8/5 Supplies PDF

8/5 SUPPLIES 1 8/5 SUPPLIES 8/5-01.01 SERVICE & SUPPLIES/SUPPLIES -01. GENERAL.01 PROCEDURE A. Check the list below to ascertain if there is additional information...

8/5 SUPPLIES 1 8/5 SUPPLIES 8/5-01.01 SERVICE & SUPPLIES/SUPPLIES -01. GENERAL.01 PROCEDURE A. Check the list below to ascertain if there is additional information required when obtaining the item desired. If the item falls in one of the following groups, refer to the subsection shown. Item Subsection Automotive Supplies 8/5-84.01 Gasoline & Diesel Fuel 8/5-84.40 Engine Oil & Kerosene 8/5-84.20 Paint & Paint Supplies 8/5-84.60 First Aid Supplies 8/7-60.66 Protective Clothing 8/3-32.30 thru 8/3-32.80 B. Log on to the SRS "Supply Requisition System" and select the Supply Selection Screen: (Volume 4, 8/7-01.01) The list of requested supplies will be selected from this screen. The Catalog list appears to the left side of the screen. The catalogs are organized by the location or supplier, which provides the items listed within each catalog. The ALL A-Z option provides an alphabetical list of all the items available within the nine catalogs. 1. If the item has a special designation (code letters in parentheses), refer to Volume 4, 8/5-14.01, “Limited Distribution”. 2. If the item is expendable, (no INV.) refer to Volume 4, 8/5-28.01 and fill out the requisition as shown in 8/7-01.01. 3. If the item is an inventory item, refer to Volume 4, 8/5-42.01 C. If the item cannot be found in the SRS catalog of supplies, refer to Volume 4, 8/3-01.01 and follow the procedure outlined in the sections indicated. D. If the item is not listed in Volume 4, 8/3-01.01, it should be ordered as shown under “Non-Catalog Items” in 8/5-56.01. -01. GENERAL.01 EMERGENCY ISSUE An emergency issue is one, which if not made may seriously hamper the operating efficiency of the Department subdivision involved. To obtain an emergency issue: A. Chief Officers must make the request for their commands when, in their opinion, adherence to the normal requisition and delivery schedule might seriously affect the efficiency of the subdivision concerned. The request is to be made verbally to the Assistant Division Commander at Supply and Maintenance, (485-6101), during regular office hours. When the S&M offices are closed, the request shall be directed to Rescue Maintenance at S&M, (485-6121). After the verbal request is made, the concerned subdivision shall submit a SRS requisition (and an F-225 if required) using the procedure required for the specific item and circumstance as shown in 8/5-42.01, Inventory Items, and/or 8/5 SUPPLIES 2 8/5-42.60, Lost Items. Include a statement in the “special instructions” in capital letters: ITEM (S) RECEIVED – EMERGENCY ISSUE..50 EXPEDITED PURCHASE Expedited purchases may be approved by the Chief Officers and employees designated in the following sections: A. Sub Purchase Order ……………… 8/5-70.25 B. Petty Cash ………………………… 8/5-70.01 -14. LIMITED DISTRIBUTION.01 GENERAL The following special designations indicate limited distribution of certain supply items and/or special ordering instructions. The items marked with a special designation on the SRS Requisition are to be ordered only by the Department subdivision listed below and/or they may require a special ordering procedure. AIR - Air Refilling Stations AO - Air Operations BLSRA - Basic Life Support RA BU - Brush Patrol C - Chief Officers (Companies/Units needing these items should obtain them from their Battalion/Section Commanders.) CR - Crash Companies DS - Designated Station (Questions concerning "designated station" status shall be referred to S&M Stores Information, 485-6103) EL - Emergency Lighting EXT - Stations With Extractor Washers EXCH - Exchange FB - Fire Boats FT - Foam Tender HMDC - Hazardous Materials Decontamination Trailer HM - Hazardous Materials Companies HQ - Departmental Officers INV - Inventoried Item MAPS - Maps and Drafting M&O - Manuals and Orders PAE - PM Assessment Engine PE - Paramedic Engine PRA - Paramedic RA REHAB - REHAB/Air Tender S&M - S&M Only USAR - Urban Search and Rescue 8/5 SUPPLIES 3.20 RESPONSIBILITY FOR OVERSTOCKING In addition to the obvious responsibility of the Station Commander to avoid overstocking, it is Department policy that the Battalion Commander verifies the need for supplies being ordered by stations within their command. The Battalion Commander’s approval on the requisition indicates their concurrence with the need for the items and quantities requested. In addition to the Battalion Commander’s