Frequently Asked Questions
What is the General Services Office? (GSO)
Answer: The General Services Office is an office/department under the executive arm of the City Government of Baguio. It is one of the mandatory offices created under the RA 7160 or the Local Government Code of 1991.
Who is the department head of GSO?
Answer: GSO is headed by Mr. Romeo D. Concio, City General Services Officer.
What is the manpower complement of GSO?
Answer: GSO has a manpower complement of 43 employees (including the department head).
What are the services being offered by GSO?
Answer: These are the main functions of GSO:
1. Supply and Property Management
a. Procurement Planning
b. Procurement of Supplies and Property
c. Storekeeping of Common Use Supplies
d. Delivery and Inspection of Supplies
e. Utilization and Distribution of Supplies and Property
f. Processing of Payments of Supplies Delivered
g. Inventory of Properties
h. Disposal of Properties
2. Records and Archives Management
a. Sorting of records according to classification of non-current records
b. Filing and retrieval of non-current records
c. Inspection, appraisal, inventory and disposal of valueless records
d. Preservation, maintenance and safekeeping of archival and valuable records
e. Provides information relative to city’s archives (e.g. former and present city officials) which are available to researchers and clients.
3. Maintenance Services
Building Maintenance
a. Janitorial Services
b. Security Services Supervision
c. Minor Building Repairs
d. Operation of Generator
Vehicle Maintenance
a. Inspection of city government vehicles
b. Undertakes preventive maintenance checks on city government vehicles
c. Maintenance of Records of all city government vehicles
Facilities Maintenance
a. Indemnification of City-owned Buildings and Properties
4. Special Events Assistance
a. Arrangement of Chairs, Tables and other furniture’s
b. Lending of Parachutes/ Tents
c. Provision of Sound System and other media
d. Reservation of Multi-purpose Hall and other facilities
How is procurement being done in the City Government of Baguio?
| PROCUREMENT PROCESS FOR SUPPLIES CARRIED IN STOCK | |||
| STEP | ACTIVITY | OFFICE INVOLVED | DURATION |
| Step 1 | List down all supplies needed on Supplies Availability Inquiry (SAI) and Requisition Issue Voucher (RIS) | Requisitioning Office | 4 hours |
| Step 2 | Numbering of RIS | GSO | 1 hour |
| Step 3 | Certifying whether stocks are available or not | GSO and ACCTG | 1 day |
| Step 4 | Preparation of Requisition Issue Slip (RIS) | Requisitioning Office | 4 hours |
| Step 5 | Preparation of Allotment and Obligation Slip (ALOBS) | Requisitioning Office, Budget Office, Acctg. Office | 1 day |
| Step 6 | Releasing of Supplies | GSO & Requisitioning Office | 1 day |
| Step 7 | Recording of Supplies Issued | GSO | 1 day |
| Step 8 | Submission of Summary of Supplies and Materials Issued | GSO and Accounting Office | Weekly |
| Note: Only supplies approved in the Annual Procurement Plan shall be processed. | |||
| PROCUREMENT PROCESS FOR SUPPLIES NOT CARRIED IN STOCK | |||
| STEP | ACTIVITY | OFFICE INVOLVED | DURATION |
| Step 1 | List down all supplies and or equipment needed on the Purchase Request (PR) | Requisitioning Office | 4 hours |
| Step 2 | Numbering of PR (Pre- inspection, if applicable, Check availability in PS and check completeness of papers) | GSO | 1 hour |
| Step 3 | Preparation of Allotment and Obligation Slip (ALOBS) | Requisitioning Office, Budget Office, Acctg. Office | 1 day |
| Step 4 | Determination of procurement mode | BAC | 1 day |
| Step 5 | Mode of Procurement
a)Bidding |
BAC / GSO / Requisitioning Office | 30-90 days (if bidding is not a failure) |
| Step 6 | Preparation of Abstract of Bids | GSO | 3 days after procurement mode |
| Step 7 | Post-Evaluation by TWG (if applicable) | BAC/TWG | 3 days |
| Step 8 | Awarding of Contract | GSO/BAC | 3 – 5 days |
| Step 9 | Delivery of Contract of Award | GSO | 1 day |
| Step 10 | Delivery of Supplies or Equipment | Supplier/GSO | 10-30 days (depending on delivery date) |
| Step 11 | Inspection of Supplies and Equipments | Requisitioning Office/ GSO/CMO/COA | 1 hour |
| Step 12 | Preparation of Payment Voucher | GSO/Requisitioning Office | 3 days after delivery |
| Step 13 | Pre-Auditing of Payment Vouchers | ACCOUNTING | 72 hours |
| Step 14 | Authorization of Payment (signing of Vouchers) | CMO | 1 day |
| Step 15 | Preparation of Checks | Treasurer's Office | 4 hours |
| Step 16 | Disbursement of Payment | Treasurer’s Office/ Supplier | 4 hours |
What are the supplies and equipments being purchased by the City Government of Baguio?
Answer: Please log on to www.procurementservice.org or to www.baguio.gov.ph/bac
What are requirements needed to qualify as a supplier of the City Government of Baguio?
Answer: All suppliers must pre-qualify with the Bids and Awards Committee and submit the following minimum requirements: (View/Open the requirements (in PDF Format))
What are the Forms and Documents needed in Supply and Property Management?
Annex 1 - Annual Supplies Procurement Plan (ASPP)
Annex 2 - Purchase Request
Annex 3 - Allotment and Obligation Slip
Annex 4 - Supplies Availability Inquiry
Annex 5 - Requisition Issue Slip
Annex 6 - Shopping Form
Annex 7 - Abstract of Bids
Annex 8 - Contract Award or Purchase Order
Annex 9 - Inspection and Acceptance Report
Annex 10 – Certificate of Emergency Purchase
Annex 11 - Disbursement Voucher
Annex 12 - Memorandum Receipt of Properties
Annex 13 - Waste Material Report
Annex 14 - Inspection and Investigation Report of Unserviceable Equipments
Annex 15 - Clearance from Money and Property Accountability
Baguio City General Services Office
Ground Floor, City Hall, Baguio City
Philippines
Ph/Fx: (+63)(074) 442 - 8924 (Admin Division) / (+63) (074) 442 - 8926 (Supply and Property Division) / (+63) (074) 442 - 8795 (telefax - Mr. Romeo D. Concio)
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