Republic of the Philippines

Department of the Interior and Local Government

NATIONAL POLICE COMMISSION
NATIONAL HEADQUARTERS PHILIPPINE NATIONAL POLICE
OFFICE OF THE CHIEF, PNP
Camp Crame, Quezon City

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).

4. 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 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.

7. RESPONSIBILITIES:

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
Police Director General
Chief, PNP

206