Working Group portion from the proceeds of the sale of property.
Pursuant to DBM National Budget Circular No. 425 dated 28 January 1992,
entitled "Manual on Disposal of Government Property", and in relation with
Sec. 12-B of P.D. No. 1911 dated March 23, 1984 and pursuant to Sec. 35,
Chapter 5, Book VI of E.O. No. 292."
APPROVED, this 05 day of July, 2010 at Camp Crame, Quezon City.
Original Signed
LUIZO C. TICMAN, CEO VI
Police Director
TDL/Chairman
Original Signed
ROMEO C. HILOMEN, CEO VI
Police Director
TDC/Vice Chairman

REYNALDO S. RAFAL, Ph.D., CEO VI ATTY HEROLD G. UBALDE
AD, LSS/Member D, LS/Member

ANTONIO P. RETRATO MARLON V. MADRID
Chief Accountant Police Superintendent
C, Acctng Div., DC/Member C, ICIS DC/Member
502
Original Signed
EULITO T. FUENTES
Supply Officer III
AC, SAMD, LSS/Member
APPROVED/DISAPPROVED
Original Signed
JESUS A. VERZOSA, CEO VI
Chief, PNP
503
June 09, 2009
MEMORANDUM CIRCULAR
NUMBER 2009- 009
REVISED GUIDELINES AND PROCEDURES IN THE DISPOSAL OF

PHILIPPINE NATIONAL POLICE PROPERTY AND EQUIPMENT (PE) AND THE
DISPOSITION OF THE INCOME DERIVED THEREFROM
1. REFERENCES:
a. Memo Circular No. 2006-011 entitled: "Revised Guidelines and Procedures

in the Disposal of Philippine National Police (PNP) Properties and Disposition of the
Income Derived Therefrom" dated June 22, 2006;
b. COA Circular Nr 89-296 titled, "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" dated January 27, 1989;
c. COA-PTTAF Manual on Disposal of Government Property;
d. COA Circular Nr 95-006 titled, "Total Lifting of Pre-Audit on all Financial

Transactions of the National Government Agencies, Government-Owned and/or
Controlled Corporations and Local Government Units" dated May 18, 1995;
e. Presidential Decree No. 1911 titled, "Authorizing the Disposal of Unclaimed

Recovered and Impounded Carnapped Motor Vehicles Amending for the Purpose R. A.
No. 6539 otherwise known as the Anti-Carnapping Act of 1972" dated March 23, 1984;
f. Title 7, Chapter 3 of Government Accounting and Auditing Manual, Volume

l, which pertains to "Disposal/Divestment of Property";
g. General Orders Nr DPL 08-15 dated October 7, 2008 "Restructuring of

Unit";
h. PNPLSS General Orders Nr 41 dated November 7, 2008 "Creation of

Additional Functional Division",
i. Executive Order No. 309 “Reconstituting the Disposal Committee created

under E.O. No. 285” dated March 8, 1996; and
j. National Budget Circular Nr 425 "Manual on Disposal of Government

Property" dated January 28, 1992.
2. PURPOSE:
This Circular prescribes the policies and procedures in the reporting, turn-in and
disposal of PNP property and equipment (PE) whether Republic or Non-Republic,
504
immovable or movable for being unserviceable, obsolete, abandoned or considered
excess and the disposition of the proceeds thereof to avoid further deterioration of PE,
clear storage space, and generate greater benefit to the PNP through the possible income
that may be derived therefrom.
a. PROPERTY AND EQUIPMENT (PE) - are assets of the PNP that are
acquired in the course of operations, are considered long-term in nature, and possess
physical substance. (i.e. bldg., motor vehicle, firearms, ammunition, office equipment,
etc.)
b. ABANDONED PROPERTIES - movable PE in the possession of the PNP

without known owners or claimants.
c. CANNIBALIZATION - the process of removing serviceable parts or

accessories from a functioning piece of equipment making it unusable for its intended
purpose or function. Cannibalization requires pre-approval by the organization's Supply
Accountable Officer (SAO).
d. DISPOSAL — covers the condemnation, transfer to other agencies,

donation to institutions/associations, sale by public bidding or negotiation of
unserviceable PNP PE which have been inventoried, inspected and appraised as
disposable by the Disposal Committee.
e. DISPOSAL YARD — a place within any PNP unit where the disposable
articles/properties are stocked. The following are the authorized Disposal Yard of the PNP
LSS Disposal Yard, Police Regional Office (PRO) Disposal Yard, and Aviation Security
Group (ASG) Disposal Yard.
f. EXCESS PROPERTIES - serviceable PE in the possession of any unit of

the PNP which are in excess of the quantity required or authorized for retention, and
cannot be utilized as substitute properties to satisfy the operational requirements.
g. FORFEITED PROPERTIES - PE acquired by summary process or by order

of the court pursuant to applicable laws, rules and regulations.
h. NON-REPUBLIC PROPERTIES - PE or supplies purchased from funds

other than appropriated or reimbursable funds. These include Military Acquired Property
(MAP) and other grant and/or aid materiel, properties found in station (those acquired
from donation, confiscation/seizure/forfeiture or procurement), captured enemy materiel,
reclaimed properties (those reclaimed or recovered from condemned or unserviceable
properties) and salvaged properties.
i. RECLAMATION - restoration of materials found in the waste stream to a

beneficial use which may be for purposes other than the original use.
j. REPUBLIC PROPERTIES - PE or supplies purchased from appropriated

funds or reimbursable funds of the PNP.
k. OBSOLETE PROPERTIES - PE which have lost its efficacy either due to

technical advancement, change of procedures, reorganization of the office or completion
of project.
l. SALVAGED PROPERTIES - PE that are unserviceable and declared

beyond economical repair by reason of severe or total damage, destruction and lost
components/parts due to uncontrolled cannibalization.
505
m. SERVICEABLE PROPERTIES - PE in serviceable condition which are in
the possession of a unit of the PNP. Serviceable properties include those properties
authorized in the Table of Organization and Equipment (TOE) that are put to use by the
agency and other PPE that are still in good conditions but are no longer put to use due to
excess or obsolescence.
n. UNSERVICEABLE PROPERTIES - refers to unserviceable and/or no

longer needed PE that cannot be used or placed in service due to fair wear and tear or
obsolescence.
4. CLASSIFICATION OF DISPOSABLE PE:
a. Excess properties remaining after redistribution

b. Obsolete properties
c. Salvaged properties
d. Forfeited properties
e. Abandoned properties
f. Unserviceable properties
5. POLICIES:
a. Disposal action of PE with salvage value shall be undertaken only at the

level of the NHQ and PRO Disposal Committees. All disposable properties with salvage
value in any lower unit or office shall be turned-in at the appropriate disposal activity/yard
as defined in para 3e. All disposal committees shall ensure that controlled
reclamation/cannibalization is conducted on the disposable PE.
b. All disposable PE of the Regional Offices of NASUs/NOSUs may be turned-

in to their respective PROs for proper disposal action upon approval of the concerned
NSU.
c. All salvaged properties recovered by the PNP in any clearing or recovery

operations of sunken vessels and abandoned equipment, etc., shall be considered as
PNP property subject to private claims and shall be disposed of in accordance with this
Circular, if no claim is presented within six (6) months from the date of recovery after two
(2) publications in two (2) consecutive weeks in a newspaper of national circulation.
d. Items or supplies in stock which have no recorded demands for at least two
(2) years at the Logistics Support Service (LSS) Warehouse or for at least one (1) year
at other PNP Supply Units shall be declared and reported as excess or obsolete
properties. All declared excess properties shall be turned-in to their respective disposal
yard and redistributed to other units that may need the items before disposal action may
be undertaken. Physical inspection and redistribution of excess properties shall be
effected at the authorized disposal activity/yard.
e. Copies of the LSS excess/obsolete property list shall be furnished to all

concerned units of the PNP. Only after a period of one (1) year from date of distribution
of the excess/obsolete items list shall disposal proceedings be initiated.
f. All forfeited and abandoned properties in the possession of any PNP unit or
office shall be turned-in to their respective disposal activity/yard.
Reclamation/cannibalization from said properties is not allowed unless the prior approval
in writing of the SAO concerned has been obtained.
g. All disposal actions shall be in a manner deemed advantageous to the PNP

and in accordance with the provisions of Chapter 3, Sec 501 —m 510, Volume 1 of the
Government Accounting and Auditing Manual (GAAM) and PD 1911.
506
h. Disposal awards shall be recommended only for amounts not less than the
final appraised values indicated by the Disposal Committee for the disposable properties.
All recommendations for disposal shall be subject to the final approval of the Disposal
Committee.
i. The cash proceeds of disposal through sale shall be directly remitted to the
Collecting Officer of the Finance Service (FS), who shall issue the corresponding Official
Receipt of Property.
j. Disposal of Military Acquired Property (MAP), the ownership of which has

not yet been fully vested to the PNP, shall be conducted in a manner prescribed by a
Memorandum of Agreement between the Armed Forces of the Philippines (AFP) and
PNP.
k. Disposal of PNP buildings shall be determined by the Directorate for

Logistics (DL) upon the recommendation/assessment of the Engineering Service (ES)
and in conformity with existing regulations/manual. This is usually undertaken through
dismantling/destruction to make way for planned new facilities.
l. The NHQ/PRO Disposal Committees may create Sub-Disposal Committees

in their respective jurisdictions that will conduct the initial evaluation and address all
preparatory concerns for the disposal of a particular property, i.e, one each for vehicles,
firearms, office equipment, land and/or buildings, and other disposable properties. The
creation of Sub-Committees will ensure that the NHQ/PRO Disposal Committees shall
not be overburdened, promote efficiency and develop specialization. The members of the
Sub-Committees shall come from the offices that composed the NHQ/PRO Disposal
Committees plus a representative of the office that exercises regulatory function over the
item for disposal or responsible for its acquisition.
6. COMPOSITION OF THE PNP DISPOSAL COMMITTEES AND SECRETARIATS
a. NATIONAL HEADQUARTERS (NHQ) DISPOSAL COMMITTEE
1) Director for Logistics - Chairman

2) Director for Comptrollership - Vice Chairman
3) Director, Logistics Support Service - Member
4) Director, Legal Service - Member
5) Chief Accountant, PNP - Member
6) Chief, Internal Audit Office - Member
7) Chief, SAMD, LSS - Member
8) COA Representative - Witness
b. POLICE REGIONAL OFFICE (PRO) DISPOSAL COMMITTEE
1) Deputy Regional Director for Administration - Chairman

2) Chief, Regional Logistics Division - Vice Chairman
3) Chief, Regional Comptrollership Division - Member
4) Chief, Regional Legal Service - Member
5) Chief, Regional Engineering Office - Member
6) Chief, Regional Accounting Office - Member
7) Regional Supply Accountable Officer - Member
8) Regional COA Representative - Witness
c. NHQ DISPOSAL COMMITTEE SECRETARIAT
1) Chief, Property Disposal Mgmt. Div, LSS - Head

2) Asst Chief, Property Disposal Mgt Div, LSS - Asst Head
3) Construction & Repair Div Representative, ES - Member
4) Supply Storage & Distribution Div Rep, LSS - Member
507
5) Logistics Representative, CES - Member
7) Supply Accounting & Monitoring Div Rep, LSS - Member
8) FAS & Ammunition Sec Representative, SMD, DL - Member
9) Mobility, Aviation & Maritime Sec Rep, SMD, DL - Member
10) General Support Sec Representative, SMD, DL - Member
11) Information & Management Sec Rep, LPPD, DL - Member
12) Storage Branch Representative, FED - Member
13) Carnapped Vehicles Impounding Area Rep, TMG - Member
14) Internal Audit Office Representative - Member
Representatives of the respective offices that exercise regulatory functions over

the PE for disposals shall be members of the Disposal Secretariat on a need basis.
d. PRO DISPOSAL COMMITTEE SECRETARIAT
1) Assistant Chief, Regional Logistics Division - Head

2) Assistant Chief, Regional Comptrollership Division - Asst Head
3) Chief, Regional Direct Support Unit - Member
4) Regional Legal Service Representative - Member
5) Regional Supply Accountable Officer Rep - Member
7. PROCEDURES:
a. The PNP NHQ/PRO Disposal Committee shall create a Disposal

Secretariat that will manage, monitor and compile all the data/details of PNP properties
for disposal.
b. The PNP NHQ/PRO Disposal Committee shall identify disposable items in

their respective jurisdictions; conduct technical inspection, classification and appraisal of
every item or property earmarked for disposal and, thereafter, dispose the disposable
properties according to the methods prescribed in this Circular.
c. After disposing of the properties, the NHQ/PRO Disposal Committee shall

submit a report within five (5) days to the C, PNP, copy furnished the Directorate for
Logistics (DL), all relevant documents for the dropping of said properties from the PNP
Book of Accounts.
8. METHODS OF DISPOSAL:
The following are the authorized methods/modes of disposal:
a. Sale through public bidding shall be the primary method of disposal of PNP
properties. Should this mode be unsuccessful, the Disposal Committee may dispose the
properties in a manner most advantageous to the PNP.
b. Sale through negotiation — This mode of disposal may be resorted to only upon
justifiable reason and when required by the exigencies of the service. However, the
following factors must exist before resorting to this method:
1) Failure of public auction due to the following instances:
1.1 The amount of bid received is below the approved floor price.
1.2 The bidder is disqualified for an award of contract.
2) Records of the proceedings of the negotiation must be maintained.
508
c. The NHQ and PRO Disposal Committees may barter disposable PNP
properties with properties of other government agencies, provided it is for the best interest
of the PNP.
d. Transfer of excess/surplus PNP properties to other government agencies

may be made upon the request of the office needing the properties and shall be approved
by the C, PNP. Since the transfer will involve inter-government agency transfer, property
accountability shall be maintained throughout the process (Accomplishment of invoice
receipt for property is imperative).
e. Donation of excess/surplus PNP properties to other government agencies,

charitable and non-profit institutions and foreign friendly countries shall only be done upon
approval of the C, PNP. The following requirements shall be incorporated in the request:
a) brief statement of the agencies activities; b) general information on the intended use
of the property; c) statement that the property shall not be resold or used other than the
intended purpose indicated.
f. Upon approval of the NHQ and PRO Disposal Committees and after
inspection of the COA, destruction or abandonment may be allowed provided the manner
of disposal will not be detrimental or dangerous to public health or safety or will not cause
infringement on the rights of other persons or upon government agreements. Provided
further that the following conditions are satisfied: a) The property has no commercial value
(valueless); b) The estimated cost for its handling and care including cost to sell would
exceed the estimated proceeds from its sale and; c) Other methods of disposal are not
economically feasible.
g. Destruction shall also be resorted to if it is unsalable and it may pose hazard

to the public if not destroyed.
9. UTILIZATION OF PROCEEDS OF DISPOSAL:
a. The disposition of proceeds of the disposal of Republic and Non-Republic

properties shall be managed at the PNP NHQ/PROs. All cash proceeds shall be directly
remitted to the respective PNP Finance Service (FS) Office by the contracting parties.
b. All cash proceeds from properties sold shall be deposited with the
Authorized Government Depository Bank (AGDB) for the account of the agency or the
Bureau of the Treasury (BTr).
c. In the case where payment for the sale of disposable property is made in
the form of supplies or in kind, same shall be witnessed by the Disposal Committee for
the proper recording in the books of the PNP.
d. The basis for determining the quantity of supplies to be delivered as

payment or barter for properties sold through bidding or negotiation shall be the bid or
negotiated price equated to the fair market value of the supplies bartered.
10. ACCOUNTING AND AUDITING OF FUNDS AND PROPERTIES:
a. Accounting — The accounting of properties and funds relative to the

disposal of properties, both Republic or Non-Republic shall be done in accordance with
this Circular while disposal of Military Acquired Property (MAP) shall be done in
accordance with agreements executed by the DILG and DND.
b. Auditing — The auditing of accounts and transactions relative to the

disposal of non-MAP shall be in accordance with applicable laws and regulations. The
Internal Auditor, PNP or representatives shall conduct audit of accounts and transactions
relative to the disposal of all properties.
509
c. Dropping of property accountabilities shall be in accordance with the
provisions of the Government Accounting and Auditing Manual (GAAM) and the New
Government Accounting System (NGAS).
d. Nothing in this Circular shall preclude the intervention of independent

auditors of the Commission on Audit (COA) in the disposal of properties, in the dropping
of property accountability and the auditing of disbursement or the proceeds acquired
thereof.
a. THE DIRECTOR FOR LOGISTICS (TDL)
1) Sit as Chairman of the NHQ Disposal Committee;
2) Primarily responsible in the implementation of this Circular; and
3) Confirm if the property recommended for disposal by the Disposal

Committee shall be disposed.
b. THE DIRECTOR FOR COMPTROLLERSHIP (TDC)
1) Sit as Vice Chairman of the NHQ Disposal Committee;
2) Drop all properties disposed by the Disposal Committees from the

PNP Book of Accounts; and
3) Provide funds for the Secretariat.
c. NHQ DISPOSAL COMMITTEE
1) Conduct inventory and inspection of PNP supplies and properties for

disposal stored in authorized PNP disposal yards and real estates/buildings in PNP
premises;
2) Subject to COA approval, set the final appraised value for all
disposable properties taking into consideration obsolescence, market demand, physical
condition and result of previous biddings for similar properties;

consistent with existing laws, rules and regulations. Disposal shall be on "as is, where is"
basis; and
4) Submit list of disposed properties to the C, PNP (Attn: DC) and

ensure that said properties are properly dropped from the accountability of concerned
Supply Accountable Officer,
d. NHQ DISPOSAL COMMITTEE SECRETARIAT
1) Responsible for documentation and recording of all transactions

involving supplies, materiel and equipment belonging to the PNP as regards to disposal;
2) Maintain an updated stock record card, equipment ledger cards and

an official registry book of all supplies, materiel and equipment for disposal;
3) Coordinate with other supply activity units pertaining to disposal of

materiel and equipment;
510
4) Prepare pertinent papers for the disposal of unserviceable
equipment and materiel and assist the Disposal Committee in the conduct of disposal
activity;
5) Conduct periodic inventory and inspection of PNP supplies and

properties for disposal stored in authorized PNP disposal yards and real estates/buildings
in PNP premises;
6) Prepare and submit alt the required logistical reports to higher HQS
pertaining to the supplies and equipment for disposal;
7) Implement the directive regarding the disposal of supplies and

equipment; and
8) Perform other duties and functions as maybe directed by the

Chairman, Disposal Committee and higher authorities.
e. REGIONAL DIRECTOR, POLICE REGIONAL OFFICE
1) Organize and operationalize the PRO Disposal Committee;
2) Issue implementing guidelines for the proper implementation of this

Circular at the PRO;
3) Determine excess supplies and identify other disposable properties

of the PRO and turn-in same to the PRO Disposal Yard;
4) Ensure that cash proceeds from disposal action are remitted to the
Regional Finance Service Office (RFSO);
5) Ensure maximum protection of items at the disposal yard from further

6) Submit a quarterly report of excess and disposable items to the C,

PNP (Attn: DL); and

accountability of the Supply Accountable Officer (SAO).
f. PRO DISPOSAL COMMITTEE SECRETARIAT
1) Manage, monitor and compile all the data/details of PNP properties

which are subject for disposal;
2) Prepare documentation and assist the Disposal Committee in the

disposal activities;
3) Responsible in the maintenance and management of records with

regard to disposal;
4) Submit report to the PRO Disposal Committee as regards the

conduct of disposal; and
5) Perform other duties and functions as maybe directed by the

Chairman, PRO Disposal Committee.
g. SUPPLY ACCOUNTABLE OFFICER
511
1) Conduct periodic inventory and inspection of unserviceable/
disposable properties quarterly and to submit thereon the Inventory and Inspection Report
(IIR) to the PNP Disposal Committee (Attn: Disposal Secretariat);
2) Submit an updated Inventory List of all Properties Found-in-Station

to include their sources, whereabouts and condition/remarks quarterly as changes occur
(thru a report of changes);
3) Conduct technical inspection and classification of disposable

properties at respective unit;
4) Submit to the Regional Director, Attn: C, RLRDD, quarterly report on

excess and disposable properties in the prescribed format; and
5) Recommend to the Regional Director through C, RLRDD, properties

which are deemed to be disposed.
h. COA REPRESENTATIVE
Per COA Circular No. 95-006 dated May 8, 1995, COA Representative shall
serve as witness/observer to the disposal of unserviceable properties and review in-
house appraisal in aid of post-audit of the transactions, including disbursements of the
proceeds.
12. REQUIRED REPORT/FORMS:
a. Quarterly Report on Excess and Disposable Properties — This report shall

be rendered by the Regional Directors having responsibility over authorized PNP
Disposal Yards. The report shall be categorized by technical service classification,
consolidated and finally submitted to the C, PNP (Attn: DL) not later than the 15th day
after the end of the quarter.
b. Inventory and Inspection Report (IIR) — A report on the semi expendable

materials and equipment and non-expendable supplies which shall be accompanied by
the following:
1) Individual Survey Report duly certified by the supply officer and head
of unit/agency.
2) Individual photographs of properties taken from two (2) different

views.
3) List of missing spare parts duly certified by the supply officer/head of

unit/agency.
4) Stencils of chassis and engine numbers of motor vehicles.
5) Stencils of serial number, make, type and caliber as regard to

firearms (FAS).
c. Report of Waste Material (RWA) — A report for expendable materials,

supplies and consumables including spare parts, empty containers and remnants from
destroyed or damaged fixed assets. This must be accompanied by current onsite
photograph taken from two (2) different views.
d. Invoice Receipt for Property (IRP) — A report for transfer of nonexpendable

properties from one supply accountable officer to another supply accountable officer.
512
e. Property Turn-ln Slip (PTS) — a report for turning-in to the supply
installation of the next higher level all excess and unserviceable non-expendable
supplies.
13. PENALTY CLAUSE:
Any violation of this Circular shall be investigated and, if warranted by evidence,

15. EFFECTIVITY:
This Circular takes effect after fifteen (15) days from the filing of a copy hereof at
the University of the Philippines Law Center in consonance with Sections 3 and 4, Chapter
2, Book Vll, EO No. 292, otherwise known as "The Revised Administrative Code of 1987",
as amended
Original Signed
Chief, PNP
513
OFFICE OF THE CHIEF PHILIPPINE NATIONAL POLICE
PNP CIRCULAR NO. 5 Series 2005

(Disposition of Captured, Confiscated, Surrendered and Deposited (CCSD)
Firearms, Explosives and Ammunition)
December 12, 2005
I. Purpose:
This circular prescribes the revised policies and procedures in reporting, turn-
in and disposition of CCSD firearms, explosives and ammunition.
II. References:
a. GHQ PNP Guidelines in the Proper Accounting and Disposition of CCSD

firearms dtd 12 June 1993.
b. DL, GHQ PNP Circular No. 14 dtd 25 May 1993, Subject: Disposal of PNP
Properties and Disposition of the Income Derived Therefrom.
c. COA Circular Nr 89-296 dtd 27 January 1989.
d. Memo to CSAFP and CPNP by SND dtd 5 March 1989, regarding policy on
CCSD firearms.
e. HPC/HINP SOP #5 dtd 26 JuIy 1984. Subject: Disposal of Unserviceable
Property and Equipment.
f. GHQ AFP Regulation G 400-191 dtd 3 November 1964, Subject: Sale and
Loan of Government-owned firearms and ammunition.
g. GHQ AFP Regulations G 451-011 dtd 19 July 1960, Subject: Salvage
Reclamation and Maintenance of Ordnance Supplies and Equipment. Disposition of
Captured, Confiscated, and (CCS) Firearms and Ammunition.
h. NHQ, PNP Letter of Instructions 34/04, issued 16 November 2004, Disposition
of Physical Evidence.
i. Revised Administrative Code (RAC). Section 896 Abandoned Arms and
Ammunitions.
III. Scope
This circular is applicable in the disposition of all CCSD firearms, explosives and
ammunition in possession of any PNP unit or offices without prejudice to the rights of the
owner(s) of registered firearms previously licensed to individual person or juridical entity
which were lost under justifiable circumstances and has been officially reported earlier.
Those abandoned firearms and ammunition at FED for more than five (5) years
and which by operation of Section 896 of Revised Administrative Code (RAC) have been
reverted to government ownership.
This circular shall not apply to firearms and ammunition suspected to have been
used in the commission of a crime or those submitted as part of the evidence in a case
pending in a court of law, the disposition of such firearms and ammunition being a
prerogative of the appropriate court.
514
IV. Definition of Terms:
1. Captured, Confiscated, Surrendered and Deposited (CCSD) Firearms are

defined as follows:
a. Captured Firearms and Ammunition - Firearms and ammunition taken

during encounter/operation.
b. Confiscated Firearms and Ammunition - Firearms and ammunition seized

from the possession/owner by virtue of Police Operations like serving search warrant,
Oplan Bakal, or any operation of special laws.
c. Surrendered Firearms and Ammunition - Firearms and ammunition turned-

in by owner or any person without intention of recovering or even applying for license.
d. Deposited Firearms and Ammunition - Firearms and ammunition turned-in

by person for and/or future licensing.
2. Explosives - any explosive bomb, grenade, dynamite, missile warhead,

projectiles or similar device to include firecrackers and pyrotechnics.
3. Serviceable Firearms and Ammunition - Those firearms and ammunition that

are in good condition and operational. These include firearms and ammunition that are
authorized in the PNP TO&E.
4. Repairable Firearms - Those firearms which are in good condition but cannot
be used or placed in service because of lacking parts/components but can be restored
and be operational through repair.
5. Salvaged Firearms - Those firearms which are beyond economical repair by

reason of loss of parts/components due to fair, wear and tear (FWT).
6. Forfeited Firearms and Ammunition - Those firearms and ammunition which

were acquired by summary process or by order of the court pursuant to applicable laws,
rules and regulations.
7. Abandoned Firearms and Ammunition - Personal firearms and ammunition in

the possession of any PNP unit or station to include that were deposited at FED for
safekeeping for more than five (5) years and which, by operation of Section 896 of RAC
have been reverted to government ownership.
8. Obsolete/Vintage Firearms - Those firearms that have lost their efficacy either
duo to technological advancement and are no longer carried in our PNP TO&E and
inventory, example of which are firearms manufactured before 1930.
9. Storage Area - A place within any PNP unit where the CCSD firearms are
stocked. The only authorized disposal and storage area of the PNP is at FED Storage
Warehouse.
V. Policies:
1. All City/Municipal Police Stations, PNP Mobile Groups, and Police Provincial
Offices shall account for and consolidate all CCSD firearms, explosives and ammunition
515
in their possession at the PNP Provincial Office through their respective Provincial
Property Officers.
2. All CCSD firearms and ammunition in the possession of any PNP unit or police
officers shall be turned-in at FED Storage Warehouse.
3. Provincial Property Officer shall make a consolidated in the prescribed form

(Property Turn-in Slip) addressed to SAO, FED for turn-in.
4. Disposal of all unserviceable and salvaged CCSD firearms and ammunition

shall only be undertaken by FED.
5. All firearms for turn-in shall be issued a corresponding permit to transport by

the CFED.
6. CCSD firearms and ammunition shall be disposed of in accordance with DL

Circular Nr 14 dtd 25 May 1993. Disposal of same shall be similar with abandoned
firearms, if no such claim is presented within five (5) years and which by operation of
Section 896 of RAC has been reverted to government ownership.
7. All CCSD firearms at FED shall be inventoried and technically inspected and
classified for recycling or disposal.
8. Explosives received by any PNP unit shall be turned-in to PNP Ordnance Unit
for safekeeping or disposal.
VI. Procedures:
1. All City/Municipal Police Stations, Police Districts, PNP Mobile Groups and
other separate units will account and submit complete report of all CCSD firearms in their
possession in the prescribed format "Inventory form for CCSD firearms" (See Annex “A”)
to their respective Provincial and Regional Directors.
2. Provincial and Regional Directors shall consolidate such report and submit
same to FED every month.
3. All serviceable and unserviceable CCSD firearms will be accounted for and
consolidated at the Regional/Provincial Directors SAO and Property Officers. The latter
shall conduct inventory and technical inspection and make a report in the prescribed form
"Property Turn-in Slip" (see Annex “B”) with the approved permit to transport firearms and
ammunition for turn-in to FED.
4. No Acknowledgement Receipt of Equipment (ARE) shall be issued for a CCSD

firearm to a police unit or police officer without a corresponding certification from the
Directorate for Logistics, PNP that such firearm has been officially taken up as PNP
property.
5. Firearms being used as evidence in courts will only be turned-in to FED upon
the termination of the case or when it is no longer needed as evidence.
6. FED will conduct inventory and technical inspection of all CCSD firearms
deposited. These firearms will be disposed of as follows:
516
a. Serviceable - transfer without cost to the PNP FED shall issue a certificate
of registration in favor of the Philippine National Police.
b. Repairable - same as in 6(a) above but repair shall be the responsibility of

PNP Logistics Support Service.
c. Salvaged - Whatever reusable remains of the firearms shall be retrieved to

be used as parts for the repair of firearms included in 6(b) above and the rest to be
destroyed and disposed through melting under the presence of Commission on Audit
(COA) representatives in accordance with existing policies and audit regulations in the
following manner:
i. The PNP shall initiate the melting of firearms in which a foundry

shall be contracted to carry-out the smelting. The metal produced will then be sold
through bidding or auction, or may be donated government agencies in need of
the metal to be used in their project;
ii. Initiate a bidding or auction process for interested foundries to

melt the firearms. The metal produced will then be owned by the winning bidder;
iii. Seek donation from foreign governments, foundations, or private

entities for the melting of the firearms by a foundry to be contracted after bidding
or auction. The metal produced will then be sold through bidding or auction or may
be donated to other government agencies in need of the metal to be used in their
projects.
d. Before the abandoned firearms in 6(a) and (b) above are disposed, former
owners of the deposited firearms will be notified by the FED that within six (6) months
after notification thereof, they have the priority to repurchase their respective firearms. If
the owner does not qualify after the period, firearms will be disposed of accordingly as
indicated.
7. Firearms turned-in to FED by the Bureau of Customs which were declared

forfeited in favor of the government shall be disposed of pursuant to applicable laws, rules
and regulations.
8. Explosives in possession of any PNP units will be turned-in to the nearest

Ordnance Unit in the area for proper disposition. Such explosives shall be properly
receipted for and said Ordnance Unit will render report of such turned-in explosives every
month to FED.
VIl. Storage:
Captured, confiscated, and surrendered firearms and ammunition shall be stored

separately from other arms of the PNP. Those captured, confiscated, and surrendered
(CCS) firearms which are verified as registered or licensed to individual person or juridical
entity shall be deposited for safekeeping with Firearms and Explosives Division, CSG,
PNP.
VIII. Responsibility:
a. PNP Provincial and Regional Directors and Chief, Ordnance Unit in the area are
charged with the responsibility for the proper storage and security of CCS Firearms,
Explosives and Ammunition to evacuated to their units before its turn-over to FED.
517
b. PNP FED is charged with the responsibility for the proper storage and security
of all types of captured, confiscated, and surrendered firearms and ammunition in the
FED warehouse.
IX. Accountability:
Accountable officers of the PNP Provincial and Regional Offices shall, upon
receipt, place in their books of accounts (pick-up as government property) the
confiscated, captured, and surrendered firearms and ammunition evacuated to FED, as
provided for in the PNP Accounting Manual.
X. Reports:
a. Spot Reports - All PNP units shall render spot reports to their next higher
Headquarters on all cases of captured, confiscated, and surrendered firearms, explosives
and ammunition immediately upon recovery (slating the type, make, caliber, and serial
number for firearms).
b. Monthly Narrative or Operation Report - Spot reports for the month shall be
consolidated and rated in the unit's Monthly Narrative or Operation Reports in prescribed
form (Inventory Form for firearms) at PNP Regional Offices to be forwarded to C, PNP
(Attn: TDL) and copy furnished FED.
Assign Clause
All procedures and policies not in conformity with this Circular are hereby
rescinded.
Strict compliance.
Original Signed
ARTURO C LOMIBAO
Chief, PNP
518
October 26, 2016

NUMBER 2016-069
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. Commission on Audit (COA) Policy Training and Technical Assistance Facility
(PTTAF) Manual on Lease of Lands, Buildings and Spaces;
c. Commission on Audit Circular No. 88-282A;
d. 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;
e. Various COA Audit Observation Memoranda (AOM); and
f. Book IV, New Civil Code of the Philippines.
This Memorandum Circular (MC) sets forth the terms, procedures, guidelines,
and obligations of the Philippine National Police (PNP) regarding the lease of PNP-
owned, occupied and administered lots, buildings and spaces to the private sector.
This Circular shall apply to all PNP lands except:
a. Those lands titled in the name of the Republic of the Philippines in which case
prior authorization for such purpose shall be obtained from the President;
b. Those lands titled in the name of the PNP but subject to the condition that said
land shall be non-alienable and shall not be subject to occupation, entry, sale,
lease or other disposition until again declared alienable by proclamation of the
President;
c. Those lands occupied and administered by the PNP which is covered by a

presidential proclamation;
d. Donated lands in favor of the PNP but subject to the condition that said lot shall
be exclusively utilized for PNP governmental functions; and,
e. Those lands of public dominion pursuant to Article 420 of the New Civil Code.
3. SITUATION:
After continuous monitoring of all 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 with no contracts of lease being
entered into between the PNP and the lessee. As a result, no revenue, rent or other
pecuniary benefits are being collected from the use of such PNP lots/buildings/spaces.
519
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 exists 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.
a. 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.
b. Donated Land - refers to Land given to the PNP or to its predecessor by private
individuals or private juridical persons 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.
c. Chief of Office - refers to the Regional Directors, Provincial Directors, Chiefs

of Police, CPS/MPS and Directors, National Support Units with a delegated
authority from the Chief, PNP.
d. 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.
e. Leased lots/buildings/spaces - refer to the lots/buildings/spaces subject

matter of the contract of lease.
f. Lessee - refers to the party who rents the lots/buildings/spaces.
g. Lessor— refers to the PNP, as represented by the Chief, PNP, being the
owner/administrator of the lots/buildings/spaces.
h. PNP-owned, occupied and administered buildings, lots and spaces - refer

to idle PNP properties such as lots/buildings/spaces which are not part of the
Camp Development Plan.
i. 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).
j. 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 (Annex B).
k. Proponent - refers to the one who submits an offer to lease vacant PNP lots.
l. Head of Agency- refers to the Chief, PNP.
m. Public Bidding - refers to the procedure conducted by the Special Bidding

Committee for the award of contracts to private sector involving the utilization
520
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.
n. Special Bidding Committee - refers to the committee that may be created to

handle the public bidding.
o. Appraisal Committee - refers to the committee initially tasked by the Chief of

Office to evaluate written proposal for the lease of PNP lands to determine the
reasonableness of the price offered, the kind of commercial activity for which
the land will be used, and the capacity of the proponent to pay the rents.
5. GENERAL GUIDELINES
a. Only the Chief, PNP has the authority to decide on transactions over the lease
of PNP lots/buildings/spaces. However, the Chief of Office can enter into a
lease contract involving PNP lots/buildings/spaces upon prior written approval
of delegation by the Chief, Philippine National Police;
b. 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;
c. All lease contracts to be entered into by the PNP with the private sector
involving the use of lands allowed for such purpose by this MC shall be
approved by the Chief, PNP as Head of the PNP organization;
d. Public bidding shall be the only method for the award of lease contracts
pursuant to this MC; and
e. Repairs or construction in the leased property may only be undertaken upon

prior written approval of the Chief, PNP.
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.
6. PROCEDURES
a. The following heads of offices are authorized to accept applications from

interested private entities/individuals (proponent) and undertake the
preliminary steps in all lease transactions on PNP lots/buildings/spaces:
Unit Designated Officer

NHQ D, HSS
PROs/PPOs/CPOs/MPS/CPS C, RHSG
521
The application shall contain the following:
1) The exact area the interested private entities/individuals would like to

occupy;
2) The purpose for which the interested private entities/individuals shall use
the area; and
3) The proposed monthly rental rate based on Commission on Audit Circular

No. 88-282A.
b. Upon accepting the application, the authorized heads of offices shall create an
Appraisal Committee composed of the following:
Unit Office Appraisal Committee Designation

CDS, HSS Chairman
NHQ C, SWS, HSS Vice-Chairman
C, PD, LSS Member
Deputy,
Chairman
RHSG
PROs/PPOs/CPOs/MPS/
C, Real Estate
CPS Vice-Chairman
Section
Deputy, RCD Member
c. The Appraisal Committee shall be tasked to:
1) Investigate about the property and the financial capacity of the applicant;
2) Determine if property is not needed for police services and is not included
in the latest Camp Development Plan of the PNP; and
3) Compute of the prevailing rental rates.
d. Within three (3) days after investigation, the Appraisal Committee shall prepare
and submit to the Chief, PNP or his delegated authority the result of
investigation. The flow chart for the Appraisal Committee is attached (Annex
C).
e. If the application for lease of PNP lots/buildings/spaces is approved by the

Chief of Office concerned, a public bidding shall commence and a Bidding
Committee will be created composed of three (3) persons who are not
members of the Appraisal Committee as follows:
Unit Office Bidding Committee Desi nation

DDA, HSS Chairman
DD, ES Vice-Chairman
DD, LSS Member
NHQ Legal Officer,
Member
HSS
Deputy,
Secretariat
Logistics, HSS
522
Logistics, HSS Contract Administrator
C, RHSG Chairman
PROs/PPOs/CPOs/MPS C, RPMU Vice-Chairman
/CPS Legal Officer,
Member
PROS
f. The Approving Authority of the Bidding Committee are the following Chief of
Offices:
1) D, HSS for NHQ;

2) Regional Directors for PROs; and, 3) Directors, NASUs and NOSUs.
g. Before a lease on a government-owned building, space or lot may be executed,

public bidding shall be conducted by the Bidding Committee of three (3)
persons who are not members of the Appraisal Committee, to be constituted
by the Secretary. Notice of the date and time of the bidding shall be sent to the
applicant and to all known prospective bidders by messenger or registered
mail, and shall be posted for, at least, ten (10) days at the size, on the bulletin
board of the DENR, the city or municipal hall of the city or municipality where
the premises is located. If the appraised monthly rental for the subject space or
lot is P 100.00 or more, bidding shall be advertised once a week for two
consecutive weeks in a newspaper of general circulation. The winning bidder
shall reimburse the cost of advertisement. Each bidder shall accompany the
bid with a bidder's bond, in cash, certified check or money order, equivalent to
the amount tendered, as guarantee for his faithful compliance with the contract.
Any bid without the required bond shall be deemed defective and shall not be
considered.
h. The Bidding Committee shall evaluate the bids. Within five (5) days from the
opening and evaluation of the bids, the Bidding Committee shall submit their
reports to the Chief of Office concerned which contain a comparative tabulation
on the pertinent facts and date of all bids and bidders.
i. The Bidding Committee declares the winning bidder and the Chief of Office
concerned awards the lease contract.
j. After the bidding process, a written report containing all the necessary
information of the procedures undertaken shall be forwarded to the C, PNP for
his Approval and signing of a Letter of Authority granting the Chief of Office to
enter into a contract of lease with the winning bidder.
k. The flow chart for the Bidding Procedures is attached. (Annex D)
7. PREPARATION OF LEASE CONTRACT:
a. Immediately after the winning bidder has been declared, a Contract of Lease
may then be executed. The contract shall, among others, contain the following
terms, conditions, stipulations, and limitations:
1) As provided for under Section 1.2.5.6, Chapter 1, Part 3 of the DBM-DENR-

