City “Stores” is a central warehouse in which common-use
commodities, items used by more than one department, are stored and
issued on an “as needed” basis to requesting divisions.
The primary function of Stores is to maintain immediate availability
of commonly used materials and supplies. Stores’ secondary function
is to warehouse emergency backup supplies and provide for the storage
and retrieval of historical City records. Emergency backup supplies
are those supplies that are critical to the continued operation of
the City and have long delivery lead times. Stores also serves as
a central delivery point to receive goods and to assure appropriate
inspection and delivery when required.
(Res. 04-12 (§ 20.1), 1-16-12)
A Stores stock catalog containing the descriptive listing of
items and item numbers shall be available on the City intranet published
and maintained by the Purchasing Division.
(Res. 04-12 (§ 20.2), 1-16-12)
Departments and agencies requesting delivery from Stores inventory
shall use the requisition form through New World Systems. Once this
form is completed and approved, the system automatically reserves
from Stores inventory the requested items.
(Res. 04-12 (§ 20.3), 1-16-12)
Items may be picked up at Stores during the hours of 7:30 a.m.
to 4:00 p.m. Monday through Friday. Stores hours will be changed to
comply with summer work schedules. Recipients of over-the-counter
issues are required to have departmental authorization and the account
number to which the item(s) shall be charged.
(Res. 04-12 (§ 20.4), 1-16-12)
Departments requesting supplies from Stores shall receive their
deliveries the next business day, provided Stores requisition forms
are received a day in advance.
(Res. 04-12 (§ 20.5), 1-16-12)
The proper functioning of an inventory accounting system demands
that all materials and supplies received, issued and on hand be accounted
for, both in quantities and values, and that, periodically, the inventory
records and accounts be verified by actual physical inventory.
The Purchasing Division shall be responsible for conducting
periodic inventories to:
(a)
Ensure accurate record accountability;
(b)
Support the value of inventory shown in the fund balance sheet; and
(c)
Disclose the possibility of fraud, theft or loss.
(Res. 04-12 (§ 20.6), 1-16-12)
