STOREROOM SERVICES
Sections
2.04.04 Delegation of Authority
2.04.06 Storeroom Customer Services
2.04.08 Stocked Compressed Gases
2.04.09 Non-Stock Compressed Gases and Liquids (Special Order)
2.04.10 Cylinder Return and Demurrage/Rental Charges
2.04.11 Return/Exchange of Stock
2.04.01
PURPOSE
This subchapter describes services, supplies, and equipment provided
by the NIST-Gaithersburg storerooms.
2.04.02
SCOPE
The provisions of this subchapter apply to NIST-Gaithersburg.
Information on the NOAA Corporate Finance and Administrative Services Offices
operated storerooms for NIST-Boulder is available at the following website:
http://www.masc.noaa.gov/.
2.04.03
POLICY
The Logistics Group, Administrative Services Division, orders and stocks
supplies for which there are recurring demands. The code of Federal
Regulations, Title 41, Chapter 101, Federal Property Management Regulations,
Subchapter E, Supply and Procurement, specifies the criteria used in determining
which items are stocked in the storerooms. These criteria include
demand or rate of use, shelf life, and price advantage.
2.04.04
DELEGATION OF AUTHORITY
Authority to operate the NIST storerooms has been delegated to the
Chief, Administrative Services Division. This authority includes
the receipt and acceptance of stock, authorization of payments, establishment
of appropriate inventory management records, stocking, issuing, performing
physical inventories, and deleting and requisitioning replenishment stock.
2.04.05
STOREROOM OPERATION
To meet the various demands of the NIST staff, the Administrative Services
Division operates the Main Storeroom in Building 301 at Gaithersburg.
In addition, the Fabrication Technology Division operates a metals storeroom. The NIST storerooms stock a wide variety of items including electronics, tools and hardware, electrical, plumbing, metals and chemistry items, office supplies, building materials, compressed gases, forms, and letterhead. Storeroom Hours are Monday – Friday 7:30am to 4:00pm (Closed from 12 to 1pm for lunch).
a. 301 Self-Service Storeroom - Customers are free to walk through the self-service storeroom and select items for purchase. The customer brings the selected items to the checkout counter, before leaving the storeroom, and provides the storekeeper with the project task number and, when applicable, work order numbers. A receipt is given to each customer.
(1) Telephone, On-Line, and Mail Orders – All telephone, on-line, and mail orders are filled at the 301 Storeroom. For cryogenic liquids and compressed gases, hazardous material, see Sections 2.04.07 and 2.04.08 for instructions on ordering cryogenic liquids and compressed gases.
(a) Telephone Orders - Customers can telephone the Building 301 Storeroom and request material. This service includes delivery to the customer. Name, telephone number, project task number, stock number/description of item required, quantity, and delivery information (building and room) are required to fill an order. Orders are pulled and issued within 2 – 3 days of order.
(b) On-Line Orders - Customers may submit orders on-line
using our catalog, which is available at the following website:
http://www-i.nist.gov/admin/fsd/Logistics/stcatalog/storeroom_welcome_new.shtml
(c) Mail Orders - Customers can send Form NIST-293, Storeroom Requisition, to the Logistics Group to request delivery of stocked items. Form NIST-293 is filled by storeroom staff and delivered to the delivery point listed on Form NIST-293.
Form NIST-293 must include stock number(s), description of ordered item(s), quantity ordered, project task, and delivery information (name, building, telephone and room number).
b. Metals Storeroom (Building 304), The Metals Storeroom
stocks a variety of metals and plastics. This is not a self-service
storeroom; customers must complete Form NIST-293 to purchase stocked items.
Customers must provide a project task, a work order number (as applicable),
stock number, and dimensions as required on Form NIST-293. Except
for unusually large orders, this service is provided while the customer
waits. Storeroom staff are available to provide advice and assistance
about the various metals and plastics stocked. Telephone orders are
accepted. Customers must provide a project task, stock number, dimensions
of piece required, name, and telephone number. Delivery is not provided;
customers must pick up their orders when complete.
2.04.06
STOREROOM CUSTOMER SERVICES
a. Staff from the Logistics Group meet regularly with storeroom
customers to discuss customer suggestions, concerns and problems with new,
current, and deleted storeroom items. Interested NIST employees can
assist the staff of the Logistics Group in evaluating stocked items for
specific purposes. The Logistics Group has established Commodity
Committee panels for the following commodities: electronics, tools and
hardware, electrical, plumbing, building materials and metals, and office
supplies. A memorandum or e-mail indicating interest in participating
on a panel can be sent to the Logistics Group. A schedule of Commodity
Committee meetings is available upon request.
b. A catalog of items maintained in the NIST storerooms is available at the following website: http://www-i.nist.gov/admin/fsd/Logistics/stcatalog/storeroom_welcome_new.shtml
c. An employee or organizational unit can recommend that a new item be added to the storeroom by submitting Form NIST-42, Suggestion for New Item in Storeroom, or by sending a memorandum to the Logistics Group. Form NIST-42 is available in the Building 30l Storeroom and at the following website: http://www-i.nist.gov/admforms_online.htm. Each request for a new item is evaluated in accordance with Section 2.04.03 and must contain the following information:
--Description of item (attach literature, if available);
--A potential vendor or manufacturer’s name and part number;
--The monthly usage in the requestor’s office;
--The advantage to NIST, if the item is stocked in the storerooms (i.e.,
price advantage);
--Other organizational units at NIST that would benefit from the item
being stocked in the storerooms;
--Information on whether other stock items should be discontinued as
a result of stocking the new item;
--The requester’s name, organizational unit number, and telephone extension.
