part1-109

1.14.2 
Supply Purchasing Program

1.14.2.1 
(03-27-2009)
Purpose of the Supply Purchasing Program

  1. The Supply Purchasing Program is the approved method in the IRS for ordering office supplies through private vendors. The
    supply process includes ordering, receiving, and accounting for supply items that are consumed, lose their identity, or become
    components of other private property.

  2. The Supply Purchasing Program provides next day delivery of office supplies to desk top with lower overhead costs and better
    customer service.

1.14.2.2 
(03-27-2009)
Authorities

  1. Regulatory and agency requirements for implementing the supply purchasing program include:

    • Internal Revenue Service Acquisition Procedures (IRSAP) 1003.9000, Separation of Duties and Management Controls

    • IRSAP 1003.9000, Exceptions

    • Javits-Wagner-ODay Act, 42 U.S.C. 46-48c, (JWOD)

    • Resource Conservation and Recovery Act

    • Federal Acquisition Regulations (FAR) Part 8 ″Required Sources of Supplies and Services″

    • IRS Purchase Card Guide (Document 9185) available online, but no longer available in print http://erc.web.irs.gov/docs/2002/awss/cs/erclinks/pc_guide.pdf

    • IRS Procurement Policy No. 8.4, Limited Source Justification and Approval for Federal Supply Schedule Orders http://awss.procurement.irs.gov/policy/pandp/pp8-4.pdf

    • IRS Procurement Policy No. 19.1, Small Business Program Review Requirements http://awss.procurement.irs.gov/policy/pandp/pp19-1.pdf.

    • IRS Procurement Policy No. 23.1, Buying Green http://awss.procurement.irs.gov/policy/pandp/pp23-1.pdf

    • IRS Procurement Policy No. 70-11, Restricted Purchase List http://awss.procurement.irs.gov/policy/pandp/pp70-11.pdf

1.14.2.3 
(03-27-2009)
Directives

  1. The Supply Purchasing Program allows IRS customers to:

    1. order general office products electronically, by fax, or in an emergency by telephone;

    2. receive management information reports;

    3. receive products from the National Industries for the Blind or the National Industries for the Severely Handicapped (NIB/NISH);
      and

    4. anticipate 24-hour delivery time.

  2. Supply ordering personnel must comply with relevant IRS Procurement Policies, including the four referenced in 1.14.2.2.1:

    1. IRS Procurement Policy No. 8.4, Limited Source Justification and Approval for Federal Supply Schedule Orders;

    2. IRS Procurement Policy No. 19.1, Small Business Program Review Requirements;

    3. IRS Procurement Policy No. 23.1, Buying Green; and

    4. IRS Procurement Policy No. 70-11, Restricted Purchase List

1.14.2.4 
(03-27-2009)
Responsibilities

  1. The Director, Real Estate and Facilities Management, through the Logistics Management Branch, directs supply activities for the Internal Revenue Service.

  2. REFM Territory Managers administer the Supply Purchasing Program for all Business Units and provide customer support including:

    1. Maintaining order point designations; and

    2. Processing requests for new, revised, and/or deletions of order point numbers with the appropriate organizations.

  3. Financial Plan Managers allocate and account for supply funds and assure proper payment to the private vendors for supplies.

  4. Supervisors designate employees to:

    1. order supplies from contract vendors,

    2. determine that requested items are essential for efficient operation,

    3. conduct spot checks of order point stock,

    4. approve all orders, and

    5. ensure that supply expenditures do not exceed allocated funds.

  5. Designated supply order point employees:

    1. guard against wasteful practices,

    2. help ensure that supplies are limited to official use only, and

    3. place orders that are in compliance with user guidelines.

  6. All employees are required to conserve and use government supplies economically.

1.14.2.5 
(03-27-2009)
Customer Ordering

  1. The customer order point (at business unit, branch, group, or posts-of-duty level) orders expendable supplies listed in a
    customized IRS supply catalog developed by a contract vendor. There are several categories of items on contract with the selected
    vendor, including items manufactured by NIB/NISH. These are mandatory sources and their items must be purchased before like
    items from commercial vendors. NIB/NISH items are identified in the catalog with the “JWOD” logo. The categories include:

    1. cut sheet and continuous fold paper,

    2. other paper products (file folders, note pads, etc.),

    3. tape,

    4. inkjet and toner cartridges,

    5. time management systems,

    6. ribbons,

    7. binders,

    8. writing instruments,

    9. stamps, daters,

    10. diskettes,

    11. magnetic and optical media,

    12. Information Technology (IT) supplies (mouse pads, anti-glare filters, etc., but not IT equipment), and

    13. all other office products

1.14.2.5.1 
(03-27-2009)
Methods of Ordering Stock

  1. The supply contract is the mandatory first source for purchasing expendable office supplies. In the event that an item is
    out of stock with the contract vendor, the IRS customer may then purchase it through other sources.

