CONTACT INFORMATION
City General Services Department
- CGSD
- 8th Floor & 9th Floor, Main Building Quezon City Hall
- 8988-4242 locals 8600, 8623, 8632
- gsd@qcwebsite.sparksoft-demo.com
- Official Facebook Page of City General Services Department
Office Hours
Monday to Friday
8:00 a.m. to 5:00 p.m.
ABOUT US
Description
The City General Services Department (CGSD) provides assistance and support to the Honorable City Mayor in ensuring the delivery of basic services for the Quezon City Citizen’s which requires general services expertise and technical support services.
CGSD is germane to its property and supply management; records management; transport management; building and grounds maintenance; security and janitorial management functions as its major inherent functions or mandate. Related tasks such as, but not limited to the conduct of annual and semi-annual inventory of movable & fixed assets of the Quezon City Government.
Mission
The City General Services Department envisions itself to be a Quality Community within the Quezon City Government by delivering responsive and quality general services through committed, service-oriented and technologically advanced personnel.
Vision
To be a Quality Community within the Quezon City Government by delivering responsive and quality general services through committed, service-oriented, and technologically-adept personnel.
Legal Bases
- Article Twenty, Section 490, Title V, Chapter III, Book III, Republic Act 7160 or The Local Government Code of 1991
- Article 6, Section 193 of BP Bldg. 337, otherwise known as the Local Government Code
- Republic Act 9184 or Procurement Reform Act
- Quezon City Ordinance No. SP-131, Series of 1993 or An Ordinance Creating the Motorpool Division under the City General Services Office and Providing for its functions
- Presidential Decree 1216 or Defining Open Space in Residential Subdivisions and Amending Section 31 of Presidential Decree No. 957 requiring Subdivision Owners to Provide Roads, Alleys, Sidewalks and Reserve Open Space for Parks or Recreational Use
- Office Order No. 80, Series of 2018 or Transferring Operational Control and Supervision over the Activities and Operational Functions of the Task Force Streetlights to the City General Services Department Head, in Concurrent Capacity
- Office Order No. 101, series of 2020 or Creating the Task Force Streetlighting program otherwise known as Task Force Streetlighting
Service Pledge
We the officers and employees of the City General Services, pledge to commit to deliver an effective, efficient and economical services as promised in our Citizen’s Charter; Give 24/7 access to the services of the CGSD, with no noon break policy; Serve the public with utmost integrity, honesty, courtesy, & dedication; and Develop a committed, service-oriented and technologically advanced personnel.
Services
PREPARATION OF DISBURSEMENT VOUCHER – PROCUREMENT OF GOODS, INFRASTRUCTURE, PROJECTS, AND CONSULTANCY SERVICES
The Disbursement Voucher is being prepared as part of the requirements in the payment for services rendered or goods delivered, including claims on Infrastructure, Supplies and Materials Maintenance, Security and other related Services rendered by contractors & suppliers under Contracts, Purchase Order, et.al.
PROVISION AND FAST TRACKING OF COPIES OF DOCUMENTS, LETTERS, AND OTHER FORMS OF CORRESPONDENCE
Provides available copies on file of requested documents properly authorized for release by the approving authority. This involves requisition and charge-out procedures in chairing RMCD files and records safe kept and maintained in our records storage facility.
DISPOSAL OF VALUELESS RECORD
This is empowering the CGSD to enforce policies on Quezon City Government records management and administration. The requesting office/ department shall accomplish the NAP Form No. 3 (Request for Authority to Dispose of Records) in three (3) sets/ copies, properly filled-up, approved and signed by the head of agency concerned. This involved the review and evaluation of all requests for authority to dispose of the City’ valueless unnecessary records as against the approved RRDS, for final approval of the National Archives of the Philippines (NAP), thereby facilitating actual disposal with COA, Requesting Agency/ End-Users and NAP’s Accredited Buyer. Proceeds are remitted to the City’s Treasury Department.