2.04.07
CRYOGENIC LIQUIDS
a. Liquid Nitrogen - The Logistics Group maintains a 6,500-liter
storage container of Liquid Nitrogen in the back of the Building 301 Storeroom.
The staff of the Logistics Group transfer the liquid from the bulk tank
to small dewars used at NIST. Dewars belong to organizational units
and/or the storeroom. To minimize storage problems and the number
of liquid nitrogen dewars held in the container pool, users should empty
and return storeroom-owned containers as quickly as possible. Users
should place orders with the Building 301 Storeroom. Regular, recurring
orders (standing orders) can be set up for automatic delivery by contacting
the Building 301 Storeroom. Organizational unit-owned dewars in safe
condition will be filled; those that cannot be filled and/or delivered
safely will not be filled until repaired or replaced by the owning organizational
unit.
b. Liquid Helium - Liquid helium is provided by an independent
contractor. Users may place orders with the Building 301 Storeroom.
All orders should be placed by 11:30 a.m. on Monday and Wednesday call
x6052 to ensure next-day delivery. Orders for next-day delivery not
placed within these timeframes cannot be guaranteed for next-day delivery,
and, if delivered, the contractor may impose additional charges.
Regular, recurring orders (standing orders) can be set up for automatic
delivery by contacting the Building 301 Storeroom. To minimize storage
problems and minimize rental/demurrage costs, users should empty and return
containers as quickly as possible.
2.04.08
STOCKED COMPRESSED GASES
a. Cylinders of stocked compressed gases can be ordered from
the Building 301 Storeroom by telephone x6349, on-line at http://www-i.nist.gov/admin/fsd/Logistics/stcatalog/storeroom_welcome_new.shtml,
or by submitting Form NIST-293.
b. Cylinders are delivered to the loading dock/receiving areas
of each building and users pick up from that point. Cylinders can
only be delivered if storage rack areas are available in order to secure
the cylinders. To keep the number of cylinders stored in the loading
dock/receiving areas to a minimum and thus reduce safety hazards, cylinders
that remain in the receiving areas over thirty (30) days will be
picked up and returned to the Building 301 Storeroom for reissue.
Customers will not be credited for returned cylinders.
2.04.09
NON-STOCKED COMPRESSED GASES AND LIQUIDS (SPECIAL ORDER)
a. Customers order special cylinders through the Acquisition
Management Division. Delivery is made to the main receiving area
in Building 301 where the cylinders are recorded and then delivered by
the Logistics Group staff. Cylinders can only be delivered if storage
rack areas are available in order to secure the cylinders. To keep
the number of cylinders stored in the loading dock/receiving areas of each
building to a minimum and thus reduce safety hazards, those cylinders that
remain unclaimed in the loading dock/receiving areas over thirty (30) days
are subject to being picked up and returned. Customers are not credited
for returned special-order cylinders. Customers should ensure that
cylinders are claimed within thirty (30) days, or place a note with a current
date or a note indicating the date by when the cylinder will be used in
order to justify continued storage.
b. These cylinders carry a rental/demurrage charge. In order
to minimize these charges, it is important that organizational units track
the cylinders in their possession and that they return them to the loading
dock/receiving areas, cylinder rack as soon as they are empty and no longer
needed. This will allow the Logistics Group to make arrangements
to have them returned to the contractor so no additional demurrage or rental
charges will be incurred. In most cases, gases requiring special
handling and customer signature because of their high toxicity or other
special characteristics will be delivered by the outside contractor directly
to the end user. If these cylinders are only partially used and/or
require special handling when the end user is finished using them, the
end user must contact the Building 301 Storeroom (x6052) to make arrangements
for pick up.
2.04.10
CYLINDER RETURN AND DEMURRAGE/RENTAL CHARGES
a. Compressed-gas cylinders not owned by NIST carry a rental
or demurrage charge that accrues daily. When no longer required,
these cylinders should be returned promptly to the loading dock/receiving
areas cylinder racks for pick-up to avoid continued accrual of these charges.
The cylinders should be placed in the EMPTY racks marked for cylinders
to be returned. Customers must secure cylinders in the racks properly,
ensuring that cylinder valves are closed and that caps are properly affixed.
b. Cylinders owned by NIST should be returned promptly to the
loading dock/receiving areas and placed in the EMPTY cylinder racks for
pick up so that they can be refilled and issued. Customers must secure
cylinders in the racks properly, ensuring that cylinder valves are closed
and that caps are properly affixed. Company owned cylinders are marked
and NIST-owned cylinders are tagged with a NIST sticker or have NIST stenciled
on them.
2.04.11
RETURN/EXCHANGE OF STOCK
Items that are in new condition and active in the storeroom system
may be exchanged or returned to the storerooms for credit. The original
receipt must accompany the item.