The City General Services Office (CGSO) is an office under the executive arm of the City Government of Tarlac. The Office provides proficiency in technical assistance and support to the City Mayor in the execution of measures to guarantee the delivery of basic services and providing adequate facilities. The CGSO was created pursuant to the Article 20 Section 490 of the RA 7160 or the Local Government Code of 1991.
CGSO GENERAL FUNCTIONS:
Develop plans and strategies particularly those which have to do with general services, supportive of welfare of the inhabitants of the city which the city mayor is empowered to implement and which the SP in empowered to provide;
Take custody of and be accountable for all properties, real or personal owned by the city, and those granted to it in the form of donation, reparation, assistance and counterpart of joint projects;
Be in the frontline of general services related activities such as possible or imminent destruction of damage to records, supplies, properties and structure materials or debris particularly during and in the aftermath of man-made and natural disasters and calamities; (4) Recommends the Sangguniang Panlungsod and advises the city mayor on all other matters relative to general services.
II. Vision:
An office where the delivery of basic services of the City Government are ensured and the properties, whether real or personal, are properly recorded, safeguarded and maintained.
III. Mission:
To provide effective and efficient public service in pursuance of excellence and help improve government operations by empowering Tarlaqueños to be more active partners in ensuring political, social, cultural and ecological stability fora better quality of life in harmony with God, man and nature.
IV. Service pledge:
To provide immediate attention to other offices that require our expertise and technical support and to deliver efficient, timely and quality service and other related functions with a cheerful gesture
1. REQUEST FOR THE RELEASE OF EQUIPMENT
OFFICE:
Property and Supply Management Division
CLASSIFICATION:
Simple
TYPE OF TRANSACTION:
Government to Citizens (G2C) and Government to Government (G2G)
WHO MAY AVAIL:
Different Departments and Offices
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
1. Letter Request with attached Route Slip and noted by the Mayor/Chief of Staff/Administrator
Requesting Client
CLIENT STEPS
AGENCY ACTIONS
FEES TO BE PAID
PROCESSINGTIME
PERSON RESPONSIBLE
1. Forward Letter request for provision of items/equipment
Receive letter, attach Route slip and forward to CGSO
none
5 minutes
Property and Supply Management Division Staff
Inform/instruct the Property Management Division
none
5 minutes
Property and Supply Management Division Staff
Check the availability of equipment
none
5 minutes
Property and Supply Management Division Staff
Prepare Property Accountability Receipt (PAR)and Inventory Custodian Slip (ICS) for the availability of equipment
none
10 minutes
Property and Supply Management Division Staff
Prepare official letter endorse to MAYOR AND TO Admin for the unavailable of equipment and vehicle
none
10 minutes
Property and Supply Management Division Head
Record the Property Accountability Receipt and Encode ICS
none
10 minutes
Supply Management Division Staff
2. REQUEST FOR THE RELEASE OF EQUIPMENT
Office or Division:
Property and Supply Management Division
Classification:
Simple
Type of Transaction:
Government to Citizens (G2C) and Government to Government (G2G)
Who may avail:
Different Departments and Offices
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
1. Letter Request with attached Route Slip and noted by the Mayor/Chief of Staff/Administrator
Requesting Client
CLIENT STEPS
AGENCY ACTIONS
FEES TO BE PAID
PROCESSINGTIME
PERSON RESPONSIBLE
2. TransmitRequest
Receive request. Encode and attach Route Slip to be forwarded to the CGS Officer
none
5 minutes
Supply Management Division Staff
Notify concerned employee for appropriate action
none
5 minutes
Supply Management Division Staff
Pull out PAR/ICS on file
none
10 minutes
Supply Management Division Staff
Prepare Property return Slip
none
10 minutes
Supply Management Division Staff
Retrieve unserviceable equipment/ vehicle
none
10 minutes
Supply Management Division Staff
Approve Property Return Slip
none
5 minutes
Supply Management Division Head
Filing/hauling/stock ing of Unserviceable at the warehouse (as the case maybe)
none
As need arises
Supply Management Division Staff
3. REQUEST FOR INSPECTION OF PROPERTIES AND SUPPLIES
Office or Division:
Property and Supply Management Division
Classification:
Simple
Type of Transaction:
Government to Citizens (G2C) and Government to Government (G2G)
Who may avail:
Any client whose concern is to secure official and public documentAgencies requiring the requested documents
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
Letter of requestFilled out formValid ID’s
Requesting Client
CLIENT STEPS
AGENCY ACTIONS
FEES TO BEPAID
PROCESSINGTIME
PERSON RESPONSIBLE
1. Submit the list of delivered Properties/ supplies for inspection
Conduct actual inspection of properties and supplies delivered.
