General Services Offices (GSO) is tasked to maintain buildings and premises of Iloilo Provincial Capitol. Assistance to different Offices is being extended for minor repairs per request made.
| Office or Division: | Maintenance Division, General Services Office |
| Classification: | Simple |
| Type of Transaction: | G2G-Government to Government |
| Who May Avail: | All Iloilo Provincial Government Offices |
| CHECKLIST OF REQUIREMENTS | WHERE TO SECURE |
|---|---|
| 1. Letter Request-1 original copy | Requisitioning Office |
| 2. Job Order-1 original copy | Maintenance Division |
| CLIENT STEPS | AGENCY ACTIONS | FEES TO BE PAID | PROCESSING TIME | PERSON RESPONSIBLE |
|---|---|---|---|---|
| 1. Submit Request and fills up job order and submit to receiving area | 1.1 Receive, record and forward request to Division Chief | None | 10 minutes | Engineer V |
| 1.2 Call attention of in- charge of service/s being requested | None | 10 minutes | Engineer V | |
| 1.3In-charge proceed to requisitioning office to assess the specified request | None | 20 minutes | Engineer V | |
| 1.4 Prepare assessment report and present to Division Chief | None | 30 minutes | Engineer V | |
| 2. Sign request form in conformity to assessment/repair conducted | 2.1 If repair is minor or parts/fixtures are replaceable, perform repair or replace parts/ fixtures If not, inform client. | None | 1 hour | Engineer V |
| TOTAL | None | 2 hours 10 minutes |
Casa Real de Iloilo is known to be one of the favorite venue for both Government and Private events. And therefore the General Services Office set standards on how to avail the use of the facility.
| Office or Division: | Maintenance Division, General Services Office |
| Classification: | Simple |
| Type of Transaction: | G2G-Government to Government |
| Who May Avail: | All Iloilo Provincial Government Offices |
| CHECKLIST OF REQUIREMENTS | WHERE TO SECURE |
|---|---|
| 1. Letter Request Approved by Provincial Administrator-1 original copy | Requisitioning Office |
| CLIENT STEPS | AGENCY ACTIONS | FEES TO BE PAID | PROCESSING TIME | PERSON RESPONSIBLE |
|---|---|---|---|---|
| 1. Submit letter request approved by the Provincial Administrator to receiving clerk of the Maintenance Division | 1.1 Receive and record request | None | 15 minutes | Engineer V |
| 2. Receives instruction on proper use of facility | 1.2 Give instruction to the client regarding the booking and the proper use of the facility | None | 30 minutes | Engineer V |
| TOTAL | None | 45 minutes |
Deployment of official vehicle or driver for official travel and other functions.
| Office or Division: | Maintenance Division, General Services Office |
| Classification: | Simple |
| Type of Transaction: | G2G-Government to Government |
| Who May Avail: | All Government Agencies and Offices of Iloilo Provincial Government |
| CHECKLIST OF REQUIREMENTS | WHERE TO SECURE |
|---|---|
| 1. Letter Request-1 original copy | Requisitioning Office |
| CLIENT STEPS | AGENCY ACTIONS | FEES TO BE PAID | PROCESSING TIME | PERSON RESPONSIBLE |
|---|---|---|---|---|
| 1. Submit letter request to receiving clerk | 1.1 Receive and forward request to Maintenance Division | None | 15 minutes | Supervising Adminstrative Officer |
| 1.2 Receive, record and forward request to Division Chief | None | 10 minutes | Engineer V | |
| 1.3 Check availability of vehicle or driver | None | 30 minutes | Engineer V | |
| 2. Receives instruction on how to use facility | 2. Confirms request and give instruction requisitioning client. | None | 20 minutes | Engineer V |
| TOTAL | None | 1 hour and 15 minutes |
This is for the issuance of Serviceable Properties, Plant and Equipment (PPE) thru transfer without cost. These are PPEs returned by different offices and hospitals that are still usable and can be transferred to other Government Agencies, offices and hospitals of IPG.
