foreword - department of national defenses charter.pdf · (ojt) program office of the assistant ......

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Beyondguarding the State against internal andexternal threatsto national peace and security, promoting the welfare of soldiers andveterans, andproviding support for social andeconomicdevelopment,theDepartmentofNationalDefense(DND)providespublicservicetobothdomesticandforeignclients.

Alongthisline,thepublicationoftheDNDProperCitizen’sCharterintendstoinformthepublicandotherstakeholdersoftheDepartment’sfrontlineservices.

TheDNDProperCitizen’sCharterprovidesnecessarydetailsoftheservicesofferedbytheDND,theprocessesinvolvedandtheirdocumentaryrequirements,aswellastheappropriatefeedbackmechanismsthatcouldassisttheDepartmentinimprovingitssystemsandservices.

WiththeDNDProperCitizen’sCharter,theDNDhopestoefficientlyserve the Filipino public and foreign partners, as well as enhance itscapacitytoeffectivelyperformitsmandate.ThisistheDND’scommitmentforafullyaccountableandtransparentgovernment.

Foreword

VOLTAIRET.GAZMINSecretaryofNationalDefense

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DNDMandatedMission 3

DNDVision 3

DNDProperMission 3

AvailabilityofServices 3

ServicePledge 4

Feedback/ComplaintMechanism 5

DNDProperFrontlineServices 6

FeedbackForm 30

ListofAcronyms 31

Directory 32

Table of Contents

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Tomaximizeitseffectivenessandefficiencyforguardingagainstinternal & external threats to national peace & security, promotethewelfareof soldiers&veterans, andprovide support for social&economicdevelopment.

DND Mandated Mission

2028. AcredibledefenseorganizationthatensuresPhilippinesecurity,sovereignty and territorial integrity; a reliable partner in nationaldevelopment;andastrategicplayerintheAsiaPacificRegion.

2022. Adefenseorganizationequippedwithenhancedcapabilitiestoaddresscurrentandevolvingdefenseandsecuritychallenges.

2016. A responsive, values-driven, modestly equipped, and cyber-secured defense organization with capabilities that will addresscurrentdefenseandsecuritychallenges.

DND Vision

DND Proper Mission ToassisttheSecretaryofNationalDefenseinthesupervisionandcontrolovertheArmedForcesofthePhilippinesandtheDNDCivilianBureaus.

Availability of ServicesMondaytoFriday(ExceptHolidays)

8:00a.m.–5:00p.m.Allourservicesandformsarefree,

except our forms for our Procurement Services, as provided under RA9184.

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Service Pledge We,theofficialsandemployeesoftheDepartmentofNationalDefense,committoservethepublicwithutmostrespect,enthusiasm,andexcellence.

We endeavor to continuously enhance our personnelcompetencies,andimproveourmethodologies,systems,processes,and services guided by the following core values: PATRIOTISM, PROFESSIONALISM, GOOD GOVERNANCE, AND ADHERENCE TO THE RULE OF LAW. Weembraceanorganization-wideoutlookandattitudefocusedon theachievementofdesiredgoals throughclear supervisionandcontroloverthedirectionandprogressoftheDepartment’sactivities,aswellasharnessingoforganizationalloyaltyandloveofcountry.

We strive to pursue with utmost dedication and vigor ourresponsibilitytowardstheStateandpeople,andmaintainadistinctcorporatedefenseidentitycommittedtoupholdtherighttoasecuredenvironmentforallFilipinos.

Weadvocatetransparencyandaccountabilityinourtransactionswith the public through the adoption of simplified and efficientprocedures towards the eradicationof red tape.We recognize thatthosewhoholdpositionsofpublic trust shouldbeaccountable fortheir performance to the public. We likewise acknowledge thatexternal feedback linked to an effective punishment system mustbe required forproperaccountability. Thisprincipleembodiesandhighlightsourcommitmenttoachieveatransparentandcorruption-freeestablishment.

Above all, we submit to the rule of law in the pursuit of ourmandateforthenationalinterest.

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Feedback/Complaint Mechanism

YourCommentsandObservationswillbegreatlyappreciatedbywayofthefollowing:

AccomplishourfeedbackformavailableatDNDProper•

PublicAssistanceDesk(DNDPPAD)anddropitatdesignated

suggestionboxeslocatedattheGroundFloor,DNDBuilding,

CampGeneralEmilioAguinaldo,QuezonCity;

Sendane-mailthroughourwebsiteatwww.dnd.gov.ph;•

[email protected]@•

yahoo.com;

Call912-8582;982-5621or911-6001local8439;•

VisittheDNDPPADandtalktoourDESKOFFICEROFTHEDAY.•

The Citizen’s Charter is subject to review once every two (2) years. YourfeedbackwillhelpupdateourCharterandimproveourservices.

