Flat Preloader Icon CITY GOVERNMENT OF TARLAC

CITY GENERAL SERVICES OFFICE

I.                   Mandate:

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:

  1. 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 REQUIREMENTSWHERE TO SECURE
1. Letter Request with attached Route Slip and noted by the Mayor/Chief of Staff/AdministratorRequesting Client
CLIENT STEPSAGENCY ACTIONSFEES TO BE PAIDPROCESSING TIMEPERSON RESPONSIBLE
1. Forward Letter request for provision of items/equipmentReceive letter, attach Route slip and forward to CGSOnone5 minutesProperty and Supply Management Division Staff
 Inform/instruct the Property Management Divisionnone5 minutesProperty and Supply Management Division Staff
 Check the availability of equipmentnone5 minutesProperty and Supply Management Division Staff
 Prepare Property Accountability Receipt (PAR)and Inventory Custodian Slip (ICS) for the availability of equipmentnone10 minutesProperty and Supply Management Division Staff
 Prepare official letter endorse to MAYOR AND TO Admin for the unavailable of equipment and vehiclenone10 minutesProperty and Supply Management Division Head
 Record the Property Accountability Receipt and Encode ICSnone10 minutesSupply 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 REQUIREMENTSWHERE TO SECURE
1. Letter Request with attached Route Slip and noted by the Mayor/Chief of Staff/AdministratorRequesting Client
CLIENT STEPSAGENCY ACTIONSFEES TO BE PAIDPROCESSING TIMEPERSON RESPONSIBLE
2. TransmitRequestReceive request. Encode and attach Route Slip to be forwarded to the CGS Officernone5 minutesSupply Management Division Staff
 Notify concerned employee for appropriate actionnone5 minutesSupply Management Division Staff
 Pull out PAR/ICS on filenone10 minutesSupply Management Division Staff
 Prepare Property return Slipnone10 minutesSupply Management Division Staff
 Retrieve unserviceable equipment/ vehiclenone10 minutesSupply Management Division Staff
 Approve Property Return Slipnone5 minutesSupply Management Division Head
 Filing/hauling/stock ing of Unserviceable at the warehouse (as the case maybe)noneAs need arisesSupply 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 REQUIREMENTSWHERE TO SECURE
Letter of requestFilled out formValid ID’sRequesting Client
CLIENT STEPSAGENCY ACTIONSFEES TO BE PAIDPROCESSING TIMEPERSON RESPONSIBLE
1. Submit the list of delivered Properties/ supplies for inspectionConduct actual inspection of properties and supplies delivered.none30 minutesSupply 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 REQUIREMENTSWHERE TO SECURE
Letter of requestFilled out formValid ID’sRequesting Client
CLIENT STEPSAGENCY ACTIONSFEES TO BE PAIDPROCESSING TIMEPERSON RESPONSIBLE
1. Submit the accomplishe d Inspection and Inventory for approvalCheck and inspect unserviceable properties in accordance with submitted Inventory and Inspection Report of Unserviceable Property (IIRUP)none3 daysHead 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 REQUIREMENTSWHERE TO SECURE
Filled out and approved formsValid ID’sOR / CRDIVISION CONCERN
CLIENT STEPSAGENCY ACTIONSFEES TO BE PAIDPROCESSIN G TIMEPERSON RESPONSIBLE
1. Submit application for registration of vehicle and heavy equipment for official use; submit OR / CRAssists 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 DaysDisbursing 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 REQUIREMENTSWHERE TO SECURE
Letter of IntentProofs of AccreditationClient’s ProfilePrice QuotationsValid ID’sDIVISION CONCERN
CLIENT STEPSAGENCY ACTIONSFEES TO BE PAIDPROCESSING TIMEPERSON RESPONSIBLE
1. Submits the letter request and other related required documentsReceives request and verifies documents Routing for approvalnone30 minutesProcurement Unit Staff Division Chief
2. Compliance of the Pre-Bid processScheduling of the Pre-Proc Conference. Acceptance of payment for bid documentsnone6 daysProcurement Unit Staff Division Chief
3. Bidding ProcessOpening of the Bid- Process   Public Bidding is conducted   Release of Notice of Award Acceptance of Performance Bond Issuance of the PO, PRVaries on the amount of the Purchasin g Order (PO)1 dayDivision 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 REQUIREMENTSWHERE TO SECURE
Request letterPhone callDIVISION CONCERN
CLIENT STEPSAGENCY ACTIONSFEES TO BE PAIDPROCESSING TIMEPERSON RESPONSIBLE
1. Request for the services needed thru phone call and request letterAnswered request   Verify and inspection of the service requestedNone1 dayBuilding and Maintenance Division Staff
2. Compliance of the Job OrderIssue Job Order for the service requested Respond to the requested servicesNone1 dayBuilding and Maintenance Division Staff
3. Request for facilities and repair of utilities and equipmentRespond the requested serviceNone1 dayBuilding 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 REQUIREMENTSWHERE TO SECURE
Letter of requestFilled out formValid ID’sRequesting Client
CLIENT STEPSAGENCY ACTIONSFEES TO BE PAIDPROCESSING TIMEPERSON RESPONSIBLE
1. Submit the letter request for issuance of needed documents and for certified true copy of documentsReceive 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