none
30 minutes
Supply Management Division Head/Staff
REQUEST FOR DISPOSAL OF UNSEVICEABLE PROPERTIES
Office or Division:
Property and Supply Management Division
Classification:
Simple
Type of Transaction:
Government to Citizens (G2C) and Government to Government (G2G)
Who may avail:
Any client whose concern is to secure official and public documentAgencies requiring the requested documents
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
Letter of requestFilled out formValid ID’s
Requesting Client
CLIENT STEPS
AGENCY ACTIONS
FEES TO BE PAID
PROCESSINGTIME
PERSON RESPONSIBLE
1. Submit the accomplishe d Inspection and Inventory for approval
Check and inspect unserviceable properties in accordance with submitted Inventory and Inspection Report of Unserviceable Property (IIRUP)
none
3 days
Head of Office Division Chief
2. Request for actual disposal of unserviceable properties
Recommend the actual bid for disposal of the unserviceable properties. Process the documents for submission to the Committee.
none
More than 25 days
Division Chief Head of Office Committee on Awards for Disposal Commission on Audit
5. REQUEST FOR REGISTRATION OF CITY ISSUED GOVERNENT VEHICLES AND HEAVY EQUIPMENT
Office or Division:
Property and Supply Management Division
Classification:
Simple
Type of Transaction:
Government to Citizens (G2C) and Government to Government (G2G)
Who may avail:
Different Departments and Offices
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
Filled out and approved formsValid ID’sOR / CR
DIVISION CONCERN
CLIENT STEPS
AGENCY ACTIONS
FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Submit application for registration of vehicle and heavy equipment for official use; submit OR / CR
Assists in the compliance for registration of vehicle and heavy equipment. assists in stenciling of engines / chassis. Pay the required fee.
To be determined by Land Transportation Office (LTO)
3 Days
Disbursing Officer Head of Office
REQUEST FOR BIDDING
Office or Division:
Procurement Unit
Classification:
Complex
Type of Transaction:
Government to Citizens (G2C) and Government to Government (G2G)
Who may avail:
Any client whose concern is to offer supplies for the use of theLocal Government of Tarlac CityAgencies providing the required documents to support the procurement of supplies, equipment, goods and services
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
Letter of IntentProofs of AccreditationClient’s ProfilePrice QuotationsValid ID’s
DIVISION CONCERN
CLIENT STEPS
AGENCY ACTIONS
FEES TO BEPAID
PROCESSINGTIME
PERSON RESPONSIBLE
1. Submits the letter request and other related required documents
Receives request and verifies documents Routing for approval
none
30 minutes
Procurement Unit Staff Division Chief
2. Compliance of the Pre-Bid process
Scheduling of the Pre-Proc Conference. Acceptance of payment for bid documents
none
6 days
Procurement Unit Staff Division Chief
3. Bidding Process
Opening of the Bid- Process Public Bidding is conducted Release of Notice of Award Acceptance of Performance Bond Issuance of the PO, PR
Varies on the amount of the Purchasin g Order (PO)
1 day
Division Chief Head of Office BAC Members City Mayor
7. REQUEST FOR WORK/JOB ORDER
Office or Division:
Building and Maintenance Division
Classification:
Simple
Type of Transaction:
Government to Citizens (G2C) and Government to Government (G2G)
Who may avail:
Any client whose concern is to avail the services and assistance of thisOffice in their eventAgencies requiring the requested services
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
Request letterPhone call
DIVISION CONCERN
CLIENTSTEPS
AGENCY ACTIONS
FEES TO BEPAID
PROCESSINGTIME
PERSON RESPONSIBLE
1. Request for the services needed thru phone call and request letter
Answered request Verify and inspection of the service requested
None
1 day
Building and Maintenance Division Staff
2. Compliance of the Job Order
Issue Job Order for the service requested Respond to the requested services
None
1 day
Building and Maintenance Division Staff
3. Request for facilities and repair of utilities and equipment
Respond the requested service
None
1 day
Building and Maintenance Division Staff
REQUEST FOR ISSUANCE OF DOCUMENTS AND CERTIFIED TRUE COPY OF DOCUMENTS
Office or Division:
Records and Administrative Division
Classification:
Simple
Type of Transaction:
Government to Citizens (G2C) and Government to Government (G2G)
Who may avail:
Any client whose concern is to secure official and public documentsAgencies requiring the requested documents
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
Letter of requestFilled out formValid ID’s
Requesting Client
CLIENT STEPS
AGENCY ACTIONS
FEES TO BE PAID
PROCESSINGTIME
PERSON RESPONSIBLE
1. Submit the letter request for issuance of needed documents and for certified true copy of documents
Receive and retrieve of requested documents and for certified true copy of documents Signing of the documents and releasing thereof.
None
1 day
Records and Administrative Division Head and Staff
CITY GOVERNMENT OF TARLAC