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GSO

General Services Office

Your guide to city procurement, from purchase request to delivery, and to the clearance you need when leaving city employment.

Office

GSO

Location

Ground Floor, City Hall Compound

Hours

8:00 AM - 5:00 PM (Mon-Fri)

Contact / Hotline

gso.legazpi@gmail.com

General Services Office (GSO)

Citizen's Charter, 2026 First Edition. Read the source document

Starting a procurement 3 services

1 Filing a purchase request and getting the mode of procurement certified 5 minutes at the counter 1 day & 5 minutes in total 3 documents Free

Draft. Not yet checked against the published charter.

The purchase request is prepared by the end-user office for supplies, property or equipment. It is the basis for canvassing before a purchase order is drawn up. Once the City Mayor approves it, the Bids and Awards Committee certifies which mode of procurement applies.

Before you go

Your time
5 minutes at the counter, 1 day & 5 minutes before it is finished
Trips to the office
One visit
Where to go
General Services Office, Administrative and Procurement Divisions
What you pay
Nothing
Office or division
General Services Office, Administrative and Procurement Divisions
Who may avail
End-user offices and departments of the city government
Type of transaction
Government to Business (G2B)
Classification
Simple

What to bring 3 items

How it works

  1. 1Present the duly approved purchase request, obligation request and annual procurement plan, approved by the end-user, department head or City Mayor, with the supporting documents attached.

    The office then

    1. Checks and receives the approved purchase request and obligation request with the supporting documents.

      5 minutesAdministrative Aide I, Administrative Division

    2. Prepares the certification for the mode of procurement, to be signed by the Bids and Awards Committee members.

      1 dayAdministrative Aide VI / Administrative Aide I, Procurement Division

Total time 1 day & 5 minutes Total fee Free

2 Posting a procurement on PhilGEPS 3 hrs. at the counter Done in one visit 2 documents Free

Draft. Not yet checked against the published charter.

Every government procurement has to be posted on the Philippine Government Electronic Procurement System, the central portal for government procurement information.

Before you go

Your time
3 hrs., and you leave with it
Trips to the office
One visit
Where to go
General Services Office, Procurement Division
What you pay
Nothing
Office or division
General Services Office, Procurement Division
Who may avail
End-user offices and departments of the city government
Type of transaction
Government to Government (G2G)
Classification
Simple

What to bring 2 items

How it works

  1. 1Present the approved purchase request, obligation request and certification.

    The office then

    1. Posts the details of the documents on the PhilGEPS website at https://www.philgeps.gov.ph.

      3 hoursSenior Administrative Assistant II / Administrative Aide II, Procurement Division

Total time 3 hrs. Total fee Free

3 Request for quotation and abstract of canvass 1 day at the counter 2 days in total 2 documents Free

Draft. Not yet checked against the published charter.

The request for quotation sets out the specification, quantity, approved budget for the contract and terms for the items being procured, and goes to at least three qualified suppliers, contractors or consultants. The abstract of canvass and award summarises the quotations that come back.

Before you go

Your time
1 day at the counter, 2 days before it is finished
Trips to the office
One visit
Where to go
General Services Office, Procurement and Administrative Divisions
What you pay
Nothing
Office or division
General Services Office, Procurement and Administrative Divisions
Who may avail
Suppliers, contractors and consultants, and end-user offices
Type of transaction
Government to Client (G2C), Government to Business (G2B), Government to Government (G2G)
Classification
Simple

What to bring 2 items

How it works

  1. 1Present the approved documents for procurement and the supporting documents.

    The office then

    1. Prepares and dispatches the request for quotation to at least three suppliers, contractors or consultants of known qualifications.

      1 dayAdministrative Officer I / Administrative Aide I, Procurement Division

    2. Prepares the abstract of canvass and award once the dispatched quotations are back from the suppliers, contractors or consultants, for the signature of the Bids and Awards Committee members.

      1 dayAdministrative Officer I / Administrative Aide IV / Administrative Aide I, Administrative Division

Total time 2 days Total fee Free

Ordering and delivery 2 services

4 Preparing a purchase order 2 hrs. at the counter Done in one visit 2 documents Free

Draft. Not yet checked against the published charter.

The purchase order goes to the winning supplier or bidder, telling them to deliver the requested quantities of supplies, goods or property on the stated terms.

Before you go

Your time
2 hrs., and you leave with it
Trips to the office
One visit
Where to go
General Services Office, Procurement Division
What you pay
Nothing
Office or division
General Services Office, Procurement Division
Who may avail
Winning suppliers and bidders, and end-user offices
Type of transaction
Government to Business (G2B), Government to Government (G2G)
Classification
Simple

What to bring 2 items

How it works

  1. 1Present the approved abstract of canvass and award and the approved documents for procurement.

