MEMORANDUM CIRCULAR perocwe 13S Tore wae POLICY ON STRATEGIC PLANNING ON JAIL 2b a INFRASTRUCTURE PROJECTS REMBION NO, [swwrone SSCS On CONDUCT OF DETAILED ASSESSMENT, 18 MAR 2022 PRIORITIZATION, AND PLANNING USING THE ASSESSMENT TOOL AS REQUIREMENT BEFORE | PAGE ‘SUBMISSION OF PROJECT PROPOSAL FOR NEW JAIL ane ‘CONSTRUCTION OR EXPANSION 4.0 REFERENCES a. BMP-DL-SOP-26 dated January 23, 2019; b. BUMP-DL-SOP-89 dated January 7, 2020; ¢. Handbook on Minimum Standards for the Design of BMP Jails; d. NEDA Philippine Development Plan 2017-2022; and e. GPPB Circular 06-2019 dated July 17, 2019. 2.0 RATIONALE/BACKGROUND The expansion of existing jails and the construction of new jail facilities are seen by the Bureau as the most feasible response to congestion that most BJMP-manned jails. are experiencing. In CY 2015, the Bureau started to receive an increase in budget to fund the expansion and construction projects, but it was from CY 2016-2019 when they started receiving a budget allocation approved by the Department of Budget and Management (DBM). However, with the overwhelming increase of budget and the number of projects that had to be implemented the Bureau was taken aback in the preparation which led to delays in the implementation and poor budget utilization. Due to these difficulties and issues, it was realized that a strategic jail construction planning will be more beneficial and may offer long-term positive impacts to the Bureau instead of leaning on opportunistic approach. With this, the Bureau, in partnership with the International Committee of the Red Cross (ICRC) initiated to develop and elaborate the strategic planning for construction outlay, both for the regional and national levels. IPSOS inc, an external international consultancy service provider was tapped in achieving the strategic plans. IPSOS conducted research and analysis on the current practices and existing policies of the Bureau related to planning of its infrastructure projects which led to the development of the detailed guideline (See Annex ‘C’) and assessment (prioritization) tool (See Annexes “A” and “B"). Another issue hampering the Bureau's efforts in decongestion is DBIM's indispensable requirement in the granting of budget for infrastructure projects, the proof of lot ownership on the proposed locations of the jail extension or new building construction. The Bureau does not prioritize direct purchase or Prepared By: Reviewed By: Approved By: ALBERTO W MARIANO. Jail Chief Inspector Chief, Real DENNIS U ROCAMORA, CESE | ALLAN S IRAL, CESE Division, DL Jail Chief Superintendent Jail Director Deputy Chief for Operations of |_| Chief, BJMP. Noted by: the Jail BureawQMR “Changing Lives, Building a Safer Nation”MEMORANDUM CIRCULAR powroume 13S TOPIC ISSUE NO. POLICY ON STRATEGIC PLANNING ON JAIL REVISION NO. INFRASTRUCTURE PROJECTS ‘suB-TOPIC EFFECTIVE DATE. CONDUCT OF DETAILED ASSESSMENT, 4.8 war 2022 PRIORITIZATION, AND PLANNING USING THE ASSESSMENT TOOL AS REQUIREMENT BEFORE | PAGE ‘SUBMISSION OF PROJECT PROPOSAL FOR NEW JAIL 7am ‘CONSTRUCTION OR EXPANSION acquisition of lots but relies on lot donation or usufruct agreements with Local Government Units (LGUs), private entities, and individuals. Other LGUs cannot accommodate the request lot donations of the Bureau while, the donated or proposed lots are at times not the ideal of jail location but are accepted due to various limitations both at LGU and Bureau's level. Given this situation it is found necessary to equip personnel of jail units, especially the wardens, the right tools and process in lobbying and requesting for lots from various entities, mostly with LGUs. The same team that developed the strategic planning came up with lot request/acquisition strategies (See Annex “E”) that will be beneficial to the jail. Both the strategic planning and lot acquisition guidelines are designed to be aligned with the newly established project management cycle of the BUMP, the Facility Development Process (FDP) 3.0 OBJECTIVES: 3.1 To institutionalize a systematic and objective process of priority selections for infrastructure projects at the National Headquarters and Regional Offices; and 3.2. To involve and capacitate jail and regional personnel in planning of new jail facilities and in establishing relationship with LGUs, specifically: 3.2.1 To guide and assist jail personnel in acquiring or requesting for lots needed in the proposed new jail; 3.2.2 To guide and assist the wardens and jail personnel in producing their Jail Assessment Report (JAR); and 3.2.3 To guide and assist the Regional Office in the preparation of the Project Proposal and in checking the JAR submitted by jail units. 