General Services Office
PREPARATION OF ATTACHMENTS OF DISBURSEMENT VOUCHER PROCUREMENT OF GOODS, INFRASTRUCTURE, PROJECTS, AND CONSULTANCY SERVICES
| Office or Division: | ADMINISTRATIVE DIVISION | |||
| Classification: | Simple | |||
| Type of Transaction: | G2G – Government to Government, G2B – Business | |||
| Who may avail: | Quezon Municipal Government Offices / Departments, Suppliers, Contractors, Dealers | |||
| CHECKLIST OF REQUIREMENTS | WHERE TO SECURE | |||
| 1. BAC Forms | Bids and Awards Committee | |||
| CLIENT STEPS | AGENCY ACTIONS | FEES TO BE PAID | PROCESSING TIME | PERSON RESPONSIBLE |
| 1. BAC Forms are forwarded to the Administrative Division. | 1.1. Receives and records documents / Conducts evaluation of completeness of documents. 1.2 Prepares attachments of the disbursement voucher upon delivery. | None | 5 minutes per transaction 1 day | Administrative Staff |
| 2. Receive the documents. | Forwards the documents to the end user | None | 5 minutes per transaction | Administrative Staff |
| TOTAL | None | 1 day and 10 minutes | ||
The attachments of vouchers including Purchase Order, Acceptance and Inspection Report, Requisition and Issue Slip / Inventory Custodian Slip / Property Acknowledgement Receipt, Waste Materials Report, and Pictures are being prepared as part of the requirements in the payment for services rendered or goods delivered, including claims on Infra, Supplies and Materials Maintenance, Security, and other related Services rendered by contractors & suppliers under Contracts, Purchase Order, et.al.
2. ISSUANCE OF GENERAL CLEARANCE
General Clearance is issued to government employees/officials who transferred to another government agency, retired, resigned, dismissed, or separated from the service. A clearance from his / her office certifying that he/she is cleared from the property accountability is the documentary requirement needed to support the issuance. (Sec. 161 of COA Circular 92-386)
| Office or Division: | ADMINISTRATIVE DIVISION | |||
| Classification: | Simple / Complex | |||
| Type of Transaction: | G2G – Government to Government | |||
| Who may avail: | Quezon Municipal Government Offices / Departments – Officials and Employees | |||
| CHECKLIST OF REQUIREMENTS | WHERE TO SECURE | |||
| 1. General Clearance Form (1 original copy) | Human Resource Management Office | |||
| 2. Office Clearance – No Property Accountability (1 original copy,1 duplicate copy) | Concerned Department/Offices | |||
| CLIENT STEPS | AGENCY ACTIONS | FEES TO BE PAID | PROCESSING TIME | PERSON RESPONSIBLE |
| 1. Submits request for processing of General Clearance, with complete requirements | 1.1. Receives, records, evaluates, initials, and approves the request a. Rank-and-File & Contractual b. Department Heads/Accountable Officers/Elected Officials | None | 1 hour 5 working days | Administrative Staff GSO |
| 2. Receives approved General Clearance | Releases approved Clearance | None | 10 minutes | Administrative Staff |
| TOTAL | None | Rank-and-File & Contractual: 1 hour & 10 minutes Department Heads/ Accountable Officers/ Elected Officials: 5 Working days & 10 minutes | ||
3. INSPECTION OF DELIVERIES OF GOODS AND SERVICES
Inspection of deliveries by an authorized Technical Inspector is conducted to determine if the items conformed to the specifications set forth on the Purchase Order / Supplies Delivery Agreement and/or Contracts or Agreements.
| Office or Division: | SUPPLY AND PROCUREMENT DIVISION | |||
| Classification: | Complex | |||
| Type of Transaction: | G2G – Government to Government, G2B – Government to Business | |||
| Who may avail: | Quezon Municipal Government Offices / Departments, Suppliers, Contractors, Dealers | |||
| CHECKLIST OF REQUIREMENTS | WHERE TO SECURE | |||
| 1. Delivery Receipts | Supplier | |||
| CLIENT STEPS | AGENCY ACTIONS | FEES TO BE PAID | PROCESSING TIME | PERSON RESPONSIBLE |
| 1. Submits delivery receipts | 1.1. Receives delivery receipt 1.2 Inspects deliveries 1.3 Submits inspection report for review, initials, and approval of the report 1.4 Approves / Signs inspection column (AIR) | None | 5 minutes 1 day 30 minutes 30 minutes | Procurement Services Staff Procurement Services Staff Procurement Services Staff GSO |
| TOTAL | None | 1 day, 1 hour, and 5 minutes | ||
4. JOB ORDER (Repairs and Cleaning)
The Job Order Form is being issued to the requesting offices that need the maintenance service of the department. It is also to monitor that the request for repair and/or cleaning of office furniture, equipment, and facilities had been acted on effectively and efficiently.
