600.1 Purpose

This chapter sets policy and procedures for the budgeting and ordering
of Office Supplies and Equipment throughout Bonneville Power
Administration (BPA).

2.  DEFINITIONS

    **A. Administrative Service Centers (ASCs)** are centrally-located
    supply points in larger BPA facilities that may also provide a
    variety of other services, such as forms distribution, copier and
    facsimile services, and the point of contract for facility trouble
    calls.

    **B. Standard Office Supplies** include items routinely used by a
    large number of employees to carry out basic office functions (also
    referred to as Stock Office Supplies) and are budgeted by Office
    Facilities.

    **C. Non-contract (non-stock) Office Supplies** include specially
    items used by a limited set of employees or workgroups and are
    budgeted by Office Facilities.

    600.3 Policy

    BPA provides office supplies required for effective business
    operations. Office Facilities seeks the most cost-effective source
    of supplies and selection of such items. Office Facilities
    continually reviews business requirements to tailor the available
    options most appropriate to meet business needs and minimize
    expenses.

    600.4 Responsibilities

    **A. Office Facilities budgets and orders** office supplies and
    office equipment, other than information technology-related
    equipment. They issue supplies and equipment to users and provide
    maintenance services for office equipment. Office Facilities is also
    the source of supply for consumable supplies needed to support
    computers and printers, such as printer cartridges.

    **B. Information Technology (IT), Asset and Contract Management**,
    manages the program for acquiring and for excessing of information
    technology-related equipment. Any equipment, that contains computer
    hardware or software, is capable of interfacing with a computer, or
    is installed by a computer specialist, must be ordered through the
    IT workgroup.

    **C. Information Technology (IT), Asset and Contract Management**,
    also manages the Convenience Copier Program. These machines are
    generally operated on a self-service basis, although a contractor in
    an Administrative Services Center (ASC) or a key operator may be
    assigned to maintain supplies and perform minor servicing. (See BPA
    Manual Chapter 1013, Printing and Reproduction: Procedures, section
    1013.5, part B. Self-Service Copy Machines).

    600.5 ProcedureS

    BPA has contracted with a commercial vendor to provide office
    supplies to BPA employees and contractors. The contracted supplies
    are described and pictured in a custom catalog provided by the
    commercial vendor. Employees wishing to order office supplies need
    to contact their administrative staff or the Van Mall Office
    Facilities Supply Staff for instructions regarding approvals and
    delivery locations.

    **A. Standard Office Supplies (Stock)** are available on a
    self-service basis in Administrative Service Centers, (ASCs) located
    in the Headquarters, Dittmer, Construction Services, and Ampere
    buildings. Standard office supplies (such as pens, pencils, note
    pads, paper clips, etc.) are displayed and stored in the ASCs.

    **B. Supplies not available in the ASC,** but pictured in the custom
    catalog, may be ordered by completing BPA
    order-form,F4250.02e,BPA/CORPORATE-EXPRESS-Contract-Items,
    [\\\\Hfile\\APPS\\EFORMS97\\Templates\\4250_02e.dot](../../../../../../../../APPS/EFORMS97/Templates/4250_02e.dot);
    (the contractor's custom order form) and faxing the order form to
    Corporate Express, via the Van Mall Office Facilities Supply Office.
    (The fax phone number is included on the form.) Also, this form is
    used at locations where there are no ASCs. The vendor will deliver
    orders to the ASCs or other designated locations. The contractor
    ships all orders within 24 hours of receipt of request.

    **C. Non-Contract (non-stock) or Special Order Office Supplies** may
    be ordered from the vendor's commercial catalog. To order these
    items, complete BPA order form F4250.01e
    [\\\\Hfile\\APPS\\EFORMS97\\Templates\\4250_01e.dot](../../../../../../../../APPS/EFORMS97/Templates/4250_01e.dot)
    and fax the form to Corporate Express, via the phone number
    indicated on the form. All required information such as accounting
    information and an approval signature must be completed. (Lack of
    this information can slow down or stop the order process.)
    Non-contract orders placed by BPA contract employees must be
    approved by an appropriate BPA employee.

    **D. Items such as custom** rubber stamps cannot be ordered from the
    contract vendor. They must be ordered from specialized vendors. To
    order these products, complete BPA order form, Miscellaneous Office
    Supply Request, F4420.20e,
    [\\\\Hfile\\APPS\\EFORMS97\\Templates\\4420_20e.dot](../../../../../../../../APPS/EFORMS97/Templates/4420_20e.dot)
    and fax this form to the Van Mall Office Facilities Supply Staff for
    processing. (The fax phone number is included on the form.)

    **E. Office Equipment valued less than \$500** (with the exception
    of items in section F) may be acquired through the office supply
    contract by ordering on the non-contract supplies order form
    F4250.01e,
    [\\\\Hfile\\APPS\\EFORMS97\\Templates\\4250_01e.dot](../../../../../../../../APPS/EFORMS97/Templates/4250_01e.dot)
    and faxing it to the Van Mall Office Facilities Supply Staff for
    processing. (The fax phone number is included on the form.)

    **F. Requests for the items listed below** should be submitted to
    the Office Equipment Asset Center Representative, (ACR), by
    completing an Office Equipment Request form, BPA order form
    F4420.22e
    [\\\\Hfile\\APPS\\EFORMS97\\Templates\\4420_22E.DOT](../../../../../../../../APPS/EFORMS97/Templates/4420_22E.DOT),
    and submitting it to Van Mall Office Facilities Supply Staff for
    processing. (The fax phone number is included on the form.)

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1.  Non-Digital Camcorders (digital cameras must be requested through
    Information Technology, Asset and Contract Management);

2.  Non-Digital Cameras (all others). (Note: Digital cameras must be
    requested through Information Technology, Asset and Contract
    Management);

3.  Stand-Alone Lettering/Labeling machines (not connected to a
    computer)

4.  Video Camera Recorder (VCRs);

5.  Refrigerators;

6.  Microwaves.

    **G. Maintenance and repair of office equipment in the
    Portland-Vancouver area** is handled by the Office Facility, Office
    Equipment ACR, who maintains various maintenance and repair
    agreements for office equipment.

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1.  Each organization has authorized callers who can contact the vendor
    to arrange for service.

2.  When there is no authorized caller in an organization, the Office
    Equipment ACR provides information on vendors who provide equipment
    service repairs.

    600.6 References

**A. Workplace Services Access Service Guide:**

> (website:
> <http://webip1/EBR/WorkplaceServices/ServicesGuide/index.htm> (scroll
> to Office Supplies and Equipment).

**B.** **BPA Manual Chapter 1013, Printing and Reproduction**, section
1013. 5, Procedures, B.

Self-Service Copy Machines.