HomeMy WebLinkAboutReso 92-342 - Adopting the August 1992 purchasing manual for the COR purchasing Department I � •
RESOLUTION NO.
i
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDDING
ADOPTING THE AUGUST 1992 PURCHASING MANUAL FOR THE CITY
OF REDDING PURCHASING DEPARTMENT.
IT IS HEREBY RESOLVED that the City Council of the City of
Redding, pursuant to Redding Municipal Code Section 4. 20. 040 A. ,
hereby adopts the attached CITY OF REDDING PURCHASING DEPARTMENT
PURCHASING MANUAL, AUGUST 1992 REVISION, as the current
Purchasing Manual for the City of Redding.
I HEREBY CERTIFY that the foregoing Resolution was
introduced and read at a regular meeting of the City Council of
the City of Redding on the 4th day of August 1992, and was
adopted at said meeting by the following vote:
AYES: COUNCIL MEMBERS: Anderson, Arness, Dahl, Kehoe & Moss
NOES: COUNCIL MEMBERS: None
ABSENT: COUNCIL MEMBERS: None
ABSTAIN: COUNCIL MEMBERS: None
CHARLIE MOSS, Ma or
City of Redding
1
AT ST:
CONNIE STROHMAYER, C y Clerk
'FORK-APPROVED:
AL
DALL A. HAYS, ity Attorney �)j
CITY OF REDDING
PURCHASING DEPARTMENT
j PURCHASING MANUAL
i CONTENTS
PAGE
GENERAL PURCHASING INFORMATION. . . . . . . . . . . . . . . . . . . . . . . . . 1 . 1
i
SELECTION OF TECHNICAL CONSULTANTS . . . . . . . . . . . . . . . . . . . . . 2 . 1
REQUISITIONS - ITEMS LISTING. . . . . . . . . . . . . . . . . . . . . . . . . . . 3 . 1
REQUISITIONS (Paper Transmission) . . . . . . . . . . . . . . . . . . . . . . 4 . 1
REQUISITION FOR MATERIALS AND SUPPLIES (Sample Form) . . .5 . 1
INSURANCE - GENERAL REQUIREMENTS . . . . . . . . . . . . . . . . . . . . . . . 6 . 1
CONTRACT ADMINISTRATION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7 . 1
Under $25 , 000 (7 . 1)
Over $25 ,000 (7 . 2)
QUOTATION REQUEST. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 . 1
QUOTATION REQUEST (Sample Form) . . . . . . . . . . . . . . . . . . . . . . . . 9 . 1
PURCHASE ORDERS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 . 1
PURCHASE ORDER (Sample Form) . . . . . . . . . . . . . . . . . . . . . . . . . . 11 . 1
INVOICES. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12. 1
BLANKET PURCHASE ORDERS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 . 1
BLANKET VENDORS LISTING. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 . 1
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! SURPLUS AND OBSOLETE MATERIAL. . . . . . . . . . . . . . . . . . . . . . . . . 15. 1
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NOTICE OF FIXED ASSET ACTIVITY (Sample Form) . . . . . . . . . . 16 . 1
ABBREVIATION OF STATES. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 . 1
FREIGHT (GUIDELINES FOR RECEIVING) . . . . . . . . . . . . . . . . . . . . 18 . 1
REQUISITION DATA ENTRY/CHANGE/ADD/APPROVE PROGRAM. . . . . 19 . 1
DELIVERY CODES AND ADDRESSES . . . . . . . . . . . . . . . . . . . . . 19 . 7
REQUEST FOR DEMAND - ITEMS LISTING. . . . . . . . . . . . . . . . . . . . 20 . 1
INDEX. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 . 1
REVISED 08/92
CPURMANI
GENERAL PURCHASING INFORMATION
In general terms , the following classes of purchases are made
for the City:
i 1 . Regular Purchase Orders: Issued for all purchases of
equipment, repairs, supplies and services in or out of town
upon receipt of requisition from requesting departments . This
is the proper procedure.
Consulting - see "Selection of Technical Consultants - 2 . 1
2 . Confirming Purchase Orders: If a purchase is made, or
an order is placed, prior to the issuance of a purchase
order, it should be only in the event of an emergency and
the requisition covering the confirming order will show
an explanation of the emergency. Any department head or
V division superintendent who orders materials or services
on a confirming purchase order basis without prior
approval of the Purchasing Department may be responsible
i for the payment of the material themselves , unless they
can establish to the satisfaction of the Purchasing Officer
that this was of an emergency nature, or, a reason
acceptable to the Purchasing Officer. This type of
purchasing must be kept to a bare minimum.
3 . Blanket Purchase Orders:
A. Blanket purchase orders are issued to concerns in the
immediate vicinity from whom we make incidental purchases
with a considerable frequency. The dollar limit of an
individual purchase is $750 . 00 with few exceptions. (These
exceptions are known to the departments or divisions
directly concerned. ) Blanket purchase orders are designed for
convenience purposes and are not to be used without care
and caution. They should be used for small, repetitious
orders approved by the department or division head. Blanket
purchases in excess of $350 . 00 should be based on a minimum
of three quotes.
B. Blanket purchases in excess of $750 .00 are not allowed.
Invoices originating under the blanket purchase order
procedure will not be accepted in the Purchasing
Department unless countersigned by the superintendent or
department head responsible for the purchase. The following
procedure also will be followed: Each department or
division will accumulate their invoices on a daily basis,
enter the appropriate job order number for charge and
submit them to the Purchasing Department on the day following
the purchases.
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1 . 1
A list of concerns having blanket orders is available in this
manual. (See page 14 . 1)
4 . Cash: These are for purchases made locally for items with
a value of $25 .00 or less , for non-stocked items , from
concerns with whom we do not have a blanket order.
Department or division heads should approve all purchases
whether by requisition, blanket order, warehouse
withdrawal or cash purchase. It is equally important that
the correct account number, or job order number, be given
on all requisitions , invoices , etc. This is
particularly important not only to save time for
Purchasing, but it properly distributes your budget
allocations to correct accounts and jobs.
Purchases between $350 . 00 and $750 . 00 shall have three
verbal quotes and shall be listed on the requisition form when
presented to Purchasing for a purchase order.
Purchases between $750 .00 and $25 , 000 .00 shall have a
quotation request form sent to a minimum of three
vendors. The Purchasing Department prepares all written
quotation requests upon receipt of a requisition from the
requesting department.
If other than the low bidder is selected, an explanation
and/or justification must accompany the requisition and be
approved by the department head and the Purchasing
Officer before purchase.
Competitive quotes are strongly recommended and
encouraged on all blanket purchases .
If item/items to be purchased are single vendor items ,
include a note on the requisition "Single Vendor" and
provide a written single source justification, outlining in
some detail why only one product will meet the required
specifications .
Purchases between $5 ,000 .00 and $25 ,000 .00 shall be:
1) approved by the City Manager or in his absence the
Assistant City Manager and/or where consistent with
budget limitations the Finance Director; and
2) reported to the City Council on a transaction
listing as soon as practicable.
1 .2
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Transaction listing shall note the following:
1 . Purchase Order Number
2 . Vendor Name
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3 . Amount
4 . Division Number
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Purchases in excess of $25 , 000 . 00 must go out to formal bid
unless it is a single vendor item. Purchases in excess of
$25 , 000 . 00 that bypass the formal bidding process must be
approved by the City Council by resolution.
LIABILITY AND WORKERS COMPENSATION INSURANCE--Requesting
departments are responsible for securing all required
certificates of insurance prior to the purchase order being
issued. Insurance certificates shall be maintained by the
Risk Management Department. The Risk Management Department
will assist the Purchasing Department and the requesting
department in determining the adequate dollar level of
coverage. A minimum of ten days should be allowed for
obtaining certificates of insurance from contractors. (See
Insurance Requirements - Page 6 . 1)
Plan ahead for your needs - bear in mind that it takes
varying lead times to receive merchandise after the
issuance of a requisition. If the purchase is an
authorized one of over $25 ,000 , for instance, this
requires a formal bid. From the time of advertising, bid
opening and Council award, 45 days or more could elapse. The
importance of proper planning is obvious in order to insure
some degree of service to you.
EMERGENCY PURCHASES IN EXCESS OF $5 ,000 . 00 MUST BE
APPROVED BY THE CITY MANAGER, OR, IN HIS ABSENCE, THE
ASSISTANT CITY MANAGER. EMERGENCY PURCHASES IN EXCESS OF
$25 ,000 . 00 MUST BE APPROVED BY THE CITY MANAGER, OR, IN HIS
ABSENCE, THE ASSISTANT CITY MANAGER AND SHALL BE REPORTED TO
COUNCIL ON A TRANSACTION LISTING.
IF YOU NEED HELP OR INFORMATION - CALL PURCHASING - Ext. 4135
or Ext. 4137
1 .3
CITY OF REDDING
"SELECTION OF TECHNICAL CONSULTANTS"
PURPOSE
The purpose of this policy is to establish general guidelines
for the selection of technical consultants and, by so doing,
obtain the services of highly qualified and competent firms
and/or individuals to do work at a competitive cost. It is
not the intention of the city to make a selection solely on
the basis of cost for the technical services offered; rather
the goal is to select a consultant who will produce an
acceptable, completed program or a project as outlined below.
Except as otherwise provided, the City of Redding will solicit
competitive proposals by releasing, when practicable , Requests
;i for Proposal (RFP' s) to perform work for which the City does
not have staff available or lacks the technical expertise
7 required to perform a project/program. Consultants will be
individually selected for specific projects with due regard
for the cost or fees for the service to. be performed, and with
particular regard for the consultant' s experience; special
knowledge of the subject matter; ability to perform the
services within the time allowed; record of success on similar
work; and ability to perform effectively in the necessary
discussion, presentation, coordination, and cooperation realms
of the project.
Deviation from an RFP selection process (i.e. Negotiated
Contracts) shall only be employed in unusual circumstances as
requested by the department head and determined by the City
Manager and/or City Council as appropriate.
APPLICATION
The policy shall apply to the selection of technical
consulting firms for services in connection with public
improvement projects and/or governmental operations for the
City of Redding. For purposes of this policy, consulting
services include, but are not limited to, professional
services which may be contracted for by the City in the
following fields:
Planning (City and regional, airports, electric, potable
water, and waste water utilities , solid waste disposal
etc. )
2 . 1
Building and Landscape Architecture
Engineering - (All disciplines)
Financial
Rates & Fees
f
' Recreation
i
Risk Management
Medical
Property Appraisal
Human Resources (Key employee recruitment, training, etc. )
Contract Management (Construction management, inspection,
etc. )
i Administrative Services
The term "consultant" may include individuals , partnerships, a
corporation, joint ventures, or any other combination of firms
or persons deemed by the City to be qualified to perform the
required services.
CRITERIA FOR SELECTION
The following general selection factors shall be considered,
to the extent that each may apply, in selecting a consultant
for a particular study or project:
1 . Educational and experience background of the consultant' s
key staff that will be assigned to each of the primary
elements of the project work as well as the individual
within the consultant' s organization who will be in
overall charge of the work.
2 . Necessary license or other professional credential (s) of
the consultant to perform the particular study, project,
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or work.
3 . Demonstrated recent record of success of the consultant
on work previously performed for the City or others of a
similar nature and magnitude. Key areas to consider are
the consultant' s ability to deliver the required work or
services in acceptable form and detail, on schedule and
within budget.
2 . 2
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4 . The consultant' s documented record in delivering
completed design, estimating, construction management
services, etc. , of proven reliability as evidenced by the
completion costs of previous projects of similar scope
and magnitude.
! 5 . The adequacy of the consultant' s staff to perform the
work within the time allowance.
6 . The method (s) proposed by the consultant for the work
required; the primary elements of the work shall be
identified.
7 . The ability of the consultant to make effective written
reports and public presentations of the work or design as
may be required.
8 . The ability of the consultant to work effectively with
City staff, other public agencies, and related parties as
may be required during the course of the design, study,
'I or other technical services .
9 . New or innovative ideas that are presented by the
consultant in the proposal which demonstrate clear or
advanced understanding of the work, its problems and
possible solutions.
10 . Consultant has adequate knowledge of local conditions.
11 . The consultant' s past record of continued interest in the
success, efficiency, and workability of the program or
services previously delivered.
12 . The ability of the consultant to furnish effective
construction supervision services, where such services
are an inherent part of a "package" of services for which
the consultant is employed.
13. The ability of the consultant to provide errors and
omission insurance and other insurance as may be required
by the City Attorney and/or the Risk Manager.
II Each of the above listed general selection criteria factors
may typically be employed in the evaluation of any proposal.
To this list may be added any specific or unusual evaluation
criteria necessary because of any special work, process or
service required. Each selection criteria factor may be
weighted according to its overall, perceived importance
against the project whole.
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2 . 3
While price may not be the singular guiding issue in selecting
a consultant, the consultant' s proposal shall include the
"fixed" or "not to exceed" cost (whichever is required by the
(RFP) . The proposal should also include any required
supporting data in the form of cost/ manhour of each employee
I classification to be used, anticipated total project manhours
for each classification, overhead costs , expenses , etc.
(Note: If a "not to exceed" cost is required by the RFP, the
j final cost of the service (s) shall be the consultant' s actual
cost incurred or the agreed upon "not to exceed cost"
whichever is less . )
The consultant' s proposal will be reviewed for any deviations
and exceptions taken, work not included, or any other
inconsistency between the City' s RFP which details the "work
required" and the consultant' s proposal which details the
"work offered" . The consultant shall explain the reasons for
the deviations and exceptions in the proposal . Deviations and
exceptions which demonstrate clear benefit or advantage to the
City may receive special consideration.
SELECTION PROCESS - GENERAL GUIDELINES
Firms that have been determined, by the requesting department
director as most familiar with the project or program, to be
actively in the business of providing the required service
will be invited to submit proposals . Whenever possible, the
minimum number of firms requested to submit a proposal in
response to an RFP shall be three (3) for services estimated
to cost from $5 ,000 to $200 , 000 and five (5) for services
estimated to cost more than $200 , 000 . When appropriate,
qualified local firms (within Shasta County) will be sent
RFPs. For unusual or extraordinary consulting services,
Request for Qualifications (RFQ' s) will be sent to selected
firms. The RFQ' s will be reviewed and evaluated to narrow and
finalize the field of qualified firms to be sent RFP' s.
Recognizing that the development and presentation of a
professional proposal is often expensive, it is the City' s
position to request a proposal from a firm only when the firm
will be seriously considered for the program, project or work.
SELECTION
The review procedure for the selection of professional service
contracts shall be as follows:
2 .4
SHORT-TERM SUPPLEMENTAL SERVICE CONTRACTS COSTING LESS THAN
$25 ,000 : Requests for professional services shall be
initiated by the requesting department head. The department
head may waive the formal RFP process and interview one or
more consultants which the department head believes is/are
qualified to perform the work. The department head will then
select a consultant and forward a recommendation to the City
Manager for issuance of a contract/purchase order. Where
consistent with budget limitations , the Finance Director may
approve the professional service request and enter into a
contract with the consultant on behalf of the City.
PROFESSIONAL SERVICE CONTRACT COSTING MORE THAN $25 ,000 : The
responses received to an RFP will be evaluated by a
review/selection team which shall provide a recommendation of
a specific consultant for Council ' s consideration. The
review/selection team shall normally consist of five (5)
members; requesting department staff members appointed by the
requesting department director, one Finance Department staff
member, and one Purchasing Department staff member. For
projects of particular interest, complexity, or controversy,
the City Manager may designate additional staff from other
departments or request Council or others to participate as
part of the review/selection team. Final recommendation will
then be presented to Council for its consideration of contract
award.
