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
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
FEESTO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Forward
Receive letter,
none
5 minutes
Property and
letter
attach Route slip
Supply
request for
and forward to
Management
provision of
CGSO
Division Staff
items/equip
ment
Inform/instruct the
none
5 minutes
Property and
Property
Supply
Management
Management
Division
Division Staff
Check the availability of equipment
none
5 minutes
Property and Supply Management Division Staff
Prepare Property
none
10 minutes
Property and
Accountability
Supply
Receipt (PAR)and
Management
Inventory
Division Staff
Custodian Slip
(ICS) for the
availability of
equipment
Prepare official
none
10 minutes
Property and
letter endorse to
Supply
MAYOR AND TO
Management
Admin for the unavailable of
Division Head
equipment and vehicle
Record the
none
10 minutes
Supply
Property
Management
Accountability
Division Staff
Receipt and
Encode ICS
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
FEESTO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
2. Transmit Request
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 None
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
AGENCYACTIONS
FEES TO BEPAID
PROCESSINGTIME
PERSONRESPONSIBLE
1. Submit the
Check and
none
3 days
Head of Office
accomplishe
inspect
Division Chief
d Inspection
unserviceable
and
properties in
Inventory for
accordance with
approval
submitted
Inventory and
Inspection Report
of Unserviceable
Property (IIRUP)
2. Request for actual disposal of unserviceable properties
Recommend the actual bid for disposal of the unserviceable properties.
none
More than 25 days
Division Chief Head of Office Committee on Awards for Disposal Commission on Audit
Process the documents for submission to the Committee.
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
Assists in the compliance for registration of vehicle and heavy equipment.
To be determined by Land Transportation Office (LTO)
3 Days
Disbursing Officer Head of Office
official use; submit OR / CR
assists in stenciling of engines / chassis. Pay the required fee.
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 the Local 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
none
30 minutes
Procurement Unit Staff Division Chief
Routing for approval
2. Compliance of the Pre-Bid process
Scheduling of the Pre-Proc Conference.
none
6 days
Procurement Unit Staff Division Chief
Acceptance of payment for bid documents
3. Bidding Process
Opening of the Bid- Process Public Bidding is conducted
Varies on the amount of the Purchasin g Order (PO)
1 day
Division Chief Head of Office BAC Members City Mayor
Release of Notice of Award
Acceptance of Performance Bond Issuance of the PO, PR
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 this Office 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
None
1 day
Building and Maintenance Division Staff
Respond to the requested services
3. Request for
Respond the requested service
None
1 day
Building and
facilities and repair
Maintenance
of utilities and
Division Staff
equipment
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
