Field Ordering Officer Training

Document Sample
Field Ordering Officer Training Powered By Docstoc
					Joint Contracting Command




Field Ordering Officer (FOO)
      Training Program




                               1
Joint Contracting Command




                            Agenda
    •Standards Of Conduct
    • What Is A Field Ordering Officer (FOO)
    • FOO Cycle
    • What Can/Can Not Be Bought
    • Property Book Items
    • Ordering Procedures
    • Clearing Process
    • Termination


                                               2
  Joint Contracting Command




                              References

• Federal Acquisition Regulation (Far) Part 13
• Defense Federal Acquisition Regulation
  Supplement (DFARS) Part 213
• Army Federal Acquisition Regulation
  Supplement (AFARS) Part 5113
• JCC-I/A Acquisition Instruction, 6 Jan 06
• MNF-I FRAGO-292 Annex E


                                                 3
 Joint Contracting Command




                             Nomination

• COMMANDER (0-5 and above)
  nominates a soldier to be an Ordering
  Officer.

• Soldiers (E-6 and above) can be
  nominated by the Unit Commander

                                          4
  Joint Contracting Command




            Standards Of Conduct

• DoDD 5500.7-R, Joint Ethics Regulation
• Spending American Taxpayers’ Money
• Shall not solicit or accept, directly or
  indirectly, any gratuity, gift, favor,
  entertainment, loan, or anything of
  monetary value from a vendor.

                                             5
   Joint Contracting Command



   What Is A Field Ordering Officer (FOO)
• DOD personnel authorized to expend OPFUNDS for
MISSION ESSENTIAL operating expenses valued at $2,500 or
less under a Contracting Officer’s supervision.

• Allows deployed units to purchase mission critical
requirements that cannot be obtained by the unit through
military supply systems or higher headquarters.

• A FOO CANNOT BE:
   Finance and Accounting Officer, Disbursing Officer, Paying Agent,
   Property Book Officer, Acquisition Staff Officer, or Contracting
   Officer’s Representative*

   *an exception may be made at the discretion of the Contracting Office

                                                                           6
Joint Contracting Command




               Authority of An
               Ordering Officer
       Authority may not be delegated

       • Ordering Officers and Pay Agents are
       a TEAM!!!

       • Ordering Officer and Pay Agent must
       both be present at time of purchase!!




                                                7
 Joint Contracting Command




        More Things To Remember!
• Recurring Requirements cannot be purchased with
OPFUNDS.

• Expenses >$2,500 are not allowed. Only a warranted
Contracting Officer can exceed this limit.

• FOO and Pay Agent (PA) must BOTH be present at time
of purchase . DO NOT SPLIT FOO/PA TEAMS UP!!!

OPFUNDS are for mission essential needs, no luxuries!



                                                        8
    Joint Contracting Command




                                FOO Cycle
• FOO/Pay Agent (PA) receive training @ Regional Contracting Center (RCC)
• Local command requests FOO appointment
• Local command submits OPFUND request to TFPHX J-8
• TF-J8 inputs DA 3953 for initial allotment of funds
• FOO goes to Contracting and receives Appointment Packet with SF44
• PA/FOO draw funds from Finance- FOO/PA must Sign Signature Cards-DD 577
• FOO makes copies of SF44 for use in each purchase of authorized items
• FOO makes purchase and PA pays vendor based on the SF44
• FOO/PA clear Contracting
• PA/FOO clear Finance
• Local command submits OPFUND request in advance of next draw
   to TFPHX J-8
• TF-J8 inputs DA 3953 for second allotment of funds
• PA/FOO draw funds at Finance
• FOO/PA spend money on authorized items
•NOTE: You Must Request an Appointment with Contracting