responsibility for local control of overstocking, there are times when shortages may dictate a need to limit quantities on a Department-wide basis. The responsibility for the limitations on requisitions rests with the Supply and Maintenance Division. -28. EXPENDABLE ITEMS.01 GENERAL Expendable items are those which are consumed by use or have no salvage value. They are to be discarded when no longer of value and restocked, if needed. Surplus expendable items will be turned in to S&M..33 TURN-INS The following items, although expendable, should be forwarded to S&M when they are no longer of value to companies or units. Surplus expendable items must be returned with a SRS requisition listing current stock codes. New items may be obtained without turning in old items. A. All reusable metal or glass containers used for kerosene, oil, etc. B. Damaged U.S. Flags -42. INVENTORY ITEMS.01 GENERAL Inventory items are those items designated (INV) in the SRS Catalog of Supplies. The procedure involving inventory items will be limited to one of the following: A. Original Issue B. Temporary Issue C. Exchange or Repair, refer to Volume 4, 8/5-42.30, 8/5-42.50 D. Emergency Issue, refer to Volume 4, 8/5-01.25.20 ORIGINAL ISSUE Original Issue of inventory items will be made in order to comply with Department standards or policy in the following manner: A. Shall be requested on a SRS requisition giving statement for need. B. Shall be justified by forwarding an F-225 to Bureau Commander (attach one copy of the SRS requisition). C. Procurement of items not budgeted for is contingent on requesting the Stores Supervisor (485-6108) or the Assistant Division Commander (485-6101) to identify available funds. D. Must be evaluated and approved by intermediate Chief Officers, who will consider the overall advantages and disadvantages of the request. E. For required approvals, refer to Volume 4, 8/7-90.20 F. When the item is received, the receiving officer shall correct, date and sign the subdivision’s official inventory printout. Communications equipment: Refer to Volume 4, 8/3-96.01. 8/5 SUPPLIES 4.30 EXCHANGE OR REPAIR OF ITEMS AVAILABLE A. A “turn-In” is required. B. Tag item with F-175 as shown in Volume 4, 8/7-40.75, then deliver item to S&M or forward on next scheduled delivery day. C. Item may be exchanged anytime S&M is open (weekdays 0730 hours to 1600 hours). D. If exchange of an item cannot be made because of stocking deficiencies, the item will be repaired. S&M will notify the company when the repaired item is ready for pick up. If not picked up, the item will be delivered on the next scheduled delivery day. E. If the item cannot be repaired, S&M will notify the requesting unit to forward a requisition for replacement. Refer to Volume 4, 8/7-01.60..40 TEMPORARY ISSUE OF INVENTORY ITEMS Used by the storeroom to replace inventory items sent in for repair or replacement when an item of the same type is not available for exchange (e.g., chain saw or rotary saw). A. The item will be issued on a loan slip. B. The item issued will be limited to a 30-day period. If the period is extended beyond 30 days, a notation must be made on the copies of the loan slip that the issue has been extended and for how long. C. When the original item is repaired, it will be forwarded to the requesting unit. The loaned item shall be returned to S&M and tagged with an F-175 stating “loaner” and the date of the loan. D. The loan slip shall be discarded..50 PERMANENT ISSUE OF LOANED EQUIPMENT Procedure used when unit has been issued a “loaner”, and the turned in item cannot be repaired, and no like item is available to replace the loaned item. A. S&M will notify the concerned station or unit to place the loaned item into the permanent inventory. B. The concerned station or unit shall initiate a SRS requisition Inventory Credit, and Inventory Add SRS requisition. Refer to Volume 4, 8/7-01.60..60 LOST OR STOLEN ITEMS Lost or stolen inventory items will be replaced after forwarding a requisition through channels, to the Bureau Commander. The responsible member(s) must forward an F-225 letterhead report any time an inventory item is lost or stolen. In addition, when an inventory item with a value of $25 or more is lost or stolen, a report shall be filed at the Police Department of the jurisdiction where the loss occurred, and the Police report number shall be included in the F-225. Battalion/Section Commanders shall make a complete and thorough investigation of the loss of any Department property and submit a report