EMERGENCY PROCEDURES:
When conditions arise requiring immediate action, the City
Manager, with concurrence of the City Council, may retain the
services of a consultant on a time and material basis for the
duration or portion of the duration of the emergency situation.
All of the above is to be in accordance with the Government
Code requirements.
FINAL SCOPE OF WORK:
The final contract scope of work may vary somewhat from that
originally contemplated in the RFP, if the review/selection
team determines that additions, deletions, or corrections are
necessary to properly describe the work.
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2 . 5
REQUISITION - ITEMS LISTING
The following items are to be entered on a "Requisition for
Materials and Supplies" and forwarded to the Purchasing
Department for processing:
1) Hard copy/paper requisition
2) Via computer entry
Appraisals
Attorneys Fees
Books
Dues
Equipment
Instructor Fees (Other than Recreation)
Labor
License Fees
Materials
Parts
Permits (Annual)
Product Purchases
Services
Subscriptions
Supplies
Transportation Charges (Freight Charges)
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REQUISITIONS
(PAPER TRANSMISSION)
iThe purchase requisition is the means used to correctly
define the requirements of the requesting department and shall
be forwarded to the Purchasing Department.
Purchase requisitions cannot be processed unless they
contain the following information:
Number, Deliver Location (see
Division um
Date, Division Name, , Y
delivery code - page 19 . 7) , Quantity, Article Description,
Job Order Number, Unit Price , Requested By, and Approved By.
1 . DATE
2 . DIVISION NUMBER
Insert the number of the requesting division.
3 . DIVISION NAME
i
Insert the name of the requesting division.
4 . DELIVERY LOCATION
If material is to be delivered to a location other than
the 760 Parkview Avenue, Receiving Department, insert the
desired deliver to code number (see page 19 . 7) .
5 . REQUESTOR NAME
Signature of the individual requisitioning the
material/service.
6 . DIVISION APPROVAL SIGNATURE
Signature of the department/division head or other
approved/authorized person.
7 . VENDOR NAME
I' 8 . VENDOR ADDRESS
9 . ITEM NO.
j 10 . DATE REQUIRED
Date product is needed, if date not given, Purchasing
will assume you are not in a hurry.
i
11 . QUANTITY
Insert the number required.
4 .1
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12 . DESCRIPTION
Adequate description of the item requisitioned by catalog
number or specifications is necessary for obtaining the
best quality, service and price. In a case where
specifications or catalog numbers are not available ,
consult the Purchasing Department for suggestions .
Insert manufacturer name if a specialized item is
required.
i�
13 . CITY PART NUMBER
(i.e. warehouse/inventory number) .
14 . UNIT PRICE
Insert unit price or estimated purchase price. If you do
not have this information, a quotation request will need
to be issued to obtain the current price. In this event,
allow extra time before actual purchase order is written.
15 . UNIT
N
It is helpful if the unit price per quantity is shown,
such as: each, dozen, c (hundred) , m (thousand) , etc.
16 . TOTAL PRICE
Insert subtotal, sales tax (if applicable) , and total.
17 . JOB ORDER NUMBER
The requesting department is responsible for inserting
the correct job order number against which the item is to
be charged and that sufficient funds are available to
cover the cost.
Departments that use another departments job order number
must provide a command note with a statement, per sample:
Sample Statement:
i "This has the approval of Tom Riley, Parks
Department. "
OVERBUDGET CONDITION--Requisitions found to be overbudget
will be returned to the requesting department.
Requesting department shall contact the Budget Services
Officer for a possible transfer of funds to correct the
overbudget condition. No purchase order shall be issued
until the overbudget condition is corrected.
4 .2
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If it is important to inform a particular individual upon
receiving the item requisitioned, insert the individual ' s name.
State a definite delivery date if necessary. Do not use such
substitutions as: "Rush" , "Immediately" , "As soon as
possible" . Constant requests for "Rush" orders is
indicative of poor planning on the part of the requesting
department.
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4 . 3
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INSURANCE - GENERAL REQUIREMENTS
LIABILITY AND WORKERS COMPENSATION INSURANCE---Requesting
departments are responsible for securing all required
certificates of insurance prior to the purchase order being
issued. Insurance certificates shall be maintained by the
Risk Management Department. The Risk Management Department
will assist the Purchasing Department and the requesting
department in determining the adequate dollar level of
coverage.
i
General requirements are as follows:
INSURANCE REQUIREMENTS FOR SERVICE CONTRACTS
PAGE 1
A. Evidence of Maintenance Required. The Contractor
shall , at all times, maintain in full force and effect the
insurance required by this section. Certificates of insurance
and necessary endorsements evidencing required coverages or
i policies shall be filed with the Risk Management Office at
least ten (10) days prior to the beginning of work. The
certificate shall provide that at least thirty (30) days prior
written notice of any material change in or cancellations of
the coverages or policies shall be given to the City of
Redding as certificate holder.
B. Qualifying Insurers. All required insurance
policies shall be issued by companies which hold a current
policy holders alphabetic and financial size category rating
of not less than A:VII according to the most recent issue of
Best' s Insurance Reports.
C. Insurance Required. General liability, automobile
liability (if applicable) and workers ' compensation insurance
shall be maintained as follows:
1 . General Liability Insurance. Either (a)
comprehensive general or (b) commercial general liability.
a. Comprehensive General Liability Insurance
for bodily injury (including death) , personal injury, and
property damage which provides limits of at least one million
($1 , 000, 000) dollars combined single limit per occurrence.
OR
b. Commercial General Liability Insurance for
bodily injury (including death) , personal injury, and property
damage which provides limits of at least one million
($1 ,000 , 000) dollars general limit per occurrence and two
million ($2 , 000 , 000) dollars general aggregate limit.
6 . 1
INSURANCE REQUIREMENTS
In either case, the comprehensive general or commercial
general liability policies shall include coverage or
endorsements for:
a. Premises and operations;
b. Contractual liability;
C. Products/Completed Operations with limits
of one million ($1 , 000 , 000) dollars per occurrence/aggregate.
d. Independent contractors; and
e. Personal injury liability. The personal
i injury endorsement shall not contain the so-called "a"
(liability assumed under the contract) or "c" (suits brought
by employees) exclusions.
The comprehensive general or commercial general liability
'I insurance shall also include the following endorsements,
copies of which shall be provided:
a. Inclusion of the City of Redding, its
' officers , agents , employees and volunteers as additional
insureds as respects services or operations under the contract.
b. Cross liability and severability of
interest clauses providing that the insurance applies
separately to each insured except with respect to the limits
of liability.
C. Stipulation that the insurance is primary
insurance and that neither the City nor its insurers will be
called upon to contribute to a loss.
2 . Comprehensive Automobile Liability (if
applicable) for bodily injury (including death) and property
damage which provides total limits of not less than one
million ($1 ,000 ,000) dollars combined single limits per
occurrence, applicable to all owned, non-owned, and hired
vehicles.
3 . Statutory Workers' Compensation and Employer' s
Liability Insurance for all employees engaged in services or
operations under the contract. The employer' s liability
insurance shall provide limits of not less than one million
($1 ,000 ,000) dollars per occurrence. Both the Workers '
Compensation and employer' s liability policies shall contain
the Insurer' s waiver of subrogation in favor of the City its
officers , agents , employees and volunteers.
6 . 2
INSURANCE REQUIREMENTS
D. Claims Made Coverage. If general liability
insurance is written on a "claims made" basis , the certificate
of insurance must clearly so state , and the following
additional information must be provided:
1 . Whether defense coverage is included in the
policy limit (yes or no) ;
2 . All aggregate limitations including
i) General aggregate, and
ii) Products/Completed Operations
Aggregate;
3 . The retroactive date.
4 . The length of time for extended reporting
period.
5 . Any limitations on invoking the reporting
period (other than nonpayment) .
d
6 . Whether a "Notice of Circumstances" is allowed
(yes or no) .
E. Other Insurance Provisions
1 . The requirements of these Standard
Specifications as to types and limits of insurance coverage to
be maintained by the Contractor, and any approval of insurance
by the City, are not intended to, and shall not in any manner
limit or qualify the liabilities and obligations otherwise
assumed by the Contractor pursuant to the contract, including,
but not limited to, the provisions concerning
indemnifications, nor preclude the City from taking any other
action available to it under any other provisions of the
contract or law.
2 . The City acknowledges that some insurance
requirements contained in these Standard Specifications may be
fulfilled by self-insurance or other combinations of insurance
on the part of the Contractor. However, this shall not in any
way limit liabilities assumed by Contractor under the
contract. Any self-insurance or other combinations of
insurance must be approved in writing by the City, at its sole
discretion.
3 . If the "acord form" is used as the certificate
of insurance, the cancellation clause must be modified as
follows:
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6 . 3
INSURANCE REQUIREMENTS
"Should any of the above-described policies be
cancelled before the expiration date thereof,
the issuing company will endeavor--te mail
30 days written notice to the certificate
holder named to the left, Htit--fa€lure--te
eta€I-sir-rtc+-iee--the II--imV&Se--n -obi ga rr-er
I€ability---&€--a3ty---k-iti 1--epen--tYt&- o r ,--€ts
agents-e�-�e}��esentat€*aes. "
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INSSC
6 .4
CONTRACT ADMINISTRATION
A. Under $25 ,000
Typical written contract under $25 ,000--Does not go to Council .
Steps may vary between Departments and with contract
complexity.
1 . The Department clears budget funds with the Budget
Services Officer and receives a job order number.
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2 . (a) The Department obtains two signed contract originals
from the contractor and gives to the City Attorney
for form approval. (Estimated one week for form
approval) , or
(b) The Department requests the City Attorney to write
the contract. (Estimate one month) .
Then the
Department sends two originals to the contractor for
signing and returning, or
! (c) May use a purchase order for agreement, if only a
few payments . See the Purchasing Manual and
Purchasing Officer for details.
3 . Simultaneously with step #2 , the Department requests the
contractor to provide specified insurance certificates to
the Risk Manager for approval.
4 . The City Manager signs the contracts and sends them to
the Clerk' s office.
5 . The Clerk' s office assigns a Contract Number and sends to
the Department.
6 . The Department confirms all insurance and bonds are
received and approved, then distributes on original to
the contractor with a "Notice to Proceed" letter, one
original to the Clerk' s office, one copy to Finance, an
one copy to the Department.
7 . Progress Payments: The Department signs to approve
monthly progress payments and sends to Finance with
Reference to the Contract Number.
8 . (a) Contract Modifications: Changes, of less than 25%
of a line item require justification approval by the
Department and Finance and subject to funds
available , or
(b) Major contract changes require following the same
process noted above for the original contract.
9 . The Contract is closed when the final authorized payment
is made by Finance, or when the Department files a
"Notice of Completion" .
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B. Over $25 ,000
Typical contracts over $25 , 000--Require Council approval by
resolution. Usually requires formal bidding.
Steps may vary between Departments and with contract
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complexity.
1 . (a) The Department clears budget funds with the Budget
Services Officer, and receives a job order number, or
(b) If funds are not budgeted, then the Department
reports to the Council requesting a supplemental
' appropriation.
2 . May require formal bidding: If equipment or service, see
the Purchasing Officer for details. If a Public Works
Construction Project, see the Public. Works Department.
3 . (a) After the bid opening, have the contractor prepare
the contract and send four signed originals through
,i the Department to the City Attorney for form
approval and to prepare resolution (estimated one
week) . The Department relays any changes back to
the contractor for modification, or
(b) Simultaneously with Step #2 , the Department requests
the City Attorney to write the contract (estimated
four weeks) and prepare the resolution. Then the
Department sends four originals to the contractor
for signing and then returns to the Department.
4 . Simultaneously with Step #3 , the Department requests the
Contractor to provide insurance certificates to the Risk
Manager for approval.
5 . The Department reports to the Council to adopt the budget
resolution, if needed, award the bid, adopt the contract,
and the resolution. The Mayor signs the agreement.
6 . (a) If an equipment purchase, then a purchase order is
issued by Purchasing if all the insurance is
approved, or
(b) If a written contract, then the Clerk attests to the
Mayor, assigns a Contract Number and distributes one
original to the file, one original to the
contractor, one original to the City Attorney, one
original to Finance, and one copy to the Department
(estimated three weeks) .
7 . The Department confirms all insurance and bond
requirements are approved, and then sends a "Notice to
Proceed" to the contractor.
7 . 2
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8 . Progress Payments : The Department signs to approve
monthly progress payments and then sends to Finance with
the Contract Number reference.
9 . (a) Contract Modifications: Changes of less than 25% of
i a line item and less than $25,000 require
j justification approval by the Department, Finance ,
City Manager, and subject to funds available, or
(b) Changes over $25 , 000 require Council action and is
similar to the process for original agreement.
10 . The contract is closed when the final authorized payment
is made by Finance or when the Department files a "Notice
of Completion" .
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7 . 3
QUOTATION REQUEST
The quotation request is a standard form used for all
informal quotations and may be varied only when special
detail is required. Information requested from the
bidder is as follows:
1 . Terms
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2 . Delivery
i 3 . Unit price
4 . Discount
5 . Net Price
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6 . Extended price
' 7 . Subtotal
8 . Sales Tax
9 . Total
Information given to the bidder is as follows:
1 . FOB Redding, CA
2 . Quantity desired
3 . Full description of material desired
4. No charges of any kind will be allowed unless same
as specified on quotation
5 . General Conditions
The purpose of the quotation request is to obtain
competitive bids. Open market purchases should, when
practical, be based on at least three quotations and the
order awarded to the lowest responsible bidder.
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Purchasing will complete the "Quotation Request" form
upon receipt of a requisition and any required
attachments (detailed specifications and drawings) from the
requesting department. The form is then mailed to
potential vendors. Upon return of the Quotation
Request, Purchasing forwards to the requesting department for
review. The requesting department signs the Quotation Request
form of the selected vendor and returns it to Purchasing for
the processing of a purchase order. Quotations selected
which are not from the low bidder requires a detailed
explanation/justification with approved department signature.
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8 . 2
• QUOTATION NO.
QUOTATION REQUEST
DEPARTMENT OF PURCHASES NOT A PURCHASE ORDE
760 PARKVIEW AVE.
P.O.BOX 496071
REDDING,CA 96049-6071
(916)225-4138 FAX(916)225-4434 BIDSWILL 9E RECEIVED IN THE-:
PURCHASING OFFICE UNTIL
TO: F.O.B. POINT:
PAGE TODAY'S
DATE
OF
VENDOR NUMBER DIVISION
QUANTITY COMMODITY DESCRIPTION OF ARTICLES VENDOR UNIT PRICE TOTAL
CODE PART NUMBER LIST PRICE DISCOUNT NET PRICE
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QUOTATIONS ARE REQUESTED FOR FURNISHING ITEMS DESCRIBED ABOVE IN YOUR MDSE.
ACCORDANCE WITH TERMS SET FORTH HEREIN. ALL QUOTATIONS MUST BE TERMS TOTAL
F.O.B.DESTINATION AND INCLUDE COST OF BOXING AND CARTAGE TO DELIVERY
POINT STATED ABOVE. UNIT PRICES WILL GOVERN QUOTATION. YOUR SALES
OUR TERMS-SEE REVERSE SIDE. SHIP DATE TAX
PLEASE SIGN AND RETURN THIS COPY OF THE QUOTATION REQUEST.
