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:
- 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.
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 | PROCESSING TIME | 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 | PROCESSING TIME | 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 BE PAID | PROCESSING TIME | 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 | PROCESSING TIME | 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 | PROCESSIN G 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 BE PAID | PROCESSING TIME | 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 |
| CLIENT STEPS | AGENCY ACTIONS | FEES TO BE PAID | PROCESSING TIME | 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 | PROCESSING TIME | 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 |