GENERAL SERVICES OFFICE
internal services

• Plumbing 

• Carpentry 

• Electrical

• Masonry

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