RCC FENTY FOO TRAINING - Office of the Under Secretary …€¦ · PPT file · Web view ·...

Regional Contracting Center – KAF

Field Ordering Officer (FOO) Training


FOO Reference Website

http://usfora-south.rcsouth.afghan.centcom.mil/SiteDirectory/contracting/MST/default.aspx


• Federal Acquisition Regulation (FAR)

• Defense FAR Supplement

• Money as a Weapons System (MAAWS-A)

• FOO SOP Dated 1 Mar 11

References


1. The FOO provides the Commander an ability to make quick local, over-the-counter purchases for mission-essential requirements.

2. The FOO is appointed by the FOO Manager to make purchase up to the micro-purchase threshold (currently $30k)

3. ALL FOO teams are under the supervision of the Regional Contracting Center’s FOO Manager. NO EXCEPTIONS. The nominating Commander cannot transfer authority.

FOO Overview


1. The Commander (O-5 or above) may nominate DoD military or civilian personnel to be appointed as a FOO.

2. Service members E-7 or above and civilians GS-6 or above can be nominated as FOO. This requirement can be waived to an E-6 or GS-5 with approval from the FOO Manager.

3. Non-DoD personnel, including Foreign Nationals and contractor personnel cannot be appointed as a FOO.

Nomination


1. FOO nominees are required to complete the training given by the KAF-RCC and complete CLM 003 “Overview of Acquisition Ethics”

2. FOOs inactive for longer than a period of 90 days are required to take refresher training prior to appointment or if appointed will be terminated and required to attend refresher training prior to reappointment.

Training


FOO/PA Appointment ProcessPA MUST BE APPOINTED FIRST

Build the PA nomination packet which consists of:1. Nominating DD577, signed by O-5 Commander and PA

2. Paying Agent Appointment letter, signed by O-5 Commander and PA

3. Paying Agent Pecuniary Liability Statement, signed by PA

4. Paying Agent Waiver Request (SSG only)


FOO/PA Appointment ProcessSubmit completed packet to Disbursing Officer

Once the packet is approved, the Disbursing Officer will issuethe Paying Agent Appointment Certificate

The PA is appointed by the Disbursing Officer and is under theauthority of the Finance Office.


FOO/PA Appointment ProcessFOO NOMINATION AFTER PA APPOINTMENT

Build the FOO nomination packet which consists of:

1. Appointing DD577, signed by Contracting Officer and FOO

2. Nomination letter, signed by O-5 Commander3. Certificate of Training for CLM003 –Overview of Acquisition Ethics4. FOO Waiver Request (SSG only)


FOO/PA Appointment ProcessSubmit completed packet to FOO Contracting Officer along with PA packet (remember they are teams)

1. The packet is reviewed. The FOO Manager/Contracting Officer will issue appointment memo to the FOO.

2. The FOO signs page four and returns it to the Contracting Officer

3. Once received, the Contracting Officer issues a Training Certificate and other documents that the FOO will use in the line of duty.

4. The FOO team is now active and the PA can draw funds.


• Every FOO is paired with a Pay Agent• All purchases must be made as a team

- FOO makes the purchase decision- Pay agent pays only after FOO makes

purchase decision- A third party receives the items

The FOO has the responsibility to fill out the SF 44. (correct and legible)

FOO Team


• Operation and Maintenance, Army FOO– Referred to as OMA or OPFUNDS– Supports U.S. forces

• Afghanistan Security Forces Funds FOO– Referred to as ASFF– Intended to support to all elements of the Afghanistan National

Security Forces (ANSF)– Includes the Afghanistan National Army (ANA), Afghanistan national

police forces (ANP), special task forces, and border security

Types of FOO Funds


• Afghanistan Reintegration Program– Referred to as ARP– Intended to support reintegration of former insurgents into Afghan

society.

• ASFF, OMA, ARP cannot be used at the same time, must clear one type before drawing another.