DPWH Manual Section 533, GAAM, Vol. 1, the contract shall be for a term
of two years only. Upon termination of the 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;
523
2) Section 533 of GAAM, Volume I also requires that the contract period longer
than one year but not exceeding two years, may be fixed solely to allow the
lessee, contractor, and 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;
3) There will be prohibition against the sale of intoxicating liquor;
4) No subleasing or assignment shall be allowed without the prior written

approval of the Chief of Office concerned;
5) No permanent improvements shall be introduced without the prior written

approval of the Chief of Office concerned;
6) The contract shall take effect only upon the approval of the Chief of Office
concerned; and
7) Manner of payment of lease rentals and provision for payment, penalties,

and charges.
a. 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;
b. Immediately after the Contract of Lease has been approved by the Chief
of Office concerned and signed by the winning bidder, it shall be
subscribed by the Notary Public commissioned by both parties; and
c. Within five days after the approval of the contract of lease, the Chief of
Office shall submit a copy thereof to the Unit Auditor and Collecting
Officer for their information.
8. COLLECTION OF RENTAL INCOME
a. The authorized collection officer 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 shall acknowledge acceptance of payment by

immediately issuing official receipt pursuant to Section 69, GAAM, Vol. l; and
d. The payment shall be deposited to the account of the respective Finance

Officers to form part of the PNP Trust Funds (Annex E).
9. LIABILITY:
The Chief of Office or 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.
All policies, memoranda, issuances, and other circulars, or portions thereof

inconsistent with this MC are hereby rescinded/repealed or modified accordingly.
524
11. 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 and 4, Chapter 2, Book Vll
of Executive Order No. 292, otherwise known as "The Revised Administrative Code of
1987," as amended.
Original Signed
RONALD M DELA ROSA
Chief, PNP
Distribution:
P-Staff ADIG, IAS
D-Staff RDs, PROs
Dirs, NSUs DDS, NCRPO
525
LEASE CONTRACT
KNOW ALL MEN BY THESE PRESENTS:
This CONTRACT OF LEASE 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 Crame, Quezon City represented herein
____________________, after 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, (simple

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 CONDITION
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;
3. RENTAL RATE: The rental rate for the leased premises shall be in PESOS: AMOUNT
IN WORDS (P 00,000.00), Philippine Currency. 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 (₱ 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
526
and any other obligations, for utilities such as Water, Electricity, CATV, Telephone,
Association Dues or resulting from violation(s) of any 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.
8. 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.
9. 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.
10. 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.
11. 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 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.
12.JUDlClAL 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
₱50,000.00 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.
527
13. 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:
____________________ __________________
ACKNOWLEDGMENT
________________________) 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 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 ____.
528
529
Formula:
• Estimated Unit Construction Cost = Php 22,000.00/sq.m.
• Reproduction Cost = Php 22,000.00 x 1
= Php 22,000.00/sq.m.
• Formula Rate = Php 22,000.00/sqm x .015
= Php 330.00/sq.m
• Rental Rate = Php 330.00/sqm x .098
= Php 323.4/sq.mm
• Area Rentable (occupied by PSMBFI) = 94 sq.m.
• Monthly Rental = 94 sq.m. x Php 323.4/sq.m.
= Php 30,399.60
For Concessionaires inside Camp Crame:

Based on Information: Php 100.00/sq.m.
Monthly Rental = 94 sq.m. x Php 100.00/sq.m.
= Php 9,400.00
530
531
532
Depatment of Environment and Natural Resources
Visayas Avenue, Diliman, Quezon City
Tel. Nos. (632) 929-66-26 to 29 ● (632) 929-62-52
Website: http:/www.denr.gov.ph/E-mail: web@denrgov.ph
June 30, 2016
DENR ADMINISTRATIVE ORDER

No. 2016- 21
SUBJECT : GUIDELINES GOVERNING THE PROCESSING OF

REQUESTS FOR PROCLAMATIONS AND ISSUANCE OF
SPECIAL PATENTS OVER AGRICULTURAL LANDS
Pursuant to Chapters X, Xl, Xll and Xlll of Commonwealth Act 141 or the Public
Land Act, Section 14 (par. 1), Chapter 4 (Book Ill) of the Revised Administrative Code of
1987, and Section 4 of Republic Act No. 10023 entitled, "An Act Authorizing the Issuance
of Free Patents to Residential Lands" dated March 9, 2010, the following guidelines
prescribing the standard procedures in the processing of requests for Proclamations and
in the issuance of Special Patents over agricultural lands is hereby issued for the
guidance and compliance of all concerned.
Section 1. Basic Policy. It is the policy of the State to ensure that public lands are
administered and managed efficiently and effectively and are disposed of
judiciously in favor of authorized beneficiaries, in accordance with the recognized
purposes under existing laws.
Section 2. Objective. This guidelines aims to prescribe rational and streamlined

procedures and requirements in the processing of requests for Proclamations and
issuance of Special Patents over agricultural lands for various purposes stated
herein.
Section 3. Scope and Coverage. This guidelines shall cover all agricultural lands
granted by the State in favor of the grantee by virtue of a law or a Proclamation by
the President of the Philippines.
Issuance of Special Patents involving public school sites shall be governed

by DAO 2015-01 dated March 4, 2015 entitled, "Guidelines for the Processing and
Issuance of Special Patents for Public School Sites under Republic Act No.
10023".
Section 4. Definition of Terms. As used in this Order, the following terms shall
be construed to mean as follows:
4.1 Agency of the Government — refers to any of the various units of

the Government, including a department, bureau, office,
instrumentality, or government-owned or controlled corporation, or a
local government or a distinct unit therein.
4.2 Agricultural land (alienable and disposable land) - refers to such

lands of the public domain subject to alienation and disposition by the
State in accordance with the Public Land Act, as amended, and other
related laws.
533
4.3 Approved plan - refers to a survey plan showing the metes and
bounds of a parcel of agricultural land and other pertinent information,
verified and approved by proper authority.
4.4 Branches of Government — refers to the executive, legislative and

judicial arms of the government.
4.5 Instrumentality - refers to any agency of the National Government,

not integrated within the department framework, vested with special
functions or jurisdiction by law, endowed with some if not all corporate
powers, administering special funds, and enjoying operational
autonomy, usually through a charter. This term includes regulatory
agencies, chartered institutions and government-owned or controlled
corporations.
4.6 LAMS (Land Administration and Management System) – a system

enhanced land record management facility that ensures integrity of
and access to land information such as cadastral maps, isolated
survey plans, public land applications, patents and titles, and also to
perform quick processing of land transactions and updating of land
records as well as the tracking of applications undergoing processing.
This is supported by a digital cadastral database that provides a spatial
reference.
4.7 Local Government — refers to the political subdivisions established

by or in accordance with the Constitution.
4.8 National Government — refers to the entire machinery of the central

government, as distinguished from the different forms of local
governments.
4.9 Philippine Standard Geographic Code (PSGC) — refers to

systematic classification and coding of geographic areas of the
Philippines. It is based on the four well-established hierarchical levels
of geographical-political subdivisions of the country such as the
administrative region, the province, the municipality/city and the
barangay.
4.10 Proclamation — an act of the President reserving any tract/s of land

of the public domain for government use or any of its branches or
instrumentalities or of the inhabitants thereof, for public or quasi-public
uses or purposes.
4.11 Public use or public purposes — utilization of parcels of land

exclusively by the government or any of its instrumentalities in
providing services to the general public, such as, but not limited to,
market places; town, city, provincial, or barangay halls; hospitals,
clinics and health centers; police stations; outposts; jails; and the like.
It shall also refer to the utilization of parcels of land for structures which
are open to general public, including, but not limited to, public plazas,
parks, resorts, roadways, recreational facilities, libraries, meeting
places, playgrounds, public parking lots, and the like.
4.12. Quasi- public use — those which belong to the State, without being
for public use, intended for some public service or for the development
of the National Wealth.
534
4.13 Sketch plan — plan showing the metes and bounds of the area
subject of the request for proclamation.
4.14 Special Patent — a public instrument issued by the government

confirming the grant by the State of the ownership over a parcel of
agricultural land in favor of the grantee by virtue of a Law or a
Proclamation by the President of the Philippines for purposes
authorized under Section 5 hereof.
Section 5. Purposes for Issuance of Special Patent. Special Patents shall only
be issued for the following purposes:
5.1. charitable or other similar purposes run or administered by the

government or any of its branches or instrumentalities;
5.2 public cemetery, municipal halls, public plazas or parks and other
government institutions for public use or public purpose;
5.3 other similar public purposes that may be identified.
Section 6. To Whom Special Patent is Issued. Special Patents shall be issued

only in favor of the following:
6.1 Republic of the Philippines, its agencies, branches and

instrumentalities;
6.2 Local Government Units (LGUs) such as provinces, cities and

municipalities.
Section 7. Requirements. The requirements for the processing and issuance of

Proclamation and/or Special Patent over a parcel of land are as follows.
7.1 In cases when the land is not yet reserved and/or subject of a
Proclamation, the following documents shall be required:
7.1.1 For the Applicant
a. Written request from the authorized official of the proponent

supported by the following:
a. 1 Survey plan of the land to be reserved duly approved by

proper authority or sketch plan prepared by a private Geodetic
Engineer and noted by the Chief, Surveys and Mapping
Division in case of unsurveyed areas (in which case an actual
survey shall be required by the proclamation subject to vested
rights);
a.2 Verified and certified correct technical descriptions of the

approved plan issued by the concerned Chief, Surveys and
Mapping Division; and
a.3 Recent geotagged photographs showing the panoramic view

of the area subject of the proposed proclamation as well as
adjacent areas/vicinities, improvements introduced,
landmarks, identifying features, settlements, if any, etc.
535
submitted by the requesting Party and validated by the Land
Investigator from CENRO.
a.4 Certification of no pending land registration case over the
proposed area issued by the Regional Trial Court (RTC)/Land
Registration Authority (LRA) having jurisdiction over the land;
7.1.2 For the DENR
a. Certification of status of land classification issued by the concerned

CENR Officer;
b. Comment and recommendation of the following:
b. 1 Provincial Health Officer duly concurred or recommended by

the Regional Director of the Department of Health (DOH) in
case of settlement, school, hospital, and other proclamation
when it may affect the health of the people;
b.2 District Engineer, duly concurred or recommended by the

Regional Director of Department of Public Works and
Highways (DPWH);
b.3 Schools Division Superintendent of the Department of

Education (DepEd) in case of school sites;
b.4 Provincial Commander of the Armed Forces of the Philippines

(AFP) in case of military reservations;
b.5 Provincial Manager of the Philippine Ports Authority (PPA) in

case the land abuts on the sea, lake or navigable river.
7.2 In cases when the land is already reserved or subject of a

Proclamation, the following documents shall be submitted:
a. Photo copy of Proclamation stating that the reservee/grantee is

granted ownership of the land through the issuance of a Special
Patent;
b. Verified and certified correct technical descriptions and approved

plan or Cadastral map issued by the concerned Chief, Surveys and
Mapping Division;
c. Certification of no pending land registration case over the proposed

area issued by the RTC/LRA having jurisdiction over the land.
d. Investigation report on the status of the land supported by

geotagged photographs, in cases when the request for issuance of
Special Patent was made after three (3) years or more from the
date of the issuance of Proclamation;
7.2.2 For the DENR
a. Certification of status of land classification issued by the concerned

CENR Officer;
536
7.3 In cases of lands actually occupied and used for municipal halls, public
plazas or parks and other government institutions for public use or
purpose under Section 4, R.A. 10023, there is no need to proclaim the
land and a Special Patent shall be issued directly. The following
documents shall be submitted:
a. Written request by the requesting Party endorsed by concerned

Head of government entities/LGU for the issuance of Special
Patent;
b. Cadastral map or Survey plan of the land duly approved by the

concerned DENR official;
c. Verified and certified correct Technical Descriptions issued by the

concerned Chief, Surveys and Mapping Division;
d. Recent (not more than 6 months) geotagged photographs showing

the panoramic view of the area subject of the proposed
proclamation as well as adjacent areas/vicinities, improvements
introduced, landmarks, identifying features, settlements, if any, etc.
submitted by the requesting Party and validated by the Land
Investigator from CENRO
e. Certification of no pending land registration case over the proposed

area issued by the RTC/LRA having jurisdiction over the land.
7.3.2 For the DENR
f. Certification of status of land classification issued by the concerned

CENR Officer.
Section 8. Procedures. All applications for Proclamations and/or Special Patents

shall be encoded and updated at all stages using the Land Administration and
Management System (LAMS). The following procedures shall be followed in the
processing of requests for issuance of Proclamation and/or Special Patent:
8.1 For lands not yet reserved and/or subject of a Proclamation;
8.1.1 The proponent shall file with the CENRO a written request with
the attached requirements stated in Section 7.1 hereof. The
request shall be assigned an Entry Number pursuant to Section
9 hereof;
8.1.2 Upon receipt of the request, the CENRO shall conduct a

preliminary evaluation to determine the completeness of the
supporting documents. The CENRO shall request the comments
or recommendations of other government agencies/offices
concerned at their level as enumerated in Section 7.1.2 (b. 1 up
to b.5). The CENRO shall conduct an ocular
inspection/investigation of the land subject of the request;
8.1.3 If the land sought to be reserved is not yet surveyed, the

proponent shall cause the survey or sketching of the land and
submit the survey returns or sketch plan to the concerned
Regional Office for verification and approval;
537
8.1.4 The application request shall be processed at the CENRO level
within thirty (30) days upon satisfactorily complying with all the
requirements. The CENRO shall prepare the Completed Staff
Work (CSW) and together with the request and the pertinent
papers, shall then be forwarded to the PENRO together with a
recommendation for issuance of Proclamation;
8.1.5 If after evaluation, the PENRO finds the request to be in order, he

shall make a proper recommendation and forward the request
and the pertinent papers to the Office of the Regional Director
(RD) within five (5) days from receipt of the documents from
CENRO;
8.1.6 The RD shall make the final evaluation, review, comments and
recommendations, as well as the draft Proclamation, pursuant to
the guidelines on CSW under OP Memorandum Circular (M.C.)
No. 68 dated September 17, 2004 and shall forward the same to
LMB within fifteen (15) days from receipt of the documents from
PENRO;
8.1.7 The LMB shall then make a validation of the technical

descriptions and draft the final version of the Proclamation. If all
the requirements have been satisfactorily complied with, the LMB
shall forward the pertinent papers to the Office of the Secretary,
through channels, together with the favorable recommendation
and draft Proclamation for transmittal to the Office of the
President (OP). The Proclamation shall be in the name of
"Republic of the Philippines — name of agency, LGU, etc." and
8.1.8 The signed Proclamation in favor of the requesting party, once

returned to DENR, shall be transmitted to LMB. If the
Proclamation expressly states that a Special Patent shall be
issued, then LMB shall prepare the same in accordance with the
requirements under Section 7.1 hereof, and forward it to the
Office of the Secretary for the signature of the Secretary. The SP
to be issued shall be in the name of the "Republic of the
Philippines — name of GA< LGU, etc." The flowchart for this
procedure is attached as Appendix A.
8.2. For lands covered by proclamation
8.2.1 The grantee shall file with the CENRO a written request for the
issuance of Special Patent with the attached requirements stated
in Section 7.2 hereof. The request shall be assigned an Entry
Number pursuant to Section 9 hereof.
8.2.2 In cases when the request for issuance of Special Patent was
made after three (3) years or more from the date of the
Proclamation, the CENRO shall conduct an investigation on the
land to determine its current status. The CENRO shall submit its
report and recommendation in accordance with the requirements
stated in Section 7.2. The request shall be processed at the
CENRO level within fifteen (15) days. The PENRO shall review
and endorse it to the RD within five (5) days from receipt of
documents from CENRO.
538
8.2.3 The RD shall forward it to LMB for the preparation of the Special
Patent within fifteen (15) days from receipt of the documents from
PENRO.
8.2.4 LMB shall prepare the Special Patent in the name of the grantee
upon receipt of the documents. If all the requirements have been
satisfactorily complied with, it shall prepare a CSW and forward
the request and the pertinent papers to the Office of the Secretary
together with the prepared Special Patent for the Secretary's
signature or transmittal to the Office of the President for the
President's signature, as the case may be, within fifteen (15) days
from receipt of documents from the Region. The report shall be
pursuant to the guidelines on CSW under OP MC 68 dated
September 17, 2004. The flowchart for this procedure is attached
as Appendix B.
8.3 For lands actually occupied and used for municipal halls, public plazas
or parks and other government institutions for public use or purpose
under Section 4 of Republic Act No. 10023.
8.3.1 The requesting party shall file with the CENRO concerned a
Request Form for the issuance of Special Patent with the
requirements stated in Section 7.3 hereof. The request shall be
assigned with a reference number pursuant to Section 9 hereof.
The Request Form is attached as Appendix C.
8.3.2 Posting of Notices. Upon receipt of the request, the CENR Office
concerned shall cause the posting of notice for fifteen (15) days
in three (3) public places such as in the Provincial, Municipal or
City Hall, Barangay Hall, CENRO, PENR Office or the premises
of the public land being applied for. The CENR Office shall issue
the certificate of posting of notice after the 15-day period has
elapsed.
8.3.3 The CENR Office is required to process the request, within a

period of one hundred twenty (120) days from the date of filing of
the request. The 120-day period starts upon filing of an
accomplished request for Special Patent. The period for
verification with DENR records (e.g. to determine whether or not
a patent had already been issued for the parcel in question) shall
be included in the 120-day period.
8.3.4 In case the land has no approved survey, the CENR Office shall
issue a Survey Authority/Order to requesting party or DENR
Survey Unit for the survey of the parcel. In such a case, the
survey and investigation under the next preceding section shall
as far as practicable be accomplished simultaneously. However,
the period for approval of surveys shall not be included in the 120-
day period.
8.3.5 The designated land investigator shall conduct an ocular

inspection on the subject land. He / she shall determine the
eligibility of the land under the provisions of RA 10023 as well as
verify the claims of the requesting party on the land. The land
investigator shall acknowledge the receipt of all documents
pertaining to the request for the issuance of a Special Patent.
539
8.3.6 The investigation report shall contain, among others, that the land
is alienable and disposable and that the land is actually
possessed, occupied and used by requesting government entity
for public purpose or public use. A statement as to the geo-hazard
or environmental condition of the land shall, as much as
practicable, be included in said report. In case an opposition is
filed, the 120-day period for processing shall be deemed
interrupted. Only oppositions based on a Certificate of Title duly
issued to the oppositor over the same parcel shall be given due
course. The CENR Office shall refrain from entertaining
oppositions based on frivolous claims.
8.3.7 The CENR Officer shall fast track the resolution of all oppositions
arising from the Special Patent requests through the use of
alternative dispute resolution (ADR) mechanisms. The CENR
Officer shall resolve the opposition or make a recommendation
within 30 days from the filing of such opposition.
8.3.8 Upon approval of the CENR Officer, the request and the complete
records of the Special Patent shall be forwarded to the PENR
Officer for his/her approval and signature.
The Special Patent to be issued shall be in the name of the

"Republic of the Philippines-name of LGU (city or municipality)/
agencies, branches and instrumentalities".
8.3.9 The PENR Officer shall have five (5) days from the receipt of the
transmittal from the CENR Officer to approve or disapprove the
Special Patent request. In the NCR, the Regional Director shall
approve and sign the Special Patent.
8.3.10 In case of disapproval of the request, the same is without

prejudice to the refiling thereof. The flowchart for this procedure
is attached as Appendix D.
8.4 The original copies of the Special Patent shall be transmitted to the
concerned Register of Deeds (ROD) for registration, copy furnished
the concerned RD, CENRO, LMB and the patentee of the transmittal
thereof within five (5) days from receipt of the signed Special Patents.
8.5 In case of the DENR-National Capital Region (NCR) where there is no

PENR and CENR Offices, the filing of requests for issuance of Special
Patents, investigation of the land and the processing of the requests
shall be done at the Regional Office.
8.6 Pending Special Patent applications or request for proclamations on

lands actually used and occupied by the government agencies/entities
under Section 6 hereof shall be automatically converted to request for
issuance of Special Patent under RA 10023 unless otherwise
disqualified from the provisions of the law and this Order.
The land investigator concerned shall see to it that the application is

amended accordingly and updated to comply with the requirements
under RA 10023 and this Order. The CENRO shall also notify the
requesting party of the new procedure for the issuance of the Special
Patent.
540
Section 9. Application Numbering. Applications for issuance of Proclamations
or Special Patents filed at the CENR Office shall be accepted and numbered in the
following manner:
Each application shall have a prefix representing Proclamation (P)/Special

Patent (SP); followed by the name of the Local Government Unit (LGU), National
Government Agencies (NGA), Constitutional Commission (COM), Government
Owned and Controlled Corporations (GOCC), Legislative Branch (LEG) or
Judiciary (JUD), then a six-digit rurban code and a three-digit sequential number
beginning with 001 for every municipality/city. The Philippine Standard Geographic
Code (PSGC) published by the Philippine Statistics Authority (PSA) shall be used
as reference for the rurban codes.
Example 1: Entry No. SP-LGU-083719-001
Rurban Code:
08- code number for Region VIII (Eastern Visayas)

37- code number for Province of Leyte
19- code number for Municipality/City Hilongos
001- sequence number of application received
Example 2: Entry No. SP-NGA-137404-001
Rurban Code.
13 - code number for NCR

74- code number for second district
04- code number for Quezon City
001 - sequence number of application received
Section 10. Patent Numbering. The PENR Office shall assign a unique number
for every Special Patent approved and signed by him pursuant to Section 8.3.9
hereof. Such number shall have a prefix representing Special Patent (SP); LGU
(LGU), NGA (NGA), Constitutional Commission (COM), Government Owned and
Controlled Corporations (GOCC) Legislative branch (LEG) or judiciary (JUD); a
three-letter provincial code (ex. Abra—ABR) and a four-digit sequential number
beginning with 0001 for every province. The list of the three-letter provincial code
is attached in this Order as Appendix E.
Ex. Special Patent No. SP-LGU-ABR-0001 for the first Special Patent for
LGUs issued in the province of Abra under this Order.
For the cities and municipalities in the National Capital Region, the three letter
code shall be NCR.
Ex. Special Patent No. SP-GOCC-NCR-0001 for the first Special Patent
for GOCC issued in the NCR under this Order.
Section 11. National Database of Proclamations/Special Patents Issued. All

applications for Proclamations and/or Special Patents shall form part of the
database of the Land Administration and Management System (LAMS) of the
Regional Offices. The LMB shall maintain an integrated national database of all
patents through LAMS.
Section 12. Limitations and Restrictions. All lands that were titled through
Special Patent under Section 4 of RA 10023 and Section 8.3 hereof shall not be
541
disposed of unless sanctioned by Congress if owned by the National Agency, or
sanctioned by the Sanggunian concerned through an approved ordinance, if
owned by the local government unit.
Special Patents issued under Sections 69 and 83 of the Public Land Act
and Sections 8.1 and 8.2 hereof shall not be encumbered or alienated except when
the public service requires their being leased or exchanged, with the approval of
the President, for other lands belonging to private parties, or if the Congress
disposes otherwise.
If proclaimed lands are not used pursuant to the purpose of the

Proclamation, titling through Special Patent shall not proceed.
Section 13. Monitoring and Validation of Special Patent. A monitoring

mechanism shall be developed by DENR in coordination with Congress, Local
Government Units (LGUs), and other Stakeholders. This is to ensure that the lands
granted under this Order shall not be used for any purpose other than for which it
was issued.
Section 14. Forms for Special Patent. The Judicial Forms to be used for Special
Patent are hereto attached as Appendix F (under CA 141) and Appendix F1
(under RA 10023).
Section 15. Separability Clause. If for any reason or reasons, any part or parts
of this Order shall be declared unconstitutional or invalid, other parts or provisions
thereof not affected thereby shall continue to be in full force and effect.
Section 16. Repealing Clause. All orders and other issuances inconsistent
herewith are hereby superseded, repealed and/or modified accordingly.
Section 17. Effectivity. This Order takes effect fifteen (15) days after its
publication in any newspaper of general circulation and upon receipt of a copy
hereof by the Office of the National Administrative Register (ONAR).
Original Signed
RAMON J.P. PAJE
Secretary
PUBLICATION : MALAYA
JULY 8, 2016
ACKNOWLEDGEMENT : UP LAW CENTER

JULY 13, 2016
542
Appendix A. Process Flow for Lands not yet Reserved and/or Subject of a Proclamation
RD (15 days) SENR (30 days)

1. For final evaluation, review LMB (15 days) SENR (5 days)
comment and recommendation LMB (15 days) SENR (15 days)
RED LMB SENR RED
3 4
LMB (5 days)
1
PENRO Cc: RD, PENRO, CENRO & patentee
1 - DRAFT PROCLAMATION
- APPROVED PROCLAMATION
CENRO ROD 2
3 - DRAFT SPECIAL PATENT

CENRO (30 days)
All requests for proclamations
should be filed with the CENR office
1. For investigation, ocular inspection - SIGNED SPECIAL PATENT
4
drafting of Survey Authority.
2. Conduct of survey and prepare
plan and Technical Descriptions
543
Appendix B. Process Flow for Lands Covered by Proclamation
RD (15 days) SENR (30 days)

1. For final evaluation, review LMB (15 days) SENR (5 days)
comment and recommendation LMB (15 days) SENR (5 days)
1 2
RD LMB SENR OP
1. LMB (5 days)
PENRO 2. KNB (5 days)
PENRO (5days)
1. For review, commend Cc: RD, PENRO, CENRO & patentee
and recommendation
1 - DRAFT SPECIAL PATENT

CENRO
2 - SPECIAL PATENT SIGNED BY THE PRESIDENT

CENRO (15 days) ROD
All requests for issuance of special patent over
lands covered by proclamation should be filed
with the CENR office.
1. For investigation, ocular inspection 3 - SPECIAL PATENT SIGNED BY THE SECRETARY
2. Conduct of survey and prepare plan and
Technical Descriptions
3. When the request for issuance of special
patent was made after three (3) years from
the date of the proclamation, the CENR
Office concerned shall conduct an
investigation to determine its current status
544
Appendix C

Department of Environment and Natural Resources
Community Environment and Natural Resources Office
_________________________
REQUEST FOR ISSUANCE OF

SPECIAL PATENT FOR LOCAL OR
NATIONAL GOVERNMENT INSTITUTIONS
Entry No. _____________

Request No.: __________
Name of Local/National Government Institution: ________________________________
Location: ______________________________________________________________
Authorized Officer: ______________________________________________________
Address: ______________________________________________________________
Contact no: __________________________ e-mail: ____________________________
Lot No. _____________________ Pls. ___________________________
Cad. _______________________
Area _______________________
_________________________
Authorized Officer
Attachments:
_____ Historical background of possession/occupation
_____ Recent photographs with panoramic view and improvements
_____ Court or LRA certification of no pending land registration case
SUBSCRIBED AND SWORN TO before me this ______________________day of

___________________________ at ____________________________.
______________________________
Office Authorized to
Administrative Oath
545
Appendix D. Process Flow for Lands Under Section 8.3
PENRO (5 days from the receipt of transmittal from CENRO)
for review and approval or disapproval
SP to be issued shall be in the name of the
Republic of the Philippines-name of LGU (city or municipality)/agencies,
Branches and instrumentalities
For registration
PENRO ROD Cc: RD, CENRO, LMB
Original copies of the SP transmitted (5 days from receipt of signed SP) and Patentee
CENRO to process within 120 days

from the date of filing of request
CENRO to issue Certificate of Posting

of Notice after 15 days
Posting of notice
15 days
CENRO
CENRO (120 DAYS)

All requests for issuance of Special Patent
over lands actually occupied and used for
municipal halls, public plazas or parks and other
government institutions for public use or purpose
under Section 4 of RA 10023 should be filed within the CENR office
1. Posting of Notice within 15 days upon receipt of request
2. For investigation, ocular inspection
3. Conduct of survey and prepare Technical Descriptions
4. In case the government site has no approved survey, the CENR Office
shall issue a Survey Authority/Order to requesting party or DENR Survey
Unit for the survey of parcel
5. In case of oppositions arising from the SP requests, the CENR Office shall
fast track the resolution using the Alternative Dispute Resolutions (ADR)
546
mechanisms.
6. The CENR Officer shall resolve the opposition or make a recommendation
with 30 days from the filing of such opposition
Appendix E
List of Provincial Codes
PROVINCE CODE
1. Abra ABR
2. Agusan del Norte AGN
3. Agusan del Sur AGS
4. Aklan AKL
5. Albay ALB
6. Antique ANT
7. Apayao APA
8. Aurora AUR
9. Basilan BAS
10. Bataan BAN
11. Batanes BTN
12. Batangas BTG
13. Benguet BEN
14. Biliran BIL
15. Bohol BOH
16. Bukidnon BUK
17. Bulacan BUL
18. Cagayan CAG
19. Camarines Norte CAN
20. Camarines Sur CAS
21. Camiguin CAM
22. Capiz CAP
23. Catanduanes CAT
24. Cavite CAV
25. Cebu CEB
26. Compostela Valley COM
27. Cotabato NCO
28. Davao del Norte DAV
29. Davao del Sur DAS
30. Davao Oriental DAO
31. Dinagat Island DIN
32. Eastern Samar EAS
33. Guimaras GUI
34. Ifugao IFU
35. Ilocos Norte ILN
36. Ilocos Sur ILS
37. Iloilo ILI
38. Isabela ISA
39. Kalinga KAL
40. La Union LUN
41. Laguna LAG
42. Lanao del Norte LAN
43. Lanao del Sur LAS
44. Leyte LEY
45. Maguindanao MAG
46. Marinduque MAD
547
47. Masbate MAS
48. Mindoro Occidental MDC
49. Mindoro Oriental MDR
50. Misamis Occidental MSC
51. Misamis Oriental MSR
52. Mountain Province MOU
53. National Capital Region NCR
54. Negros Occidental NEC
55. Negros Oriental NER
56. Northern Samar NSA
57. Nueva Ecija NUE
58. Nueva Vizcaya NUV
59. Palawan PLW
60. Pampanga PAM
61. Pangasinan PAN
62. Quezon QUE
63. Quirino QUI
64. Rizal RIZ
65. Romblon ROM
66. Samar (Western Samar) WSA
67. Sarngani SAR
68. Siquijor SIG
69. SOrsogon SOR
70. South Cotabato SCO
71. Southern Leyte SLE
72. Sultan Kudarat SUK
73. Sulu SLU
74. Surigao del Norte SUN
75. Surigao del Sur SUR
76. Tarlac TAR
77. Tawi-Tawi TAW
78. Zambales ZMB
79. Zamboanga del Norte ZAN
80. Zamboanga del Sur ZAS
81. Zamboanga Sibugay ZSI
* Codes based on International Organization for Standardization (ISO)
548
SAMPLE ONLY
Appendix F
Judicial Form No. 00141-RP Book ………

Page ………
SN.00000000-00

Department of Justice
Land Registration Authority
Registry of Deeds for the ______________
Original Certificate of Title

No. ________________
SPECIAL PATENT
Entered in accordance with Proclamation No. ___________ dated ________________ and

spread in the records, as follows:
DEPARTMENT OF ENVIRONMENT AND NATURAL RESOURCES

LAND MANAGEMENT BUREAU
SPECIAL PATENT NO. ___________
TO ALL WHOM THESE PRESENTS SHALL COME, GREETINGS:
Whereas, pursuant to Proclamation No. ___________ dated ____________________, that

reserved a certain tract of land of the public domain as __________________________________ for
______________________________________ by granting ownership of a parcel thereof to the
Republic of the Philippines - ____________________________________________________:
NOW THEREFORE, that by authority of the Constitution of the Philippines, there is hereby
granted and conveyed unto the Republic of the Philippines - _________________________________
__________________________________________, a certain parcel of the public domain identified as
Lot _____________________, containing an area of _______________________________________
(________________) square meters, more or less, situated at ________________________________
______________________________________________, the technical description of which is
particularly described on the back hereof.
The said tract of land be subject to the provisions and restrictions imposed under Section 69
of the Public Land Act or Commonwealth Act 141, as amended, as follows: “Special Patents issued
under Sections 69 and 83 of the Public Land Act shall not be encumbered or alienated except when the
public service requires their being leased or exchanged, with the approval of the President, for other
lands belonging to private parties, or if the Congress disposes otherwise.” Further, the proclamation or
special patent issued over lands that are used or utilized for the purpose other than the purpose stated
in the proclamation shall be cancelled.
WITNESS my hand seal of the Republic of the Philippines this _______________ day of
______________, Two Thousand and _______________________ at ________________________.
President of the Republic of the Philippines
Transcribed in the “Registration Book” in the

Province of __________________ pursuant to the
provisions of Section 103 of P.D. No. 1529 on the
______ day of ______________Two thousand and
_________________ at _________________
_____________________________________ ___________________________________
Owner’s Postal Address Register of Deeds
549
SAMPLE ONLY
Page A
TECHNICAL DESCRIPTIONS
(Continued on Additional Sheet ____________ Page ____________ ______________________)

Register of Deeds
550
SAMPLE ONLY
Page C
Continued from Page B
(Continued on Additional Sheet ____________, Page _________ ______________________)

Register of Deeds
551
SAMPLE ONLY
Page B
MEMORANDUM OF ENCUMBRANCES
Entry No. _____________
(Continued on Page C, ______________________)

Register of Deeds
552
SAMPLE ONLY
Appendix F1
Judicial Form No. 10023-RP Book ………

Page ………
SN.00000000-00

Department of Justice
Land Registration Authority
Registry of Deeds for the ______________
Original Certificate of Title

No. ________________
SPECIAL PATENT
Entered in accordance with Section 4 of Republic Act 10023 and pursuant to a Special Patent
issued by the Department of Environment and Natural Resources, at Quezon City, on
___________________________ and spread in the records of the said Department as follows:
DEPARTMENT OF ENVIRONMENT AND NATURAL RESOURCES

REGION NO. __________
SPECIAL PATENT NO. ___________
TO ALL WHOM THESE PRESENTS SHALL COME, GREETINGS:
The Republic of the Philippines- ________________________________________________

______________________________________________________________ a public institution
situated at _______________________________________________________________________
Region ___________ is hereby granted this Special Patent with an area of
_________________________________________________________________________________
(________________) square meters, more or less and more particularly bounded and described at the
back hereof.
This Special Patent shall not be disposed by the grantee without the authorization of Congress
if owned by a National Agency, or authorized by the Sanggunian concerned through an approved
ordinance, if owned by a Local Government Unit in accordance with Section 4 of Republic Act 10023.
WITNESS my hand seal of the Republic of the Philippines this _______________ day of
______________, in the year Two Thousand and _____________________.
By Authority of the President

of the Philippines
________________________________________
Transcribed in the “Registration Book” in the
Province of __________________ pursuant to the
provisions of Section 103 of P.D. No. 1529 on the
______ day of ______________Two thousand and
_________________ at _________________
_____________________________________ ___________________________________
Owner’s Postal Address Register of Deeds
553
SAMPLE ONLY
Page A
TECHNICAL DESCRIPTIONS
(Continued on Additional Sheet ____________ Page ____________ ______________________)

Register of Deeds
554
SAMPLE ONLY
Page B
MEMORANDUM OF ENCUMBRANCES
Entry No. _____________
(Continued on Page C, ______________________)

Register of Deeds
555
SAMPLE ONLY
Page C
Continued from Page B
(Continued on Additional Sheet ____________, Page _________ ______________________)

Register of Deeds
556
MEMORANDUM
TO : ALL RDs
D, NASUs & NOSUs
(Attn: C, RLRDD/PD, PPOs)
FROM : TDL
SUBJECT : Unoccupied Lots/Real Estate Properties of AFP/PC-INP
DATE : December 3, 2009

_________________________________________________________________
1. Reference: MOA on PNP solely used/occupied lots executed by and between
PNP and AFP on July 25, 2009.
2. Pursuant to the July 25, 2008 Memorandum of Agreement (MOA) executed by

and between AFP & PNP, relative to the transfer of AFP-PC/INP properties solely
occupied by PNP, the AFP and PNP is conducting a joint inspection of AFP and PC/INP
lots which are solely occupied properties by the PNP. Consequently, the teams were
able to identify lots/camps which are presently unoccupied by either AFP or PNP and are
now infested by informal settlers.
3. In view thereof, you are directed to undertake the following actions:
a) Identify and make an inventory of AFP and PC-INP lots which were
previously reserved, donated/occupied, and/or purchased by Philippine
Constabulary and/or Integrated National Police (PC and PC/INP) and/or
presently unoccupied by PNP. Include also those properties previously
inspected by the joint AFP & PNP team and were found to be
unoccupied;
b) Advise concerned PD, PPOs to establish possession/ownership over

the properties say, by constructing structure/s (permanent or
temporary) with signages particularly on whatever open spaces are
available; and
c) To initiate necessary and legal action/s to repossess and reclaim the

property from informal settlers.
4. For guidance and compliance.
Original Signed
Police Director
Copy furnished:
Chief, PNP
557
August 13, 2007

ODL NUMBER 2007-02
I. TITLE:
PROCEDURES AND GUIDELINES IN ACCEPTING DONATED LOTS AND

ESTABLISHING PRIORITY LOTS FOR TITLING IN THE NAME OF THE PNP
II. REFERENCES:
a. First PNP Logistics Family Conference dated March 1 & 2, 2007;

b. Memo of Agreement between PNP and AFP on Transfer of AFP/PC-INP
properties to PNP;
c. PNP Integrated Transformation Program.
III. PURPOSE AND SCOPE:
This SOP prescribes the policies, procedures, guidelines and responsibilities in

accepting donated lots and establishing lot titling properties for Police Offices.
IV. OBJECTIVES:
1. To simplify and facilitate the acceptance of donated lots.

2. To determine suitability and usefulness of the donated lots to the PNP.
3. Establish priorities in the titling of donated lots.
4. To avoid any future legal impediments that may arise as a result of the
donation.
V. POLICIES:
A. ACCEPTANCE OF DONATED LOTS
1. The property to be donated shall be strategically located and suitable for

use of the PNP. It should conform to the following requirements:
a. The property must be within the habitable area;

b. The property must be accessible to the public; and
c. Preferably the property must be near the Local gov't unit offices.
2. The lot to be donated must be supported with the following legal documents:
a. Titled or segregated from Mother Title;

b. Registered with Technical Description;
c. Absolute Deed of Donation; and
d. Approved Sangguniang Bayan/panglungsod/Panlalawigan Resolution
with complete supporting documents.
3. Free from any encumbrances;
558
4. Must not be a subject of any litigation;
5. Must pass the minimum lot area requirements;
POLICE STATIONS
a. 1000sqm for type “A” Police Station;

b. 600sqm for type "B" Police Station: and
c. 400sqm for Type "C" Police Station
6. Must be ready for any improvements/construction;

7. Basic utilities such as Light, Water & Communication can be easily made
available; and
8. It should conform with the LGU development plan.
B. ESTABLISHING PRIORITIES FOR TITLING OF DONATED LOTS:

FIRST PRIORITY
Titled real property donated as a whole without a need of survey and with
complete documents such as:
1. Original Owners Duplicated Copy of OCT/TCT in the name of the Donor.