                                                                            9
     Joint Contracting Command



                Things A FOO Can Buy!
• Consumable, expendable supplies       • Class 3 items-fuel, oil, brake fluid
• Basic office supplies                 • Class 4-lumber, plywood, 2x4’s
• Non-standard supplies                 • Class 9-oil filters, spark plugs,
• General equipment repair              tires
• Office machine repair                 • Minor vehicle repair
• IT equipment repair                   • Minor roadside repair
• IT ACCESSORIES- flash drives,         • Batteries
  external hard drives, usb hubs,       • Basic cleaning supplies
  cables, keyboard, mouse, battery      • Safe, backpack to secure FOO $$
  packs, cartridges, toner              • Weather-proofing supplies
• Film processing critical to mission   • Training aid material
• Firewood (if no contract available)   • Temporary Service < 30 days
• Sundry/sanitation items               • Rental of cars, trucks, boats,
• Sanitation services not on contract   cranes
• Live animals for training aids and       (prior approval of BN
  cargo/personnel transportation        Commander)

                                                                                 10
     Joint Contracting Command



   Things FOO Should NEVER Purchase Using OPFunds
• Items available from military (ANA depot, etc) supply systems or from a
contract/BPA. Recurring requirements, leases/rentals over 30 days, copy/
printing costs, ANY IT hardware –printers, internal computer parts and any
item that can be plugged into the net

• FOOD, tea, coke; anything other than Bottled Water
• CARPET, CURTAINS/RODS, DRAPES, similar furnishings
• Permanent Construction, Large DOD supplies or equipment
• Digital cameras, Cell phones, Radios, COM equipment, Celebration items-
flowers, coins, patches, flags. MWR items-TV/DVD, radio, weight and sports
equipment

• Newspapers/magazine subscriptions, Luxury and Religious items. Taxes,
bribes, Consulting fee’s. Payroll, overtime, extra duty. Personal, labor
services with a foreign government employee

• Burial costs, Intel/surveillance, Guns/ammunition/explosives

                                                                             11
   Joint Contracting Command



                               Ratification

• Correction of an Improper Procurement or Unauthorized
  Commitments

• Ordering Officer’s Memorandum

• Commander’s Memorandum (O-7 or Above)

• Improper purchases can not be ratified:
   – You can be held personally financially liable

• Painful Process: Ordering Officers need to avoid



                                                          12
    Joint Contracting Command



         Letters of Justification (LOJ)
MISSION ESSENTIAL ONLY!

• Items normally considered Unauthorized MAY BE allowable
  with a Letter of Justification signed by BN Commander,
  0-5 and above.

• It is the FOO’s responsibility to have all Letters of
Justification (LOJ) PRIOR to clearing.

• Letters of Justification must address the following:
    • Justification of Need
    • Supply chain availability and future resolution of shortage
    • Why the item is mission essential

                                                                    13
    Joint Contracting Command




 Things A FOO CANNOT Buy Without a LOJ

•DoD Supply System Items        • Utility, Personal Services
•Furniture                      (ANA haircuts/shaves, etc)
•Clothing/Personal Comfort      • Durable, non-expendable
•Room items-blankets,           Items or equipment
 mattresses, linens             • Class II-clothing, individual
•Medical or Dental              equipment
 Treatment                      • Class Vll-major end items,
                                generators, etc.
                                • Large Appliances
                                • Phone Cards


                                                               14
Joint Contracting Command




                            Basic Rules!
•FIRST Determine If Item Is Available From Military
Supply Channels

• If The Item Is Non-Expendable (Durable) Requiring
A Hand-receipt To Ensure Accountability, A Letter Of
Justification Must Be Approved By The Contracting
Office PRIOR To Purchase

•The FOO Holds All Hand Receipt Responsibility



                                                       15
    Joint Contracting Command




                                Basic Rules!

• Cash and Carry
   • Cannot Pick Up or Have Delivered Later

• No Partial Payments-payment In Full Only!
    Exception: Short Term Leases/Rentals <30 Days
    (Pay Vendor At End Of Lease/Rental Period)

    Ex. Generators, Vehicles, Other Transportation Needs




                                                           16
   Joint Contracting Command




                               Basic Rules!