4.0 SCOPE AND APPLICATION This policy shall be applicable to all proposed jail infrastructure projects of the Jail Bureau, including construction of new jails and expansion of existing facilities, but shall exclude repair of facilities. 5.0 DEFINITION OF TERMS Assessment Tool - it is a tool designed to objectively and automatically provide ratings/scores to jail facilities and rank them accordingly. The TWG will be able to get the data needed for this tool from FDP specifically from Project Proposal, “Changing Lives, Building a Safer Nation”MEMORANDUM CIRCULAR Emel TOPIC POLICY ON STRATEGIC PLANNING ON JAIL INFRASTRUCTURE PROJECTS ‘SUB-TOPIC EFFECTIVE DATE CONDUCT OF DETAILED ASSESSMENT, 18 MAR 2072 PRIORITIZATION, AND PLANNING USING THE ASSESSMENT TOOL AS REQUIREMENT BEFORE —_| PAGE ‘SUBMISSION OF PROJECT PROPOSAL FOR NEW JAIL ‘CONSTRUCTION OR EXPANSION 3ott2 including Jail Assessment Report, Jail Brief, Feasibility Study, experiences and knowledge about the jails in the region. Compound Annual Growth Rate (CAGR) — a formula that will be used to compute for the average PDL population growth rate in n years. This formula, as illustrated below, calculates and determines retums for anything that can rise or fall in value over time: Xn = (¥nl¥1)*(4in) - 4 Where: Xn = Projected PDL Population growth rate at nth number of years Yn = PDL population at nth year Y1 = PDL population at year 4 n= number of years. Example: Year 2017 2018 2019 Population | 112,356 119,867 Xn = Projected PDL Population growth rate within nth number of years Yn = 119,867 Yt = 112,356 n= 3 years (119,867 / 112,356)"1/3) - 1 ‘Sample Computation: x Xn = 0.0218 = 2.18% Early Procurement Activities (EPA) — refer to the conduct of procurement activities for goods to be delivered, infrastructure projects to be implemented, and consulting service to be rendered in the following fiscal year, pending approval of the General Appropriations Act (GAA), Corporate Budget or Appropriations Ordinance, as the case may be. Facility Development Process (FDP) — is a step-by-step procedure based on Project Management Cycle. The process was introduced to guide the engineers, wardens and other personnel in proposing a new jail construction, projects or expansion of an existing facility. “Changing Lives, Building a Safer Nation”MEMORANDUM CIRCULAR aren iat ‘BUMP-DL-MC oR ISSUE NO, POLICY ON STRATEGIC PLANNING ON JAIL 2 yf REVISION NO P INFRASTRUCTURE PROJECTS. ‘SUB-TOPIC EFFECTIVE DATE. CONDUCT OF DETAILED ASSESSMENT, 1.8 MAR 2022 PRIORITIZATION, AND PLANNING USING THE ASSESSMENT TOOL AS REQUIREMENT BEFORE —_ | PAGE ‘SUBMISSION OF PROJECT PROPOSAL FOR NEW JAIL ia ‘CONSTRUCTION OR EXPANSION Infrastructure Projects —for purposes of this circular, infrastructure projects shall include only the construction and/or improvement/ expansion of jail facilities, including the construction and/or improvement/expansion of facilities under administration, visitation, commitment, security, health, accommodation, food services, development program and livelihood activities, essential services, utilities and solid waste management areas identified in the handbook on Minimum Standards for the Design of BUMP Jails. Jail Facility Status — a criterion in the selection process involving the condition of the facility as to completeness of functional areas based on the Handbook on Minimum Standards for the Design of BUMP Jails. This criterion is divided into three sub-categories namely, Basic, Intermediate and Compliant * Basic — classification of jail facility that are stil for construction or existing but only contain the basic functional components of a jail to have it operational (See Annex “H”) * Intermediate — classification of jail facility that are already existing and contains functional components exceeding the requirements of a basic facility but below the requirement of a compliant facility. (See Annex “H’).. + Compliant — classification of jail facility that contains and complies alll the functional components mentioned in the handbook on