Category : Sample Proposals
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I. GENERAL BACKGROUND
The criminal justice system is the method by which the police, prosecutor, court and the correctional institution enforce the basic rules of any society as expressed in its criminal law. The various components discharge a vital responsibility for the government. Without it, anarchy will prevail and no one would be secure in his person and property.
Law enforcement is the forefront of the criminal justice system since it initiates the criminal justice through the gathering of evidences, arresting offenders and investigating them and filing appropriate charges before the prosecution of court concerned.
The law enforcement function is spearheaded by the Philippine National Police (PNP). It is the centralized agency of the government mandated by law to exercise the following functions: enforce all laws and ordinances relative to the protection of lives and properties, maintain the peace and order and take all the necessary steps to ensure public safety, investigate and prevent crime, effect the arrest of criminal offenders, bring offenders to justice and assist in their prosecution, exercise the general powers to make arrest, search and seizure in accordance with the Constitution and pertinent laws, detain arrested persons for a period not beyond what is prescribed by law, informing the person detained of all his rights under the Constitution, issue licenses for the possession of firearms and explosives in accordance with law, supervise and control the training and operation of security agencies, issue licenses to operate such security agencies, security guards, and private detectives for the practice of their professions, perform such other duties and exercises all other functions as may be provided by law.
B. Profile of the Project Area
The Philippine National Police (PNP) under the administrative control and supervision of the National Police Commission (NAPOLCOM) in the Department of Interior and Local Government (DILG) and the National Bureau of Investigation (NBI) under the Department of Justice (DOJ). In addition, there are the multitudes of other agencies tasked with enforcing special laws.
The Philippine National Police Crime Information System (PNPCIS) is envisioned to be the main Crime Information System for the PNP. The main objective of the creation is to provide a comprehensive database of all crime-related information from the operative units down to the police stations PNP-wide.
The PNPCIS will encompass a number of salient features and attributes. On of which is the development of effective and efficient data entry for the users in order to lessen and minimize the time consumed in encoding crime data, especially from the National Crime Reporting System (NCRS) Form. The system concept covers the establishment and maintenance of comprehensive databases harmonized file structures of the different crime information system. Moreover, the PNPCIS intends to eliminate the coded features of the existing National Police Crime Information System (NCIS) that leads to minimal output. The system shall generate reliable, accurate and timely required statistical reports for decision-making, operative planning and crime control.
The proposed PNPCIS shall continue using the Databases of those existing crime information systems – such as the Firearms Information Management System (FIMS), Vehicle Information Management System (VIMS), Security Agencies and Guards Information System (SAGIS), and Wanted person Information System (WPIS) – so as not to rebuild it. This will also be the realization of the database integration and reconciliation of the above-mentioned crime information systems.
II. PROFILE OF THE PROPONENT
- Brief Historical Background
The Philippine National Police traces its beginnings on August 8, 1901 when the
Philippine Constabulary (PC) was inaugurated as an insular police force under
the American regime. On August 8, 1975, Presidential Decree No. 765 was issued
establishing the Philippine Constabulary/Integrated National Police as the
country's national police force. After the "People's Revolution of 1986", a new
Constitution was promulgated providing for a police force which is "national in
scope and civilian in character". Thus, on December 13, 1990, the President of
the Republic signed into law Republic Act 6975 entitled: "An Act Establishing
the Philippine National Police under a Reorganized Department of the Interior
and Local Government, and for other purposes." The PNP is initially composed of
the members of the former Philippine Constabulary (PC) and Integrated National
Police (INP) who opted to join the PNP. Selected members from the different
major services of the Armed Forces of the Philippines such as the Philippine Air
Force Security Command and the Philippine Coast Guard were
- Legal Mandate
The PNP is the centralized agency of the government mandated by law to exercise the following functions:
· Enforce all laws and ordinances relative to the protection of lives and properties.
· Maintains peace and order and takes all necessary steps to ensure public safety.
· Investigates and prevents crime, effects the arrest of criminal offenders, brings offenders to justice and assist in their prosecution.
· Exercises the general powers to make arrest, search and seizure in accordance with the Constitution and pertinent laws.
· Detains arrested persons for a period not beyond what is prescribed by law, informing the person so detained of all his rights under the Constitution.
· Issues licenses for the possession of firearms and explosives in accordance with the law.