outlining the investigation made. The investigation shall state whether or not the loss was due to the negligence or carelessness of the member(s). The facts, as determined, shall be fully reported. NOTE Radios on loan by allied agencies require special attention. i.e.LAPD Astro Radio. Immediate telephonic notification shall be made to the Metro Battalion Chief by the Administrative Battalion Chief anytime a radio on loan to the LAFD by another agency is lost or stolen. Battalion/Section Commander shall add findings to the original report of loss or submit a separate letterhead report. F-225 Forward 8/5 SUPPLIES 5 As Indicated To Bureau Commander, THROUGH CHANNELS Number of Copies Two Routing After determination by the Bureau Commander, duplicate returned to the Battalion/Section Commander; original in the Bureau files. Information Required Circumstances surrounding loss/investigation made. For immediate replacement of lost items, refer to Volume 4, 8/5-01.25, Emergency Issue -56. NON-CATALOG ITEMS.01 GENERAL Supply items listed in the SRS, Catalog of Supplies, are those items normally stocked by S&M and/or General Services. If a desired item is not listed, it may be requested as shown in Volume 4, 8/7-20.63. The Department subdivision that uses this method should expect some delay in receiving the requested item due to the process necessary for procurement. In some cases, the item will be unavailable due to a lack of funds. Procurement of items not budgeted for is contingent on requesting the Supply and Maintenance Assistant Division Commander (485-6101) to identify available funds. Note For automotive supplies not listed in the SRS, Catalog of Supplies, refer to Volume 4, 8/5-84.01 for a special procedure. -70. EXPEDITED PURCHASE.01 GENERAL Whenever the usual contracting procedures may result in a loss to the City, the Fire Chief, Chief of Staff, all Bureau Commanders or their alternates, the Supply and Maintenance Division Commander or the Assistant Commander and the Community Liaison Officer may approve the expedited purchase (petty cash reimbursement) of materials and supplies needed for Department operations. A list of their signatures is maintained by the Chief Accounting Employee and updated to reflect personnel changes. Expedited purchases are made by sub-purchase order or by petty cash purchase. Prior to making expedited purchases, members must contact “Stores Information”, 485-6103, to determine which of the two methods to use. When Supply and Maintenance offices are closed, Metro shall be contacted for the above information. 8/5 SUPPLIES 6.10 MATERIAL SAFETY DATA SHEET (MSDS) REQUIREMENT FOR SUBPURCHASE ORDERS/PETTY CASH PURCHASES Under the guidelines of the Hazard Communication Program prepared by the Occupational Safety Office, a Material Safety Data Sheet (MSDS) shall be required for all materials that could have a possible adverse effect on exposed employees. A. These materials include all gases and liquids (except water); such as paints, pipe coatings, weed killers, detergents, solvents, caustics, chemicals, and lubricants. B. Prior to making any purchase which may require a MSDS, the member shall contact the Department Safety Officer (MSDS Coordinator), 485-6011. The Safety Officer will determine if a MSDS is required and if the requested material can be safely used. C. If a MSDS is not required and the material can be safely used, the member shall state in the Description section of the requisition or Petty Cash Voucher/Form General 17 (FG-17) that the Safety Officer has determined that a MSDS is not needed and that the requested material can be safely used. Petty Cash Vouchers can be obtained from the Accounts Payable Unit. D. If a MSDS is required, the member shall obtain the MSDS from the retailer or manufacturer of the product and forward it to the Safety Officer prior to making any purchases. The MSDS will be analyzed by an Industrial Hygienist to determine if the product is safe for use. E. Once the Industrial Hygienist has approved the product for use, the member may purchase the product. F. The MSDS will be returned to the member and it shall be attached to the necessary SRS requisition or FG-17 being forwarded. G. If the product is for more than one (1) use, the MSDS will be included in the Intranet Library of MSDS for access at all Department locations. Note Failure to follow these guidelines will prohibit the use of the product at any work location and there will be no reimbursement for the cost incurred by the member..25 SUB-PURCHASE