    The office then

    1. Prepares the purchase order once the quotations and the abstract of canvass and award are complete.

      2 hoursAdministrative Assistant VI / Administrative Assistant II / Administrative Aide IV, Procurement Division

Total time 2 hrs. Total fee Free

5 Accepting a delivery and issuing the supplies 4 hrs. at the counter 2 days & 4 hrs. in total 4 documents Free

Draft. Not yet checked against the published charter.

Inspection and acceptance of a delivery against the approved purchase order, then issuing the items. A property acknowledgement receipt covers property worth Php 50,000.00 and above; an inventory custodian slip covers supplies or equipment worth Php 14,999.00 or below. Both are signed by the accountable employee.

Before you go

Your time
4 hrs. at the counter, 2 days & 4 hrs. before it is finished
Trips to the office
2 separate visits
Where to go
General Services Office, Procurement Division
What you pay
Nothing
Office or division
General Services Office, Procurement Division
Who may avail
End-user offices and departments of the city government
Type of transaction
Government to Government (G2G)
Classification
Simple

What to bring 4 items

How it works

  1. 1Present the delivery receipt, charge invoice, statement of account, sales invoice or official receipt, together with the complete procurement and supporting documents.

    The office then

    1. Inspects and accepts the delivered supplies or equipment, prepares the acceptance and inspection report, and prepares the requisition issue slip.

      3 hoursAdministrative Aide IV / RMO II, Procurement Division

  2. 2Present the approved requisition issue slip.

    The office then

    1. Prepares the property acknowledgement receipt or the inventory custodian slip.

      1 hourCity General Services Officer (CGDH I) / Administrative Aide IV, Procurement Division

    2. Releases the supplies or equipment to the client or end-user.

      2 daysAdministrative Officer I, Administrative Division / Administrative Assistant I, Administrative Aide IV and RMO II, Procurement Division

Total time 2 days & 4 hrs. Total fee Free

Closing a procurement 2 services

6 Submitting the COA receipt 1 hr. at the counter Done in one visit 2 documents Free

Draft. Not yet checked against the published charter.

The COA receipt goes to the Commission on Audit so the city's procurement transactions stay on record.

Before you go

Your time
1 hr., and you leave with it
Trips to the office
One visit
Where to go
General Services Office, Procurement Division
What you pay
Nothing
Office or division
General Services Office, Procurement Division
Who may avail
End-user offices and departments of the city government
Type of transaction
Government to Government (G2G)
Classification
Simple

What to bring 2 items

How it works

  1. 1Present the approved documents for procurement and the supporting documents.

    The office then

    1. Prepares the COA receipt on receiving the documents, then submits it to the Commission on Audit.

      1 hourAdministrative Aide II / Administrative Aide I, Procurement Division

Total time 1 hr. Total fee Free

7 Clearing a completed procurement 3 hrs. at the counter Done in one visit 2 documents Free

Draft. Not yet checked against the published charter.

Once a procurement is finished, the office marks the file to show the transaction followed the proper procedure under Republic Act 9184.

Before you go

Your time
3 hrs., and you leave with it
Trips to the office
One visit
Where to go
General Services Office, Procurement Division
What you pay
Nothing
Office or division
General Services Office, Procurement Division
Who may avail
End-user offices and departments of the city government
Type of transaction
Government to Government (G2G)
Classification
Simple

What to bring 2 items

How it works

  1. 1Present the approved documents for procurement and the supporting documents.

    The office then

    1. Indicates on the file documents that the transaction is completed.

      3 hoursAdministrative Assistant II / Reproduction and Machine Operator II, Procurement Division

Total time 3 hrs. Total fee Free

For suppliers and the public 3 services

8 Filing a letter of intent as a prospective bidder 30 minutes at the counter Done in one visit 1 document Free

Draft. Not yet checked against the published charter.

A letter of intent formally declares that a party intends to do something needing action or acknowledgement from another, and usually comes before a binding document such as a contract.

Before you go

Your time
30 minutes, and you leave with it
Trips to the office
One visit
Where to go
General Services Office, Procurement Division
What you pay
Nothing
Office or division
General Services Office, Procurement Division
Who may avail
Interested and prospective bidders
Type of transaction
Government to Client (G2C), Government to Business (G2B)
Classification
Simple

What to bring 1 item

How it works

  1. 1Present the letter of intent.

    The office then

    1. Receives the letter of intent.

      30 minutesSenior Administrative Assistant II / Clerk IV, Procurement Division

Total time 30 minutes Total fee Free

9 Asking the Bids and Awards Committee a question 4 hrs. at the counter Done in one visit 1 document Free

Draft. Not yet checked against the published charter.

Queries about the Bids and Awards Committee, which advertises invitations to bid, runs pre-procurement and pre-bid conferences, determines bidder eligibility, receives and evaluates bids, undertakes post-qualification, and recommends contract awards and sanctions under R.A. 9184.