| Office or Division: | Property and Supply Management Division |
| Classification: | Simple |
| Type of Transaction: | G2G-Government to Government |
| Who May Avail: | All Government Agencies |
| CHECKLIST OF REQUIREMENTS | WHERE TO SECURE |
|---|---|
| 1. Letter Request approved by the Governor -1 original copy | Requisitioning Office |
| CLIENT STEPS | AGENCY ACTIONS | FEES TO BE PAID | PROCESSING TIME | PERSON RESPONSIBLE |
|---|---|---|---|---|
| 1. Submit letter request approved by the Governor to Receiving Clerk | 1.1 Receive, record and forward letter request to Department Head | None | 5 minutes | Receiving Clerk |
| 1.2 Forward to Supply Officer | None | 1 hour | Department Head | |
| 1.3 Check availability of vehicle or driver | None | 30 minutes | Engineer V | |
| 1.3 Check availability of items being requested | None | 2 hours | Administrative Officer | |
| 1.4 Reserve items and forward the request for inspection to COA | None | 1 hour | Administrative Officer | |
| 1.4 Upon receipt of findings from COA, prepare indorsement letter to legal office for legal opinion/proper action. (includes request from the Governor to SP for approval of the transfer without cost.) | None | 45 minutes | Administrative Officer | |
| 1.5 Upon receipt of SP Resolution approving the transfer, prepare the Invoice Receipt of Property (IRP) and forward to Division Chief for validation | None | 45 minutes | Administrative Officer | |
| 1.6 Forward IRP to Department Head for signature | None | 45 minutes | Supervising Administrative Officer | |
| 1.7 Sign IRP as transferor and return to Administrative Officer. | None | 15 minutes | Department Head | |
| 1.8 Inform recipient to sign the IRP. | None | 30 minutes | Administrative Officer | |
| 2.Sign IRP with GSO Administrative Officer | 2.1 Forward IRP to the Provincial Administrator for approval. | None | 20 minutes | Administrative Officer |
| 2.2 Upon receipt of approved IRP from the Provincial Administrator, inform recipient for pick- up of items. | None | 30 minutes | Administrative Officer | |
| 3. Receive items from Administrative Officer in GSO | 3.1 Release items to Requisitioning Party | None | 1 hour | Administrative Officer |
| TOTAL | None | 1 day 55 minutes |
This is for the issuance of Serviceable Properties, Plant and Equipment (PPE) thru transfer without cost. These are PPEs returned by different offices and hospitals that are still usable and can be transferred to other Government Agencies, offices and hospitals of IPG.
| Office or Division: | Property and Supply Management Division |
| Classification: | Simple |
| Type of Transaction: | G2G-Government to Government |
| Who May Avail: | All Offices and Hospitals of Iloilo Provincial Government |
| CHECKLIST OF REQUIREMENTS | WHERE TO SECURE |
|---|---|
| 1. Letter Request approved by the Governor -1 original copy | Requisitioning Office |
| CLIENT STEPS | AGENCY ACTIONS | FEES TO BE PAID | PROCESSING TIME | PERSON RESPONSIBLE |
|---|---|---|---|---|
| 1. Submit letter request approved by the Governor to the receiving clerk | 1.1 Receive, record and forward letter request to Department Head | None | 5 minutes | Supervising Administrative Officer |
| 1.2 Forward and give instruction to Supply Officer | None | 1 hour | Department Head | |
| 1.3 Check availability of items being requested | None | 2 hours | Supervising Administrative Officer | |
| 1.4 Prepare Invoice Receipt of Property (IRP) | None | 30 minutes | Supervising Administrative Officer | |
| 1.5 Forward IRP to Division Chief for validation | None | 10 minutes | Supervising Administrative Officer | |
| 1.6 Forward IRP to Department Head for signature | None | 1 hour | Department Head | |
| 1.7 Prepare Properties to be released and contact client for pick-up | None | 2 hours | Supervising Administrative Officer | |
| 1.8 Release properties | None | 1 hour | Supervising Administrative Officer | |
| TOTAL | None | 6 hours 45 minutes |
Issuance of commonly used supplies from the GSO Bulk Procurement System to All Offices and Regional Trial Court.
| Office or Division: | Property and Supply Management Division |
| Classification: | Complex |
| Type of Transaction: | G2G-Government to Government |
| Who May Avail: | All Offices and Hospitals of Iloilo Provincial Government and Regional Trial Court Offices |
| CHECKLIST OF REQUIREMENTS | WHERE TO SECURE |
|---|---|
| 1. Request for Supplies-1 original copy | Requisitioning Office |
| CLIENT STEPS | AGENCY ACTIONS | FEES TO BE PAID | PROCESSING TIME | PERSON RESPONSIBLE |
|---|---|---|---|---|
| 1. Submit Request indicating the list of supplies being requested | 1.1 Receive and record request | None | 10 minutes | Supervising Administrative Officer |
| 1.2 Validate request and prepare the following: a.Supply Availability Inquiry(SAI) b. Requisitioning and Issuance Slip c. Summary of Supplies and Materials Issued (SSMI) | None | 3 hours | Supervising Administrative Officer | |