· Supervises and controls the training and operation of security agencies and issues licenses to operate security agencies, and to security guards and private detectives for the practice of their profession.
· Performs such other duties and exercises all other functions as may be provided by law.
C. Services Offered
To be able to accomplish its plans/targets for CY 2000, the PNP received from the Department of Budget and Management (DBM) allotments in the amount of P25,408,516,681.00, in addition to its continuing appropriation of P298,670,004.00. The amount of P23,048,356.00 was transferred to different regional offices, P25,669,842,569.00 was obligated, and the amount of P4,295,760.00 was reverted, thereby leaving an unexpended balance of P10,000,000.00 at year-end.
F. Status of Existing Services
III. PROJECT DEVELOPMENT
A. Rationale of the Development Project
There are just too many hassles in the present set-up of getting the warrant of arrest. This is due primarily to the inadequate storage system and the lack of storage space in the CIDG and the EDP-MIS. There have been many cases wherein the warrant of arrest was misplaced and could not be found. This adds more hassles to the investigator who again has to get the warrant of arrest from the judge. Moreover, the retrieval system is too cumbersome, and there have been many incidences of lost warrants of arrest, due mainly to the poor system.
The number and reach of the warrants of arrest is nationwide and could easily reach the hundreds in any given day. These warrants of arrest arrive randomly from different regions in the country. If a warrant of arrest is lost, it is hard to get a new one from the judge. Even if the warrant of arrest is not lost, the current system demands that the warrant of arrest be printed, and certified by the court. The biggest danger is that, due to the immense number of warrants of arrest, there is a possibility that the inadequate and minimal storage space in the EDP-MIS is not enough to keep all of them. In the current system, the investigator gets a summary of information regarding the person the warrant is being served to.
The current system of filing and storing the warrant of arrest has to be revolutionized since the technology is already available. This would immensely improve the service of the Warrants Branch and cause more ease in the retrieval of such document.
- Objectives of the Project
This project aims to achieve the following:
- Easy retrieval of the WOA copy
- Easy serving of WOA
- Speedy investigation and arrest of suspects
- Easy maintenance and organization of WOA filing
- Ease in usage
- Ease in reproduction and printing
- Scope of the Project
This project has a nationwide scope. Phase 1 of the project involves the Headquarters of the CIDG where there is a substantial backlog in WOA, not to mention the incoming WOA everyday. The current backlog in WOA processing runs to about 300,000 WOAs, including an average of 300 WOA per day. This shows the urgency of the project.
Phase 2 of the project is regional in scope. WOA backlogs from CIDG Offices from Regions 1 –16 form part of this scope.
Phase 3 involves the current incoming WOA, assuming all the backlogs have been taken cared of.
- Proposed Implementation Schedule
This proposal is scheduled for implementation as soon as its mechanism is approved and a budget is allocated and approved. It is targeted to be implemented first quarter of 2003.
- Project Benefits and Impact
The biggest benefit of this project is the speedy and efficiency brought to the investigation of crimes, especially in the arrest of the suspects. Corollary to that, the incidences of losing a WOA along the processing chain are minimized to a great deal. Moreover, investigators who may need a WOA can easily locate the WOA requested and have a copy printed.
- Sustainability Plan
The most immediate concern of the project is to cover the backlog of WOAs which now stands at around 300,000. After that, the next concern is the daily incoming WOA. The project promises to have low operating and maintenance cost and its usage will be continuous and not seasonal. Moreover, its coverage is nationwide, benefiting different organizations in law enforcement.
- Institutional Arrangements
The CIDG, under its EDP-MIS office will handle the processing of the WOA. Within the CIDG, the main headquarters, the regional offices up to the provincial offices will be the project’s beneficiaries. Aside from the CIDG, national support units engaged in similar law enforcement activities can avail of the services of this project, like the NBI. This project also requires close coordination with the regular and special courts.
IV. PROJECT COST AND FINANCING
- Project Cost
The project will involve archival services of paper documents into a fully searchable database. The system will include a built-in search engine, an optical character recognition, two index fields, and CDRs (with CD case and front panel print).