{
TOTAL$
IN SUBMITTING THE ABOVE, THE VENDOR AGREES THAT ACCEPTANCE OF ANY OR ALL QUOTATIONS BY THE PURCHASING OFFICE WITHIN A REASONABLE PER
CONSTITUTES A CONTRACT:
PER TITLE TELEPHONE( ) DATE
SIGNATURE PRINT
RETURN THIS COPY TO THE PURCHASING DEPARTMENT,CITY OF REDDING,760 PARKVIEW AVE.,P.O.BOX 496071,REDDING,CA 96049.6071
PURCHASING DEPARTMENT COPY
9. 1
• GENERAL CONDITIONS
1. PREPARATION OF QUOTES: 6. RIGHT TO AUDIT:
A. All information requested of the vendor shall be entered in the The City of Redding reserves the right to verify, by examinations c
appropriate space on the form.Failure to do so may disqualify your order. vendor's records,all invoiced amounts when firm prices are not set forth i-
Please print or type all entries in black ink. the purchase agreement.
9. The time andlor date at or prior to which quotes will be accepted may 7. LIABILITIES:
be extended or reduced without notifying all bidders in advance. if it is in
the best interest of the City of Redoing to do so. The vendor shall hold the City of Redding,its officers,agents.servants ani
employees, harmless from liability of any nature or kind because of use c
C. Quotes received after the time and-or date specified may be accepted any copyrighted,or uncopyrighted composition,secret process,patented c
at the discretion of the City Purchasing Department. unpatented invention, articles or appliances furnished or used under thi
bid. and agrees to defend. at its own expense any and all actions brough
D. Time of delivery shall be stated as the number of calendar days against the City of Redding or themselves because of the unauthorized us(
I foilowing receipt of the order by the vendor to receipt of the goods or of such articles.
services by the City.
• 8. CASH DISCOUNTS:
E.Time of delivery may be a consideration in the award.
In connection with any cash discount specified on this bid. time will be
F. Prices will be cons tiered as net 30 if no cash discount is shown. computed from the date of complete delivery of the supplies or equipmen
as specified. or from date correct invoices are received in the Cite.
G. All quotes shall be signed by an authorized party and title shall be Accounting Office,if the latter date is later than the date of delivery. For the
1 clearly indicated. purpose of earning the discount. payment is deemed to be made on the
date of mailing of the City warrant or check.
2. SPECIFICATION COMPLIANCE:
9. DEFAULT BY BIDDER:
A.Quotations must comply in ail respects with specifications.
In case of default by the bidder, the City of Redding may procure the
B. If the vendor has indicated that the product offered does not comply in articles or services from other sources and may deduct from any moniee
all respects with the specifications. the vendor is to list in detail any and due. or that may thereafter become due to the vendor. the differencE
all deviations. between the price named in the contract or purchase order and actual cos
thereof to the City of Redding. Prices paid by the City shall be consideree
BRAND NAMES: the prevailing market price at the time such purchase is made. Periods o
performance may be extended if the facts as to the cause of delay justif}
A Unless otherwise indicated. brand names and numbers. when used. such extension in the opinion of the City.
are for reference to indicate the character or quality desired.
10. EQUIPMENT:
l B. Equal items will be considered. provided ,your offer clearly describes
the article. Offers for equal items shall state the brand and number, or All equipment is to be new and latest model in current production. Used
evel of quality. remanufactured, shopworn. demonstrator, prototype or discontinuec
models are not acceptable unless otherwise stipulated.
When brand.number,or levet of quality is not stated by the bidder,it is
understood the offer is exactly as specified. 11. MATERIAL SAFETY DATA SHEET:
D. If bidding on a manufacturer's product other than that specified.bidder It is mandatory for a manufacturer. supplier or distributor to supply air
must attach descriptive literature and specifications with the proposal. MSDS with the first shipment of a hazardous material,also at any time the
content of an MSDS is revised the vendor is required to provide new
E. if necessary, the burden of proot and cost of analysis to determine information relevant to the specific material.
ecua)ity shall be that of the bidder.
12. HARZARDOUS MATERIALS:
1. SAMPLES:
Suppliers handling and disposing of hazardous materials shall be in
Samples of articles. when required. shall be furnished free of cost of compliance with all federal. state. and local requirements regulating
anv son to the City of Redding. hazardous material and may be required to submit proof of compliance.
B. Samples of articles selectea may be retained for future comparison. 13. LOCAL PREFERENCE:
C.Samples which are not destrcved by testing.or which are not retained The City of Redding provides a one percent (1%) preference for local
'or future comparison vriii be returned upon request at your expense. vendors on all qualifying purchases. To qualify for this preference the
purchase for portion of purchase) must be subject to sales tax collection.
5., A YARDS: Also the purchase order or contract must be issued to a business holding a
current and valid City of Redding business license and said business must
A. The City of Redding reserves the right. (1)to award bids received on be located within the city limits.
t the basis of individual items, or groups of items, or on the entire list of
nems unless this riaht is denied by bidder:(2)to reject any or all bids.or
anv part thereof:131 to waive any informality in the bids:and 141 to accept
the bid that is in the best interest of the City. The City s decision shall be
final.
B. Casn discounts offered for payment in less than 20 days will not be
considered as basis for award.
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9. 2
PURCHASE ORDER
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The purchase order is prepared in three parts by the
Purchasing Department.
DISTRIBUTION
Part 1 - WHITE - Vendor copy. Mailed to vendor.
Part 2 - YELLOW - Department copy. This copy will
i be used as a receiving record and
will be sent to the requesting
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department for their files.
Part 3 - GREEN - Receiving Report. This copy goes to
the requesting department and is
notification that the material has
been ordered. Upon receipt of
material, the department or division
head will show quantity received,
date received, will sign copy and
forward to the Purchasing Department
immediately for processing of payment.
The Purchasing Department will check
the Receiving Report - green copy -
against the vendor' s invoice. The
green copy and attached invoice is
then processed for payment by
Purchasing and is kept as a permanent
record until microfilmed.
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10 . 1
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�' , , PURCHASE ORDER NO.
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/ THE ABOVE NUMBER MUST BE SHOWN ON DELIVERY '
PAPERS,INVOICES,AND ALL CORRESPONDENCE.
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INVOICES MUST BE FORWARDED IN DUPLICATE TO:
DEPARTMENT OF PURCHASES
760 PARKVIEW AVE.
P.O.BOX 496071 TERMS:
REDDING,CA 96049-6071
PAGE DATE
(916)225-4135 FAX(916)225-4434
TO: DELIVER TO: OF
QUOTEBID
i VENDOR NUMBER DIVISION FSA
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QUANTITY COMMODITY DESCRIPTION OF ARTICLESUNIT
CODE RCE UN R DISC. AMOUNT
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DO NOT FILL THIS ORDER IF UNABLE TO FILL EXACTLY AS WRITTEN, PURCHASING OFFICER NO.
INCLUDING PRICE.WITHOUT PRIOR APPROVAL BY PURCHASING OFFICER.ALL
TRANSPORTATION CHARGES MUST BE PREPAID.NO PAYMENT WILL BE MADE
UNTIL THE ENTIRE ORDER HAS BEEN DELIVERED AND ACCEPTED. BY
TERMS AND CONDITIONS:SEE THE RESERVE SIDE. THIS ORDER NOT VALID UNLESS SIGNED BY THE
PURCHASING OFFICER.
11. 1
. TERMS AND CONDITIONS
1. DELIVERY: If delivery of the commodity or service cannot be 11. VARIATION IN QUANTITY: No variation in the quantity of ar
made exactly as specified and at the time and price shown,notify the item called for by this contract will be accepted unless such variatie
City Purchasing Dept. immediately, phone 1916) 225-4135. Do not has been caused by conditions of loading, shipping, or packing, c
make delivery without approval. allowances in manufacturing processes. and then only to the exten
if any,specified elsewhere in this contract.
2. MISCELLANEOUS CHARGES: No charges for transportation.
containers. packing. etc.. will be allowed unless so specified in this 12. PAYMENTS: Invoices shall be submitted in duplicate (one coc
order. shall be marked "Orginal") unless otherwise specified, and sha
contain the following information: Vendor's Federal Tax I.D. numbe
3. FREIGHT CHARGES: On shipments sold f.o.b. point of origin. contract or order number. item number. contract description c
prepay charges and add to invoice. Original copy of paid express or supplies or services, sizes, quantities. unit prices and extende
freigtit bill must be attached to invoice. totals. Bill of lading number and weight of shipment will be shown fc
shipments on Government Bills of Lading.
4. HOLD HARMLESS: The vendor shall indemnity and hold the City
of Reading, its officers, agents and employees. harmless from ail 13. COMMERCIAL WARRANTY: The Contractor agrees that th
' claims, actions. proceedings. clauses, damages. and liabilities. supplies or services furnished under this contract shall be covere
including attorney fees. caused by defect(s) in the itemsts) by the most favorable commercial warranties the Contractor gives t
purchased hereunder,or resulting from the use of any copyrighted or any customer for such supplies or services and that the rights an;
uncopyrighted composition. secret process. patented or unpatented remedies provided herein are in addition to and do not limit an
' invention,article or appliance furnished or used under this order. rights afforded to the City by any other clause of this contact.
5. EXCISE TAX: If federal excise tax is applicable to the transaction. 14. ASSIGNMENT OF CLAIMS: Claims for monies due or t(
! it must be so stated and excluded from the price of the article. The become due under this contract shall be assigned only pursuant t(
City of Redding, as a governmental agency, is exempt from the prior written consent of the City Purchasing Officer or designate(
payment of said tax and will issue an exemption certificate. representative.
6. SALES AND USE TAXES: Sales tax must be shown on the 15. MATERIAL SAFETY DATA SHEET: It is mandatory for
invoice as a separate iterq:..On out-of-state purchases. the vendor manufacturer.supplier,or distributor to supply an MSDS with the firs
must show his Use Tax Permit Number issued by the California shipment of hazardous material. Also, at any time the content of ar
State Board of Equalization. which authorizes him to charge and MSDS is revised. the vendor is required to provide new information
collect California sales tax. relevant to the specific material.
7. PURCHASE AGREEMENT DOCUMENTS. A copy of the Notice 16: LOCAL PREFERENCE: The City of Redding provides a on(
Inviting Bids. the Bid and copy of these General Conditions and the percent (1%) preference for local vendors on all qualifyinc
Specifications and Bid will remain on fife in the Office of the City purchases. To qualify for this preference the purchase (or portion o
II Purchasing Officer and it is understood will form the purchase purchase) must be subject to sales tax collection.Also the purchasE
agreement.All materials or services supplied by the Contractor shall order or contract must be issued to a business holding a current anc
conform to the applicable requirements of the City Ordinances, and valid City of Redding business license and said business must bE
all applicable State and Federal Laws. as well as conforming to the located within the city limits.
1 specifications contained herein.
17. HAZARDOUS MATERIALS: Suppliers handling and disposinc
8. DEFAULT BY SUPPLIER: in case of default by supplier. the City of hazardous materials shall be in compliance with all federal state
reserves the right to procure the articles or services from other and local requirements regulating hazardous material and may be
'd sources and to hold the supplier responsible for any excess costs required to submit proof of compliance.
occasioned to the City thereby.
9. PAYMENTS: Payment terms are NET,30 unless bidder otherwise
J quotes. All Cash Discounts shall be taken and computed from the
date of delivery or completion and acceptance of the material, or
! from date of receipt of invoice.whichever is latest.
10.INSPECTION AND ACCEPTANCE: Inspection and acceptance
will be at destination, unless otherwise provided. Until delivery and
acceptance. and after any rejections. risk of loss will be on the
Contractor unless loss results from the negligence of the City of
Redding. Notwithstanding the requirements for any City inspection
and test contained in specifications applicable to this contract.
except where specialized ;nspections or tests are specified for
performance solely by the City. the contractor shall perform or have
performed the inspections and tests required to substantiate that the
supplies and services provided under the contract conform to the
drawings, specifications and contract requirements listed herein.
including if applicable the technical requirements for the
manufacturers part numbers specified herein.
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11. 2
AM
' P CHASE ORDER NO.
/ 1 T ABOVE NUMBER MUST BE SHOWN
ON DELIVER
PAPERS,INVOICES,AND ALL CORRESPONDENCE.
DEPARTMENT OF PURCHASES
760 PARKVIEW AVE. RECEIVING REPOR'
P.O.BOX 496071 TERMS:
REDDING,CA 96049-6071 PAGE DATE
(916)225-4135 FAX(916)225-4434
TO: DELIVER TO: OF
QUOTE BID
VENDOR NUMBER DIVISION F/A
COMMODITY UNIT TRADE COST CENTER
RECEIVED QUANTITY CODE DESCRIPTION OF ARTICLES PRICE UNIT DISC. AMOUNT NO AMOUN-
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ESTIMATE
I hereby certify that I have received, carefully weighed, measured or counted the items indicated NO
above,that quantities and qualities are correctly stated and are as ordered,that they were received PURCHASING OFFICER
in good condition,except as noted hereon.
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By
j DATE GOODS RECEIVED AUTHORIZED SIGNATURE
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11. 3
�'aSWaPCHASE ORDER NO.
VXT ABOVE NUMBER MUST BE SHOWN ON DELIVER'
PAPERS,INVOICES,AND ALL CORRESPONDENCE.
DEPARTMENT OF PURCHASES
760 PARKVIEW AVE.
P.O.BOX 496071 TERMS:
j REDDING,CA 96049-6071 PAGE DATE
(916)225-4135 FAX(916)225-4434
TO: DELIVER TO: OF
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QUOTE BID
VENDOR NUMBER DIVISION F/A
4
RECEIVED QUANTITY COMMODITY DESCRIPTION OF ARTICLES UNIT UNIT TRADE AMOUNT COST CENTER
CODE PRICE DISC. NO. AMOUNT
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ESTIMATE
Reoon Date Received Report Date Received Report Date Received PURCHASING OFFICER NO.
1 St 4th 7th
2nd 5th 8th By
3rd 6th 9th
11. 4
' INVOICES
1 `
! An invoice is the vendor' s statement of his charges
against the City for materials or services rendered,
based upon the purchase order.
All invoices shall be processed for payment by the
Purchasing Department without delay. The invoice,
receiving report (green sheet) and check copy are kept
together as a permanent record until microfilmed.
IT IS IMPERATIVE THAT THE RECEIVING REPORT - GREEN SHEET - BE
FORWARDED TO THE PURCHASING DEPARTMENT IMMEDIATELY UPON
RECEIPT OF MATERIALS SHOWING QUANTITY ACTUALLY RECEIVED
IN "RECEIVED" COLUMN, DATE RECEIVED, SIGNATURE OF
EMPLOYEE WHO ACTUALLY PICKED UP OR RECEIVED THE MATERIAL
'i AND SIGNATURE OF DEPARTMENT OR DIVISION HEAD.
All questions regarding invoices shall be referred to the
'! Purchasing Department for clearance or adjustment.
The Purchasing Department shall make every effort to price
all purchase orders in the amount to be reflected by the
invoice.
Invoices charged to a blanket purchase order will be
forwarded from requesting department to the Purchasing
Department daily, no later than the day following the
purchase. Each invoice will bear the proper account or job
order number, equipment number (if applicable) , signature
of employee making the purchase, and counter signature
of the department head or division superintendent.
