SOP Library
SOP NO:
`GS-SS01
(List of Exhibits/Attachments)
Mission
:
Support Staff Services
Area:
Title:
Revised SOP on Hiring of Private Security Agencies
Date Approved/Issued:
01/15/1987
Date Effective:
01/15/1987
Digest:
I. TERMS OF REFERENCE
A. Rationale
B. Objective
C. Scope
D. Basis
II. IMPLEMENTING GUIDELINES
1.
Accreditation of Private Security Agencies
1.1 Accreditation of private security agencies shall be conducted by the Central Office Accreditation Committee composed of the following:
Director, GSD - Chairman
Asst. Director, GSD - Vice-Chairman
Chief, Security Div., GSD - Member
DELA Representative - Member
AO Representative - Member
IAD Representative - Member
1.2 Private Security Agencies shall file their application together with the required documents/ data (Annex A) either directly with the General Services Directorate, Central Office or thru the NFA-Regional Office. Only one application shall be filed by the main office of the Security Agency regardless of the number of areas/regions intended to be covered in its operation.
1.3 As requisite for accreditation, the Security Agency must have a license to operate and with a paid-up capitalization of not less than P100,000.00 at least six (6) months prior to the date of accreditation;
1.4 The Security Agencies shall be recommended for accreditation by the Committee. Accreditation shall be approved by the Administrator prior to its dissemination to respective regional offices where these agencies can participate in any of its future biddings.
1.5 Accredited Security Agencies shall be issued Certificate of Accreditation which shall have a maximum duration of two (2) years from the date of its issuance. The accreditation of an agency may be revoked for reasons such as misrepresentation, falsification of documents or for other causes as may be determined by NFA.
1.6 All accredited security agencies shall submit their renewed PCSUSIA licenses to operate, duly authenticated Financial Statements, Clearances from Medicare for the succeeding year, on or before the end of June. Failure to comply with these requirements shall be ground for the automatic cancellation of their accreditation. Delisted agencies, however, may re-apply following the usual procedure.
2.
Bidding
2.1 The Bidding proper shall be conducted at the Central Office and at the date, time and place designated by the Security Bidding Committee composed of the following:
Deputy Adm. for Corporate Affairs - Chairman
Director, GSD - Vice-Chairman
Regional Director concerned - Member
AO Representative - Member
DELA Representative - Member
COA Representative - Member
2.2 Bidders shall submit the requirements and their bid proposals in two (2) separate sealed envelopes as follows:
2.2.1 The 1st envelope shall be marked "Compliance to Requirements". This shall contain the List of Data (Annex B) and supporting documents such as licenses and car registration, among others.
2.2.2 The 2nd envelope shall be marked "Bid Proposal" Bid on the monthly contract rate per guard should be in accordance with pertinent laws, decrees, LOI's and other rules and regulations (Annex C). This shall likewise contain the Bidder's Bond equivalent to 5% of the total bidded contract price either in cash, Manager's Check or Cashier's Check or GSIS Bond.
2.3 All proposals/bids shall be opened by the Security Bidding Committee in the presence of the bidders or their duly authorized representatives at the date time and place to be designated by the Security Bidding Committee and upon proper notification to the Bidders. The Committee may at its discretion open all submitted bids even in the absence of any or all the bidders.
The Committee thereafter shall proceed to evaluate the bids based on the factors to be determined by the Committee which shall include performance and make the necessary recommendation for award.
All questions, issues and objections of any bidders shall be submitted in writing to the Bidding Committee within twenty four (24) hours after the bidding, otherwise the same shall forever be waived or barred.
The 1st envelope shall be opened to evaluate conformity to the requirements of the Region for security services.
Security Agencies falling short of the Regional requirements shall be automatically disqualified for further bidding hence the 2nd envelope shall not be opened anymore.
2.4 The Security Bidding Committee shall recommend to the Administrator to award the contract to the winning bidder. Awarding of contract to more than one (1) security agency may likewise be recommended.
3.
Security Contracts (Exhibit 4)
3.1 Processing and Approval
3.1.1 Security contracts shall follow strictly the prescribed pro-forma. Proposed amendments/deviations to the stipulated provisions shall have prior approval of the Deputy Administrator before finalization of the contract.