Minimum Standards for the Design of BUMP Jails. (See Annex *H’). Jail Profile — a criterion in the selection process comprises of congestion rate, number of PDL occupying the facility and average jail population growth for the last three (3) years. Lot Status — a criterion in the selection process which involves the status of ownership of the lot whether titled, donated, under Usufruct Agreement and Memorandum of Agreement (MOA), Project Management — is the application of knowledge, skills, tools and techniques in project activities to meet the project requirements. “Changing Lives, Building a Safer Nation”DOCUMENT NO. MEMORANDUM CIRCULAR ete igs Toric TSSUE WO. POLICY ON STRATEGIC PLANNING ON JAIL 24S INFRASTRUCTURE PROJECTS REVISION La 3uB-TORIC EFFECTIVE DATE CONDUCT OF DETAILED ASSESSMENT, 1.8 MAR 7022 PRIORITIZATION, AND PLANNING USING THE ‘ASSESSMENT TOOL AS REQUIREMENT BEFORE PAGE ‘SUBMISSION OF PROJECT PROPOSAL FOR NEW JAIL. eons ‘CONSTRUCTION OR EXPANSION GENERAL GUIDELINES 641 6.2, 63 64 Submission of Jail Assessment Report (JAR) to Region All jails will be required by the Regional Office to submit their JARs by month of August for the inclusion in the budget after two fiscal years (See Annex “F”) Submission of Project Proposals (PP), Project Brief (PB), and Feasibility Study (FS). Regional offices will be required to prepare, review, and submit Project Proposal, Project Brief, and Feasibility Study to NHQ for all the proposed projects by month of October for the succeeding calendar year for inclusion in the budget after two fiscal years. Jails which are yet to secure a lot can make use of the Lot Acquisition Strategy (See Annex “E’) in requesting/lobbying lots to LGU ‘Submission of Budget Proposals to DBM through DILG 63.1 6.32 63.3 The Directorate for Logistics will consolidate all the submitted proposal from the regions. All jails without secured and complete lot ownership documents by the month of January will be automatically excluded in the final list for the proposed construction outlay to be submitted to the Chief BMP. Once approved by the Chief, the final list will be submitted to the DBM through the DILG for inclusion in the National Expenditure Program (NEP) for the given year. If the requested budget is approved by DBM, all the projects will push through and shall conform to the requirements stipulated in the Facility Development Process (FDP). If the budget approved by DBM is lower than the requested amount, jails will be prioritized according to the outcome of the regional and national strategic planning session Regional Strategic Planning 644 A Technical Working Group (TWG) comprised of the following members must be established: 6.4.1.1 Regional Directors; 6.4.1.2 Chief, Logistics Division; 6.4.1.3 Chief, Community Relations Section; “Changing Lives, Building a Safer Nation”MEMORANDUM CIRCULAR DOCUMENT NO. sump-oL.mc [35 ‘ToPIC POLICY ON STRATEGIC PLANNING ON JAIL a INFRASTRUCTURE PROJECTS. cn ISSUE NO, ‘SUB-TOPIC EFFECTIVE DATE, CONDUCT OF DETAILED ASSESSMENT, 1.8 MAR 2022 PRIORITIZATION, AND PLANNING USING THE ASSESSMENT TOOL AS REQUIREMENT BEFORE —_ | PAGE SUBMISSION OF PROJECT PROPOSAL FOR NEW JAIL, ie orea ‘CONSTRUCTION OR EXPANSION 6.4.2 643 The Regional Office shall prepare all the needed data such as current jail congestion rates by the month of May, jail population for the past three (3) years, lot acquisition status, and jail Zfacility status (See Annex “F’) Regional Logistics Office shall use the regional assessment tool with the following criteria: Dimension A - Jail Profile (40%) A. Congestion Rate 40% - Congestion Rate (CR. %) ‘Weight CR > 2000% 40% 1000% < CR 5 2000% 30% 500% < CR s 1000% 20% 200% < CR < 500% 10% ‘OR s 200% 0% B. Current Number of PDLs (PDL Population) 40% - Current number of PDLs Weight ‘more than 1000 PDL [40% 501 to 1000 PDL 0% 101 to 500 PDL 20% | 100 and below PDL 10% ©. Average PDL Population Growth for the last 3 years 20% - Ave. PDL Population Growth Rate forlast 3 yrs (OR. 6) Maco GR > 20% 20% 10% < GR 20% 15% 5% < GR 10% 10% 5% 0% “Changing Lives, Building a Safer Nation”MEMORANDUM CIRCULAR SOCEM. pe oR ISSUE NO, POLICY ON STRATEGIC PLANNING ON JAlL 2 aa INFRASTRUCTURE PROJECTS revs. 7 ‘suB-ToPIc EFFECTIVE DATE CONDUCT OF DETAILED ASSESSMENT, 18 MAR 2022 PRIORITIZATION, AND PLANNING USING THE ASSESSMENT TOOL AS REQUIREMENT BEFORE | PAGE ‘SUBMISSION OF PROJECT PROPOSAL FOR NEW JAIL Totta ‘CONSTRUCTION OR EXPANSION Dimension B - Lot Status (20%) Dimension C - Jail Facilities (40%) 65 Lot Acquisition Status Weight Titled 100% Donated 50% MOA or Usufruct 30% Functional Level Weight Basic 100% Intermediate 75% ‘Compliant 50% 6.4.4 The assessment tool will automatically rank all the jails according to order of priority with Rank 1 jail to be given utmost priority. 