2. Deed of Donation duly signed by the Donor and Donee (Absolute or
Conditional).
3. Tax Declaration in the name of the PNP (latest).
4. Approved plan and Technical Description from DENR/LRA.
5. Both Sangguniang Bayan/Lungsod/Panlalawigan Resolution conforming the
act of the Donor for LGU donated properties. Included in the resolution is the
juridical personality of the donor whether a corporation, LGU or individual.
SECOND PRIORITY
Titled real property which need to be surveyed such as the following:
1. Donated properties not segregated from the mother title with the
following complete documentary requirements:
a. Original Owners Duplicated Copy of OCT/TCT in the name of the

Donor.
b. Deed of Donation duly signed by the Donor and Donee (Absolute or
Conditional).
c. Tax Declaration in the name of the PNP (latest).
d. Approved plan and Technical Description from DENR/LRA.
e. Both Sangguniang Bayan/Lungsod/Panlalawigan Resolution
conforming the act of the Donor for LGU donated properties.
Included in the resolution is the juridical personality of the donor
whether a corporation, LGU or individual.
2. Titled Real Properties in the name of RP, PC or INP that must be titled
in the name of PNP in accordance with Section 8 of RA 8551;
3. Properties to be titled in the name of the PNP supported by LGU fund

for the titling activities which will entail minimum expense from the PNP.
4. Real Estate properties jointly used by AFP and PNP.
559
THIRD PRIORITY
a. Untitled/Titled real property which need to be surveyed and subject for

administrative or judicial proceedings.
1. Deed of Donation and Deed of Acceptance from the PNP

(Absolute or Conditional).
2. Board/Sangguniang Bayan/Lunggod/Panlalawigan resolution
confirming the act of the Donor. Included in the resolution is the
juridical personality of the donor whether a corporation, LGU or
individual.
3. Latest Tax Declaration in the name of the Donor or the PNP.
4. Sketch Plan or Technical Description of the Mother Lot.
b. Donation was made in the name of RP, PC or INP solely occupied by the
PNP (pending its final turn-over by the AFP to the PNP).
c. Donation was made to AFP but solely occupied by the PNP (pending its
final turn-over by the AFP to the PNP).
d. Donation was made to AFP but jointly used by the AFP and PNP (pending
its final turn-over by the AFP to the PNP).
e. With current court litigation filed by interested parties due to claims and
controversies on the property.
VI. PROCEDURES:
1. Acceptance of Donated Lots:
a. Deed of Donation — The Head of units/offices to whom the property was

offered shall prepare the Deed of Donation which shall signed by the donor before a duly
acknowledge Notary Public. After due execution of the donation by the Donor, the Chief
of office may accept the donation or the same shall be transmitted to the Chief, PNP for
acceptance (Attn: Directorate for Logistics, PNP) in eight (8) copies with the following
supporting papers:
1. Transfer Certificate of Title;

2. Lot location plan of the property duly certified by a Registered Geodetic
Engineer;
3. Tax Declaration (current);
4. Real Estate Tax Receipt;
5. Board / Sangguniang Bayan/ Lungsod/Panlalawigan resolution confirming
the act of the Donor for LGU donated properties. Included in the resolution is the juridical
personality of the donor whether a corporation, LGU or individual.
b. In case the Chief of Office/Unit accepts the donation, he shall submit an original
copy of the donation to the Directorate for Logistics copy furnish the Director, PNP
Engineering Service.
c. The donor shall be notified of the acceptance and consummation of the

donation.
560
2. Titling procedures according to classification of land are as follows:
a. For registered land (portion donated for the mother lot)
1.) Conduct research and secure documents pertaining to the lot at PNP,
DENR or LRA
2.) Conduct Survey of property
3.) Submit survey plan to DENR for approval
4.) Payment of Taxes/Gov't Fees
5.) Proceed to register of Deeds for application of TCT
b. For registered land (donation of whole as started in TCT/OCT)
DENR or LRA
2.) Payment of Taxes/Gov't Fees
3.) Proceed to register of deeds for application of TCT
c. For unregistered land thru judicial titling
DENR or LRA
2.) Conduct survey of property
4.) Application for titling at the RTC
5.) Publication
6.) Hearing
7.) Gov't Order from RTC
8.) Issuance of Decree Number from LRA
9.) Issuance of OCT at Register of Deeds
d. For unregistered land thru Administrative Titling
1.) Conduct research and secure documents pertaining to the lot

2.) Conduct survey property
4.) Secure Clearances from baranggay, municipal /City, DOH, DPWH and etc.
5.) Application for Presidential Proclamation with DENR
6.) Issuance of Presidential Proclamation by the President
7.) Application of Special Patent with the DENR
VII. RECESSION:
VIII. EFFECTIVITY:
Original Signed
ERNESTO V BELEN
Police Director
561
March 25, 2002
Circular
Number 2002-05
SUBJECT: ACQUISITION AND MANAGEMENT OF PHILIPPINE NATIONAL POLICE

(PNP) REAL ESTATE PROPERTIES AND RESERVATIONS
SECTION I. REFERENCES:
1. Administrative Code of 1987;
2. Government Accounting and Auditing Manual;
3. Joint Circular No. 1 dated 30 Sept 89 bet. DENR, DBM, and DPWH
4. Letter of Instruction (LOI) “TITULO”.
5. Logistics Circular No. 002-02
6. Civil Code of the Philippines
SECTION II. PURPOSE AND SCOPE
This circular sets forth the policies, guidelines and procedures in the
acquisition, administration, management and disposition of all PNP owned,
occupied, possessed, administered, managed or controlled real properties and
reservations.
SECTION III. DEFINITION OF TERMS
1. PNP/Police Reservation - any real estate property which has been

reserved/allocated for police functions/purposes by the President of the Republic
of the Philippines through Presidential Proclamations/Executive Orders or
Decrees, by Acts of Congress or any other competent authority.
2. Real Property — estate/land/building or any man-made structure,

more or less permanently attached to the land of immovable character and fixed
in such a way that the same cannot be separated from the soil without damage or
deterioration of the object.
3. PNP Real Property - both land and structures as described in No. 1

& 2 above, as well as those acquired through continuous occupation or possession
and its prescription and exercise of ownership are governed by operation of law.
Likewise, included are real properties now or in the future declared under the name
of or acquired by whatever title in the name of the Philippine National Police (PNP).
4. Unit(s) – Regional Police Offices, PNP National Service Support

Unit(s), Provincial, District, City and Municipal Police Offices/Task Forces or any
562
PNP group organized by competent authority in charge with the administration,
use, occupancy or actual possession of any PNP real property.
5. Head of Office - anyone who is designated Chief or Head of a PNP

Office or unit.
SECTION IV. GENERAL GUIDELINES
1. Only the Chief, Philippine National Police has the final authority to
decide transactions over all PNP real properties or modes acquiring private properties.
2. All heads of offices of PNP Units are authorized to undertake

preliminary steps in all transactions appurtenant to acquisition and management of PNP
real property. Said preliminary steps shall include: among others, gathering of pertinent
documents, initial communication with owner(s) and other essential matters.
3. Head of office can only enter into contracts involving any PNP real
property upon prior written approval of the Chief, Philippine National Police.
4. In the conduct of any mode of acquisition of private real

estate/property for the PNP, the following must be avoided, to wit:
4a. Dealing with unregistered properties;
4b. Properties with Notice of lis pendens, liens, attachments and

encumbrances like Mortgages/Lease/Tenancy agreements, etc;
4c. Donations with conditional terms/obligations. Absolute

donations that impose no burden on the PNP are preferred; and
4d. Properties that are occupied by squatters, tenants, lessees

and the likes.
5. Heads of units/offices must at their Ievel consult their respective PNP

Regional Legal Officers, or if possible, local lawyers sympathetic to the PNP prior to
formally proceeding to any real property transaction.
6. Heads of units/offices shall review their existing records on

properties acquired and donated to their units. Emphasis should be laid on those terms
and conditions, or other burdens imposed on the PNP which may result in reversion of
ownership to the donor(s) especially so if the PNP has already occupied the property or
has initiated improvement.
7. ln cases where such terms and conditions were not implemented,

the head of the unit or office shall effect immediate remedial steps to overcome such
oversights.
8. Where the donor, the heir, or successor in interest is re-claiming the

donated property either informally (no formal complaint filed in court) or where judicial
proceedings had commenced, immediate notice/information must be relayed to C, PNP
(Attn: ODL).
9. Heads of units/office must not allow, either verbally or in any formal

document, the entry, use, occupation or alienation if any PNP real property/reservations
by any individual including PNP members, whether uniformed personnel or NUP, for their
personal use. Serious administrative sanctions will be imposed on violators of this
563
provision. Likewise, said heads or unit,/offices shall cause the removal, relocation, or
transfer or individuals illegally or unlawfully occupying or using PNP real estate properties
in their respective areas. Said heads units/offices shall be liable under the doctrine of
command responsibility.
PROCEDURES PRIOR TO ACQUISITION
SECTION V. REGISTERED PROPERTY
Any PNP unit planning to acquire a registered property for police use shall
determine the existence of the following documents.
1. Original Transfer Certificate of Title
The unit or officer charged with the administration of real properties in his
jurisdiction will verify the existence or an original copy OCT/ICT at the Register of
Deeds of the Province/City where the property is situated. A certified true copy of
the Owner’s Duplicate Copy shall be secured from the Register of Deeds to include
any liens, encumbrances, mortgage, lease, notice of lis pendens, etc.
2. Tax Declaration and Realty Tax Payment
The tax declaration of the prospective land shall be verified with the
Municipal/City/Provincial Assessors Office. Proof of tax payment or tax certificate
shall be secured from the City or Municipal Treasurer’s office.
3. Lot Survey Plan
A certified copy of survey plan with technical description of the lot shall be
secured from the Regional Office of DENR or from the local Bureau of Lands.
Actual inspection of the site shall be undertaken to determine location of boundary
monuments and the general condition of the area.
4. Tenants Squatters
Certification from the local government units (LGUs) that the prospective lot
is free from any claimant. Likewise, clearance from DAR/DA/DENR must be
secured to ascertain the status of the said real property.
SECTION VI. UNREGISTERED PROPERTY
1. Documents of Ownership
The unit in charge with the administration of land in the Regional

Commands and National Support Units shall examine the authenticity of the
supporting documents to ascertain ownership of the land. Verification shall be
made with the Register of Deeds of the Province or City where the property is
situated. Such action will determine whether the land is registered under Act 496
better known as Spanish Mortgage Law or found in the books of unregistered
lands.
2 Tax Declaration
The owner’s copy of the latest tax declaration shall be scrutinized. The
original of the tax declaration shall be verified on the file of the
Municipal/City/Provincial Assessor’s office and certificate of tax payment shall be
obtained from the Treasurer of the municipality/city where the land is situated.
564
3. Lot Plan (Survey of Land)
A certified copy of survey plan with complete technical descriptions of the

lot shall be secured from the Regional Office or DENR. Actual location/relocation
survey of the lot shall be conducted to establish the boundaries, location of
monuments and the general condition or the area.
4. Tenants Squatters
The Heads of PNP units or offices shall conduct site inspection to ascertain
that the land to be acquired is free from any squatter, tenant and the like.
SECTION VII. PUBLIC/PRIVATE DOMAIN
1. Public domain
Public domain planned to be acquired shall be surveyed and the plan

submitted to the Department of Environment and Natural Resources for processing
and approval.
2. Private Domain
The status of the land shall be verified with the agencies of the government
administering property. Actual survey shall be undertaken. Location plan of the
prospective land shall be approved by duly authorized offices.
SECTION VIII. FUNDS
All expenses necessary to secure the data mentioned in the preceding paragraphs
shall be defrayed by the PNP.
MODE OF ACQUISITION AND PROCEDURES
SECTION IX. DONATION
1. Properties are donated to the Government either directly in

exchange for direct benefits such as consideration for certain concessions or
indirectly such as the promotion of peace and order in the locality. Procedure for a
Donation is shown (Annex A).
2. Whenever property is offered to the government for use of the PNP,

the Head of unit/office to whom the property is offered shall undertake preliminary
negotiation with the owner. Subsequently, an after activity report shall be submitted
to the Chief, PNP through the Director for Logistics with the following data.
2a. Name and address of the prospective donor;
2b. Technical description of the property and vicinity plan of the area;
2c. Terms and conditions of the donated land, if any;
2d. A Statement as to its future or proposed utilization.
3. Preparation of Deed of Donation. The Head of unit/office to whom

the property was offered shall prepare the Deed of Donation. (Annex “B”) which
shall be signed by the donor before a duly acknowledged Notary Public. After due
565
execution of the donation by the donor, the same shall be transmitted to the Chief,
PNP (Attn: Director for Logistics, PNP) in eight (8) copies with the following
supporting papers:
3a. Transfer Certificate of Title;
3b. Lot location plan of the property duly certified by a Registered

Geodetic Engineer;
3c. Tax Declaration (Current);
3d. Real Estate Tax Receipt;
3e. Board/Sangguniang Bayan/Lungsod/Panlalawigan resolution

confirming the act of the Donor. Included in the resolution is the
juridical personality of the donor whether a corporation, LGU or
individual.
4. The Chief, PNP upon the joint recommendation of the Director for
Logistics, Director, Legal Service and Director, Engineering Service shall hereafter
approve/disapprove the donation. Approved Deed of Donation shall be kept at
ODL.
5. The Director, PNP Engineering Service shall cause the registration

of the donated lot in the name of the Philippine National Police. The Directorate for
Logistics shall provide funds for this purpose.
6. The donor shall be notified of the acceptance and consummation of

the donation.
7. Immediate compliance shall be taken by the Donee on the terms

and conditions provided for in the Deed of Donation. However, if said terms and
conditions were not complied with within the specified period, the Donor shall be
informed immediately stating the reasons/causes of delay.
8. ln case the land is unregistered in the Register of Deeds, cancel the

proposed execution of Deed of Donation.
9. The Office or the Director, PNP Engineering Service shall be the

depository of the TCT of the donated property, a copy of which shall be furnished
the Director for Logistics.
SECTION X. LEASE
1. Preliminary Negotiations. The head of unit/office desiring to lease a

private property shall ascertain the willingness of the owner to lease the property
and the rental rate of the same.
2. Subsequently, the head of unit/office concerned shall forward

request to the Chief, PNP (Attn: Director for Logistics, PNP) to include the following
data or documents:
Land and/or Building:
2a. The PNP unit which needs the property;
566
2b. Location plan, approved plan and a brief description of the
land with existing improvement/building plan duly approved by
the Provincial/City/Municipal Engineer;
2c. Proposed utilization of the property;
2d. Estimated area of land/building;
2e. Expected date of occupancy;
2f. Name and address of the owner;
2g. Documentary evidence of ownership such as OCT or TCT,

Tax Declaration and Real Estate Tax Receipts;
2h. Commitment in writing that the owner is willing to lease the

property at a certain rental rate;
2i. Certificate of occupancy; and
2j. Accomplished Lease Contract and Supporting documents.
3. Preparation of Lease Contract utilizing RE Form No. 3 (Annex “D”).
3a. Parties – Contracting parties shall be the Chief, PNP as the

lessee, and the owner of the property or somebody who was officially
appointed by a corporation, LGU or individual shall be considered as
the lessor;
3b. Terms and Conditions of the Lease Contract:
3b.1. Contract shall contain the technical description of the

property to be leased copied verbatim from the title thereof;
3b.2. The period of the lease shall be specified subject to

renewal at the option of the PNP;
3b.3. In case the property is not registered under the Spanish

Mortgage Law or under RA No. 456, no lease contract shall
be entered into;
3b.4. The parties concerned shall sign the Contract of Lease

which shall be notarized by a Notary Public.
4. Flow Chart for Lease (Annex “C”)
5. The Lease Contract shall bear the amount which the Lessee shall
pay the Lessor in words and in figures duly approved by the Chief, PNP. The
amount of rental shall be certified as reasonable by the Department of Public
Works and Highways.
6. Documents and other supporting papers to be attached to the Lease

Contract:
6a. Floor Plan/Sketch of the building with measurements;
567
6b. For buildings outside of Metro Manila
6b.1. Certificate by the City/Municipal Mayor or Provincial

Governor, as the case may be, that there are no available
spaces within the City/Provincial Capitol Building;
6b.2. Certification as to the reasonableness of the stipulated

monthly rental by the City/Provincial Auditor, as the case may
be, and the Regional Chief of Cities or Provinces where there
is a Regional Office/Provincial/City Office of the Department
of Public Highways;
6c. Certificate of Occupancy by the head of the PNP occupying

unit;
6d. Certified copies of the title and/or evidence of ownership in

eight (8) copies to include tax declaration and tax receipt for the
current year; and
6e. Area of the property to be leased.
7. Funding - The fund chargeability shall be stamped at the back of the

original of the Contract of Lease by the Accounting/Budget/Fiscal Officer of the
Unit concerned. In case of insufficiency of funds, a certification that funds will be
programmed for the purpose shall be attached to the Contract of Lease (RE Form
No. 5) Annex E.
8. Actions of Director for Logistics, PNP - Upon receipt of the proposed

Contract of Lease, the Director for Logistics, PNP shall refer the contract to
Director, PNP Engineering Service for recording and processing and to the
Director, Legal Service for legal sufficiency which, after determination will be
returned to DL for further recommendation to the C, PNP for approval.
9. Approval of the Lease Contract – The final arbiter of the

reasonableness of rental rate is the Department of Public Works and Highways
subject to the approval of the Secretary of the Department of the Interior and Local
Government upon recommendation by the C, PNP.
10. Whenever the PNP intends to rent/lease privately owned buildings

or spaces for private use, the PNP must adhere to the provisions of Sec 524 of the
GAAM and Sec 65 Chapter 13, Book IV of the Revised Administrative Code of
1987.
11. Payment of rental – Payment of rentals shall be made upon receipts

of the accomplished voucher by the Disbursing Officer of the unit concerned.
12. The Director for Logistics shall program funds for payment of rentals.
SECTION XI. PURCHASE
1. Private Property (Flow Chart in the Purchased of Private Property –

Annex F)
1a. The head of unit/office charged with the acquisition of the land
shall secure a certified copy of the tax declaration from the Provincial
or City Assessor to determine the fair market value of the property
568
sought to be acquired pursuant to Presidential Decree No. 76, S -
72. Preliminary coordination shall be made with the property owner
with the end in view of having the property acquired by the
government at a price not to exceed the fair market value as declared
by the owner or the assessor as shown in the tax declaration
whichever is lower;
1b. If the negotiation mentioned above fails, the head of unit/office

concerned shall make a formal offer to buy. The price set forth in the
offer to buy shall in no way exceed the fair market value as
determined by the Provincial/City Assessor or as declared by the
owner whichever is lower;
1c. The formal request for the purchase of the land shall be
accompanied by the following documents:
1c.1. Documentary evidence showing ownership of the

property, such as Original Certificate of Title or Transfer Certificate
of Title, tax declaration, tax receipt, approved lot survey plan, tax
clearance as may be necessary (photocopy or certified true copy will
suffice):
1c.2. A brief description of the land, together with existing

improvements, if any. The proposed utilization and development, to
include time frame of the development, financing aspect, due of
expected occupancy and certificate that no suitable police
reservation is available for the purpose intended;
1d. The PNP Engineering Service upon receipt of the request,

substantially complying the preceding paragraphs, processes the
supporting papers and verifies the contents thereof. Said Service
shall then prepare the necessary Deed of Sale, to be signed by the
Vendor and the Chief, PNP or his duly authorized representative
which shall be subsequently notarized;
1e. Fund Requirement – The fund requirement for the acquisition

of the property shall come from the National Headquarters and the
certification of fund availability shall be stamped by the Chief,
Accounting Division at the back of the original of the Deed of
Absolute Sale;
1f. Registration of Deed of Absolute Sale – The Director, PNP

Engineering Service or head of unit or office initiating the purchase
of the lot shall cause the registration of the Deed of Absolute Sale
with the end in view of consolidating the title to the property in the
name of the Philippine National Police; and
1g. The office of the Director, PNP Engineering Service shall be

the final depository of the title and the original copy of Deed of
Absolute Sale of the purchased Property, a copy or which shall be
furnished to the Director for Logistics and units concerned.
2. Property owned by Political Subdivision, and/or Agencies of the

Government.
2a. ln case the property is owned by the Provincial, City or

Municipal Government and/or agencies of the government,
569
negotiation shall be made with the Governor, City Mayor and
Municipal Mayor or the Head of the agency as applicable;
2b. A resolution authorizing the Governor, the Mayor or the Head

of the Agencies to dispose/sell property must be secured; and
2c. The procedure prescribed in the acquisition of private property

shall then be followed.
SECTION Xll. BARTER/EXCHANGE
Barter or Exchange - The word connotes exchange of real properties

between the PNP and private individual or other government agencies or entities.
ln this kind of contract like any other contracts where there is a conveyance of real
properties, the authority to execute for in behalf of the PNP is vested on the C,
PNP or any other officer expressly designated by him.
Basis for Barter – The basis for the barter of the exchange of PNP property
with private or government property shall be the fair market value of the property
involved to be determined pursuant to the provisions of Presidential Decree No 76,
s-72.
SECTION XIII. PERMIT
1. The unit interested in acquiring/utilizing land on a temporary basis

which is owned by a private individual, a political subdivision or instrumentality or
the government, shall apply in writing to the owner concerned.
2. Written Report
- After preliminary negotiations have been undertaken and the owner has
signified his/her willingness to Iet the PNP unit use the property for free, the unit
concerned shall submit a report to the Director for Logistics, PNP citing the terms
and conditions of the permit (RE Form Nr 4). Annex Il.
3. Procedure before occupancy
- Before occupancy of the property, the head of the using unit shall survey
the premises describing in every detail the nature, condition, and improvement
found therein. The report shall be incorporated in RE Form Nr. 1. Annex 1. The
result of the survey shall be included in the request as required by paragraph E2.
Under no circumstances will the property be occupied without the written approval
or the Chief, PNP. Should necessity demand, the permit shall be transmitted in the
most expeditious manner.
SECTION XIV. EXPROPRIATION
1. Expropriation of private property shall be resorted only after all

modes of acquisition of private property through purchase, barter or exchange
have been exhausted by the government.
2. Procedure
2a. Expropriation of private property and all interest therein for

PNP use shall be resorted to where acquisition by any other mode
fails and the property is still needed by the PNP.
570
2b. The heads of the interested units shall forward a request to
the Chief, PNP (Attn: Director for Logistics, PNP) for the acquisition
of the land. The request shall include the following documents in
eight (8) copies to support the action on expropriation:
2b.1 The plan or sketch of the property showing the definite

boundary and improvement thereon, if any;
2b.2. Certificate of occupancy or expected date of occupancy

by the concerned;
2b.3. Certified copy of title, tax declaration and tax receipt for
the current year and/or any evidence of ownership, if any;
2b.4. A certification from the Fiscal and Accounting Officer

that the amount for the provisional value is available and shall
be deposited with the appropriate Provincial/City Treasurer
upon order of the court;
2b.5. Copies of resolution or certification from the

Provincial/City appraisal committee showing the fair market
value and tax declaration per Presidential Decree No. 76, S-
72;
2b.6. Condition Survey of the premises immediately before

occupancy (RE Form Nr 1); Annex 1 and
2b.7. A summary report of the negotiation with the owner to

include circumstance under which appropriation of the
property is deemed justifiable.
2c. The Chief, PNP upon the recommendation of the Director for
Logistics, the Director, Legal Service and the Director, PNP
Engineering Service shall request authority from the President for the
acquisition of the land through expropriation.
2d. Entity to initiate expropriation proceedings - Upon receipt of

the authority granted by the President to the Chief, PNP to
expropriate the private property, the latter shall request the office of
the Solicitor General to file with the proper court an action to
expropriate the private property. The Solicitor General shall be
furnished the following documents:
2d.1. Presidential authority to expropriate;
2d.2. Technical description of the property;
2d.3. A list of names and addresses of the owners concerned

to include persons having interest on the land;
2d.4. A map/plan of the property duly approved by the Bureau

of Lands;
2d.5. Separate evaluation of the property if it consists of

several parcels of lands to include the improvements therein
per Presidential Decree No. 76, s-72; and
571
2d.6. Certification by the respective Fiscal and Accounting
Officer to the effect that the fund for the provisional value is
available.
2e. The Solicitor General shall file expropriation proceedings with

the Regional Trial Court of the Province or City where the property is
located.
2f. Writ of Entry – as soon as the Writ of Entry and the order to
deposit the amount corresponding to the provisional value of the
property is promulgated, the equivalent amount shall be deposited
with the corresponding Provincial/City Treasurer.
2g. Payment of Property – any withdrawal from the provisional

value deposited with the treasurer not otherwise covered by a court
order shall be opened. Payment to the owners shall be made only
after the judgement rendered by a competent court shall have
become final and executory.
2h. Progress report shall be rendered once a month during the

pendency of the expropriation proceedings until such time that final
judgment has been rendered therein.
2i. Titling - upon issuance of the decision by the court and

payment on the lot has been made as ordered, issuance of title(s) to
the lot shall be worked out with the Register of Deeds of the Province
or City where the land is located.
SECTION XV. EXECUTIVE PROCLAMATION
1. Before any portion of public or private domain shall be proclaimed

for PNP use by the President, the area shall be clearly delineated and a boundary
survey conducted subject to the approval of the Bureau of Lands. The area shall
be marked by distinctive concrete monuments for proper identification.
2. After the survey is approved by the Bureau of Lands, the head of the
unit shall forward a request to the C, PNP for the proclamation of the area to
include:
2a. List of adverse claims or private rights existing within the

property, if any;
2b. Location of each claim as reflected in the overall plan/map;

and
2c. Proposed development plan of the area.
3. The C, PNP upon receipt of the request and upon recommendation

of the Director for Logistics, PNP shall cause the preparation of the draft of the
proposed proclamation. The recommendation shall be to the Secretary of the
DILG, attaching thereto the data/documents mentioned in the paragraph
immediately preceeding.
4. Upon issuance of the proclamation, the head of the unit shall be duly
informed and the development shall start.
572
5. If, for any reason, the contemplated project is not pushed through,
steps shall be taken to vacate the area with the end in view of giving other
government agencies a chance to utilize the property.
SECTION XVI. EMERGENCY OCCUPATION OF PRIVATE PROPERTY
Except when Exigencies of PNP services so require, under no circumstance

shall private property be occupied or construction started therein by any PNP Unit
prior to the issuance of a written permit from the Director for Logistics, and the
execution or perfection of the proper contract of lease with the owner. The
exigencies of PNP service referred to herein are those which could not allow delay
in the occupancy of the property in question without involving the loss of life,
destruction of government property or serious detriment to the service.
Immediately thereafter, the head of the occupying PNP unit shall report to the
Director for Logistics in writing, stating the circumstances surrounding the
occupancy. If necessary, a confirmatory Contract of Lease shall therefore be
initiated by the head of the unit concerned in accordance with the procedure
outlined above, otherwise such occupancy may be settled by a quit claim
agreement.
SECTION XVII. RIGHT OF WAY (EASEMENT)
1. Public Use - Request Right of Way for use of the public shall be
granted by the DILG upon recommendation of the Chief, PNP.
2. Procedure:
2a. Initial Action – Upon receipt of the request for right of way, the
head of the unit who exercises administration and control over the
reservation affected shall determine the necessity of the right of way.
He shall forward his recommendation to the Chief, PNP to include a
sketch plan showing the duration of the right of way and a statement
to justify the granting of the request.
2b. The Director for Logistics shall coordinate with the Director,
PNPES and the Director, Legal Service as to the legal basis of said
right of way and the contract/agreement to be used. The Director for
Logistics after careful study and finding the request meritorious, may
recommend favorably to the Chief, PNP who in turn shall recommend
the granting of right of way to the Secretary of the DILG.
2c. Period – In all cases, no perpetual right of way shall be

granted to any person except a government agency or any of its
political subdivision.
3. Granting of Road Right of Way Permit within PNP Reservations
3a. Permits to qualify persons or corporations for a Road Right-

of-Way within PNP reservations may be granted provided that:
3a.1. The security of the PNP property is not affected;
3a.2. The purpose of the road right of way is legitimate;
3a.3. Activities shall be under the supervision of the PNP units

in possession of the property;
573
3a.4. There is no other passage or routes except through the
PNP property;
3a.5. It is only for the specific route and duration; and
3a.6. PNP security clearance must be secured.
3b. In no case shall a road right-of-way of an individual company

be allowed without the written approval of the Chief, PNP and/or the
Secretary of the DILG. All company personnel shall secure PNP
Security Clearance from the Director for Intelligence.
SECTION XVIII. ADMINISTRATION OF PROPERTIES
1. Active PNP Real Property – PNP properties in active use shall be

administered by the head of the unit/office in actual possession as administrator of
the Chief, PNP.
2. Inactive PNP Real Property – PNP properties not in active use for
police purpose shall be administered by the Chief, PNP through the Director for
Logistics. TDL through PNPES is empowered to appoint the Head of the PNP unit
nearest the reservation as administrator of the property. The officer so appointed
shall be directly responsible to and shall receive from the Chief, PNP through the
Director for Logistics all matters relating to the administration of the properties
entrusted to them.
3. Responsibility of Commander/Administrator – Commanders or

administrators shall acquaint themselves or through responsible officers, of the
limits of the reservation under their administration. He shall adopt measures and/or
action, which shall deny any unauthorized person entry or construction into the
reservation.
4. The Administrator of all PNP reservations shall render an annual

accounting report of all expenses and income derived therefrom to the Chief, PNP
through the Director for Logistics. The annual accounting report shall be submitted
on the 15th of January immediately following the current year.
DISPOSAL OF REAL ESTATE
1. PNP owned real estate may be disposed of by sale, donation or

barter. The Director, Engineering Service with the concurrence of the Director,
Legal Service and other concerned Directorial Staffs may recommend of the Chief,
PNP the disposal of property under any of the means mentioned above and Unit
Commander may recommend to the Director, Engineering Service the disposal of
PNP real property under them if necessary in the PNP. If upon receipt of such
recommendation, the Director, Engineering Service finds that the same would
adversely affect or would not be in consonance with overall PNP plans, he shall
make proper commend to the Chief, PNP. In all cases, overall PNP plans, he shall
make proper comment to the Chief, PNP. In all cases, disposal of all PNP owned
property through any of the means indicated above shall be only upon the
recommendation of the Director, Engineering Service, the reasons thereof shall be
indicated, and subject to the approval the Chief, PNP.
2. LIMITATIONS:
2a. Real properties acquired by the PNP either by purchase or

donation, reserved by Proclamation or Executive Order of the
574
President of the Philippines, cannot be the subject of any form of
disposition or alienation such as sale/lease unless the President
declares the same alienable.
2b. Real properties purchased by the PNP not reserved by

Proclamation or Executive Order maybe sold or exchange with other
properties, as the Chief, PNP may direct upon the recommendation
of the Director Engineering Service, subject to the approval of the
President of the Philippines pursuant to Section 48, Chapter 12,
Book I of the Revised Administrative Code of 1987.
2c. Real properties donated to the PNP may be sold or

exchanged with other properties, subject to the conditions of the
donation and approval of the President pursuant to Section 48,
Chapter 12, Book I of the Revised Administrative Code of 1987.
2d. The properties referred to in Sections 2 and 3 immediately

proceeding may also be leased by the Chief, PNP upon the
recommendation of the Director, Engineering Service under such
terms and conditions that it may be revoked at any time the police
exigencies demand. In case the property was donated to the PNP,
the leasing will only be permitted provided that it will not be in conflict
with the terms of the donation.
ACCOUNTABILlTY/RESPONSIBILITY
1. Real Property Acquired by Purchase – Accountability of the unit

Accountable Officer shall commence upon payment of the said property.
2. Real Property Acquired by Transfer from Government Agencv -

Accountability of the Unit Accountable Officer shall commence upon receipt of the
approved transfer of said property. Unit Accountable Officer shall render an annual
property report to the D, Engineering Service and The Director for Logistics.
3. Non-Republic Building - Accountability for Non-Republic Building

shall commence upon receipt of the D, Engineering Service of a copy of the Report
of Property found in station from the Unit Accountable Officer.
4. Persons Accountable and Responsible for Real property:
5a. For land belonging to the PNP – The Director, Engineering

Service shall directly and exclusively accountable and/or responsible
to the Chief, PNP.
5b. For buildings belonging to the PNP - Accountability belongs to

the Accountable Officer of the Units, Camps and Stations through
the Regional Engineers. Occupants of buildings shall be directly
responsible for the proper care and maintenance of the buildings.
Commanders of Camps and Stations shall also be responsible from
the point of view of Command Responsibility.
6. Accessories and/or Parts of Buildings - Whether Republic or Non-

Republic which have been reclaimed or salvaged as a result of
alterations, repairs or dismantling shall be registered in the
accountability of the Supply Officer thereof in the report of Property
Found in Station.
575
7. Records to be maintained by Supply Officer:
7a. For land – Director, Engineering Service shall maintain the

records utilizing General Form Nr. 46 (a) showing the location plan,
brief description, assessed value, and PNP reference number. The
Director, Engineering Service shall submit annually to the C, PNP
complete Inventory Report of the same.
7b. For Buildings - The Accountable Officer shall maintain

Equipment Ledger Cards, General Form Nr. 46 (a) showing the
location plans or brief description and assessed value. All building
and installation acquired by the PNP whether Republic or Non-
Republic shall be recorded in these cards. The cards at the Office of
the Director, Engineering Service shall reflect all the buildings of the
PNP including those accountabilities have been transferred to units
in the field.
7c. ln both accountabilities for land and for buildings, the records
of the Accountable Officers shall be subject to the examination and
audit by the Internal Auditor, PNP or his authorized representative
and by the Auditor General or his authorized representative.
8. Transfer of Accountability:
8a. The accountability and/or responsibility for land including the

records shall be transferred by means of General Form Nr. 30 (a).
8b. The accountability for all PNP buildings shall also be

transferred by means of General Form Nr. 30 (a).
9. Relief of Accountability for Real Property:
9a. Land - when the PNP loses ownership of any piece of land by
sale, transfer or other forms, the Director, Engineering Service shall
be relieved of this accountability upon notation in the Equipment
Ledger Cards, supported by papers or documents concerning the
transaction or evidence in the manner in which the PNP has lost
ownership of such land. The original and two (2) copies of these
documents shall be forwarded to the Internal Auditor, PNP.
9b. Buildings:
9b.1 Republic Buildings - Republic Buildings rendered

unserviceable through fair wear and tear shall be dropped from the
accountability of the officer accountable thereof by 1 & 1 Report,
General Form Nr. 17 (a). Buildings, rendered unserviceable other
than by fair wear and tear (such as destroyed by fire, typhoon or
other form of calamities) shall be dropped from the accountability of
the accountable officer in the manner provided for under Logistics
Circular No. 002-02 otherwise known as “Procedures to be followed
in Requesting for Relief from Property Accountability.
9b.2 Non-Republic Building – Buildings and installation

rendered unserviceable by fair wear and tear shall be dropped from
the accountability by accomplishment and submission of the 1 & 1.
Buildings destroyed or damaged other than by fair wear and tear
(such as destroyed fire, typhoon or other form of calamities) shall be
576
dropped from the accountability of the officer accountable thereof
through the Report of Survey.
10. Alteration, Transfer and Demolition of PNP Buildings – no alteration

or transfer of buildings belonging to the PNP shall be made without prior approval
of the Chief PNP. Any major or substantial alteration made on PNP building under
the books of the accounts of the Director, Engineering Service shall be reported to
him within ten (10) days after completion of such alteration.
11. LIABILITY - The Unit Commander or any PNP personnel entrusted

with the administration or use of a particular PNP owned real property or private
property leased or occupied by a PNP unit, 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.
SECTION XIX. REPEALING CLAUSE
All policies, memoranda, issuances and other circulars, or portions thereof

inconsistent with this circular are hereby rescinded/repealed or modified
accordingly.
SECTION XX. EFFECTIVITY
This Circular shall take effect fifteen (15) days from the filing of a copy
hereof at the University of the Philippines Law Center in consonance with Sections 3 and
4, Chapter 2, Book VII of Executive Order No. 292, otherwise known as “The Revised
Administrative Code of 1987”, as amended.
Original Signed
LEANDRO R MENDOZA
Chief, PNP
577
PROCEDURE/FLOW CHART FOR A DONATION
(ACCEPTANCE)
Annex “A”
Provincial Regional Director

Legal Director for
Director Director Engineering C, PNP
Service Service Logistics
PPO PRO
Prepared Deed of
Donation signed by the
Donor from Chief of
Police of
City/Municipality
DONOR
578
DEED OF DONATION
This DEED OF DONATION is made and executed by the

______________________________, with office address at _________________ and
hereinafter referred to as the DONOR by virtue of _____________________________,
and
PHILIPINE NATIONAL POLICE (PNP), an agency of the Republic of the

Philippines, created and existing by virtue of RA 6975, with its National Headquarters at
Camp Crame, Quezon City, Philippines, hereto represented by
___________________________________, and hereinafter referred to as DONEE.
WITNESSET H
DONOR is the authorized representative of the ____________________ as the

owner in free simple of a parcel of land as evidenced by Declaration of Real Property
issued by the Municipal/City Assessor’s Office, ______________, which parcel is located
at ___________________ and more particularly described as follows:
“A parcel of land, located at ________________ containing an area of

__________________ bounded on the ______________________________________.
DONOR, for and in consideration of his desire shall provide a permanent site for
the use of the PNP as _____________________________;
DONOR further takes cognizance of the fact that this DONATION, peace and order
in the community would be further enhanced and as an act of civic consciousness and
liberality on his part, DONOR hereby voluntarily GIVES, TRANSFERS AND CONVEYS
by way of DONATION unto the DONEE and its successors in-interest, a portion of the
above-described property containing an area of ______________________sq. meters,
together with all the improvements found thereon, free from all liens, encumbrances and
charges of whatever kind;
DONOR affirms that this donation is not made with intent to defraud his creditors,
and that he has sufficient funds and property reserved for himself and his obligations;
DONEE hereby expresses his appreciation and gratefulness for the kindness and
generosity of the DONOR.
IN WITNESS WHEREOF, both parties have hereunder subscribed there names

this ______ day of _______________ 200__ at __________ Philippines.
____________________________ _______________________________
(Donor) (Donee)
Representing the _____________ Representing the PNP

Residence Cert No. ___________ Residence Cert No. _______________
Issued on ___________ Issued on _______________
Issued at ___________ Issued at _______________
579
SIGNED IN THE PRESENCE OF:
__________________________ __________________________
Witness Witness
ACKNOWLEDGMENT