Thankyou.

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TITLE OF FRONTLINE

SERVICE

OFFICE/S RESPONSIBLE LOCATION

MAXIMUM SERVICE

TIME

DOCUMENTARY REQUIREMENTS

Request1.forPublicAssistance

OfficeforPublicAffairs-PublicAssistanceDesk

GroundFlr.,LeftWingDNDBldg.

3workingdaysformailedletter-request

1hourand12minutesforwalk-inclients

Letter-Request

AssistanceForm/Interview

Availment2.oftheDNDGovernmentInternshipProgram(GIP)

OfficeoftheAssistantSecretaryforPersonnel–CivilianPersonnelDivision

GroundFlr.,RightWingDNDBldg.

6workingdaysand21minutes

GIPApplicationForm

Availmentof3.theOn-the-JobTraining(OJT)Program

OfficeoftheAssistantSecretaryforPersonnel–HumanResourceDevelopmentDivision

GroundFlr.,RightWingDNDBldg.

2workingdays,1hour,and25minutes

Letter-RequestfromUniversity/College

Processing4.andPaymentofClaimsandObligations

OfficeoftheAssistantSecretaryforComptrollership–AccountingDivision

OfficeofAdministrativeServices

GroundFlr.,LeftWingDNDBldg.

DNDAnnexBldg.besideOCD

1hourand44minutes

DisbursementVoucher/CheckIssuance/CheckDisbursementReport

List of Frontline Services

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TITLE OF FRONTLINE

SERVICE

OFFICE/S RESPONSIBLE LOCATION

MAXIMUM SERVICE

TIME

DOCUMENTARY REQUIREMENTS

Requestfor5.DiplomaticClearancefortheEntry/ExitandMovementofForeignVesselsandAircraftinPhilippineTerritory

OfficeoftheAssistantSecretaryforStrategicAssessment–DefenseCooperationDivision

2ndFlr.,LeftWingDNDBldg.

5workingdaysand17minutes

Letter-IndorsementfromDFA,NoteVerbalefromrequestingEmbassiesandConsulates,andStatementthatnoaerialphotographyofanyportioninthePhilippineswillbetaken.

Requestfor6. NamesakeClearance

OfficeoftheAssistantSecretaryforPlansandPrograms–InternalSecurityandTerritorialDefenseDivision

2ndFlr.,RightWingDNDBldg.

1hourand7minutes

LetterfromRequestingParty

Procurement7. Services(PublicBidding)

DNDProperBidsandAwardsCommitteeSecretariat

2ndFlr.,RightWing,DNDBldg.

43calendardays,6hours,and8minutes(EarliestPossibleTime)

BiddingDocuments

List of Frontline Services

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1. Request for Public AssistanceDND Office for Public Affairs – DND Proper Public Assistance Desk

Who May Avail of the Service:Anycitizenorconcernedindividual•

What Are the Requirements:DulysignedRequestforAssistanceFormorletter-request•Supportingdocuments•ValidIDs•DNDIDTags•

Duration: 1hourand12minutes(ForWalk-InClients)3workingdays(ForMailedLetter-Request)

How To Avail of the Service:

Step Applicant/Client

Service/Activities

Duration of Activity

(Under Normal Circumstances)

Person in Charge

Documentary Requirements

FOR WALK-IN CLIENTS:1 Proceedto

theDNDProperPublicAssistanceDesk(PPAD)

Issuerequest-for-assistanceform

2minutes DesignatedDeskOfficer

Request-for-AssistanceForm

2 AccomplishandsubmitRequestForm

Receiveformwithletter-requestandsupportingdocuments

10minutes

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3 Provideadditionalinformation

Interviewtherequestingpartyforadditionalinformation

30minutes

4 Waitforactiontaken/advice

CoordinatewithactionofficersofconcernedDNDoffices/bureaus/agencies/governmentoffice

orPrepareindorsementlettertoconcernedDNDbureausorgovernmentagencies

15minutes

30minutes

5 ReceiveinstructionsfromtheDeskOfficerofthedaybeforeleavingDNDPPAD

ReferrequestingpartytoconcernedDNDoffices/bureaus/agencies/governmentoffice

10minutes

FOR MAILED LETTER-REQUEST:1 Sendletter

toDNDandreceivefeedbackthroughtelephoneormobile.

