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Document Code No.: FES 11-1 (AP)
Department/Issuing Agency: Department of Public Works - Fleet Administration
Effective Date: September 15, 1988
Approved: /s/ Paul Tanaka
Type of Action: New

Signed document (PDF, 4.76 MB)


1.0 SUBJECT TITLE: Equipment Rental and Revolving Fund (ER&R) Stores Operation and Management

2.0 PURPOSE:

2.1 To provide policy and procedures governing the acquisition, administration and control of materials, parts, miscellaneous supplies and fuel maintenance necessary for the daily operation of user agencies.

3.0 ORGANIZATIONS AFFECTED:

Applicable to all County Agencies, primarily Public Works and Parks Department.

4.0 REFERENCES:

4.1 Public Works Operation, Stores Supervisor, King County Department of Public Works, Fleet Administration, 155 Monroe Avenue N.E., Building G Renton, WA 98056 (206) 255-2531, Ext. 268.

5.0 DEFINITIONS:

5.1 "Stores" means the ER&R Stores, Fleet Administration, Public Works, Renton, Washington. (See Appendices, 9.1.)

5.2 "Stock Item" means items maintained by Stores that have continual turnover or may be required in cases of emergency, that would result in exorbitant expenses if not readily available. Special orders or experimental products are not applicable.

5.3 "Expendable Inventory System" means the Stores automated operating system which produces the inventory activity reports and provides the Accounting Resource Management System (ARMS) with financial data.

5.4 "Totalizer Reading" means obtaining gallons of fuel pumped through a tank by reading the information on pump meter.

5.5 "Dipstick Reading" means obtaining the amount of fuel in a fuel storage tank using a calibrated measuring stick.

5.6 "Reorder Point" means the level at which stock should be replenished based on a number of criteria which include:

5.6.1 Previous usage;

5.6.2 Lead time/availability;

5.6.3 Volume discounts;

5.6.4 Season factors; and

5.6.5 Anticipated fluctuations.

6.0 POLICIES:

6.1 REQUEST FOR A NEW STOCK ITEM:
6.1.1 Whenever an agency requests a new item to be stocked in inventory, the agency shall be encouraged to purchase such items from their own budget until it is determined there will be a steady turnover of requested item.

6.1.2 ER&R Stores users shall submit a "Request for New Stock Item" to Stores for any item they have determined that should be an addition to Stores' inventory. (Appendice 9.2.)

6.1.3 The balance of any new store item that has not shown adequate turn-over during the first year in stock shall be returned to the requester and charged to their respective budget.

6.1.4 Experimental or trial materials will not be purchased for inventory.

6.2 IDENTIFYING SURPLUS:

6.2.1 Stores Supervisor shall consult with users of those store items that reflect little or no activity to determine their future status.

6.3 LOW COST MISCELLANEOUS ITEMS:

6.3.1 The Stores Supervisor shall determine, on an individual basis, whether items having a unit price less than $1.00 will be carried in inventory. The determination for such action may be based on one or more of the following:
6.3.1.1 High Consumption or rapid turn-over rate;

6.3.1.2 Items of high seasonal use;

6.3.1.3 Control/accountability.

6.4 OPERATING HOURS:

6.4.1 Stores facilities shall be operated Monday through Friday, 6:30 a.m. to 4:00 p.m.

6.4.2 In case of an emergency situation Stores may adjust their hours of operation accordingly.

6.5 RETURNING ITEMS TO STORES:

6.5.1 User agencies may return a previously purchased stock item to Stores provided that the following conditions are met:
6.5.1.1 The item is in new condition;

6.5.1.2 The item was charged out in the same calendar year and;

6.5.1.3 The original charge number is still valid.

6.6 FUEL MAINTENANCE:

6.6.1 All fuel tanks shall be assigned tank numbers and such numbers will be maintained in a clear and legible manner.

6.6.2 Each Department shall designate a Fuel Site Coordinator to be responsible for fueling activity at each of their fueling sites.

6.6.3 Fleet Administration shall be notified of any problems that occur with the Fuel Dispensing System.

6.6.4 The ER&R Stores shall be responsible for fuel activity at only those fuel sites in which ER&R Stores maintains fuel inventory control. (See Appendice 9.4.)