| 2. Receive SAI,RIS, and SSMI and prepare Obligation Request OBR) and forward to Budget Office for Obligation | 2.1 Encode supplies and contact end-user to pick- up documents. | None | 30 minutes | Supervising Administrative Officer |
| 3. Submit OBR, SAI,RIS and SSMI to assigned clerk | 3.2 Receive OBR, SAI,RIS and SSMI and forward to Department Head for signature | None | 20 minutes | Supervising Administrative Officer |
| 3.2 Sign document and forward to assigned clerk | None | 1 hour | Department Head | |
| 3.3 Prepare Supplies and contact end-user for pick-up | None | 4 hours | Supervising Administrative Officer | |
| 4. Receives supplies from GSO Clerk | 4. Issue supplies to end- user | None | 30 minutes | Supervising Administrative Officer |
| TOTAL | None | 1 day 1 hour 30 minutes |
Issuance of commonly used supplies from the GSO Bulk Procurement System
| Office or Division: | Property and Supply Management Division, General Services Office |
| Classification: | Complex |
| Type of Transaction: | G2G-Government to Government |
| Who May Avail: | All District Hospitals of the Province of Iloilo |
| CHECKLIST OF REQUIREMENTS | WHERE TO SECURE |
|---|---|
| 1. Request for Supplies-1 original copy | Requisitioning Office |
| CLIENT STEPS | AGENCY ACTIONS | FEES TO BE PAID | PROCESSING TIME | PERSON RESPONSIBLE |
|---|---|---|---|---|
| 1. Submit Request indicating the list of supplies being requested | 1.1 Receive and record request | None | 10 minutes | Supervising Administrative Officer |
| 1.2 Validate request and prepare the following: a.Supply Availability Inquiry(SAI) b. Requisitioning and Issuance Slip c. Summary of Supplies and Materials Issued (SSMI) | None | 3 hours | Supervising Administrative Officer | |
| 2. Receive SAI,RIS, and SSMI and prepare Purchase Request and process (PR) | 2.1 Encode supplies and contact end-user | None | Supervising Administrative Officer | |
| 3. Submit PR, SAI,RIS and SSMI to assigned clerk | 3.2 Receive PR, SAI,RIS and SSMI and forward to Department Head for signature | None | 20 minutes | Supervising Administrative Officer |
| 3.2 Sign document and forward to assigned clerk | None | 1 hour | Department Head | |
| 3.3 Prepare Supplies and contact end-user for pick-up | None | 4 hours | Supervising Administrative Officer | |
| 3.4 Issue supplies to end-user | None | 30 minutes | Supervising Administrative Officer | |
| 3.5 Department Head signs document | None | 1 hour | Department Head | |
| 3.6 Prepare Supplies | None | 1 day | Supervising Administrative Officer | |
| 3.8 Contact end-user for releasing of stocks | None | 10 minutes | Supervising Administrative Officer | |
| 4. Receives supplies from GSO Clerk | 4 Issue supplies to requisitioning party | None | 30 minutes | Supervising Administrative Officer |
| TOTAL | None | 9 hours 30 minutes |
All Property, Supplies and Equipment delivered to different offices and hospitals of Iloilo Provincial Government shall be inspected by the General Services Office Inspector together with the end-user representative.
| Office or Division: | Procurement Division, General Services Office |
| Classification: | Complex |
| Type of Transaction: | G2G-Government to Government, G2B-Government to Business |
| Who May Avail: | Offices of Iloilo Provincial Government/Private Businesses |
| CHECKLIST OF REQUIREMENTS | WHERE TO SECURE |
|---|---|
| 1. Letter Request for Inspection of Delivery - 1 Original Copy | End-user or Winning supplier |
| 2. Purchase Order (PO) - 1 Photocopy | End-user or Winning supplier |
| 3. Notice of Award (NOA) - 1 Photocopy | End-user or Winning supplier |
| 4. Notice to Proceed (NTP) - 1 Photocopy | End-user or Winning supplier |
| CLIENT STEPS | AGENCY ACTIONS | FEES TO BE PAID | PROCESSING TIME | PERSON RESPONSIBLE |
|---|---|---|---|---|
| 1. Submit all requirements for inspection *2 days before scheduled delivery date | 1.1 Receive and record letter request | None | 5 minutes | Administrative Officer V |
| 1.2 Assign inspector and set schedule of inspection | None | 10 minutes. | Administrative Officer V | |
| 1.3 Inform requisitioning party of the schedule and inspector assigned. | None | 10 minutes. | Administrative Officer V | |
| 2. During Inspection: Prepare Delivery Receipt and Billing Invoice | 2.1 Conduct inspection of delivery on site or off site. *off site inspection excluding travel time. | None | 3 hours | Administrative Officer V |
| 2.2 Prepare Acceptance and Inspection Report (AIR) and forward to Inspector for signature | None | 1 hour | Administrative Officer V | |
| 2.3 Sign AIR, attach pictures and forward to Department Head for signature | None | 30 minutes | Administrative Officer V | |
| 2.4 Sign AIR and release to inspector | None | 1 hour | Officer In Charge - GSO | |
| 3. Receives AIR from Administrative Officer V | 3 Release AIR to end- user for signature | None | 15 minutes | Administrative Officer V |
| TOTAL | None | 6 hours 10 minutes |