ORDERS Sub=Purchase Orders are not to exceed $1,000 including tax. When using a Sub-Purchase Order, the purchasing member does not pay cash. The vendor will be reimbursed by the Fire Department when the purchase order is processed. Supply & Maintenance will give the justification and an order number via telephone to the member calling. The member will then obtain the item and an invoice from the vendor. Always use the address – 200 North Main Street – on the invoice. After the item has been obtained by use of the Sub-Purchase Order, the invoice and/or packing slip, signed by the member that obtained the item, must be forwarded immediately, but no later than three calendar days to the Storeroom with a Requisition stating full justification for the item. (Refer to Volume 4, 8/7-01.01 for requisition procedure.) 8/5 SUPPLIES 7.35 ESTABLISHMENT OF A PETTY CASH FUND Commanding Officers or civilian equivalents desiring to establish, increase or decrease, a petty cash fund shall justify their request on an F-225, Through Channels, to the Fire Chief. Upon approval, Accounting Services personnel will conduct an audit and establish an increase or decrease of the fund(s). The Commanding Officer or civilian equivalent shall appoint a Petty Cash Custodian at each location..40 PETTY CASH CUSTODIAN’S RESPONSIBILITY The petty cash custodian at each location shall follow procedures and basic rules to ensure and safeguard the accountability for the petty cash fund. The custodian may be held personally liable to reimburse any shortages that are not the result of a casualty (fire, theft, burglary, etc.). Petty cash funds of less than $100.00 or more should be stored in a locked box inside a locked cabinet, file cabinet or desk. Petty cash fund of $100.00 or more should be stored in a locked box inside a safe. The size and quality of the safe should be based on the amount of the fund, as well as the total amount of valuables at each location. Petty cash funds are intended to reimburse employees who have advanced personal funds for City business related expenses and have submitted a receipt and voucher to account for the funds paid. The custodian should not advance petty cash fund to any employee for a future purchase. There is only one custodian of record for each petty cash fund. In the event a custodian of record allows another employee access to the funds, he/she does so at his/her own risk. If, and when the custodian is absent or unavailable to access the petty cash fund, it is preferable that the reimbursement be delayed until the custodian returns. In the event the absence is for a prolonged period, a new custodian should be selected and a formal transfer of the fund should be made. Personal funds should never be mixed with the petty cash funds. Do not lend money to the petty cash fund, and do not borrow money from the petty cash fund. Report any losses (theft, fire, shortage, etc.) immediately to the appropriate authority..45 TRANSFER OF PETTY CASH CUSTODIAL RESPONSIBILITY Prolonged absences, transfers, reassignments, promotions, etc., necessitate a formal transfer of custodial responsibility. The outgoing custodian shall be relieved of the responsibility and the new custodian shall accept the responsibility. The transfer of responsibility shall be communicated to all parties involved, including the Commanding Officer or civilian equivalent and the Chief Accounting Employee for the Department. The new incoming custodian should perform an audit of the petty cash fund. In this case, the outgoing custodian witnesses the audit and signs the audit form as the witness. A supervisor may serve as witness if the outgoing custodian is not expected to return for an extended period. Upon satisfactory completion of the audit, a memorandum from the supervisor of the petty cash custodian signed by the incoming custodian is prepared and submitted to the Chief Accounting Employee with a copy of the completed audit form. Copies of both are generally filed with the commanding officer or civilian equivalent and a copy is given to the outgoing custodian. The outgoing custodian should personally retain that copy as it serves to relieve him/her of the responsibility..50 PETTY CASH Members may be reimbursed from the petty cash fund for expedited purchases made with their own money, provided such expenditures do not exceed $500.00 for any one item exclusive of sales tax. Petty Cash funds shall be used solely for: A. Reimbursing employees for damage, destruction or loss of property, prostheses or tools which