PROVISION OF ORIGINAL COPIES OF CITY-OWNED TCT’S
Provides Original Certificate of Title/s available, safe kept and administered under the custody of Records Management and Control Division, in support to the City’s Housing Project thru Quezon City Housing Community Development and Resettlement Department (HCDRD). All requests shall be approved by the City General Services Department Head for release.
POSTING OF NOTICES, ADVISORIES AND BULLETINS, AND ISSUANCE OF CERTIFICATE OF POSTING
A certificate of Posting serves as proof that the department has posted an approved request/s in conspicuous area inside the QC Hall compound (e.g. High Rise Building East and West Wing bulletin boards). The same shall be issued after the posting date thru pick-up or by mail. A request that needs Mayor’s Certification with Seal will be forwarded to the Office of the City Mayor.
ISSUANCE OF GENERAL CLEARANCE (AS TO PROPERTY ACCOUNTABILITY)
General Clearance is issued to government employees/ official 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 property accountability is the documentary requirement needed to support the issuance (Sec. 161 of COA Circular 92-386).
INVENTORY OF MOVABLE ASSETS
Sec. 156 of COA Circular 92-386 provides for an annual physical inventory of all supplies and property of the local government units, to ascertain the value of movable assets of the City. A physical inventory is conducted per schedule given to various departments/ offices/ units/ task forces of the Quezon City Government, results of which are furnished the Office of the City Mayor, Accounting Department, and the Commission on Audit.
INSPECTION OF DELIVERIES OF GOODS AND SERVICES
Inspection of deliveries by 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.
RENEWAL OF REGISTRATION OF CITY-OWNED VEHICLES
To ensure proper and maximum utilization of government properties particularly motor, vehicles, renewal of registration in coordination with corresponding End-users, is facilitated by MPMCD with the Land Transpiration Office.
RETURN/ TURN-OVER OF UNSERVICEABLE PROPERTIES
Properties which are deemed unserviceable and/ or excess by concerned departments/ offices are returned/ turned over to CGSD for proper disposal. Properties which can still be used or needed by other departments/ offices will be reissued.
DISPOSAL OF UNSERVICEABLE PROPERTIES AND WASTE MATERIALS
Properties which are already unserviceable will be disposed thru auction sale facilitated by the Committee on Awards with the CGSD as Secretariat.
PROCESSING OF PURCHASE REQUEST (PR)/ AGENCY PROCUREMENT REQUEST (APR)/ REQUISITION ISSUE SLIP
Purchase Requests are made by different Offices and Departments to procure items needed in their day to day operations. It has to be evaluated first by the GSD-Central Warehouse Management Division whether the items are available or not available on stocks or if listed or not listed in the PS-DBM’s supplies and equipment catalogue. The processing of the Purchase requests will be based on the result of the evaluation whether all items are to be procured through public bidding and/or other mode of procurement or in some instances, items which are available on stocks can be withdrawn through funded RIS.
RECEIVING OF GOODS/ DELIVERIES
The Central Warehouse Management Division’s mandate is to receive all goods, supplies and equipment delivered by Contractors for storage and safekeeping. It is also mandated to account for each item received and issue the same to various offices and departments for their daily operation.
ISSUANCE OF COMMONLY USED SUPPLIES FROM CENTRALIZED STOCKING THRU FUNDED REQUISITION AND ISSUE SLIP (RIS)
The GSD-Central Warehouse was allocated with revolving fund to procure commonly used supplies and equipment from the PS-DBM. Issuances of these supplies and equipment to requesting offices and departments need to be supported with funded RIS to replenish the amount of items issued to allocate to another procurement of supplies and or equipment.
MONITORING OF ISSUANCES AND UTILIZATION OF SUPPLIES
As provided under Vol. 1, Chapter 6, Section 8 of the Government Accounting Manual for LGU (The Accounting Policies), monthly submission of Report of Supplies and Materials Issued (RSMI) should be done every 5th day of the following month. This is to monitor the proper utilization of supplies issued to various offices and departments. This will also establish an effective inventory management system as part of the reconciliation process of accounting records.