Province of ) S. S.
Municipality of )
BEFORE ME, Notary Public, this _________ day of ________________, 200 __

personally appeared _______________________________ and __________________
With Residence Certificate Numbers written below their names, all known to me to be the
same persons who executed the foregoing DEED OF DONATION and acknowledged to
me that the same are their free and voluntary acts and deeds.
That this instrument consist of two (2) pages including this page where the
acknowledgement is written.
WITNESS MY HAND AND SEAL, at place, month, date and year first above
written.
_____________________________
Notary Public
Until ____________________
P. T. R. No. ______________
Doc No. ____________

Page. No. ____________
Book No. ____________
Series of 2002
580
PROCEDURE/FLOW CHART FOR LEASE OF PRIVATE PROPERTY
Annex “C”
Chief of Police Provincial Regional The Director

City/Municipality Director Director for Logistics
Proposed
Contract of
Lease signed by
the owner for
approval of C, Director, Director,
PNP Legal Engineering
Service Service
C, PNP
581
CONTRACT OF LEASE
This Agreement entered into this day _________________________ of

_____________ at ____________________________________, Philippines, by and
between.
PHILIPPINE NATIONAL POLICE (PNP), a government institution organized and

existing in accordance with Republic Act 6975 with address at Camp Crame, Quezon
City, represented by Police Director General ___________________________, Chief,
PNP, hereinafter referred to as “LESSEE”.
-and-
(Name of corporation/person/association/LGU/NGA), with office address:

______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
____________________________________ hereinafter referred to as “LESSOR”
WITNESSETH THAT:
WHEREAS, the LESSOR is the lawful possessor of a parcel of land (the “Lot”) located at
______________________________________________________________________
____________________________________ (Technical Description).
WHEREAS, THE LESSEE has offered to use the land (the “lot) with an area
___________________________ square meters, more or less, to be used
____________________________________, and the LESSOR has accepted the
LESSEE offer;
NOW, THEREFORE, in view of the foregoing premises, the parties agree as

follows:
ARTICLE I
TERM AND CONSIDERATION
This Agreement shall be for a period of one (1) year which shall commence on
__________________________________ and shall expire at midnight on
_____________________________________, renewable every year upon mutual
agreement of the parties.
For and in consideration of the use of the lot: LESSEE shall remit the amount of
Php ________ by means of a check to be issued in the name of
_______________________ free simple of a parcel of land as evidenced by Declaration
of Real Property issued by the Municipal/City Assessor’s Office, _______________.
582
R. E. Form Nr. 5
(HEADING)
Date:
CERTIFICATION
This is to certify that the amount of Php _________________________________

will be program to support the funding requirement of the Lease Contract to be entered
into by and between the PNP and _________________________________________.
(Other Party)
___________________________ _________________________
Budget and Fiscal Officer Unit Commander
583
PROCEDURE/FLOW CHART PURCHASED OF PRIVATE PROPERTY
Annex F
Chief of Police Provincial Regional The Director

City/Municipality Director Director for Logistics
Formal request
for the Purchase
of land with
pertinent Director, Director,
documents Legal Engineering
Service Service
C, PNP
584
R. E. Form No. 1
CONDITION SURVEY
Land Owner: _____________________ Address: ____________________
Location: _____________________ TCT/OCT No. ___________________
PSU/CAD Lot No. _________________ Assessor’s Lot No. _______________
Boundaries:
North _____________________ South _______________________
East _____________________ West _______________________
Kinds of land. (Residential, Commercial, Industrial, Agricultural & Mineral)
REMARKS:
_______________________________ _____________________________
Surveyor/Engineer Unit Commander
585
MEMORANDUM OF AGREEMENT
This Memorandum of Agreement, entered into this day ___________________ of

________________ at ________________________, Philippines, by and between:
PHILIPPINE NATIONAL POLICE (PNP), a government institution organized and

existing in accordance with Republic Act 6975 with address at Camp Crame, Quezon
City, represented by Police Director General LEANDRO R MENDOZA, Chief, PNP,
hereinafter referred to as “PERMITEE”
-and-
(Name of Person/Corporation/Association/LGU/NGA), with Office Address at

______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________ hereinafter referred
as “PERMITTER”
WITHNESSETH THAT:
WHEREAS, the PERMITTER is the lawful possessor of a parcel of land (the “lot”)
located at ____________________________________________________________.
WHEREAS, the PERMITTER has offered to use the lot with an area of
________________square meters, more or less to be used as ______________, and the
PERMITEE has accepted the PERMITTER’S offer to use the lot without precuniary
consideration.
NOW, THEREFORE, in view of the foregoing premises, the parties agree as

follows:
TERMS AND CONDITIONS
This Agreement shall be for a period of _____ year which shall commence on
__________ and shall expire at midnight on __________________, renewable upon
mutual agreement of the parties.
IN WITNESS WHEREOF, both parties have hereunder subscribed their names

this __________ day of _______ 200___ at _____________, Philippines.
_______________________ ______________________
PERMITTER PERMITTE
586
15 December 1995
LOGISTICS CIRCULAR
NUMBER 05
PNP IDENTIFICATION AND CLASSIFICATION OF REAL

PROPERTIES, AND MARKING OF BUILDINGS/STRUCTURES
I. GENERAL:
This Circular will serve as a guide to ensure maximum efficiency in the

management, accounting and inventory of all Philippine National Police real properties.
II. PURPOSE AND SCOPE:
This prescribes the procedure in identifying and classifying PNP real properties
and marking of unit area code and identification number to all buildings and structures of
the Philippine National Police.
III. POLICY
It shall be a policy that all lands shall have the identification code and
classification, units/offices shall have the area code and all buildings and structures shall
have the identification code, number and markings.
IV. DEFINITION OF TERMS
The following terms as used in this circular shall be contained to mean:
1. Real Property – shall include building, land, roads and all other
constructions adhering to the soil and everything attached to it and immovable in a fixed
manner in such a way that it cannot be separated without breaking the material or
deterioration of the object.
2. Land – Any real estate property owned, controlled and administered by the
Philippine National Police acquired thru Purchase, Deed of Donations, Deed of
Exchange, Loan or Lease, Expropriation, content and category occupation. These
includes lands which has been reserved for Philippine National Police function purposes
by the President through Presidential Proclamation, Executive Order or Decree, including
lots/properties allocated to the Philippine National Police, the defunct Philippine
Constabulary and Integrated National Police thru Presidential Proclamation, Executive
Order or Decree, Permits and other acquisition mean or source.
3. Buildings – Any construction, edifice, facilities such as quarters, barracks,

office, dormitories, condominiums, hospitals, infirmaries, dispensaries, chapels, hangars,
mess hall, theaters, post office, banks, exchanges, shop, administration, recreational,
technical, industrial, school, storage, warehouse, pier shades, grandstand and covered
bleachers. Type of construction of building are either permanent, semi-permanent or
587
temporary. Present status of which are either occupied, unoccupied and excess or for
disposal.
4 . Structures – included are facilities such as interments, shades, tents,

frames, wharfs, piers, trestles, storage tank, tower, underground structures for storage or
other purposes such as igloo and similar installation, fences, walls, swimming pools and
training facilities.
V. LAND IDENTIFICATION CODE, DESCRIPTION AND CLASSIFICATION
1. All lands owned and or occupied as defined hereto shall be assigned with
Identification Code consists of two digit number prefixed by a letter "L" which stands for
land or lot, based on its description of present utilization and or proposed utilization as
follows:
Code Description
L01 National Police Headquarters

L02 Regional Police Command Headquarters
L03 Provincial Police Command Headquarters
L04 City Police Command Headquarters
L05 District Police Command Headquarters
L06 Provincial Mobile Force Headquarters
L07 City Police Station
L08 Municipal Police Station
L09 Police Sub-Station/Precinct
L10 Detachment/Kabayan Centers/Block/Mobile
L11 National Support Units Headquarters
L12 Regional Support Units Headquarters/Offices
L13 Provincial Support Units Headquarters/Offices
L14 City/Municipal Support Units Headquarters/Offices
L15 Reservation (Unoccupied Lands)
2. Classification of lands as defined hereto shall be based on the population of

the locality where it is located, as follows:
Classification Population
A 100,000 and above

B 75,000 to less than 100,000
C 30,000 to less than 75,000
D less than 30,000
3. In case of change of the identification code and classification, the Chief, PNP
thru the Director for Logistics shall issue appropriate directive and such changes shall be
subsequently applied by the implementing units/offices.
4. These Identification code, description and classification shall be used in

filling up columns “CODE”, shall have its assigned function code and identification
number.
2. The principal function code of buildings and structures are as follows:
588
Code Function
H - National Headquarters (NHQ) Buildings/Structures

R - Regional Headquarters (RHQ) Buildings/Structures
P - Provincial (PHQ)/City Command Buildings/Structures
F - Regional (RMF)/Provincial Mobile Force (PMFC) Buildings/
Structures
D - District Command Buildings/Structures
S - City/Municipal Station/Precinct Buildings/Structures
SS - Sub-Station/Detachment/Kabayan Centers/Block/Mobile
LS - Logistics Support Service Buildings/Structures
CC - Computer Service Buildings/Structures
FS - Finance Service Buildings/Structures
MD - Medical & Dental Service Buildings/Structures
CE - Communications Service Buildings/Structures
CH - Chaplain Service Buildings/Structures
L - Legal Service Buildings/Structures
HS - Headquarters Support or Regional Support Service
CL - Crime Laboratory Service Buildings/Structures
MC - Maritime Command Buildings/Structures
AC - Aviation Security Command Buildings/Structures
NC - Narcotics Command Buildings/Structures
SF - Special Action Force Command Buildings/Structures
TC - Traffic Management Command Buildings/Structures
PC - Police Community Relations Command Buildings/Structures
CI - Criminal Investigation Command Buildings/Structures
PS - Security Command Buildings/Structures
CS - Civil Security Command Buildings/Structures
ES - Engineering Service buildings/Structures
3. The Identification Number of buildings/structures corresponding its description

or purpose as listed in Annex “D”.
4. Other buildings or structures not included in the list shall be referred to C, PNP
thru Director for Logistics for subsequent issuance of its corresponding function code
and identification number.
5. These buildings/structures function code and identification number shall be used

in filling up column “BUILDING CODE” of Inventory Report of Buildings/Facilities.
IRFORM No. 1 (Annex “E”).
6. Change of Function Code and Identification Number-
a. When the building or structure has been transferred to new

user/occupant, it will be identified to conform with the allotted function
code and identification number of such user/occupant.
b. When two or more building or structures are joined together to form a

single building or structure, it will be identified by only one function code
and identification number, the basis shall be the user/occupant charge
for administration.
589
c. When the building or structure has no user/occupant at the effectivity of
this Circular, it will be identified from the former user/occupant .
d. Report of changes shall be submitted to C, PNP thru Director, PNP ES

copy furnished Director for Logistics.
VIII. MARKING OF BUILDING AND STRUCTURES
1. All buildings and structures shall bear marking which will composed of unit
area code (paragraph VI), function code and identification number (paragraph VII).
2. The prescribed marking of buildings or structures of REPCOM 1 to 12,

ARMM and CAR as illustrated below:
a. Regional Command Headquarters
03PAD101
R - 01
03 – Denotes the area code of the Regional Command consists of two

digit number.
PA- Denotes the area code of the Province where the Regional
Headquarters is located consists of two letters.
D1 - Denotes the area code of the Congressional District where the

Regional Headquarters is located consists of one digit number
and prefixed by a letter D.
01- Denotes the area code of the City/Municipality where the Regional
Headquarters is located consists of two digit number.
R- Denotes the function code of the Regional Headquarters building/

facility consist of a letter.
01- Denotes the identification number of the building/facility consists

of two digit number.
b. Provincial/City Command Headquarters
03PAD101
P - 01
03 –Denotes the area code of the Regional Command consists of

two digit number.
PA- Denotes the area code of the Province consists of two letters.
D1- Denotes the area code of the Congressional District where the
Provincial/City Command Headquarters is located consists of
one digit number and prefixed by a letter D.
590
01- Denotes the area code of the City/Municipality where the
Provincial Command Headquarters is located consists of two digit
number.
P- Denotes the function code of the Provincial/City Command

Headquarters building/facility consist of a letter.
01- Denotes the identification number of building/facility consists of

two digit number.
c. District Command Headquarters
03PAD101
D - 01
03 – Denotes the area code of the Regional Command consists of

two digit number.
District Command Headquarters is located consists of
one digit number and prefixed by a letter D.

District Command Headquarters is located consists of two digit
number.
D- Denotes the function code of the District Command


two digit number.
d. City/Municipality Police Station/Precinct
03PAD101
S - 01
03 – Denotes the area code of the regional Command consists of

two digit number.
City Municipal Police Station/Precinct is composed of consists
of one digit number and prefixed by a letter D.
01- Denotes the area code of the City/Municipality consists of two

digit number.
S- Denotes the function code of the City/Municipal Police

Station/Precinct building/ facility consist of a letter.
591
two digit number.
e. City/Municipality Police Sub-Station/Detachment/ Kabayan

Centers /Block/Mobile
03PAD101
SS - 01
03 – Denotes the area code of the Regional Command consists of

two digit number.
City/Municipal Police Sub-Station/Detachment/Kabayan
Centers/ Block/Mobile is composed of consists of one digit
number and prefixed by a letter D.

Police Sub-Station/Detachment/Kabayan Centers/Block/Mobile
is located consists of two digit number.
SS- Denotes the function code of the City/Municipal Police Sub-

Station/Detachment/Kabayan Centers/Block/Mobile building/
facility consist of a letter.

two digit number.
3. For NCRC buildings or structures, the prescribed marking as illustrated

below:
a. Regional Command Headquarters
NRED01
R - 01
NR- Denotes the area code of the Regional Command consists of two
letters.
ED- Denotes the area code of the District Command where the Regional
Area Code of District Commands:
WD- Denotes the district of WPDC

CD- Denotes the district of CPDC
ND- Denotes the district of NPDC
SD- Denotes the district of SPDC
ED- Denotes the district of EPDC
592
01 – Denotes the area code of the City/Municipality where the
Regional Headquarters is located consists of two digit number.
R- Denotes the function code of the Regional Headquarters

building/facility consist of a letter.
01- Denotes the identification number of the building/facility

consists of two digit number.
b. District Command Headquarters
NRWD01
D - 01
NR- Denotes the area code of the Regional Command consists of

two letters.
WD-Denotes the area code of the District Command consists of two

letters.

District Command Headquarters is located consists of two digit
number.
D- Denotes the function code of the District Command


c. City/Municipal Police Station/Precinct
NRWD01
S - 01

two letters.
WD-Denotes the area code of the District Command where the

City/Municipal Police Station/ Precinct is located consists of two
letters.
01- Denotes the area code of the City/Municipality consists of two

digit number.
S- Denotes the function code of the City/Municipal Police Station/

Precinct building/facility consist of a letter.

593
d. City/Municipal Police Sub-Station/Detachment/ Kabayan
Centers/Block/Mobile
NRWD01
SS - 01

two letters.
WD-Denotes the area code of the District Command where the

City/Municipal Police Sub-Station/ Detachment/Kabayan
Centers/ Block/ Mobile is located consists of two letters.
01- Denotes the area code of the City/Municipality where the Police
Sub-Station/Detachment/Kabayan Centers/Block/Mobile is
located consists of two digit number.
SS- Denotes the function code of the City/Municipal Police Sub-

Station/Detachment/Kabayan Centers/Block/Mobile building/
facility consists of a letter.

4. For NSSUs buildings or structures, the prescribed marking is illustrated

below:
a. Command Headquarters
EX: MARITIME COMMAND
NRCD01
MC - 01
NR- Denotes the area code of the Region where the Command
CD- Denotes the area code of the District where the Command
Area Code of District in NCRC:
WD- Denotes the district of Western

CD- Denotes the district of Central
ND- Denotes the district of Northern
SD- Denotes the district of Southern
ED- Denotes the district of Eastern
If the headquarters is located outside NCRC, the area

code of the District must be based on the Congressional
District of the City/Province.
594
01 – Denotes the area code of the City/Municipality where the
Command Headquarters is located consists of
two digit number.
MC- Denotes the function code of the building/facility consist of two

letters.

b. District Headquarters
EX: MARITIME DISTRICT, NCR
NRWD01
MC - 01
NR- Denotes the area code of the Region where the District
WD- Denotes the area code of the District where the District

District Headquarters is located consists of two digit number.
MCD- Denotes the function code of the building/facility consists of

three letters, a combination of MC as Maritime and D as
District buildings/structures.

EX: MARITIME DISTRICT, PANGASINAN
01PAD101
MCD - 01
01- Denotes the area code of the Region where the District
PA- Denotes the area code of the Province where the District
Headquarters is located consists of two digit letters.
D1- Denotes the area code of the District where the District
Headquarters is located consists of one digit number and
prefixed by a letter D.
01- Denotes the area code of the City/Municipality where the District
595
MCD- Denotes the function code of the building/facility consists of
three letters, a combination of MC as Maritime and D as District
buildings/structures.

two digit number.
c. Station/Detachment
EX: Lingayen Station or Detachment, Pangasinan
01PAD101
MCS - 01
01- Denotes the area code of the Region where the Maritime
Station or Detachment is located consists of two digit number.
PA- Denotes the area code of the Province where the Maritime
Station or Detachment is located consists of two letters.
D1- Denotes the area code of the District where the Maritime Station
or Detachment is located consists of one digit number and
prefixed by a letter D.

District Headquarters is located consists of two digit number.
MCS- Denotes the function code of the building/facility consists of

three letters, a combination of MC as Maritime and S as Station
or Detachment buildings/structures.

two digit number.
5. Color of Marking- the paint color shall be reflectorized black.
6. Sizes of Marking-
a. Border Line- shall be 24 inches in height and 34 inches in length.
b. Unit Area Code (first row) - shall be 4 inches in height.
c. Building/Structures Function Code and Number (second row)- shall be

12 inches in height.
d. Type/Style of Marking – shall be in block type or style (Annex F).
7. Placement of Marking - shall be painted in front, center atop the main

entrance and at the center of the left or right side, whichever is visible from
the road, of the building or structure, as shown in the enclosed illustration
(Annex G).
8. Marking shall be maintained clean, always legible/readable to ensure its

visibility, and no other marking or shade of colors, type and identifying mark
596
shall be applied unless otherwise authorized by C, PNP thru the Director
for Logistics.
9. In case of changes of marking due to reasons stated in paragraphs VI-2

and VII-6, report of changes shall be submitted to C, PNP thru Director,
PNP ES copy furnished Director for Logistics as basis for updating
inventory records.
X. IMPLEMENTING PROCEDURES
1. Inventory Team
a. Directors, National Support Units and Regional Commands shall

create an Inventory Team to be composed of one (1) Officer, SAO’s/RSAOs or
representative, Post/Base/Regional Engineer or representative and two (2) PNCOs to act
as Secretariat/Recorder.
b. The Inventory Team will conduct physical inventory of all real

properties belonging to their respective Unit/Command.
c. The Inventory Team shall list down all real properties physically
accounted and accomplish Inventory Report on Buildings/Facilities, IRFROM No. 1
(Annex E) and Inventory Report on Real Estate Properties, IRFORM No. 2 (Annex A).
d. The Inventory Team shall consult, verify and compare the real
properties physically accounted on the files of previous Inventory Reports, Deed of
Donations, Presidential Proclamations/Executive Orders/Decree, Purchase or Contracts,
Permits, Property Books, etc.
e. The Inventory Team shall submit special report on the

whereabouts/status of real properties not accounted/missing as the result of consultation,
verification and comparison as required in paragraph 3d.
f. The Inventory Team shall assign/designate appropriate codes and

numbers on real properties accounted and submit final reports to their respective
Directors thru Assistant Regional Director for Logistics (ARDL)/Chief, Regional Logistics,
Research & Development Division (RLRDD)/ Logistics Officers.
g. Directors/Chiefs at lower Commands/Stations shall assist the

Inventory Team.
h. Directors, National Support Units/Regional Commands are

recommended by their Assistant Regional Director for Logistics (ARDL)/Chief, Regional
Logistics, Research & Development Division (RLRDD)/Logistics Officers shall issue
appropriate orders for the assignment/ designation of codes and numbers of their
respective real properties.
2. Marking of Buildings or Structures-
Directors, National Support Units thru their Assistant Regional Director

for Logistics (ARDL)/Chief, Regional Logistics, Research & Development Division
(RLRDD)/Logistics Officers shall undertake the marking of buildings or structures
immediately upon issuance of orders stated in paragraph 1h above.
597
XI. RESPONSIBILITIES
1. Director for Logistics (DL) shall be responsible in the overall supervision and
administration in the implementation of this Circular.
2. Director, PNP Engineering Service shall:
a. Be the Operator in the implementation of this Circular.
b. In coordination with DL, conduct inspection of units implementing the

inventory and marking of buildings and structures.
c. Provide the implementing units copy of inventory reports and other

documents upon request for use as basis in the conduct of inventory.
d. Verify and counter check inventory reports submitted and require

concern units to submit report on unreported real properties.
e. Coordinate with DL on the development and maintenance of

computerized inventory/data on real properties of the different PNP units/offices.
f. Furnish DL copy of inventory reports submitted by implementing units.
3. Directors, National Support Units/Regional Commands shall:
a. Be responsible in the overall supervision and administration in the

implementation of this Circular within their respective Command.
b. Create/activate the Inventory Team within their respective Command.
c. Submit report of implementation and periodic reports required.
d. Maintain up-to-date records and submit up-to-date reports.
XII. SUBMISSION OF REPORTS
1. Forms:
a. Inventory report of Buildings/Facilities, IRFORM 1 for buildings and

structures identification and marking (Annex E).
b. Inventory Report of Real Estate Properties, IRFROM 2 for land code

description and classification (Annex A).
2. Reports:
a. Initial progress reports shall be submitted every 15th after each quarter
using the above report forms in two copies (1 copy for DL and 1 copy for Director, PNP
ES).
b. Final reports shall be submitted using the same report forms in four (4)
copies together with the diskettes containing the report which will be submitted to DL (2
computer print-outs and 1 diskettes) and Director, PNP ES (2 computer print-outs and 1
diskettes).
598
c. All report of changes as stated in paragraphs V-3, VI-2, VII-6 and VIII-
9 shall be submitted using the same report forms with brief explanation in the “Remarks”
column.
XIII. EFFECTIVITY
This Circular shall take effect upon publication.
Original Signed
ANACLETO P ARQUE, JR
ANNEXES:
A- Inventory Report of Real Estate Properties, IRFORM 2

B- Designation of Area Code by Provincial/City Police Command
C- Illustration of Designating Area Code by Cities/Municipalities
D- Classification and Identification of Buildings/Structures
E- Inventory Report of Buildings/Facilities, IRFORM 1
F- Illustration of Type/Style of Marking
G- Illustration of Marking Placement
ACT/MCT/hpa/3314
599
SUBJECT : Letter of Instruction (LOI) “TITULO”
1. REFERENCES:
a. Sec 88 of RA 6975 re transfer to DILG of all properties from absorbed agencies;

b. NAPOLCOM Memo Circular No. 95-082 dated 07 Nov 1995 authorizing the C,
PNP to transfer/register in the name of the PNP all properties absorbed per Sec 88 of RA
6975; and
c. NHQ PNP Letter Order Nr 1473 dated 20 November 1996 designating the
composition of the PNP Real Estate Study Group.
2. PURPOSE:
This LOI sets forth the guidelines/procedures relative to the titling/documentation

of all PNP Real Estate Properties.
3. SITUATION:
An inventory of PNP real estate holdings revealed that one thousand one hundred
thirty three (1,133) lots remain untitled. Of the titled properties, only five (5) are titled in
the name of the PNP. Much therefore remains to be undertaken to update, rectify and/or
simplify our existing records/documents relative to our ownership rights over these
properties. Moreover, many of these parcels presently command high value in the open
market. Hence, some interested parties both private and other government agencies are
currently advancing their own interests as against the PNP.
4. MISSION
The PNP through the Directorate for Logistics shall ensure the proper
documentation of all PNP owned, administered, possessed and/or occupied properties
so that said properties shall be registered and/or titled in the name of the PNP.
5. CONCEPT OF OPERATION:
The existing PNP Real Estate Study Group at the NHQ charged with the
titling/documentation of PNP real estate shall have counterpart Task Committees to be
organized in the different PRO’s in order to fastback the titling of the PNP lots in their
respective AOR’s.
6. TASKS:
a. Real Estate Study Group at NHQ:
1) Composition:
600
The Real Estate Study Group (NHQ) shall be reorganized, as follows:
Office Designation
Director for Logistics Chairman

Director, ES Vice Chairman
Director, LS Member
Chief, RPMD, ODL Member
Legal Officer RPMD, ODL Member
Chief, LUD, ES Member/Recorder
Chief, Survey Section, ES Member
2) Functions/Responsibilities:
a) Continue to perform functions/responsibilities pursuant to LO Nr 1473

dated 20 November 1996, particularly as a coordinative office to ensure the
titling/documentation of PNP lots;
b) Monitor, update, and consolidate status of titling of PNP lots as reported

by Regional Task Committees; and
c) Prepare periodic progress report on lot titling to C, PNP.
b. Regional Task Committees (RTC’s):
1) Composition:
OFFICE DESIGNATION
DRDA Chairman
C, RLD Vice-Chairman
Regn’l Engr Member
Regn’l Legal Offr Member
2) Functions/Responsibilities:
a) Identify all untitled lots being owned, administered,

possessed/occupied by the PNP;
b) Classify/validate untitled lots by nature of acquisition, such as

Presidential Proclamation, Executive Order, Purchase, Donation, etc.;
c) Prioritize the documentation/titling of classified lots by considering

the following parameters:
(1) Extent of Requirements – Identify the required supporting

documents and other processes such as legal/court actions and the estimated time frame
to complete the documentation/titling;
(2) Market value of the lot – Give priority importance to prime real
estate with high market values; and
d) Submit periodic monthly report on status of lot titling to NHQ PNP

th
(Attn: DL) every 15 of the month.
601
c. Engineering Service:
Conduct a technical and/or detailed inventory of all PNP real estates, including
buildings situated therein. It shall include lot identification, area, mode of acquisition,
estimated market values, etc.
d. Legal Service:
1) Provide legal assistance to Real Estate Study Group, its Regional Task
Committees and other PNP units/offices involved in the preparation of the
documentation/titling.
2) Review documents of donated lots which have reversion clauses/conditions

giving the donor the right to redeem/reposses the donated property for non-compliance
by the donee to conditions such as non-use/exclusivity of use of the property by the donee
and other stipulated conditions.
a. Regional Task Committees (RTC) shall prepare implementing plan

(IMPLAN) pursuant to this LOI identifying target areas and estimated work schedule to
accomplish the project.
b. RTC’s shall also prepare itemized corresponding funding requirements for

survey, documentation and other incidental expenses connected with lot titling.
c. IMPLAN with cost estimate shall be submitted to Directorate for Logistics

(Attn: RPMD) NLT 15 days after the effectivity/approval of LOI “TITULO”.
d. Lateral coordination with other government agencies like office of the

Assessor/Register of Deeds/Lands Management Bureau/DENR is
encouraged/authorized.
e. All other guidelines/issuances inconsistent with this LOI are hereby

rescinded.
Original Signed
ROBERTO T LASTIMOSO
Police Director
Acting Chief, PNP
Distribution:
RDs, PROs
D, LS
D, ES
602
MEMORANDUM
FOR : TCDS/Chairman, Camp Crame Master Dev’t Plan Committee
FROM : TDL/Vice-Chairman, Camp Crame Master Dev’t Plan

Committee
SUBJECT : Duties and Functions of a Building Administrator

1. Reference: Undated memo from OIC, HSS with same subject as above.
2. This pertains to the proposed general duties and functions of a Building

Administrator to strengthen the PNP’s effort to bring down the cost of electricity and water
consumption and maintain safety and cleanliness in all buildings and facilities of the PNP.
3. Hereunder are the general duties and functions of a Building Administrator, to

wit:
a. Supervises the operation, maintenance and upgrading of PNP properties
which includes buildings and common areas in accordance with Camp Crame
Master Development Plan (CCMDP);
b. Ensures proper and sensible usage of all electricity and water;
c. Checks and monitors the physical condition, general upkeep and cleanliness
of the building with its surrounding and its facilities;
d. Coordinates with concerned personnel and other pertinent offices necessary
for the effective performance of their duties and responsibilities;
e. Offers suggestions and/or recommendations to higher authorities on matters
affecting building administration and utilities management;
f. Supervises and manages building operations, maintenance, upgrading,
repair, installation/construction work, housekeeping/janitorial and security
activities in buildings that fall within jurisdiction;
g. Conducts inspection to determine requirements for renovation, rehabilitation,
plumbing, electrical and mechanical systems and beautification;
h. Supervises and/or coordinates major repair and maintenance;
i. Handles and/or prepares documentary requirements for projects undertaken
by contractors and ensures work done is in accordance with specifications,
schedule, government requirements, rules and regulations and within budget;
and
j. Coordinates operations and maintenance activities during regular cleaning
and repair work.
4. Specific tasks on water facilities are as follows.
a. Leaking faucets and/or busted water pipes should be reported immediately

for immediate action;
b. In areas where water supply is not utilized during the night, the main water
gate valve of the building should be shut at 6:00 PM and reopened at 6:00
AM the next day; and
c. Prohibition on the use of PNP water system for private use within offices.
603
5. Specific tasks on electrical facilities are as follows:
a. Electrical problems should be reported immediately for immediate action.

Such problems may include defective lighting facilities (e.g. busted electric
bulbs, malfunctioning fluorescent lights), open or dangling wires, electric fans
which are not properly functioning, etc;
b. Ocular inspection of each and every room after office hours should be
conducted to ensure that all lighting facilities are switched off;
c. Use of electricity by Non-PNP personnel should be monitored. Ensure that
only authorized equipment are plugged into the unit's electrical outlets;
d. Defective A/C units, including those that are running but not in good condition
should be reported immediately;
e. Check other electrical appliances and equipment to ensure that they are
properly functioning; and
f. Guidelines on the use of A/C units and other electrical appliances should be
implemented. Non-compliance should be reported to proper authority.
6. Specific tasks before, during and after calamities and/or disasters:
a. Prepare an estimate of damages in coordination with CMSU, HSS during fire

incident situations as well as other calamities and disasters;
b. Conduct assessment of structural and property damage to determine if the
building/office is still safe and habitable;
c. Ensure the placement of signage of fire and emergency exits on all possible
exit routes; and
d. Provide building plans and relevant information on locations of main circuit-
breakers, ducts, and passages to rescue units.
7. Other tasks may include:
a. Report all phone line troubles to CES for immediate action;

b. Waste receptacles should be requisitioned immediately for areas where they
are needed or lacking;
c. Monthly reports of activities/accomplishments should be prepared and
submitted;
d. The building administrator must be available within and beyond office hours;
e. Handles and addresses problems and/or complaints of tenants and
concerned personnel; and
f. Perform other functions as may be directed by higher authority,
8. Respectfully submitted for your approval.
Original Signed
ARNULFO R PEREZ, DPA, PESE
Police Director
DATE: ____AUG 28, 2012
APPROVED/DISAPPROVED
__Sgd___
TCDS
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July 23, 2012
MEMORANDUM CIRCULAR
NUMBER 2012-008
REVISED GUIDELINES AND POLICIES ON PROGRAMMING OF FUNDS AND

IMPLEMENTATION OF PNP INFRASTRUCTURE PROJECTS
1. REFERENCES:
a. First Logistics Family Conference on March 1 to 2, 2007;

b. Second Logistics Family Conference on October 19, 2007;
c. Seminar-Workshop on Preservation of PNP Properties on March 6 to 7,
2008;
d. PNP Memorandum Circular Number 2008-14 dated September 11, 2008
with subject "Policies in the Construction and/or Repair of PNP
Infrastructures and Facilities";
e. TDL Memorandum for the CPNP dated April 20, 2010 with subject “Order
of Priority List of Infrastructure Projects”;
f. TDL Memorandum to all RDs, PROs dated October 19, 2010 with subject
“Order of Priority List of Infrastructure Projects”;
g. Republic Act No. 9184 (Government Procurement Reform Act);
h. Manual of Procedures for Procurement of Infrastructure Projects (Volume
3); and
i. DPWH Department Order No. 29 Series of 2011.
This Circular aims to amend certain provisions of Memorandum Circular

Number 2008-014 in order to provide additional guidelines for the programming of funds
to support the construction and repair of PNP buildings and their implementation.
3. OBJECTIVES:
a. To provide guidelines for the programming of funds and implementation of

infrastructure projects of the PNP;
b. To strengthen coordination between the Chiefs of the Regional Logistics

and Research Development Division (C, RLRDD) and Regional
Engineering Officers (REOs) in providing adequate and suitable facilities,
including its maintenance, in all Police Regional Offices;
c. To promote close coordination between Local Government Units (LGUs)

and the PNP with respect to the construction and/or repair of PNP
infrastructure and facilities in their respective areas of responsibility (AORs).
d. To ensure that all procurement activities relative to infrastructure projects of

the PNP are made in accordance with the PNP existing policies and other
applicable laws, specifically RA No. 9184;
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e. To keep our policy attuned and responsive to the present programs and
requirements of the PNP, and
f. To ensure proper implementation of PNP infrastructure projects.
4. ABBREVIATIONS:
ABC - Approved Budget for the Contract

AOR - Area of Responsibility
APP - Annual Procurement Plan
BAC - Bids and Award Committee
C, CRD - Chief, Construction and Repair Division
C, REO - Chief, Regional Engineering Office
C, RLRDD - Chief, Regional Logistics and Research Development
Division
COMPACT - Community Police Action Center
CPO - City Police Office
CPS - City Police Station
DL - Directorate for Logistics
ES - Engineering Service
EAO - Engineering Administrative Overhead
EPC - Estimated Project Cost
GAA - General Appropriations Act
HOPE - Head of Procuring Entity
HSS - Headquarters Support Service
IFMD - Infrastructure and Facilities Management Division
LCE - Local Chief Executive
LGU - Local Government Unit
MC - Memorandum Circular
MPS - Municipal Police Station
NHQ - National Headquarters
NSU - National Support Units
OCM - Overhead, Contingencies & Miscellaneous
PHQ - Provincial Headquarters
PPO - Police Provincial Office
PRO - Police Regional Office
PNPTR - Philippine National Police Trust Receipt
RA - Republic Act
RD - Regional Director
RHQ - Regional Headquarters
RHSG - Regional Headquarters Support Group
TWG - Technical Working Group
a. PNP Infrastructure Projects - include the construction, improvement,

rehabilitation, demolition, repair, restoration or maintenance of roads
and bridges, airports, seaports, 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, PNP
buildings, school buildings, hospital buildings, and other related
construction projects of the PNP.
b. Estimated Project Cost – total amount programmed and released for

infrastructure projects.
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6. POLICIES:
a. The PNP shall appropriate a yearly budget for the construction and repair
of all PNP-owned and/or administered buildings and facilities;
b. All construction and repair projects shall be undertaken in accordance with

the procurement process as mandated under RA No. 9184;
c. All PNP infrastructure 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. In the event that the standard design does not
fit the actual area of the property or when there are strong recommendations
for the revision of a standard design, the request for revision can only be
granted upon the approval of the CPNP;
d. All funds programmed to be utilized for PNP infrastructure projects shall

solely be for all proposed projects located or to be erected on the property
owned by the PNP, except in cases where subject lot is covered by a
usufruct agreement or related contracts between the PNP and the other
party where the lot utilization as provided in the contract in favor of the PNP
shall not be less than 25 years;
e. All infrastructure projects shall conform with the approved development plan
of every camp/installation;
f. All PNP infrastructure projects can only be funded and implemented upon
proper endorsement from the head of office/units and shall have the
recommendation of both the concerned C, RLRDD and C, REOs for PROs,
both Logistics Officer and Project Engineer for NSUs outside Camp Crame
and Camp Panopio and C, CRD (ES); ADL (HSS) and C, IFMD (DL) for
NHQ and NSUs inside Camp Crame and Camp Panopio;
g. The reimbursement of funds utilized on infrastructure projects that were

implemented not in accordance with the provisions mandated by
procurement law or RA No. 9184 is not allowed;
h. All releases of funds for infrastructure projects with project cost below
Twenty Million Pesos (Php20.0 M) shall be released in full and not in
tranches. It shall be based on the EPC to prevent unfinished constructions;
i. With respect to the construction of PNP police stations, the minimum ideal
lot requirements shall be as follows:
CPO ----------------------- 1,000 sq.m

CPS ----------------------- 1,000 sq.m
TYPE “A” ------------------ 600 sq.m
TYPE “B/C”----------------- 400 sq.m
COMPACT ----------------- 200 sq.m
j. For LGUs that are willing to provide counterpart funds for the construction
of police stations/offices, the RDs shall require a Sangguniang
bayan/Panlungsod/Panlalawigan Resolution appropriating counterpart
funds for the project and expressing their willingness to allocate and transfer
said funds to the PNP. Further, a certificate of the availability of funds signed
by the Municipal/City/Provincial Treasurer, Mayor/Governor and Chairman
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of the Sangguniang Bayan/Panlungsod/Panlalawigan duly notarized by a
notary public shall also be required in prioritization for programming of PNP
funds;
k. The following offices shall have the authority to supervise and monitor
infrastructure projects inside Camp Crame and Camp Panopio, regardless
of the source of funds as prescribed below:
1) TWG for Infrastructure Projects of NHQ-BAC- All construction and repair

projects with project cost of Sixteen Million Pesos (Php16.0 M) and
above, unless the ES through NHQ-BAC Resolution was delegated to
conduct bidding for the project. In such case, ES shall have the authority
to monitor and supervise regardless of the project cost;
2) ES - All construction projects with project cost amounting to Sixteen

