3. Request for the Issuance of Department Authority to LGUs to Purchase Vehicle Description of Service: To review, assess and ensure that the submitted documentary requirements for the acquisition of government motor vehicles of LGUs is in compliance to DILG Memorandum Circular 2022-105, dated August 23, 2022 and DBM Budget Circular 2022-1, dated February 11, 2022, and that all purchases shall be subject to pertinent budgeting, procurement, accounting and auditing rules and regulations.. Office Bureau of Local Government Supervision (BLGS); DILG Regional Office; DILG Field Office Classification Highly Technical Transaction Total Processing Time 18 Working Days, 1 Hour if CO approval; 13 Working Days, 1 Hour if RO approval Type of Transaction G2G - Government to Government Fees to be paid None Who may avail All Local Government Units (LGUs) Documentary requirements Where to secure 1. Accomplished Citizen's Charter Request Form DILG Field Office/ DILG official website 2. Indorsement from DILG Provincial/HUC Director C/MLGOO DILG Provincial/ Regional Office 3. Letter Request of Local Chief Executive stating the purpose a) Purpose and Deployment b) No. of units to be purchased c) Type of vehicles and specification: I. no. of cylinders, fuel and engine II. displacement LGU Office of the Local Chief Executive 4. Certificate of Availability of Funds from Local Accountant, or the Head of the Accounting Unit, or in case of his/her absence, the Local Treasurer or Budget Officer ( with the date of issuance, fund source and the appropriated amount), issued 6 months prior to request of vehicle LGU Office of the Local Accountant/ Treasurer or Budget Officer 5. Certified true copy of an Ordinance approving such purchase (i.e., first two and last pages of the said Ordinance and the page indicating the appropriated amount, per vehicle, to be purchased, and reflecting the name of office the budget was appropriated), and current Sanggunian Resolution on fund utilization in case of trust funds such as, unexpended DRRM fund balances from the previous year(s), and funds transferred/donated to the requesting-LGU from higher-level LGUs, government corporations, etc.; LGU Office of the Sanggunian 6. Updated (current calendar year) inventory/accounting of all existing motor vehicles showing their status/conditions/worthiness (e.g., good, fair, repairable or unserviceable) duly certified by the LGU’s Property/Supply Officer/ Accountable officer. LGU General Services Office or alike DILG OFFICES HOUR Monday to Friday 8am to 5pm
Client Action (Detailed steps) Agency action (Detailed Steps) Person in Charge Position Unit / Division Processing Time 1. Accomplish and submit the Citizens Charter Service Request Form (CCSRF) along with the letter request and other required documentary requirements. 1.1. Receive, record, conduct initial evaluation of request, and endorse to: Regional Office (requests from ICCs, HUCs, Provinces) Provincial Office (requests from Component Cities, Municipalities and Barangay) Records Officer HUC Staff Field Officer 3 working days 1.2. Receiving and conduct of appropriate action (PO Level) 1.2.1. Receive and route the request to the concerned Office/Action Officer for review. 1.2.2. Action Officer review the endorsed request for completeness and appropriateness. 1.2.3. Prepare endorsement signed by PD and transmit to RO Receiving Officer PO Action Officer Provincial Director 3 working days 1.3. Receiving and conduct of appropriate action (RO Level) 1.3.1. Receive and route the request to the concerned Office/Action Officer for review. 1.3.2. Action Officer review the endorsed request for completeness and appropriateness. Prepare: a. Endorsement to CO (requests from ICCs, HUCs, Provinces) b. Department Authority to Purchase Motor Vehicle (requests from Component Cities, Municipalities and Barangay) Regional Focal Person Action Officer Regional Director Central Office: 3 working days Regional Office: 7 working days DILG OFFICES HOUR Monday to Friday 8am to 5pm
Client Action (Detailed steps) Agency action (Detailed Steps) Person in Charge Position Unit / Division Processing Time 1.4. Receiving and conduct of appropriate action (CO Level). 1.4.1. Receive and route the request to the concerned Office/Action Officer for review. 1.4.2. Action Officer review the endorsed request for completeness and appropriateness. 1.4.3. Prepare Department Authority to Purchase Motor Vehicle and forward authority to USLG for approval. OD Receiving Officer/ BLGS-RAD Admin Officer/ Action Officer, BLGS Director Central Office: 7 Working Days 1.5. Review and approved the Authority to Purchase Motor Vehicle USLG or Designated Officer-In-Charge Central Office: 2 Working Days 1.6. Release the approved Authority to Purchase Motor Vehicle or Letter reply to RO through the CRS Process Owner/Assigned Action Officer, Releasing Officer Central Office: 1 hour 2. Receive the Authority and accomplish the Customer Satisfaction Feedback Form 2.1. Conduct the Customer Satisfaction Survey prior to the release of the Authority to Purchase Motor Vehicle. C/MLGOO/ Provincial Officer Regional/ Field Office: 1 hour Total Processing Time 18 Working Days, 1 Hour if CO approval; 13 Working Days, 1 Hour if RO approval END OF TRANSACTION Note: For steps 1.1 to 1.4, if the submitted documents are incomplete, prepare letter reply informing the LGU of the lacking documents. This service is qualified for Multi-Stage Processing. DILG OFFICES HOUR Monday to Friday 8am to 5pm