CHAPTER 18. SUPPLIES AND MATERIALS. Requisitions; Used Material; Transfers to or from Other Bureaus or Government Departments. REQUISITIONS. 18-01. Purchases; relations with Bureau of Supplies and Accounts. Supplies and materials for the construction and maintenance of public works and public utilities are purchased under the authority and provisions of appropriations made by Congress. General instructions relating to purchases are set forth in articles 18461850, inclusive, of Navy Regulations. The following articles are also cited: "All purchases and payments therefor shall be made under the direction of the Bureau of Supplies and Accounts, and orders directing such purchases and payments shall be given only by that bureau. When open-purchase requisitions have been approved by chiefs of bureau, they shall be transmitted to the Bureau of Supplies and Accounts for action." (N.R.1604.) (* * * requisitions *** intended to cover purchase of supplies or material needed for immediate use or for a specific purpose shall be submitted to the Bureau of Supplies and Accounts through the bureaus concerned. If, in the opinion of the former bureau, any such requisition should not be approved, then the Bureau of Supplies and Accounts shall so inform the bureau concerned. In the event of failure of the two bureaus to reach an agreement the questions at issue shall be referred to the Secretary of the Navy." (N. R. 1607-3-b.) 18-02. Materials procurable on requisition. Supplies and materials are procurable only on requisitions approved by competent authority. Where supplies and materials required are carried in naval supply account fund stock, they are procurable on stub requisitions; where the materials required are not so carried, they are procurable only on purchase requisitions, S. & A. Form 76-1, except where a semiannual, annual, or other continuing contract has been made. At the present time it is the practice to make semiannual contracts for furniture, rugs, and carpets for officers' quarters, and such contracts provide that orders thereunder shall be placed by the Bureau of Yards and Docks. When it is desired to procure any material under such contracts, request should be made in letter form addressed to this bureau, reference being made to the item number of the contract, and such other information given as is necessary to enable the bureau to place the order. In cases, however, where the purchase is to be made under an appropriation other than that specified in the contract, a requisition, S. & A. Form 76-1, should be submitted in the usual manner in order that the proper obligation may be set up against the appropriation involved. The order under such requisition will be placed by the bureau under the contract, in the same manner as orders based upon request by letter, the requisition being required for bookkeeping purposes only. 18-03. Services procurable upon requisition. Except in cases where public works contracts are executed by the bureau, services (other than by Government employees) necessary for the maintenance of public works and utilities are procurable only on requisitions on S. & A. Form 76-1, approved by competent authority. 18-04. Utilization of stock material where possible. "Commandants, heads of departments, and surveying officers are * * * directed to cooperate in utilizing such [stock] material wherever practicable. Yard requisitions for material for special purposes or material for installation in particular places shall carry in the future a certificate by the head of the department concerned that the stock on hand of a similar character or of the approximate size has been examined, and that none of it will answer. If it be considered that stock on hand of the same character or size can not be economically used the particulars shall be communicated to the bureau concerned for its decision as to the best course to pursue. Consideration should be given to substituting stock on hand for standard material whenever practicable." (G. O. No. 3, January 5, 1921.) 18-05. Origin of requisitions. "For all supplies needed that are not obtainable under existing contracts, with the exception of those pertaining to the Bureau of Medicine and Surgery and to the Marine Corps, and of those which may be purchased upon the requisition of a chief of bureau approved by the Bureau of Supplies and Accounts, requisitions shall be prepared by the technical officer concerned, and submitted by a supply officer, with four memorandum copies, numbered in separate series for each bureau and beginning a new series for each fiscal year." (N. R. 1607-1.) "The heads of departments and divisions shall make request upon the supply officer for supplies and material as required and shall keep him advised in advance as to the probable needs of their several departments and divisions. An officer making a requisition shall be responsible for the necessity for the article for the purpose stated; the necessity for the delivery within the time specified; the estimate of cost; the statement as to the appropriation against which the charges are to be made; and the specifications describing the different items." (N. R. 1524.) 18-06. Requisition forms (ashore). "All requisitions on the supply officer for materials or articles for use in any department or division shall be made in the form prescribed by the Bureau of Supplies and Accounts." (N. R. 1525.) As prescribed by that bureau, S. & A. Form 76-1 (original) will be used for all requisitions ashore where purchase is involved. The original (white) will be submitted with four green copies (on Form 76a) and one yellow copy (on Form 76b). Additional copies should be made as required for the station's files. 