Million Pesos (Php16.0 M) and below;
3) ES - All repair projects with project cost of above One Million Pesos
(Php1.0 M); and
4) HSS – All repair projects with project cost of One Million Pesos (Php1.0
M) and below (except Headquarters ES);
l. The following offices shall have supervisory power over the following:
1) REOs - All construction projects of the PROs and repair of PNP buildings
and facilities with estimated project cost of One Hundred Thousand
Pesos (Php100,000.00) and above;
2) RHSG - All repair projects within the RHQ with estimated project cost of
below One Hundred Thousand Pesos (Php100,000.00) including repairs
of RHQ utility service facilities (light, water and telephone) and other
related minor repairs and maintenance inside the camps;
3) Provincial Logistics Officers (S4s) - All maintenance, repairs and

renovation with estimated project cost of below One Hundred Thousand
Pesos (Php100,000.00) of all PNP buildings and facilities inside PPO
Headquarters. In-charge of the supervision of PNP infrastructure
projects in their AOR whenever the REO is not in the area to supervise
the project. In such case, the S4 concerned shall coordinate with the
concerned provincial engineer of the LGU to ensure that the
implementation of the project is appropriate and will not be delayed; and
4) Chiefs of Police (COP) - All maintenance, repairs and renovation with

estimated project cost of below One Hundred Thousand Pesos
(Php100,000 00) of all PNP buildings and facilities inside
MPS/CPS/CPO. In-charge of the supervision of PNP infrastructure
projects in their AOR whenever the REO is not in the area to supervise
the project. In such case, the COP shall coordinate with the concerned
municipal engineer of the LGU to ensure that the implementation of the
project is appropriate and will not be delayed.
m. The PNPES shall consider the use of energy-efficient lighting system and
technologies in the preparation of plans and designs for PNP infrastructure
projects;
n. The PNPES shall prepare the Estimated Project Cost for every proposed
infrastructure project with standard design based on prevailing prices of
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construction materials and labor costs as provided by authorized
government agencies;
o. In the event that there is a sudden increase in prices of construction

materials in the commercial market that would require the updating of the
Estimated Project Cost, the revised guidelines for contract price escalation
shall be observed pursuant to RA No. 9184 and other existing rules and
regulations shall be applied;
p. For counterpart funds from LGUs, a fund transfer from LGU to the PNP is
required prior to the conduct of the bidding for the project;
q. All REOs and C, CRD (ES) shall maintain ledgers of every PNP building
which will provide necessary information such as bid amounts, winning bid
amount, date of construction, date of inauguration, name of contractor,
project cost, floor area, date of repairs and its costs. This data will help
determine if a specific building is already due for demolition; and
r. In the event of a natural disaster wherein PNP buildings and facilities are
heavily damaged, the ES shall immediately submit a report to DL one (1)
week alter the calamity with pictures showing the extent of the damage and
the budgetary estimate for the rehabilitation of damaged buildings and
facilities. This shall be used as basis for the request for release of calamity
funds.
7. PROCEDURES:
a. Preparation of the ABC:
1) The ABC shall be comprised of Estimated Direct Costs and Indirect

Costs;
2) The Estimated Direct Cost shall include the bill of materials, program of
works and labor costs;
3) The bill of materials shall be based on the commercial prices of

construction materials in the regions as prescribed by the NSO, DTI and
other authorized government agencies. In case of proposed projects
located in island provinces and municipalities or of great distance that
requires multiple handling of construction materials, the concerned
REOs/Project Engineer shall coordinate with the local government
agencies available in that area and commercial establishment to
determine the reasonable price of construction materials to be used in
the preparation of the ABC;
4) The program of works and labor cost shall be computed with

consideration to authorized labor cost per Region;
5) The Incident Cost shall include incidental expenses like taxes,

contractors profit, OCM, inflationary factor (since planning is usually
done one year ahead of the actual procurement date) and training cost
if necessary; and
6) For the computation of OCM and profit, the DPWH Department Order
Number 29 series of 2011 shall be applied.
609
b. To ensure fund allocation for the supervision of construction projects and
preparation of detailed engineering, an amount not exceeding three percent
(3%) of the total ABC shall be included in the programming of funds as EAO.
Both ABC and EAO shall be part of the EPC for every construction project
of the PNP. This is to ensure that project engineers will not compromise
supervision expenses to the contractors and be able to properly supervise
the PNP infrastructure projects. Further, this will also provide assurance to
project engineers that the completed projects are properly implemented
prior to the final acceptance. The authority to deduct EAO from the
programmed project cost of GAA funds shall be requested to be included in
the special provisions of GAA for the PNP. For PNPTR or other sources of
funds, it will be included in the programming as part of the EPC. The EAO
shall be released to ES/REOs subject to applicable laws, rules and
regulations on accounting and auditing. The percent allocation for EAO in
every project shall have the following computation:
1) An amount equivalent to three percent (3%) of the ABC shall be allotted

for the projects that are located in separate islands or two hundred
kilometers (200 km) and above from the office location of the supervising
engineer. However, the EAO shall not exceed Three Hundred Thousand
Pesos (Php300,000.00) for projects with implementation duration of one
(1) year and below regardless of the amount of the ABC;
2) An amount equivalent to two percent (2%) of the ABC shall be allotted

for the projects located below 200 km but not less than 150 km away
from the office location of the supervising engineer. However, the EAO
shall not exceed Two Hundred Fifty Thousand Pesos (Php250,000.00)
for projects with implementation duration of one (1) year and below
regardless of the amount of the ABC;
3) An amount equivalent to one percent (1%) of the ABC shall be allotted

for the projects located below 150 km but not less than 50 km from the
office location of the supervising engineer. However, the EAO shall not
exceed Two Hundred Thousand Pesos (Php200,000.00) for projects
implementation duration of one (1) year and below regardless of the
amount of the ABC; and
4) LS and REOs shall ensure that the EAO can support until the completion
of the project.
c. The preparation of a list of Priority Infrastructure Projects that will be used

as basis for the programming of GAA and PNPTR funds for the construction
of PPOs, CPOs, Police Stations and COMPACTs, which will be called
priority list “A”, shall be based on parameters formulated by the DL and
approved by the CPNP, as shown below:
Counterpart Fund - 50%

Threat assessment - 15%
Lot Assessment - 15%
Building Assessment - 10%
Community Assessment - 10%
d. The preparation of priority list "A" shall be in accordance with the prescribed
format by the DL and must be signed by the following personnel;
610
1) Prepared by : C, REO
2) Checked by : C, RLD
3) Submitted by : RD
e. All PROs shall submit their priority list "A" to the DL (Attn: C, IFMD) on or
before February 15 of every calendar year. The PROs shall also submit
updates of the said list every quarter, only if there are changes in the ranking
of the priority list;
f. Another list priority infrastructure projects which includes construction

(excluding PHQ, CPO, Police Stations and COMPACT buildings), repairs,
renovations and the like shall be submitted to the DL by PROs, ES and HSS
every quarter (1st week of the 1st month) which in turn will be forwarded to
the Chairman, PNPTR Board for consideration in the deliberation of PNPTR
Funds. The top priority shall be the proposed projects with counterpart funds
from LGUs or other private or public organizations or individuals. This list
shall be called priority list "B"; and
g. C, RLRDD must ensure the feasibility of lot for construction for all proposed
infrastructure projects included in the list of priority infrastructure projects.
8. IMPLEMENTATION AND SUPERVISION:
a. Concerned PNP Engineers shall require the contractor to put up a pre-

construction marker in the site of all construction and/or repair projects and
install building markers after the completion of the project following the
approved format.
b. The EAO shall be released by the FS to the authorized representative of

the PNPES or respective C, REOs for the PROs. The release shall be made
prior to the conduct of the bidding for every construction project to be used
partly in the preparation of detailed engineering requirements.
c. ES, HSS and PROs shall submit a monthly report to the DL for information
of the CPNP relative to the ongoing construction and repair projects until
the project is completed. All reports shall have the following signatories:
Prepared By Certified Correct Noted By:
For PROs: C, REO RLD RD

For ES: C, CMS/C, R & U C, CRD D, ES
FOR HSS: Base Engineer C, ADL D, HSS
a. DUTIES OF THE DIRECTOR, ENGINEERING SERVICE:
1) Shall monitor, through the designated Building Official, regardless of the

project cost, all construction and other repair projects within Camp
Crame and Camp Panopio;
2) Shall submit reports of ongoing construction/repair/renovation/alteration

projects to the DL until the completion of projects, in coordination with
the TWG for infrastructure projects;
611
3) Shall ensure the strict compliance with the mandate of the National
Building Code of the Philippines, other applicable laws and this MC;
4) In-charge of the preparation of plans and designs, bill of materials and

cost estimates of all PNP construction and repair projects whenever
requested by the different PROs and NSUs nationwide;
5) Shall strictly observe the approved Camp Development Plan;
6) As HOPE, shall strictly comply with the procurement laws of the

Philippines especially RA No. 9184 and other existing laws, rules and
regulations pertaining to the procurement of infrastructure projects; and
7) Shall be the responsible officer for all construction projects with project
cost of Sixteen Million Pesos (Php16.0 M) and below and repair projects
with project cost of above One Million Pesos (Php1.0 M) inside Camp
Crame and Camp Panopio.
b. DIRECTOR, HEADQUARTERS SUPPORT SERVICE:
1) Shall monitor the repair of all projects in Camp Crame and Camp
Panopio (except Headquarters ES) with project cost of One Million
Pesos (Php 1.0 M) and below;
2) Shall submit monthly reports to TDL on the status of the project and
upon completion of the same;
3) Shall strictly implement the approved Camp Development Plan;
4) As HOPE, shall strictly comply with the procurement laws especially RA

No. 9184 and other existing laws, rules and regulations pertaining to the
procurement of infrastructure projects; and
5) Shall be the responsible officer for all repair projects (with project cost
of One Million Pesos (Php1.0 M) and below inside Camp Crame and
Camp Panopio.
c. REGIONAL DIRECTORS:
1) As HOPE, shall strictly comply with the procurement laws of the

Philippines especially RA No. 9184 and other existing laws, rules and
regulations pertaining to the procurement of infrastructure projects;
2) Shall strictly monitor the progress of infrastructure projects being

implemented in their AORs;
3) Shall submit a monthly report to the DL on the status of construction and

repair projects in their AORs through their BAC TWG for infrastructure
projects and REOs;
4) Shall maintain close coordination with heads of LGUs in providing them

the information especially the status of their request pertaining to
construction and repair of facilities used by the PNP in their AORs; and
5) As HOPE, shall be the responsible officer for all infrastructure projects

within his AOR.
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10. PENALTIES:
Any violation of this Circular shall be investigated and if warranted by evidence,

appropriate criminal, civil and administrative charges shall be filed against those who may
be responsible thereof.
This Circular shall supersede all other issuances contrary thereto.
12. EFFECTIVITY:
This Circular shall take effect after fifteen (15) days from the filing of the copy
thereof at the University of the Philippines Law Center in consonance with Sections 3 and
4 of Chapter 2, Book Vll of Executive Order 292, otherwise known as “The Revised
Administrative Code of 1987", as amended.
Original Signed
Chief, PNP
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November 24, 2011

PNP MEMORANDUM
CIRCULAR NO. 2011-025
POLICY, GUIDELINES AND PROCEDURES

IN NAMING OR RENAMING PNP CAMPS AND FACILITIES
1. REFERENCES:
a. Article 12, Section 2 of the 1987 Constitution and Articles 423 and 424 of the
Civil Code of the Philippines;
b. Section 10, Article 3 of the 1987 Constitution;
c. Section 26 of RA 6975;
d. National Historical Commission of the Philippines "Revised Guidelines on

naming and renaming of Streets, Public Schools, Plazas, Building, Bridges
and other Public Structures";
e. PNP Circular Nr DPL-03-02 dated Oct 26, 2003, subject: Specific Authority
Delegated to the Directorial Staff, as amended; and
f. Previous Legal Opinions on Naming/Renaming of Camps.
2. RATIONALE:
The naming or renaming of camps and other real properties owned by the PNP
shall be in conformity and accordance with existing laws and regulations issued by
competent authorities.
The reasons why PNP camps and other real properties' names should be
standardized are as follows.
a. People tend to give the same name to different places;
b. Names can be spelled in different ways;
c. Affirming the country's history and national identity, for trade and commerce,
transportation and communications; and
d. The historical and cultural value of using such name.
3. PURPOSE:
To formulate policy and specific guidelines and procedures in naming or

renaming camps and real properties owned by the PNP in accordance with existing
laws, rules and regulations issued by competent authorities of the land.
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4. OBJECTIVES:
a To regulate requests or petitions in naming and or renaming camps and real

properties of the PNP through the created PNP Board on Naming or
Renaming PNP Camps and Real Properties;
b To prevent wanton and whimsical naming of PNP camps and real properties
by local government unit/s or influential private individual/s; and
c To protect the interest of the PNP organization through close coordination by

its lower units with their respective local government units or private
individuals who donate piece/s of land or real properties to the PNP
appertaining to the naming or renaming of said properties.
a. Public Land - refers to the public domain, un-appropriated land belonging to

the national government that is subject to sale or other disposal under general
laws and is not reserved for any particular governmental or public purpose;
b. Public Place - is generally an indoor or outdoor area, whether privately or

publicly owned, to which the public have access by right or by invitation,
expressed or implied, whether by payment of money or not, but not a place
used exclusively by one or more individuals for a private gathering or other
personal purpose;
c. National Property - government ownership of lands, streets, public buildings.

utilities, and other business enterprises. From it comes the doctrine of
eminent domain, asserting that the state has ultimate control over lands and
buildings within its borders;
d. PNP Camps and Real Properties - are properties owned by the PNP under
the contemplation of a fixed or immovable property defined under the Civil
Code of the Philippines which include lands, buildings, etc;
e. Donor - The giver of a gift. One who creates a trust;
f. Donee - Recipient of a gift, trust or will bequest; one that is given a power. He
to whom a gift is made, or a bequest given; one who is invested with a power
to select an appointee, he is sometimes called an appointer;
g. Deed of Donation - a contract between the donor and the donee. The act by
which the owner of a thing voluntarily transfers the title and possession of the
same from himself to another person, a gift. A donation is never perfected
until it has been accepted, for the acceptance is requisite to make the
donation complete;
h. Land Grant - a conveyance of public property to a subordinate government or

corporation, a muniment of a title issued by a state or government for the
donation of some part of the public domain;
i. Character of Names - historical and cultural significance which can

contribute to the positive development of national pride through the good
example exhibited by the name being used; and
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j. Presidential Proclamation - is an instrument that states a condition,
declares a law and requires obedience, recognizes an event or triggers the
implementation of a law.
6. CREATION OF PNP NATIONAL AND REGIONAL BOARDS
There shall be created Boards on Naming or Renaming PNP Camps and Real
Properties at the PNP National Headquarters and Regional Offices which will regulate
and process petitions and requests of naming or renaming PNP camps and real
properties.
COMPOSITION OF THE BOARD/COMMITTEE
a. The National Headquarters Board/Committee
TDPCR - Chairman
TDPL - Vice Chairman
Members:
TDL: TDC; D, LS and D, ES
Donor or Affected Parties (as observers)
Secretariat
Chief PID, DPCR (Head Secretariat)
b. Police Regional Office Board/Committee
DRDA - Chairman
C, ROPD - Vice Chairman
Members:
Provincial Director (on proposals within PPO jurisdiction)
Chiefs RLD, RPCRD, RCD, RLAS, and RES
Donor (as observer)
Secretariat:
Chief PIS. RPCRD
RESPONSIBILITIES OF THE BOARD/COMMITTEE
Generally, it is the responsibility of the Committee to deliberate and

process, motu proprio or upon request or petition, the naming or renaming of PNP
camps and real properties, to consult the National Historical Commission of the
Philippines (NHCP) and to submit the proposals to NAPOLCOM for issuance of
resolution and implementation. In case of donated properties, the Committee through its
Secretariat (DPCR or RPCRD as the case maybe), shall invite the donor or other
affected parties during the deliberation of the naming or renaming when said donor opts
to exercise his right under the law to name the donated property.
7. OPERATIONAL GUIDELINES/PROCEDURES
a. Procedure in naming previously unnamed camps and real properties:
1) For properties acquired through proclamation and other taws, and land
grants wherein the State, or national or local government is the donor or
provider (See Figure 1):
616
a) If the proclamation or law provides the name of the property, the name
shall be immediately implemented. Nonetheless, NHQ Board shall
enter into its Database the name for record and future reference
purposes;
b) Otherwise, the NHQ Board motu proprio shall deliberate the name and
process same; consult the NHCP for evaluation and concurrence; and
upon approval and signature of the CPNP, submit the proposal to
NAPOLCOM for the issuance of a resolution recommending to the
President or the Congress, as the case maybe, the proclamation or
legislation on the naming of the property; and
c) Upon proclamation or legislation, the NHQ directs concerned unit to

implement the naming of the property.
2) For properties donated by local governments with the exception of

barangays (See Figure 2):
a) Whether or not the deed of donation provides the desired name of the
donated property by the local government, the recipient unit
(MPS/CPS/CPO/PPO) shall coordinate with the Local Government
Unit (LGU) for the completion of the documentary requirements and
issuance of resolution as legal basis for the naming; conduct research
on the historical and cultural significance of the desired name; and
submit to the concerned PRO the proposal for the naming of the
donated property;
b) PRO Committee processes and deliberates request or petition and

submits to NHQ Board;
c) NHQ Committee shall deliberate the name and process same,

consult the NHCP for evaluation and concurrence; and upon approval
and signature of the CPNP, submit the proposal to NAPOLCOM for the
issuance of resolution for implementation; and
d) Directs proponent unit to implement new name.
3) For properties acquired purely through purchase from PNP funds (See
Figure 3):
The NHQ Committee motu proprio shall deliberate the name and process
same; consult the NHCP for evaluation and concurrence; and upon
approval and signature of the CPNP, submit proposal to NAPOLCOM for
the issuance of resolution for implementation;
4) For conglomerated properties portions of which are PNP partially acquired,

donated and through proclamation or law (see Figure 1)
a) Concerned PNP units shall submit request or petition through channel
b) PRO Committee processes and deliberates request or petition and

submits to NHQ Committee-
c) NHQ Committee shall deliberate the name and process same; consult-
the NHCP for evaluation and concurrence; and upon approval and
signature of the CPNP, submit proposal to NAPOLCOM for the
issuance of resolution for implementation,
617
d) Directs proponent unit to implement new name; and
e) The Committees shall be guided with appropriate laws and

jurisprudences in their deliberations.
b. Procedure in renaming of camps and real properties (See Figure 3):
1) Requesting or petitioning PNP units submit application through channel.

The application shall comply with the prescribed format and the motivation
or reasons for the proposed name change;
2) The PRO Committee processes and deliberates request or petition and

submits to NHQ Committee;
3) The NHQ Committee shall deliberate the name and process same, consult
the NHCP for evaluation and concurrence; and upon approval and
signature of the C, PNP, submit proposal to NAPOLCOM for the issuance
of resolution for implementation; and
4) The NHQ Committee directs proponent unit to implement new name.
c. The Responsibilities of the Committees:
1) Process and deliberates petitions or requests;
2) Scrutinizes the proposed name or change of name in accordance with

existing laws and guidelines;
3) Verify the non-existence of a similar name in the database;
4) Requests inputs from the affected parties, particularly the donors of

properties;
5) Coordinate and Consults the NHCP for evaluation;
6) Submits proposals to NAPOLCOM for issuance of resolution and

subsequent implementation;
7) Maintains Database of names of PNP camps and real properties;
8) Prescribes uniform formats for application and other document templates

for the purpose; and
9) Widely disseminate this Memorandum Circular.
8. OTHER CONSIDERATIONS AND REQUIREMENTS
a. Properties for public use or for public service such as government buildings
including defense camps are considered State property and may be named or
renamed by the President, through a proclamation, or by Congress, through
legislation;
b. Public places under the jurisdiction of the local governments with the
exception of barangays may be named or renamed by the local government
unit concerned (e.g. provincial road cannot be renamed by a municipal or city
government);
618
c. As pertains to donated lands, the donor could validly impose conditions upon
the donee, including the naming of said donated land. In case of acceptance,
the condition should be faithfully complied with, and no law or executive fiat
could, thereafter, be validly passed or issued to the contrary because of the
constitutional prohibition against impairment of contract;
d. Character of names:
1) Proposed names must have historical and cultural significance and must
contribute to the positive development of national pride through the good
example exhibited by the name being used;
2) Recommended names for public places should be appropriate in terms of

historical value and significance to the place to be named or renamed;
3) Indigenous names of roads, streets, barangays and other places should

always be preserved especially if that name is unique to the place. (e.g.
places named Sampaguita, Tagaytay, Kundiman, Tayuman, etc.. should
not be renamed);
4) Hispanized and foreign terms should be retained if they have attained a

degree of historical significance and has been sanctified by usage;
5) The use of Filipino words should be encouraged in the naming or

renaming of streets, plazas and other public places;
6) Names should be short and simple for practical and aesthetic reasons.
However, the use of nicknames or aliases in the naming of public places
should be discouraged;
7) The use of names which are complicated and confusing shall be

discouraged. In cases where the name and initials are the same with other
prominent personages, the full name of the person intended to be honored
should be specified;
8) Schools, hospitals and other public structures named after the province or
municipality are considered appropriately named and therefore, shall not
be renamed;
9) The old name, of streets, schools, hospitals, etc., which have been
sanctified by usage by the residents of the community, should be placed
underneath the new name in the signage to facilitate the delivery of postal
matter and serve as direct guide for people accustomed to the former
names: and
10) Natural features such as islands, rivers, seas, oceans, mountains, plains
shall not be renamed, unless they are being reverted to their indigenous
names.
e. Naming or renaming after persons:
1) Street, plaza or any public place may be named or renamed to honor a

person or family who contributed to the welfare of the Filipino people;
619
2) Streets bearing the names of religious personalities identified with the
national movement should be retained or recommended for street names
as well as for other public places;
3) Public places such as those already named after presidents, national

heroes cannot be replaced with names of people of lesser importance.
(e.g. places named after national heroes cannot be renamed after local
heroes; places named after Presidents cannot be renamed after
Senators);
4) No-local government units, institutions, places or buildings shall be named

or renamed after a living person;
5) Roads can be named/renamed after the following:
a) Presidents and national heroes for primary roads;

b) Senators and congressmen for secondary roads; and
c) Local officials for tertiary roads.
6) No public place should be named or renamed after a person within ten

(10) years of his death except for highly exceptional reasons (e.g. his
death was due to assassination in the service of the country, he/she gave
exceptional service to the nation, death while trying to save others, death
was a result of his patriotism, and death while in performance of one's
duty);
7) A change of name cannot be made unless for a justifiable reason and, in

any case, not oftener than once every ten (10) years. (see letter of Sec. 13
of Local Government Code);
8) In the naming of public places after people, the use of the word "memorial"
should be deleted as it is already understood that the person being
honored is already deceased;
9) Honorific titles like “Don," "Doña," etc., should be deleted in naming or

renaming of streets, plazas and other public places for aesthetic and
practical reasons;
10) To avoid confusion in the maintenance of records and delivery of postal

matters the former name of the public place must always be
recommended to be placed beneath the new name in the signage; and
11)No public place should be named or renamed after a person when

questionable propriety might arise from the said act .
f.Historical significance
1) No public place should be renamed if the present name has attained a

degree of historical association and has developed an importance of its
own;
2) Names of places, which have been sanctified by long usage by the

people, shall be retained and preserved; and
3) Names of public places named after foreigners or places with foreign

names may be retained it these names were associated with the place
and attained a degree of historical significance.
620
g. Aesthetic unity — No street or road should be renamed if it is one of a
complex of related street names in one district and renaming one of them
would destroy aesthetic unity.
h. Continuity- No portion of a street or road may be renamed if it would tend to

disrupt the continuity of its present name.
i. Publication requirement through the local media - calling for comments and
objections which must be submitted within a period of 15 days - must be
complied.
j. Database of names of PNP camps and real properties including streets and
buildings. Names in the database must also reflect the following information:
1) The dialect use in deriving its name;
2) When upper and lower case letters are used in a name, the capital letters
must be clearly indicated, e.g. Camp Adduru, etc.;
3) The origin and meaning of the name, its historical and cultural
connections, or the name in honor of a person should be as
comprehensive as possible; and
4) References to historical, linguistic or other information where oral

traditions prevail, the source of information must be as comprehensive as
possible. Archival documents in support of the information can be
attached as an annexure.
9. RESCISSION:
All PNP policies, directives and other issuances which are inconsistent with the
provision of this Circular are hereby deemed repealed or modified accordingly.
Original Signed
Chief, PNP
621
Figure 1. Naming or Renaming PNP Camps Process Flowchart
(The State or National Government is the donor or provider)
State or Provides name to No Recipient/Donee Regional

the property thru PNP Office
NHQ
National (PRO)
proclamation or (PPOs/NSUs/Station) Committee
Government legislation Board
Donates/Provides Processes and  Processes and
Submits formal written
Property to the deliberates deliberates
application or request
PNP application application
 Consults NHCP
Yes
President/Congress Proclaims/enacts law
POLICE NHQ C, PNP

REGIONAL NAPOLCOM
PNP
OFFICE
Implements the Oversees/Supervises Recommends to the
naming of property the implementation President/Congress for
the
NHCP
proclamation/legislation
of the recommendation
Validates
recommendation made
622
by the NHQ
Board/Committee
(Local Government is the donor or provider)
Local Whether or not LG Recipient/Donee Regional

provides name of PNP Office
NHQ
Government (PRO)
the property in the (PPOs/NSUs/Station) Committee
(LG) deed of donation Board
Donates/Provides 1. Coordinates with LGU Processes and  Processes and
Property to the for the completion of deliberates deliberates
PNP documentary proposal application
requirements and  Consults NHCP
issuance of LGU
resolution re proposed
name of property
2. Conducts research on
the historical and
cultural significant of
the desired name
3. Submits position paper
to PRO
POLICE NHQ C, PNP

REGIONAL NAPOLCOM
PNP
OFFICE
Implements the Oversees/Supervises Issues resolution for the
naming of property the implementation naming
NHCP
Validates
recommendation made
623
by the NHQ
Board/Committee
(Property donated by a private person or non-government agency/organization or acquired by the PNP)
Emanating Unit Regional Board

(PPOs/NSUs/Station) (Police Regional Office)
NHQ Committee
Submits formal position Deliberates and  Processes and

paper with appropriate submits proposal deliberates
justification obtained thru application
research  Consults NHCP
C, PNP/NHQ NHCP
Validates
recommendation made
by the NHQ
Board/Committee
POLICE REGIONAL NHQ PNP/DPCR NAPOLCOM
OFFICE
 Oversees/Supervises Issues a resolution for
Implements the the implementation the recommendation
naming of property  Directs proposing unit
to implement approved
new name of camp or
real property
 Enters name to
Database
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SUBJECT: Letter of Instructions 15/2011

(The Proposed PNP Housing Project)
DATE: April 26, 2011
1. REFERENCES:
a. The PNP Transformation Program;

b. The Proposed AFP and PNP Housing Project; and
c. Pronouncement by HIS EXCELLENCY PRESIDENT BENIGNO S
AQUINO Ill during the 25th Anniversary of EDSA 1 regarding the awarding of low cost
house and lot packages to AFP and PNP personnel.
2. PURPOSE:
This Letter of Instructions (LOI) provides the guidelines and procedures on

the implementation of the National Housing Authority's (NHA) Housing Projects adjacent
to Metro Manila that will provide affordable house and lot packages for PNP personnel to
match their income profile and their housing preferences based on NHA standard
guidelines on housing planning and development.
3. SITUATION:
At present, a large number of PNP personnel particularly the PNCOs, given

their meager income and the high cost of living, could not afford to provide themselves
and their dependents a decent house to live. It is in this note that HEBSA felt the urgency
to provide a housing project that will cater to the housing needs of the PNP personnel.
The project, which is located in the areas of Northern, Central, Southern

and Eastern Luzon is a flagship project of HEPBSA for the AFP and the PNP under the
NHA's Socialized Housing Program through the Community Initiative Approach to
housing development. It aims to maximize beneficiaries out of the concerned personnel
of the AFP and thé PNP based on the minimum standards for a decent and livable
housing for low-income families. A total of 20,000 house and lot packages will be offered
to the AFP and PNP.
4. MISSION:
The NHA, in coordination with the PNP through its Personnel Housing
Assistance Program shall provide low cost house and lot packages to qualified PNP
personnel which are located at Bocaue, Bulacan; Barangay Gaya Gaya, Towerville, San
Jose Del Monte, Bulacan; San Miguel Bulacan; Biñan, Laguna; Calamba, Laguna; Trece
Martires, Cavite; Calauan, Laguna; Montalban, Rizal; and Barangay San Salvador, Baras,
Rizal. The PNP Housing Board shall exhaust all means to acquire favorable terms and
conditions with the NHA for the benefit of the beneficiaries.
625
For the purpose of this LOI, the terms used herein shall, unless the context
indicates otherwise, be understood as follows:
a. Project- refers to the PNP housing project.
b. Personnel Housing Assistance Program-refers to a comprehensive

program designed to address the housing needs of PNP personnel.
c. PNP personnel - refers to the commissioned, non-commissioned and

non-uniformed members of the PNP.
6. EXECUTION:
a. Concept of Operations:
The PNP shall submit to NHA the list of interested PNP personnel who
would avail of the house and lot package, indicating their preferential location. Likewise,
the PNP shall submit list of PNP real estate properties nationwide for possible housing
development to further reduce production costs and study other tenurial arrangements
whereby government land identified for housing is disposed under a usufruct contract
(free use for a maximum period of 50 years) and sale of the housing units to projected
beneficiaries.
Hereunder are the selection criteria:
1) 1st Priority
a) Police Non-Commissioned Officers;

b) Assigned in Metro Manila;
c) Without house and lot anywhere in the country;
d) No pending criminal and administrative case;
e) At least 3 years in the Police Service; and
f) Permanent status of appointment.
2) 2nd Priority
a) Police Non-Commissioned Officers & Police Commissioned

Officers (PINSP-PSSUPT);
c) Without house and lot in Metro Manila and in places where
the projects are located,
e) At least 2 years in the Police Service;
f) Permanent status of appointment; and
g) Not a recipient of any government housing project anywhere
in the country (includes Rent-to-Own Program).
3) 3rd Priority
a) Police Non-Commissioned Officers;

b) Assigned outside Metro Manila,
the projects are located;
626
in the country (includes Rent-to-Own Program)
4) 4th Priority
a) Police Commissioned Officers (PINSP-PSSUPT);

b) Assigned outside Metro Manila;
the projects are located,
d) No pending criminal and administrative case,
5) 5th Priority
a) Non-uniformed Personnel;
the projects are located;
d) No pending criminal and administrative case; and
e) Not a recipient of any government housing project anywhere
The PNP Housing Board, chaired by the Deputy Chief PNP for
Administration shall provide the overall direction and supervision over all PNP Housing
Programs including the NHA Housing Project for the PNP
b. Tasks:
1) PNP Housing Board
Provide the overall direction and supervision over all PNP Housing
Programs including the NHA housing project for the PNP.
2) DPRM
a) Act as the overall OPR for the implementation of the Project;
b) Coordinate with the NHA on all matters pertaining to the

implementation of the project;
c) Conduct inspection of the NHA's PNP housing project; and
d) Conduct information dissemination on the project.
3) DL
Provide necessary logistical support/requirements for the

implementation of the housing program;
4) DC
a) Provide necessary funds/support needed in the

implementation of this LOI; and
627
b) Coordinate with the NHA for the loan package.
5) DPCR
a) Provide press releases;
b) Provide photographer; and
c) Provide media coverage.
6) D-Staff; Dirs, NSUs; P-Staff; and AIG, IAS
a) Submit list of interested PNP personnel who would avail of the

house and lot package indicating their preferential location;
and
b) Consolidate and submit needed requirements by concerned

offices/agencies.
7) ES
a) Oversee the administration of the project;
b) Screen qualified beneficiaries,
c) Coordinate with the NHA on all matters pertaining to the

implementation of the project;
d) Provide technical assistance; and
e) Conduct information dissemination on the project.
8) LS
Provide legal assistance especially in the preparation of legal

instruments.
9) FS
a) Coordinate with ES regarding the list of beneficiaries and

submission of necessary documents which shall be the basis
of the salary deduction scheme; and
b) Effect salary deduction of financial obligations of beneficiaries

and remit the same to concerned parties.
10) RDs
a) Submit list of interested PNP personnel who would avail of the

house and lot package indicating their preferential location;
b) Consolidate and submit needed requirements by concerned

offices/agencies;
628
c) Look for idle PNP real estate properties or other government
properties for possible housing development to further reduce
production costs;
d) Coordinate with NHA offices/agencies in their AOR for

possible housing project sites; and
e) Direct the RESPO to assist in the conduct of social

preparations to target beneficiaries.
11) CESPO
a) Conduct project dissemination to all PNCOs without house

and lot; and
b) Monitor the implementation of the project
1) The Engineering Service, Regional and Provincial Housing

Boards shall assist in the implementation of this Project and
submit periodic reports to include problems and
recommendations pertaining to the Project;
2) Close coordination with the NHA for the implementation of

the project; and
3) Lateral coordination is encouraged to ensure the success of

the project.
7. EFFECTIVITY:
This LOI takes effect upon approval.
Original Signed
ATTY RAUL M BACALZO, Ph.D.
Chief, PNP
Distribution:
Command Group AIG, IAS

D-Staff RDs, PROs
P-Staff DDs, NCRPO
Dirs, NSUs
629

NO. 2011-001
MAINTENANCE OF PNP BUILDINGS AND FACILITIES
I. REFERENCES:
1. PNP ITP-PGS Transformation Roadmap 2030;

2. National Building Code (P.D, 1096);
3. Fire Code of the Philippines (Section 8 & 9); and
4. New Civil Code of the Philippines (NCC) (Chapter 4 section 482).
II. PURPOSE:
This SOP aims to provide policies, guidelines and procedures in the maintenance
of PNP buildings and facilities.
III. OBJECTIVES:
1. To create and maintain a presentable and environment-friendly PNP buildings

and facilities;
2. To prevent deterioration, damage, fire, chemical and electrical hazards to all
PNP buildings and facilities;
3. To ensure the safety of PNP personnel and other people using the PNP
buildings and facilities and operational readiness during fortuitous events or natural
calamities; and
4. To facilitate the conduct of semi-annual maintenance evaluation of PNP
buildings and facilities.
IV. POLICIES/PROCEDURES:
1. All PNP personnel shall be required to maintain cleanliness in order to have

an environment-friendly PNP buildings and facilities;
2. All Chief/Commanders/Heads of respective offices/units shall provide

preventive measures from deterioration, damages, fire, chemical and electrical hazard
on PNP buildings and facilities to ensure safety of his personnel and its clientele;
3. A Maintenance Evaluation Committee (MEC) shall be created to conduct

regular safety and maintenance evaluation of all PNP buildings and facilities. Using the
PNP Buildings and Facilities Maintenance Evaluation Sheet (Annex “A”);
a. For Camp Crame, the committee shall be headed by DDL with DD, ES,
DD, HSS, C, IFMD-DL and the PNP designated building official as members.
b. For PROs, the same shall be headed by C, RLD with C, REO, C, RLO,
GD, RHSG as its members.
630
4. The MEC shall convene once every quarter or as required by the
circumstances to check if the PNP buildings are safe or have complied with the
provisions of' the National Building Code and Fire Code of the Philippines. Findings
and recommendations submitted by the committee will be used as the basis in the
preparation of list of priority construction (excluding PHQ, Police Station and COMPACT
buildings) and repair projects;
5. A building ADMINISTRATOR shall be designated to ensure that PNP

buildings and offices are well maintained:
a. National Headquarters (NHQ) - Chief, NPBSO

b. National Support Units (NSU) - Logistics Officer
c. Police Regional Office (PRO) - Chief, RLD
6. All offices PNP-wide shall declare the afternoon of Fridays 1300H-700H as

PNP Field Day to be reserved as cleaning hours to ensure cleanliness and orderliness
of work place and surroundings of their respective offices. This declaration of cleaning
hours shall not in any way hamper the judicious performance of the official duties of the
units, thus, a group of personnel from each- unit shall þe designated to accommodate
urgent transactions during these cleaning hours.
V. RESCISSION CLAUSE:
All SOPs, policies, memoranda, issuances, and other circulars, or portion thereof
inconsistent with this circular are hereby rescinded/repealed or modified accordingly.
VI. EFFECTIVITY
This SOP shall take effect immediately upon signing thereof.
Original Signed
GEORGE Q PIANO, CEO VI
Police Director
631
PNP BUILDINGS AND FACILITIES MAINTENANCE
EVALUATION SHEET
RATER'S NAME: ____________________________ OFFICE: __________________
RANK/DESIGNATION: _______________________ DATE: ____________________
BUILDING/OFFICE: _____________________________________________________
LOCATION/ADDRESS: __________________________________________________
CONSTRUCTION DATE: _________________________________________________
Listed below are the indicative rating in the maintenance of PNP buildings and
facilities. The rating should be from 1 to 10, one (1) being the lowest and ten (10) being
the highest.
ITEM INDICATORS RATING

I. GENERAL SAFETY
Working areas are clean, properly ventilated and with
a
energy-efficient lightings.
Working areas are free from obstruction and tripping hazard
b
such as cords, wires & other, free-standing objects.
c Furniture are in good/durable condition.
Adequate basic First Aid kit, medical supplies and
d
equipment are provided.
All emergency exit doors and lights are clearly marked and
e
functioning properly.
Directional signs are properly placed in hallways and sturdy
f stairways that are clean, well lighted and free from
impediments and obstruction.
II. FIRE & ELECTRICAL HAZARDS PREVENTION AND SAFETY
a Fire alarm system in place and fire extinguisher are readily
accessible and functioning in case of emergency.
b Safe and adequate electrical outlets.
c Undamaged electrical extensions and cords used to connect
equipment.
d Electrical panel surroundings are free from flammable,
hazardous and combustible materials.
III. GENERAL ENVIRONMENT CONTROL-HOUSEKEEPING
a Floor are clean, slip-resistant and free from cracks.
b Warning signs and mats are provided when floors are wet.
c Clean, working and hygienic rest room facilities.
d Drinking fountains/water dispensers are operational,
properly placed, safe and well-maintained.
e Working areas are free from rodents and insects.
f Well-maintained ceiling and electric fan blades.
g Regularly emptied waste Bins.
h Orderly and well-maintained storage areas.
i Clean wall surfaces and work area.
j Entrance and back area of the building are well-maintained,
free from any debris and waste particles.
632
ITEM INDICATORS RATING
IV. MAINTENANCE (interior and exterior)
Structural integrity of the building is stable and wood
a
structures are free from pest/termites.
b Doors, locks and wall partitions are in good condition.
Intact and undamaged floor tiles are well maintained inside
c
and outside the facility/building.
Well-maintained/painted roofing and gutters and no signs of
d
weather damage or mold growth in the facility/building.
Ceiling finishes are not dilapidated/infested and windows are
e
free from any type of damage.
f Air conditioning unit is well-maintained.
Electrical fixtures and wirings are serviceable and
g outside/perimeter lights are functioning and strategically in
place.
Plumbing fixtures, fittings and sewer/water lines are
h
serviceable (No leaks).
Parking area is well lighted, secured and free from
i obstruction such as overgrown landscaping, uneven
pavement & traffic hazards.
Legend:
8 – 10 = Excellent
5 – 7 = Fair
1 – 4 = Poor
Comments/Recommendations:
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
________________________________________________
_________________________
Rater’s Signature
633
September 11, 2008

MEMORANDUM CIRCULAR
NUMBER 2008-014
POLICIES IN THE CONSTRUCTION AND/OR REPAIR OF PNP INFRASTRUCTURE

AND FACILITIES
I. REFERENCES
a. First Logistics Family Conference on March 1-2, 2007;

b. Second Logistics Family Conference on October 19, 2007; and
c. Seminar-Workshop on Preservation of PNP Properties on March 6-7, 2008.
II. PURPOSE & SCOPE
This circular prescribes the policies, procedures, guidelines and responsibilities

to be followed in the implementation of the construction and repair of PNP infrastructure
and facilities.
III. OBJECTIVES
1. To provide guidelines in the repair and/or construction of infrastructure

projects of the PNP;
2. To strengthen coordination between Chiefs of the Regional Logistics Division

(C, RLD) and Regional Engineering Officers (REOs) in providing adequate and suitable
facilities, including its maintenance thereof, in all Police Regional Offices;
3. To promote close coordination between Local Government Unit (LGUs) and

the PNP with respect to the construction and/or repair of PNP infrastructure and
facilities in their respective area of responsibilities (AORs); and
4. To ensure that all procurement activities in the construction and/or repair of

PNP infrastructure and facilities were made in accordance with the PNP existing
policies and other applicable laws, specifically RA 9184.
IV. ABBREVIATIONS
1. MC - Memorandum Circular
2. RD - Regional Director
3. C, RLD - Chief, Regional Logistics Division
4. C, REO - Chief, Regional Engineering Office
5. AOR - Area of Responsibility
6. RHQ - Regional Headquarters
7. PHQ - Provincial Headquarters
8. PPO - Police Provincial Office
9. CPO - City Police Office
10. MPS - Municipal Police Station
11. NHQ - National Headquarters
633
12. NSU - National Support Units
13. DL - Directorate for Logistics
14. IFMD - Infrastructure and Facilities Management Division
15. PRO - Police Regional Office
16. ES - Engineering Service
17. HSS - Headquarters Support Service
18. LGU - Local Government Unit
19. LCE - Local Chief Executive
20. HOPE - Head of Procuring Entity
21. APP - Annual Procurement Plan
22. RA - Republic Act
23. GAA - General Appropriations Act
24. BAC - Bids and Award Committee
25. TWG - Technical Working Group
V. POLICIES
1. The PNP shall appropriate yearly budget for the construction of and repair of
all PNP owned and/ or administered buildings and facilities;
2. No construction and repair shall be undertaken without undergoing the

procurement process as mandated under R.A. 9184;
3. All infrastructure projects in the NHQ, NSUs and PROs shall be supervised
and monitored by ES, HSS and the Regional Engineering Office in coordination with the
Technical Working Group of the BAC;
4. The following offices shall have the authority to undertake, supervise and
monitor infrastructure projects inside Camp Crame and Camp Panopio as prescribed
below;
a. ES---------all construction projects and repair of outside electrical system

amounting to One (1) million pesos to Five (5) million pesos;
b. ES—----.repair projects with project cost of above one (1) million (up to
Five (5) million pesos); and
c. HSS---—repair projects with project cost of one (1) million pesos and
below (except headquarters ES).
5. The design of the building to be constructed for MPS, CPO,PPO, RHQ and
NHQ shall be in accordance with the PNP standard design for PNP buildings and must
be approved by D, ES or its authorized representatives. All infrastructure projects shall
also conform with the installation/camp development plan of its respective Regions.
6. No repair or construction shall be implemented without the knowledge of the

concerned Regional Engineer (REO) and C, RLD. The REO and the C, RLD shall
submit their report to the RD of the respective Region which in turn will forward its
request for programming of funds to the Directorate for Logistics, Attn: IFMD. With
respect to the construction of PNP Police Stations, following mandatory requirements
shall be attached in the request;
a) Sangguniang Bayan Resolution authorizing the Mayor to donate a

Municipal lot according with the below stated classification of building:
TYPE "A" >>>>>>>>>>>> 1,000 SQ.M.

