SOP Library
SOP NO:
GS-PD09
(List of Exhibits/Attachments)
Missi
on
:
Finance and Administration
Area:
General Services (GS)
Activity:
Purchasing/Inspection and Fixed Asset Disposition (GS-PD)
Title:
Repair/Maintenance/Fabrication of Central Office Furniture, Equipment and Facilities
Date Approved/Issued:
10/06/1987
Date Effective:
10/15/1987
Digest:
I. TERMS OF REFERENCE
A. Rationale
B. Objective
C. Scope
D. Basis
II. IMPLEMENTING GUIDELINES
A. RESPONSIBLE UNITS
1. The Office Facilities and Maintenance Section (Administrative Facility Services Division - GSD) shall be responsible for the repair/renovation, fabrication and maintenance of office structures and building facilities.
2. The Property Monitoring and Maintenance Section (Supply Management Division - GSD) shall be responsible for the repair and maintenance of office equipment.
3. The Vehicle Maintenance Section (Administrative Facility Services Division - GSD) shall be responsible for the repair and maintenance of agency vehicles.
4. The Communication Facility Operation and Maintenance Section (Communication Services Division - GSD) shall be responsible for the repair and maintenance of NFA communication facilities
B. REQUEST FOR REPAIR
1. Request for repair/fabrication/renovation of office/building facilities furnitures and equipment including transportation and communication facilities shall be made through the
Job Request
Form.
Exhibit 1 -
Job Request
Form for Building/Office/Communication Facilities and Equipment
Exhibit 2
-
Job Request
Form for Transportation Facilities
Control no. of
job request
s shall be assigned by the concerned GSD section for reference purposes.
2. The
Job Request
form shall be prepared by the requisitioning directorate/office for submission to GSD indicating the nature and quantity of work requested including name/s of accountable employees to whom the finished project will be assigned.
3.
Job request
per Exhibit 1 must be approved by proper authorities following the specification of authority for repair/maintenance/renovation/fabrication
3.1 Request for minor repair/renovation/fabrication
A Division Chief, AFSD, SMD, CSD
3.2 Request for major repair/renovation/fabrication
A Director, GSD
4. Whether the job order has been approved or disapproved, the requisitioning directorate shall be informed accordingly stating the expected date when the project would be undertaken, the problems to be encountered in accomplishing the request or the reasons for disapproval. (Format on the lower portion of Exhibit 1).
5.
Job Request
for Vehicle Repair
(Exhibit 2) shall be accomplished by the Driver at the appropriate portion. Scheduling, assigning of mechanics and monitoring of repair shall be done by the Chief, Vehicle Maintenance Section.
The overall work done on the vehicle shall be noted by the Division Chief, AFSD for inclusion in the vehicle history card.
6. The
Job Request
shall be prepared in 3 copies and shall be distributed as follows:
Copy 1 - Concerned GSD Division
2 - Unit Head
3 - Requisitioning directorate (copy after approval)
C. REPAIR/RENOVATION/FABRICATION BY THIRD PARTY
1. Based on approved
job request
, repair/renovation/fabrication shall be deliverated if it could be done in house or thru third party.
Repair/maintenance by outside party/ies shall be availed or only when resources of the concerned office/unit can not meet the requirement of the intended work.
2. All works to be done outside party shall be covered by a "JOB ORDER".
3. The signing of the job order shall have the following specification of authority.
1. Signing of Job Order/Contract for Vehicle Repair
1,000 & below Chief, Vehicle Maintenance Section, GSD
Above 1,000 to 10,000 Chief, Administrative Facility Services Division,
GSD
Above 10,000 to 30,000 Asst. Director, GSD
Above 30,000 to 50,000 Director, GSD
Above 50,000 to 100,000 Asst. Administrator for Corporate Adm.
Above 100,000 to 200,000 Deputy Adm. for Corporate Affairs
Above 200,000 Administrator
2. Signing of Job Order/Contracts for Renovation/Repair/Fabrication of Office Equipment/Furniture/Facility
1,000 and below Chief, Property Monitoring & Maint. Section, GSD
Above 1,000 to 10,0000 Chief, Supply Mgt. Division, GSD
Above 10,000 to 30,000 Asst. Director, GSD
Above 50,000 to 100,000 Asst. Administrator for Corporate Adm.
above 100,000 to 200,000 Deputy Adm. for Corporate Affairs
Above 200,000 Administrator
D. MATERIAL REQUEST
1. All materials/items intended to be used in the repair/maintenance/renovation/fabrication shall be requested by the GSD responsible unit from the Property Storage and Disposition Section (PSDS)
2. Requisition of materials shall be through the Requisition and Issue Voucher (RIV). In case, the material requested is not available in stock, the item shall be purchased following existing SOP on C.O. Purchasing System.
3. For spare part requisitioning, the waste material shall be presented to PSDS for preparation on waste material report and subsequent issuance of requested parts.
E. MATERIAL HANDLING AND CONTROL
1. A custodian shall be designated per section who shall be responsible for the withdrawal of materials for repair/maintenance/in-house fabrication from PSDS. He shall likewise be responsible for the inventory of construction materials for each project good for three (3) days, and the accumulated excess/unused materials.
