GENERAL SERVICES ADMINISTRATION.

LEGAL AUTHORITY

Reorganization Plan No. 2 of 1971, effective January 31, 1973, created the General Services Administration so they can provide, in accordance with regulations, diverse auxiliary services by simplifying and expediting the processes, improving the quality of services and controling operational expenses. Act No. 164 of July 23, 1974, as amended, known as the General Services Administration Law reorganized said administration.

MISSION

Provide per Act No. 164 public policy of July 23, 1974, as amended, known as the General Services Administration Act, and per its laws and regulations, the technological tools needed to acquire quality goods and services at the lowest cost possible.

VISION

Transform the General Services Administration into a digital goods and services purchasing and sales intermediary, in order to provide efficient, effective and affordable services that promote efficiencies and economies at the agencies that provide services to citizens. Act as a facilitator between the government, small and medium-sized businesses.

ORGANIZATIONAL STRUCTURE

General Services Administration is comprised of the following organizational units:

  • Auxiliary Administration for Purchasing and Bidding
  • Auxiliary Administration for Agency Support Services
  • Administration
  • Reconsideration Board
  • Bidding Board
  • Regulatory Board
  • Legal Office
  • Internal Auditing Office
  • Human Resources and Labor Relations Office
  • Administrator's Offices

GEOGRAPHIC LOCATION

The General Services Administration is located at No. 249 Barbosa Avenue at the corner of Quisqueya Street and has 4 regional offices in Manati, Mayaguez, Ponce and Guayama.


PROGRAMMATIC STRUCTURE


POSITIONS FILLED

Authorized and Proposed Positions 2009 2010 2011 2012
Sept./08 Sept./09 Sept./10 Feb./11 Proj.

 

Total amount of positions 256 224 153 148 148

Data comes from the Agency's Certified Headcount Reports. Figures for Fiscal Year 2011-2012 were estimated during the budget formulation process.


PROGRAMS

PUBLIC DOCUMENTS ADMINISTRATION

Program Description

Oversees compliance with Act No. 5 of December 8, 1955, as amended, and applicable regulations. Establishes systematic procedures for the conservation and disposition of public documents for every agency. This includes legal and fiscal documents, and those designated for disposal once time requirement for their retention is met or when the documents are no longer useful/needed. It promotes, disseminates, educates, offers technical assistance and trains executive branch officials as well as public corporation and municipality personnel.


Objective

  • Achieve an effective and affordable administration of public documents from their creation, conservation, use and disposal for the Executive Branch dependencies, municipalities and public corporations.

Customers

Government of Puerto Rico agencies, public corporations and municipalities

Human Resources

Authorized and Proposed Positions 2009 2010 2011 2012

Managerial,Technical, Administrative, and Office Staff 6 6 4 4
Total, Positions 6 6 4 4

Purchases, Services, and Supplies

Program Description

It offers its services to Government of Puerto Rico's agencies in accordance with Article 16 of Act No. 164 of July 23, 1974, as amended, per its regulations and the general and special provisions that govern this area of activity in the Puerto Rican government. It coordinates, directs, supervises and acquires non-professional services and property that the agencies request, and sells office and cleaning materials to the Government of Puerto Rico agencies and some municipalities. In addition, it maintains the sole registry of suppliers.


Objective

  • Educate, oversee and reduce purchasing processing times.

Statistical Data 2010 2011 2012

 

Bids awarded 57 65 70
Central Suppliers Registry applications processed 685 850 1,500
Purchase orders processed 790 820 938
Warehouse requests dispatched 974 984 990

The statistical data was provided by the Agency during the Fiscal Year 2011-2012 budget formulation process.

Customers

Government agencies, public corporations, municipalities, industries and merchants

Human Resources

Authorized and Proposed Positions 2009 2010 2011 2012

Managerial,Technical, Administrative, and Office Staff 23 18 15 12
Other staff 29 26 12 12
Total, Positions 52 44 27 24

Public Buildings Construction, Maintenance, Administration and Leasing

Program Description

Plans, schedules, designs, constructs and inspects construction projects. Counsels during the construction, repair and renovation bidding process for non public school buildings. Ensures that all rental contracts comply with legal requirements, applicable executive orders and inspects sites to guarantee that they are safe, accessible and in optimum physical condition.