TYPE “B” >>>>>>>>>>>> 600 SQ.M.
TYPE “C” >>>>>>>>>>>> 400 SQ.M.
635
b) If the donated lot or the lot subject of donation is covered by the local
development plan of the Municipalities, a certification or a Resolution from the
Sangguniang Panglungsod stating that the subject Municipal Resolution was already
forwarded to the Provincial Board for review and that the same is within the authority of
the Municipality and valid, shall be included in the documents required for the
construction of the PNP building.
c) Deed of Donation (Municipal Government/Private Persons as Donor) in

favor of the Philippine National Police (PNP);
d) Certified True Copy of the Mother Title or Transfer Certificate of Title

(whichever is available) or any documents which will prove the ownership of the donor;
e) Lot subdivision plan certified by a license Geodetic Engineer and

approved by Land Management Bureau;
f) Certified True Copy of the Tax Declaration and Tax Receipt of donated lot;
and
g) For LGUs which are willing to provide counterpart funds for the
construction of the police station, a Sangguniang Bayan Resolution appropriating the
counterpart fund of the Municipality shall also be included in the requirements for the
programming.
7. All Chief, REOs or Assistant Chief, REO of the PROs shall be designated as
member of BAC TWG for infrastructure projects. The TWG for infrastructure projects in
NHQ and NSUs are to be designated by NHQ BAC.
8. All PROs shall prepare and submit their prepared Annual Procurement Plan
pertaining to construction and repair to DL (Attn: C, IFMD), which in turn will submit the
same to BAC for the preparation of the APP.
VI. PROCEDURES
a. Preparation and Review of Request
1. Preparation of Mandatory requirements to support the request shall be made

by requesting unit/office;
2. Consolidation of mandatory requirements prior to approval of the request shall

be the responsibility of the following offices;
a. C, Logistics Section/Supply Section ------ PPO

b. C, RLDs ------------------------------------------ PROs
c. C, IFMD, DL ------------------------------------- NHQ/NSUs
3. C, RLD must ensure feasibility of the project and suitability of the area/site for
construction; and
4. Upon completion of mandatory requirements, all endorsement shall be signed

by the head of offices/units.
b. Evaluation of Request
1. All request for construction (not standard) and repair with project cost of One
Hundred Thousand Pesos (Php100,000.00) shall be evaluated by ES;
636
2. All requests for construction for standard MPS, PHQ, CPO, RHQ and NHQ
shall be evaluated by C, IFMD;
3. All deed of donation shall be subject to evaluation and concurrence of C,

REMD; and
4. All requests shall be subject to technical evaluation of ES if necessary.
c. Approval and Funding
1. All funding for construction and repair shall be programmed by C, IFMD-DL;

and
2. All construction and repair projects shall be included in the APP for the
calendar year and shall undergo the process of public bidding as mandated in R.A.
9184 except in some cases where alternative mode of procurement is allowed under the
law.
d. Implementation and Supervision
1. Implementation of construction and repair projects in PROs shall be solely

supervised by designated REOs as member of BAC TWG for infrastructure projects.
2. ES, HSS and PROs shall submit a monthly report to DL for information of the
C, PNP relative to the on-going construction and repair projects until the project is
completed. All reports shall have the following signatories;
Prepared By: Certified Correct: Noted By:
For PROs; C, REO RLD RD

For ES C, CMS/C, R & U C, CRD D, ES
For HSS: Base Engineer C, ADL D, HSS
VII. RESPONSIBILITIES
A. DUTIES OF THE D, ES
1. Shall monitor, through its designated Building Official, regardless the project
cost all construction projects, other repair projects and projects involving outside
electrical system within Camp Crame and Camp Panopio;
2. Shall submit reports of on-going construction/repair/renovation/alteration

projects to DL until the completion of projects, in coordination with the TWG for
infrastructure projects;
3. Shall ensure the strict compliance with the mandate of National Building Code
(PD 1594), NAPOLCOM MC 96-015 (Prescribing the Policies, Guidelines and
Regulation on PNP Infrastructure Projects) and other applicable laws;
4. In-charge of preparation of plans and design, bill of materials and cost

estimate of all PNP construction and repair projects whenever requested by different
PROs and NSUs nationwide;
5. As HOPE, shall strictly comply with the procurement laws of the Philippines
especially RA 9184 and other existing laws, rules and regulation pertaining to
procurement of infrastructure projects;
637
B. D, HSS
1. Shall monitor the repair of all projects in Camp Crame and Camp Panopio
(except repair of outside electrical system and headquarters ES) with project cost of
One (1) Million Pesos and below;
2. Shall submit monthly reports to TDL on the status of project and upon
completion of the same; and
3. As HOPE, shall strictly comply with the procurement laws especially R.A.
9184 and other existing laws, rules and regulation pertaining to procurement of
infrastructure projects.
C. RDs
1. As HOPE, shall strictly comply with the procurement laws of the Philippines
especially RA 9184 and other existing laws, rules and regulation pertaining to
procurement of infrastructure projects;
2. Shall monitor the construction and repair projects in their AORs;
3. Shall submit a monthly report to DL on the status of construction and repair

projects in their AORs; through their BAC TWG for infrastructure projects.
4. Shall maintain close coordination with heads of LGUs for possible contribution
of counterpart funds to support construction and repair projects in their AORs; and
5. Shall maintain close coordination with heads of LGUs in providing them the
information especially the status of their request pertaining to construction and repair of
facilities used by PNP in their AORs.
VIII. PENALTIES
Any violation of this circular shall be investigated and if warranted by evidence,

appropriate criminal, civil and administrative charges shall be filed against those who
IX. REPEALING CLAUSE
This circular shall supersede all other issuances contrary thereto.
X. EFFECTIVITY
This circular shall take effect after (15) days from the filing of the copy thereof at
the University of the Philippines Law Center in consonance with section 3 and 4 of
Chapter 2, Book Vll of Executive Order 292, otherwise known as “The Revised
Administrative Code of 1987", as amended.
Original Signed
AVELINO I RAZON JR
Chief, PNP
638
STANDARD DESIGN
of
Regional Headquarters (RHQ)
Police Provincial Office (PPO)
City Police Office (CPO)
City Police Station (CPS)
Municipal Police Station (MPS)
COMPACT Building
639
STANDARD REGIONAL HEADQUARTERS
BUILDING COST : P 14,892,300.00
640
STANDARD PROVINCIAL HEADQUARTERS
641
STANDARD CITY POLICE OFFICE BUILDING (CPO)
BUILDING COST : Php14,361,300.00
LOT REQUIREMENT : 1,000 SQM (MINIMUM)
642
STANDARD CITY POLICE STATION BUILDING (CPS)
LOT REQUIREMENT : 1,000 SQM (MINIMUM)
FLOOR AREA : 355.5 SQ.M/FLR = 711 SQ.M.
643
STANDARD TYPE “A” MPS BUILDING
LOT REQUIREMENT : 600 SQM (MINIMUM)
FLOOR AREA : 144 SQ.M/FLR = 438.4 SQ.M
644
STANDARD TYPE ‘B/C’ MPS BUILDING
FLOOR AREA : 96 SQ.M./FLOOR = 288 SQ.M.
645
STANDARD COMPAC BUILDING
646
STANDARD DESIGN
of
Mortuary
647
PERSPECTIVE (OPTION-1)
FLOOR AREA : 62.50 sqm
PROJECT COST: P 915,000.00
648
PERSPECTIVE (OPTION-2)
FLOOR AREA : 117.50 sqm
PROJECT COST: P 1,902,000.00
649
August 13, 2007

NUMBER ODL 2007-03
l. TITLE:
PROCEDURES AND GUIDELINES TO BE CONSIDERED IN PRIORITIZING

THE CONSTRUCTION AND REPAIR OF PNP FACILITIES AND ITS
IMPLEMENTATION
ll. REFERENCES:
a. First PNP Logistics Family Conference dated March 1 & 2, 2007;

b. RA 9184 "Otherwise known as the Government Reform Act";
c. Memorandum Circular Nr 2005-05 (Revised Accreditation Rules); and
d. NHQ BAC Resolution.
Ill. PURPOSE AND SCOPE:
This SOP prescribes the policies, procedures, guidelines and responsibilities to

be considered in prioritizing the construction and repair of PNP facilities and its
implementation.
IV. OBJECTIVES:
a. To simplify and facilitate the procedures and guidelines to be considered in

prioritizing the construction and repair of PNP facilities and its implementation.
b. To provide guidelines to all concerned PNP offices of the policies.
V. POLICIES:
A. ESTABLISHING PRIORITY IN THE CONSTRUCTION OF POLICE

STATION:
1. There should have LGU counterpart;

2. It's location should be accessible and strategic;
3. Located in component cities/capital towns;
4. Police Stations with no permanent office; and
5. Dilapidated stations.
B. ESTABLISHING PRIORITY IN THE REPAIR OF PNP FACILITIES:
1. Facilities should be economically repairable,

2. Facilities damaged by fatalities;
3. Totally deteriorated facilities;
4. Facilities that are currently utilized;
5. Dilapidated facilities and police station buildings;
6. Facilities owned by the PNP.
650
IV. PROCEDURES:
"Procedures in the implementation of Construction and Repair Projects"
1. Preparations of plans, scope of works and cost estimates

2. Programming of funds
3. Allotment Advice
4. Publication of Invitation to Bid (14 calendar days)
5. Receipt/Acceptance of Pre-C
A. Legal Documents
A.1. Registration/Permits
A.2. Philippine Constructor Association Board (PCAB) License
A.3. Joint Venture Agreement (If any)
A.4. Accreditation Certificate (PNP)
A.5. Construction Industry Authority of the Philippines
(CIAP) Certificate
B. Technical Documents
B.1. List of completed construction contract

B.2. List of awarded contract
B.3. List of construction Key Personnel
B.4. Certificate of own/lease equipment
C. Financial Documents
C.1. Audited Financial Statement

C.2. Contractors Assets & Liabilities
C.3. Contractors Net financial Contracting Capacity
6. Issuance of Notice of Pre-qualification/Pre-disqualification

7. Issuance of Bid Documents
8. Pre-bid Conference at least 12 days prior to bidding
9. Receipt and Opening of Bids
10. Post qualification
11. Issuance of Notice of Award
12. Submission of Performance Board
13. Contract signing
14. Issuance of Notice to Proceed
15. Start of the project
16. Preparation of progress report
17. Preparation of Voucher and checks for payments
18. Turn-over of Project
19. Inauguration
V. RECESSION:
Previous publications inconsistent with this SOP are hereby rescinded .
651
VI. EFFECTIVITY:
Original Signed
ERNESTO V BELEN
Police Director
652
June 25, 2011

NUMBER: 2011-016
SUBJECT: IMPLEMENTING GUIDELINES ON THE CONSUMPTION CEILING FOR

ELECTRICITY AND WATER OF CAMP CRAME TENANT OFFICES
(REVISED)
SECTION l: REFERENCES
1. C, PNP approved Memo dated November 13, 2009, Subject: Proposed Camp
Crame Water Management Program (TAB "A")
Crame Electricity Management Program (TAB "B")
3. PNP Circular No. 2004-007 dated October 7, 2004, Subject: Policy on the
Reduction of Water and Light Consumption (TAB "C")
4. Memorandum for C, PNP dated August 10, 2009 Subject: Payment of Fixed
Expenditures Incurred by NSUs Outside Camp Crame (TAB "D")
SECTION Il: RATIONALE
As Camp Crame continuously experienced high electricity and water

consumption level despite implementation of various national government energy
management programs (GEMPs) and PNP-initiated ENERCON measures, the PNP
management relentlessly applied possible remedies to address these predicaments.
These predicaments compelled the present administration to conduct rigid research and
study to avert such situation. Surveys in all tenant offices hereat were conducted to
discover real causes and apply real time solutions. The study revealed that unconscious
energy utilization was the main cause of the huge water and electricity consumption.
Among the indications of the unconsciousness are the improper/abusive use of
equipment and appliances (for electricity) and total disregard of leaks and defective
fittings (for water) within and outside PNP NHQ offices. These findings led to the
implementation of the Energy Management Programs inside Camp Crame which
include the improvement of distribution lines, installation of individual tenant office
metering system at the NHQ main building/no meter tenant offices and implementation
of this ideal consumption or the fund ceiling system (FCA) for tenant offices.
SECTION Ill: PURPOSE AND SCOPE
This circular sets forth the guidelines on the implementation of the Camp Crame
Energy. (Electricity and Water) Management Programs (EMP). Likewise, it outlines
measures sustaining the optimal consumption and/or fund ceiling system of tenant
offices.
653
SECTION IV: GUIDELINES
1. Every tenant electricity and water service connections shall pass each
metering systems installed for the purpose. The monthly consumption based
on meter readings shall be the basis of FCA. Provided, that the service line,
fittings and other water facilities are in good condition. In contrast, the per
capita rating shall prevail pending the repair of defects;
2. Tenant offices inside Camp Crame shall be required to have their individual
metering systems to manage and regulate their energy utilization. Further,
other tenant offices including Non-Governmental Organizations (NGOs)
housed under the roof of a lead NSU-tenant office shall provide their own
metering systems prior to occupancy or implementation of the optimal
consumption ceiling system. Provided, that each tenant office shall have its
separate comfort/rest room without damaging the original building structure.
Otherwise, the lead NSU-tenant office shall proportion the EXCESS OF FCA
to all co-tenant units according to number of occupants during the period
under consideration by means of the per capita rating (water) and existing
lighting/lighting systems and appliances/equipments (electricity);
3. Tenant offices shall be allocated monthly optimal consumption ceiling based

on existing standards such as computed consumption of their reported
equipment/appliances intended for official function, lighting and lighting
systems (for electricity) and actual number of personnel/occupants/visitors
(for water), among others;
4. Monthly consumption .of each tenant offices should be within the allocated
optimal consumption ceiling. Otherwise, those tenant offices which exceed
the allocated ceiling shall shoulder the excess through deduction of their
Miscellaneous and Other Operating Expenses (MOOE);
5. For PNPTS, ITG and other training units with irregular number of personnel in
a month are required to submit upon opening of each programs proof of
trainings to be conducted, duration, venue, attendees and billeting
participants, among others as basis for the computation of monthly FCA;
6. Allocation of additional consumption ceiling maybe granted. Provided, that

appropriate justifications be submitted through D, HSS and approved by TDL;
7. Heads of tenant offices shall ensure the proper maintenance of its electricity
and water distribution system. Damage in any part of the system through
irregular and/or deliberate manner shall be the responsibility of the concerned
tenant office/s;
8. Informal quartering and business operation (i.e., photocopying and vending

machines and other activities utilizing electricity and water) inside offices and
immediate vicinities is strongly discouraged. Otherwise, the consumption shall
become part of the consumption of the office of which they are attached; and
9. Quartering and concessionaire tenants including NGOs shall pay their

consumptions based on the actual meter readings and prevailing rates of
service providers to the 14th FSO. The same manner shall be applied to all
personnel quarters/barracks under the administration of tenant offices (i.e.,
SILG Internal Security, ES, CS, MG, CLG, etc.) where energy consumptions
shall be charged to permanent/transient occupants.
654
SECTION V: TASKS/RESPONSIBILITIES
Office of the Directorate for Logistics (ODL)
Act as overall supervisor in the implementation of the Energy Management

System.
Office of the Directorate for Comptrollership (ODC)
1. Withhold the fund equivalent to the EXCESS of the monthly-allocated

consumption by any tenant office. Said fund shall automatically become part
of the fund intended for electricity and water payments; and
2. Shall conduct quarterly management audit on money and/or money equivalent

generated in the program and render report (furnish copy DL) for information
of the C,PNP.
Engineering Service ES
1. Responsible in the evaluation of design of electrical and water facilities of new

constructions, repairs and improvements;
2. Responsible in the overall inspection and evaluation of existing water and

electricity facilities; and
3. Recommend periodic enhancement measures.
Headquarters Support Service (HSS): As Facilities Manager for Camps Crame and
Panopio, it shall;
1. Recommend and/or implement the systematic utilization of buildings/facilities

(i.e., integration of units under one office such as HRAU at LS, PIO/Media
Center at DPCR, Complaint Unit at Kiangan Billeting Center, etc. .all under
the OCPNP) leading to the economic use of energy resources;
2. Periodically validate the proof of trainings to be conducted and its

components submitted by various training units;
3. Implement in coordination with the ES, the demolition of buildings/facilities

declared hazardous to life and properties, after determination and approval by
the C, PNP through the Disposal Committee of Building Official to prevent
intruders and/or pilferage;
4. Strictly implement the eviction of informal settlers and/or prevent the

establishment of the same for energy conservation;
5. Designate car wash areas with appropriate fee paid to the 14th Finance
Service Office (14 FSO) preventing the use of office's water resources and
proliferation of fly-by-night operators;
6. Conduct regular inspection in all electricity and water line facilities and caution
the concerned units/offices of any irregularity as provided in Section Ill of the
PNP Circular No. 2004-007 dated October 7, 2004;
7. Ensure that unauthorized/no business permit operation inside the Camp shall
be disallowed particularly those utilizing water and/or electricity;
655
8. Conduct monthly consumption reading on water and electricity meters, collect
payments and issue Disconnection Notice as provided in paragraph 1 to 4,
Section IV PNP Circular No. 2004-007 dated October 7, 2004; and
9. Furnish the DC of the results of the meter readings including the equivalent
amount of the computed EXCESS of the monthly-allocated consumption.
Heads of Tenant Offices (Command Group, D-Staffs and NSUs)
1. Heads of the various tenant offices inside Camp Crame are given the authority
to manage and regulate their monthly electricity and water resources;
2. Initiate with its co-tenants the impartial distribution of the EXCESS OF FCA
based on the actual number or occupants during the period under
consideration, if any;
3. To strictly prohibit the proliferation of informal quartering and entrepreneurial

activities within AOR; and
4. To abide by the provisions of Section VI paragraphs 1 and 2 of PNP Circular

No. 2004-007 dated October 7, 2004 in case of improvements, alteration or
change in office/building existing design and other circulars, issuances and
provisions related to electricity and water.
Energy Resource Manaqement Officers (ERMOs)
The ERMOs shall be the primary overseer of the energy conservation measures
and the provisions of paragraphs 1 - 6, Section Ill of the PNP Circular No. 2004-007
dated October 7, 2004 and related circulars and issuances.
14th Finance Service Office (14th FSO)
1. Ensure the effective and efficient collection of electricity and water

consumption payments;
2. Render monthly progress reports on collected electricity and water

consumption payments; and
3. To perform other function deemed necessary.
SECTION VI: UTILIZATION OF COLLECTED FUND EQUIVALENT TO THE EXCESS

CONSUMPTION
The amount deducted by the Directorate for Comptrollership from the MOOE of
concerned NSU/s that is equivalent to the excess of allocated monthly consumption
ceiling shall augment the payments to water and electricity service providers as
provided in Section V of PNP Circular No. 2004-007 dated October 7, 2004.
SECTION VII: PENALTY CLAUSE
Criminal, civil and/or administrative cases shall be filed against any person found
violating any provision of this circular.
SECTION VIII: REPEALING CLAUSE
Provision of existing PNP regulations, memoranda, circulars, SOPs and

directives in conflict and contrary with this Circular hereby modified accordingly.
656
SECTION IX: EFFECTIVITY
Original Signed
Chief, PNP
657
September 09, 2010
MEMORANDUM CIRCULAR
NUMBER 2010-018
SUBJECT: IMPLEMENTING GUIDELINES ON THE CONSUMPTION CEILING FOR

ELECTRICITY AND WATER OF CAMP CRAME TENANT OFFICES
SECTION I: REFERENCES:
Crame Water Management Program (TAB “A”)
Crame Electricity Management Program (Tab “B”)
3. PNP Circular No. 2004-007 dated October 7, 2004, Subject: Policy on the
Reduction of Water and Light Consumption (Tab “C”)
4. Memorandum for C, PNP dated August 10, 2009 Subject: Payment of Fixed
Expenditures Incurred by NSUs Outside Camp Crame (Tab “D”)
SECTION II: RATIONALE
As Camp Crame continuously experienced high electricity and water consumption

level despite implementation of various national government energy management
programs and PNP-initiated ENERCON measures, the PNP management relentlessly
applied possible remedies to address these predicaments. These predicaments
compelled the present administration to conduct rigid research and study to avert such
situation. Surveys in all tenant offices hereat were conducted to discover real causes and
apply real time solutions. The study revealed that unconscious energy utilization was the
main cause of the huge water and electricity consumption. Among the indications of the
unconscious are the improper/abusive use of equipment and appliances (for electricity)
and total disregard of leaks and defective fittings (for water) within and outside PNP NHQ
offices. These findings led to the implementation of the Energy Management Programs
inside Camp Crame which include the improvement of distribution lines, installation of
individual tenant office metering system at the NHQ main building and implementation of
this ideal consumption or the ceiling system for tenant offices.
SECTION III: PURPOSE AND SCOPE
This Circular sets forth the guidelines on the implementation of the Camp Crame
Electricity and Water Management Program (EMP). Likewise, this Circular outlines
measures relative to the implementation of the optimal consumption and/or ceiling system
in every tenant offices.
SECTION IV: GUIDELINES
1. Tenant offices inside Camp Crame shall be required to have their individual
metering system to manage and regulate their energy utilization. Further, tenant offices
658
housed under the roof of an original NSU-tenant shall provide its own metering system
prior to occupancy or implementation of the optimal consumption ceiling system.
2. Tenant offices shall be allocated monthly optimal consumption ceiling

based on existing standards such as computed consumption of their reported
equipment/appliances intended for official function, lighting and lighting systems (for
electricity) and number of personnel/occupants (for water), among others.
3. Every tenant electricity and water service connection shall pass each
metering system installed for the purpose.
4. Monthly consumption of each tenant offices should be within the allocated

optimal consumption ceiling. Otherwise, those tenant offices which exceed the allocated
ceiling shall shoulder the excess through deduction of their Miscellaneous and Other
Operating Expenses (MOOE).
5. Allocation of additional consumption ceiling maybe granted provided that

appropriate justifications be submitted to ODL for evaluation and approval.
6. Heads of tenant offices shall ensure the proper maintenance of its electricity
and water distribution system.
7. Informal quartering and business operation (i.e., Xerox, vendo machines

and other acts utilizing fixed expenditure resources) inside offices and vicinities is strongly
discouraged. Otherwise, approval from the head of office is required.
8. Quartering and concessionaire tenants including associations of active and

retired policemen shall pay their consumptions based on the actual meter readings and
prevailing rates of service providers.
SECTION V: TASKS/RESPONSIBILITIES
1. DL
Act as overall supervisor/coordinator in the implementation of Energy

Management System.
2. DC
Withhold the fund equivalent to the EXCESS of the monthly allocated

consumption by any NSU. Said fund shall automatically become part of the fund intended
for electricity and water payments.
3. Heads of Tenant Offices (Command Group, D-Staffs and NSUs)
a. Heads of the various tenant offices inside Camp Crame are given the
authority to manage and regulate their monthly electricity and water resources;
b. To ensure that entrepreneurial activities shall not be allowed within their

Area Of Responsibilities (AORs); and
c. To abide by the provisions of Section VI paragraphs 1 and 2 of PNP Circular

No. 2004-007 dated October 7, 2004 in case of improvements, alteration or change in
office/building existing design and other circulars, issuances and provisions related to
electricity and water.
659
4. HSS
a. Shall act as Camp Crame and Camp Panopio Facilities Manager;
b. Shall conduct regular inspection in all electricity and water line facilities and
caution the concerned units/offices of any irregularity as provided in Section III of the PNP
Circular No. 2004-007 dated October 7, 2004;
c. Shall ensure that unauthorized/no business permit operation inside the

Camp shall be disallowed;
d. Shall conduct monthly consumption reading on water and electricity meters,

collect payments and issue Disconnection Notice as provided in paragraph 1 to 4, Section
IV PNP Circular No. 2004-007 dated October 7, 2004; and
e. Shall furnish the DC of the results of the meter readings including the
equivalent amount of the computed EXCESS of the monthly allocated consumption.
5. ES
a. Responsible in the evaluation of electrical and water facility requirements of

new constructions, repairs and improvements;
b. Responsible in the overall inspection and evaluation of existing water and

electricity facilities as to their reliability; and
c. Recommend periodic enhancement measures.
6. Energy Resource Management Officers (ERMOs)
The ERMOs shall be the primary overseer of the energy conservation

measures and the provisions of paragraphs 1 – 6, Section III of the PNP Circular No.
2004-007 dated October 7, 2004 and related circulars and issuances.
SECTION VI: UTILIZATION OF COLLECTED FUND EQUIVALENT TO THE EXCESS

CONSUMPTION
The amount deducted by the Directorate for Comptrollership from the MOOE of
concerned NSU/s which is equivalent to the excess of allocated monthly consumption
ceiling shall be utilized to augment the payments to water and electricity service providers
as provided in Section V of PNP Circular No. 2004-007 dated October 7, 2004.
SECTION VII: PENALTY CLAUSE
Provision of existing PNP regulations, memoranda, circulars, SOPs and directives

in conflict and contrary with this Circular are hereby modified accordingly.
SECTION IX: EFFECTIVITY
Original Signed
Chief, PNP
660
COMMUNICATIONS AND ELECTRONICS SERVICE
March 22, 2010
CES STANDARD OPERATING PROCEDURE

NUMBER 2010-001
INSTALLATION OF LOCAL/COMMERCIAL TELEPHONE LINES INSIDE

CAMP CRAME
I. REFERENCES:
a. CES Standard Operating Procedure Nr 2006-04 (Revised) re-Installation of

Local/Commercial Telephone Lines Inside Camp Crame dated July 28,
2006.
b. CES Standard Operating Procedure Nr 2008-01 (Revised) re-Installation of
Local/Commercial Telephone Lines Inside Camp Crame dated January 29,
2008.
II. PURPOSE
This SOP prescribes the Guidelines on the availment of telephone service by all
subscribers/users inside Camp Crame. It defines the Rules and Regulations which are
applicable to:
a. Units/offices of PNP
b. Government offices/agencies
c. Private Offices and Organizations
d. Concessionaires/stores inside Camp Crame
e. PNP Personnel, NUPs and other residents inside Camp Crame.
III. PROCEDURE
1. INSTALLATION/REPAIR OF LOCAL TELEPHONE LINES
a. All memoranda/letters addressed to Director, CES (D, CES) pertaining to

the request for the installation, transfer, repair and replacement of
lines/telephone facilities of local telephone lines inside NHQ-PNP, Camp
Crame, Quezon City shall be forwarded to the office of Assistant Director
for Operations and COMSEC (ADOCS) for proper evaluation and
issuance of service directive to the Chief, Installation and Maintenance
Division (C, IMD) to conduct survey for evaluation, identification of the
Scope of Work and complete action.
b. C, IMD shall recommend approval of the installation/repair of local

telephone line depending on the feasibility and necessity of the request
and submit to ADOCS after survey report with the list of materials needed.
c. ADOCS shall prepare report on the results of action taken regarding the
request for the installation/repair of telephone lines and Quarters of the
PNP Command Group, D-Staff and Directors, NOSUs and NASUs.
661
6. For information.
Original Signed
ROQUE G RAMIREZ
Distribution:
D-Staff
Dirs, NSUs
OIC, IAS
C, WCPC
C, HRAO
C, PACER
DTFC, AIDSOTF
ED, PMO
Copy Furnished:
Command Group
662
February 9, 2006
MEMORANDUM CIRCULAR
NUMBER 2006-002
SUBJECT: POLICIES AND GUIDELINES ON FIXED EXPENDITURES

AT PROs
SECTION l. REFERENCES
a. PNP Circular Nr 2004-007 dated October 7, 2004, subject: Policy on the

Reduction of Water and Light Consumption
b. Letter from DBM dated February 19, 1998, re: Decentralization of Funds
for Fixed Expenditures
c. Memo for RD, PROs and D, NSUs dated June 14, 1998, subject: Fixed
Expenditures
SECTION ll. PURPOSE AND SCOPE
This circular sets forth the policies and guidelines in the programming, budgeting
and payment of Fixed Expenditures particularly on light, water and telephone services
of Police Regional Offices (PROs) and National Support Units (NSUs) Regional Offices
as well as the proper utilization of said services as a measure to enhance cost
effectiveness.
SECTION Ill. POLICY and GUIDELINES
Since funds for Fixed Expenditures are decentralized and released directly by the
Department of Budget and Management (DBM) to PROs since 1998 to ensure the
prompt releases of funds to police units, the following policies and guidelines shall be
implemented on Fixed Expenditures:
1. RD, PROs shall require all NSUs within their AOR to submit their
respective Bill of Charges/Accounts Payable on light, water and telephone to PROs
(Attn: C, RLD). The bills submitted by NSUs shall also include the fixed expenditure of
their field units within the AOR of the concerned PRO.
2. RD, PROs shall include the light, water and telephone expenditures of
NSUs within their AOR in their programming, budgeting and payment.
3. RD, PROs may make representation with DBM requesting supplemental

funds in case of funds shortage to support the payment of Fixed Expenditures.
4. RD, PROS shall charge all Concessionaires, On-Base Housing Units and
Non-PNP Units inside PNP Camps/Offices with their light, water and telephone
663
consumption and payment shall be collected by Regional Finance Service Office and
form part of the PNP Trust Receipts.
5. RD, PROs may impose ceiling on light, water and telephone consumption
on all offices in their AOR in consonance with the Policy on the Reduction of Light and
Water Consumption and Cost Cutting Measures on Telephone Expenditures. Excess of
the ceiling imposed by PRO shall be shouldered by the PNP unit/office concerned.
6. RD, PROs shall submit a monthly light, water and telephone consumption
report to the Directorate for Logistics every 2nd week of the following month.
SECTION IV. COLLECTION FROM WATER, LIGHT AND TELEPHONE SERVICES
The Directorate for Comptrollership (Attn: Management Division) shall program

the payments collected from light, water and telephone services from tenants of PNP
Camps/Offices and be used purposely for payment of utility bills of the PNP and its
various units.
SECTION V. REPEALING CLAUSE
Provisions of existing PNP regulations, memoranda, circulars, SOPs and

directives in conflict with this Circular are hereby modified or repealed accordingly.
SECTION VI. EFFECTIVITY
This Circular takes effect immediately.
Original Signed
ARTURO C LOMIBAO
Chief, PNP
664
MEMORANDUM
FOR : C, PNP
THRU : TDCA __Sgd__

Approved/Disapproved
TDCO__Sgd__
TCDS __Sgd__
TDC __Sgd__ 28 Aug 2009
FROM : TDL
SUBJECT : Payment of Fixed Expenditures Incurred by NSUs

Outside Camp Crame
1. References:
a. PNP Memo Circular Nr 2006-002 dated February 8, 2006 re Policies and

Guidelines on Fixed Expenditures at PROs (Tab "A");
b. Undated Memo from TDC re Request for Fund (Tab "B");
c. Memos for Dirs, SAF and AVSEGROUP from TDL both dated May 5,
2009 re Unpaid Fixed Expenditures (Tab "C");
d. Memo from Dir, AVSEGROUP dated July 6, 2009 re Unpaid Fixed
Expenditures (Tab "D");
e. Memo from Dir, SAF dated July 8, 2009 re Letter of Appeal (Tab "E"); and
f. Summary of Unpaid Electricity Bills of SAF and AVSEGROUP (Tab “F”).
2. This pertains to the unsettled bills on fixed expenditures particularly on

electricity of NSUs stationed outside Camp Crame, especially Special Action Force
(SAF) and Aviation Security Group (AVSEGROUP).
3. Since 1998, funds for fixed expenditures particularly on electricity, water and
telephone services are decentralized and released directly by the DBM to PROs while
those allotted for the NSUs are released to the Central Office thru DC which are being
managed by DL. All of the National Offices of the twenty (20) NSUs except for SAF and
AVSEGROUP are co-located with the NHQ PNP inside Camp Crame. The fixed
expenditures incurred by all the units in Camp Crame are administered by the Central
Office.
4. MC Nr 2006-002 (Reference 1a) specified that the fixed expenditures of NSU

Regional Offices and' their field units shall be managed by the concerned PROs which
have jurisdiction and operational supervision over them. This makes the National
Offices of SAF and AVSEGROUP explicitly excluded in the memo circular. However, as
NSUs, their fixed expenditures as well as those of their field units used to be managed
by the Central Office.
665
5. Sometime in April 2009, DL was informed by DC of the new policy that the
electricity and water consumption of offices and units outside Camp Crame should be
shouldered by the units/offices concerned to be taken out and/or charged against their
respective MOOEs (Reference 1b). This came up because of the continuing deficit on
fixed expenditures our Central Office is experiencing for years. Subsequently, this
Directorate advised SAF and AVSEGROUP of the said policy (Reference 1c).
6. On their memos dated July 6 and 8, 2009 (References 1d and 1e),

AVSEGROUP and SAF appealed for the exclusion/exemption of their units from the
said policy for almost the same reasons, to wit: the MOOE allotted by the Central Office
to them have no fixed expenditure component; their MOOE are not sufficient to pay for
the monthly consumption or utilization of their fixed expenditures since they have been
programmed to defray their mandatory activities; and they have already incurred unpaid
MERALCO bills for CY 2008 up to the present which they cannot afford to pay since
historically, Central Office programs the payment of their fixed expenditures. For the
unpaid electricity bills, the 2 NSUs incurred P6,426,979.14 for CY 2008 and
P1,516,245.38 for the first 4 months of CY 2009, for a total of P7,943,224.52
(Reference 1f).
7. In order to resolve the issue and further institute a clear policy on this matter,
recommend that the PNP Memo Circular Nr 2006-002 be adhered to by all our PNP
units and the following additional/complemental as well as reiterated guidelines be
observed:
a. The Central Office shall cover the fixed expenditures of the following:
1) All PNP units inside Camp Crame;

2) SAF and AVSEGROUP whose National Offices are outside Camp
Crame, including all their field units and offices; and
3) NSU extension offices and establishments outside Camp Crame which
are not under the operational supervision of concerned PROs, such as the LSS
Warehouse in Camp Bagong Diwa, Taguig City and the PNP General Hospital Annex in
Camp Panopio, Quezon City.
b. PROs shall cover the fixed expenditures of the NSU Regional Offices and
their lower field units stationed within AOR which are under their operational
supervision, including those outside PNP camps.
c. The Central Office thru DL and PROs thru RDL may impose consumption
ceiling on all offices whose fixed expenditures they manage. Ceilings of respective
offices shall be based on the available budget and the inputs for computation such as
Table of Equipment and Allowances, working period, personnel strength and computing
standards. Survey of offices should be conducted to effectively come up with
appropriate ceilings, and individual metering system must be in place. Excess of the
ceiling imposed shall be shouldered by the PNP units/offices concerned.
d. The Central Office and PROs thru DC may make representation with the
DBM requesting supplemental funds in case of funds shortage to support the payment
of fixed expenditures. They may also readjust their respective proposed budgets for the
succeeding year based on the computed consumption ceilings
8. In connection with Para 7, it is further recommended that funds for the

payment of electricity of SAF and AVSEGROUP for this year amounting to
P1,516,245.38 be released chargeable against CY 2009 DL mandatory funds for
Electricity (767) while their unpaid bills for CY 2008 amounting to P6,426,979.14 be
included in a separate request for supplemental budget to the DBM, as appropriate.
666
9. In order to arrest the perennial deficit on fixed expenditures being
experienced by the Central Office, this Directorate is determined to strictly implement
the most neglected critical provision of PNP Memo Circular Nr 2006-002 which is the
imposition of ceiling on fixed expenditure consumption of all concerned offices.
DL has just completed its comprehensive study on its implementation and is coming up
with the proposed approach and budgetary requirements for its holistic solution. DL has
already initiated the conduct of survey on electricity and water to all SAF and
AVSEGROUP offices and facilities to determine their appropriate consumption ceilings.
10. Meanwhile, we must clearly identify the units and offices whose fixed
expenditure shall be managed by the Central Office to be able to efficiently carry out
this flagship project and also to prevent the disconnection of utility services on affected
offices due to non-payment of bills.
11. In view of these, recommend approval of Paras 7 and 8 above.
Original Signed
Police Director
667
MEMORANDUM
TO : All Regional Director, PROs and Directors, NSU

(Attn: Chiefs, RLRDD/Assistant Directors for Logistics)
FROM : TADL
SUBJECT : Administrative Order No. 126
1. References:
a. Administrative Order number 126 dated August 13, 2005; and
b. Memorandum from Chief, PNP dated September 2, 2005, subject:

Official use of Government Vehicle for Energy conservation.
2. It has come to the attention of this Directorate that there has been an
increasing trend in the occurrence of cases "unauthorized use of government vehicle"
within the organization (PNP), wherein in most cases, PNP vehicles have been sighted
outside of your respective Area of Responsibility (AOR).
3. Section 2 of Administrative Order 126 dated August 13, 2005 in line with the
Energy Conservation Program is quoted as follows:
“Section 2. All government agencies and offices are prohibited from using
government vehicles, aircraft and water craft for purposes other than official business:
Provided, the use of the vehicle shall be displayed on the windshield or in another
conspicuous place on the vehicle: Provided, further, that vehicles used by intelligence
investigative agencies of the government shall not be covered by foregoing proviso.
The use of the government vehicles on Sundays, legal holidays, or out of the regular
office outside the route of the officials or employees authorized, be prima facie
evidence of violation of this Section in the administrative proceeding against the
officials or employees responsible of such violation.
All government agencies and offices shall limit use of government vehicles to essential
activities and shall review their travel program and schedules to minimize unnecessary trips.”
4. In order to preclude the occurrence similar incidents in the future and to

avoid personnel from being administratively charged, strict adherence to the aforesaid
order is hereby enjoined.
5. For guidance, widest dissemination and strict compliance.
Original Signed
NOE ALBANO WONG
668
Malacañang
Manila
BY THE PRESIDENT OF THE PHILIPPINES
ADMINISTRATIVE ORDER NO. 126
STRENGTHENING MEASURES TO ADDRESS THE EXTRAORDINARY

INCREASE IN WORLD OIL PRICES, DIRECTING THE
ENHANCED IMPLEMENTATION OF THE GOVERNMENT’S
ENERGY CONSERVATION PROGRAM, AND FOR OTHER
PURPOSES
WHEREAS, pursuant to Republic Act No. 7638, it is declared the policy of the
State to ensure a continuous, adequate, reliable and economic supply of energy
through the judicious conservation, renewal and efficient utilization of energy, to keep
pace with the country’s growth and economic development;
WHEREAS, the continuous rise in the prices of oil in the world market has
drastically affected the prices of fuel and other domestic products in the country;
WHEREAS, it is imperative that measures be immediately adopted to minimize, if

not forestall, any adverse effect of the world prices of oil on the country’s economy;
WHEREAS, to cushion the effects of increasing oil prices on the domestic

economy, there is a need for the government to exert efforts to promote the judicious
use of our energy resources through intensified conservation effort and efficient
utilization thereof;
WHEREAS, on 31 August 2004, the President issued Administrative Order No.

