SECTION 210 - SHIPPING AND RECEIVING AT GOVERNMENTAL CENTER

A. This procedure allocates responsibility for the receipt, unloading and delivery of shipments from outside vendors to the Governmental Center.

1. A department ordering goods or materials has responsibility for specifying any special delivery and unloading requirements in the requisition or contract.

2. The Purchasing Division of General Services has responsibility for working with vendors to insure that they are prepared for the delivery and unloading restrictions at the Governmental Center. Standard language to protect the County will be included in bids and purchase orders.

3. The Duplicating Division of Information Services is authorized to accept delivered goods, but is not permitted to assist or participate in unloading or moving the received items. Departments may handle the acceptance of received items without the assistance of the Duplicating Division.

4. The Duplicating Division is responsible for notifying the receiving department by telephone and by written confirmation that the shipment has been received.

5. The receiving department is responsible for moving the received goods from the basement of the Governmental Center. The receiving department is also responsible for any loss, theft or damage to the received items.

B. The Duplicating Division of the Information Services Department is authorized to accept receipt of deliveries from outside vendors to departments within the Governmental Center. When receiving such deliveries, the Duplicating Division will take the following steps:

1. Verify the number and condition of packages in the shipment.

2. Sign the bill of lading or packing slip acknowledging receipt.

3. Direct the shipper to place the delivery in the basement hallway or, if it is too large for the hallway, in the basement area under the Atrium.

C. Duplicating Shop personnel are not authorized to assist in unloading deliveries from any vendor. The delivery agent is responsible for arranging for the necessary equipment (such as ramps, lift gates or forklifts) and personnel to effect unloading. This restriction is a safety issue and will apply in all situations.

D. The Duplicating Division will maintain a list of notification persons for each department in the Governmental Center. When a delivery has been received, the notification person in the responsible department will be contacted and advised of the shipment, within 15 minutes if possible.

E. A written shipment confirmation will be prepared and forwarded to the receiving department on the same day. This notification will include the date and time of shipment receipt, the department notification person who was contacted, the number of containers in the shipment and the location of these containers.

F. The Duplicating Division and Information Services do not have responsibility for the safety or security of delivered items and cannot accept responsibility for lost, stolen or damaged goods.