PHYSICAL INVENTORY OF SUPPLIES
In consonance with the provisions of COA Circular 92-386 relative to the conduct of annual physical inventory, all offices/departments/task forces/units of the Quezon City Government are mandated to submit an inventory of supplies and materials left in their storage on a semi-annual basis. A physical count of these supplies and materials shall be conducted to various offices and departments per schedule. Result of the physical count shall be consolidated per item category which shall then be furnished to the City Accounting Department, the Commission on Audit and the Office of the City Mayor.
PROVISION OF COPY OR COPIES OF REQUESTED CITY TITLES
Provides certified true copy or copies of city-owned real properties to the requesting party for whatever legal purpose it may serve them.
INCOMING COMMUNICATION (QUERY/ REQUEST OF DOCUMENTS) ISSUES AND CASES RELATIVE TO FIXED ASSETS
To receive query requests on matters on land cases and other issues related to fixed assets.
DISPOSAL OF FIXED STRUCTURES OWNED BY QUEZON CITY GOVERNMENT
Facilitation/documentation of unserviceable property with/without value for dropping from the Book of Accounts and for record purposes.
FACILITATE THE ISSUANCE OF ASSIGNMENT FOR UTILIZATION
To issue Assignment for Utilization of City Owned Real Property services rendered and as proof that the requesting party has legal personality over the said matter.
INVENTORY OF CITY OWNED LAND AND BUILDING
To establish accurate inventory list of city-owned land and building by locating and conducting physical inspection of each city-owned Real Properties funded by the city and those funded by other government agencies and other parties.
PERMIT FOR LEAFLETTING/ DISTRIBUTION OF LEAFLETS/ FLIERS
The permit for the distribution of leaflets and fliers is to provide public and private entities the opportunity to market/ promote their product and services within the Quezon City Hall Compound to the employees and transacting public.
ISSUANCE OF GATE PASS
A Gate pass is being secured from the Department, in order to monitor the movement of government supplies and properties, personal property, as well as any activity within the Quezon City Hall Compound.
ISSUANCE OF JOB ORDERB (REPAIRS)
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 of office furniture, equipment, and facilities had been acted on effectively and efficiently.
REQUEST FOR VENUE, MANPOWER ASSISTANCE AND LOGISTICS (SOUND SYSTEM/ TABLES/ CHAIRS/ ROSTRUM/ BACKDROP/ EXTENSION OUTLETS, ETC.)
The Department provides logistics such as tables, chairs, rostrum, backdrop, extension outlets, and sound system etc., as well as venue and manpower assistance to government sponsored and approved activities within Quezon City.
REQUEST FOR CLOSE CIRCUIT TELEVISION (CCTV) FOOTAGE
There are two (2) CCTV service providers in QC Hall compound, the QCDRRMO and security agency of Quezon City Hall Compound. Other CCTV cameras in some offices are owned by respective users. CCTV cameras installed within the buildings, path walks, perimeter gates and other public facilities within the QC Hall premises were provided by the security agency in compliance with the technical requirements set forth in the Terms of Reference (TOR). The CCTV operation is being handled by the agency’s security guard’s certified CCTV operators and being monitored by the CGSD-BGMD Security Unit.
PROVISION OF TRANSPORT SUPPORT SERVICE
Transport assistance is provided by CGSD to all city offices / departments as well as city constituents wherein request is approve in accordance with the existing guidelines. Letter request with the necessary information must be forwarded to determine the necessity of the transport service at the same time shall serves as basis for approval.
REPAIRS OR MAINTENANCE OF CITY-OWNED MOTOR VEHICLE (UNDER CGSD AND OTHER CITY OFFICES OR DEPARTMENTS)
Repair & maintenance is extended to all city-owned motor vehicles to retain and/or restore it to serviceability in order to extend its useful life and maximum utilization shall be attained.