• $2500 Limit Is For The Price Of The Total Requirement

   • Do Not Split Into Multiple Requirements To Stay
   Under Ceiling
   • Examples Of Split Requirements -- $2499 Purchases
   For Same Item From Same Vendor On Separate Days



                                  NO-GO



                                                          17
   Joint Contracting Command




                               Basic Rules!
•Bottom Line Up Front: Integrity First

•Avoid Any Appearance Of Impropriety

             “Doing Anything Which Might Adversely Affect
             Public Confidence In The Integrity Of The
             Government Acquisition System”

• Do Not Accept Items Or Play Favorites With Vendors
From Whom You Purchase



                                                            18
 Joint Contracting Command




           The SF- 44 – General Rules

• Fill out your SF-44 at time of purchase

• Three signatures are required at time of purchase
   • The FOO, the Pay Agent, and the Vendor

• Both FOO and Pay Agent must be present at time
  of purchase – NO EXCEPTIONS!!

• Always treat SF-44s as cash


                                                      19
 Joint Contracting Command



                   The SF-44 – “PIN #”
                   W91B4M-06-M-_ _ _ _ / _ _

     FOO/PA Personal                           PIN Extension
         PIN #



Personal pin number is assigned specifically to the
  FOO at time of appointment
• New Pin Extension for each SF-44
• Start with AA ... AZ then BA … BZ etc.
• After you clear, your next pin extension starts
  where you left off, DO NOT START OVER!!



                                                               20
    Joint Contracting Command




               The SF-44 – Signatures

•   FOO
•   PAY AGENT
•   VENDOR – Must sign both the SF-44 and the receipt
•   RECEIVED BY – Cannot be signed by the FOO or
    Pay Agent
     • Must be signed by an American solider
     • Best signed by an American solider who
       receives material
     • Does not have to be signed at time of purchase



                                                        21
Joint Contracting Command




                            22
 Joint Contracting Command




      Recommended FOO Practices
• FOO is responsible for determining fair and
reasonable price
• Develop and use market or product knowledge
• Get quotes from vendors
• Rotate vendors-share the wealth, stimulate
competition

 Call your host Regional Contracting Center
(RCC) for assistance.


                                                23
Joint Contracting Command




          Required FOO Practices:
      “Never Convert US/Afghan/Iraqi Currency”


    • Negotiate Price In Currency You Are Using

    •DO NOT Convert On The Fly

    • Use Only Whole Dollar Amounts On SF44

    • DO NOT Accept Change



                                                  24
Joint Contracting Command


            Required FOO Practices
             “Files FOO Must Keep”
FOOs Must Maintain:

      • Appointment Letter
      • DA 3953-Purchase Request & Commitment
      • Signed Copy of SF 44’s
      • Copy of all Receipts
      • Copy of all Clearance/Termination Memos
      • Item Description Log
      • FOO must maintain all records on file for 3 years
      after termination



                                                            25
Joint Contracting Command



    Recommended FOO Practices
                  Prior To Clearing Contracting
• Make two (2) copies of SF 44s
• Make two (2) copies of receipts
• Staple receipts to SF 44
• Maintain Item Description Log

• Distribution of documents at clearing
    •Original : Finance Office
    • Copy 1: Contracting Office
    • Copy 2: FOO
    • Copy 3: J8


                                                  26
     Joint Contracting Command


                        Clearing Process
• Request appointment with Contracting Office
• Present tracking sheet, SF 44’s & invoices to Contracting for
  Clearance
• Receive your Clearance Letter
• Clear Finance (turn in all monies not expended)
• Submit new DA 3953 unless terminating
• Pick up new DA 3953 with New SF44
• Draw funds from Finance
• Spend your money on authorized items

Note: Use the new SF44 you get with each new funding allotment because the
Purpose and Accounting Data is unique for each funding allotment received.

IMPORTANT: ALL FOOS MUST CLEAR MONTHLY EVEN IF NO FUNDS ARE
DRAWN/PURCHASES MADE. EXCEPTIONS MUST BE APPROVED IN ADVANCE BY THE
CONTRACTING OFFICE.

                                                                             27
Joint Contracting Command




                            Termination
    Reason for Termination of FOO Appointment

    • Failure to Clear within 30 Days

    • Making Unauthorized Purchases

    • At Request of Commander

    • At the End of Appointment Period or Tour




                                                 28
Joint Contracting Command




              Questions ?



                            29