Letterrequestloggedin/recorded

Processrequest/complaint:a.Communicatewithlettersender/complainant,iftelephoneormobilenumberisavailableb.InformtheconcernedDNDoffice/bureauorgovernmentagency

3days ActionOfficer

Letter-Request

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2. Availment of DND Government Internship Program (GIP)Office of the Assistant Secretary for Personnel – Civilian Personnel Division

Schedule of Availability of Service:JanuarytoMarchMondaytoFriday8:00a.m.–5:00p.m.

Who May Avail of the Service:StudentsandOut-of-SchoolYouth(OSY),withagerangeof15-25yearsold•

What Are the Requirements:Studentswhoareatleast3rdyearhighschoolontheensuingyear.•OutofSchoolYouth(OSY)whoareatleastelementarygraduatesorwho•haveundergoneTESDAorattendedvocationalcourses.Applicantsmustsubmitthefollowingdocuments:•FullyaccomplishedDNDGIPApplicationForm,with1”x1”picture•CertificateofGoodMoralCharacter(forstudents)•BarangayClearance(forOSY)•Parent’sIncomeTaxReturn(ITR)•Resume•

Duration: 6workingdaysand21minutes

How to Avail of the Service:


Service/Activities



Person in Charge


1 ProceedtotheOfficeoftheAssistantSecretaryfor

IssueDNDGIPapplicationformand

1minute DesignatedStafffromtheProgram

DNDGIPApplicationForm

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Personnel(OASPER)tosecureandfilloutDNDGIPApplicationForm.

informtheapplicanttofilloutthesame.

Secretariat(CivilianPersonnelDivision,OASPER)

2 Submitthefullyaccomplishedapplicationform,togetherwiththedocumentaryrequirementstotheProgramSecretariat.

Receivethecompletedapplicationformandcheckthefollowing:

a.Properaccomplishmentoftheapplicationformb.Qualificationsoftheapplicant(age,educationalattainment)c.Completenessandvalidityofsupportingdocuments/requirements

10minutes

3 Receivefinalinstruction/reminderfromtheDesignatedStaffbeforeleavingOASPER.

InformtheapplicantofthescheduleoftheinterviewandwrittentestandtheproceduralguidelinesoftheProgram.

10minutes

4 Appearbeforetheselectioncommittee

SelectionProcess 5workingdays

5 Receiveresultsofselectionandfurtherinstructionsforsuccessfulapplicants

Notifyapplicantsandpostresultsofselection

1workingday

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3. Availment of On-the-Job Training Program (OJT)Office of the Assistant Secretary for Personnel – Human Resource Development Division

Schedule of Availability of Service:MondaytoFriday8:00a.m.–5:00p.m.

Who May Avail of the Service:GraduatingStudents•

What Are the Requirements:Resume•BarangayClearance•NBIClearance•PoliceClearance•College/UniversityRegistrationFormfortheSemester•AcademicSchedulefortheSemester•Letter-RequestfromtheUniversity/College•

Duration:2workingdays,1hour,and25minutes



Service/Activities

Duration of Activity (Under Normal Circumstances)

Person in Charge


1 ProceedtotheOfficeoftheAssistantSecretaryforPersonnel(OASPER)tosubmit

Receiveletter-requestwithsupportingdocumentsandcheckforcompletenessandvalidityofsupporting

10minutes HumanResourceDevelopmentDivision(HRDD),OASPER:

Ms.MargaritadeGuzman

Letter-RequestfromCollege/University,Resume,BarangayClearance,NBIClearance,PoliceClearance,

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letter-requestfromcollege/universitywithsupportingdocuments

documents/requirements

College/UniversityRegistrationForm,AcademicSchedulefortheSemester

Ifcomplete,Interviewapplicant

20minutes Ms.Ma.TheresaE.Belmes

2 Waitforfurtherinstructions.

ReferrequesttoDISGforBackgroundInvestigation(BI)*

5mins. DISG BIReport

IdentifyandrequestprospectiveDNDProperoffice/unitforaccommodation.

30mins. Ms.MargaritadeGuzman

3 AccomplishandsubmitLiabilityWaiverofTraining

AdviseandprovideapplicantofLiabilityWaiverofTraining.