Types of FOO Funds


Develop a spending plan for mission essential requirements.Coordinate with your S-4 to fill out a DA3953, Purchase Request & Commitment. Submit LOJs to the Contracting Officer (KO)/FOO Manager for review and approval.Resource Management (RM) reviews your spending plan list and compares it to the LOJ’s, prior to approval.After RM approval/funding of DA3953, Pay Agent draws cash from Finance – FOO NEVER TOUCHES MONEY.

Pre-Purchase / Funding


OMA PR&C


ASFF PR&C


Authorized Situations for FOO Fund Utilization:

1. EMERGENCY: FOO funds can be used for emergency purchases.

Emergency defined: A sudden, unforeseen crisis (usually involving danger) that requires immediate action. Be sure to submit an LOJ and get Contracting Officer/FOO Manager approval BEFORE your purchase.

2. PLANNED: FOO is also used for certain, authorized types of planned purchases. Work in conjunction with your unit Commander to determine list of priorities for the upcoming month.

FOO Operations


Authorized Situations for FOO Fund Utilization:

PLANNED: (continued)Before a planned FOO purchase is made, the FOO must exercise the normal sources of supply channels first. Those are:

• Other local units• SSA yard• Army/Navy/Air Force Supply, or ANA/ANP Supply• Contracting Office

Until you have pursued ALL the sources listed above, you cannot FOO it.

FOO Operations


• Cannot make purchases that are foreseeable or reoccurring.

• Make purchase less than $30K, (requirements over $10K require a legal review from BDE legal).

• Ensure funds are available on DA 3953• Locate Vendor; Inspect Item (immediately available)• Determine Fair and Reasonable Price• Prepare SF 44• Manage Procurement Item ID Number (PIIN) Log• Execute purchase; Pay Agent pays • Receive an itemized vendor’s receipt in English – Critical

to the clearing process

FOO Operations


• Not immediately available through military supply channels

• Emergency or Mission Essential [not a want or must have]

• At or below $30,000 (over $10,000 requires a legal review)

• Sufficient funds are available from DA 3953• Supply or Service immediately available from local

vendor (on the spot purchase)• ONE DELIVERY (Over the Counter, Cash and Carry) with

ONE PAYMENT• Fair and Reasonable Price, check with multiple vendors [ rotate vendors].

SF 44 - Conditions For Use


21

SF 44 Example w/ FOO RequestFive dates


22


Four Signatures


23


Four Signatures

Three Total Amounts


24


Four Signatures

Three Total Amounts

Two Addresses


25


Four Signatures

Three Total Amounts

Two Addresses

One PIIN and

One LOA


• Key Leadership Engagements (KLE) CANNOT use FOO $$ for food or refreshments

• New construction• Electrical work• Paint• Cell Phones or Cell Phone Cards• Consumable Items• FOO will not be used for equipment or services already provided by

another source.• CONTACT THE CONTRACTING OFFICE BEFORE YOU PURCHASE AN ITEM

THAT FALLS IN “THE GRAY AREA”

Prohibited Purchases


Prohibited Purchases• Unauthorized Purchases, if a purchase is deemed mission critical and

urgent need/emergency contact the FOO Manager to determine it there are conditions under which the purchase may be approved.

• DO NOT “SPLIT REQUIREMENTS” TO STAY UNDER THRESHOLD – What does that mean, splitting requirements or split purchases?

• Split purchases occur when a FOO places two or more orders within a short period for the same, similar, or related materials or services to circumvent the established single purchase threshold per order limit.


Examples of Split Purchases• A FOO makes multiple purchases from the same merchant on the same day, the

total amount of the purchases exceeds the single purchase limit and the FOO knows the total requirement at the time of the first purchase

• A FOO makes multiple purchases of similar items from the same or multiple contractors, vendors, or other merchants over time; the FOO knows the total requirement at the time of the first purchase; and the total value of the multiple purchases exceeds the single purchase limit.