103 (s. 2004), which, among others, required all government agencies, including
government-owned and controlled corporations, government financial institutions and
other government instrumentalities to adopt austerity measures including the reduction
of at least ten percent (10%) in the cost of the consumption of fuel, electricity and other
utilities.
WHEREAS, on 25 October 2004, the President also issued Administrative Order

No. 110 (s. 2004) directing the institutionalization of a Government Energy Management
Program (GEMP);
WHEREAS, the energy conservation program of the government should also be

disseminated to the public in order to create a sustained and intensive program of
information and education on energy conservation measures and the efficient utilization
of energy;
NOW, THEREFORE, I, GLORIA MACAPAGAL-ARROYO, President of the

Philippines, by virtue of the powers vested in me by law, do hereby order:
SECTION 1. All government agencies, including government-owned and

controlled corporations, government financial institutions and other government
instrumentalities are hereby required to adopt additional measures to limit the use of
their petroleum products supplies to essential activities properly authorized by their
respective heads.
669
Pursuant to Administrative Order No. 103 (s. 2004) and Administrative Order No.
110 (s. 2004), all government agencies and offices are hereby mandated to adopt and
implement a program that will reduce their fuel consumption for transport by ten percent
(10%) of their average monthly consumption for the 1st semester of 2005.
SECTION 2. All government agencies and offices are prohibited from using
government vehicles, aircraft and water craft for purposes other than official business:
Provided, That in every case, the trip ticket authorizing the use of the vehicle shall be
displayed on the windshield or in another conspicuous place on the vehicle: Provided,
further, that vehicles used by intelligence and investigative agencies of the government
shall not be covered by the foregoing proviso.
The use of government vehicles on Sundays, legal holidays, or out of the regular
office hours or outside the route of the officials or employees authorized to use them, or
by any person other than such officials or employees, shall unless properly authorized,
be prima facie evidence of violation of this Section in the administrative proceeding
against the officials or employees responsible of such violation.
All government agencies and offices shall limit the use of government vehicles to
essential activities and shall review their travel program and schedules to minimize
unnecessary trips.
SECTION 3. Where adequate ventilation is available, all government agencies

and offices shall discontinue the use of their air conditioning facilities, especially during
the cooler months from August to February.
In cases where air conditioning units are to be used, they shall be switching on
not earlier than 9:00 a.m. switched off not later than 4:00 p.m. During lunch breaks, the
air conditioning units shall be switched on "FAN" mode.
SECTION 4. The Energy Conservation Officer (ECO) mandated under

Administrative order No. 110 (S. 2004) shall be responsible for his/her government
entity’s compliance with Administrative Order No. 103 (s. 2004), Administrative Order
No. 110 (s. 2004) and this executive order, as well as the development and
implementation of other energy conservation measures.
A report of compliance shall be submitted monthly, not later than the 16th day
following the reporting month, to the Department of Energy which shall prepare and
submit a summary report to the President within five (5) days after the last reporting
day.
SECTION 5. The Department of Trade and Industry and the Department of

Energy shall, in consultation with appropriate trade and industry associations, develop
voluntary energy conservation programs for their respective members which shall target
levels of reduction in electricity and petroleum products consumption similar to those
imposed on government agencies and offices and pinpoint responsibility for monitoring
and reporting of performance.
SECTION 6. The Department of Environment and Natural Resources shall in

coordination with appropriate law enforcement agencies, enforce strictly the smoke
belching law for all vehicles.
Smoke belching caused by improper vehicle maintenance results in very

inefficient use of fuel not to mention its adverse impact on the environment.
SECTION 7. The Office of the Communications Director and the Department of

Energy shall launch a nationwide information campaign on energy conservation through
670
the media. It shall coordinate with all forms of media to ensure accurate and current
dissemination of information on the oil situation, its implications and the course of
actions they entail specifying the type of energy conservation measures that can be
adapted at the family, community and industry levels.
SECTION 8. All government agencies and offices are directed to cooperate fully
in this national energy conservation effort.
The other branches of the government, local government units, and the private
sector are strongly urged to adopt similar measures as those provided in this Order.
SECTION 9. The Office of the Executive Secretary shall monitor the

implementation of the foregoing measures.
SECTION 10. The Executive Order shall take effect immediately.
DONE in the City of Manila, this 13th day of August, in the year of Our Lord, Two
Thousand and Five.
Original Signed
GLORIA ARROYO
By the President:
Original Signed
EDUARDO R. ERMITA
Executive Secretary
671
Malacañang
Manila
BY THE PRESIDENT OF THE PHILIPPINES
ADMINISTRATIVE ORDER NO. 110
DIRECTING THE INSTITUTIONALIZATION OF A GOVERNMENT ENERGY

MANAGEMENT PROGRAM (GEMP)
WHEREAS, under Section 2 of R.A. No. 7638, otherwise known as the

"Department of Energy Act of 1992", it is declared the policy of the State to ensure a
continuous, adequate, reliable, and economic supply of energy through, among others,
the judicious conservation, renewal and efficient utilization of energy, to keep pace with
the country's growth and economic development;
WHEREAS, it is imperative that long-term measures be adopted to minimize if not

forestall any adverse effect of the crude price increases on the country's essential
economic activities;
WHEREAS, to mitigate the ill effects of energy use on the environment, there is a
compelling need for the Government to undertake a program promoting the judicious use
of energy resources through intensified conservation efforts and efficient utilization
thereof;
WHEREAS, the Government's five- (5) point energy reform agenda on energy
independence aims to achieve sixty (60) percent self-sufficiency level by 2010 and thus
shield the country from the price volatility of imported energy through the enhanced
development and use of indigenous oil and gas reserves, renewable energy, alternative
fuels, strategic alliances with other countries, and effective implementation of a National
Energy Efficiency and Conservation Program (NEECP);
WHEREAS, to maintain the Government's credibility in encouraging the adoption

of energy efficiency and conservation measures by the private sector, the Government
shall lead by example implementing its own energy management program;
WHEREAS, Section 1 (b) (2) of the Administrative Order No. 103, requires the
reduction of at least ten percent (10%) in the cost of the consumption of fuel, water, office
supplies, electricity and other utilities. For this purpose, agencies are hereby authorized
to install and use energy-efficient lights and fixtures, and optimize the utilization of internet
facilities especially for long- distance communication.
NOW, THEREFORE, I, GLORIA MACAPAGAL-ARROYO, President of the

Philippines, by virtue of the powers vested in me by law, do hereby order:
SECTION 1. THE GOVERNMENT ENERGY MANAGEMENT PROGRAM

(GEMP)
1.1 GEMP Goal
The Government shall aim to reduce its monthly consumption of electricity (in
kilowatt-hours) and petroleum products (in liters) by at least ten percent (10%) through
the implementation of the GEMP for a minimum period of three (3) years starting January
2005.
672
1.2 Methodology
a. Electricity Efficiency and Conservation
1. Each government entity is mandated to adopt and implement an electricity

efficiency program to reduce electricity consumption by ten (10) percent of
its average monthly consumption for the 1st semester of 2004.
2. The Government, thru the Department of Budget and Management (DBM)

in coordination with the DOE, shall institute the government procurement
guidelines on energy efficient lighting and appliances based on DOE
certified energy efficiency ratings (Attachment A).
3. Each government entity may utilize or avail itself of the Department of

Energy (DOE) approved and other acceptable energy efficiency measures
in order to effectively comply with this Administrative Order.
b. Efficiency and Conservation in Fuel Use of Government Vehicles
1. Each government entity is mandated to adopt and implement a program

that will reduce its fuel consumption for transport by ten (10) percent of its
average monthly consumption for the 1st semester of 2004.
2. The ten percent (10%) fuel reduction may be achieved thru substitution or
blending of petroleum products with alternative fuels, such as Coco-Methyl
Ester (CME) in accordance with the provisions of MC No. 55, Compressed
Natural Gas (CNG), Ethanol, and other biofuels, among others as certified
by the DOE.
3. There shall be a moratorium on the purchase of new government vehicles

for six (6) months after the effectivity of this Administrative Order, provided
that once the moratorium has been lifted, purchase of new government
vehicles shall be limited to engine displacements of no more than1600cc
and 2500cc for gasoline and diesel engines, respectively;
4. Government vehicles shall be used for official business purposes only.
1.3 Compliance
a. Energy Surveys and Audits
1. Each government entity shall conduct a prioritized survey by

requiring walk-through audits in all its facilities. The DOE shall
provide technical assistance to all government entities for this
purpose.
2. Each government entity upon establishing its priorities, shall conduct

detailed energy audits either through the services of the DOE or an
Energy Service Provider (ESP).
b. Energy Conservation Officer
1. Each government entity shall designate a senior official as its Energy

Conservation Officer (ECO).
673
2. The ECO shall be responsible for his/her government entity's
compliance with the provisions of this Administrative Order, as well
as the development and implementation of energy efficiency and
conservation measures.
c. Implementing Guidelines, Rules and Regulations
The DOE, with the concurrence of DBM, shall promulgate the necessary
implementing guidelines, rules and regulations to ensure compliance with the provisions
of this Administrative Order.
SEC. 2. INTER-AGENCY COORDINATION
The DOE shall establish an inter-agency coordination among all government

entities to ensure compliance with this Administrative Order, including the conduct of
appropriate information, education and communication campaign.
SEC. 3. FUNDING
3.1 Source of Funds
a. Each government entity shall allocate appropriate amount from its

approved-budget for the years 2004 and 2005 for the implementation of
its prioritized and planned energy management program.
b. Each government entity shall include in its budget preparation the
necessary funds for its energy management program from 2006 onward.
3.2 Use of Energy Savings
At least 50% of the savings to be realized through the GEMP may be used
by the government entity for the improvement of energy efficiency in its facilities
subject to the guidelines to be promulgated by the DOE and DBM.
SEC. 4. EFFECTIVITY. This Administrative Order shall take effect immediately.
Done in the City of Manila, this 25th day of October, in the year of Our Lord, Two
Thousand and Four.
Original Signed
GLORIA ARROYO
By the President
(Sgd.)
EDUARDO R. ERMITA
Executive Secretary
674
OFFICE OF CHIEF, PNP
October 07, 2004
PNP Circular Number: 2004- 007
SUBJECT: POLICY ON THE REDUCTION OF WATER AND LIGHT

CONSUMPTION
SECTION I. REFERENCES
1. Recent Pronouncement of PGMA, that all government agencies and

GOCC's, to implement 10% reduction of light and water consumption;
2. PNP Circular No. 2002-010, subject: Policy on Light and Water

Consumption;
3. Memo from TCDS dated September 24, 2001 with subject: Increasing
Light and Water Consumption; and
4. Memo from TCDS with subject: Cost Cutting Measures on Light and
Water Consumption.
This Circular sets forth the policies and guidelines on the proper utilization,
conservation and reduction of water and electricity usage. Likewise, this Circular
outlines measures to control the electrical overloading and illegal tapping of utilities in all
PNP offices, facilities and installations inside Camp Crame.
SECTION 111. GUIDELINES ON THE PROPER USE AND

CONSERVATION OF WATER AND ELECTRICITY
1. During working days, (Monday to Friday), use of air-conditioning units

(ACU's), is limited from 9:30 AM to 12:00 NOON and from 1:00 PM to 3:30 PM. All
ACUs shall be turned off during weekends and holidays;
2. The use of water dispenser shall be limited from 8:00 AM to 5:00 PM;
3. The unit/office duty personnel (PCO's & PNCO's) shall use electric fans
and the minimum lights needed (unnecessary lights to be shut-off), after office hours, as
well as, during weekends and holidays;
4. All personnel (Uniformed and Non-Uniformed) in every unit/office are

prohibited to utilize computers for games, movies and other entertainment at anytime of
day and night. Likewise, IT equipment and other electrical instrument of each office
shall be utilized for official function only. Admin Officer is tasked to monitor compliance
of these guideline;
675
5. The use of electric stove and other kitchen electrical appliances is
prohibited in all offices;
6. HSS/RHSS shall conduct periodic inspection of offices/units to check

illegal tapping/connection of electricity and water. A periodic report on the result of
inspection shall be, submitted to ODL/RLD (Attn: C, RPMD,ODL). The Admin Officer
shall report water leaks to HSS/RHSS (Attn: Chief, RMO)) for immediate repair;
7. Every government office/quarter/concessionaire and National Support Unit

(NSU) shall have an individual electric and water meter to determine their respective
power and water consumption;
8. Non PNP Units like, PCTC, PSMBFI, AFPSLAI, PHILDARE and others
shall shoulder their own water and electric bills, with strict observance on cost-cutting
measures;
9. Payment of light and water bills shall be shouldered by the awardees of

quarters and concessionaires based on the prevailing rates imposed by water and
electric companies. Non payment of utility bills for more than two (2) consecutive
months will constitute cutting off of electricity and water services;
10. Construction companies with projects inside PNP camps shall be required
to use portable electric/water meters, and pay their light and water consumption to be
collected by HSS/RHSS/FSU. Use of energy consuming equipment shall be submitted
to the Base Engineer for estimation of power consumption;
11. Installation of electric and water meters and other energy conservation
devices in on-base housing facilities shall be funded from the PNP Housing Board Trust
Receipts. Concessionaires shall provide their own meters and devices; and
12. D, HSS/C, RHSS shall create a team to conduct random inspection to

ascertain that the above-mentioned guidelines are religiously observed and shall ensure
that lighting facilities for common areas are open only from 7:00 P.M. until 5:00 A.M.
Facilities similar to Gym, grandstand etc, having unnecessary and unattended lightings
shall be put off during nighttime.
SECTION IV. BILLING AND PAYMENT OF WATER AND LIGHT

CONSUMPTION
1. HSS/RHSS shall conduct a monthly reading of light and water

consumption every 25th day of the month and shall issue the billing to occupants of
government quarters and concessionaires before the end of the month. HSS shall
submit to ODL a monthly report every 10th day of the following month;
2. HSS/RHSS shall collect payment of consumers and shall remit the same
to Finance Service;
3. D, FS/C, FSU shall furnish HSS/RHSS and ODL/RLD a copy of collection

report every 10th day of the following month; and
4. HSS/RHSS shall issue Notice of Disconnection to consumers who failed

to settle their unpaid billing for two (2) successive months.
676
SECTION V. COLLECTION FROM WATER AND LIGHT CONSUMPTION
1. To carry out the intent of the Joint Circular No. 1 - 92 dated May 8, 1992
between DBM and DILG, payments collected from light, water and other utilities from
tenants of PNP camps shall be treated as trust receipts. It shall be used for the payment
of utility bills of the PNP and its various units so that their respective appropriations will
not be unnecessarily exhausted. The D, HSS/Camp Commander shall closely
coordinate with TDC/RCD to ensure adherence to this Joint Circular especially on the
portion of Trust Receipt for the payment of utilities. Failure to pay utility charges for
more than two (2) consecutive months will constitute cutting off of electricity and water
services.
SECTION VI. REGULATIONS TO CONTROL ELECTRICAL

OVERLOADING
1. To ensure that there will be no overloading of electrical load capacity

inside Camp offices and buildings, any plan of alteration, improvement, or change in
any building/office must have design and working drawings to be submitted to the D,
ES/REO for evaluation before screening Notice to Commence of Activity from D,
HSS/RHSS;
2. Request for installation of additional electrical load shall be submitted to

ES/REO to include the proposed electrical requirements and load computation for study
and evaluation prior to its approval; and
3. TDL/C, RLD, together with D, HSS/C, RHSS and D, ES/C, REO shall
conduct regular inspection and electrical load capacity and water installation to check
and monitor compliance of this policy.
SECTION Vll. PENALTY CLAUSE
Criminal, civil and/or administrative cases shall he filed against any person found
violating any provision of this circular.
SECTION VIll. RESCISSION

directives in conflict and contrary to this Circular are hereby modified accordingly.
SECTION lX. EFFECTIVITY
Original Signed
EDGAR B AGLIPAY
Chief, PNP
677
Circular May 21, 2002

Number 2002-010
SUBJECT: POLICY ON LIGHT AND WATER CONSUMPTION
SECTION I. REFERENCES
1. Joint Circular No. 1-92 dated May 8, 1992 between DBM and DILG; (Tab
"E")
2. Circular No. 7 (as amended) re- Philippine National Housing Board

Resolution on Light and Water Consumption; (Tab "F")
3. Contract of Occupancy re-obligation to pay prescribed electric, water and

other utility bills; (Tab "G")
4. Award of Quarters re- payment of electric, water and other utility bills
regularly; (Tab "H")
5. Memo from TCDS with subject: Cost Cutting Measures on Light and
Water Consumption; (Tab "I")
6. Memo from TCDS dated September 24. 2001 with subject: Increasing
Light and Water Consumption. (Tab "J")
This Circular sets forth the policies and guidelines on the proper utilization and
conservation of water and electricity and the procedure in the collection of payment.
Likewise, this Circular outlines measures to control the electrical overloading and illegal
tapping of utilities in all PNP offices, facilities and installations inside Camp Crame.
SECTION III. GUIDELINES ON THE PROPER USE AND

CONSERVATION OF WATER AND ELECTRICITY
1. Use of air conditioning units in PNP offices is from 8:30 AM to 12:00 PM

and 1:00 PM to 5:00 PM on working days only. All ACUs shall be switched off during
weekends and holidays. Prior clearance from the D, HSS should be sought before using
the ACUs beyond the authorized period;
2. The use of electric stove and other kitchen electrical appliances is

prohibited in all offices;
3. Illegal tapping of electricity and water leaks in offices/quarters must be

reported to HSS (Attn: Chief, RMO). HSS shall conduct regular inspection to ensure
compliance of this provision and shall submit a monthly report to ODL. (Attn: C, RPMD,
ODL) Violators shall be penalized administratively or criminally as warranted by
evidence;
678
4. Every government quarters or concessionaire and National Support Unit
shall have an individual meter to determine their respective water and electrical
consumptions;
5. Each National Support Unit (NSU) will be provided with a budget ceiling by
the Directorate for Logistics (DL). The NSU shall pay their own water and electric bills
including the amount in excess of the budget ceiling;
6. Non PNP Units such as but not limited to the National Drug Enforcement
and Prevention (NDEP), National Anti-Kidnapping Task Force (NAKTAF), Philippine
Center for Transnational Crime (PCTC) and Philippine Drug Abuse Resistance
Education, Incorporated (PHILDARE) shall shoulder their own water and electric bills;
7. Payment of light and water bills shall be shouldered by the awardees of

quarters and concessionaires based on the prevailing rates imposed by water and
electric companies. HSS personnel shall provide monthly billing statements to the
occupants of government quarters and awardees of concessionaires inside Camp
Crame. Failure to pay utility charges for more than two (2) consecutive months will
constitute cutting off of electricity and water services;
8. Construction companies with projects inside PNP camps shall also pay
their light and water consumptions. They shall secure a clearance from the D, HSS for
the installation of meter before the commencement of the project; and
9. Installation of lacking electric and water meters and other energy

conservation devices in on-base housing facilities shall be funded from the PNP
Housing Board Trust Receipts. Concessionaires shall provide their own meters and
devices.
SECTION IV. PROCEDURES ON THE COLLECTION

OF PAYMENT FOR LIGHT AND WATER CONSUMPTION
1. HSS shall conduct a monthly reading of light and water consumption every
25th ofthe month. Before the end of the month, HSS shall issue a Statement of Account
(Tab "1") to the end-users together with a corresponding order of payment (Tab "2")
stating therein the kilowatt-hours used and amount to be paid. Such statement of
account together with corresponding order of payment shall be presented to the
Finance Service by the end-users/concessionaires on or before the end of the month;
2. All Payments shall be made directly to the Land Bank of the Philippines.
The Statement of Account and Original Receipt (OR) shall be kept by the end-users
who shall furnish HSS a copy of the OR;
3. The D, HSS shall submit to ODL a monthly billing report every 10th day of
the following month;
4. The D, FS shall furnish HSS and ODL a copy of collection report every
10th day of the following month; and
5. The D, HSS shall publish and send a notice to consumers of their

outstanding/unpaid accounts.
SECTION V. COLLECTION FROM LIGHT AND WATER

CONSUMPTION
679
1. To carry out the intent of the Joint Circular No. I — 92 dated May 8, 1992
between DBM and DILG, payments collected from light, water and other utilities from
tenants of PNP camps shall be treated as trust receipts. It shall be used for the payment
of utility bills of the PNP and its various units so that their respective appropriations will
not be unnecessarily exhausted. The D, HSS/Camp Commander shall closely
coordinate with TDC to ensure adherence to this Joint Circular especially on the portion
of Trust Receipt for the payment of utilities. The D, HSS is empowered to cut-off
electricity and water services for any violation of this circular.
SECTION VI. REGULATIONS TO CONTROL ELECTRICAL

OVERLOADING
1. To ensure that there will be no overloading of electrical load capacity

inside Camp offices and buildings, HSS shall maintain a masterlist of all electric
consumers, stating therein the appliances and equipment installed in their respective
offices, buildings and quarters/concessionaires;
2. Any plan of alteration, improvement, or change in any building or office

must have design and working drawings to be submitted to the D, ES for review and
evaluation before securing Notice to Commence of Activity from the D, HSS.
3. Request for installation of additional electrical load shall be submitted to

ES to include the proposed electrical requirements and load computation for study and
evaluation prior to its approval. Electrical load must not go beyond the capacity of the
main circuit breaker and feeder line designated for a certain area.
4. TDL, together with the D, HSS and the D, ES representatives, shall

conduct regular inspection of electrical load capacity and water installation to check and
monitor compliance regarding this policy.
SECTION Vll. PENALTY CLAUSE
Civil, criminal and/or administrative charges shall be filed against any person
found violating any provision of this Circular.
SECTION VIII. RESCISSION

directives in conflict and contrary to this Circular are hereby modified accordingly.
SECTION IX. EFFECTIVITY
This Circular shall take effect fifteen (15) days after copies thereof have been
filed with the University of the Philippines Law Center pursuant to sections 3 and 4 of
Chapter 2, Book VIl of Executive Order No. 292, otherwise known as "The Revised
Administrative Code of 1987," as amended.
Original Signed
LEANDRO R MENDOZA
Chief, PNP
680
COMPILATION OF DEFINITION OF TERMS IN LOGISTICS
Terms/ Definition Authority/

Words Reference
Abandoned Personal firearms and ammunition in the PNP Circular No. 5 Series
Firearms and possession of any PNP unit or station to include 2005
Ammunition those that were deposited at FED for safekeeping
for more five (5) years and which by operation of
Section 896 of RAC have been reverted to
government ownership.
Abandoned Movable PE in the possession of the PNP without MC No. 2009-009
Properties known owners or claimants.
Acceptance It is an express act reduced in writing by which a MC No. 2007-10
PNP Officer authorized by this circular to accept
donation acceded to an offer of donation.
Account A user ID and password given to authorized users Standard Operating
to gain access to a computer system. Procedure No. 2006-002
Administrative All other positions in the Logistics family not MC No. 2010-020
Positions considered as key positions.
Aircraft Any machine that can derive support in the MC No. 2015-002
atmosphere from the reactions of the air other than
the reactions of the air against the earth’s surface
Airplane A power-driven heavier-than-air aircraft deriving its MC No. 2015-002
lift in flight chiefly from aerodynamic reactions on
surfaces which remain fixed under given conditions
of flight.
Airman Any individual who engages as the person in MC No. 2015-002
command or as pilot, mechanic, aeronautical
engineer, flight radio operator or member of the
crew in the navigation of aircraft while underway
and any individual who is directly in-charge of
inspection, maintenance, overhauling, or repair of
aircraft engine, propellers or appliances and
individual who serves in the capacity of aircraft
dispatchers or air traffic control operator.
Aircrew A licensed crew member charged with duties MC No. 2015-002
essential to the operation of an aircraft during flight
duty period.
Annual Operating A budget instrument that sets forth the focus of PNP MC No. 2016-018
Plan and Budget efforts and commitments for the current fiscal year.
Annual A consolidation of Project Procurement MC No. 2012-001
Procurement Plan Management Plans (PPMPs) which defines the
(APP) different procurement activities with its time
schedules. However, this may be changed when the
PPMPs from end-user’s change or after the
approval of the GAA or issuance of its appropriate
SARO. This is prepared by the PNP-National
Headquarters Bids and Awards Committee (PNP-
NHQ BAC) Secretariat which will be approved by
the Chief, PNP for implementation.
Annual An annual program showing itemized quantity, MC No. 2005-01
Procurement description and estimated cost of supplies,
Program materials/equipment required for the fiscal year
which shall be prepared by all agencies of the
national government. Such program shall be made
as an integral part of supporting documents of the
agency work and financial plan required to be
681
submitted to the Department of Budget and
Management (DBM) on or before the end of month
of November pursuant to National Budget Circular
415 dated 19 January 1990.
Appropriation Refers to an authorization made by law or other MC No. 2005-01
legislative enactment directing the payment of
goods and services out of government funds under
specified conditions for the specific purpose.
Approved Budget The budget for the contract duly approved by the MC No. 2012-001
for the Contract head of the procuring entity, as provided for in the
(ABC) General Appropriations Act (GAA). The
determination of this is guided by the price per unit
determined respective to the budget used
(proposed, GAA, and SARO issued). The ABC may
be changed prior to the conduct of the pre-
procurement conference through the price monitor
and canvass of the current year.
Authentic Conforming to fact and therefore worthy of trust, MC No. 2011-022
reliance or belief or having a claimed and verifiable
origin or authorship, not counterfeit or copied.
Authorized An access by an authorized user to a computer Standard Operating
Access resource in a manner that is appropriate and work Procedure No. 2006-002
related.
Authorized User An individual who was given an account to gain Standard Operating
authorized access to a computer system and Procedure No. 2006-002
network
Authority to Refers to a document issued by the Chief, PNP MC No. 2016-015
Import or Import authorizing the importation of firearms, or their parts
Permit (IP) ammunition and other components (Sec. 3.6, IRR of
RA 10591.
Award Is the decision of the PNP Bids, Negotiations and Standard Operating
Awards Committee (PNP BNAC) who among the Procedure No. 6
bidders (supplier in case of negotiated purchase)
shall get order or contract.
Basic Load The specific number of ammunition authorized for MC No. 01 dated 5
each weapon required to be in the possession of a
Unit/Station.
Basic Logistics A competency course for PNCOs and NUP which MC No. 2010-020
Course 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. This course is annually conducted
by the Directorate for Logistics in coordination with
the PNP Training Service (PNPTS).
Benefit Refers to a right, privilege, entertainment, MC No. 2008-004
exemption or any other similar act of liberality in
favor of another.
Beyond When the payment for repair of government MC No. 2015-002
Economical equipment at a cost exceeding 30 percent of the
Repair current market price of the same or similar
equipment (under COA Circular No. 2012-003 dated
October 29,20120
Bidder Refers to eligible contractor, manufacturer, supplier, PNP MC No. 2013-003
distributor, contractors or consultant competing for
the award of a contract in PNP procurement.
Bids and Awards Refers to the Bids and Awards Committee PNP MC No. 2013-003
Committee (BAC) established in accordance with Section 11 of RA No.
9184 in relation to Article V of the Revised
Implementing Rules and Regulations (RIRR) of RA
No. 9184. The NHQ Bids and Awards Committee is
chaired by TDCO and the following are members:
TDL-Vice Chairman; TDC-Regular Member
682
Board of Survey A group of PNP personnel organized and Circular No. 002-02
designated by the Chief of Office to determine the
extent of culpability of an individual who incurred
PNP property loss/es.
Bond A contract of obligation in writing and under seal, by MC No. 2010-020
which a bonding entity authorized by such purpose
by law, guarantees to indemnify the employer of the
bonded employee in case of loss of government
equipment, whether total or partial, regardless of the
circumstances surrounding the loss.
Bottom-up Is an approach to the preparation of agency budget PNP MC No. 2016-018
Budgeting (BuB) proposals taking into consideration the development
needs of cities/municipalities as identified in their
respective local poverty reduction action plans that
shall be formulated with the strong participant of
basic sector organization and other civil society
organizations
Boat Crew Consist of Boat Captain. Asst. Boat Captain, MC No. 2015-002
Helmsman/Navigator, Engineman and Asst.
Engineman
Brand New Conspicuously new and unused; having just or MC No. 2011-022
relatively recently made or manufactured.
Bulk Load Number or quantity of ammunition allowed on the MC No. 01
basis of unit of measures other than rounds per
weapon ( Example: rds per Police Unit) such as
grenades, pyrotechnics bombs, etc.
Building A structure on a space of land usually with flooring, Circular No. 09
covered by a roof and enclosed by walls. It generally
serves the purpose of occupancy.
Any construction, edifice, facilities such as quarters, Logistics Circular No. 05
barracks, office, dormitories, condominiums,
hospitals, infirmaries, dispensaries, chapels,
hangars, mess hall
Captured Firearms and ammunition taken during PNP Circular No. 5 Series
Firearms and encounter/operation 2005
Ammunition
Cannibalization The process of removing serviceable parts or NHQ Resolution No. 2010-
accessories from a functioning piece of equipment 01
making it unusable for its intended purpose or
function. It requires pre-approval by the
organization’s Supply Accountable Officer (SAO).
Certificate of Refers to the document issued by the BAC PNP MC No. 2013-003
Registration Secretariat upon findings that application submitted
by suppliers, manufacturers, distributors,
contractors, and consultants for registration
purposes are current updated and consistent with
the requirements of this Circular.
Chief of Refers to the head of the Office/Unit designated by Circular No. 002-02
Office/Unit the C, PNP or his duly authorized representative.
For purposes of this circular, chief of office further
refers to the Regional Director (RD) for regional and
allied office Provincial Director (PD) for provincial
and allied offices, Director, NSU for National
Support Unit and City Director (CD) for Chief of
Office of City.
Chief, Regional During the PC/INP era, they were popularly known MC No. 2010-020
Logistics and as R4. Hence, until today, the C, RLRDD is usually
Research and addressed in the PROs as R4. They are usually
Development tasked to manage logistics functions in the PROs.
Division (RLRDD)
683
City council Local legislating body that formulates and passes PNP MC No. 2016-018
(Sangguniang ordinances and resolutions for the effective
Panlungsod) administration.
Civil Society Include non-government organizations (NGOs). PNP MC No. 2016-018
Organizations People’s Organization (POs) basic sector
(CSOs) organization cooperatives trade unions,
professional associations faith-based organizations,
media groups, indigenous peoples movements,
foundations and other citizens groups which are
non-profit and are formed primarily for social and
economic development to plan and monitor
government programs and other projects engage in
policy discussions and actively participate in
collaborative activities with the government.
Claims and This Section receives vouchers/payrolls MC No. 2016-015
Examination representing payment of claims chargeable against
Section (CES) PNP obligations, examples the legality, validity and
the completeness of DVs which are in line with the
existing and auditing requirements and verifies
claims to their individual index to
Command Is an obligation imposed by laws, orders or Standard Operating
Responsibility regulations of higher authority on Chief of Procedure No. 2010-01
Office/Heads of all units of the PNP to ensure that Circular No. 9
their command authority is so designed and carried Standing Operating
out by all levels of their respective Unit/Office, so as Procedure No. 22
to effectively record, maintain and utilize any or all
PNP property.
Committee on Committee responsible for the inspection and MC No. 2016-015
Inspection and acceptance of delivered supplies, materials and
Acceptance (CIA) equipment procured by the PNP.
Communication Refer to communication equipment such as MC No. 2008-010
equipment handheld radios, UHF/VHF radio transmitter, GPRS
and other electronics capabilities and etc.
Community Are DILG personnel responsible for mobilizing CSO PNP MC No. 2016-018
Mobilizers (CMs) participation in the BuB program. They are primarily
responsible for the conduct of the CSO assembly.
Computer An electronic device that stores, retrieves, Standing Operating
processes data and can be programmed with Procedure No. 2006-002
instructions. A computer is composed of hardware
and software and can exist in a variety of sizes and
configurations.
Computer Two or more computers that are connected together Standing Operating
Network to share resources such as hardware, data and Procedure No. 2006-002
software. Most common are the Local Area Network
(LAN) and the Wide Area Network (WAN)
Computer System A complete working computer. The computer Standing Operating
system includes not only the computer, but also any Procedure No. 2006-002
software and peripheral devices like monitors,
keyboards, mice, printers, scanners, etc that are
necessary to make the computer function. Every
computer system, for example, requires an
operating system.
Confiscated Firearms and ammunition seized from the PNP Circular No. 5 Series
Firearms and possession/owner by virtue of Police Operations like 2005
Ammunition serving search warrant, Oplan Bakal, or any
operation of special laws.
Controlled Any item or equipment, software or technology that MC No. 2011-022
Items/Goods is specifically designed, configured, modified or
adapted for police operations or intelligence
applications of which the use is limited or selective
due to country restrictions. It also refers to the
materials and equipment that require special export
684
permit from country of origin which include all types
of firearms and its components, ammunition, night
fighting devices (such as Enhanced Night Fighting
Device (ENFD), Night Vision Goggles (NVG),
among others) used for police operations and other
related equipment and accessories.
Consultancy Refers to services for infrastructure projects and PNP MC No. 2013-003
other types of projects or activities of the PNP
requiring adequate external technical and
professional expertise that are beyond capability
and/or capacity of the PNP to undertake such as,
but not limited to: (i) advisory and review service; (ii)
pre-investment of feasibility studies; (iii) design; (iv)
construction supervision; (v) management and
related services; and (vi) other technical services or
special studies.
Contract of Is an agreement whereby one undertakes for a MC No. 2015-002
Insurance consideration to indemnify another against loss,
damage or liability arising from an unknown or
contingent event.
Controlled A procedure followed when unserviceable MC No. 2008-010
Cannibalization equipment is evacuated to a field or depot
maintenance unit where the usable repair parts are MC No. 2015-002
removed and turned into stock control for reissue to
a repair or maintenance unit which shall use the
same item in restoring an unserviceable like
equipment. Unserviceable parts are reinstalled to
the equipment cannibalized.
Controlled Any item or equipment, software or technology that MC No. 2011-022
Items/Goods is specifically designed, configured, modified or
adapted for police operations or intelligence
applications of which the use is limited or selective
due to country restrictions. It also refers to the
materials and equipment that require special export
permit from country of origin which include all types
of firearms and its components, ammunition, night
fighting devices (such as Enhanced Night Fighting
device (ENFD), Night Vision Goggles (NVG),
among others) used for police operations and other
related equipment and accessories.
Constructive It is resorted when physical delivery may cause Standard operating
delivery irreparable damage to the item delivered whereby procedure No. 2011-002
the Supply Accountable officer- Logistics Support
service (SAO—LSS) would just conduct on-site
physical inspections.
Co-Pilot A license pilot serving in any piloting capacity other MC No. 2015-002
than as pilot-in-command but excluding a pilot who
is on board the aircraft for the sole purpose of
receiving flight instruction.
Countertrade Is a general term for an international transaction that Standing Operating
is prescribed on some form of reciprocity which may Procedure No. 6
be as follows: counter purchase, offset, product buy
back, trade for debt swap or any form of combination
or variation of the above arrangements.
Creditors/Payees Refer to the suppliers/winning bidders to whom the MC No. 2016-015
payments are due after the delivery and acceptance
of the goods procured is consummated.
Customs Duty It is a tax levied on imports and sometimes on MC No. 2011-022
Documents exports by the customs authorities of a country to
raise state revenue, and/or to protect domestic
industries from more efficient or predatory
competitors from abroad. It is based generally on
685
the value of goods or upon the weight, dimensions,
or some other criteria of the item (such as the size
of the engine in case of automobiles).
Deed of Donation An instrument in a form of public document whereby MC No. 2007-10
a donor officially transfer possession and
ownership/right over a specific thing or asset in favor
of a done PNP unit/office wherein by virtue of such
donation acquires legal ownership/right over the
subject donation.
Delegated Refers to procurement of goods wherein a PNP Bids MC No. 2016-068
Procurement and Awards Committee. (BAC) upon approval of the
Head of the Procuring Entity (HOPE) request other
separate BACs of the PNP to undertake a particular
procurement for them, in order to hasten the
Deposited Firearms and ammunition turned-in by person for PNP Circular No. 5 Series
Firearms and safekeeping and/or future licensing. 2005
Ammunition
Designation Refers to the temporary assignment, which is MC No. 2010-020
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.
Designating Refers to the Chief, PNP, RDs, PROs, Dirs, NSUs MC No. 2010-020
Authority and other PNP officers who has authority to
designate Supply Accountable Officers and
RSPNCOs in the PNP and their respective
jurisdictions in accordance with the procedure and
requirements of this Circular.
Disbursement A document serving as evidence for the processing MC no. 2016-015
Voucher (DV) of payment of goods procured consulting services
as the receipt or expenditure of money.
Disposal Covers the condemnation, transfer to other MC No. 2009-009
agencies, donation to institutions/associations, and
sale by public bidding or negotiation of MC No. 2015-002
unserviceable PNP PE which have been
inventoried, inspected and appraised as disposable
by the Disposal Committee.
Disposal Yard A place within any PNP unit where the disposable MC No. 2009-009
articles/properties are stocked. The following are
the authorized Disposal Yard of the PNP; LSS
Disposal Yard, Police Regional Office (PRO)
Disposal Yard and Aviation Security Group (ASG)
Disposal Yard.
DL Clearance Is a document issued by the Directorate for Logistics Standard Operating
to PNP personnel for specific purpose such as Procedure no. 2005-01
retirement (compulsory/optional) death claims,
promotion, reinstatement, schooling and/or travel
abroad attesting therein whether or not said
personnel has/have firearms accountability/ies.
Donation Is an act of liberality whereby a person, juridical MC No. 2007-10
entity, government or non-government organization
disposes gratuitously of a thing or right in favor of
the PNP, who accepts it.
Donor Any person, natural or judicial entity, government or MC No. 2007-10
non-government organization that gives, donates,
or presents goods or assets to the PNP.
686
Donee As used in this circular refers to a PNP unit/office as MC No. 2007-10
recipient of a donation such as equipment/property
needed by the PNP in furtherance of its mission.
Eligible One who is in the PNPLEL and is qualified to be MC No. 2008-012
designated in any position in the logistics are
provided in this Circular.
Eligibility Refers to the qualification granted to the PNP MC No. 2008-012
uniformed and non –uniformed personnel to qualify
him/her to be assigned to a position in the PNP
logistics family on the basis of acquired training,
experience and competence.
End- User’s Is a document used in international transfer, MC No. 2011-022
Certificate (EUC) including sales of armaments provided as aid of
weapons and ammunition to certify that the buyer is
the final recipient of the materials and has no
intention on transferring the materials to another
party. It is a clearly written undertaking of a
buyer/importer in the Philippines that any controlled
goods transferred to the PNP and other juridical
entities such as but not limited to AFP, NBI, POEA,
PCG, BJMP, and BFP is for its sole use.
Furthermore, that the buyer/importer has to certify
that the controlled good is not destined for transfer
or re-export to any other entity or foreign country in
its original form.
Equipment All non-expendable supplies other than land, Standard Operating
structure and fixed facilities having a useful life Procedure No. 2010-01
greater than one (1) year and a unit value of more
than one thousand five hundred pesos (Php
1,500.00)
Explosives Any explosive bomb, grenade, dynamite, missile PNP Circular No. 5 Series
warhead, projectiles or similar device to include 2005
firecrackers and pyrotechnics.
Export License A document indicating that a government has MC No. 2011-022
granted a license the right to export specified goods
to specified countries like the Philippines.
Expendable Those which are consumable or perishable in Standard Operating

