Radiation Physics Division Quality Management System Guide RPD-G-03

PURCHASING OF SERVICES AND SUPPLIES

Version: 3.20 Page 1 of 2 Approval: AKT Effective Date: February 17, 2023

Purpose

The purpose of this Guide is to describe the RPD policy for the purchase, 

reception, record keeping of purchases and storage of supplies and services that 

are required for calibration services.

Scope

This Guide covers supplies and services purchased in support of the testing and/or 

calibration services offered by the RPD. It does not cover such purchases as 

office supplies or other consumable products that do not directly affect the quality 

of work.

Definitions

CPCS – Commerce Purchase Card System

Equipment

N/A

Health & Safety Precautions

Procedures for the reception and storage of reagents and laboratory consumable 

materials relevant for the tests and calibrations shall be included as part of the 

calibration service procedures.

Protocol

Protocols for procurement of supplies, services, and depreciable equipment are 

based on NIST-wide policies. 

When available, supply items are to be purchased from the NIST storeroom after 

obtaining approval from the Group Leader. This process shall start in the RPD 

administrative databases on dilbert.nist.gov.

CPCS purchases are used for non-storeroom items and services under specified 

limits. Records for all CPCS purchases are maintained by the card holder.

Purchases for items and services greater than specified limits are processed 

through the NIST Procurement Office and require a purchase order.

Procurement requirements
Radiation Physics Division Quality Management System Guide RPD-G-03

PURCHASING OF SERVICES AND SUPPLIES

Version: 3.20 Page 2 of 2 Approval: AKT Effective Date: February 17, 2023

1. The technical staff will identify and define the required service or product to 

be procured including the reason for the purchase as it relates to the 

calibration service, the estimated cost and the complete specifications of the 

request. The technical staff will include the criteria for the evaluation, 

selection, monitoring of performance and re-evaluation of the external 

providers.

2. The Group Leader will review the purchase request and approve it in the

database on dilbert.nist.gov to start the NIST defined procurement process.

Approved suppliers

Laboratories often must use supplies and equipment obtained from the lowest 

technically qualified bidder. As such, laboratory personnel can not evaluate 

suppliers, only their products or services. For items not put out to bid, it is left to 

the judgement of the calibration/testing staff to select the most appropriate 

supplier.

Acceptance Criteria

Purchased supplies and services that affect the quality of tests and/or calibrations 

shall not be used until they have been inspected or otherwise verified as 

complying with requirements stated in the specifications of the purchase order. 

Records of the actions taken to verify compliance shall be maintained by each 

calibration service. Records of actions taken to check compliance should be 

noted either in logbooks or equipment files, as applicable.

If products or services do not meet the criteria, the (Division or Procurement) 

buyer is notified. In some cases, arrangements are made directly with the vendor 

to repair or replace the item. 

References

N/A

Records

Credit Card Purchase Request

Storeroom supply orders in the databases on dilbert.nist.gov

Purchase orders

Filing and Retention

Per NIST procedures, the Group secretaries maintain purchase orders and CPCS 

buyers maintain purchase records. Records of actions taken to check compliance 

shall be maintained with other pertinent equipment/service documentation. All 

documentation on equipment should be maintained if the equipment is in service.