6.4.5 In case of a tie, the TWG of the regional office shall deliberate the jail to be prioritized and recommend to the Regional Director. 6.4.6 The region shall submit and endorse the outcome of the assessment and other required documents to NHQ. National Strategic Planning Session 6.5.1. The Directorate for Logistics shall prepare all the needed data like current jail congestion rates, PDL population for the past three (3) years, jail facility status, regional congestion rates and regional PDL population, budget utilization of the region and project completion for the past three (3) years. 6.5.2 The Directorate for Logistics will consider jails with proof of lot ownership such as deed of donation or usufruct agreements 6.5.3 The Directorate for Logistics shall use the national assessment tool with the following criteria: “Changing Lives, Building a Safer Nation”MEMORANDUM CIRCULAR DOIN MO. ‘TOPIC ISSUE NO. POLICY ON STRATEGIC PLANNING ON JAIL Ea 4 INFRASTRUCTURE PROJECTS REWION NO, suarorc EFFECTIVE DATE CONDUCT OF DETAILED ASSESSMENT, 18 WAR 2027° PRIORITIZATION, AND PLANNING USING THE ASSESSMENT TOOL AS REQUIREMENT BEFORE | PAGE ‘SUBMISSION OF PROJECT PROPOSAL FOR NEW JAIL ‘CONSTRUCTION OR EXPANSION oti le (40%) 1. Congestion Rate ‘40% - Congestion Rate (CR, %) Weight CR > 2000% 40% 1000% < CR = 2000% 30% 500% < CR = 1000% 20% 200% < CR = 500% 10% CR = 200% 0% 2. Number of PDLs (PDL Population) 40% - Current number of PDLs Weight more than 1000 PDL 40% 501 to 1000 PDL 30% 101 to 500 PDL 20% 100 and below PDL 10% 3. Average PDL Growth Rate for the last 3 years 20% - Ave. PDL ulation Growth rs Rate far lest 3 ys (CR, 36) ee GR > 20% 20% 10% < GR = 20% 15% 5% < GR < 10% 10% 0% < GR < 5% 5% GR s 0% | 0% B. Status of Jail Facilities (40%) Functional Level Weight Basic 100% Intermediate 75% Compliant 50% “Changing Lives, Building a Safer Nation”MEMORANDUM CIRCULAR DOCUMENT NO. ump-ov.mc 135 ‘TOPIC POLICY ON STRATEGIC PLANNING ON JAIL INFRASTRUCTURE PROJECTS: ISSUE NO. add REVISION NO. 2 ‘SUB-TOPIC CONDUCT OF DETAILED ASSESSMENT, PRIORITIZATION, AND PLANNING USING THE ASSESSMENT TOOL AS REQUIREMENT BEFORE ‘SUBMISSION OF PROJECT PROPOSAL FOR NEW JAIL ‘CONSTRUCTION OR EXPANSION EFFECTIVE DATE. 48 MAR 7022 PAGE 90t12 C. Region’s Profile (10%) 50% - Average Congestion Rate (ACR, %) for past 3 years, Weight ‘ACR > 2000% 50% 100% < ACR = 2000% 40% ‘500% < ACR = 1000% 30% 200% < ACR = 500% 20% ACR 5 200% 10% [50% - Average Number of PDLs for past 3 years Weight more than 20000 PDL. 50%. 10001 to 20000 PDL 40% 5001 to 10000 PDL. 30% '5000 and below PDL 20% D. Performance of Region (10%) 1. Completed Projects in the past 3 years (10%) for last 3 yrs (CPR, %) 10% - Ave. Completed Project Rate Weight CPR > 80% 10% 60% < CPR < 80% 8% 40% < CPR < 60% 6% 20% < CPR 5 40% 4% 0% < CPR s 20% 2% 2. 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SUBJECT : REQUEST INCLUSION OF INFRASTRUCTURE PROJECT FOR FISCAL YEAR REFERENCE/! BIMP-DL-SOP-26 dated January 23, 2019 BJMP-DL-SOP-89 dated January 7, 2020 BIMP-DL-SOP- Handbook on Minimum Standards for the Design of SIMP Jails ACTION REQUESTED: 5. For the Chief, BUMP to approve the inclusion of proposed construction Project amounting to_Amount in Word only (# 0,000,000.00). JUSTIFICATION: 6. _In response to the effort of the BJMP to improve its implementation and utilization of funds for infrastructure, BJMPRO __ had undergone the FOP process of the most priority projects listed below for inclusion Tm the FY. Construction Outlay,| Name of Jails, Description Project Amount Tail A ‘Construction of Jail Facilities '® 0,000,000.00 Jail B. ‘Construction of Jail Facilities © 0,000,000.00 Jail ‘Construction of Jail Facilities 'S 0,000,000.00 Total Amount P 0,000,000.00 7. Attached are the FDP documents supported with plan and estimate for your reference. RECOMMENDATION: 8. Approval of action requested RO Rank Regional Director of the Jail Bureau