Supplies nature which lose the identity when placed in or Procedure No. 2010-01
attached to a major item or consumed by personnel.
Excess Properties Serviceable PE in the possession of any unit of the MC No. 2009-009
PNP which are in excess of the quantity required or
authorized for retention and cannot be utilized as
substitute properties to satisfy the operational
requirements.
Firearms A computer software being maintained by the Standard Operating
Accountability Directorate for Logistics that stores information Procedure No. 2005-01
Information about PNP personnel with firearms accountability.
System (FAIS)
Firearms A report prepared by the Logistics Officer or Supply Standard Operating
Accountability Accountable Officer from any unit of the PNP stating Procedure No. 2005-01
Report therein the firearms accountability of a PNP
personnel.
Firepower Includes but not limited to long and short firearms, MC No. 2008-010
machine guns, ammunition, magazines, etc.
Flight Plan Specified information provided to air traffic services MC No. 2015-002
units relative to an intended flight or portion of a
flight of an aircraft.
Forfeited Firearms Those firearms and ammunition which were PNP Circular No. 5 Series
and Ammunition acquired by summary process by order of the court 2005
pursuant to applicable laws, rules and regulations.
687
Forfeited PE required by summary process or by order of the MC No. 2009-009
Properties court pursuant to applicable laws, rules and
regulations.
Gas Coupon A document issued to the different units/offices who Logistics Letter Directive
in turn will issue to their authorized vehicle users. It No. 92-01
shall be the basis for issuance of gas/diesel fuel.
Gas A document issued by POL officers to the different Standard Operating
Coupon/Money PNP units/offices under his jurisdiction and in turn Procedure No. 2009-01
Value Coupon/ issued to authorize vehicles users which shall serve
Requisition and as basis for the issuance of gas/diesel fuel.
Issue Slip (RIS)
Gender and Refers to the development perspective and process MC No. 2016-018
Development that is participatory and empowering, equitable,
(GAD) sustainable, free from violence, respectful of human
rights, supportive of self-determination and
actualization of human potentials. It seeks to
achieve gender equality as a fundamental value that
should be reflected in development choices and
contends that women are active agents of
development not just passive recipients of
development (MCW).
Gift Refers to a thing or a right disposed of gratuitously, MC No. 2008-004
or any act of liberality, in favor of another who
accepts it, and shall include a simulated sale or an
ostensibly onerous disposition thereof.
Goods For this circular, it generally refers to items and MC No. 2012-001
equipment procured using capital outlay funds.
Grassroots Is a process through which priority projects are PNP MC No. 2016-018
Participatory identified jointly by local governments and
Process communities/citizens and are incorporated into the
proposed budget of the national government
agencies submitted to Congress for approval.
Head of Office Anyone who is designated Chief or Head of a PNP Circular No. 2002-05
Office
Head of the Refers to the Chief of the Philippine National Police( MC No. 2016-015
Procuring Entity 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.
Held-in Trust An equitable right or interest in property distinct from MC No. 2007-11
the legal ownership of it.
Helicopter A heavier-than-air aircraft supported in flight chiefly MC No. 2015-002
by the reactions of the air on or more power-driven
rotors on substantially vertical axes.
IABAC or Inter- An operating and or PS-DBM on the procurement Standard Operating
Agency Bids and process. Procedure no. 2011-002
Awards
Committee
ICT Officer Personnel in charge in the monitoring and Standing Operating
supervision of all ICT related activities within the Procedure No. 2006-002
office.
Incoming PNP Shall mean PNP Official assuming position of a Circular no. 2000-013
Official police unit/office by virtue of his official designation.
Incoming Shall mean the individual assuming the command. Standing Operating
Chief/Commander Procedure No. 22
Individual Load Quantity of ammunition authorized to be carried by MC No. 01
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
688
police personnel, the Unit/Station Commander may
increase/decrease the prescribed individual load.
Indentor Refers to an individual or entity with an exclusive MC No. 2016-015
contract to facilitate the procurement of firearms,
ammunition, spare parts, and/or accessories on
behalf of the AFP/PNP, law enforcement agency
and/or other government agencies (Sec 3.35, IRR
of RA 10591).
Indent License to It is a license issued by Firearms and Explosives MC No. 200-022
Deal Office (FEO) authorizing the importation and sales
of firearms, ammunition, spare parts, etc. for the
AFP, PNP and other government entities.
Indent License to Refers to a written authority granted by the Chief, MC No. 2016-015
Deal or indentor’s PNP through the Chief, Firearms and Explosives
license Office (Chief, FEO) to an indentor, indicating the
number, types of firearms, ammunition, spare parts
and accessories to be purchased (Sec. 3.36, IRR of
RA 10591).
Infrastructure Include the construction, improvement, PNP MC No. 2013-003

projects rehabilitation, demolition, repair, restoration or
maintenance of roads and bridges, communication
facilities, civil works components of information
technology projects and drainage, water supply,
sanitation, sewerage and solid waste management
systems, shore protection, energy/power and
electrification facilities, national buildings, school
buildings, hospital buildings and other related
construction projects of the government.
Information and Is the technology required for information Standing Operating
Communication processing. In particular, it concerns the use of Procedure No. 2006-002
Technology (ICT) electronic computers and computer software to
convert, store, protect, process, transmit and
retrieve information from anywhere, anytime.
Inspection Is the thorough examination of an equipment to MC No. 2015-002
determine and report its condition.
It is the critical appraisal involving examination, MC No. 2011-022
measurement, testing, gauging, and comparison of
materials, items, equipment, etc. An inspection
determines if the material, item or equipment is in
proper quantity and condition and if it conforms to
the applicable or specified requirements.
The critical examination of an equipment to MC No. 2008-010
determine and report its condition.
Internet Traffic It is the amount of data sent and retrieved by visitors Standing Operating
to a web site. This is determined by the number of Procedure No. 2006-002
visitors and the number of pages they visit.
Inventory A procedure of conducting physical accounting of Standard Operating
real estate, facilities and stock taking of supplies and Procedure No. 2010-01
equipment to check the integrity of property
custodianship.
Investigative Includes but not limited to SOCO equipment, MC No. 2008-010
equipment forensic kits, ballistics equipment, etc.
Issuing Authority The sole authority for issuing POL products. The Logistics Letter Directive
Chief, Supply Center, PNPLSC is the issuing No. 92-01
authority for GHQ PNP Offices and tenant units in
HPNP complex except for those offices such as, the
PNPHPG, IC and CISC who maintain their own
separate gas dump which shall be managed by their
respective Supply or POL officer. Likewise, in the
Regional/District level, the RDL or Chiefs, Direct
689
Support units and Responsible Supply Officers of
Provincial/District Command shall be the issuing
authority.
Joint Liability Exist when the accountable officer has the right to Circular No. 002-02
enlist that the Chief of Office be joined as
codefendant with him.
Key Positions Refers to Logistics Family positions categorized and MC No. 2010-020
defined in MC 2008-12, to further include Supply
Accountable Officers and RSPNCOs.
Land Any real estate property owned, controlled and Logistics Circular No. 05
administered by the Philippine National Police dated 15 December 1995
acquired thru Purchase, Deed of Donations, Deed
of Exchange, Loan or Lease, Expropriation, content
and category occupation. These includes lands
which has been reserved for Philippine National
Police function purposes by the President through
Presidential Proclamation, Execution Order or
Decree, including lots/ properties allocated to the
Philippine National Police, the defunct Philippine
Constabulary and Integrated National Police thru
Presidential Proclamation, Executive Order or
Decree, Permits and other acquisition mean or
source.
Latest Year The process of creating, producing, fabricating or MC No. 2011-022
Production/Manuf making raw materials into a finished product(
acture goods/items/equipment) especially by means of a
large-scale industrial operation within the
current/recent/latest year.
LDDAP-ADA (List Authority to debit Account- refers to an accountable MC No. 2016-015
of Due and form integrating the ADA- with LDDAP which is a list
Demandable reflecting the names of creditors/payees to be duly
accounts Payable certified and approved by the heads of the
accounting unit and the PNP or authorized officials.
Loan/Transfer Is an instrument in a form of public document MC No. 2007-11
Agreement whereby a transferor officially transfer the right of
possession of a property to the transferee and
retaining for itself the right of ownership over a
specific equipment in favor of PNP unit/office
gratuitously.
Local Chief Refers to the elected local officials such as PNP MC No. 2016-018
Executives Councilors, Mayors, Vice Mayors, Governors and
Vice Governors.
Local Poverty The city/municipal plan which contains programs PNP MC No. 2016-018
Reduction Action and projects collectively drawn though a
Plan (LPRAP) participatory process by the LGU with CSOs and
other stakeholders and which will directly address
the needs of the poor constituents and the
marginalized sectors in the city or municipality.
Logistics A specialized competency for Police Commissioned MC No. 2010-020
Management Officers (PCOs) annually conducted by the
Course Directorate for Logistics and the PNP Training
Service (PNPTS).
Logistics Office Shall mean the Directorate for Logistics (DL), MC No. 2010-020
Regional Logistics and 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).
Logistics Officer Shall pertain to the Chief, Regional Logistics and MC No. 2010-020
Research and Development Division (RLRDD);
690
Chief, Logistics Division and Chief, Logistics
Section/ Logistics Management Section of NSUs
and other heads of Logistics offices/units of the
PNP.
Refers to the Chief Regional Logistics Division in Standard Operating
PNP Regional Offices or the Assistant Director for Procedure No. 2005-01
Logistics in National Support Units, responsible for
the care, maintenance and safeguard of all police
equipment and properties in his custody.
Logistics Refers to the body at the national headquarters that MC No. 2005-02
Eligibility Review reviews and confirms the Logistics Eligibility List
Board submitted by the respective Logistics Boards.
Periodically assesses the Logistics List and
recommends to the Director for Logistics policies in
the recruitment, training assignment and release of
personnel in the Logistics Family.
Maintenance All actions taken to retain material in operational/ MC No. 2008-010
serviceable condition. It includes inspection, testing,
servicing, modification, rebuilding and reclamation. MC No. 2015-002
Manufacturers Those known in the industry and determined to be Standard Operating
and Suppliers of actually engaged in the original or licensed Procedure no. 08 dated
goods and manufacture or distribution of goods and services. September 11, 1997
services In cases where the manufacturer does not make a
direct sale to the market, the term suppliers shall
also be construed to mean the sole exclusive
distributor or area distributor through which the
market distribution of a product or service is made.
Maximum Tenure The maximum number of years, continuous or Standing Operating
cumulative that a Police Commissioned Officer Procedure No. 2006-002
(PCO) and Police Non-Commissioned Officer
(PNCO) may hold a particular key position in the
Logistics office.
Malicious A generic term covering a range of software Standing Operating
Software programs and types of programs designed to attack, Procedure No. 2006-002
degrade or prevent the intended use of an ICT or
network. Types of malicious software can include
viruses, worms, Trojans, malicious active content
and denial of service attacks.
Memento and Unsolicited gifts of nominal value given as a gesture MC No. 2008-004
Souvenir of diplomacy and courtesy and not in anticipation of,
or in exchange for, a favor from members of the
Philippine National Police
Mobility Assets Consist of PNP Land Vehicles, Watercraft and MC No. 2015-002
Aircraft
Municipal Council Local legislating body that formulates and passes PNP MC No. 2016-018
Bayan) administration of the municipality.
Negotiated Is a method of procurement in which public bidding Standing Operating
Procurement is not resorted to in consonance with the provisions Procedure No. 6
of Executive Order No. 301, 8. 1987 and Section
441 Art 6 of GAAM Vol. I
Next Higher PNP Shall mean the PNP Official with authority over the Circular No. 2000-013
Official outgoing and incoming PNP Official.
Next Higher Shall mean the chief/commander with the authority Standing Operating
Chief/Commander over the outgoing and incoming chief/commander. Procedure No. 22
Non- Expendable Those which are durable in nature and when used Standard Operating
Supplies do not suffer any material or substantial change or Procedure No. 2010-01
alteration in size and form.
Non- Republic Are supplies acquired by means other than Circular No. 9 dated March
Supplies purchased from appropriated or reimbursable funds 1,1993
691
of the PNP. These are properties derived from MAP
found in station, reclaimed/salvaged properties, the
Surplus Property Commission and captured,
confiscated and surrendered properties.
Non- Republic PE or supplies purchased from funds other than MC No. 2009-009
Properties appropriated or reimbursable funds. These include
Military Acquired Property (MAP) and other grant
and/or aid material, properties found in station (
those acquired from donation,
confiscation/seizure/forfeiture or procurement),
captured enemy materiel, reclaimed properties) and
salvaged properties.
Notice of Cash The cash authority issued by the Department of MC No. 2016-015
Allocation (NCA) Budget and Management (DBM) to the Central
Office (CO) and Police Regional Offices (PROs) to
cover the cash requirements of the PNP.
Notice of Fund In lieu of the Advice of Sub-Allotment (ASA) and in MC No. 2016-015
Availability (NFA) memorandum from the Fiscal Division, Directorate
for Comptrollership (FD,DC) shall issue
Obsolete PE which have lost its efficacy either due to MC No. 2009-009
Properties technical advancement, change of Procedures,
reorganization of the Office or completion of project
Obsolete/Vintage Those firearms that have lost their efficacy either PNP Circular No. 5 Series
Firearms due to technological advancement and are no 2005
longer carried in our PNP TO 7 E and inventory
example of which are firearms manufactured before
1930.
Original This refers to police units which originally hired the MC No. 2010-020
Office/Unit personnel. This usually connotes the office/unit
where the plantilla item of an NUP was granted.
Organic PNP All Surface vehicles/watercraft/aircraft owned and Standard Operating
Vehicles/Watercra registered in the name of the PNP to include Procedure No. 2009-01
ft/Aircraft/other engineering equipment. They are referred to as
equipment authorized vehicles/watercraft/aircraft/other
equipment.
Other Authorized Vehicles not owned or not registered in the name of Standard Operating
Vehicles the PNP but are used for PNP related activities. Procedure No. 2009-01
These vehicles include those on actual loan to the
PNP by the local government unit (LGU) and those
owned by the PNP personnel who by virtue of their
positions or designations are authorized to be
issued PNP vehicle but are not issued due to the
non-availability of said vehicles. Other authorized
vehicles shall be determined by the Chief of
office/Unit.
Other Logistics Refers to 30-days (minimum) training courses or MC No. 2010-020
Training/Course seminars acquired in the Philippines or abroad
which are related to the practice of logistics,
provided that the PNP personnel who underwent
such training were issued appropriate PNP-NHQ
Orders. This includes the AFP Logistics
Intermediate Course (AFPLOIC) and Certificate
Course in Supply Chain Management without
prejudice to other course titles.
Outgoing Shall mean the individual relinquishing the Standing Operating
Chief/Commander command. Procedure No. 22
Outgoing PNP Shall mean PNP Official relinquishing Police Circular No. 2000-013
Official unit/office to the incoming PNP Official duly
designated to assume the position being
vacated.
692
Outsourcing Is a repair done by other person/entity contacted by MC No. 2015-002
the PNP either in commercial repair shops or
military logistics motor pool and maintenance.
Outsourcing of Repair done either in commercial repair shops or MC No. 2008-010
Repair military logistics assistance.
Peace and Order A portion of the General Fund of each LGUs shared PNP MC No. 2016-018
Fund by various agencies handling peace and order
concerns.
Petroleum, oil and Refers primarily to gasoline/diesel fuel, oil and Standard Operating
Lubricants ( POL) lubricants. Procedure No. 2009-01
Periodic Is a pre-determined maintenance activity before MC No. 2015-002
Maintenance equipment failure. It includes but not limited to
Service (PMS) change oil after a certain distance of period of time
traveled in the case of transportation equipment.
Personal Obligation imposed by laws and regulations on any Standard Operating
Responsibility member of the PNP for the proper use, care and Procedure No. 2010-01
maintenance of supplies entrusted to him. Circular No. 9 dated March
01,1993
PHILGEPS Refers to the Philippine Government electronic MC No. 2010-05
Procurement System as provided in Section 8 of the
IRR-A of RA No. 9184.
Pilot To manipulate the flight controls of an aircraft during MC No. 2015-002
flight time.
Pilot-in-Command The pilot designated by the operator or in the case MC No. 2015-002
of general aviation, the owner as being in command
and charged with the safe conduct of a flight.
PNP BAC PNP bids and Awards Committee-as defined under Standard Operating
Rule V. IRR, RA 9184 Procedure No. 2011-002
PNP IAC- PNP As defined under the PNP’s Procurement Manual. Standard Operating
Inspection and Procedure No. 2011-002
Acceptance
Committee
PNP Central Gas The gasoline station being maintained and manned Standard Operating
Station by PNP personnel located inside NHQ, Camp Procedure No. 2009-01
Crame, Quezon City.
PNP Logistics Refers to the group of rank/senior logistics officials MC No. 2005-02
Eligibility Board in the PNP Logistics units holding positions of major
responsibility that reviews and formulates policies
relative to career development in the police service,
processes and recommends candidates for
inclusion on the logistics eligibility list to a certain
category.
PNP Logistics Refers to the roster of PNP personnel who were MC No. 2010-020
Eligibility List issued appropriate PNP-NHQ orders after being
(PNPLEL) conferred with PNP Logistics Eligibility by the
Logistics Steering Committee (LSC) or the Logistics
Eligibility and Placement Board (LEPB) upon
satisfaction of the required training, education,
experience and rank/plantilla position and does not
possess any grounds for disqualification
enumerated in MC 2008-12.
PNP Logistics All PNP units performing logistics functions to MC No. 2010-020
Family include the personnel assigned thereat. For
purposes of this Circular, it shall mean all personnel
assigned at the Directorate for Logistics (DL),
Logistics Support Service (LSS), Engineering
Service (ES), Headquarters Support Service (HSS),
Regional Logistics and Research and Development
Division (RLRDD), Logistics Division or Logistics
Section/Logistics Management Section of NSUs as
693
well as the RSPNCO and Supply Accountable
Officers under the PNP units.
PNP Policies and procedures signed and approved by Standard Operating
Memorandum the C, PNP designed for the effective administration Procedure No. 2008-01
Circular and operation of logistics resources affecting the
entire PNP.
PNP Officials Include all Police Commissioned Officers and Circular No. 2000-013
PNCOs who are designated to head a unit/office.
PNP/ Police Any real estate property which has been Circular No. 2002-05
Reservation reserved/allocated for police functions/purposes by
the President of the Republic of the Philippines
through Presidential Proclamations/Executive
Orders or Decrees, by Acts of Congress or any other
competent authority.
PNP Real Both land and structures as described in No. 1 & 2 Circular No. 2002-05
Property above as well as those required through continuous
occupation or possession and its prescription and
exercise of ownership are governed by operation of
law. Likewise, included are real properties nor or in
the future declared under the name of or acquired
by whatever title in the name of the Philippine
National Police (PNP).
PNP unit/office As used in this circular, refers to the police station MC No. 2007-11
or office as recipient of loan item or beneficiary of a
trust.
POL ( Petroleum, Refers primarily to gasoline/diesel fuel and Logistics Letter Directive
Oil and Lubricant) lubricants No. 92-01
POL Officer or the The officer primarily responsible for the safe Standard Operating
Regional storage, proper issuance and accounting of POL Procedure No. 2009-01
Logistics Officer products issued and deposited into the gas station
of his jurisdiction.
Post Qualification A systematic examination performed after the MC No. 2011-022z
Test opening of bids on the bid documents and
prototype/samples of item/goods/equipment being
submitted by suppliers or distributors to ascertain if
the said prototype is capable of meeting the
necessary requirements set forth by the bids and
Awards Committee.
Preventive Pre-determined maintenance activities before MC No. 2008-010
Scheduled equipment failure. It includes but not limited to
Maintenance change oil after 5000 kilometers or 3 months, in the
case of transportation equipment.
Preventive Is a schedule of planned maintenance activities MC No. 2015-002
Maintenance aimed at the preventive of mechanical breakdowns
and failures.
Procurement Chaired by the Deputy Director for Logistics and MC No. 2012-001
Management with the different Deputy Directors of related
Committee (PMC) Directorates as may be determined by the Director
for Logistics this Committee is tasked to formulate
the consolidated PPMP.
Procurement Refers to procurement steps to be followed Standard Operating
Process pursuant to RA 9184 which commences from the Procedure No. 2011-002
receipt of the SARO until the issuance of Notice to
Proceed by the PNP BAC;
Project Refers to the procurement plan of Programs, MC No. 2012-001
Procurement Activities and Projects (PAP) of the PNP prepared
Management Plan by the different Police Regional Offices (PRO’s),
(PPMP) National Support Units (NSUs) or other offices as
maybe defined as the end-users. This shall include
information on whether the project will be contracted
out, implemented by administration or consigned,
the type and objectives of contract to be employed,
694
the extent/size of contract scopes/packages; the
procurement methods to be adopted; time schedule
for each procurement activity; and contract
implementation, estimated budget for the general
components of the contract.
Property Items purchased out of government funds, donated Circular No. 002-02
by government and non-government institutions and
all items required in any form intended to augment
routine PNP operations.
Property Primary obligation imposed by laws and regulations Standard Operating
Accountability on the Supply Accountable officer to keep formal Procedure No. 2010-01
records of supplies. He shall maintain Voucher Circular No. 09
Registry Book, Stock Cards, Master File of Supply Standing Operating
vouchers/documents (Duplicate), Personal Files of Procedure No. 22
Original memorandum Receipts (MRs), Original
Credit Vouchers/Documents and other related
records.
Property and Are assets of the PNP that are acquired in the MC No. 2009-009
Equipment (PE) course of operations, are considered long-term in
nature and possess physical substance.( i.e.
695ldg., motor vehicle, firearms, ammunition, office
equipment, etc.)
Property Officer Any duly designated Supply Accountable and/or Standing Operating
Responsible Officer in-charge of the receipt and Procedure No. 4
issuance of supplies and equipment of an
office/unit.
Proprietary Items Those generally regarded as an exclusive design, Standard Operating
process or method, product, structure, component Procedure No. 08 dated
or accessory protected by one or more patent rights September 11, 1997
that are not assignable except through licensed
production by the original designer or manufacturer
of equipment, supplies, materials and services.
Properties found Shall include equipment donated by the local Circular No. 2000-013
in station government/non-government organizations or
private/individual persons to the unit/office or
equipment/property acquired through other means
using government funds.
Property Secondary, obligation imposed by laws and Standard operating
Responsibility regulations on the Supply Accountable officer to Procedure No. 2010-01
keep formal records of supplies.
Secondary obligation imposed by laws and

regulations on the property custodian to keep and Circular No. 09 dated
maintain informal records of supply, equipment and march 1, 1993
other property entrusted to him. He shall maintain a
Property Book for non-expendable supplies and a
record of consumption for expendable supplies.
Provincial Board Local legislating body that formulates and passes PNP MC No. 2016-018
Panlalawigan) administration of the province.
Procurement Refers to the acquisition of Goods, Consulting MC No. 2005-01
Services and the contracting for Infrastructure
Projects by the Procuring Entity.
Is the acquisition of supplies including non-personal Standing Operating

services by written order or contract through bidding Procedure No. 6 dated 12
or negotiation or by transfer under the prescribed October 1995
laws, procedure, rules and regulation.
PS-DBM – Department of Budget Management- provided for Standard Operating
Procurement under a delegated procurement of a government Procedure No- 2011-002
Service - agency, assumes the role of the procuring entity
Department of based on the provisions of RA 9184.
695
Budget and
Management
Public Bidding Is a proposal involving one or more items in a Standing Operating
Offer tender. Procedure No. 6 dated 12
October 1995
Purchase Order Refers to the document duly approved by the Chief, Standard Operating
PNP or the PNP Regional Directors, as the case Procedure No. 2009-01
maybe, ordering for the purchase of POL products
stating therein the specification, quantity and price
of the same.
Qualification Refers to the least possible or allowable MC No. 2005-02
Standards qualifications that personnel must posses in order to
be considered for logistical assignment.
Real Property/ies Includes lands, buildings and improvements Circular No. 09 dated
thereon, permanent, semi –permanent or temporary March 1,1993
construction for purposes of accountability and/or
responsibility.
Estate/land/building or any man-made structure,

more or less permanently attached to the land of Circular No. 2002-05 dated
immovable character and fixed in such a way that March 25,2002
the same cannot be separated from the soil without
damage or deterioration of the object.
Receiving Gifts The act of accepting directly or indirectly a gift from MC No. 2008-004
a person other than member of his family or
relatives, even on the occasion of celebration.
Reclamation Restoration of materials found in the waste stream MC No. 2009-009
to a beneficial use which may be for purposes other
than the original use.
Registry of Refers to the list of manufacturers, suppliers, PNP MC no. 2013-003
Manufacturers, distributors, constructors and consultants being
suppliers, maintained by the BAC through its secretariat that
Distributors, complied with the requirements for registration.
Contractors and
Consultants
Repair Is to restore unserviceable equipment to MC No. 2015-002
operational/serviceable condition by adjusting or
replacing damaged or unserviceable parts
To restore unserviceable equipment to MC No. 2008-010
operational/serviceable condition by adjusting or
replacing damaged or unserviceable parts,
Repairable Those firearms which are in good condition but PNP Circular No. 5 Series
Firearms cannot be used or placed in service because of 2005
lacking parts/components but can be restored and
be operational through repair.
Republic PE or supplies purchased from appropriated funds MC No. 2009-009
Properties or reimbursable funds of the PNP.
Republic Supplies Are supplies purchased from appropriated or Circular No. 09 dated
reimbursable funds of the PNP. March 1,1993
Requisition Issue A request for something especially a formal written MC No. 2016-015
Slip (RIS) request on a pre-printed form.
Responsible A designation of any eligible PNCO as approved by MC No. 2010-020
Supply PNCO the unit head who assist the Supply Accountable
(RSPNCO) Officer in performing functions for property
custodianship.
Revolving or Domestic or Foreign Funds to support the SSA Standard Operating
confirmed Letter which are deposited with the national depository or Procedure No. 8 dated
of Credit a designated government or correspondent bank in September 11,1997
favor of the supplier as beneficiary against which
696
drawdowns are made for any supply of material,
spare parts or services covered in an approved
contract.
SARO Special Allotment Release Order Standard Operating
Procedure No. 2011-002
Salvaged Those firearms which are beyond economical repair PNP Circular No. 5 Series
Firearms by reason of loss of parts/components due to fair, 2005
wear and tear (FWT).
Salvaged PE that are unserviceable and declared beyond MC No. 2009-009
Properties economical repair by reason of severe or total
damage, destruction and lost components/parts due
to uncontrolled cannibalization.
Separate BAC A BAC other than the NHQ BAC given authority by MC No. 2016-068
the HOPE to produce goods for the PNP
Servicing Work on an equipment consisting of cleaning, MC No. 2008-010
lubricating, replenishment of fuel, lubricant, cooling
agent, and air for tires to ensure its proper operation. MC No. 2015-002
Serviceable Those firearms and ammunition that are good PNP Circular No. 5 Series
Firearms and condition and operational. These include firearms 2005
Ammunition and ammunition that are authorized in the PNP TO
& E.
Serviceable PE in serviceable condition which are in the MC No. 2009-009
Properties possession of a unit of the PNP. Serviceable
properties include those properties authorized in the
Table of organization and Equipment (TOE) that are
put to use by the agency and other PPE that are still
in good conditions but are no longer put to use due
to excess or obsolescence.
Services and A contract with a term of one year duly approved by Standard Operating
Supply the Chairman, NAPOLCOM, and concluded Procedure No. 8 dated
Agreement between the PNP and manufacturers or their September 11, 1997
designated exclusive distributors for any item of
supply, equipment or service. It is a basic ordering
agreement funded out of the general appropriations
of a given fiscal year.
Software General term for the various kinds of programs used Standing Operating
to operate computers and related devices such as Procedure No. 2006-002
Application Program, Operating System and PNP
Information System.
Standard Set of standard procedures that define the manner Standard Operating
Operating of implementing the functions within the Directorate Procedure No. 2008-01
Procedure for Logistics and its functional units.
Storage Area A place within any PNP unit where the CCSD PNP Circular No. 5 Series
firearms are stocked. The only authorized disposal 2005
and storage area of the PNP is at FED Storage
Warehouse.
Structures Included are facilities such as interments, shades, Logistics Circular No. 05
tents, frames, wharfs, piers, trestles, storage tank, dated 15 December 1995
tower, underground structures for storage or other
purposes such as igloo and similar installation,
fences walls, swimming pools and training facilities.
Subsidiary Exist when the accountable officer has the right to Circular No. 002-02
Liability enlist that the Chief of Office be joined as
codefendant with him.
Supplier Refers to the duly recognized Petroleum Standard Operating
Corporation with whom the PNP has entered into an Procedure no. 2009-01
agreement for the purchase of its petroleum
requirements.
Supplies All kinds of property except real estate, which may Standing Operating
be needed in the transaction of official business or Procedure No. 4
for public use, whether of the nature of furniture.
697
Include both expendable and non-expendable
commodities except real estate, necessary to equip Circular No. 9
maintain and operate the PNP.
Supply A designation of any eligible Non-Uniformed MC No. 2010-020
Accountable Personnel with Administrative Officer position title
Officer (SAO) approved by the Head of the Agency whose duties
permit to require the possession or custody of
government property who is required by the law to
render account to the Commission on Audit.
Supply “Any PNP Uniformed and Civilian Personnel” to Circular No. 002-02
Accountable/Resp include RSPCO/RSPNCO, being conscientious,
onsible Personnel able and willing to discharge essential functions of a
Supply Accountable Officer and equipped with
proper training designed for property custodianship.
Supply/Property A person duly designated by C, Mgmt Div, Standing Operating
Inspector ODC/ORDC by authority of DC/RDC to physically Procedure No. 4
inspect, check and verify on the spot actual delivery
of items as per Invoice, receipt/s and approved
Purchase order and/or services rendered as
specified in scope of work stipulated in approved
work/job orders/contract.
Surrendered Firearms and ammunition turned-in by owner or any PNP Circular No. 5 Series
Firearms and person without intention of recovering or even 2005
Ammunition applying for license.
Table of Is an equipment allowance document which MC No. 2015-002
Equipment and prescribes basic allowances of organizational
Allowances (TEA) equipment and provides the control to develop,
now Table of revise or change equipment authorization inventory
Allowance data. Also called Table of organization and
Allowance (TOA) (source, Dictionary of Military and
Associated Terms).
Tangible Goods As used in this circular, pertains to but not limited to MC No. 2007-10
or Assets equipment, supplies, cash, movable or immovable
property, regardless of its amount or value needed
by the PNP in furtherance of its mandated mission
and functions.
Technical One who conducts actual inspection on the items Standing Operating
Inspector delivered/work performed in accordance with Procedure No. 4
specifications in the approved PO/Work/Job
Orders/Contract.
Testing An examination or trial performed to determine the MC No. 2008-010
suitability of an equipment for police use.
MC No. 2015-002
Transferee Any PNP unit/office recipient of property/equipment MC No. 2007-11
being held and needed by the PNP in furtherance of
its mission and function.
Test and Is the process or procedure in determining the MC No. 2011-022
Evaluation requirements and specifications of a certain
item/goods/equipment through testing. The results
are evaluated to assess progress of design,
performance or function, supportability,
environmental interface, etc.
Transferor As used in this circular, any person, natural or MC no. 2007-11
juridical, government unit or office that makes or
executes a conveyance of a title, right or property in
favor of PNP unit/office.
Transportation Refer to police operational material or equipment MC No. 2008-010
Equipment which include but are not limited to mobile units
(sedans, pick-up, 6x6, van, etc.)
Unit(s) Regional Police Offices, PNP National Service Circular No. 2002-05
Support Unit(s), Provincial, District, City and
698
Municipal Police Offices/Task Forces or any PNP
group organized by component authority in charge
with the administration, use, occupancy or actual
possession of any PNP real property.
Unit Clearance Is a certification issued by the unit wherein a PNP Standard Operating
retiree posthumously Procedure No. 2005-01
separated/resigned/schooling/travel abroad and the
like are issued to support their claim/s and whatever
legal purpose it may serve.
Unit Technician The designated personnel with practical knowledge, Standing Operating
full understanding and special skill pertaining to Procedure No. 4
operation and/or function of highly complicated
machine, vehicle and/or equipment.
Unserviceable Refers to unserviceable and/or no longer needed MC No. 2009-009
Properties PE that cannot be used or placed in service due to
fair wear and tear or obsolescence.
Use of All money appropriated for function, activities Standing Operating
Appropriated projects and program shall be available solely for Procedure No. 6
Funds the specific purposes for which these are
appropriated.
Vendor Items Those items of supplies, materials, components and Standard Operating
accessories in use and in general circulation and Procedure no. 08
distribution in the industry that are of general
manufacture and application which maybe used as
substitute or to complement a principal/major
equipment, supplies, materials and services.
Warranty Is a written statement that promises the good MC No. 2015-002
condition of a product and states that the maker is
responsible for repairing or replacing the product
usually for a certain period of time after its purchase.
699

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Republic of the Philippines

National Police Commission

Corollary to the said Compendium, the

The changing environment and application of Information Technology saw the

JOSE MA VICTOR F RAMOS

CHAPTER 1. GENERAL ADMINISTRATION

Memorandum Circular No. 2010-020 1

Memorandum Circular No. 2008-012 10

Standard Operating Procedure No. 2008-01 16

Memorandum Circular No. 2005-02 23

Standard Operating Procedure No. 2010-02 29

NAPOLCOM Resolution No. 2008-446 32

NAPOLCOM Resolution No. 2007-182 35

Letter of Instruction 01-07 38

Memorandum Circular No. 2008-004 56

Memorandum Circular No. 2007-10 59

PNP Memorandum Circular No. 2016-018 66

Command Memorandum Circular 25-2014 71

IMPLAN “SAKLOLO” 2014 78

LOI 35/10 “SAKLOLO REVISED” 113

Standard Operating Procedure No. 2006-02 126

NAPOLCOM Memorandum Circular No. 98-009 130

CHAPTER II. PROCUREMENT MANAGEMENT

Memorandum Circular No. 2016-068 132

Memorandum Circular No. 2012-001 135

Memorandum Circular No. 2016-015 141

Command Memorandum Circular No. 05-2015 151

LOI 01-2011 154

PNP Memorandum Circular No. 2013-003 166

Memorandum Circular No. 2010-05 178

Memorandum Circular No. 2011-022 182

Standard Operating Procedure No. 2011-002 189

PNP NHQ BAC Resolution No. 2009-20 194

PNP NHQ BAC Resolution No. 2009-16 196

PNP NHQ BAC Resolution No. 2007-13 198

PNP NHQ BAC Resolution No. 2007-06 200

PNP NHQ BAC Resolution No. 2007-03 202

Memorandum Circular No. 2005-01 204

Standard Operating Procedure No. 08 207

Standard Operating Procedure No. 6 212

Standard Operating Procedures No. 03 220

CHAPTER III. SUPPLY MANAGEMENT

A. Supply and Distribution Mobility

Memorandum Circular No. 2015-002 223

NAPOLCOM Resolution No. 2010-062 238

Memorandum Circular No. 2009-010 257

Memorandum Circular No. 2009-003 260

Standard Operating Procedure ODL 2006-001 263

PNP Memorandum Circular No. 2012-010 269

Standard Operating Procedure No. 13 272

TDL Memorandum 281

TDL Memorandum 287

Memorandum Circular No. 01 289

PNP Memorandum Circular No. 2016-012 293

PNP Memorandum Circular No. 2015-005 301

Standard Operating Procedure No. 2005-03 308

Standard Operating Procedure No. 2015-001 311

Standard Operating Procedure No. 2012-002 318

Standard Operating Procedure No. 2007-01 325

Standard Operating Procedure No. 2009-01 329

Letter Directive No. 92-01 334

B. Supply Inventory and Accounting