HomeMy WebLinkAboutSOG 106.06 REVISED 1-2016_Company Storef i �
106.06 - Company Store
Effective: 12/5/2011
Revised: 1/5/2016
Replaces:
I. Guiding Philosophy
We recognize the duty to provide members with safe, dependable uniforms and personal
protective equipment. We also appreciate our obligation to the citizens we serve, whose financial
sacrifices provide the resources that sustain our work. We strive to balance these responsibilities
by properly caring for assigned equipment and expending allocated resources wisely.
II. Purpose
The purpose of this policy is to outline the concept, operational parameters and
responsibilities associated with the BFRS Company Store.
III. Goals
The goals of this policy are to:
A. Define and explain the general concept and operation of the Company Store.
B. Detail the responsibilities associated with operation of the Company Store.
C. Describe the review process for proposed Company Store items.
IV. Definitions
A. Company Store — formerly known as the Supply Room; a repository for
uniforms, equipment and work-related items that are available to members
through a credit purchase system.
B. Company Store Catalog — listing of approved items available for purchase
through the Company Store to include:
1. Standard -issue station wear and uniform -related items.
2. Standard -issue personal protective equipment (PPE).
3. Alternate PPE items and/or accessories.
4. Special event or assignment items. (NOTE: For safety reasons, these items
are not intended to be worn on -duty by Operations Section personnel).
C. Fiscal Year —October 1st of the starting year to September 30 of the following
year (example: Oct. 1, 2011 to Sept. 30, 2012).
D. PPE — acronym for Personal Protective Equipment.
V. ComDanv Store Concept and Operation
A. Company Store Concept
1. Within established limits, members will be given a choice of approved
equipment and uniform selections, and the freedom to choose the specific
items that they need the most. Members wishing to opt out of the
Company Store program may receive the standard uniform allotment of
two (2) regulation uniform shirts and two (2) regulation uniform pants per
fiscal year, based on assignment.
2. Approved items will:
a. Meet or exceed regulatory agency requirements
b. Maintain uniformity across the department
c. Efficiently manage annual budget allocations
B. Company Store Benefits
1. Equitable distribution of available resources.
2. Members have the flexibility to order approved items that are most
needed.
3. Logistics can properly track, inspect and maintain required documentation
to achieve regulatory compliance.
4. Logistics can more accurately track usage patterns and equipment life
cycles.
5. Members know in advance that the equipment and uniform items meet
safety standards and have been reviewed and approved by the Tactical
Operations Advisory Group and/or Management Group.
6. Items can be purchased in bulk and wholesale by the City, saving on
overall cost, tax, and shipping.
C. Credit System
1. Each member will be allocated a number of store credits each fiscal year
to purchase needed items, based on available resources.
2. One credit equals one dollar.
3. Since store credits are dependent on the department's fiscal year budget
allocations, any credits not used during the fiscal year cannot be carried
over.
4. Members may purchase additional credits at a cost of one dollar per credit.
a. Members wishing to purchase credits may pay by cash or check
(payable to the City of Beaumont).
b. Payment should be made at the time of order. Payment must be
received prior to items being ordered. If payment has not been
received when order is ready to be placed, the lowest cost items
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will be dropped from the order until the individual's order is within
the established annual limit.
c. Payments must be received by the Logistics Section Chief, Support
Branch Director, or PurchasingAdministrative Assistant.
d. The individual accepting payment will issue a receipt for the
transaction.
D. Annual Uniform Order and Item Replacement Processes
1. A member may order items from the Company Store by using any
combination of:
a. His/her fiscal year store credit allocation
b. Additionally purchased store credits
2. During the annual order process, items may be ordered as long as the
member has a sufficient credit balance to cover the transaction.
The Logistics Section Chief will insure the following process targets are
achieved each year:
a. The Company Store order form is updated and ready for use by
November 1.
b. The annual uniform order period, which will run from January 1
to February 28 each year, is initiated and communicated to all
personnel.
c. The orders submitted during the period are compiled, and all
purchase orders are generated no later than March 31.
d. Timely follow up actions are taken when vendors do not meet
stated delivery dates, and that affected personnel are provided
status updates and/or exception reports when vendor -related delays
occur.
e. All items attached to the annual uniform order process are properly
received, documented, and distributed to individuals no later than
July 31.