7.0 PROCEDURES:

7.1 OBTAINING ITEMS FROM ER&R STORES:

Action By: Requester

Action:

7.1.1 Provides the Stores Clerk with "task and project/equipment number" when requesting an item from Stores.

7.1.2 Inspects issued items for accuracy and completeness and signs "Inventory Withdrawal" form. (Appendice 9.3.)

Action By: Stores Clerk

Action:

7.1.3 Issues requested items and fills out "Inventory Withdrawal" forms as required.

7.1.4 Assists requester with loading of issued items if necessary or requested.

7.1.5 Provides requester with estimated delivery date if item requested is out of stock.

7.2 MONITORING FUEL LEVELS:

Action By: Fuel Site Coordinator

Action:

7.2.1 Notifies Stores Supervisor when fuel level reaches reorder point obtained from "dipstick" reading.

7.2.2 Allows for adequate lead time when ordering fuel to ensure that fuel supply is not exhausted.

Action By: Fleet Administration Fuel Monitor

Action:

7.2.3 For automated fuel sites, notifies Stores Supervisor when fuel level reaches reorder point obtained from computer generated report.

7.3 RECEIVING FUEL ORDERS:

Action By: Stores Supervisor

Action:

7.3.1 Places order with vendor for fuel and informs supplier of delivery site location, tank number(s), and expected delivery date. (See Appendice 9.4.)

Action By: Fuel Site Coordinator

Action:

7.3.2 Upon delivery of fuel by vendor:
7.3.2.1 Obtains a fuel delivery ticket from vendor and verifies quantity, fuel type, tank number; and

7.3.2.2 Forwards delivery ticket to Stores Supervisor.

7.3.3 For automated fuel sites, enters quantity of fuel received and tank number into automated fuel system.

Action By: Stores Supervisor

Action:

7.3.4 Notes delivery ticket data in fuel log.

7.3.5 Forwards delivery ticket to Fleet Administration.

Action By: Fleet Administration

Action:

7.3.6 Matches delivery ticket to invoice and makes any price/quantity adjustments.

7.3.7 Prepares field order for fuel received and forwards to Finance Division for payment.

7.4 REPORTING FUEL USAGE:

Action By: User

Action:

7.4.1 For automated fuel sites, inputs odometer readings and pump number into system prior to dispensing fuel.

7.4.2 For manual fuel sites, completes all fields on the "Daily Gas/Diesel and Oil Report" form upon completion of dispensing fuel. (Appendices 9.5 and 9.6.)

7.4.3 For all sites, completes all appropriate sections of a "Daily Gas and Oil Report" form or "Daily Diesel and Oil Report" form for all oil issues.

Action By: Fuel Site Coordinator

Action:

7.4.4 On the last working day of each month:
7.4.4.1 Submits all Daily Gas/Diesel and Oil forms to field supervisor.

7.4.4.2 For manual fuel sites, reports "dipstick" reading to Stores Supervisor.

7.4.4.3 For automated fuel sites, reports "dipstick" and "totalizer" readings to Stores Supervisor and enters into automated system.

Action By: Field Supervisor

Action:

7.4.5 Forwards Daily Gas/Diesel and Oil forms to Fleet Administration after checking accuracy.

Action By: Stores Supervisor

Action:

7.4.6 Completes a "Monthly Fuel Inventory" form using the readings received and forwards to Fleet Administration.

Action By: Fleet Administration

Action:

7.4.7 Totals Daily Gas/Diesel and Oil forms and forwards to ARMS for input into system.

7.4.8 Uses the "Monthly Fuel Inventory" form to balance to the automated system.

8.0 RESPONSIBILITIES:

8.1 Department of Public Safety, Parks Department and Public Works Department are responsible for designating a "Fuel Site Coordinator" at each of their assigned fuel sites.

8.2 Fuel Site Coordinators will ensure that "Daily Gas/Diesel and Oil Report" forms are available at their respective fuel sites.

8.3 Field Supervisors will ensure that the Daily Gas/Diesel and Oil Forms are forwarded to Fleet Administration on the last working day of each month.

8.4 ER&R Stores Supervisor will ensure that all assigned fuel tanks are assigned tank numbers and those tanks are clearly and legibly marked.

8.5 Fleet Administration will ensure that the ER&R Stores Supervisor is notified when fuel level at automated sites reaches reorder point.

9.0 APPENDICES:

These appendices are available from Fleet Administration:

9.1 ER&R Stores Locations.

9.2 Request for New Stock Item.

9.3 Inventory Withdrawal T/C 62.

9.4 Fuel Site Locations.

9.5 King County Daily Gas and Oil Report.

9.6 King County Daily Diesel and Oil Report.