Ms. Elly C.

Avecilla
Proprietor
Avecilla Trading
San Juan, Metro Manila

Re: NOTICE OF NON-COMPLIANCE REGARDING UNIFORM DELIVERY

AND SPECIFICATIONS

Dear Ms. Avecilla:

This letter will serve as formal notice to express our deep concern and
dissatisfaction with the recent delivery of uniforms/jerseys, with Purchase
Order No. 2023-10-0505 dated 06 October 2023. We had placed this order
with the expectation that the products would conform to the agreed-upon
specifications and would be delivered on or before the specified delivery
date. Regrettably, upon inspection, we discovered that the items supplied on
30 October 2023 not only failed to meet our specifications but were also
subject to significant delays. Furthermore, the delivery was incomplete,
covering only a fraction of the items we originally ordered.

The following issues have been identified:

Delayed Delivery: The delivery of the uniforms/jerseys was

considerably delayed. The Notice of Award was duly dispatched to you
via electronic mail on 30 September 2023, by our Bids and Awards
Committee (BAC), and we had mutually agreed that the uniforms shall
be delivered by 9 October 2023. In light of your request for an
extension, we generously granted the extension, understanding that
you were unable to meet the initial deadline. Additionally, your
request for a copy of the Purchase Order was promptly fulfilled on 12
October 2023. Subsequently, we requested that you sign and return
the Purchase Order to us, an essential step in finalizing the
transaction. However, as of the current date, we have not received the
signed Purchase Order from your end, which has further contributed
to the delays and complications in the uniform delivery process.

It is with great disappointment that we received only a partial

delivery on October 30, 2023, at 10:00 PM, 21 days later than the

College, 4031, Laguna, Philippines

Tel Nos: (6349)5363628; 5362229; 5362269 Fax No. (6349)5362850
E-mail: erdb@denr.gov.ph
 initially agreed-upon date. This extensive delay has led to substantial
inconvenience on our end. The uniforms were intended for use during
the sports activities of the 2023 Pasko sa Gubat event organized by
ERDB. Unfortunately, by the time the uniforms were delivered, a
majority of the minor events had already concluded, and the major
events are now well into their semi-final stages.

Non-Compliance with Specifications: Upon inspection of the

uniforms, it became evident that the products did not meet the
specifications we had originally agreed upon (Annex 1). The
discrepancies include but are not limited to:

 Poor stitching quality;

 The sublimation printing on the jerseys is of poor quality, resulting
in unsatisfactory visual and print texture and the DENR-ERDB
logo is significantly blurred, affecting its clarity and overall quality;
 There is no logo present at the bottom of the basketball jerseys and
the diagonal lines on the basketball jerseys overlap with the ERDB
lettering in a manner that gives the impression of the ERDB
lettering being slashed, significantly impacting the overall
appearance; and
 Jersey sizes were inconsistent (i.e. For Basketball Jerseys: Large,
Extra Large (XL) and Double Extra Large (2XL) have same sizes or
2XL is smaller than L and XL)

As a result of these issues, we are unable to use the uniforms for their
intended purpose, which has a direct impact on our participation in the
2023 Pasko sa Gubat event.

Moreover, despite our constant follow-ups, you also failed to submit

samples of the uniforms for our review and potential modifications before
proceeding with mass production. This step is crucial to ensure that any
necessary changes or improvements can be incorporated, aligning the final
product with our expectations.

Lastly, your decision to deliver the uniforms on a holiday, especially at

a very late hour, created significant logistical challenges. The timing of the
delivery meant that only the security guards, rather than the designated in-
charge personnel, were available to receive the uniforms. This hindered our
ability to promptly assess the quality and appropriateness of the delivered
uniforms, particularly considering that a long weekend and office hours
suspension occurred during that specific week.

To address this situation, we require the following actions:

Immediate Rectification: We insist on returning the defective

uniforms and urgently request your immediate action to rectify or replace all

College, 4031, Laguna, Philippines

Tel Nos: (6349)5363628; 5362229; 5362269 Fax No. (6349)5362850
E-mail: erdb@denr.gov.ph
non-conforming uniforms. However, uniforms that are wearable and meet
our standards will be paid for, although penalties will be applied.
Penalty for Delays: Given the significant delay in the delivery, we will
implement penalties to compensate for the losses and inconveniences
experienced as a direct result of this delay.
Improved Communication: Going forward, we also expect improved
communication and adherence to delivery schedules to prevent similar
issues in the future.