10minutes Ms.MargaritadeGuzman

AccomplishedLiabilityWaiverofTraining

4 Secureauthorityforapproval/disapproval

2days Ms.Ma.TheresaE.Belmes

5 ReceiveFinalInstructions

Informapplicantofapproval/disapproval

10minutes Ms.Ma.TheresaE.Belmes

LetterofApproval

Notes:TheconductofBIusuallytakesaroundtwo(2)weekstoone(1)month.•TheDepartmentdoesnotprovidestipendforOJTs.•

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Step Applicant/Client Service/Activities



Person in Charge


SUBMISSION OF REQUIREMENTS:1 Proceedto

FinanceDiv.OAS

Providechecklistofrequirements

2minutes Finance Branch, OAS FinanceClerk

DisbursementVoucher

2 Submitrequirementsandreceivepersonalcopy

ReceiverequirementsandprepareDV

10minutes


4. Processing and Payment of Claims and ObligationsOffice of the Assistant Secretary for Comptrollership and Office of the Administrative Services

Schedule of Availability of Service:Monday to Friday8:00 a.m. – 5:00 p.m.

Who May Avail of the Service:Anycommercialtransactingparty•

What Are the Requirements:1originaland3photocopiesofDisbursementVoucher(DV)•1originaland3photocopiesofObligationRequest•OriginalsofSupportingDocuments•

Duration:1hourand44minutes

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3 AssignDVnumberandrecordinthelogbooktheDVnumberanddate,payee,particular,andamount.

2minutes

4 Receiveadvice

Adviseclientofdateofreleaseofpayment

2minutes

5 SubmitDVwithoriginalsofsupportingdocumentstoBudgetDiv.,OASCOM

3minutes

REQUEST FOR OBLIGATION 6 Follow-up

claimsPrepareObligationRequest

10minutes Budget Div.OASCOMBudgetExaminer

AllotmentObligationSlip

7 SubmitDVandObligationRequesttoAccountingDiv.,OASCOM

1minute

CLAIMS FOR PAYMENT8 Follow-up

claimsReceiveDVandObligationRequestwithoriginalsupportingdocuments

1minute Accounting Division, OASCOM Receiving/ReleasingStaff

DVandObligationRequestwithoriginalsupportingdocuments

9 Complywithadditionalrequirements,ifany

Checkcompletenessofsupportingdocuments.Ifincomplete,returntoFinanceBranch,OASforcompliance.

5minutes Finance Branch, OASFinanceClerk

10 Ifcomplete,stamp“Received”;indicatedateofreceipt;andsignontheDV’sstamped“Received”portion.

1minute Accounting Division, OASCOMReceiving/ReleasingStaff

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11 Forward3copiesofDV,originalsofsupportingdocumentsandcopies1-3ofObligationRequesttothedesignatedStaffforprocessing.

1minute

12 ReviewDVforcompletenessandproprietyofsupportingdocuments.

10minutes AccountingClerk

13 Receiveinformationonstatusofclaim

CheckIndexofPayment(IP)fromfileanddeterminewhethertherewaspriorpaymentofthesameclaim.

Iftheclaimisalreadypaid,returntheDVandsupportingdocumentstoDivision,OAStobereturnedtoclaimant.

5minutes

14 Ifnotyetpaid,recordthefollowingintheIP:nameandaddressofcreditor,DVdateandnumber,particularsandamount.

1minute AccountingClerk

15 AccomplishBoxBofObligationRequestandinitial


16 InitialBoxBofObligationRequestandinitial.


17 ReviewDVandsupportingdocuments.SigninBoxBofDVandObligationRequest

5minutes ChiefAccountant

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18 Retain2copiesofObligationRequestforfile

1minute Accounting Division, OASCOM Receiving/ReleasingStaff

19 Recordinthelogbookthedateofreleaseofcopies1-3ofDV,originalsofsupportingdocumentsandCopy3ofObligationRequest


20 Forward1-3copiesofDV,Copy3oftheObligationRequestandoriginalsofsupportingdocumentstotheCashUnitforCheckpreparation.

3minutes AccountingClerk

21 Follow-upClaims

Receivecopies1-3ofapprovedDV,Copy3ofObligationRequestandoriginalsofsupportingdocuments.Recordinthelogbookthedateofreceipt,DVnumber,payee,particularsandamount.

2minutes Finance Branch, OAS Receiving/releasingstaff

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22 Preparechecksinthreecopies.

10minutes Finance Branch, OASDesignatedStaff

Check

23 RetrievefromfiletheCheckDisbursementRecords(CkDR)andrecordthedate,reference,orchecknumber,nameofpayee,natureofpaymentandamountoftheDVandextractthenewbalanceoftheNCA/bankaccount.