Objectives

  • Provides project supervision and inspection support.
  • Ensures that the number of rented physical installations comply with applicable law and regulation.

Statistical Data 2010 2011 2012

 

Applications and external service orders 83 180 200
Warehouse requests dispatched 210 260 300

The statistical data was provided by the Agency during the Fiscal Year 2011-2012 budget formulation process.


Customers

Government of Puerto Rico agencies, public corporations and municipalities

Human Resources

Authorized and Proposed Positions 2009 2010 2011 2012

Managerial,Technical, Administrative, and Office Staff 18 18 11 10
Other staff 17 16 10 10
Total, Positions 35 34 21 20

General Management and Administration

Program Description

Plan, regulate, coordinate and supervise to meet established objectives.

Objectives

  • Update existing mechanisms to ensure promptness, efficiency and effectiveness of the processes guaranteeing the transparency of the transactions.
  • Increase personnel efficiency.
  • Offer new services to the executive branch agencies located in the metropolitan area.

Customers

All operational programs

Human Resources

Authorized and Proposed Positions 2009 2010 2011 2012

Managerial,Technical, Administrative, and Office Staff 57 57 35 33
Other staff 41 30 28 29
Total, Positions 98 87 63 62

Printing and Reproduction Centers

Program Description

Provide and regulate agency printing services and reproduction costs under Act Num. 164 of July 23, 1974. Also authorize the establishment of reproduction centers in the agencies.

Objectives

  • Increase the efficiency of reproduction services.
  • Improve the quality of printing services.

Statistical Data 2010 2011 2012

 

Jobs processed 143 150 175

The statistical data was provided by the Agency during the Fiscal Year 2011-2012 budget formulation process.

Customers

Agencies, municipalities and corporations

Human Resources

Authorized and Proposed Positions 2009 2010 2011 2012

Managerial,Technical, Administrative, and Office Staff 7 7 5 5
Total, Positions 7 7 5 5

Motor Vehicles Transportation and Maintenance

Program Description

Administers the Government of Puerto Rico's fleet of air, marine and land transportation vehicles. Regulate and monitor their use. Provides towing and transportation services. It is also in charge of the sale of fuel, lubricants and other services related to transportation. It issues authorizations to drive official vehicles, as well as train and certify agency transportation managers. It investigates accidents involving official vehicles. It submits recommendations to insurers and refers the results of the investigations to the agencies for pertinent action.

Objective

  • Offers efficient, prompt and quality services to agencies. In accordance with its mission of being the Government of Puerto Rico's fleet administrators, oversees compliance with established procedures under Regulation No. 12 of May 9, 1980, known as the Government Fleet Administration Regulation.

Statistical Data 2010 2011 2012

 

Accident estimates 1,469 521 0
Licenses issued (all) 2,888 1,850 1,880
Services and advice to farmers 474 450 500

The statistical data was provided by the Agency during the Fiscal Year 2011-2012 budget formulation process.

Customers

Government of Puerto Rico Agencies, public corporations and municipalities

Human Resources

Authorized and Proposed Positions 2009 2010 2011 2012

Managerial,Technical, Administrative, and Office Staff 42 31 23 23
Planning, Budget, Statistics, Auditing, and Finance 16 15 10 10
Total, Positions 58 46 33 33

FISCAL YEAR 2011-2012 ADOPTED BUDGET

The adopted consolidated budget for Fiscal Year 2011-2012 is $9,170,000. This funding includes: $8,970,000 from Revenues Internal Sources and $200,000 in Special Appropriations - General Fund.

$200,000 in Special Appropriation - General Fund will be used for the Puerto Rico International Book Fair.

