OAKLAND_N-01_-_Ordering_Supplies__Services__and__468

DEPARTMENTAL GENERAL ORDER OAKLAND POLICE DEPARTMENT N-1 Rev. 4 Nov 94 Index as: Departmental Purchase Orders Facility Maintenance and Modifications Fixed Assets Maintenance, Repair and Modifications Petty Cash Reimbursements Photocopy Procedures Professional Services Services Supplies ORDERING SUPPLIES, SERVICES, AND FIXED ASSETS The purpose of this order is to set forth policy and procedures for obtaining supplies, services, fixed assets, and City facility maintenance, repair or modification services. I. GENERAL REGULATIONS AND RESPONSIBILITIES A. B. C. D. Supplies and services may be requested as needed and if funds are available. If budget transfers are needed, unit commanders shall advise the Accounting Section how to adjust their budgets. Unit commanders shall not place orders with any vendor until a Departmental/City Purchase Order or Contract is approved. Unit commanders shall notify the Accounting Section promptly in writing whenever any supply or service contract should be terminated (e.g. if we need to cancel a professional or service contract, we must give the vendor an official notice, usually 30 days in advance, or as specified in the City contract or purchase order). The commander shall also be responsible for returning unsatisfactory items or equipment, if any, to the vendor and notifying the Accounting Section. Failure to terminate supply and service contracts properly results in continuing charges against the unit's budget. The Planning and Fiscal Division shall disseminate City instructions regarding year-end purchasing and payment deadlines to unit commanders. Page 1 of 8 pages DEPARTMENTAL GENERAL ORDER OAKLAND POLICE DEPARTMENT N-1 Rev. 4 Nov 94 II. GUIDELINES FOR ORDERING SUPPLIES AND SERVICES A. Office supplies are ordered from the designated City vendor. Submit requests on vendor forms through channels to the Deputy Chief for approval. B. C. Certain Departmental forms, City forms, stationery, and miscellaneous supplies are ordered from City Central Stores. Submit City Requisition for Stock Item forms (212-400-002-000) through channels to the Deputy Chief for approval. Other Supplies and Services Other supplies and services provided by an outside vendor must be requested on a Supply Order (TF-043). The Accounting Section will coordinate the acquisition process. (See Part II, I, for authorizations required on Supply Order forms.) 1. One-time purchase of supplies, services, equipment, and furniture. 2. 3. 4. 5. 6. Term purchase requests for consumable supplies, food, clothing, safety items, and periodic maintenance and repair services over a specified period of time. Unit commanders shall obtain a release/order number from the Accounting Section before placing an order with the vendor. Computer hardware and software accessories - consult the Information Management Division of the Office of Communications and Information Services (OCIS) before completing a Supply Order. - Pager and fax machine purchase and installation Section at OCIS before completing a Supply Order. consult the Telephone Police Information Network (PIN) equipment rental and teleprocessing services contact the Planning and Fiscal Division for instructions and availability of access lines. Voicemail submit request to the Planning and Fiscal Division manager. 7. Police radio repairs - submit repair requests for transceivers, mobile radios 8. and Digi-II terminal/radios to OCIS Electronic Maintenance/ Radio Shop. Cellular telephones - see General Order N-6 for policy and procedures. Page 2 of 8 pages T DEPARTMENTAL GENERAL ORDER OAKLAND POLICE DEPARTMENT N-1 Rev. 4 Nov 94 II. C. 9. D. Sole source requests to purchase goods or services from a particular vendor and to exclude all other vendors from consideration must be justified in writing. Departmental Purchase Orders Under $500 1. 2. Certain one-time order of supplies, minor equipment, and services may be processed internally as Departmental Purchase Orders (DPO's). The Accounting Section will initiate the process if the requested items meet the City's definition for DPO's as set forth in City Administrative Instruction Number 4322. Unit commanders requesting a Departmental Purchase Order with a recommended vendor shall ensure that all reasonable efforts are made to comply with the City's goal of awarding: a. 30% of DPO contract dollars to minority-owned businesses. E. b. 5% of DPO contract dollars to female-owned businesses. C. 50% of DPO contract dollars to local businesses. 3. Information regarding whether the recommended vendor is female or minority-owned should be included on the Supply Order. Professional Services Professional service contracts must be budgeted and approved by the City Manager and City Contract Compliance Office. In some cases, a City Council Resolution is also required. 1. 2. Forms and instructions are available at the Planning and Fiscal Division (P&F). Unit commanders shall ensure that the required contracts and City forms are completed and returned to P&F well in advance of the date the service is needed. Page 3 of 8 pages H. DEPARTMENTAL GENERAL ORDER OAKLAND POLICE DEPARTMENT II. E. 3. F. G. N-1 Rev. 4 Nov 94 4. 5. Unit commanders shall ensure that all reasonable efforts are made to comply with the City's Professional Services Contract Program goal of awarding: a. b. 40% of professional service contract dollars to minority-owned businesses. 15% of professional service contract dollars to female-owned businesses. The P&F Division shall process the contracts and City forms to the Chief of Police and City Manager's Office for approval.