No employee will make a purchase on the blanket purchase
order without the approval of the department head or
division superintendent. All City invoices will be billed
to the CITY OF REDDING, and not to any specific department.
12 . 1
BLANKET PURCHASE ORDER
This purchase order will be identical to the standard
. purchase order except that it will be issued
semiannual/annually to cover situations where a number of
minor purchases are made during a specified period, and up
to a specified amount.
Date of issue and expiration will be definitely stated on all
blanket purchase orders. This information will be typed on
the order:
EXAMPLE: Expires (month-day-year)
Any merchandise or services purchased after the
expiration date of the blanket purchase order, will not be
covered, or recognized for payment on that specific
purchase order.
All employees authorized to make blanket purchases must
present a City identification card to the vendor before
completing the purchase. I .D. cards are issued by the
Purchasing -Department.
All invoices will be signed by the employee making the
purchase and countersigned by the department or division
head, will show the proper account or job order number, and
will be forwarded to the Purchasing Department
immediately. Invoices bearing initials only will not be
accepted by Purchasing.
Invoices for purchases made for the City will be charged to
the CITY OF REDDING and not to a particular department or
division.
PLEASE - MAKE SIGNATURES READABLE
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13 . 1
BLANKET VENDORS LISTING
July 27 , 1992
A-1 Security Safe &Lock. . . . . . 222-6262 . . . . . . . . . . . . . $750
841 Hartnell Avenue
WORK TO BE DONE AT VENDOR'S FACILITY ONLY-
Advance Petroleum . . . . . . . . . . . . 222-3031 . . . . . . . . . . . . . 750
2940 Arcade Way
Aggregate Products . . . . . . . . . . . . 241-7100 . . . . . . . . . . . . . 750
17400 Clear Creek Road
All Wheel Alignment . . . . . . . . . . 241-1010 . . . . . . . . . . . . . 750
5700 Old Oasis Road
American Feed. . . . . . . . . . . . . . . . . 243-3201 . . . . . . . . . . . . . 750
7031 Eastside Road
Analysts, Inc . . . . . . . . . . . . . . 415-536-5914 . . . . . . . . . . . 750
Anderson-Cottonwood Concrete. . 347-3716 . . . . . . . . . . . . . 750
Williams Lane, Anderson
Aratex Services, Inc. . . . . . . . . . 241-6433 . . . . . . . . . . . . . 750
755 Butte Street
i Arrow Pest Control . . . . . . . . . . . . 246-8695 . . . . . . . . . . . . . 750
964 Twin Towers Drive
Ashby Auto Wreckers. . . . . . . . . . . 275-5700 . . . . . . . . . . . . . 750
2060 Ashby Road, Central Valley
Auto Accessories . . . . . . . . . . . . . 243-1142 . . . . . . . . . . . . . 750
1264 California Street
Auto Lube. . . . . . . . . . . . . . . . . . . . . 243-4118 . . . . . . . . . . . . . 750
195 Locust
Auto Lube. . . . . . . . . . . . . . . . . . . . . 222-1946 . . . . . . . . . . . . . 750
133 Parkview Avenue
Barnett Supply Company. . . . . . . . 243-5536 . . . . . . . . . . . . . 750
6872 Banigan Road, Anderson
Basic Laboratory . . . . . . . . . . . . . 243-7234 . . . . . . . . . . . . . 750
2218 Railroad Avenue
Bauer Compressor of S F. . . . . 415-887-1927 . . . . . . . . . . . . 750
Bell & Howell . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 750
Beller Equipment. . . . . . . . . . . . . . 241-0281 . . . . . . . . . . . . . 750
1609 Kenyon Drive
Biggins Lighting & Electric. . . 241-4567 . . . . . . . . . . . . . 750
:I 2146 Pine Street
Boyer & Sons . . . . . . . . . . . . . . . . . 243-1624 . . . . . . . . . . . . . 750
d 937 Grange
Bragg Gregory B & Assoc. . . . . 343-4699 . . . . . . . . . . . . . N/A
Breman Welding . . . . . . . . . . . . . . . 222-6343 . . . . . . . . . . . . . 750
5621 Eastside Road
WORK TO BE DONE AT VENDOR'S FACILITY ONLY-
Budget Towing. . . . . . . . . . . . . . . . . 246-0524 . . . . . . . . . . . . . 750
Burger King (O/T crews only) . . 221-5133 . . . . . . . . . . . . . N/A
802 E Cypress
Burger King (O/T crews only) . . 243-1402 . . . . . . . . . . . . . N/A
2055 Eureka Way
14 . 1
Burketts Engine Shop. . . . . . . . . . 244-4226 . . . . . . . . . . . . . 750
5602 Cedar Road
California Windshield Repair. . 221-9322 . . . . . . . . . . . . . 750
Work to be done on site
Campora . . . . . . . . . . . . . . . . . . . . . . 241-1770 . . . . . . . . . . . . . 750
5562 S Highway 99
Camps Surplus Sales . . . . . . . . . . 241-4530 . . . . . . . . . . . . . 750
3495 S Market
Carols Lock & Key . . . . . . . . . . . . 244-1001 . . . . . . . . . . . . . 750
2525 S Market
Cascade Industrial Supply. . . . . 241-1262 . . . . . . . . . . . . . 750
4900 S Highway 99
Casino Club (O/T crews only) . . 221-5015 . . . . . . . . . . . . . N/A
1885 Hilltop Drive
Certified Laboratories . . . . . . . 222-8557 . . . . . . . . . . . . . 750
1664 Lacy Lane (Jeanette Voss)
Chemical Works (Janitorial Sup) 223-038.7 . . . . . . . . . . . . . 750
1357 Hartnell Avenue
Churn Creek Mobil Service . . . . 221-3599 . . . . . . . . . . . . . 750
'I 5101 Churn Creek Road
CH2M Hill. . . . . . . . . . . . . . . . . . . . . 243-5831 . . . . . . . . . . . . . 750
2525 Airpark Drive
CH2M Hill (Laboratory) . . . . . . . . 244-5227 . . . . . . . . . . . . . 750
5090 Caterpillar Road
Clyde ' s TV . . . . . . . . . . . . . . . . . . . . 223-3244 . . . . . . . . . . . . . 750
1768 Churn Creek Road
Comsco . . . . . . . . . . . . . . . . . . . . . . . 243-3952 . . . . . . . . . . . . . 750
,i 939 Butte Street
Consolidated Elec. Dist. . . . . . 221-5233 . . . . . . . . . . . . . 750
2300 Larkspur Lane
Cook Concrete Products . . . . . . . 243-2562 . . . . . . . . . . . . . 750
5461 Eastside Road
Corning Truck & Radiator . . . . . 824-5134 . . . . . . . . . . . . . 750
Crown Camera. . . . . . . . . . . . . . . . . . 243-8333 . . . . . . . . . . . . . 750
1365 Market Street
Crown Motors. . . . . . . . . . . . . . . . . . 241-4321 . . . . . . . . . . . . . 750
555 W Cypress Avenue
Cues Inc. . . . . . . . . . . . . . . . . . . 1-800-544-8695 . . . . . . . . . . 750
Rancho Cordova, CA
Cummins West. . . . . . . . . . . . . . . . . . 241-2154 . . . . . . . . . . . . . 750
2725 Favretto Avenue
Data Type . . . . . . . . . . . . . . . . . . . . 222-2606 . . . . . . . . . . . . . 750
1244 Hartnell Avenue
Don Davis Towing Service . . . . . 243-2563 . . . . . . . . . . . . . 750
Davis Jim A Enterprises . . . . . . 243-3734 . . . . . . . . . . . . . 750
: 5601 Cedars Road #D
WORK TO BE DONE AT VENDOR'S FACILITY ONLY-
Days Inn . . . . . . . . . . . . . . . . . . . . . 221-8200 . . . . . . . . . . . . . N/A
2180 Hilltop Drive
Denham S .J. Inc. . . . . . . . . . . . . . . 241-1756 . . . . . . . . . . . . . 750
772 N Market Street
Droscher Equipment Sales . . . . . 241-0505 . . . . . . . . . . . . . 750
6479 Eastside Road
Dura-Crane , Inc. . . . . . . . . . . . . . . 365-2525 . . . . . . . . . . . . . 750
2233 Alexander Avenue, Anderson
14 . 2
Dyna Systems . . . . . . . . . . . . . . . . . 222-8557 . . . . . . . . . . . . . 750
1664 Lacey Lane
Eastman Office Products . . . . . . 927-0171 . . . . . . . . . . . . . 750
Ellis . . . . . . . . . . . . . . . . . . . . . . . . 244-4417 . . . . . . . . . . . . . 750
1545 Placer Street
Familian Northern Cal. . . . . . . . . 221-4890 . . . . . . . . . . . . . 750
3985 Old Forty Four Drive
Federal Express . . . . . . . . . . . 1-800-238-5355 . . . . . . . . . . . 750
Fidelity Title Insurance. . . . . . 243-8250 . . . . . . . . . . . . . 750
1505 Court Street
Fleet Truck Supply . . . . . . . . . . . 244-4880 . . . . . . . . . . . . . 750
2637 Angelo Avenue
FLT Engineering . . . . . . . . . . . . . . . . . . . . . . . . . . . N/A
i Franklin Engine & Parts . . . . . . 223-1561 . . . . . . . . . . . . . 750
I 2304 Churn Creek Road
i Gallaghers #1 Foto . . . . . . . . . . . 243-3686 . . . . . . . . . . . . . 750
2390 Athens Avenue
Gallino, Donald F. Inc. . . . . . . 246-7671 . . . . . . . . . . . . . 750
i 5601 Cedars Road
Georges Equipment Co. Inc. . . . . 243-4112 . . . . . . . . . . . . . 750
2431 Radio Lane
Gerlinger' s . . . . . . . . . . . . . . . . . . 243-1053 . . . . . . . . . . . . . 750
1527 Sacramento
Gimblin Automotive Service. . . . 243-2136 . . . . . . . . . . . . . 750
I 1541 Continental
Ginger' s Garden Terrace. . . . . . . 244-6437 . . . . . . . . . . . . . N/A
820 Butte Street
Goehring Forensic Laboratory. . 241-6244 . . . . . . . . . . . . . 750
2170 Market Street
Gold Leaf Nursery. . . . . . . . . . . . . 365-5383 . . . . . . . . . . . . . 750
11526 Churn Creek Road
' Grainger, W.W. Inc. . . . . . . . . . . 246-9112 . . . . . . . . . . . . . 750
5080 Caterpillar Road
Great Northern Sanitary. . . . . . . 221-7378 . . . . . . . . . . . . . 750
H & H Electric . . . . . . . . . . . . . . . 221-5421 . . . . . . . . . . . . . 750
2150 Marlene Avenue
Harmon Glass . . . . . . . . . . . . . . . . 243-4431 . . . . . . . . . . . . . . 750
'! 1933 California Street
Harrys Restr (O/T Crews only) . 221-7600 . . . . . . . . . . . . . . N/A
763 E Cypress Avenue
Hart F.B. . . . . . . . . . . . . . . . . . . . . 246-2460 . . . . . . . . . . . . . 750
2535 Ellis
Hegge Services. . . . . . . . . . . . . . . . 243-8341 . . . . . . . . . . . . . 750
4554 Caterpillar Road
Hemsted' s Van & Storage . . . . . . 241-3456 . . . . . . . . . . . . . 750
5125 Caterpillar Road
Hogue Equipment Co. . . . . . . . . . . . 241-1863 . . . . . . . . . . . . . 750
5050 Westside Road
Holt Enterprises. . . . . . . . . . . . . . 222-8135 . . . . . . . . . . . . . 750
1849 Keystone Court
House of Steno. . . . . . . . . . . . . . . . 241-6051 . . . . . . . . . . . . . 750
1708 Placer Street
Howell Paint Store . . . . . . . . . . . 241-1571 . . . . . . . . . . . . . 750
1426 Eureka Way
14 . 3
I
Hughs Tire Service . . . . . . . . . . . 241-3417 . . . . . . . . . . . . . 750
2843 Favretto Street
Industrial Electric Service . . . 365-3381 . . . . . . . . . . . . . 750
2180 Ox Yoke Lane, Anderson
Industrial Saw & Knife . . . . . . . 241-3864 . . . . . . . . . . . . . 750
6890 S Highway 99
Industrial Welding . . . . . . . . . . . 246-7843 . . . . . . . . . . . . . 750
2725 Favretto Avenue
J & K Muffler . . . . . . . . . . . . . . . . 241-9001 . . . . . . . . . . . . . 750
299 Boulder Drive
J & L Towing . . . . . . . . . . . . . . . . . 243-9009 . . . . . . . . . . . . . 750
Jack ' s Small Engine Repair. . . . 246-1275 . . . . . . . . . . . . . 750
5700 Westside Road
i Jerry' s Mobile Radio Repair . . 246-4162 . . . . . . . . . . . . . 750
Kamco Equip & Survey Supply . . 223-3981 . . . . . . . . . . . . . 750
930-A Merchant Street
Keefer' s Radiator Service . . . . 243-2502 . . . . . . . . . . . . . 750
3208 S Market Street
i Keith' s Towing Service . . . . . . . 243-1874 . . . . . . . . . . . . . 750
King Bearing, Inc. . . . . . . . . . . . 244-4050 . . . . . . . . . . . . . 750
5110 Caterpillar Road
Kite' s Electric . . . . . . . . . . . . . . 241-1326 . . . . . . . . . . . . . 750
'i 4055 Eastside Road
j Kleinfelder J H & Assoc . . . . . . . 221-1873 . . . . . . . . . . . . . 750
930 Merchant
Knights of the Road Towing. . . . 222-8697 . . . . . . . . . . . . . 750
Kwik Kopy . . . . . . . . . . . . . . . . . . . . 244-2286 . . . . . . . . . . . . . 750
1300 Court Street
Lake Blvd Hardware. . . . . . . . . . . . 244-2101 or 244-2104 . . 750
'j 983 Lake Blvd
Lassen Tach & Speedometer. . . . . 243-5599 . . . . . . . . . . . . . 750
1125 Sutter Street
Lassen Tractor. . . . . . . . . . . . . . . . 895-0112 . . . . . . . . . . . . . 750
13514 Hwy 99 , Chico
Lee' s Honda-Kawasaki . . . . . . . . . 221-6788 . . . . . . . . . . . . . 750
2230 Larkspur Lane
Liddell Construction Supply . . 222-5111 . . . . . . . . . . . . . 750
2610 Churn Creek Road
Lumberjack . . . . . . . . . . . . . . . . . . . 223-1882 . . . . . . . . . . . . . 750
i 3625 Old Forty Four Drive
Lyons Restr. (O/T crews only) . 223-2820 . . . . . . . . . . . . . N/A
501 E Cypress Avenue
'j Mac Tools . . . . . . . . . 221-7718/Mobile phone 225-9196 . . . 750
Mailroom, The . . . . . . . . . . . . . . . . 243-0206 . . . . . . . . . . . . . 750
1305 Sacramento
Marie Callender. . (O/T crews) . . 223-4310 . . . . . . . . . . . . . 750
'r 1987 Hilltop Drive
Martin' s Diesel Service. . . . . . . 241-4555 . . . . . . . . . . . . . 750
5065 Caterpillar Road
Meek C.C. Lumber Co. . . . . . . . . . . 243-0312 . . . . . . . . . . . . . 750
1045 Twin View Blvd
Meek C.C . Lumber Co. (Cypress) 221-6400 . . . . . . . . . . . . . 750
905 E Cypress Avenue
Miller New Holland Ford. . . . . . . 378-1116 . . . . . . . . . . . . . 750
2025 Barney Rd. Anderson
14 . 4
I
MMP, Inc. . . . . . . . . . . . . . . . . . . . . . 223-1701 . . . . . . . . . . . . . 750
4483 Airport Road
Morgan Emultech Inc . . . . . . . . . . . 241-1364 . . . . . . . . . . . . . N/A
Pit Road
Moss Lumber. . . . . . . . . . . . . . . . . . . 244-0700 . . . . . . . . . . . . . 750
i 5321 Eastside Road
Motor Supply . . . . . . . . . . . . . . . . . 243-0306 . . . . . . . . . . . . . 750
1701 California Street
Mt Shasta Spring Water Co . . . . 221-2158 . . . . . . . . . . . . . 750
4660 Airport Road
i MTI Testing Laboratory. . . . . . . . 243-1837 . . . . . . . . . . . . . 750
4396 Airport Road
Munnell & Sherrill . . . . . . . . . . . 246-7022 . . . . . . . . . . . . . 750
2199 Branstetter Lane
Murray Mike Plumbing . . . . . . . . . 241-6915 . . . . . . . . . . . . . 750
2455 Athens Avenue #G
Nicolet Glass . . . . . . . . . . . . . . . . 222-3515 . . . . . . . . . . . . . 750
2525 Victor
Norcal Electrical Supply. . . . . . 221-7200 . . . . . . . . . . . . . 750
935 Industrial
Nor-Cal Garage Door . . . . . . . . . . 241-7329 . . . . . . . . . . . . . 750
1010 Locust
NorMac Inc. . . . . . . . . . . . . . . . . . . . 222-0101 . . . . . . . . . . . . . 750
1359 Hartnell
Norman Hardware. . . . . . . . . . . . . . . 221-6575 . . . . . . . . . . . . . 750
870 Commerce
Northstate Asphalt . . . . . . . . . . . 243-3039 . . . . . . . . . . . . . 750
1701 Clear Creek Road
City personnel must PICK UP ONLY - NO DELIVERIES
from vendor.