We request your prompt attention to this matter and hope for a swift
resolution. Please respond to this letter from the date of receipt to confirm
your commitment to resolving these issues. Nonetheless, it's imperative to
understand that a lack of response or compliance will result in the forfeiture
of the transaction. In such a scenario, we will no longer proceed with the
acquisition of the aforementioned uniforms. Instead, we will return the
delivered items to you, and any associated payment will not be processed.

Thank you for your attention to these concerns, and we look forward
to hearing from you soon.

Very truly yours,

MARIA LOURDES G. FERRER, CESO

III
Director

College, 4031, Laguna, Philippines

Tel Nos: (6349)5363628; 5362229; 5362269 Fax No. (6349)5362850
E-mail: erdb@denr.gov.ph
 07 November 2023
MEMORANDUM

FOR : The Director

THRU : The OIC-Assistant Director

The Chief, AFMD

FROM : The Chairperson, Pasko sa Gubat ERDB Steering

Committee

SUBJECT : NOTICE OF NON-COMPLIANCE REGARDING

PASKO SA GUBAT UNIFORM DELIVERY AND
SPECIFICATIONS

This concerns the delivery of uniforms/jerseys by Avecilla Trading on 30

October 2023 at the ERDB Main Office. The said uniforms were intended for
use during the 2023 Pasko sa Gubat event hosted by our office. Unfortunately,
Avecilla Trading failed to adhere to the agreed-upon delivery date, and
subsequent inspection of the uniforms revealed a significant deviation from the
specifications we had originally agreed upon.
To address this issue, we have prepared the attached Notice of Non-
Compliance, which serves as a formal notification to the supplier regarding our
dissatisfaction with their delivery and our willingness to engage in a
constructive dialogue to seek resolutions. It is important to note that our
continued business with Avecilla Trading is contingent on their response and
compliance with our concerns. Failure to respond or comply with our terms
may result in the forfeiture of our transaction with them.
We kindly request the initials of the Chief, AFMD, and OIC, Assistant
Director, along with the signature of the Director on the attached Notice of Non-
Compliance for Avecilla Trading concerning the PSG uniform delivery and
specifications.
FOR YOUR INFORMATION AND CONSIDERATION, PLEASE.

JUAN B. EBORA

College, 4031, Laguna, Philippines

Tel Nos: (6349)5363628; 5362229; 5362269 Fax No. (6349)5362850
E-mail: erdb@denr.gov.ph
 ANNEX 1
Non-Compliance with Specifications

 Poor stitching quality

The stitching of the sleeves and collar is closely spaced and uneven.

 The sublimation printing on the jerseys is of poor quality, resulting in

unsatisfactory visual and print text and the DENR-ERDB logo is
significantly blurred, affecting its clarity and overall quality

College, 4031, Laguna, Philippines

Tel Nos: (6349)5363628; 5362229; 5362269 Fax No. (6349)5362850
E-mail: erdb@denr.gov.ph
  There is no ERDB logo at the bottom of the jerseys, which is a
critical branding element. Additionally, the diagonal lines on the
front of the jerseys have been erroneously positioned above the
ERDB lettering rather than below it. This misplacement creates an
unintended visual effect that gives the impression of the ERDB
name being slashed, significantly impacting the overall
appearance.

Original design sent to supplier (in PSD file)

Diagonal lines are

positioned
beneath the
ERDB lettering

With logo in the

lower left part of the
Basketball jersey

Delivered by the supplier

No logo on the lower left part of the jersey

College, 4031, Laguna, Philippines

Tel Nos: (6349)5363628; 5362229; 5362269 Fax No. (6349)5362850
E-mail: erdb@denr.gov.ph
 Diagonal lines are situated above the ERDB lettering

 Jersey sizes were inconsistent. (i.e. For Basketball Jerseys: Large,

Extra Large (XL) and Double Extra Large (2XL) have same sizes or
2XL is smaller than L and XL)

Large (L) Extra Large (XL) Double Extra Large (XXL)

(Paranaque) (Alcantara) (Castro)

College, 4031, Laguna, Philippines

Tel Nos: (6349)5363628; 5362229; 5362269 Fax No. (6349)5362850
E-mail: erdb@denr.gov.ph