VEHICLE PRE-INSPECTION (LTO REGISTRATION)
Pre-inspection of city-owned motor vehicles shall be made prior to LTO registration to determine the vehicle roadworthiness and to ensure that subject vehicle shall pass or qualify the LTO standard of requirements. Motor vehicle checklist is prepared.
Programs
CUSTOMER SERVICE CARE SEMINARS
To prepare for the 2023 tax season, GSD conducted a series of Customer Service Care Seminars for all GSD Frontliners, including Security Guards, Elevator Operators, Janitors (Excellent Bldg. Care Personnel), and parking attendants.
PROPERTY CUSTODIANS SEMINAR
The City General Services Department conducted a 1-day Orientation-Seminar with Workshop on August 03, 2022, for Property Custodians of the City Council/ Legislative with regards to Property and Supply Management and Moveable Assets held at the 3rd Floor, QC Community Center Building, Quezon City Hall Compound, with the following topics: Legal Bases, Supply Mgmt. (Common Use Supplies/Other Supplies & Materials) and Property Management (Movable Assets).
RECORDS OFFICERS AND CUSTODIANS WORKSHOP
On the 13th of July 2022, the City General Services Department conducted a 1-Day Briefing on Records Disposition Administration with Workshop, for Records Officers and Records Custodians with regards to Records Management held at the 3rd Floor QC Community Center Building, Quezon City Hall Compound.
ORIENTATION ON BASIC RECORDS MANAGEMENT, INVENTORY, AND DISPOSAL OF RECORDS
Orientation on Basic Records Management, Inventory, and Disposal of Records for Quezon City Health Department was conducted last September 19, 2022, held at Room A, 3rd Flr., Legislative Wing, Carlos Albert Hall, which was attended and participated by 45 participants.
PUBLIC EMPLOYMENT SERVICE OFFICE SEMINAR
Public Employment Service Office Seminar was conducted last 23 September 2022, held at Committee Room 3, 3rd floor, Legislative Wing, Quezon City Hall, which was attended and participated by twenty-eight (28) participants.
CLIMATE CHANGE AND ENVIRONMENTAL SUSTAINABILITY DEPARTMENT SEMINAR
Climate Change and Environmental Sustainability Department Seminar conducted last 06 December 2022, held at CCESD Conference Room, 6th Floor, Civic Center D (BRO bldg.), Quezon City Hall Compound, which was attended and participated by seven (7) participants.
CITY LEGAL DEPARTMENT AND PROCUREMENT DEPARTMENT SEMINAR
City Legal Department and Procurement Department Seminar conducted last 24 May 2022 with the National Archives of the Philippines (NAP), held at City General Services Department (CGSD) Conference Room, which was attended and participated by seven (7) participants.
DISPOSAL OF UNSERVICEABLE PROPERTIES AND WASTE MATERIALS
The bidding proper for the Disposal of Unserviceable Properties and Waste Materials was held on September 21, 2022. The hauling and clearing at the GSD Manila Seedlings was held on November 11, 2022.
ACTUAL DISPOSAL OF CITY’S VALUELESS RECORDS
National Archives of the Philippines (NAP) approved and authorized the disposal of thirteen (13) requests of various City depts/offices with a total volume of 22.85 cubic meters. The actual hauling from the QC Convention, QC General Hospital, and Former Manila Seedlings Bank was conducted last 10 September 2022 generating an amount of PHP 32,215.00, witnessed by Authorized Representatives from the requesting agencies, NAP and COA. The inspection of valueless records at the Quezon City General Hospital was done with representatives from various City offices and departments with NAP and COA representatives during the records verification and inspection at the QC Convention.