The breakdown of the charges is as follows:
< 100,000 - P2.35 / page
100,000 – 299,000 - 2.10 / page
300,000 – 499,000 - 1.85 / page
500,000 – 799,000 - 1.60 / page
800,000 – 999,000 - 1.35 / page
> 1,000,000 - 1.10 / page
Additional Index Fields - 0.15 / index field / page
- Sources of Financing
The Philippine National Police, along with the CIDG, has a yearly budget from the national government. The funding for this project will come from the budget allocated to the CIDG.
- Terms of Financing
For this project, the payment of the service offered by the Company will only be given when the WOAs have been processed already. Any initial costs required by the Company should be coursed through the CIDG and explained thoroughly.
V. EVALUATION OF ECONOMIC FEASIBILITY
- Investment Cost
The PNP will not buy any hardware or software for this project, except for the Network Attached Storage. No quotation has been given yet for the aforementioned device.
The only initial cost will be the processing fee for the backlogged WOAs, with the following computation:
300,00 backlog WOA * P 1.85 = P555,000.00
This initial cost will only be paid upon completion of the processing of all backlogged WOAs.
B. Operating and Maintenance Cost
Average Daily WOAs processed – 300
300 WOA/day * 240 working days = 72,000 WOA / year
WOA Processing = 72,000 WOA * P2.35 = P169,200 / year
Projected Additional Index Fields (2/WOA) = 72,000 * 0.30 = P21,600/year
This puts the yearly cost at P190,800.00. The Company has not yet submitted any quotation for the Storage Fee.
C. Basic Assumptions Used
For the purposes of this proposal, the firm that will handle the processing of the WOAs of the PNP will be designated henceforth as the Company.
1. The Company which will be asked to provide the set-up for this project will not sell to the PNP the hardware and software to be used in the project.
2. The Company will render the use of the following required hardware and software:
- Service Bureau Software
- Scanners for Data Conversion
- Workstation for scanning and indexing with CD Writer
- Storage Server
- Office and Grooming Supplies
3. The Company will provide the needed recordable CDs for free as part of the package.
4. The PNP will not shoulder the cost for the maintenance of any of the equipments or software used in the processing of the WOA.
5. The PNP will only pay for the number of WOA processed, following the agreed price set by the Company.
6. The only hardware device the PNP will pay for is the Network Attached Storage which will contain all the WOAs already processed.
- Quantification of Project Benefit
The cost of the project is projected to be at P745,800.00, translating to P2.00 / WOA. At that cost, law enforcement agencies could perform their duties better resulting in a lower crime rate and efficient storage and processing of WOAs, an integral requirement in crime detection.
- Summary of Project Indicators
Backlog Processing Cost = P555,000.00
Yearly Processing Cost = 190,800.00
Storage Fee (not yet provided)
VI. EVALUATION OF FINANCIAL FEASIBILITY
- Sources of Funds
The source of the funds for this project will come from the national budget for the CIDG.
- Summary of Financial Feasibility Indicators
Since this project does not require any major purchase of hardware equipment or software, the PNP will not be shouldered by any additional personnel or maintenance costs. The PNP will not have to hire new people anymore to man the processing of the WOA. Moreover, the PNP will not have to pay consultants for expensive maintenance costs just in case the hardware bogs down.
Instead, the PNP will just pay the services of the Company, and the expenses will be pegged on a per piece (WOA) basis. This is a better arrangement for the PNP since costs are brought down to the minimum.
VII. MONITORING AND EVALUATION PLAN
To ensure a smooth flow of the project, the PNP will be responsible for the following:
a. Document Preparation
The PNP shall organize all the documents in sequential filing order onto its respective document boxes properly labeled for Company to pickup. With the scheduled pick-up, the PNP shall prepare the corresponding Transmittal form beforehand so as not to cause undue delay during the actual pick-up of the documents.
b. Delegation of PNP’s Representative
The PNP should inform their concerned personnel of the activities of the Company and shall see to it that the Company extend due courtesy. The PNP shall designate in writings personnel responsible for the conversion service project. That authorized personnel will represent the PNP in executing, signing, authenticating, distributing and transacting to the Company. The Company will not pick-up nor transmit documents to other unassigned personnel.
c. ID Passes
The PNP will provide temporary Identification Passes (Ids) for the staff of the Company for the duration of the project, or otherwise acknowledge the Ids issued by the Company.
The Company will also bill the PNP for the processing of the WOAs only when the process is already done. No initial downpayments will be entertained. The billing procedure will follow the standard procedures required by the Budget Department.
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