5minutes FinanceClerk CheckDisbursementReport

24 ForwardCopies1-3ofDV,Copy3ofObligationRequestandoriginalsofsupportingdocumentstoCashierforreviewandsignature

1minute FinanceClerk

25 ReviewtheamountofthecheckagainsttheDVandsupportingdocuments.Sign/countersignthecheck.

5minutes Cashier

26 ForwardtotheHeadofAgencyorAuthorizedRepresentativeforapprovaloftheDVandcheck.

10minutes HeadofAgencyorAuthorizedRepresentative

27 RecordinthelogbookthedateofreleaseofCopies1-3ofDV,Copy3ofObligationRequestandsupportingdocuments.

2minutes Finance Branch, OASReceiving/ReleasingStaff

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28 Receivecheckpayment

ReleasetheoriginalofcheckandCopy3ofDVtothepayee.AttachOR/InvoiceonCopy1ofDV.FileCopies2-3ofcheck,Copies1-2ofDV,originalsofsupportingdocuments.

2minutes Cashier

Office of the Assistant Secretary for Strategic Assessment – Defense Cooperation Division

Who May Avail of the Service:RequestingForeignGovernmentsandEntitiesthrutheDFA•

What Are the Requirements:Letter–IndorsementfromDFA•NoteVerbalefromRequestingEmbassiesandConsulates•StatementthatnoaerialphotographyofanyportioninthePhilippineswill•betaken.Supportingdocuments:•

1. For Foreign State AircraftNationality,registrationnumber,radiocallsignofaircraft;•Purposeofflight;•Nameandrankofpersonincommandofaircraft;•Namesofpassengersandnatureandamountofcargo,ifany;•Pertinentitinerary,namely:•-Pointoforiginandultimatedestinationofflight;-Lastairportofcallandnextairportofcall;-Date,estimatedtimeandpointofpenetrationintoPhilippine FlightInformationRegion(FIR);-EstimatedtimeandpointofpenetrationintoPhilippineAir

5. Processing of Requests for Diplomatic Clearance for the Entry/Exit and Movement of Foreign Vessels and Aircraft in Philippine Territory

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DefenseIdentificationZone(PADIZ);-Dateandestimatedtimeofarrival(ETA)inadesignatedPhilippineAirport;-ItinerarywhileinthePhilippines;-Dateandestimatedtimeofdeparture(ETD)fromdesignatedPhilippineairport.

2. For Foreign State Vessel Name,nationalityandbownumbers;•Typeofvessel,toincludearmaments;•Radiofrequencyandcallsign;•Purposeofvisit;•Pointoforiginandultimatedestinationofvoyage,naminglast•portandnextportofcall;RoutetobetakentoandfromportsofcallinthePhilippines;•NameandrankofCommandingOfficerandseniorofficers•presentaboard,ifany,andnumberofcomplement;Cargoand/ortroopscarriedonboard,ifany;•Estimatedtimeofarrival(ETA)fromdesignatedportofcall;•Estimatedtimeofdeparture(ETD)fromdesignatedportofcall.•

Duration: 5workingdaysand17minutes





Person in Charge


1 Sendtherequestfordiplomaticclearancethroughfacsimile,mailoremail

ReceivecopyoftherequestwithofficialendorsementfromtheDFA,togetherwithcompletedetails

1minute ActionOfficerforDiplomaticClearancefromtheOfficeofthe

Letter-IndorsementfromDFA

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AssistantSecretaryforStrategicAssessment

2 Receiveacknowledgmentoftherequest

Confirmreceiptoftherequest,togetherwiththesupportingdocumentsandadviseclienttowaitforfeedbackthroughtelephonecall,mail,oremail

1minute

3 Evaluatetherequestsandattachments

10minutes

4 Directlyrefer/endorsetherequesttoOA2/OA5orON2/ON5asthecasemaybe,withcopiesfurnishedtoOJ2,OJ3,andOJ5andwaitfortheircomments/recommendationswithinfive(5)workingdaysuponreceiptofrequest

2minutes

5 ReceivecommentsfromOA2/OA5orON2/ON5asthecasemaybe,withcopiesofsaidcommentsfurnishedtoOJ2,OJ3,andOJ5

5workingdays

AFPcomments/recommendationsonsecurityaspect

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6 InformtherequestingEmbassies/Consulatesofdecision