have been approved through applications for reimbursements. B. Reimbursing employees for making small expedited purchases of expense, material and supply items which cannot be obtained from Supply and Maintenance or cannot be obtained on a regular purchase order without loss to the City. 8/5 SUPPLIES 8 C. Making change when receiving money for fees or other charges. Any member who splits purchases or has separate vendor receipts issued to evade the dollar limitation on petty cash expenditures may be held personally liable for the expenditure. Before an employee makes a cash purchase for which a petty cash reimbursement will be requested, the employee’s supervisor shall ensure the petty cash expenditure criteria are met. The Petty Cash Custodian at the concerned location, the concerned official designated in Section 8/5-70.01, the Chief Management Analyst for purchases of $200 to $500 and the Accounting Services Petty Cash Custodian shall also ensure that petty cash expenditure criteria are met before reimbursement. Members may obtain reimbursement from the petty cash fund by submitting an invoice (receipt) from the vendor and a FG-17 to the Petty Cash Custodian. Members shall indicate on the FG-17 the Fire Department, the vendor’s name and address, and the nature, purpose, quantity, net cost, tax and total cost of the item(s) purchased. Members shall clearly detail the purpose for which the purchase was made. The description must be written so that expenses incurred for City business are not construed as being for personal expenses. Examples: If refreshments are purchased for meetings, indicate the date and purpose of the meeting, the level and number of staff attending and a copy of the sign-in sheet. If the purchase was for film development, indicate the nature of the photos and how they relate to City business. Members making the purchase will print their name, assignment and phone number and then sign the "Materials Received By" line. Members requesting reimbursement for purchases of $200 or more, excluding tax, shall obtain verbal approval from the official designated in Section 8/5-70.01 who is in their chain of command. If the request is approved, members will then contact the Stores Supervisor at 485-6103 to identify a source of funds for the purchase, i.e. an account number and line item. The member will enter the account number in the Expense Account Number Box and the line item in the Budget Activity Number Box on the FG-17. The FG-17 shall state that verbal approval was obtained from the concerned official designated in Section 8/5-70.01 and that the Stores Supervisor was contacted for account and line item numbers. Responsible officers shall make a station journal entry regarding a request for reimbursement-indicating item(s) purchased, amount of purchase, and date that forms required for reimbursement were forwarded. The Petty Cash Custodian will review the circumstances of the purchase, FG-17, and receipts for compliance with petty cash policies. If the purchase, form and receipt(s) are in compliance, the Custodian will reimburse the member. The Custodian should document reimbursements in a petty cash journal or by other appropriate means. The Petty Cash Custodian will submit the FG-17 and receipts to the official designated in Section 8/5-70.01 who is also in the chain of command. This official will review the circumstances of the purchase, FG-17 and receipts for compliance with petty cash policies. If the purchase, form and receipts are in compliance, the official will approve reimbursement by signing in the Expenditures Approved By box on the FG-17. The Petty Cash Custodian will submit the FG-17 and receipts to the Chief Management Analyst for purchases of $200 to $500 once the official designated in Section 8/5-70.01 has approved reimbursement. The Chief Management Analyst will review the circumstances of the purchase, FG-17 and receipts for compliance with petty cash policies. If the purchase, form and receipts are in compliance, the Chief Management Analyst will approve reimbursement by signing in the "Expenditures Approved By" box on the FG-17. The Petty Cash Custodian will submit FG-17 and receipts to the Petty Cash Custodian in the Accounts Payable Unit. The Accounts Payable Custodian will review the circumstances of the purchase, FG-17 and receipts for compliance with petty cash policies. If the purchase, form and receipts are in compliance, the Accounts Payable Custodian will issue cash to the Petty Cash Custodian to reimburse the petty cash fund that was initially used to reimburse the member making the emergency purchase. The Petty Cash Custodian must indicate the amount received, sign and date the bottom portion of the FG-17 before cash can be received from the Accounts Payable Custodian. The Accounts Payable Custodian may also directly reimburse members making emergency purchases in addition to reimbursing other petty cash funds. 