North State Ice . . . . . . . . . . . . . . 246-1833 . . . . . . . . . . . . . 750
1124 Continental
North State Title Company . . . . 241-7511 750
1600 Court Street
North Valley Bank . . . . . . . . . . . . 221-5211 . . . . . . . . . . . . . 750
North Valley Distributing . . . . 222-1500 . . . . . . . . . . . . . 750
945 Merchant
Northern Calif Charging System 243-8810 . . . . . . . . . . . : . 750
1410 Belt Line Road
Northern California Gloves. . . . 549-5234 . . . . . . . . . . . . . 750
NuLife Air Filter Service. . . . . 547-3521 . . . . . . . . . . . . . 750
. Office Planning Group . . . . .Carol x4138 . . . . . . . . . . . . . 750
O'Hair P.E. . . . . . . . . . . . . . . . . . . 244-2020 . . . . . . . . . . . . . 750
120 Lake Blvd E
Open Sesamee Lock & Safe . . . . . 243-8859 . . . . . . . . . . . . . 750
2531 Victor Avenue
Pace Engineering. . . . . . . . . . . . . . 244-0202 . . . . . . . . . . . . . 750
1730 South Street
Paint Mart . . . . . . . . . . . . . . . . . . . 221-7688 . . . . . . . . . . . . . 750
2330 Larkspur
Pat' s A.T.C. Tow . . . . . . . . . . . . . 221-8678 . . . . . . . . . . . . . 750
Patrick' s Phototypography . . . . 222-5599 . . . . . . . . . . . . . 750
2928 Churn Creek Road
Payless (Downtown Mall-ONLY) . . 243-3511 . . . . . . . . . . . . . 750
1400 Market Street
14 . 5
Peterson Tractor . . . . . . . . . . . . . 243-5410 . . . . . . . . . . . . . 750
5100 Caterpillar
Photo Fast. . . . . . . . . . . . . . . . . . . . 223-0558 . . . . . . . . . . . . . 750
290 Hartnell
Photo Fast. . . . . . . . . . . . . . . . . . . . 221-3686 . . . . . . . . . . . . . 750
1770 Churn Creek
' Photo Supply . . . . . . . . . . . . . . . . . 241-0345 . . . . . . . . . . . . . 750
1340 Butte Street
PIP Printing . . . . . . . . . . . . . . . . . 223-6405 . . . . . . . . . . . 750
2650 Bechelli Lane
Platt Electric Supply . . . . . . . . 241-1989 . . . . . . . . . . . . . 750
862 Butte Street
Power Draulics . . . . . . . . . . . . . . . 241-2253 . . . . . . . . . . . 750
3210 S Market
Professional Towing . . . . . . . . . . 244-7869 . . . . . . . . . . . . . 750
Quality Fire & Safety. . . . . . . . . 275-0511 . . . . . . . . . . . . . 750
Radio Mart . . . . . . . . . . . . . . . . . . . 241-3000 . . . . . . . . . . . . . 750
843 N Market
Rapid Package Delivery . . . . . . . 221-6606 . . . . . . . . . . . . . 750
J Record Searchlight . . . . . . . . . . . 243-2424 . . . . . . . . . . . . . 750
1101 Twin View Blvd
Redding Industrial Electric . . 243-1834 . . . . . . . . . . . . . 750
3990 S Highway 99
Redding Indust. Ocup. Health 246-7464 . . . . . . . . . . . . . 750
1920 California
Redding Instrument Co. , Inc. . . 221-0618 . . . . . . . . . . . . . 750
859 Mistletoe Lane
Redding Kenworth . . . . . . . . . . . . . 222-1212 . . . . . . . . . . . . . 750
4601 Churn Creek Lane
Redding Lumber Transport . . . . . 241-1893 . . . . . . . . . . . . . 750
4301 Eastside Road
Redding Machine & Engineering. 549-4812 . . . . . . . . . . . . . 750
21542 Anron Lane
Redding Printing . . . . . . . . . . . . . 243-0525 . . . . . . . . . . . . . 750
1130 Continental
Redding 76 Auto Truck Plaza . . 221-6821 . . . . . . . . . . . . . 750
1901 Knighton Road
Redding Toyota . . . . . . . . . . . . . . . 223-2600 . . . . . . . . . . . . . 750
250 E Cypress
Redding Truck Center . . . . . . . . . 241-4412 . . . . . . . . . . . . . 750
4991 Caterpillar Road
Redding Truck Stop . . . . . . . . . . . 243-1374 . . . . . . . . . . . . . 750
2731 S Market Street
River City Printing . . . . . . . . . . 241-1660 . . . . . . . . . . . . . 750
2842 S Market Street
Rochlitz Don Inc . . . . . . . . . . . . 243-0767 . . . . . . . . . . . . . 750
4580 Cedars Road
Rodway Chevrolet . . . . . . . . . . . . . 223-1132 . . . . . . . . . . . . . 750
200 E Cypress
Ruston Towing . . . . . . . . . . . . . . . . 222-8335 . . . . . . . . . . . . . 750
Ryan & Associates . . . . . . . . . . . . 246-1635 . . . . . . . . . . . . . 750
1724 West Street
Shack, The (O/T crews only) . . . 241-5126 . . . . . . . . . . . . . N/A
1325 Eureka Way
14 . 6
Shasta Auto Upholstery . . . . . . . 241-3878 . . . . . . . . . . . . . 750
1921 California Street
Shasta Fasteners . . . . . . . . . . . . . . 365-3707 . . . . . . . . . . . . . 750
j 3777D Meadow View Drive
Shasta Laboratory . . . . . . . . . . . . 241-2058 . . . . . . . . . . . . . 750
1824 Shasta Street
Shasta Redi-Mix. . . . . . . . . . . . . . . 246-2200 . . . . . . . . . . . . . N/A
876 Clear Creek Road
Shasta Tire & Service. . . . . . . . . 241-0262 . . . . . . . . . . . . . 750
4550 Caterpillar Road
Shasta Towing. . . . . . . . . . . . . . . . . 223-6575 . . . . . . . . . . . . . 750
Shasta Welding . . . . . . . . . . 223-0891 & 246-3370 . . . . . . . . . 750
2728 Hartnell Ave. & 6873 Eastside Road
Shea J.F. . . . . . . . . . . . . . . . . . . . . . 246-4292 . . . . . . . . . . . . . N/A
17400 Clear Creek Road
Sherwood Labs . . . . . . . . . . . . . . 209-667-5258 . . . . . . . . . . . 750
Sierra Springs Water Co. . . . . 1-800-952-5454 . . . . . . . . . . . 750
Simart Machine Works . . . . . . . . 243-2715 . . . . . . . . . . . . . 750
4871 Eastside Road
SMA Equipment Co . . . . . . . . . . . . . 222-1522 . . . . . . . . . . . . . 750
1331 Commerical Way
Smith R P. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 750
Snap On Tools . . . . . . . . . . . . . . . . 222-8665 . . . . . . . . . . . . . 750
602 Gary Court
i Southerland Battery Center. . . . .241-4230 . . . . . . . . . . . . . 750
2850 Favretto Ave
Squad Room. . . . . . . . . . . . . . . . . . . . 221-6596 . . . . . . . . . . . . . 750
2647 Bechelli Lane
SSP Jet Wash. . . . . . . . . . . . . . . . . . 547-3711 . . . . . . . . . . . . . 750
Strange & Son Lumber Co. . . . . . 243-5131 . . . . . . . . . . . . . 750
3705 Eastside Road
Stroup' s Chain Saw . . . . . . . . . . . 221-5155 . . . . . . . . . . . . . 750
2236 Churn Creek Road
Tab Products . . . . . . . . . . . . . . .Carol x4138 . . . . . . . . . . . . . 750
Taylor Motors . . . . . . . . . . . . . . . . 222-1200 . . . . . . . . . . . . . 750
2525 Churn Creek Road
Ticor Title Company. . . . . . . . . . . 241-4531 . . . . . . . . . . . . . 750
1647 Court Street
Tisco of Redding, Inc . . . . . . . . 246-7073 . . . . . . . . . . . . . 750
5756-A Westside Road
TopStitch Unlimited. . . . . . . . . . . 244-2220 . . . . . . . . . . . . . 750
2231 El Reno Lane
' Tri-County Towing. . . . . . . . . . . . . 222-8026 . . . . . . . . . . . . . 750
TTT Towing . . . . . . . . . . . . . . . . . . . 222-2234 . . . . . . . . . . . . . 750
Twinview Towing. . . . . . . . . . . . . . . 243-1010 . . . . . . . . . . . . . 750
Unisource. . . . . . . . . . . . . . . . . . . . . 223-3740 . . . . . . . . . . . . . 350
United Parcel Service . . . . . . . . 243-9520 . . . . . . . . . . . . . N/A
5601 Eastside Road
U S Rentals . . . . . . . . . . . . . . . . . . 221-8851 . . . . . . . . . . . . . 750
3040 Crosswoods Drive
Valley Ace Hardware. . . . . . . . . . . 222-6461 . . . . . . . . . . . . . 750
1350 Hartnell
Valley Indust. Communications. 241-6025 . . . . . . . . . . . . . 750
300 Lake Blvd
14 . 7
Valley Supply. . . . . . . . . . . . . . . . . 243-2381 . . . . . . . . . . . . . 750
4490 S Highway 99
i Walt' s Safety & Const Supply. . 241-5551 . . . . . . . . . . . . . 750
5156 Caterpillar Road
WecoIndustries. . . . . . . . . . . . . . . . . . . . . . . . . . . . 750
West Coast Paper. . . . . . . . . . . . . . . . . . . . . . . . . . . 350
Western Business Products . . . . 221-2566 . . . . . . . . . . . . . 750
2269 Hartnell
Western Home Oxygen & Medical. 243-6976 . . . . . . . . . . . . . 750
i 1725 Yuba
Whirlwind Car Wash. . . . . . . . . . . . 244-9000 . . . . . . . . . . . . . 750
570 W Cypress
'I White House Sales . . . . . . . . . . . . 241-2087 . . . . . . . . . . . . . 750
6971 Eastside Road
Wiener, Myrt. . . . . . . . . . . . . . . . . . 275-2557 . . . . . . . . . . . . . 750
Wilbur-Ellis. . . . . . . . . . . . . . . . 209-442-1220 . . . . . . . . . . . . 750
Wood, J.W . . . . . . . . . . . . . . . . . . . . 222-0423 . . . . . . . . . . . . . 750
Zellerbach. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 350
16 Towing. . . . . . . . . . . . . . . . . . . . . 222-1611 . . . . . . . . . . . . . N/A
i
i
'I
14 . 8
j SURPLUS AND OBSOLETE MATERIAL
i
I
i Disposal of surplus and obsolete materials is another
important function of the Purchasing Department.
i
I The disposition of these materials may be handled in any of
the following ways:
�j
1 . By transferring to other City departments.
�I
2. By returning to the manufacturer or supplier.
Ij 3 . By trading in on new equipment.
+, 4 . By advertising for sale.
5 . By selling as scrap.
6 . By utilizing contracted auctioneer.
Each department or division shall report its surplus and
obsolete material to the Purchasing Department. Purchasing
will prepare a surplus equipment listing.
i
Each department and division will have the opportunity to
acquire these items before disposal through other
channels.
When operating conditions change, the existing stock
items made obsolete should, if practical, be used before
acquiring stock of new material.
In disposing of equipment, all spare parts held for that
equipment should be listed.
The Finance Department must receive notification on a
"Notice of Fixed Asset Activity" form of all transfers of
fixed assets. Transfers include transfers to or from
surplus or between departments .
All surplus item sales will clear through the Purchasing
Department before sales finalization.
15 . 1
'I
CITY OF REDDING
Notice of Fixed Asset Activity
TO: Finance Department Date:
Attn: Fixed Assets
a
FROM:
Employee Name
Department Number and Name
NEW PURCHASE
Date Purchased: Purchase Order No.:
i
TRANSFER
DepartmenUDivision Number and Name Employee Name. (If applicable) Telephone
From:
Department/Division Number and Name Employee Name (If known) Telephone
To:
i
DISPOSAL
Salvage: Trade-in: Other:
TransferiDisposal Date:
'i
OTHER INFORMATION
Quantity: City ID Number: Serial Number:
(Transfers/Disposals Only)
ITEM DESCRIPTION (Include brand names and model numbers)
F/A Number
Processed 6y Qate Authorized
1
F 0009
16. 1
i
ABBREVIATIONS OF STATES
I
i
Alabama AL Missouri MO
Alaska AK Montana MT
Arizona AZ Nebraska NE
Arkansas AR Nevada NV
California CA New Hampshire NH
Canal Zone CZ New Jersey NJ
I� Colorado CO New Mexico NM
Connecticut CT New York NY
Delaware DE North Carolina NC
District of North Dakota ND
Columbia DC Ohio OH
Florida FL Oklahoma OK
Georgia GA Oregon OR
Guam GU Pennsylvania PA
Hawaii HI Puerto Rico PR
Idaho ID Rhode Island RI
Illinois IL South Carolina SC
Indiana IN South Dakota SD
Iowa IA Tennessee TN
Kansas KS Texas TX
Kentucky KY Utah UT
Louisiana LA Vermont VT
Maine ME Virgin Islands VI
Maryland MD Virginia VA
' Massachusetts MA Washington WA
Michigan MI West Virginia WV
Minnesota MN Wisconsin WI
Mississippi MS Wyoming WY
To find zip code, use computer screen:
1 . Zip Code Last Line (Look)
2 . Zip + 4 (Search and Look)
i
1
1
17 . 1
FREIGHT
GUIDELINES FOR RECEIVING INCOMING SHIPMENTS
1 . Examine incoming shipments paperwork (freight bill or
packing list) for correct address and any special
information.