EndorsetoDFAtheDNDposition

3minutes DNDLettertoDFA

Notes:All requests fordiplomaticclearancecontained in theNoteVerbalewillbe•processedbythedesignatedDNDpointofcontact,OA2/OA5orON2/ON5asthecasemaybe,andotherrelevantAFPoffices(OJ2,OJ3,andOJ5)wherenecessarywithinten(10)workingdaysuponreceiptoftheLetter-IndorsementfromtheDFA.Decision on the request whether favorable or unfavorable will be•communicatedbythedesignatedDNDpointofcontacttotheDFA.Allrequestsforextensionofanalreadyapproveddiplomaticclearancemust•bereceivedbytheDNDthroughtheDFAatleastthree(3)weeksbeforetheendoftheeffectivityoftheapproveddiplomaticclearancestatingthereinthereasonfortherequestofextension.Theevaluationoftherequestforextensionwillbeundertakenjointlybythe•designatedDNDpointofcontact,OA2/OA5orON2/ON5asthecasemaybe,andotherrelevantAFPoffices(OJ2,OJ3,andOJ5)withinfive(5)daysuponreceiptoftherequestfromtheDFA.Request for amendments on the substantial conditions set forth in the•approveddiplomatic clearancewillbe regardedasa separate requestandthusrequireanewNoteVerbalefromtheEmbassyoftherequestingcountryandLetter-IndorsementfromDFA.

6. Request for Namesake ClearanceOffice of the Assistant Secretary for Plans and Programs – Internal Security and Territorial Defense Division

Schedule of Availability of Service:MondaytoFriday8:00a.m.–5:00p.m.

Who May Avail of the Service:AnyFilipinocitizen•

What Are the Requirements:Letter-Request•BirthCertificate•MarriageCertificate•

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AffidavitofDenial•NBIClearance•ValidID•ChecklistfromDFA•PersonalHistorySheet(PHS)fromOJ•CopyofPassport•Recent2x2Picture•

Duration: 1hourand7minutes





Person in Charge


1 ProceedtotheOfficeoftheAssistantSecretaryforPlansandPrograms(OASPP)andsubmittheletter-requestwithotherrequirements

Entertainqueries,receivethedocumentaryrequirements,andchecktherequiredsupportingdocumentsforcompleteness

15minutes ActionOfficerinchargeofNamesakeClearancefromOASPP

Letter-Request,BirthCertificate,MarriageCertificate,AffidavitofDenial,NBIClearance,ValidID,ChecklistfromDFA,andCopyofPassport

2 AccomplishthePersonalHistoryStatement(PHS)FormofOJ2,AFP

Ifcomplete,furnishclientofPersonalHistoryStatement(PHS)FormofOJ2,AFP

25minutes ActionOfficerinchargeofNamesakeClearance

AccomplishedPHSForm

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3 PrepareFirstIndorsementtoOJ2,AFPforBackgroundCheck*


4 Monitor/Follow-upactionofOJ2,AFP


5 ReceiveSecondIndorsementfromOJ2,AFP

1minute OASPPAdminDivision

BackgroundCheckReport

6 Receiveadvice

ProcessfeedbackfromOJ2,AFPandadviserequestingpartyoftheresultofthebackgroundcheckthrutelephone,mobilephone,ortextmessage.

3minutes ActionOfficerinchargeoftheNamesakeclearance

7 PrepareCertificationDocument

1minute ActionOfficerinchargeoftheNamesakeclearance

CertificationDocument

8 PersonallyappearatOASPPtoreceiveandaffixthumbmarkandpictureonthecertificationdocument

Witnessthereceivingofdocument

2minutes ActionOfficerinchargeoftheNamesakeclearance

2x2pictureoftherequestingparty

Notes:TheconductofBackgroundCheckusually takesaroundtwo(2)weeks to•one(1)month.

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7. DND Proper Procurement Services (Public Bidding)DND Proper Bids and Awards Committee (BAC) SecretariatSchedule of Availability of Service:

MondaytoFriday8:00a.m.–5:00p.m.