8/5 SUPPLIES 9.75 PETTY CASH – REHAB/AIR TENDER The Rehab/Air Tenders have a petty cash fund that may be used for food purchases. Individual purchase receipts are not to exceed $500 (excluding tax). During weekends, holidays, and those instances after regular accounting office business hours, additional funds may be obtained through Division offices. Petty cash purchases may be made when, in the opinion of the Incident Commander, food is necessary for the members working at an emergency. No purchase of food, other than at an emergency, may be made without first obtaining approval from the Administrative Office. If the price exceeds the petty cash fund of the Rehab/Air Tender, plus the petty cash funds available though Division Offices, Metro shall arrange for a different method of procurement through the Supply & Maintenance Division Commander or Officer on call. Station Commanders concerned shall promptly forward an invoice in duplicate with a FG-17 (Petty Cash Voucher) through channels. -84. SPECIAL INSTRUCTIONS.01 AUTOMOTIVE SUPPLIES Automotive supplies should be ordered as shown in the SRS Catalog of Supplies after reviewing the following information: A. An extensive stock of automotive items should not be maintained in the field. B. When ordering automotive items listed in the SRS Catalog of Supplies, the item requested should conform exactly to the one being replaced. If there is any question regarding the proper replacement, forward the used item with the requisition, if possible. C. Station Commanders should call, 485-6111, Shops Information, to determine the method to be used to obtain automotive items not listed in the SRS, Catalog of Supplies. Station Commanders should be prepared to give a complete description of the item desired i.e., size, shape, etc., D. For emergency replacement of automotive supplies when the Shops are closed, refer to Volume 4, 8/3-40.47..20 ENGINE OIL, KEROSENE S & M will deliver bulk engine oil to all fire stations when requested by the Station Commander. Each station shall provide storage facilities for a minimum supply of six months. Requests for oil deliveries should be directed to S&M storeroom counter, 485-6124. Bulk kerosene will be furnished for Battalion distribution stations only. Stations should obtain kerosene in closed metal containers from the supply drums at Battalion distribution stations. Oil and lubricants, other than engine oil or kerosene, shall be ordered by the requesting Department subdivision as shown in 8/5-01.01B..40 GASOLINE & DIESEL FUEL Station Commanders shall order fuel by calling S & M Purchasing, 485-6103, prior to 1000 hours Monday through Friday. If it is after 1000 hours, the order will not be accepted. Station Commanders shall order fuel in the following amounts: 8/5 SUPPLIES 10 Gasoline Size of Tank Minimum Order Maximum Order 1000 Gal. 650 Gal. 750 Gal. 2000 Gal. 1300 Gal. 1500 Gal. 10000 Gal. 6500 Gal. 7500 Gal. 15000 Gal. 8800 Gal. 10500 Gal. Diesel Size of Tank Minimum Order Maximum Order 1000 Gal. 650 Gal. 850 Gal. 2000 Gal. 1500 Gal. 1800 Gal. 10000 Gal. 7600 Gal. 7600 Gal. 15000 Gal. 7600 Gal. 7600 Gal. Station Commanders shall be held accountable to ensure that the underground tanks will hold the amount of fuel ordered. The delivery truck operators must empty their tanks at the delivery site. (See Departmental Bulletin #01-05) Station Commanders who do not receive their order by 1000 hours five working days following the date of request, shall notify the Assistant Division Commander at S&M, 485-6101..50 2-CYCLE OIL 2-cycle oil is distributed in 2.6 oz. containers. 50 to 1 is the proper mix for all LAFD 2-cycle engines. To obtain this ratio, mix one container of oil with one gallon of gasoline. Note It is important that this ratio is not altered. Station commanders may order 2-cycle oil with their monthly order..60 PAINT AND PAINTING SUPPLIES Paint and painting supplies should be ordered as shown in 8/5-01.01B. PBow 20:41, October 6, 2006 (PDT) Article Sources and Contributors 11 Article Sources and Contributors 8/5 SUPPLIES Source: http://lafd.info/index.php?oldid=13616 Contributors: JeffO, Sjoseph