• Tip: Remember, as a FOO you cannot make everyone happy. The key to getting the most for Soldiers and avoiding a “no-pay-due” on your LES is by working with the contracting office and following the rules.


• Professional: A Field Ordering Officer breaks the law when he/she purchases prohibited items or services or exceeds the $30,000 threshold or make a purchase without sufficient funds.

• Personal: A Field Ordering Officer can be held financially liable when he/she purchases prohibited items or services or exceeds the $30,000.00 threshold

• U.S. can and will take the money from your pay

Professional/Personal Liability


• Reconciliation/Clearing Packet will consist of the following:– O5 Reconciliation memo– TPE/PBO Memo (OMA Only)– PR&C– 1081 From Finance– SF44, FOO Purchase/Support Request– ITEMIZED receipts in English– Letter of Justification and Legal Review if required

*If packets have inconsistencies, missing information, conflicting $ amounts, or are otherwise incomplete/incorrect, they WILL be returned for correction

*FOO will receive Interim Clearance Memorandum from the RCC. This must be obtained prior to the Pay Agent clearing Finance.

30 - Day Clearing/Reconciliation


The Clearing Process

O5 Reconciliation Memo

TPE/PBO Memo (OMA Funds)

FOO Manager

Finance

Resource Management

Finance

The Process Starts Here.


Pay Agent becomes incapacitated• BN CDR designates three non-interested

SMs (rank immaterial) to count remaining funds. FOO will write MFR (memorandum for record) and turn in funds to the Finance Office

FOO becomes incapacitated• Pay Agent collects all SF44s and clears

for FOO.

Incapacitated Personnel


• By the request of the Unit Commander

• As a result of making Unauthorized Purchases or other Misconduct

• A Contracting Officer/FOO manager may terminate a Field Ordering Officer without the concurrence of the requesting command

Termination Other Than Close Out


– Keep a folder or binder with the following: - makes the clearing process easier.

– Copy of Pay Agent Appointment– FOO Appointment Order from KAF RCC– Request for Reconciliation Memorandum from CDR for all SF 44

purchases– Original DA 3953 or Funding Increases (New DA3953’s)– Copy of SF 44’s, photocopy of Vendor Receipts, and other

Documentation– Interim Clearance Memorandum from Contracting Officer– FOO Termination Memorandum

• * FOO’s are required to keep record of all purchases for one year after termination.• * Contracting Office will keep records on file for 3 years

FOO FOLDER


• DoDD 5500.7-R, Joint Ethics Regulation• Shall not solicit or accept, directly or

indirectly, any gratuity, gift, favor, entertainment, loan, or anything of monetary value from a vendor.

Standards of Conduct


• Do check with more than one vendor for pricing• Do document all actions• Do call the Regional Contracting Center (RCC) for

clarification or guidance • Do buy only mission essential items totaling less than

$30K ($10K and up to $30K with legal review) per purchase

• Put your FOO Team(FOO and PA) name and currency in Afghani and U.S. dollars on ALL LOJ’s, or it will get returned for corrections

Do…


• Don’t exceed $30K or split your purchase to get around this limit

• Don’t purchase unauthorized commodities or equipment

• Don’t make purchases prior to obtaining any required LOJ or TPE approvals

• Expect a certificate after attending this class

Don’t…


• Calculator –to assist with accuracy. • Avoid even the appearance of

impropriety• Your records will be audited

– Ratification of an unauthorized commitment is painful

• Acquisition Regulations are law

Helpful Hints


QUESTIONS?TSgt Dustin Hoffmann

[email protected]

DSN: 318-421-6120

http://usfora-south.rcsouth.afghan.centcom.mil/

SiteDirectory/contracting/MST/default.aspx

RCC FENTY FOO TRAINING - Office of the Under Secretary …€¦ · PPT file · Web view ·...

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