Fire Supply Procedures SOP S 1216 R1

• This Standard Operating Procedure (SOP) concerns the administration of Fire Supply procedures.
• The SOP number is S 1216 R1.
• It goes into effect April 30, 2024.
• This SOP replaces S 1216, which was implemented on April 12, 2012.
• Administration is accountable for this SOP.
• The review cycle for this SOP is annual.
• The SOP establishes procedures for the timely management and distribution of supplies and equipment.

General Information

• Fire Supply/Logistics centralizes and controls the distribution of supplies routinely used by the Fort Worth Fire Department (FWFD).
• Requests for supplies are categorized as Monthly, Non-monthly, and Emergency after-hours.
• Supplies are ordered on a monthly basis using the ERP Financial System.
• Fire Supply normal operating hours are Monday through Friday (excluding holidays and scheduled inventory days) between 0800 and 1700 hours.

Monthly Requests

• • Supplies required for both Station and Emergency Medical Services (EMS) are procured by thoroughly filling out a requisition through the ERP (Enterprise Resource Planning) Financial System. This system is designed to streamline the ordering process, ensuring that all supplies are accounted for and that inventory management is efficient and effective. Proper utilization of the ERP system is crucial for maintaining operational readiness and staff safety, as shortages can impact both daily duties and emergency responses.
  • In cases where the items needed are not included in the predefined Supply or EMS lists, it is advised that personnel place their orders through alternative methods, such as by phone or email. Communication with designated Supply or Logistics Personnel is essential in these scenarios to ensure that the necessary items can be obtained without delay. It is important to be proactive in these communications to avoid any service interruptions or delays in receiving critical supplies.
  • When there is a need to procure special or unique items that are not typically stocked, a formal request must be made. This involves completing an electronic 703 form, which is a specific document used to track and authorize special purchases. This form should be forwarded through the established chain of command, making its way to the Shift Commander before it can be officially processed. Additionally, a copy must be emailed to the Supply Captain for record-keeping and further action. This chain-of-command protocol ensures that all special purchases are justified and approved by appropriate supervisory personnel, thereby maintaining transparency and accountability.
  • All requests for supplies and requisitions must adhere to a strict timeline; they need to be submitted by the 25th day of each month. This scheduling is crucial as it allows the Supply Department ample time to process these requests and gather the necessary supplies, ensuring that everything is delivered by the 10th of the subsequent month. This timeline not only helps in inventory management but also helps in budgeting and financial planning for the department, as orders are consolidated and managed effectively.
  • Once an order is placed using the ERP Financial System, a copy of the online order will be readily available for reference within the same system. This document serves as a record of what has been ordered, the quantities, and when it is expected to arrive. Maintaining an accurate and organized record through the ERP is essential for tracking supply usage over time, which helps in future planning and ensuring that all departments remain well-stocked with the necessary supplies. Regular audits of these records can also help in identifying patterns in supply usage, allowing for better forecasting and resource allocation.
  • Supplies required for both Station and Emergency Medical Services (EMS) are procured by thoroughly filling out a requisition through the ERP (Enterprise Resource Planning) Financial System. This system is designed to streamline the ordering process, ensuring that all supplies are accounted for and that inventory management is efficient and effective. Proper utilization of the ERP system is crucial for maintaining operational readiness and staff safety, as shortages can impact both daily duties and emergency responses.
  • In cases where the items needed are not included in the predefined Supply or EMS lists, it is advised that personnel place their orders through alternative methods, such as by phone or email. Communication with designated Supply or Logistics Personnel is essential in these scenarios to ensure that the necessary items can be obtained without delay. It is important to be proactive in these communications to avoid any service interruptions or delays in receiving critical supplies.
  • When there is a need to procure special or unique items that are not typically stocked, a formal request must be made. This involves completing an electronic 703 form, which is a specific document used to track and authorize special purchases. This form should be forwarded through the established chain of command, making its way to the Shift Commander before it can be officially processed. Additionally, a copy must be emailed to the Supply Captain for record-keeping and further action. This chain-of-command protocol ensures that all special purchases are justified and approved by appropriate supervisory personnel, thereby maintaining transparency and accountability.
  • All requests for supplies and requisitions must adhere to a strict timeline; they need to be submitted by the 25th day of each month. This scheduling is crucial as it allows the Supply Department ample time to process these requests and gather the necessary supplies, ensuring that everything is delivered by the 10th of the subsequent month. This timeline not only helps in inventory management but also helps in budgeting and financial planning for the department, as orders are consolidated and managed effectively.
  • Once an order is placed using the ERP Financial System, a copy of the online order will be readily available for reference within the same system. This document serves as a record of what has been ordered, the quantities, and when it is expected to arrive. Maintaining an accurate and organized record through the ERP is essential for tracking supply usage over time, which helps in future planning and ensuring that all departments remain well-stocked with the necessary supplies. Regular audits of these records can also help in identifying patterns in supply usage, allowing for better forecasting and resource allocation.

Non-Monthly Requests

• Fire extinguishers can be exchanged at Fire Supply/Logistics.
• Propane bottles may be exchanged on a one-for-one basis, bottles shall be taken the rear of the building.
• Personal Protective Equipment (PPE) will be replaced upon receipt of an approved F.D. 703 through the chain of command to the Shift Commander for replacement of PPE that is lost or stolen.
• A copy shall be emailed to the Supply Captain or PPE Supervisor.
• If an emergency incident occurs that depletes station stock, notify Supply.
• Supplies will be delivered to the station.
• For an Emergency restock of Station and/or EMS supplies, contact Fire Supply.
• Fire Supply will advise when the order is ready for pick up or delivery.

Emergency After-Hours Requests

• Notify the Fire Alarm Office (FAO).
• FAO will contact the Shift Commander for approval of the emergency callback of Fire Supply personnel.