18-07. Preparation of requisitions. Requisitions submitted under Bureau of Yards and Docks appropriations, or for materials or services ultimately chargeable to such appropriations, must comply with all the requirements of Navy Regulations (arts. 1607, 1609, and 1610); detailed instructions, in which the requirements of the Navy Regulations have been incorporated, will be found in paragraphs 390 to 406, and 430 to 470, inclusive, of the Manual for Supply Officers. Especial attention is directed to the following information in which this bureau is particularly interested, inclusion of which will be necessary to secure the bureau's approval of any requisition: 1. The number of the allotment against which the obligation is to be incurred. 2. The appropriation chargeable. 3. Definite descriptive specifications. 4. Proprietary certificate on requisitions for proprietary articles. 5. Letter of explanation in cases of unusual requisitions. 6. Definite statement of purpose for which material is required. Requisitions for equipment should indicate whether the articles called for are to replace similar articles formerly in use, and in such cases should refer to the survey report showing disposition of the article to be replaced; if the article is in addition to the equipment on hand the necessity therefor should be stated, either in the requisition or by accompanying letter. 18-08. Requisitions under N. S. A. and A. P. A. Where supplies or materials are required for a specific purpose for which an allotment of funds is available under an appropriation within this bureau's cognizance and it is anticipated that the entire quantity will be required for such specific purpose, the requisition should be drawn as a direct charge against the appropriation and the allotment, except where purchase is made, as authorized, under N. S. A. daily local requisitions. In cases where the supplies or materials to be purchased will be used for the purposes covered by allotments from two or more appropriations, or by appropriations under the cognizance of different bureaus, the requisition should be drawn as a charge against the naval supply account fund in order that the appropriation charges may be properly lodged when the supplies or materials are drawn from store. The submission of appropriation purchases account requisitions near the end of a fiscal year, for the purchase of supplies or materials to be delivered during the next fiscal year, savors of an evasion of the intent of the law, and such action is contrary to the bureau's policy. Purchase obligations incurred at any time before the end of the fiscal year may, however, be legally discharged without reference to the date of delivery of the supplies or materials, or the time when a yard or station received the benefit thereof. A. P. A. requisitions under annual appropriations should designate the fiscal year of the appropriation to be charged. The proper year is the one during which the obligation will be incurred. The obligation is incurred on the date that the purchasing officer places the order for the material covered by the requisition, or in the case of contracts signed by both parties based upon S. & A. schedules or otherwise, the date of such contract. The foregoing applies except in cases where a formal order has been given by the bureau continuing the availability of an annual appropriation beyond the end of the fiscal year for which it was made, for a specific job. In such cases obligations can be incurred after the end of the fiscal year until the date specified in the bureau's order for the completion of the job, provided specific reference is made to the bureau order by date, file number, and subject. 18-09. Federal standard specifications, when adopted, are to be referred to in cases where material in compliance therewith will meet the requirements of the service. 18-10. Public works officer's statement as to power available. Requisitions for machinery and machine tools, regardless of the appropriation chargeable, must be accompanied by a memorandum statement from the public works officer as to power available. (See Manual for Supply Officers, par. 500-6.) 18-11. Requisitions to be submitted to bureau; commandant's approval in emergency. All requisitions requiring purchase of services of materials against Yards and Docks appropriations, except daily local N. S. A. requisitions as authorized by the Bureau of Supplies and Accounts, shall be forwarded to this bureau for approval. "In emergencies, of which the commandant shall be the judge, articles needed for immediate use may be purchased by the purchasing officer in advance of bureau approval. The requisition and necessary memorandum copies thereof shall be forwarded to the purchasing officer for action and further reference to the bureau concerned for formal approval and transmission to the Bureau of Supplies and Accounts for approval and return to the purchasing office concerned. In cases where the amount involved exceeds $500, the purchasing officer shall submit with the requisition a list of bidders and a statement of the reasons for making award or awards, as the case may be. In this event the requisition and statement shall be submitted direct to the bureau concerned for approval and reference to the department for its approval and further transmission to the Bureau of Supplies and Accounts for its action. A statement that purchase has been authorized in advance of bureau approval shall be placed on the original of the requisition and on all memorandum copies by the commandant. Every emergency contract for services or material shall fix a maximum amount beyond which contractual liability will not be incurred." (N. R. 1607-6-7.) 18-12. Negative of drawings to be forwarded. When a requisition accompanied by plans is forwarded through this bureau for advertisement by the Bureau of Supplies and Accounts, a Vandyke or tracing of such plans shall accompany the requisition in order that this bureau may furnish the Bureau of Supplies and Accounts with a sufficient number of plans to accompany the schedules mailed to prospective bidders. 18-13. Specifications in the case of service requisitions must be complete and in sufficient detail to avoid possibility of misunderstanding as to the quantity or quality of materials and work |