4. To place an order a member will:
a. Open and complete the Company Store Order form (located on the
shared G: drive).
b. "Save As" with a unique file name on the station or office
computer hard drive (C: drive). (Example of uniqueefile name:
Conti a 701 84 t ,',V . ill2.pt i
c. Attach the file to an email to the Company Store ((;
6. NOTE: If an item is damaged and the Department is responsible for
replacing it, the Supply Group Supervisor will replace the item with the
base model for the particular item (lower cost item). (Example: If a more
expensive helmet is ordered by the member and damaged while on duty,
the Supply Group Supervisor is authorized to replace the helmet with the
base model helmet only. If the member desires the more expensive model,
store credits must be utilized to make up the difference in cost.)
VI. Comoanv Store Responsibilities
A. The Operations Section Chief will:
1. Work with the Logistics Section Chief to coordinate the determination of
the fiscal year store credits available to each member, based on the
prioritization of planned projects, requests, and department's actual fiscal
year budget allocations.
2. Regularly monitor budget allocations and purchases to insure taxpayer
dollars are most efficiently utilized.
B. The Chair of'the Tactical Operations Advisory Group will:
1. Coordinate initial group review of items submitted for consideration in the
Company Store Catalog.
2. Communicate with submitter if additional information is needed.
Forward recommendation and rationale to the Management Group for
final disposition.
C. The Logistics Section Chief or designee will insure:
1. Fiscal year store credits available to each member is determined and
communicated based on the prioritization of planned projects, requests,
and department's actual fiscal year budget allocations.
2. Accuracy and timely development of bid specifications.
3. Purchasing, receipt, distribution and disposal of items is efficient and
follows applicable laws and City policies.
4. Final disposition on items submitted for consideration as additions or
replacements in the Company Store Catalog is distributed to all personnel.
5. Currency and accuracy of the Company Store Catalog.
6. Notification of the fiscal year store credit allocation is communicated to
members.
7. Maintenance of current store credit balances and tracking of store credits
for all members.
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8. Payments made for additional store credits are received and processed
properly.
9. Store credit balances are not exceeded.
10. Members are notified if an item becomes unavailable.
11. Orders placed by members are an effective utilization of taxpayer's
resources, including questioning or denying item(s) ordered if the order
appears to be wasteful.
C. The Support Branch Director will assist the Logistics Section Chief in the
execution of the duties listed above, as directed.
D. The Supply Group Supervisor will:
1. Maintain an accurate inventory of items currently available for distribution
(items on hand).
2. As necessary, insure inspection of items to assess condition and need for
replacement, and make recommendations to the Logistics Section Chief as
to order adjustments.
3. Insure items are efficiently received and distributed.
4. Accurately document and track all items received and distributed in
Firehouse.
E. Members will:
1. Give priority to the most needed items so that taxpayer dollars are most
effectively utilized.
2. Be prepared to produce items for inspection and justify orders placed, as
required.
3. Only order and use approved items.
4. Insure items assigned to them are properly maintained, including accurate
documentation of inspections, maintenance and test records through
Firehouse.
For efficiency and tracking purposes, be assigned only one PPE item of
the same kind. (Example: The member should be assigned and maintain
only one helmet, one hood, one pair of firefighting gloves, etc.)
a. When a PPE item is replaced, the old item must be turned in to the
Sup ly Group Supervisor.
b. When PPE items are sent in for advanced inspection, the Supply
Uroup Supervisor will issue reserve PPE to members and is
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responsible for tracking the location and maintenance history of
this equipment.
6. Maintain an awareness of their store credit balance and only place orders
that their current credit balance will cover.
7. Be responsible for the cost of store credits should an order exceed their
available balance.
VII. Review Process for Proposed Company Store Items
A. Members may submit items for review by emailing the Solutions Box.
Information submitted in the email must include:
1. Submitting member's name
2. Item and specifications (Only one item per email to avoid confusion.)
3. Pricing information & background research
4. Justification (Benefits of adding new item or replacing existing item with
the item being submitted)
B. Information submitted will be considered by the Management Group. If approved
for further research and review, it will be forwarded to the Tactical Operations
Advisory Group for consideration.
1. If additional information submitted is incomplete, or if additional
information is needed, the Chair of the Tactical Advisory Group will
contact the submitting member via email and request that the necessary
information be submitted.
2. The item will be reviewed based on merits, cost, availability and a
comparison to any currently approved item serving the same function.
3. The Chair of the Tactical Advisory Group will forward a recommendation
to the ManyZement Group for a final disposition.
C. If an item has been approved by the Management Group, the Logistics Section
Chie will:
1. Assign a number of credits to the item
2. Update the Company Store Catalog
3. Update the Company Store Order form
4. Place the updated files on the G: drive for member access
D. If an item is not approved by the Management Group, the Logistics Section Chief
will insure that the submitter is notified by email.
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