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Home My WebLink AboutB 8.0 Warehouse 1995-02-01 CITY OF GRAPEVINE SECTION B - • ADMI1vISTRATIVE POLICY N�MBER s.o SUBJECT: WAREHOUSE PAGE 1 OF 1 PREPARED BY: Internal Services EFFECTIVE DATE 02-01-95 PURPOSE The purpose of the warehouse policy is to establish control for access to warehouse inventory and prevent unauthorized access. PROCEDURE A. The Internal Services Superintendent will authorize appropriate members of his staff for access to the warehouse. Only authorized staff are permitted in controlled warehouse areas. B. User departments will submit requisitions (see Appendix) to the Senior Warehouse Worker or designee. The Senior Warehouse Worker or designee will verify stock and obtain necessary items from inventory. • C. The Senior Warehouse Worker or designee will record the transaction includin 9 the quantity and description of materials, user department and requestor. D. Monthly,.lnternal Services will submit a Warehouse Usage Report to each user department. E. User departments are requested to submit requisitions 24 hours in advance, when possible. F. User departments will be required to obtain sufficient inventory for weekend and after hour uses. Weekend and after hour access will be limited to authorized personnel only on an emergency call out basis. G. If emergency access is necessary, the user department will contact Police Dispatch at 481-0328 to request call-out of authorized warehouse personnel. � i TABLE OF Cf3NTENTS � WAREHOUSE AND CENTRAL STORES OPERATIONS A. CENTRALIZED WAREHQUSING B. INVENTORY CONTR.OL C. CENTRAL RECEIVIlVG D. PURGHASE OF WAREHOUSE INVENTORY E. DISBURSEMENT FROM WAREHOUSE STOCK F. SECURITY G. MATERIALS FROM WAREHOUSE STOCK AFTER NORMAL WORI�TG HOURS H. WAREHOUSE ClPERATION HtJURS City of Grapevine WAREHOUSE AND CENTRAL STORES OPERATIONS POLICIES AND PROCEDURES A. Centralized Warehousing: 1. The Purchasing Agent shall operate the warehouse(s) and yards in which the stores and material inventory for all the City's operations are maintained. 2. The Fleet Service Manager will be responsible for the daily operation of Fleet Service Parts to include Fleet Service Parts issues, restocking, and inventory control. B. Inventorv Control: . Purchasing will maintain an inventory control system for all parts which will account for stock levels and use of all the City's stores and material inventories. Purchasing will maintain stock authorization forms to insure items maintained in inventory are needed for the daily operation of the City.Item/s added to inventory through the authorization forms will be limited to an item that is critical to the on going daily operation of the City. The Warehouse will not stock items that are not critical to the cities daily operation. A critical requirement will be defined as material needed to perform the daily operations of the City, that cannot be purchased readily or material that requires a lead time of more than one day, and material that without a ready supply would cause undue hardship on the citizens of Grapevine. Purchasing will insure inventory accuracy by taking semi-annual inventories on September 30 and March 31. In addition, cycle count inventories will be taken monthly. Monthly inventory reports will be issued monthly by the Warehouse worker to the Purchasing Agent and all Department Directors. C. Central Receiving: The warehouse will receive all merchandise, materials and supplies that are requisitioned by the warehouse,the supplies ordered for storage in the warehouse, and the incoming freight so designated by the Purchase Order. D. Purchase of Warehouse Inventorv: Warehouse personnel will originate purchase requisitions for replacement merchandise and supplies. WAREHOUSE PERSONNEL WILL NOT PLACE ORDERS FOR ANY ITEMS THAT ARE NOT MAINTAINED IN STOCK. Replacement requisitions should be processed through the Purchasing otTice.Warehouse personnel will maintain adequate inventory to prevent outages,BUT levels will not be so high that funds are tied up needlessly. To assist in maintaining proper levels, Divisions or Departments must give advance notice of work order requirements and large purchases as soon as possible in advance of anticipated needs. Using divisions and departments will prepare stock authorization request forms for new items or increased stock and submit them to Purchasing for approval and procurement. Page 2 City of Grapevine WAREHOUSE AND CENTRAL STORES OPERATIONS POLICIE5 AND PROCEDiJRES E. Disbursement from Warehouse Stock: Disbursements are made through the use of a Warehouse Requisition Form or Work Order Form properly filled out and signed by person(s) authorized to draw from warehouse stock. To avoid multiple requisitions one requisition form per day can be used by each department. The requisition form must be signed by the authorized department representative at the end of each work day. Warehouse stock will not be issued without an authorized form. ALL ITEMS REMOVED FROM STOCK MiT5T BE LISTED ON A REQiTISITION FORM.A warehouse catalog will be provided for all items carried in stock so that each department can reference stock numbers. Should the requisitioner not know the correct stock number warehouse personnel will be available to assist. F. Securi : The Purchasing Agent shall secure the warehouses and yards. Under no circumstance shall unauthorized nersonnel be permitted access without suqervision to the secured areas. The