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Auditing Procurement Records - 14237_77
offices   overseas.   The   bulletins   themselves   are similar in appearance to the SSAC with illustra- tions  and  specifications  shown  for  most  of  the merchandise.  Orders  should  be  prepared  and  sub- mitted  in  exactly  the  same  manner  as  they  are  for merchandise ordered through the U.S. area con- tract   bulletins.   Delivery   will   be   made   by   the vendor directly to the ship or pier. Dealers’ bills should be paid according to instructions provided by  the  fleet  or  force  commander. Simplified Requisition and Purchase  Procedure Occasionally,  you  may  find  that  an  item  you desire  for  your  ship  is  not  listed  in  either  the Contract  Bulletin  or the SSAC. The item maybe something that a crew member has requested or a new product that a vendor has brought to your attention.  As  long  as  the  item  has  been  authorized for  ship’s  store  stock,  and  the  purchase  value  does not  exceed  $10,000  or  the  current  unit  cost  limita- tion,  you  can  procure  the  item  for  the  ship’s store. You  must  prepare  an  Order  for  Supplies  or Services/Request  for  Quotations  (DD  1155) for   this   stock   instead   of   the   Requisition   and Invoice/Shipping   Document   (DD   1149).   (Your NAVSUP P-487 gives specific information on the preparation and submission of the DD 1155.) You must  then  submit  the  DD  1155  to  the  nearest Navy  Resale  and  Services  Support  Office  fleet assistance  team  for  screening  and  processing.  The purchasing department of the supply activity will then  negotiate  a  contract  by  completing  the DD 1155 and by having the merchandise shipped to  your  ship  or  made  available  for  your  pickup. You  should  not  use  this  procedure  if  a  similar  and acceptable item is available to You in the official procurement   publications. exchanges  should  be  taken  up  as  Receipts  from Purchase on all applicable records. Bills rendered by  the  Navy  exchanges  must  be  certified  as  to receipt  and  acceptance  of  material  in  the  same manner  as  commercial  dealers’  bills.  Refer  to  your NAVSUP  P-487  for  details  on  the  document distribution  and  payment  procedures  for  this  type of purchase. You should also refer to your NAV- SUP  P-487  for  additional  details  on  procedures you  can  use  to  procure  foreign  merchandise through  your  Navy  exchange. Cash  Purchases Under  emergency  conditions  and  when  the suppliers  will  not  accept  the  Order  for  Supplies or  Services/Request  for  Quotations  (DD  1155), the  imprest  fund  may  be  used  to  purchase  cost of operations items such as buttons and zippers. Your use of the imprest fund must be in accord- ance   with   your   NAVSUP   P-485.   Procurement procedures  for  cash  purchases  are  outlined  in  your NAVSUP   P-487.   You   should   consult   both publications  before  you  take  any  procurement action  for  this  type  of  purchase. Open Purchase As  a  general  rule,  you  should  NEVER  use  this procurement  method.  Supply  management  inspec- tions  (SMIs)  are  continually  uncovering  discrepan- cies  associated  with  the  misuse  of  the  open purchase  method.  You  must  avoid  the  open purchase method of procurement for ship’s store stock except in cases of emergency as defined in the  NAVSUP  P-487.  If  you  attempt  to  use  this procurement  method  outside  the  guidelines  set forth in NAVSUP P-487, you will eventually get caught by an SMI audit, Illegal use of the open purchase method for procurement of ship’s store stock is simply a risk you cannot afford to take. Navy Exchanges Dealing  with  Sales  Representatives When  the  procurement  sources  discussed earlier are not available to you, you can purchase limited  quantities  of  authorized  items  of  ship’s store stock from Navy exchanges. You should use an  Order  for  Supplies  or  Services/Request  for Quotations  (DD  1155)  for  this  type  of  transaction. On  the  DD  1155,  you  must  cite  the  paragraph number  listed  in  your  NAVSUP  P-487  in  the block labeled Contract No. Purchases from Navy Most vendors listed in the  Contract  Bulletin (and many who are not listed) have sales repre- sentatives   who   visit   the   various   ship’s   store offices  during  in-port  periods.  The  first  three people  you  will  see  on  your  quarterdeck  when  you return  to  port  will  usually  be  ship’s  store  sales representatives.  When,  if,  and  how  your  office chooses  to  deal  with  commercial  salespersons  will 4-18

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