2. Two separate logbooks shall be maintained by the custodian to control acceptance, issuance and inventory of materials and shall contain the ff:
a) For a particular project
1. RIV/JO Nos
2. Materials estimate for the project
3. Materials received from PSDS
4. Issuances
5. Unused and excess materials
b) For unused excess materials returned to PSDS
1. IRSUM No.
2. Qty. and specification of returned item
3. Requisitioning directorate/office
4. Signature of requisitioner
3. The custodian (PSDS) shall maintain a perpetual stock ledger card for each item for inventory and shall update the balance. The total amount at the stock ledger card should agree with the actual stock balance on hand and the controlling ledger account.
4. The
Inventory of the Return Slip for unused/excess materials
(IRSUM) Exhibit 3) shall be used to record unused/excess materials and shall evidence the return of said unused/excess materials to PSDS. This shall be signed by the Property Inspector and the Foreman.
5. All unused/excess materials of a particular project shall be returned to and stored by PSDS. Utilization of such shall only be with an approved job order.
F. PLANS AND ESTIMATES
1. The Project's plan shall be composed of the schematic drawings (blueprints) and the detailed material/spare part requirement and cost. It shall be prepared for projects and cost. It shall be prepared for projects done by AFSD which may require detailed and accurate undertaking.
2. The
Bill of Materials and Cost Estimate
(Exh. 5) shall contain estimates of construction materials as basis for the preparation of the RIV.
Copy 1 - AFSD
2 - Requisitioning directorate
3 - RIV
4 - Construction Foreman
3. GSD shall likewise prepare the final project specifications for repair/maintenance/ renovation/fabrication done by outside party.
4. Estimate of materials should not be rounded off to the commercial value to ensure utilization of excess materials such as paints, thinner, lumber, etc.
5. All plans for any particular project prior to start of work must be presented to the requisitioning office for approval. GSD shall furnish IAD a copy of the approved plans and estimates.
G. INSPECTION
1. Pre-repair inspection conducted by Technical Inspection Unit, IAS shall be required for all repairs and maintenance of NFA owned equipment/vehicle that will require replacement of spare part/s.
Request for pre-repair inspection shall be accomplished by PSDS Property Custodian upon receipt of RIV and shall be presented to IAD's property inspector for inspection.
2. All repairs shall be subjected to post-repair inspection immediately after completion to check the actual extent of work done and/or to check the actual parts replaced.
3. All worn-out parts shall be presented to the Property Inspector accompanying a waste material report for inspection and recommendation of type of disposal to be done.
4. Fabrication work shall likewise require post fabrication inspection by IAD to evaluate and certify to the actual cost of the item.
H. MONITORING
1. All repairs done on any building/office equipment vehicle shall be recorded in their respective history card maintained by PMMS showing the date and nature of repair, parts replaced and cost of repair.
2. All completed projects whenever practicable shall be assigned a corresponding property number to form part of the inventory of fixed assets.
I. ACCOMPLISHED REPORT
1. The
Job Acknowledgment Slip
(JAS) (Exhibit 4) shall serve as an accomplished report for a completed project. This shall be prepared by the Section Chief and shall be certified by the requisitioning office/directorate.
2. The
Project Accomplishment Report
(PAR) (Exhibit 6) shall be a monthly report prepared by the Chief, AFSD/CSD/SMD for submission to the GSD Director every first week of the month. This shall state the projects undertaken by the division.
III. RESPONSIBILITIES
1.
Requisitioning Directorate/Office
a) Prepares job order request.
b) Approves plans and material estimates for requested project.
c) Certifies to the work done on the
Job Acknowledgment Slip
2.
Division Chief, AFSD, SMD, CSD
a) Approves job order for minor repair/service.
b) Recommends approval of job order for major repair/service.
3.
AFSD, SMD, CSD
a)
Prepares plans and materials estimate based on request of requisitioning directorate/office, submits same for approval to the requestioner, and furnishes IAD a copy of the approved plans and estimates.
b) Prepares RIV and requests for material to be used in the project.
c) Undertakes requested repair/service/renovation.
d) Requests for pre-repair and post repair inspection.
e) Fill up Inventory of and Return Slip for unused/excess materials form to record unused/excess materials.
4.
Director, GSD
a) Approves
job request
for major repair/service.
b) Approves job order/contracts for repair, renovation, fabrication by 3rd party per specification of authority.
5.
Technical Inspection Unit, IAD
a) Conducts pre-repair and post-repair inspection as requested by GSD.
b) Checks and inspects all worn-out spare parts listed in the waste material report.
c) Conducts post-fabrication inspection and certifies to the cost of fabricated item and actual quantity of materials used.
IV. FLOW CHART
Top Page
EXHIBITS
Job Request
Vehicle Maintenance Section
Inventory of and Return Slip for Unused/Excess Materials
Job Acknowledgment Slip
Bill of Materials and Cost Estimate
Project Accomplishment Report