SUMMARY OF AVAILABLE RESOURCES

Consolidated Budget  (thousands $) 2009 2010 2011 2012

 

Program  
Operational Expenses Actual Actual Budget Adopted
General Management and Administration 4,783 4,076 3,833 4,098
Motor Vehicles Transportation and Maintenance 2,477 1,865 1,892 1,885
Printing and Reproduction Centers 935 720 691 664
Public Buildings Construction, Maintenance, Administration and Leasing 1,164 878 1,092 799
Public Documents Administration 352 303 129 177
Purchases, Services, and Supplies 2,045 12,638 1,401 1,347
Subtotal, Operational Expenses 11,756 20,480 9,038 8,970
 
Subsidies, Incentives and Donations
General Management and Administration 200 200 200 200
Subtotal, Subsidies, Incentives and Donations 200 200 200 200
 
Capital Improvements
Public Buildings Construction, Maintenance, Administration and Leasing 0 582 0 0
Subtotal, Capital Improvements 0 582 0 0
Total, Program 11,956 21,262 9,238 9,170
 
Funding Sources  
Operational Expenses  
Joint Resolution - General Fund 352 0 0 0
Special Appropriations - General Fund 0 11,000 0 0
Revenues from Internal Sources 11,404 9,480 9,038 8,970
Subtotal, Operational Expenses 11,756 20,480 9,038 8,970
 
Subsidies, Incentives and Donations  
Special Appropriations - General Fund 200 200 200 200
Subtotal, Subsidies, Incentives and Donations 200 200 200 200
 
Capital Improvements  
Other Income 0 582 0 0
Subtotal, Capital Improvements 0 582 0 0
Total, Funding Sources 11,956 21,262 9,238 9,170
 
Expense Category  
Operational Expenses  
Payroll and Related Expenses 9,253 7,382 6,303 6,360
Rent and Utilities 615 11,435 634 453
Purchased Services 641 463 470 470
Transportation Expenses 23 43 21 18
Professional Services 190 199 482 512
Other Expenses 818 830 840 858
Equipment Purchases 77 16 73 17
Office Supplies and other Materials 124 107 130 112
Advertising and Media Expenses 15 5 85 170
Subtotal, Operational Expenses 11,756 20,480 9,038 8,970
 
Subsidies, Incentives and Donations  
Contributions to Non Governmental Entities 200 200 200 200
Subtotal, Subsidies, Incentives and Donations 200 200 200 200
 
Capital Improvements  
Capital Improvements Program 0 582 0 0
Subtotal, Capital Improvements 0 582 0 0
Total, Expense Category 11,956 21,262 9,238 9,170


SUMMARY OF RESOURCES BY PROGRAM

Public Documents Administration

Budget (thousands $) 2009 2010 2011 2012

 

Funding Sources  
Operational Expenses  
Revenues from Internal Sources 352 303 129 177
Subtotal, Operational Expenses 352 303 129 177
Total, Funding Sources 352 303 129 177
 
Expense Category  
Operational Expenses  
Payroll and Related Expenses 309 272 91 145
Rent and Utilities 13 8 15 8
Purchased Services 5 5 0 5
Transportation Expenses 2 1 2 1
Other Expenses 17 10 15 11
Office Supplies and other Materials 6 7 6 7
Subtotal, Operational Expenses 352 303 129 177
Total, Expense Category 352 303 129 177
 

Purchases, Services, and Supplies

Budget (thousands $) 2009 2010 2011 2012

 

Funding Sources  
Operational Expenses  
Revenues from Internal Sources 2,045 1,638 1,401 1,347
Special Appropriations - General Fund 0 11,000 0 0
Subtotal, Operational Expenses 2,045 12,638 1,401 1,347
Total, Funding Sources 2,045 12,638 1,401 1,347
 
Expense Category  
Operational Expenses  
Payroll and Related Expenses 1,838 1,431 1,185 1,132
Rent and Utilities 97 11,085 101 88
Purchased Services 4 2 4 2
Transportation Expenses 1 1 1 1
Other Expenses 102 115 107 120
Office Supplies and other Materials 3 4 3 4
Subtotal, Operational Expenses 2,045 12,638 1,401 1,347
Total, Expense Category 2,045 12,638 1,401 1,347
 

