01-202.htm - Ordering Supplies from USDA's Central Supply Stores

*Title:*	Ordering Supplies from USDA's Central Supply Stores

*Number:*	01-202

*Date:*	09/27/01

*Originating Office:*	Procurement and Property Division, Procurement and Property Branch, AFM/ARS

*Distribution:*	REE Offices in Washington, DC Metro Area

Expires:	Until Rescinded

This Bulletin replaces Bulletin number 98-204. It explains the procedures to request a supply authorization card to order supplies from USDA's Central Supply Stores and Supply Vending Machines.

1. Introduction

USDA operates two Central Supply Stores and supply vending machines for ordering office supplies and related items for USDA agencies in the Washington, DC Metropolitan Area. The Self- Service Supply Store is in the South Building and is normally stocked with an adequate supply of fast-moving office supplies. The Bulk Warehouse/main office is in Beltsville, Maryland and maintains larger quantities of items and special items that are not available at the Self-Service Store. The supply vending machines are located in the George Washington Carver Building (GWCC) in Beltsville, Maryland and maintain small quantities of selected items for use by GWCC employees only.

2. Supply Authorization Cards

Customers must have a valid supply authorization card to purchase supplies from the Central Supply Stores and vending machine. To obtain a card, REE customers will forward a memorandum through their appropriate level supervisor, who is authorized to spend Government funds, to the Group Leader, Personal Property Group (PPG), Procurement and Property Branch, PPD, at the following address (fax or E-mail is appropriate):

        Cheryl Brumback
        ARS, AFM, PPD, PPG, Personal Property Group
        Mail Stop 0311
        202-720-2359/fax 202-401-6105
        E-mail: CBrumback@ars.usda.gov

Each request must include the following information:

PPG will forward the request to USDA's Office of Operations for processing and will issue the new card to the cardholder. It takes approximately 10 days to receive a cards after ordering.

Canceling or Reporting Lost or Stolen Cards

Supervisors must notify PPG to cancel an employee's supply card when the employee leaves the agency or is no longer required to order supplies. If an employee is reassigned to another work unit within the agency, the new supervisor will notify PPG to update the card to reflect the new work unit. Cardholders must immediately report all lost or stolen cards to PPG who will cancel the card and issue a replacement card.

3. Ordering from the Self-Service Store

Customers using the Self-Service Store in Room 0456-South Building can purchase supplies on a walk-in basis after presenting their supply authorization card and their USDA identification card. Customers must complete the Customer Supply Information Form, provided by the store operator, and accurately record stock numbers, item descriptions, and quantities of all line items selected. The customer presents the completed form to the store operator and signs the form indicating receipt of items.

4. Ordering from the Bulk Warehouse

To order supplies from the Bulk Warehouse customers must complete form AD-14, Request for Supplies, Forms, and/or Publications (see Exhibit 1) and forward completed form, via Government messenger envelope, to the Bulk Warehouse at the following address:

        USDA, Beltsville Service Center
        Central Supply Store
        6351 Ammendale Road
        Beltsville, MD 20705

Form AD-14 must include the following information:

Cardholders must submit the form in triplicate, one original and two copies. The Warehouse will fill and deliver office supply orders within 7 to 10 working days. The cardholder must sign for supply deliveries. The Warehouse will notify customers if an item is out of stock or is on back order. When ordering from the Warehouse, customers should try to consolidate orders as much as possible. To request a copy of the Central Supply Store's “Stock Catalog,” call the Warehouse on 301-394-0400.

5. Using the Supply Vending Machine

Vending machines are for GWCC customers only. They are located on the first floor of Building 1 near the elevators. GWCC customers may use the vending machines to obtain small quantities of supply needs or emergency supply needs. Customers must still order large quantities of supply needs from the warehouse. Customers must use a separate vending card to obtain supplies from the machine. GWCC customers will receive 2 supply cards, one for the vending machine and the other for use at the Self Service Store and warehouse. Customers will receive a receipt, via e-mail, for vending machine supplies.

6. Billing

The Office of Operations bills agencies monthly for purchases from the Central Supply Stores. These charges are managed centrally at the Agency level. The Office of Operations also issues a monthly report to PPG of all supply items purchased by each REE cardholder. PPG reviews the list and forwards a copy to each agency contact.

7. Further Information

Please refer questions to Cheryl Brumback, PPG, on 202-720-2359 or Renee Utt, on 301-504- 1745. If you have specific questions for the store, please call the Self-Service Store on 202-720- 3432 or the Bulk Warehouse on 301-394-0400.