  2. Small Business Sources shall be considered for the purchase of out of stock supplies prior to considering other large business
    concerns. A listing of small business firms who sell office supplies and accept the government purchase card can be found
    at: http://awss.procurement.irs.gov/sbprogoffice/sources.htm. This listing is updated quarterly.

1.14.2.5.2 
(03-27-2009)
Ordering Options

  1. The customer order point system offers three methods of placing orders: fax, electronically, or in an emergency by telephone.

    1. Acknowledgement of receipt of the order and availability of stock are provided to the customer by phone, E-mail or fax back.
      In the event that the vendor is out-of-stock, a “fill or kill”
      provision applies. Any items that cannot be delivered within 24 hours of the placing the order are cancelled or “killed.”

    2. If the out-of-stock item is a NIB/NISH product, the vendor may substitute a like commercial item at the same or lower price.

    3. When an item is ordered that is not on contract and a decision is made to purchase from other GSA Contract sources or open
      market, the appropriate procurement regulations must be followed. The item must (1) be purchased by credit card, (2) not exceed
      $3,000 in price, and (3) not be included on the government credit card or agency “Restricted Purchase List, ”

      http://awss.procurement.irs.gov/policy/pandp/pp70-11.pdf

    4. Small Business Sources shall be considered for the purchase of out of stock supplies prior to considering other large business
      concerns. A listing of small business firms who sell office supplies and accept the government purchase card can be found
      at: http://awss.procurement.irs.gov/sbprogoffice/sources.htm. This listing is updated quarterly.

  2. For some locations, it will be necessary for contractor personnel to undergo a background investigation before making deliveries.
    The information will be provided to the National Background Investigation Center (NBIC) for processing through the Contracting
    Officers Technical Representative (COTR). Those personnel will be required to complete the following:

    1. SF-85P, Questionnaire for Public Trust Positions;

    2. Fair Credit Reporting Act (FCRA) Credit Release, Disclosure and Authorization Form; and

    3. Form FD-258, Applicant Fingerprint Card.

  3. Payment for orders will be made with an IRS purchase card.

  4. All order point information, including shipping and billing addresses, will be provided to the contract vendor by the COTR
    and Sub-COTRs. This information is listed in the IRS account on the vendors database. The establishment of new order points
    and changes or deletions of existing order points require approval by the appropriate official authorized to commit funds
    (for a new order point) and by the appropriate COTR or Sub-COTR. Forms for Addition/Change/Deletion of an order point are
    included in the customized IRS catalog and are available electronically from the COTR or Sub-COTRs.

  5. Supply items used on a daily basis and/or in large quantities that are not on contract may be added to the contract. The form
    and instructions to submit these requests are shown in the customized IRS Catalog, as Exhibit I-1, Request for GSA Contract Additions.

  6. The IRS customized catalog and any subsequent pricing updates are provided to each order point when an order point is established
    and as these documents are revised.

  7. Each office should establish adequate safeguards and controls to ensure that acquisition and issuance of expendable supplies
    are made for official use only. Offices may establish any additional procedures necessary for effective stock control.

  8. All credit card purchases shall be tracked by following the procedures presented in the IRS Purchase Card Guide, and specified
    by the Business Unit and/or Funding Official.

  9. Customer order points are responsible for maintaining the following documentation:

    1. a log of purchases,

    2. shipping and receiving documents, and

    3. order form and fax back (if applicable) for monthly certification of bankcard statements and for the monthly certification
      of the Statement of Account.

  10. In the event a shipping or receiving document is lost, the order point personnel should make an attempt to identify the date
    and amount of the purchase, and request a copy from the vendor .

  11. Upon receipt and verification of an order, the order point personnel should sign the receiving document and process the receipt,
    as prescribed in local procedures and in the IRS Purchase Card Guide, Document 9185 http://erc.web.irs.gov/docs/2002/awss/cs/erclinks/pc_guide.pdf.

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