2 . Check shipment quickly before unloading.
3 . Inspect each container for address and any apparent
damage.
4 . While unloading or handling the shipment be aware of any
rattles or loose items in the cartons.
5 . Count the number of containers in the shipment and if
possible physically count all material.
6 . Please note any damages, shortages or exceptions on the
packing slip or freight bill. Describe in detail the
damage or problem. Have the delivery person sign the
packing slip or freight bill acknowledging the exceptions .
7 . After shipment is unloaded and inspected sign the
delivery documents . Date the document and indicate the
number of cartons received. It is a good idea to note
"Received subject to count and inspection" on the
document. Please make your signature legible.
8 . The shipment should be unpacked and checked for any
damages. Be sure to save all packaging materials on
damaged shipments. These are needed to process freight
claims.
9 . Count all items in the shipment accurately at this time.
If there are any shortages or overages please contact the
Purchasing Department. When there is a problem it is a
good idea to send a copy of the packing slip and freight
bill to the Purchasing Department. It will help
responsible City staff to resolve any problems more
quickly.
10 . Do not refuse any shipment unless coordinated with the
Purchasing Department.
11 . Please contact the Purchasing Department if you have any
questions or require assistance with any shipment.
18 . 1
1
•PURCHASE ORDER SYSTEM
a
PU02 - Requisition Data Entry/Change/Add/Approve Program
;j Instructions For Use
GENERAL
This requisition program is designed to allow a City division to:
1 . Key in a requisition;
2 . Add to, change, or review a requisition;
3 . Give departmental approval to a requisition;
4 . Check the approval status of the requisition.
The Purchasing Division may:
1 . Key a requisition;
a 2 . Add to, change, review a requisition;
3 . Audit a requisition;
4 . Give Purchasing Division approval to a requisition;
5 . Delete a requisition.
ROLL KEYS
n Roll keys may be used to roll ahead to the next requisition or
back to the previous one. Anyone may look at a requisition
anytime prior to the purchase order being issued. After the
Purchase Order has been issued, use the Purchase Order Menu
option "Requisition - Lookup History" .
A division may "ADD TO" or "CHANGE" its own requisitions only
until department approval is given. In this case, the roll key
will take you to the next/previous requisition you are allowed to
"ADD TO" or "CHANGE. "
COMMAND KEYS
Command Key 1 This will allow you to read or enter notes concern-
ing this requisition. These notes will not appear
on the Purchase Order. When the "CF1-NOTES" nota-
tion at the bottom of the screen is highlighted,
it means there are existing notes related to the
current requisition.
Command Key 3 This will return you to Screen One where you may
end the processing run or select a new option.
Command Key 5 This will cause the computer to print a copy of
the current requisition. This command key may
only be used by the Purchasing/Finance Department.
DPPU0052/ISTXLIB/ISTXDO 19. 1 05/12/92
*URCHASE ORDER SYSTEM •
PU02 - Requisition Data Entry/Change/Add/Approve Program
Instructions For Use
NEXT SCREEN
'I
Six different screen displays are necessary to key in/display all
the information related to a requisition. These screens, num-
bered Two through Seven, are defined as follows:
2 . HEADER
3 . VENDOR
' 4 . DETAIL
5 . TOTALS
'! 6 . JOB ORDER ALLOCATION
7 . COMMENTS
You may use the "NEXT SCREEN" feature to jump ahead or back
within a requisition to a screen showing information you want to
see or change. Key in the number of the screen you wish to see
K and press ENTER.
If you are in a "CHANGE" or "NEW ADD" mode, the screen requested
will be displayed. If the data for this screen has not been
keyed, the data fields on the screen will be blank. You may key
data into these fields .
If you are in the "LOOK ONLY" mode, the screen requested will be
displayed only if the data has previously been keyed; otherwise,
the first screen after the one requested will be displayed.
NEXT ITEM
Only one detail item is displayed at a time on the detail screen
(Screen Four) . Multiple detail items on a requisition require
multiple displays of the detail screen. If you want to display a
specific detail item and you know its detail number, you may key
a "4" into NEXT SCREEN (see instructions above) and the detail
item number into NEXT ITEM. That detail item will be displayed
if it exists. If you leave NEXT ITEM blank, the first detail
item will be displayed. You may continue to press ENTER to
skip through the detail items until you get the one you want.
NOTE: The computer processes the data on the current screen
BEFORE processing the next screen/next item request.
If hard errors are found on the current screen, the
computer will require you to correct them or press CMD
key 3 before it will do anything else.
ti
'I
DPPU0052/ISTXLIB/ISTXDO 19' 2 05/12/92
*URCHASE ORDER SYSTEM
PU02 - Requisition Data Entry/Change/Add/Approve Program
Instructions For Use
I . SCREEN 1 - OPTIONS
A. OPTION SELECTED - Screen One gives you a list of processing
options you can execute. Select the option that best de-
scribes what you want to do. Key the option number into the
OPTION SELECTED box.
The processing options you may select are:
i
1 . ENTER A NEW REQUISITION - allows you to create a new requisi-
tion for materials and supplies;
2 . DISPLAY AN EXISTING REQUISITION - you may look at a requisi-
tion, but you may not change, add to, or approve it;
3 . ADD-TO/CHANGE AN EXISTING REQUISITION - you may change, add
'! to, or approve an existing requisition;
NOTE: Purchasing Division staff may change any requisition in
the pre-purchase order stage. Other users of the program
may only change their own division' s requisitions, and
then only until their department has .approved the requisi-
tion.
4 . SEARCH FOR A REQUISITION - allows you to search for a requisi-
tion. You may search by:
i
VENDOR NUMBER
VENDOR NAME
DIVISION NUMBER
REQUESTOR NAME
REQUISITION DATE
REQUISITION NUMBER
5 . DELETE A REQUISITION - The Purchasing Division may delete a
requisition before the Purchase Order is created.
AUTOMATIC SEARCH
If you select option 2 (Look Only) or option 3 (Add-To/Change)
and you do not key in the requisition number, the system will
automatically give you a Search Screen. You may search for the
requisition number as described in option 4 above.
If you selected option 2 or 3 above and you use the automatic
search-screen feature, . you may select the requisition number you
want. When you end the search (press CMD key 3) , the requisition
you selected will automatically be displayed.
�' DPPU0052/ISTXLIB/ISTXDO 19. 3 05/12/92
IRURCHASE ORDER SYSTEM •
PU02 - Requisition Data Entry/Change/Add/Approve Program
Instructions For Use
SELECT REQUISITIONS BY GROUP CLASSIFICATION
(Purchasing Division ONLY)
You may select requisitions by one or more group classifications.
The group classifications are:
1 . Requisitions requiring bids;
4 2 . Requisitions requiring written quotes;
3 . Requisitions requiring telephone quotes;
4 . Requisitions requesting a purchase order be issued with
no further action.
To select by group classification:
1 . Key in the "OPTION SELECTED" number;
i 2 . Key in your "APPROVAL PASSWORD" or "DIVISION NUMBER" as
i described below;
3 . Leave the "REQUISITION NUMBER" blank. You will not get
the automatic search-screen described above if you select
at least one requisition group classification;
4 . Key a "Y" for every requisition group classification you
want to see.
When you press ENTER, the first requisition found for any group
classification you selected will be displayed. You may use the
roll key to see other requisitions in the group classifications)
you selected.
APPROVAL PASSWORD
' Key in your approval password if the computer asks for it. If
you are authorized to use more than one approval password, use
the one for the approval level (eg. Auditor or Purchasing Offi-
cer) you want.
DIVISION NUMBER
All users of this program are divided into two groups. Group One
consists of Purchasing, Finance, and users with departmental
approval authority. Everyone not in Group One is in Group Two.
Group Two users will be required to key in their division number;
and they do not have any approval authority.
DPPU0052/ISTXLIB/ISTXDO 19. 4 05/12/92
•PURCHASE ORDER SYSTEM •
PU02 - Requisition Data Entry/Change/Add/Approve Program
Instructions For Use
CHANGES TO A REQUISITION
Purchasing Division staff may change any requisition prior to
creation of the purchase order. Other users may change only
their own division' s requisitions, and these changes must be made
prior to department approval of the requisition.
REQUISITION TOTAL AMOUNT ADDED/CHANGED THIS RUN
This is the total dollar new amount f all
m o n requisitions keyed,
plus the net dollar amount of all changes made during this
execution of the program.
ERROR MESSAGES
1 . ENTER YOUR DIVISION NUMBER - Key your division number into
the "YOUR DIVISION NO. " box.
2 . REQUISITION NOT FOUND - The requisition number you have asked
for is not a valid requisition number; or the purchase order
has been printed, and the requisition is no longer available
to this program.
3 . INVALID OPTION SELECTED - You asked for an option not avail-
able for you to use. Key in an option from the list on the
screen and try again.
4 . KEY IN YOUR APPROVAL PASSWORD - Key your requisition approval
code/password into the entry field on the screen.
5 . INVALID APPROVAL PASSWORD - You are not authorized to use
the requisition approval password you have keyed, or it is
' not a valid approval password. Key in the correct password
you are allowed to use.
6 . NO REQUISITIONS IN THE GROUP (S) SELECTED - There are no
requisitions in the group classifications) you have select-
ed. If the Purchase Order has been printed, then the requisi-
tion is no longer available to this program.
DPPU0052/ISTXLIB/ISTXDO 19. 5 05/12/92
OURCHASE ORDER SYSTEM
PU02 - Requisition Data Entry/Change/Add/Approve Program
i Instructions For Use
i
II . SCREEN 2 - REQUISITION HEADER
Screen Two contains general information about the requisition.
Some of the data must be keyed when the requisition is added to
the system, and some may be keyed later.
The system will error check the data fields on this screen and
notify you of the errors if any are found.
i
A. Data Fields on this screen are:
1 . REQUISITION NUMBER - Assigned by the system automatically
when you key in a new requisition.
2 . VENDOR - The name and identification number of the vendor
selected by the PURCHASING DIVISION to fill the requisi-
tion. This information will not be displayed until the
Purchasing Division selects a vendor on the next screen.
ii 3 . DATE - The date the requisition was entered into the system.
This date is automatically assigned by the system.
4 . DIVISION - (Required entry) . Key in your division number.
5 . DELIVERY CODE - The two-digit code identifying the delivery
address for the materials and supplies specified on this
requisition. If no entry is keyed, the system will automati-
cally assign code "01" .
i
I
'I
19. 6
DPPU0052/ISTXLIB/ISTXDO 05/12/92
OPURCHASE ORDER SYSTEM •
PU02 - Requisition Data Entry/Change/Add/Approve Program
Instructions For Use
Delivery codes and their addresses are:
Code Code
1 City of Redding 10 Redding Museum of Art & History
Receiving Dept. 56 Quartz Hill Rd.
760 Parkview Ave Redding, CA 96003-3620
Redding, CA 96001-3396
2 Civic Auditorium 11 Utility Customer Service
700 Auditorium Dr. 1550 California St.
Redding, CA 96001-0919 Redding. CA 96001-1003
3 Convention/Visit. Bureau 12 Carter House Science Museum
777 Auditorium Drive 48 Quartz Hill Rd.
Redding, CA 96001-0920 Redding, CA 96003-3622
4 Electric Corp. Yard 13 Police Investigations
2556 Heather Lane 1530 California Street
Redding, CA 96002-1234 Redding, Ca. 96001-1003
5 Municipal Airport 14 Redding Community Access-CH 28
6751 Woodrum Ct. #200 5831 Eastside Rd.
Redding, CA 96002-9427 Redding, CA 96001-4547
'i 6 Police Department 15 Stillwater Treatment Facility
1313 California St. 9001 Airport Rd.
Redding, CA 96001-0698 Anderson, CA 96007-9765
7 Wastewater Treatment 16 Moore Road Pole Yard
2220 Metz Road 2163 Fleet Court
Anderson, CA 96007-9478 Redding, CA 96001
8 Water Treatment Plant 17 Redding Power
3100 Foothill 17120 Clear Creek Rd.
Redding, Ca 96001-1361 Redding, CA 96001-5106
9 Information Systems 18 "SEE DELIVERY ADDRESS NOTED BELOW"
1313 California St.
Redding, Ca 96001-0698
,
'I
8
DPPU0052/ISTXLIB/ISTXDO 19. 7 05/12/92
•PURCHASE ORDER SYSTEM
PU02 - Requisition Data Entry/Change/Add/Approve Program
Instructions For Use
6 . REQUESTOR NAME - (Required Entry) . Key in the last name of
the person initiating this requisition.
f 7. DEPARTMENT APPROVAL NAME - If the requisition has department
approval , key in the last name of the person granting it.
The requisition must be approved by the requesting department
before the Purchasing Division will process it.
8 . BLANKET P/O - The Purchasing Division will key in a:
"B" for open blanket P/O
"C" for closed blanket P/O
Leave blank for all others
9 . VOID PRIOR PURCHASING APPROVAL (Y) - The Purchasing Division
may void their approval of a previously approved requisition
by entering a 'Y' .
10 . ACTION REQUESTED OF PURCHASING DIVISION - (Required Entry) .
Key in a "Y" to indicate what action you want the Purchasing
Division to take on this requisition. Only one action may be
selected per requisition.
11 . BUDGETED ITEM - If the requisition is for a budgeted item,
key in an"Y" ; otherwise, leave blank.
12 . BUDGETED AMOUNT - If the requisition is for a budgeted item,
key in the budgeted amount; otherwise, leave blank.
,i
13 . BID SCHEDULE - The Bid Schedule Number will be assigned by
the Purchasing Division and keyed in by them. If this
requisition is for an item covered by an annual bid that has
already had a bid schedule number assigned, the requesting
division must key it.
14 . BID OPEN DATE - The Purchasing Division will key in the date
of the bid opening for all requisitions requiring bids or
written quotes. The date is keyed in month-day-year sequence .
15 . BID OPEN TIME - The Purchasing Division will key in the time
I of the bid opening for all requisitions requiring bids or
written quotes. The time is keyed as it will appear on the
quotation documents (e.g. "12 : 30 pm") . Leave blank if a bid
open time is not needed or has not been determined.
16 . APPROVAL STATUS - Shows the approval level of the requisition.
DPPU0052/ISTXLIB/ISTXDO 19. 8 05/12/92
kRCHASE ORDER SYSTEM
I PU02 - Requisition Data Entry/Change/Add/Approve Program
Instructions For Use
!i
B. ERROR MESSAGES
If a required entry is missing or invalid, the word "MISSING" ,
"INVALID" , OR "ERROR**" will appear adjacent to the field (s) in
error. Correct the error and press ENTER to retry.
1 . HARD/SOFT ERRORS - Most errors are hard errors, and you may
not continue to process this requisition until . they are
corrected. Some errors are soft errors , and you may continue
i to process the requisition without changing anything. Soft
errors are POSSIBLE error conditions.