Public Buildings Construction, Maintenance, Administration and Leasing

Budget (thousands $) 2009 2010 2011 2012

 

Funding Sources  
Operational Expenses  
Revenues from Internal Sources 1,164 878 1,092 799
Subtotal, Operational Expenses 1,164 878 1,092 799
 
Capital Improvements  
Other Income 0 582 0 0
Subtotal, Capital Improvements 0 582 0 0
Total, Funding Sources 1,164 1,460 1,092 799
 
Expense Category  
Operational Expenses  
Payroll and Related Expenses 1,014 756 936 675
Rent and Utilities 35 20 37 21
Purchased Services 5 20 5 21
Transportation Expenses 9 9 9 5
Other Expenses 56 40 58 42
Office Supplies and other Materials 45 33 47 35
Subtotal, Operational Expenses 1,164 878 1,092 799
 
Capital Improvements  
Capital Improvements Program 0 582 0 0
Subtotal, Capital Improvements 0 582 0 0
Total, Expense Category 1,164 1,460 1,092 799
 

General Management and Administration

Budget (thousands $) 2009 2010 2011 2012

 

Funding Sources  
Operational Expenses  
Joint Resolution - General Fund 352 0 0 0
Revenues from Internal Sources 4,431 4,076 3,833 4,098
Subtotal, Operational Expenses 4,783 4,076 3,833 4,098
 
Subsidies, Incentives and Donations  
Special Appropriations - General Fund 200 200 200 200
Subtotal, Subsidies, Incentives and Donations 200 200 200 200
Total, Funding Sources 4,983 4,276 4,033 4,298
 
Expense Category  
Operational Expenses  
Payroll and Related Expenses 3,987 3,443 2,687 3,038
Rent and Utilities 280 153 283 161
Purchased Services 195 174 191 181
Transportation Expenses 5 26 3 7
Professional Services 58 99 338 368
Other Expenses 117 128 122 122
Equipment Purchases 76 16 72 17
Office Supplies and other Materials 50 32 52 34
Advertising and Media Expenses 15 5 85 170
Subtotal, Operational Expenses 4,783 4,076 3,833 4,098
 
Subsidies, Incentives and Donations  
Contributions to Non Governmental Entities 200 200 200 200
Subtotal, Subsidies, Incentives and Donations 200 200 200 200
Total, Expense Category 4,983 4,276 4,033 4,298
 

Printing and Reproduction Centers

Budget (thousands $) 2009 2010 2011 2012

 

Funding Sources  
Operational Expenses  
Revenues from Internal Sources 935 720 691 664
Subtotal, Operational Expenses 935 720 691 664
Total, Funding Sources 935 720 691 664
 
Expense Category  
Operational Expenses  
Payroll and Related Expenses 360 299 242 213
Rent and Utilities 95 83 99 86
Purchased Services 363 217 240 239
Other Expenses 115 116 107 121
Office Supplies and other Materials 2 5 3 5
Subtotal, Operational Expenses 935 720 691 664
Total, Expense Category 935 720 691 664
 

Motor Vehicles Transportation and Maintenance

Budget (thousands $) 2009 2010 2011 2012

 

Funding Sources  
Operational Expenses  
Revenues from Internal Sources 2,477 1,865 1,892 1,885
Subtotal, Operational Expenses 2,477 1,865 1,892 1,885
Total, Funding Sources 2,477 1,865 1,892 1,885
 
Expense Category  
Operational Expenses  
Payroll and Related Expenses 1,745 1,181 1,162 1,157
Rent and Utilities 95 86 99 89
Purchased Services 69 45 30 22
Transportation Expenses 6 6 6 4
Professional Services 132 100 144 144
Other Expenses 411 421 431 442
Equipment Purchases 1 0 1 0
Office Supplies and other Materials 18 26 19 27
Subtotal, Operational Expenses 2,477 1,865 1,892 1,885
Total, Expense Category 2,477 1,865 1,892 1,885