LOGISTICS/MANPOWER ASSISTANCE
CGSD provided tables and chairs to the City Epidemiology and Surveillance Unit (CESU) and other health and medical facilities, as well as the implementation of the “No face mask, No Entry” policy and the thermal scanning of all employees and visitors who enter the Quezon City Hall buildings, installation of contactless alcohol dispensers and stomp mat, regular disinfection to all Departments and Offices as requested, and installation of public health advisories such as tarpaulins and stickers in the Quezon City Hall Compound.
Guides
HOW TO SECURE A GATE PASS
Requirements:
- Duly filled-up Gate Pass Form with supporting documents (photocopies of P.O. Receipts, Job Order, etc.)
- For Working Permits – 3 copies
- For Catering – 2 copies
- For Supplies – 4 copies
Steps:
- Request a Gate Pass Form from CGSD-BGMD or online.
- Submit the completed Gate Pass Form to CGSD-BGMD.
- Wait for the approved Gate Pass to be released.
- Pick up the approved Gate Pass from CGSD-BGMD.
HOW TO REQUEST FOR VENUE (MEETINGS/SEMINARS/EVENTS)
Requirements:
- Letter Request (1 original copy and 2 photocopies)
Steps:
- Submit the request letter personally to the Records Management & Control Division, or email gsd@qcwebsite.sparksoft-demo.com.
- Wait for action taken or release of reply.
HOW TO REQUEST FOR LOGISTICS/MANPOWER ASSISTANCE (SOUND SYSTEM/TABLES/CHAIRS/ROSTRUM/BACKDRAFT)
Requirements:
- Letter Request (1 original copy and 2 photocopies)
Steps:
- Submit the request letter personally to the Records Management & Control Division, or email gsd@qcwebsite.sparksoft-demo.com).
- Wait for action taken or release of reply.
HOW TO REQUEST FOR CLOSE CIRCUIT TELEVISION (CCTV) FOOTAGE
Requirements:
- Letter Request (1 original copy and 2 photocopies)
- CCTV Request Form (2 original copies)
Steps:
- Submit a CCTV Request Form or letter of request.
- Wait for the request to be processed and for a response or action to be taken.
- Receive the requested item (copy of the footage, viewing only, or captured picture from CCTV).
HOW TO OBTAIN PERMIT FOR LEAFLETTING/DISTRIBUTION OF FLIERS
Requirements:
- Letter Request (1 original copy and 2 photocopies)
- Duly filled-up Request Form for Distribution of Leaflets (2 original copies)
- Sample Leaflet (2 original copies)
- Photocopy of company ID (2 photocopies)
Steps:
- Submit the request letter for leafleting.
- Submit the Request Form for Distribution of Leaflets along with other required documents.
- Wait for the BGMD and CGSD to review and evaluate the request.
- Receive the approved permit.
HOW TO REQUEST FOR TRANSPORT SUPPORT SERVICE
Requirements:
- Letter Request for buses /AUV for non-GSD personnel (1 original and 2 photocopies)
Steps:
- Submit the request letter through:
- In-person (at the Records Management & Control Division)
- Email (send to gsd@qcwebsite.sparksoft-demo.com)
- Wait for the review and evaluation by MD and CGSD.
- Receive a notification of approval or disapproval of the request.