2 . HARD ERRORS - FIX OR PRESS CMD key 3 will be displayed in
addition to other error messages when hard errors are found.
You must either fix the error or press CMD key 3 to return to
the option screen.
3 . DATA OK - PRESS 'ENTER' TO ADD TO FILE will be displayed when
no errors or soft errors only are found. Press ENTER to
continue processing.
4 . DIVISION NUMBER NOT VALID - The division number entered is
not a valid division number. Key in your division number.
5 . (BUDGET AMOUNT) AMT ZERO - Budgeted item contains a 'Y ' but
budgeted amount is zero.
6 . NO PURCHASING DIVISION ACTION REQUESTED - You must select
one (and ONLY ONE) "Action Requested" by placing a 'Y' in
the box opposite the action you want.
7. MULTIPLE PURCHASING DIVISION ACTION REQUEST - You must select
one (and ONLY ONE) "Action Requested" by placing a ' Y' in
the box opposite the action you want.
8 . NO VENDOR SELECTED - No vendor has been selected to fill this
requisition. This error is displayed when the Purchasing
Division is processing a requisition that does not have a
vendor designated to fill it, and the Purchasing Division has
been asked to "ISSUE A P/O. " It is a soft error and may be
corrected on this screen or the vendor screen (Screen Three) .
9 . Name Not in Vendor File *** - The vendor selected by Purchas-
ing to fill this requisition is not a valid vendor.
DPPU0052/ISTXLIB/ISTXDO 19. 9 05/12/92
SPURCHASE ORDER SYSTEM
e
PU02 - Requisition Data Entry/Change/Add/Approve Program
Instructions For Use
i
III . SCREEN 3 - VENDOR INFORMATION
This screen is used for vendor information about the requisi-
tion. Up to 999 vendors can be related to the requisition for
the purpose of obtaining bids or quotes, but only one vendor can
be selected to fill the requisition.
The vendors related to the requisition do not have to be set up
on the City of Redding Vendor Master. This means that you can
use new vendors for the purpose of getting quotes without the
Purchasing Division first setting them up on the Vendor Master.
The requesting division or the Purchasing Division must supply
name and address information for any vendor used that is not set
up in the Vendor Master File. The Purchasing Division must set
that vendor up in the Vendor Master File and enter the vendor
number on this screen opposite the name and address information
for that vendor before a quote can be sent out.
' Screen Three has room for three vendors, plus their related
information. Press ENTER to display the next three vendors or
get a blank screen to key new vendors. Continue until all
vendors have been displayed or added.
The system will automatically advance you to Screen Four (Detail
Items) when you press ENTER the last time.
DELETE A VENDOR - To delete a vendor previously added to this
requisition, simply blank out the vendor number, name, and
address fields, and press ENTER.
VENDOR NUMBER SEARCH OR SETUP - Anyone may search for a vendor
number at anytime during this job. The requestor should search
for the vendor number of each vendor he/she wishes to buy from or
solicit for bids or quotes. Key in the vendor number on this
screen and press ENTER; the computer will fill in the name and
address.
i If you cannot find the vendor you want with the exact address you
want, leave the vendor number blank and key in the name and
address information. The Purchasing Division will set up new
vendors in the Vendor Master File.
To suspend this job while you search for the vendor number, do
the following:
1 . Press "ATTN" to suspend this job and transfer to the Requisi-
tion Group Job Menu;
2 . Select the option for vendor search or vendor set up;
3 . Press ENTER.
i
19. 10. 10 05/12/92
SPURCHASE ORDER SYSTEM •
PU02 - Requisition Data Entry/Change/Add/Approve Program
Instructions For Use
i
' 4 . Perform the desired vendor Search/Setup;
I
I 5 . To return to the suspended Requisition Job, press CMD key 3
repeatedly until the Requisition Job reappears on your screen.
A. DATA FIELDS ON THIS SCREEN ARE:
1 . VENDOR NUMBER - (OPTIONAL) Always key the City of Redding
vendor number if you know it.
1
2 . VENDOR ADDRESS - (OPTIONAL) The system will automatically
enter the vendor address if you keyed in the vendor number
above. If you did not key in the vendor number, you should
supply the address if you know it.
i
NOTE: THE SECOND LINE OF THE ADDRESS IS OPTIONAL. THE THIRD
LINE IS THE STREET NUMBER OR PO BOX ADDRESS .
3 . Responded (Y/N) - If you solicited a bid or quote from a
vendor and they did not respond, type a 'N' in this field.
If they responded, but declined to give a bid or quote , type
a 'Y' in this field. If they responded with a bid or quote,
leave this field blank; but be sure to type the bid or quote
amount in the quote amount field.
4. QUOTE AMOUNT - If telephone quotes were obtained from this
vendor, key in amount.
Fields 1-4 are repeated three times for keying/displaying up
to three vendors per screen.
5 . TO SELECT A VENDOR KEY IN VENDOR NUMBER — (PURCHASING DIVI-
SION) Key in the City of Redding vendor number for the vendor
selected to fill this requisition. Leave blank if no vendor
has been selected.
6 . BID AWARD DATE - (PURCHASING DIVISION) Key the date
' (Month/Day/Year) the vendor was awarded the job. Leave blank
until then.
9'
DPPU0052/ISTXLIB/ISTXDO 19. 11 05/12/92
I
SPURCHASE ORDER SYSTEM
i
PU02 - Requisition Data Entry/Change/Add/Approve Program
Instructions For Use
I
B . COMMAND KEYS :
See instructions above for a description of Command Keys and the
') Roll Key options .
C. ERROR MESSAGES:
If a required entry is missing or invalid, the word "MISSING, "
"INVALID, " or "ERROR**" will appear adjacent to the field (s) in
error. Correct the error and press ENTER to retry.
1 . VENDOR NO. ALREADY USED THIS REQUISITION - You are attempting
to add a vendor that is already part of this requisition.
2 . SALVAGE VENDOR NUMBER--DO NOT USE - The vendor number used is
for a "Salvage Vendor" and may not be used as an "Order From"
vendor. This same vendor may have another "Order From"
i number in the City of Redding Vendor Master File.
3 . VENDOR SELECTED NOT IN MASTER FILE - The vendor selected to
fill the requisition is not set up in the Vendor Master File,
or the vendor number entered is not the correct one.
4 . NO VENDOR NAME - This message appears under a vendor name and
address group that is missing a vendor name. Either key in
the correct vendor name or blank out the vendor ID number and
address to delete the vendor.
5 . AMOUNT ZERO - When associated with a quote amount, it means
the Purchasing Division action requested (Screen Two) was
"Request Telephone Quotes" but no amount has been entered.
It is a soft error and may be ignored.
6 . NO VENDOR INFORMATION SPECIFIED - No vendor information has
been supplied for this requisition. This may be a hard or
soft error depending upon the approval status of the requisi-
tion. Additional error messages will indicate hard or soft
error.
j 7 . NO VENDOR SELECTED - No vendor has been selected by the
Purchasing Division to fill this requisition. This is a hard
error that will occur if the Purchasing Division auditor
approves a requisition before a vendor has been selected.
DPPU0052/ISTXLIB/ISTXDO 19 . 12 05/12/92
46CHASE ORDER SYSTEM
PU02 - Requisition Data Entry/Change/Add/Approve Program
Instructions For Use
8 . BAD DATE - An invalid bid award date has been entered by the
Purchasing Division.
9 . NO REQUISITION RECORD FOR THIS VENDOR - The vendor selected
to fill this requisition does not have a name/address record
associated with this requisition. This error usually occurs
when the vendor' s name and address have been typed for this
requisition, but no vendor number has been typed in the
vendor number field opposite the name/address. The select-
ed vendor must have a vendor name/address record for this
�Irequisition.
'I IV SCREEN 4 - DETAIL ITEM SCREEN
Screen Four allows you to Key/Display information about the
detail items that make up the requisition. Many of the fields
i are optional. You may key up to 999 detail items, and 1-999
lines of description for each detail item.
DELETE A DETAIL - If the description field is entirely blank, the
detail item record will be deleted. Also, you can delete an item
by pressing CMD key 7 .
A. DATA FIELDS:
1 . DATE REQUIRED - Type in the date that you, the requestor,
need the item. Purchasing will make every attempt to have
the item delivered by this date so be careful about this date
because speedy delivery could be very expensive. Type this
date in month-day-year sequence.
2. DATE DUE - Purchasing will type in the delivery date promised
by the vendor. This date is typed in month-day-year sequence.
3 . ITEM HEADER - You may key in up to 80 characters of Header
comments related to this detail item. These comments will be
printed on the Purchase Order immediately above the first
description line for the item.
4 . QUANTITY - Key in the quantity wanted if applicable. Quanti-
ty is 6 integers plus three decimal places long.
DPPU0052/ISTXLIB/ISTXDO 19 . .13 05/12/92
•PURCHASE ORDER SYSTEM
PU02 - Requisition Data Entry/Change/Add/Approve Program
i
Instructions For Use
5 . DESCRIPTION - (REQUIRED) Key in the detail description. You
may use up to 999 characters to describe the item. If you
i leave this field blank, the detail record will be deleted.
This screen has room for five lines of description. If you
use all five lines , the program will continue to give you
five more (after you press ENTER) until you have typed in all
the description. If you finished your description on the
last description line on the screen, after you press ENTER
the computer will give you five more blank description
lines. Press ENTER again to go on to the next item or next
screen.
6 . VENDOR PART NO. - Key in the Vendor' s Part Number if known;
! otherwise, leave this field blank.
7 . COMMODITY CODE - (future use)
' 8 . CITY PART NUMBER - The City Part Number is used for warehouse
items. The City Part Number consists of a one character
letter code designating the warehouse. Warehouse codes are:
A - Auto G - General R - Reproduction
E - Electric M - Meters (Electric)
F - Forms P - Print Shop W - Water
The rest of the City Part Number is a five-digit number (3
integers plus two decimal places) identifying the part.
9 . UNIT PRICE - Key in unit price if known; otherwise, leave it
blank.
10 . UNIT - This is the unit of issue (e.g. , each, dozen, box,
etc. ) . Key in if known and applicable.
NOTE: IF YOU LET THE SYSTEM CALCULATE EXTENDED PRICE AND
THE UNIT IS "DZ" , "C" , "M" , "X" , "L" , OR "D" , THE QUANTITY
WILL BE DIVIDED BY A UNIT CONVERSION FACTOR AND MULTIPLIED BY
UNIT PRICE TO GIVE EXTENDED PRICE.
11 . SALES TAX - You can key in sales tax for this item. It will
be added to the detail total price.
12 . FREIGHT - If applicable, key in freight for this item. It
will be added to the detail total price.
DPPU0052/ISTXLIB/ISTXDO 19. 14 05/12/92
*URCHASE ORDER SYSTEM 0
PU02 - Requisition Data Entry/Change/Add/Approve Program
Instructions For Use
i
13 . JOB ORDER - All costs of this requisition must be allocated
to a job order.
I
i
If you plan to allocate by cost on Screen Six later, do not
key in a job-order number on this screen. If you are request-
ing more than one item, use Screen Six to allocate the 'cost
by job order.
14 . DISTRIBUTION - (DISPLAY ONLY) The division/activity and
object account number associated with the job order entered
on this screen. If this distribution account is over budget,
the words "over budget" will appear beneath the distribution
i account. Purchasing will not process a requisition that is
over budget.
15 . EXTENDED PRICE - Enter an extended price or let the system
calculate it. If quantity is zero or unit price is zero, the
'I system will not calculate extended price. If nothing is
typed in extended price, the computer will attempt to calcu-
late it.
16 . LABOR - If applicable, key in labor, for this item. It will
be added to the detail total price.
17 . EQUIP NO. - If applicable, key in the City of Redding Equip-
ment Number related to this requisition.
18 . DISCOUNT o - The percentage discount allowed on the item by
the vendor. Discount is expressed "02 .25" for a two and one
quarter percent discount.
19 . TOTAL PRICE - (DISPLAY ONLY) The total cost of this detail
item as keyed on this screen.
B. COMMAND KEYS
COMMAND KEY 1 Allows you to read or enter notes concerning this
requisition. These notes will not appear on the
purchase order. When the "CF1-Notes" notation at
the bottom of the screen is highlighted, it means
there are existing notes related to the current
requisition.
COMMAND KEY 2 Allows you to search for or look up a commodity
code. The commodity code is used to classify
items or services into groups. (Future Use)
COMMAND KEY 3 Allows you to return to the first screen to either
exit the program or select a new processing option.
DPPU0052/ISTXLIB/ISTXDO 19. 15 05/12/92
•PURCHASE ORDER SYSTEM
PU02 - Requisition Data Entry/Change/Add/Approve Program
f
Instructions For Use
I COMMAND KEY 4 Allows you to display the three year expenditure
j history for the distribution account of the job
order you typed for this item. This function will
only display expenditure history if you typed a
job order for this item and that job order has an
expenditure distribution account.
COMMAND KEY 5 This will cause the computer to print a copy of
the current requisition. This command key may
only be used by the Purchasing/Finance Department.
COMMAND KEY 7 Press the command key to delete the current item
from the requisition. After pressing CMD key 7
you will be instructed to press ENTER to complete
the delete process , or press CF12 to nullify the
delete request and return to the detail screen.
C. ERROR MESSAGES:
1 . AMT NEGATIVE - Either the extended price or detail total
price is a credit amount. SOFT ERROR.
i
;i 2 . ALLOCATE ALL COSTS AT END OF REQUISITION - You may not
allocate costs to a job order on this screen because prior
i detail items were, or will be, allocated by totals on
Screen Six. Remove the job order from this screen. HARD
ERROR.
3 . REQUISITION COST ALLOCATED AT TOTAL TIME - Requisition costs
were previously allocated by totals on Screen Six. You are
now trying to allocate the first detail item of the requisi-
tion by detail job order. The system will let you change
from allocating by detail to allocating by totals or vice
I versa, but you must change all detail items in the requisi-
tion.
If you allocate by detail item, ALL costs of the requisi-
tion must be allocated by detail item, including tax,
freight, and discount.
4 . PRESS ENTER - Not finished updating - Because you can type in
more description lines than will fit on one screen, the
system updates/writes the description for the item before it
updates/writes the item itself to the disk. You get this
error if you press CMD key 3 after it has updated/written the
description but before it has updated/written the detail
item. Press ENTER to finish the update.
5 . WAREHOUSES ARE A, E, F, G, M, P, R, W - You typed in a city
part number in an invalid warehouse code. Type in the
correct code or blank out the City Part Number.
DPPU0052/ISTXLIB/ISTXDO 19.16 05/12/92
•PURCHASE ORDER SYSTEM
PU02 - Requisition Data Entry/Change/Add/Approve Program
Instructions For Use
I
V. SCREEN 5 - REQUISITION TOTALS
This screen gives requisition totals and allows for additional
iinformation related to the Purchase Order that will result from
i
this requisition.
The costs of .the requisition must be allocated to a job order by
detail item or by requisition totals. If the costs are allocated
by detail item, all costs must be keyed on the detail item screen
(Screen Four) and may not be keyed on this screen. If you are
allocating costs by requisition totals, you may key costs such as
estimated amounts, sales tax, freight, etc. on this screen.
PRE-ISSUED PURCHASE ORDER NUMBERS - The Purchase Order System
assigns purchase order numbers and prints the Purchase Orders .