Purchasing Agent shall be responsible for obtaining from each Department Director the emplovees that will be authorized access to the Warehouse. This list will be maintained in the Purch�sing office and only authorized personnel will be allowed access to the warehouse. G. Materials From Warehouse After Normal Oueration Hours: Departments requiring parts after normal working hours for emergencies should maintain emergency spare parts in the service center space allocated to each individual department. This space should be used for emergency parts only and not as a secondary warehouse area. If parts are required from Warehouse stock for emergency reasons,Public Works will provide for standby access for utility parts and Fleet operations will provide access for Fleet parts. Emergency standby telephone numbers will be given out for both areas and should be used only in TRUE EMERGENCY cases. H. Warehouse Oneration Hours: Monday thru Friday: 7:00 A.M. - 4:00 P.M. Periodically the warehouse personnel will be at lunch or out of the building, Purchasing will provide for standby personnel to issue supplies and materials from warehouse stock. UNDER NO CIRCUMSTANCE5 SHOULD ANYONE OBTAIN STOCK WITHOUT PROPER SUPERVISION AND AUTHORIZATION. WAREHOU5E REQUISITION FORM PROCEDURE Disbursements are made through the use of a Warehouse Requisition Form or Work Order Form properly filled out and signed by person(s) authorized to draw from warehouse stock. Warehouse stock will not be issued without the attached form completely filled out and authorized by department supervisors. A. Complete this form by filling out the following: 1. Date: The date the request is being filled out. 2. Dept/Div: Fill in the department that will receive the material. 3. Date Required: Fill in the date you require the material. 4. Part#: Fill in the part number of the material you are requesting. 5. Account Code: Fill in your account code to be charged for this material. FORMS RECEIVED WITHOUT ACCOUNT CODES WII..L NOT BE FILLED. 6. Quantity Ordered: Fill in the quantity needed. 7. Unit (of ineasure) Fill in the Unit of ineasure, i.e., Each, Case, Boz, etc. 8. Descr.iption: Give a brief description of the material you are requesting. 9. Quantity Received: Leave blank-this will be filled in by Warehouse personnel. 10. Requested by: This should be the signature of the person requesting the material. 11. Phone#: Fill in a phone number where the person requesting the material can be reached. 12. Department Authorization: To be signed by an authorized department representative.. 13. Date Completed: Leave blank-this will be filled in by Warehouse personnel. B. Present to or forward all completed copies of the requisition form to the Warehouse assistant. ONLY THE WAREHOUSE WORKER IS AUTHORIZED TO FILL A REQUISITION. When the order is filled the material will be turned over to the requisitioner or the department will be called to pick up the material. C. The requisition copies will be distributed as follows: 1. White Copy-Warehouse 2. Yellow Copy-Requisitioner 3. Pink Copy-Requisitioning Department Copy City of Grapevine Warehouse Requisition Date: Dept.Div.: Date Required• Acct. Quantity Part# No. Qty Unit Descriptaon Received Requested By: Dept. Phone# Department Date Authorization: Completed: Copies:White (original)-Warehouse Copy/Yellow-Requisitioner Copy/Pink-Department Copy ; � City of Grapevine Stock Authorization Request Form Form Instructions Please use this form to request that an item/s be added to the current Warehouse inventory or to increase inventory levels for an item already carried in inventory. The following guidelines should be used when requesting additional stock: 1. The item/s being requested should be used by your department on a repetitive basis; i.e., used at least once a month or more. Requests made for items used less than on a monthly basis will not be considered for approval. Unless identified by the department as an item/s needed on an EMERGENCl' basis, all items used less than on a monthly basis will be removed from stock 2. The item/s you are requesting should be an item that is critical to the on going daily operation of the City.The Warehouse will not stock items that are not critical to the cities daily operation. A critical requirement will be defined as material needed to perform the daily operations of the City, that cannot be purchased readily or material that requires a lead time of more than one day, and material that without a ready supply would cause undue hardship on the citizens of Grapevine. 3. Consideration should be given to whether or not an annual contract can be established for the vendor to maintain the cost of inventory. ff the above guidelines have been considered,please fill out the following and submit to your department supervisor for approval. When approved by the department this form should be submitted to Purchasing for review and approval.When both the department and purchasing have approved the form, a stock number will be assigned,the material will be ordered and the de artment notified. Complete Description of the Item _ Part Number (Please state any manufacture brand name Est.Monthly Vendor Reference (to be assigned by or model numbers known) Usage (if known) Warehouse) Requested By: Dept. Phone# Department Purchasing Authorization: Authorization: Date Approved: Date Approved: Copies:White(original)-Warehouse Copy/Yellow-Requisitioner Copy/Pink-Department Copy