3.1.2 Signatories to the security contract:
a. The Administrator shall approve all security contracts.
b. Owner (if sole proprietorship), President/ General Manager (if corporation)
Managing Partner (if partnership), or the duly authorized representative of the Agency.
3.1.3 Only one Security Contract per Agency shall be prepared for the whole region. Contracted guards, however, shall be deployed to the provinces (within region) where they are needed.
3.1.4 Security contract shall be forwarded to GSD for review of operational matters then to DELA for legal review; after which it shall be jointly endorsed to the Administrator for signing.
3.1.5 Evaluation results and any other actions taken regarding security contracts shall be filed and maintained by GSD and the DLA to serve as reference for future accreditation.
3.2 Duration of the Security
Security Contract shall be effective for a period of one year as specified in the contract. In no case shall the effectivity date commence earlier than the actual commencement of the service as certified by GSD. Said contracts may be renewed for another year. Pre-termination by NFA shall be allowed upon 30 days prior notice to the Agency for causes enumerated in the contract.
3.3 Copy Distribution
3.3.1 The contract shall be prepared in ten (10) copies. Copy distribution of security contract shall be as follows:
1 - DELA
2 - GSD
3 - Regional Director
4 - Security Agency
5 - Deputy Administrator
6 - Administrator
7 - Provincial Manager
8 - )
9 - ) Notary Public
10 - )
3.4 Renewal/Non-Renewal/Termination of Security Contracts
3.4.1 Renewal of contract shall be undertaken prior to its expiration. However, security contracts may not be renewed upon expiration at the option of the NFA management.
3.4.2 Security contracts may be terminated by NFA for failure of the others to comply with the terms and conditions stipulated in the contract provided, however, that thirty days prior notice shall be given before the termination of contract.
3.4.3 In case of non-renewal or termination of contracts bidding shall be arranged immediately after issuance of notice following the usual procedure.
3.4.4 Security agencies whose contracts with NFA have been terminated shall not be invited to participate in any of the future biddings in a particular region. However, this shall not affect other contracts of the same security agency/ies in other regions uinless recommended for termination by the concerned Regional Directors.
3.4.5 Termination of contract shall be approved by the Administrator.
4.
Performance Bond
4.1 The Security Agency shall be required to obtain Surety Bond from Grainscor equivalent to 10% of the aggregate amount of the contract for a year or P50,000.00 whichever is higher.
4.2 The Surety Bond shall answer for any losses/ damages incurred by NFA due to failure of the Security Agency to comply with its duties and obligations as stipulated in the Security Contract.
4.3 In case the amount of Surety Bond is not sufficient to answer for such losses/ damages, the difference between the amount of Bond as against the actual damages shall be paid by the Security Agency.
4.4 The liability of the Surety Bond shall be extinguished only upon the issuance of a written clearance by the NFA Central Office clearing the bonded security Agency from all accountabilities thereof.
5.
Change in Contract Rates
Any request for adjustment in the contract rates during the duration of the contract shall be evaluated by the Security Bidding Committee provided that such request for increase is mandated by laws promulgated by competent authority. Those favorably recommended shall be forwarded to the Administrator for approval.
6.
Accounting Treatment
Security agencies shall be paid by the respective provinces corresponding to the number of guards posted. Accounting entries shall be:
DR: Contract Services xxx
CR: Vouchers Payable xxx
DR: Vouchers Payable xxx
CR: Cash in Bank xxx
7,
Spot Checking/Periodic Inspection of the Security Agencies and their Security Guards
7.1 The Regional/ Provincial management shall conduct spot inspection of the Security Agency/ guards anytime of the day whenever they may deem it necessary. This shall determine how well the Security Agency perform its duties and obligations.
7.2 GSD-Central Office shall conduct its own spot inspection of the Security Agency as they deem it necessary based on reports and feedback from the field offices.
8.
Accomplishment Reports
8.1 The Security Agency representative shall be required to submit Weekly Accomplishment Report to the Provincial Management. Cut-off dates shall be the 7th, 15th, 22nd and 30th day of each month.
III. RESPONSIBILITIES
IV. FLOW CHART
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