Who May Avail of the Service:Local&ForeignCompanies•

What Are the Requirements:InvitationtoBid•BiddingDocuments•SupplementalBidBulletin•

What Is the Price of Bidding DocumentsABCofP500,000.00andbelow -P500.00•ABCofP500,001.00–P1M -P1,000.00•ABCofP5.001M-P10M -P10,000.00•

Duration:43calendardays(cd),6hours,and8minutes(EarliestPossibleTime)

Goods and Infrastructure Projects •




Person in Charge


PRE-PROCUREMENT CONFERENCE1 PrepareBidding

DocumentsTWG Bidding

Documents

2 Forobservers(pursuanttoRA9184)andotherobserversconcerned,attendthepre-procurementconference

IssueNoticeofMeetingtoobserversfromtheprivatesector

10minutes DNDProperBACSecretariat

NoticeofMeeting

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3 ConductPre-ProcurementConference

1cd TechnicalWorkingGroup(TWG),DNDProperBACSecretariat,EndUser

PPMP,APPandBiddingDocuments

ADVERTISEMENT/POSTING OF INVITATION TO BID/REQUEST FOR EXPRESSION OF INTEREST4 Searchat

MajorDailies,Philgeps,andDNDWebsite

AdvertiseandPostInvitationtoBid


InvitationtoBid

ISSUANCE AND AVAILABILITY OF BIDDING DOCUMENTS5 Proceedto

DNDProperBACSecretariatOfficetogetinformationregardingproject/biddingdocuments

Fill-upOrderofPayment

15minutes DNDProperBACSecretariatOffice,OLS

OrderofPayment

6 ProceedtoAccountingDivision,OfficeoftheAssistantSecretaryforComptrollership(OASCOM)

SignOrderofPayment

5minutes Chief,AccountingDivision,OASCOM

SignedOrderofPayment

7 ProceedtoFinanceOfficerforPayment

ReceivePaymentandIssueOriginalReceipt

15minutes FinanceBranch,OAS

OriginalReceipt

8 ClaimBiddingDocumentsatDNDProperBACSecretariat

IssueBiddingDocuments


BiddingDocuments

9 Writeinregistrationofbuyers

Requireclienttowriteinregistrationofbuyers


Updatedregistrationofbuyers

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PRE-BID CONFERENCE / REQUEST FOR CLARIFICATION / SUPPLEMENTAL BID BULLETIN10 Confirm

attendanceIssueNoticeofMeeting

10minutes

DNDProperBACSecretariat

NoticeofMeeting

11 AttendandparticipateinPre-BidConference

ConductPre-BidConference

1cd DNDProperBAC

MinutesofMeeting

12 Sendletter–requestforclarificationtoDNDProperBAC,ifany.

AcknowledgereceiptofLetter-Requestthrufacsimileandelectronicmail*

3cd DNDProperBACSecretariat

AcknowledgmentLetter

13 Receiveadvice/SupplementalBidBulletin,ifany.

IssueSupplementalBidBulletins,ifany,thrufacsimileandelectronicmail*

7cd DNDProperBACSecretariat,TWG

SupplementalBidBulletin

SUBMISSION & OPENING/RECEIPT OF BIDS14 Confirm

attendanceIssueNoticeofMeeting

10minutes

DNDProperBACSecretariat

NoticeofMeeting

15 AttendandparticipateinBidConference

ConductBidConference:a.Confirmreceiptofbidsb.Openbidsc.Check/evaluationoftechnicalandfinancialeligibilityofbidders

1cd DNDProperBAC

MinutesofMeeting

16** Submitadditionalrequirements,ifany.

Advisebiddersofadditionalrequirements,ifany.

5cd DNDProperBAC

AdditionalRequirements,ifany

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BID EVALUATION17 Waitforresult Evaluateand

rankBids1cd DNDProper

BACandTWGRecommendedRankingofBids

18 Confirmattendance

IssueNoticeofconference


NoticeofMeeting

19 Attendconference

Conductconference

1cd DNDProperBAC

MinutesofMeeting

20 SendMotionforReconsiderationtoDNDProperBAC,ifany.

Acknowledgereceiptthrufacsimileandelectronicmail*


AcknowledgmentLetter

21 Receiveadvice Advisebidderofactiontaken


Letter-Reply/AdviceandAdditionalrequirementsforPostQualification

POST QUALIFICATION (PQ)22 AssistPQTeam Visitsite,if

needed.1cd(Domestic)5cd(Foreign)

