ANNEX A

ADMINISTRATIVE INSTRUCTIONS

1. General

The Security Agencies Grading Exercise 2019 (“Grading Exercise”) will be carried out
by external assessors supervised by PLRD and MOM. The Grading Exercise will cover
3 areas:

a. assessment based on documents submitted (Annex C, D and G);

b. on-site assessments at the Security Agency’s (SA) main offices and deployment
sites (Annexes E and F for PLRD’s component and Annex G for MOM’s
component); and

c. number of Security Officers who had been sent for Counter-Terrorism training by
31 August 2019.

2. Participation

SAs which were licensed by PLRD before 1 June 2018 are required to participate in the
Grading Exercise unless otherwise exempted. SAs which were licensed by PLRD on
or after 1 June 2018 shall be exempted from the Grading Exercise, unless PLRD allows
them to participate in the Grading Exercise on a voluntary basis.

3. Assessment Period

The period of assessment will cover the SAs’ operations from 1 June 2018 to 31 May
2019 (except for the Counter-Terrorism component).

4. Documents required for submission

a. The following documents must be submitted for the Grading Exercise:

i. Submission Covering Note in the form provided in Annex B;
ii. The documents specified in Annex C and D; and
iii. The documents specified in Annex G.
b. Submissions for the Grading Exercise shall be made in the modes prescribed under
paragraph 5 and delivered either in person or by registered mail to POLWEL at the
following address:

POLWEL Co-operative Society Limited

175A Bencoolen Street
#12-08 Burlington Square
Singapore 189650

c. In addition, a copy of the Submission Covering Notes MUST be emailed to

Lim_Keng_Hwei@spf.gov.sg.

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 d. All items in the submissions shall, upon receipt, become the property of PLRD.
PLRD will keep all submissions confidential.

5. Modes of Submission

a. For the Grading Exercise, SAs shall submit documents for assessment in softcopy
format (CD or DVD) only.

b. SAs must submit two (2) identical sets comprising the following in each set:
i. one (or more) non-rewritable CD or DVD containing the Submission
Covering Note and the documents specified in Annex C and D (PLRD’s
component); and

ii. one (or more) non-rewritable CD or DVD containing the documents

specified in Annex G (MOM’s component).

c. Submission via email, USB thumb drive, or any other re-writable storage device
will NOT be accepted.

d. All files shall be submitted in PDF format and must be of reasonable quality for
viewing purposes. Unreadable documents will not be considered or assessed
for the Grading Exercise.

e. SAs shall provide supporting documents for every relevant criterion and ensure
that they are correctly and clearly labelled/named after the respective criterion for
which those documents were submitted for. If no supporting document or
irrelevant document is submitted for a criterion, or if the supporting
document is incorrectly labelled/named, it will not be considered or assessed
by PLRD/MOM for the Grading Exercise.

The examples below set out the appropriate labelling of documents:

Example 1: The documents submitted for Criterion 1.1.2 should be

labelled/named as “1.1.2.”.

Example 2: The documents submitted for MOM’s Form A should be

labelled/named as “Form A”. As for the Criterion 3.1.1, it should be
labelled/named as “3.1.1”.

f. In addition, for the documents specified in Annex C and D, SAs must create sub-
folders under the names of “Processes” and “Systems and Technology”, and save
the applicable documents in the relevant sub-folder.

g. Documents must be properly dated and appended with the necessary signatures
and endorsements (if required).

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6. Main Office Assessment

a. The assessors will arrange with the SA’s representative to schedule the main
office visit (from 4 June 2019 to 14 October 2019). For identification purposes,
the assessors will be issued with appointment letters from PLRD.
b. SAs must make available temporary work space for the assessors to conduct the
assessment during the main office visit.
c. SAs must brief the relevant staff about the on-site assessment to be carried out by
the assessors.
d. Documents required for main office assessment are specified in Annex E
(PLRD’s component) and Annex G (MOM’s component). Where necessary, the
assessors may make copies of these documents for PLRD and MOM.
e. All required information/documents for assessment as indicated in Annex E
(PLRD’s component) and Annex G (MOM’s component) must be readily
available upon request by the assessors. Any document provided by the SA
after the date of the main office assessment will not be accepted unless
otherwise allowed in the checklist.
f. For the purposes of the assessment, the assessors may request to take photographs
or videos during the main office assessment. These photographs and videos (if
any) will be kept confidential by the assessors and PLRD.

g. The assessors and SA’s representatives shall sign at the bottom of every page of
the completed assessment checklist. The SA’s representative may take a
photograph or make a photocopy of each page of the checklist after it has been
duly signed by both parties.
7. Deployment Site Assessment

a. SAs’ deployment sites will be randomly selected for assessment. These visits will
take place between 4 June 2019 and 14 October 2019. For identification purposes,
the assessors will be issued with appointment letters from PLRD.
b. SAs must brief the relevant staff about the on-site assessment to be carried out by
the assessors.
c. SAs must inform all its service buyers that the assessors may conduct on-site
assessment for the purposes of the Grading Exercise sometime between 4 June 2019
and 14 October 2019 and request all its service buyers to facilitate these visits.
d. The assessments will be based on the criteria stated in Annex F (PLRD’s
component) and Annex G (MOM’s component).
e. All required information/documents for assessment as indicated in Annex F
(PLRD’s component) and Annex G (MOM’s component) must be readily available
upon request by the assessor. Any document provided by the SA after the date
of the deployment site assessment will not be accepted unless otherwise allowed
in the checklist.

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f. For the purposes of the assessment, the assessors may request to take photographs
or videos during the deployment site assessment. These photographs and videos (if
any) will be kept confidential by the assessors and PLRD.

g. The assessors and the security officer on duty shall sign at the bottom of every page
of the completed assessment checklist. The security officer may take a photograph
or make a photocopy of each page of the checklist after it has been duly signed by
both parties.

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