| Office or Division: | ASSET AND PROPERTY DIVISION | |||
| Classification: | Simple | |||
| Type of Transaction: | G2G – Government to Government | |||
| Who may avail: | Quezon Municipal Government Offices / Departments | |||
| CHECKLIST OF REQUIREMENTS | WHERE TO SECURE | |||
| 1. Letter Request/verbal/phone request/email | Client | |||
| 2. Job Order Form | GSO | |||
| CLIENT STEPS | AGENCY ACTIONS | FEES TO BE PAID | PROCESSING TIME | PERSON RESPONSIBLE |
| 1. Submits a request for Repair/maintenance/ cleaning | Receives, records & approves Request | None | 5 minutes | Administrative Staff |
| 2. Wait for action taken | 2.1 Delegates the Job Order to the concerned personnel (electrician, utility, janitorial) 2.2 Secures needed materials 2.3 Acts on the request | None | 5 minutes 10 minutes 1 day | GSO Supply Management Staff Asset and Property Division Staff |
| 2. Signs the Job Order (Acknowledged portion) | Submits accomplished job order report | None | 15 minutes | Administrative Staff |
| TOTAL | None | 1 day and 35 minutes | ||
5. REQUEST FOR LOGISTICS / MANPOWER ASSISTANCE (SOUND SYSTEM/ TABLES/ CHAIRS/ ROSTRUM)
The office provides logistics such as tables, chairs, sound system, etc, as well as manpower assistance to government-sponsored and approved activities within the municipality
| Office or Division: | ASSET AND PROPERTY DIVISION | |||
| Classification: | Simple | |||
| Type of Transaction: | G2G – Government to Government, G2C – Government to Citizen | |||
| Who may avail: | Any individual, group, company | |||
| CHECKLIST OF REQUIREMENTS | WHERE TO SECURE | |||
| 1. Letter Request/verbal/phone request/email | Client | |||
| CLIENT STEPS | AGENCY ACTIONS | FEES TO BE PAID | PROCESSING TIME | PERSON RESPONSIBLE |
| 1. Submits a request for Repair/maintenance/ cleaning | Receives, records & approves Request | None | 5 minutes | Administrative Staff |
| 2. Wait for action taken | 2.1 Checks availability of the requested logistics 2.3 Acts on the request | None | 5 minutes 1 hour | Supply Management Staff Asset and Property Division Staff |
| 2. Signs the logbook for the requested logistics | Logs the requested logistics | None | 15 minutes | Administrative Staff |
| TOTAL | None | 1 hour and 25 minutes | ||
6. PROCUREMENT OF COMMON-USE SUPPLIES AND EQUIPMENT
The procurement of CSEs will be based on the result of the evaluation of whether all items are to be procured through agency-to-agency, public bidding, and/or other modes of procurement, or in some instances, items that are available on stocks can be withdrawn through RIS.
| Office or Division: | SUPPLY AND PROCUREMENT DIVISION | |||
| Classification: | Highly Technical | |||
| Type of Transaction: | G2G – Government to Government | |||
| Who may avail: | Quezon Municipal Government Offices / Departments | |||
| CHECKLIST OF REQUIREMENTS | WHERE TO SECURE | |||
| 1. APP-CSE | Client | |||
| CLIENT STEPS | AGENCY ACTIONS | FEES TO BE PAID | PROCESSING TIME | PERSON RESPONSIBLE |
| 1. Submits APP-CSE | 1.1. Receives APP-CSE 1.2 Consolidates APP-CSE 1.3 Prepares procurement documents 1.4 Approves documents | None | 5 minutes 14 days 5 days 1 day | Administrative Staff Supplies Management Staff Procurement Services Staff GSO |
| TOTAL | None | 20 days | ||
7. ISSUANCE OF COMMON-USE SUPPLIES AND EQUIPMENT, POL (PETROLEUM, OIL, LUBRICANTS), AND MOBILE AND INTERNET LOAD
Issuances of these CSEs, POL, and load to requesting offices and departments need to be supported with RIS to replenish the number of items issued to allocate to another procurement of supplies and or equipment.
| Office or Division: | SUPPLY AND PROCUREMENT DIVISION | |||
| Classification: | Simple | |||
| Type of Transaction: | G2G – Government to Government | |||
| Who may avail: | Quezon Municipal Government Offices / Departments | |||
| CHECKLIST OF REQUIREMENTS | WHERE TO SECURE | |||
| 1. RIS | GSO | |||
| CLIENT STEPS | AGENCY ACTIONS | FEES TO BE PAID | PROCESSING TIME | PERSON RESPONSIBLE |
| 1. Submits RIS | 1.1. Receives RIS 1.2 Check the availability of CSE, POL, and load. 1.3 Approves RIS 1.4 Issues CSE, POL, and/or load | None | 5 minutes 5 minutes 15 minutes 15 minutes | Administrative Staff Supplies Management Staff GSO Procurement Services Staff |
| TOTAL | None | 40 minutes | ||
| FEEDBACK AND COMPLAINTS MECHANISM | |
| How to send feedback | Verbal (thru actual conversation or call via hotline) Written or Electronic |
| How feedbacks are processed | Reviewed by General Services Officer |
| How to file a complaint | Verbal (thru actual conversation or call via hotline) Written or Electronic |
| How complaints are processed | Reviewed by General Services Officer and/or escalated to Grievance Committee |
| Contact Information of CCB, PCC, ARTA | |
| Office | Address | Contact Information |
| General Services Office | Municipal Compound, U. Camacho St., Brgy. 4 Poblacion, Quezon, Quezon | 0961 894 4658 lgugsoquezon2@gmail.com |