DNDProperBACandTWG

NoticeofMeeting

Validateoriginaldocumentagainstsubmitteddocument

DNDProperBACandTWG

PQReport

APPROVAL OF RESOLUTION23 WaitforAdvice PresentPQ

ReporttoDNDProperBAC

1cd DNDProperBACandTWG

ProposedBACResolution

24 ApproveResolution

1cd DNDProperBAC

ApprovedBACResolution

ISSUANCE OF NOTICE OF AWARD (NOA)25 WaitforAdvice PrepareNOA 1hour DNDProper

BACandTWGDocumentssubmittedbywinningbidder

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SubmitNOAforapprovalofUSND


NOA

26 ReceiveNOA IssueNOA 1cd DNDProperBACSecretariat

ApprovedNOA

CONTRACT PREPARATION AND SIGNING27 Post

performancesecurity

PrepareContract 1cd OAS PerformanceSecurity

28 SignContract Requirecontractingpartytosigncontract

1cd OAS SignedContract

APPROVAL OF CONTRACT BY HIGHER AUTHORITY***29 Waitforadvice Submitcontract

toUSNDforapproval

3cd OAS ApprovedContractwithsupportingdocuments

ISSUANCE OF NOTICE TO PROCEED (NTP)30 ReceiveNTP IssueNTP 1cd OAS NTP

Notes:*OriginalcopyofAcknowledgmentLetterwillalsobesenttobidderthroughcourier.

**Additionalrequirementsrefertorequirementsinsupportoftheproposal,andshouldnotchangethesubmittedproposal.

***TheapprovingauthorityattheDNDProperisdelegatedtotheUndersecretaryofNationalDefense(USND).

• Consulting Services

Note: ConsultingServicesattheDNDProperareprocuredthroughtheNegotiatedModeofProcurementduetothehighlytechnicalnatureoftherequiredservices.

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List of AcronymsAFP - ArmedForcesofthePhilippinesAPP - AnnualProcurementPlanBAC - BidsandAwardsCommitteeBI - BackgroundInvestigationcd - calendardaysCkDR - CheckDisbursementRecordsCPD - CivilianPersonnelDivisionDISG - DefenseIntelligenceandSecurityGroupDFA - DepartmentofForeignAffairsDND - DepartmentofNationalDefenseDNDPPAD - DNDProperPublicAssistanceDeskDNDGIP - DNDGovernmentInternshipProgramDV - DisbursementVoucherETA - EstimatedTimeofArrivalETD - EstimatedTimeofDepartureFIR - FlightInformationRegionHRDD - HumanResourceDevelopmentDivisionIP - IndexofPaymentNCA - NoticeofCashAllocationNOA - NoticeofAwardNTP - NoticetoProceedOA2 - OfficeoftheAssistantChiefofAirStaffforIntelligence OA5 - OfficeoftheAssistantChiefofAirStaffforPlansOAS - OfficeofAdministrativeServicesOASCOM - OfficeoftheAssistantSecretaryforComptrollershipOASPER - OfficeoftheAssistantSecretaryforPersonnelOASPP - OfficeoftheAssistantSecretaryforPlansandProgramsOASSA - OfficeoftheAssistantSecretaryforStrategicAssessmentOJ2 - OfficeoftheDeputyChiefofStaffforIntelligenceOJ3 - OfficeoftheDeputyChiefofStaffforOperationsOJ5 - OfficeoftheDeputyChiefofStaffforPlansandProgramsOJT - On-the-JobTrainingOLS - OfficeforLegalServiceON2 - OfficeoftheAssistantChiefofNavalStaffforIntelligenceON5 - OfficeoftheAssistantChiefofNavalStaffforPlansandProgramsOPA - OfficeforPublicAffairsOR - OfficialReceiptOSEC - OfficeoftheSecretaryofNationalDefenseOSY - OutofSchoolYouthPADIZ - PhilippineAirDefenseIdentificationZonePhilgeps - PhilippineGovernmentElectronicProcurementSystemPHS - PersonalHistoryStatementPPMP - ProjectProcurementManagementPlanPQ - PostQualificationTWG - TechnicalWorkingGroupUSND - UndersecretaryofNationalDefense

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OFFICE CONTACT NOS.

Public Assistance Desk,OfficeforPublicAffairs

982-5621/912-8582or911-6001local8439

Civilian Personnel Division,OfficeoftheAssistantSecretaryforPersonnel

911-6546/982-5670or911-6001local8217

Human Resource Development Division,OfficeoftheAssistantSecretaryforPersonnel

911-6546/982-5832or911-6001local8312

Accounting Division,OfficeoftheAssistantSecretaryforComptrollership

982-5643or982-5600local5846,5847

Finance Branch,OfficeofAdministrativeServices

982-5629

Defense Cooperation Division,OfficeoftheAssistantSecretaryforStrategicAssessment

982-5653

Internal Security and Territorial Defense Division, OfficeoftheAssistantSecretaryforPlansandPrograms

911-6460/982-5650or911-6001local8350

DND Proper Bids and Awards Committee Secretariat,OfficeforLegalService

982-5685or911-6001local8309

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