Department Directory
Ms. Fe B. Bass
Officer in Charge
8988-4242 local 8600
fe.bass@qcwebsite.sparksoft-demo.com
Ms. Carmelita F. Lee
Assistant City General Services Officer
City Government Assistant Department Head III (for Administration)
8988-4242 local 1027, 8623
carmelita.lee@qcwebsite.sparksoft-demo.com
Mr. Joel G. Escueta
Acting Assistant Department Head (for Operations)
8988-4242 local 1508
joel.escueta@qcwebsite.sparksoft-demo.com
Divisions/Sections
| DIVISION | OFFICER NAME | OFFICE ADDRESS | CONTACT INFORMATION |
|---|---|---|---|
| Administrative Division | Mr. Ermet V. Caguioa Officer in Charge/ Special Operation Officer III | 9th flr. High-rise Bldg., Quezon City Hall | 8988-4242 local 8632, 8602, 8616 gsd@qcwebsite.sparksoft-demo.com |
| Movable Property Management and Control Division | Ms. Faith C. Salmorin Chief Administrative Officer | 9th flr. High-rise Bldg., Quezon City Hall | 8988-4242 local 8627, 8629, 8608, 8609 gsd@qcwebsite.sparksoft-demo.com |
| Records Management and Control Division | Mr. Joseph C. Baylosis Chief Administrative Officer (Records Officer) | 9th flr. High-rise Bldg., Quezon City Hall | 8988-4242 local 8624, 8606, 8608 gsd@qcwebsite.sparksoft-demo.com |
| Central Warehouse Management Division | Mr. Teddy P. Reyes Officer in Charge Administrative Officer V (Supply Officer) | 9th flr. High-rise Bldg., Quezon City Hall Central Warehouse – Sct. Reyes, Bgy. Paligsahan, Quezon City | 89884242 local 8603, 8605 gsd@qcwebsite.sparksoft-demo.com 9866-86086 gsd@qcwebsite.sparksoft-demo.com |
| Building and Grounds Management Division | Mr. Jerrick DT. Gayeta Acting Chief Special Operations Officer III | 8th flr. High-rise Bldg., Quezon City Hall | gsd@qcwebsite.sparksoft-demo.com |
| Fixed Assets Management Division | AR. Nilda R. Santos Officer in Charge Special Operation Officer IV | 8th flr. High-rise Bldg., Quezon City Hall | 8988-4242 local 1126, 8620 gsd@qcwebsite.sparksoft-demo.com |
| Motorpool Division | Ms. Erlinda S. Cagara Special Operations Officer V | 9th flr. High-rise Bldg., Quezon City Hall Motorpool Area, Kalayaan Station – MD Compound, Gate 1, Quezon City Hall | 8988-4242 local 8611, 8612 gsd@qcwebsite.sparksoft-demo.com 8988-4242 local 8209 gsd@qcwebsite.sparksoft-demo.com |
Spotlight
CGSD EMPLOYEES’ CAREER DEVELOPMENT
The newly promoted/appointed employees! On 20 January 2023 and 3 February 2023, the following 16 applicants were screened and found qualified by the Quezon City Human Resource Merits Personnel Selection Board Placement Committee for the plantilla positions under the City General Services Department.
28th of June 2022 marks the Personnel Selection Board deliberation of the 22 newly appointed personnel under CGSD- Task Force on Streetlights who were promoted/appointed.
21st of June 2022 marks the Personnel Selection Board deliberation of the 24 newly appointed and promoted personnel under CGSD.
The City General Services Department Dancers joined by our GSD Officer-In-Charge, City Government Department Head III, Ms. Fe B. Bass & Ms. Carmelita F. Lee, Assistant City Government Department Head III- participated in the Inter-Departmental Dance Contest during the Pista Sa Kyusi as part of the celebration of the 83rd Founding Anniversary of Quezon City Government.
Downloadable Forms
Report on the Physical Count of Inventories
Summary of Supplies and Materials Issued
Notice of Delivery and Inspection
Property Acknowledgement Receipt
Pre-post Inspection Report-Motor Vehicle
Pre-post Inspection Report-Equipment
Pre-post Inspection Report-Building
Inventory and Inspection Report of Unserviceable Property
Inventory and Inspection Report of Unserviceable Property for Fixed Assets
Close Circuit Television (CCTV) Footage Request Form
Request Form for Distribution of Leaflets
Gate Pass for Records/ Documents/ Dry Paper Waste
Gate Pass for Equipment, Furniture, Catering, Tri-media, Etc.
Resources
MISSION AND VISION
CGSD CITIZEN'S CHARTER 2024
CGSD CITIZEN'S CHARTER 2023
CGSD CITIZEN'S CHARTER 2021