Before you go

Your time
4 hrs., and you leave with it
Trips to the office
One visit
Where to go
General Services Office, Procurement Division
What you pay
Nothing
Office or division
General Services Office, Procurement Division
Who may avail
Prospective bidders and the general public
Type of transaction
Government to Client (G2C), Government to Business (G2B)
Classification
Simple

What to bring 1 item

How it works

  1. 1Present your queries about BAC concerns.

    The office then

    1. Receives the queries for immediate response.

      4 hoursSenior Administrative Assistant II / Administrative Assistant II / Administrative Aide IV, Procurement Division

Total time 4 hrs. Total fee Free

10 Following up a solicitation approved by the City Mayor 40 minutes at the counter 20 days & 40 minutes in total 2 documents Free

Draft. Not yet checked against the published charter.

A solicitation letter may ask for a donation, for business, or for the Mayor's presence at an occasion. Where the City Mayor approves a request for a donation, it comes to the General Services Office to be procured and released.

Before you go

Your time
40 minutes at the counter, 20 days & 40 minutes before it is finished
Trips to the office
2 separate visits
Where to go
General Services Office, Procurement Division
What you pay
Nothing
Office or division
General Services Office, Procurement Division
Who may avail
Anyone whose solicitation letter the City Mayor has approved
Type of transaction
Government to Client (G2C), Government to Business (G2B)
Classification
Highly Technical

What to bring 2 items

How it works

  1. 1Present the letter request approved by the City Mayor with the purchase request, and the approved purchase request, purchase order or requisition issue slip.

    The office then

    1. Receives the letter request for the procurement process.

      40 minutesAdministrative Aide III, Procurement Division

    2. Provides the acknowledgement receipt, purchase order or requisition issue slip for the client's and the office's records.

      20 daysAdministrative Aide IV / RMO II, Procurement Division

  2. 2Receive the solicited items.

    The office then

    1. Releases the solicited items.

      Administrative Aide IV / RMO II, Procurement Division

Total time 20 days & 40 minutes Total fee Free

For city employees 1 service

11 Getting a clearance when you leave city employment 1 hr. & 40 minutes at the counter 3 hrs. & 40 minutes in total 1 document Free

Draft. Not yet checked against the published charter.

The clearance an employee needs when retiring, resigning, transferring to another office, going on official leave, or travelling abroad while still in government service. It clears you of the property and equipment you are accountable for, which has to be transferred, returned or condemned first.

Before you go

Your time
1 hr. & 40 minutes at the counter, 3 hrs. & 40 minutes before it is finished
Trips to the office
2 separate visits
Where to go
General Services Office, Administrative and Records Divisions
What you pay
Nothing
Office or division
General Services Office, Administrative and Records Divisions
Who may avail
City government employees who are retiring, resigning, transferring or going on leave
Type of transaction
Government to Client (G2C)
Classification
Simple

What to bring 1 item

How it works

  1. 1Present the clearance form for retirement, resignation, transfer or leave, and request the transfer, return or condemnation of property, plant and equipment if that applies.

    The office then

    1. Checks the accountabilities of the client.

      40 minutesAdministrative Officer I / Administrative Aide IV / RMO II, Administrative and Records Divisions

    2. Recommends the next steps to complete the clearance form, prepares the property acknowledgement receipt or inventory custodian slip for a transfer, prepares the form for returning items, prepares the inspection and inventory or report of waste materials for property, plant and equipment, and submits it initialled and dated to the department head for final signature.

      2 hoursAdministrative Officer I / Administrative Aide IV / RMO II, Administrative and Records Divisions

  2. 2Have the clearance approved by your department head.

    The office then

    1. The department head signs the document and it is released to the client.

      1 hourCity General Services Officer (CGDH I)

Total time 3 hrs. & 40 minutes Total fee Free

Office personnel 2

Named in the Citizen's Charter. Any of the staff for a division may serve you, which is why the steps above name the division rather than an individual.

Maria Chona A. Riocasa General Services Officer
See all 1 staff across 1 division

Records Division 1

  • Harry M. Quigaman Jr. Administrative Officer I, Records Officer

The charter names only these two officers. Its process tables identify everyone else by position and division.

Feedback and complaints

Answer the Client Satisfaction Measurement Survey at the front desk of the office, or email gso.legazpi@gmail.com. The office is on the ground floor of the City Hall compound, Rizal Street, Barangay 13 Ilawod West.

Every Friday the Officer-in-Charge compiles and records the feedback submitted. Feedback needing an answer goes to the division concerned, which must reply within two days of receipt, and the office's answer is relayed to the client. Complaints are evaluated by the Officer-in-Charge, forwarded to the division concerned for explanation, written up in a report for the Department Head to act on, and the outcome is given back to the client.