Sometimes the Purchasing Department must issue Purchase Orders or
purchase order numbers in advance. Screen Five allows for input
of the actual purchase order number used. (PURCHASING USE ONLY)
A. DATA FIELDS :
1 . SALES TAX - If applicable you may key in the requisition
sales tax if it was not included with the detail items.
2 . REQUISITION SUBTOTAL - (DISPLAY ONLY) The sum of all the
detail item total costs .
3 . ESTIMATED AMOUNT - (OPTIONAL) You may key in an estimate of
the total requisition cost. This estimate will be used if
the requisition subtotal is zero; otherwise, it will be
ignored.
f 4 . FREIGHT - Same as sales tax above.
5 . DISCOUNT AMOUNT - If applicable, type in the amount of the
discount to be taken if the invoice is paid on time. Include
,i this amount with the detail items if the costs of this
requisition were allocated by detail item.
6 . REQUISITION TOTAL - (DISPLAY ONLY) The total cost or
estimated total cost of this requisition.
7 . TERMS - Purchasing will type in the terms for this purchase.
8 . P/O NUMBER - Key the actual purchase order number issued in
advance. Leave blank if no purchase order number was issued
in advance. (PURCHASING DIVISION USE ONLY)
i
DPPU0052/ISTXLIB/ISTXDO 19. .17 05/12/92
•PURCHASE ORDER SYSTEM
PU02 - Requisition Data Entry/Change/Add/Approve Program
i
Instructions For Use
9 . REQUISITION APPROVAL GIVEN - When you are satisfied that
the requisition information is as complete as you can make
it, key in A "Y" . Approval is given by the department,
j Purchasing Division Auditor, Purchasing Officer, and Director
of Finance .
j
B. ERROR MESSAGES:
1 . NO DETAIL ITEM AMOUNTS ENTERED - Since there were no detail
item amounts entered,. there should be no amount entered on
this screen for sales tax, freight, and discount. These
fields should be blank.
2 . REQUISITION COST ALLOCATED BY DETAIL - This requisition' s
costs are being allocated to job orders by detail item rather
than by requisition totals. You may not key any requisition
total amounts on this screen. All costs of this requisition
must be entered on the detail item screen.
3 . P/0 NUMBER ALREADY EXISTS - You told . the system that you
pre-issued a purchase order number for this requisition, and
the system is telling you that the purchase order number you
keyed has already been used.
VI . SCREEN 6 - JOB ORDER ALLOCATION
This screen is used to allocate requisition costs by totals to
one or more job orders. All requisition costs must be allocated.
These costs may be allocated by detail item on the detail item
screen, or they may be allocated by total on this screen. You
must allocate all costs by one method or the other, but not
both. If more than one item, allocate on Screen Six.
You may allocate costs on this screen by dollar amount or by a
percentage of the total, but you must allocate all costs by the
same method. You may not allocate some costs by percentage and
some by dollars.
This screen also shows you the total cost to be allocated and the
total costs that have been allocated. If the two totals do not
match, all the costs of this requisition have not been allocated
to a job order. If this requisition is for an unbudgeted capital
outlay and the job order or job orders have not been set up, the
system will allow you to allocate the costs later.
DPPU0052/ISTXLIB/ISTXDO 19' 18 05/12/92
• •PURCHASE ORDER SYSTEM •
PU02 - Requisition Data Entry/Change/Add/Approve Program
Instructions For Use
i
This screen will allow up to 999 job orders for allocation. Ten
j job orders fit on one view of this screen. If you need more than
ten job orders , type in the first ten with their allocated amount
j and press ENTER. After the computer processes those job orders,
it will allow you to type in ten more. Follow this process until
you have typed in all your allocation information.
A. DATA FIELDS :
1 . JOB ORDER - Key in the job orders for cost allocation. These
job orders must exist as primary job order numbers in the Job
Order Master File.
2 . AMOUNT - The dollars and cents to be allocated to the job
order. You may key up to ten amounts to correspond to the
job orders keyed above, or you may use the percentage method
to calculate the amount. If you use the percentage method to
calculate one amount, you must use it to calculate all
amounts for this requisition.
3 . PERCENTAGE - If you elect to use the percentage method to
calculate the amounts to be allocated, leave the amount
field blank and key in the two-digit percentage (no deci-
mal) , such as 10% , 33% , etc. all the percentages used must
total to 100 percent. Press ENTER and the computer will
calculate the amounts for you.
'i 4 . DISTRIBUTION ACCOUNT (DISPLAY ONLY) - The department
activity and object account number associated with each job
order entered on this screen. If the account is over budget,
the words "Over Budget" will appear to the left of the
distribution account.
B. ERROR MESSAGES:
1 . REQUISITION COST ALLOCATED BY DETAIL - Costs for this requisi-
tion were allocated by detail item on Screen Four. They may
not be allocated on this screen.
,i 2 . ALLOCATED COSTS NOT = REQUISITION COSTS - The total costs
allocated on this screen do not equal the total cost of this
' requisition.
3 . NOT 100% - You are using the percentage method to' calculate
the amounts to allocate to each job order, but the total of
all percentages entered does not equal 100 percent.
DPPU0052/ISTXLIB/ISTXDO 19. 19 05/12/92
i
PURCHASE ORDER SYSTEM
PU02 - Requisition Data Entry/Change/Add/Approve Program
Instructions For Use
.i
VII . SCREEN 7 - COMMENTS
This screen allows you to enter up to 999 lines of comments
pertaining to this requisition. These comments will appear on
i the Purchase Order.
Type in your comment lines for this requisition. Press enter to
write them to the disk. If you used all 18 lines , the computer
will automatically give you another 18 lines. Continue until you
have typed in all your comments .
Use CMD key 1 to record comments or notes about this requisition
that you do not want to appear on the Purchase Order.
1 . REQUISITION APPROVAL GIVEN - Same as described for Screen
Five.
GENERAL
This program has many uses for many different users with
varied needs. These instructions will be limited to how a person
authorized to give departmental approval reviews and approves a
requisition.
i
ROLL KEYS
Roll keys may be used to roll ahead to the next requisition or
J back to the previous one. Anyone may use this program to LOOK
at a requisition anytime prior to the Purchase Order being issued.
A division may "ADD TO" or "CHANGE" its own requisitions only
until department approval is given. In this case, the roll key
will take you to the next/previous requisition you are allowed to
approve.
" COMMAND KEYS
Command Key 1 Press this key to read or enter notes concerning
this requisition. These notes will not appear on
the Purchase Order. When the "CF1 - NOTES"
notation at the bottom of the screen is highlight-
ed, it means there are existing notes related to
the current requisition.
Command Key 3 Press this key to return to Screen One. Press
this key again to end the approval run.
DPPU0052/ISTXLIB/ISTXDO 19 . 20 05/12/92
.PURCHASE ORDER SYSTEM •
PU02 - Requisition Data Entry/Change/Add/Approve Program
j Instructions For Use
NEXT SCREEN
Six different screen displays are necessary to display all the
different information related to a requisition. These screens,
numbered Two through Seven, are defined as follows:
2 . HEADER
3 . VENDOR
4 . DETAIL
5 . TOTALS
6 . JOB ORDER ALLOCATION
7 . COMMENTS
You may use the "NEXT SCREEN" feature to jump ahead or back
within a requisition to a screen showing information you want to
see or change. Key in the number of the screen you wish to see
and press ENTER.
If you request a particular screen and it is displayed with blank
data fields, it means that the data for that screen was not
keyed. Simply press ENTER and you will get the next screen.
i
NEXT ITEM
Only one detail item is displayed at a time on the detail screen
(Screen Four) . Multiple detail items on a requisition require
multiple displays of the detail screen. If you want to display
a specific detail item and you know its detail number, you may
key in "4" in NEXT SCREEN (see instructions above) and the
detail item number in NEXT ITEM.
I . SCREEN 1 - OPTIONS
A. OPTION SELECTED - Screen One gives you a list of processing
options you can execute. To review and approve a requisi-
tion, select option 3 (ADD TO/CHANGE an existing requisition) .
B. KEY APPROVAL PASSWORD - Key in your six-character approval
code. This is your authorization to approve requisitions for
your department.
C. AUTOMATIC SEARCH - If you do not key in the requisition
number of the requisition you want to review/approve, the
system will automatically give you a search screen. You may
search by division number for your division' s requisitions.
DPPU0052/ISTXLIB/ISTXDO 19' 21 05/12/92
*URCHASE ORDER SYSTEM
PU02 - Requisition Data Entry/Change/Add/Approve Program
i Instructions For Use
i
Scan the list of requisitions for your division. Select the
lowest requisition number you want to review/approve and key it
into the " . . .Requisition Number Selected" box at the bottom of
the screen. The requisition you selected will now be displayed.
Press CMD key 3 to end the search.
ERROR MESSAGES
1 . REQUISITION NOT FOUND - The requisition number you have
asked for is not a valid requisition number; or the Purchase
d Order has been printed, and the requisition is no longer
available to this program.
2 . INVALID OPTION SELECTED - You asked for an option not avail-
able for you to use. Key in an option from the list on the
screen and try again. You must use option 3 to approve a
requisition.
3 . KEY IN YOUR APPROVAL PASSWORD - Key your requisition approv-
al code/password into the entry field on the screen.
4 . INVALID APPROVAL PASSWORD - You are not authorized to use the
requisition approval password you have keyed, or it is not a
valid approval password. Key in the correct password you are
allowed to use.
If you want to review the requisition prior to approving it,
simply press the "ENTER" key after reviewing a screen; and
the computer will display the next screen. You may give
your departmental approval on Screen Five - TOTALS or Screen
Seven - COMMENTS as described below.
If you want to approve the requisition without skipping
through all of the screens, use the NEXT SCREEN feature. Key
a "5" into the "NEXT SCREEN" data area at the bottom of the
screen. Press ENTER and the TOTALS screen (Screen Five) will
be displayed. You may give your approval to this requisi-
tion by keying a "Y" into the "REQUISITION APPROVAL GIVEN"
i data area.
II
y
Press ENTER and the computer will do an error check on the
requisition. It will redisplay this screen with the message,
"Data OK - Press ENTER to add to file" . Press ENTER again
and the requisition will be approved.
If you get an error message, "HARD ERRORS - Fix or press CMD
key 3" , it means that there are data errors on this screen
which must be fixed before the computer will let you approve
the requisition or go on to another screen.
DPPU0052/ISTXLIB/ISTXDO 19. 22 05/12/92
(PURCHASE ORDER SYSTEM
PU02 - Requisition Data Entry/Change/Add/Approve Program
Instructions For Use
iOther error messages on this screen will tell you what the
i errors are. If you cannot fix the errors , press CMD key 3 to
return to Screen One. Call the Purchasing Division for help.
i
NEXT REQUISITION - When you are finished with the requisition,
you may get the next one by using the ROLL KEY. If you do not
want to approve a given requisition then use the ROLL KEY to get
to the next requisition. If you want to return to a requisition
you skipped over, use the ROLL-BACK key to redisplay it.
Remember, once you approve the requisition, you may not roll
back or forward to it again.
DISPLAYING A REQUISITION THAT HAS BEEN APPROVED - You may look at
a requisition which has been approved, but you may not change it.
To do this, press CMD key 3 to return to Screen One. Use option
2 "DISPLAY AN EXISTING REQUISITION" . Also, key in the requisi-
tion number desired or leave the number blank and use the automat-
ic search option described above. You may use the roll keys to
display other requisition after you are finished with the one you
requested.
i
,i
DPPU0052/ISTXLIB/ISTXDO 19. 23 05/12/92
REQUEST FOR DEMAND
ITEMS LISTING
The "Request for Demand" form shall be completed for the
following items and forwarded to the FINANCE DEPARTMENT for
processing. Items between $5 , 000 .00 and $25 , 000 .00 requires
City Manager approval or in his absence the Assistant City
Manager approval and/or where consistent with budget
limitations , the Finance Director may approve the request.
Items exceeding $25, 000 . 00 requires City Council approval.
Request for Demand
Annexation Fees, Additions, and Betterments
Auto Allowance
Bond Interest
Cardroom Fees
Catering
1) Dept Dir. Meeting
2) Special Promo
Collection Agency Commissions
Concealed Weapons Permit
Concerts/Promoters
Contract Payments
Employee Reimbursements
Escrow Deposits
Filing Fees
Fingerprint I.D. Fees
Forfeited Assets
Franchise Fees
Fuel Tax
Hotel Accommodation
1) Special Promo
2) Board Participants (Oral Boards)
3) Consultants
Immunizations
Instructor Fees/Recreation Programs
Insurance Premiums
Land Purchases
Levy Fees
Meals
1) Special Promo
2) Board Participants
3) Consultants
Meeting Compensation (Council Members)
Mileage
1) Special Promo
2) Board Part.
3) Consultants
20 . 1
Personal Service Fees
7 Physicals
Policy Fees
Post Office Box Rentals
i Postage By Phone
Public Construction Contract Payments
Refunds
Rehab Grants
1) Homeowner
2) Rental
Social Security
Tax Service Fees
Toll Allowance
Trailer Renewals
Transportation
1) Board Participants
2) Consultants
Travel Expense
Trust Fees
Underground Tank Fees
Uniform Allowance
Utilities
Vendor-Sales Tax/Shipping/Freight - When omitted from P.O.
Volunteer Services RFD
Writ Fees
20 . 2
SUBJECT
INDEX PAGE
ABBREVIATION OF STATES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 . 1
BLANKET PURCHASE ORDERS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 . 1
BLANKET VENDORS LISTING. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 . 1
I
CONTRACT ADMINISTRATION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7 . 1
Under $25 , 000 (7 . 1)
Over $25 ,000 (7 . 2)
DELIVERY CODES AND ADDRESSES . . . . . . . . . . . . . . . . . . . . . . . . . . 19 . 7
FREIGHT (GUIDELINES FOR RECEIVING) . . . . . . . . . . . . . . . . . . . . 18 . 1
GENERAL PURCHASING INFORMATION. . . . . . . . . . . . . . . . . . . . . . . . . 1 . 1
INSURANCE - GENERAL REQUIREMENTS. . . . . . . . . . . . . . . . . . . . . . .6 . 1
INVOICES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 . 1
NOTICE OF FIXED ASSET ACTIVITY (Sample Form) . . . . . . . . . . 16 . 1
PURCHASE ORDERS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 . 1
PURCHASE ORDER (Sample Form) . . . . . . . . . . . . . . . . . . . . . . . . . .11 . 1
QUOTATION REQUEST. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 . 1
QUOTATION REQUEST (Sample Form) . . . . . . . . . . . . . . . . . . . . . . . .9 . 1
REQUEST FOR DEMAND - ITEMS LISTING. . . . . . . . . . . . . . . . . . . . 20 . 1
REQUISITION DATA ENTRY/CHANGE/ADD/APPROVE PROGRAM. . . . . 19 . 1
REQUISITIONS - ITEMS LISTING. . . . . . . . . . . . . . . . . . . . . . . . . . . 3 .1
REQUISITION FOR MATERIALS AND SUPPLIES (Sample Form) . . .5 . 1
REQUISITIONS (Paper Transmission) . . . . . . . . . . . . . . . . . . . . . . 4 .1
SELECTION OF TECHNICAL CONSULTANTS. . . . . . . . . . . . . . . . . . . . .2 . 1
SURPLUS AND OBSOLETE MATERIAL. . . . . . . . . . . . . . . . . . . . . . . 15 . 1
REVISED 08/92
CPURMANI
'I
21. 1