Inspection ProgramMaterials Management

LCDR Johnny RamosNavy Medicine Professional

Development Center

Naval Medical Inspector General

Overview

Reference: BUMEDINST 5040.2C

Critical Elements:Materials Management OperationsGovernment Purchase Card ProgramContract AcquisitionEquipment ManagementEquipment MaintenanceEthics and Standards of Conduct - for Government Employees

Materials Management Operations

• Operations• Due-In Metrics• Warehouse• Prime Vendor• DSCP Medical Orders *• Electronic Catalog

* Defense Supply Center Philadelphia

Materials Management:

Operations

• Delegation of Authority• Appointment Letter

• Assumption of Duties• Findings• Status of Corrective Actions

• Current Fiscal Year Guidance• NMLC Web Site *

* Naval Medical Logistics Command

Materials Management:

Operations (cont.)

• Authorized Logistics Systems• Defense Medical Logistics Support System

(DMLSS)• Standard Procurement System (SPS)

• Customer Surveys• Hardcopy • Electronic

Materials Management

Operations: Due-In Metrics

• Electronic Catalog • 15 Days

• Prime Vendor• 7 Days

• Milstrip• 20 Days

• Purchase Card• 30 Days

Note: Exceptions Apply for OCONUS Activities

Materials Management Operations: Warehouse

• Medical/Surgical Supplies• Clinic Storage Only• Reasonable Quantities

• Purchase Card Items• Just in Time Only• Not Permitted

• Prepositions• Pandemics• Disasters

Materials Management Operations:

Warehouse (cont’d)

• Temperature Controlled Areas• Vaccines • Other Pharmaceuticals

• Organization and Cleanliness• Archived Records• Furniture Storage

• Safety and Security• Equipment Certifications• Personal Protective Wear• Restricted Access, Locks, Alarms

Materials Management

Operations: Prime Vendor

• Pharmacy National Contract• Yes

• Guaranteed Returns Program• Yes

• Pharmacy Local Contract (Back-up)• Yes

Materials Management

Operations: DSCP Orders

• Military Specific Items• Vaccines (i.e., influenza)

* Defense Supply Center Philadelphia

Materials Management Operations: ECAT

• Web Orders• Allowed

• DMLSS Orders *• Preferred

* Defense Medical Logistics Support System

Government Purchase Card

Program (GPCP)

• Delegation of Authority• Management Controls • Management Reviews• Card Usage

GPCP: Delegation of Authority

• Agency Program Coordinator (APC)• Appointment Letter• OGE Form 450• Annual Ethics Training• Initial and Biennial Refresher GPCP Training

• Approving Official (AO)• Appointment Letter• DD Form 577 (i.e., Certifying Officer)• OGE Form 450• Annual Ethics Training• Initial and Biennial Refresher GPCP Training

GPCP: Delegation of Authority

(cont’d)

• Card Holder• Appointment Letter (i.e., Accountable

Official)• OGE Form 450• Annual Ethics Training• Initial and Biennial Refresher GPCP Training

• Head of Activity• Initial and Biennial Refresher GPCP Training

GPCP: Management Controls

• Span of Control• APC: No more than 300 Cardholders per APC• AO: No more than 7 Cardholders per AO

• Internal Operating Procedures (IOP)• Designation of Responsible Personnel• Purchase Request and Funding Approval

Processes• Screening and Documentation Requirements• Solicitation and Award Procedures• Receipt and Acceptance Procedures• Restricted Purchases• Card Reconciliation, Certification and Dispute

Procedures• Separation of Duties

GPCP: Management Reviews

• Semi-Annual Reviews• Conducted by the APC• Overall Program Review• Documentation of Findings and Resolutions

• Monthly Reviews• Conducted by the AO• Cardholder Statement Review• Part of Certification Process• Detailed Verification of Purchases Made• Use of FIP SOP

GPCP: Card Usage

• Purchase Log• Electronic or Manual• Date Item/Service Ordered• Merchant Name• Dollar Amount• Description of Item/Service• Date of Receipt• Name of Individual Receiving Item/Service

GPCP: Card Usage (continued)

• Sources• Mandatory Government Screening• Rotating Amongst Other Sources

• Limit• Up to $3,000• If > $3,000 DD Form 1556, DD Form 282, DD

Form 1155 BPA, DO, BOA *

• Convenience Checks • “NO!”

* Blanket Purchase Order, Delivery Order, Basic Order Agreement

Equipment Management

• Delegation of Authority• Operations• Management Control Reports• Documentation• Equipment Program Review Committee

(EPRC)• Environment of Care (EOC) Plan

Equipment Management: Delegation of

Authority

• Personal Property Manager• Appointment Letter• DMLSS Training

• Responsible Officers (Custodians)• Appointment Letter• Position Description• Department Oversight

• Head of Activity• Turnover Report

Equipment Management:

Operations

• Equipment Receipt• Recorded in DMLSS within 7 days• Inspected by Biomedical Repair

• Missing, Lost and Stolen Items• DD Form 200• Signed by the Commanding Officer (CO)

• Excess and Obsolete Items • DD Form 1348-1A• DRMO Date Stamped

* Defense Reutilization and Management Office

Equipment Management: Management

Control

• Equipment Management IOP• Specific Job Functions• Internal Procedures

• DMLSS Reports• Financial Improvement Plan (FIP) SOP

Equipment Management: Documentation

• Accuracy and Completeness• Procurement Documents and Receipts• Acquisition Codes• Bar Codes• Serial Numbers• Locations• Inventories (Triennial, Change of Command,

Directed by CO)

Equipment Management: EPRC

• Representation• Chairperson• Directors• Officers in Charge

• Meetings• Bi-annually (at least)• Quarterly preferred

Equipment Management: EPRC (cont’d)

• Prioritized Listings• Operations & Maintenance (O&M)• Other Procurement (OP)

• Leased Equipment• Lease Determination Worksheet

Equipment Management:

Environment of Care

• EOC Plan• Reviewed Annually• Medical Equipment Management Plan (MEMP)• Resource Sharing for Emergencies

• Biomedical Repair Processes• Acceptance Testing• Preventive Maintenance and Repair• User Error Tracking• Medical Device Hazard Reporting• Safety Recalls• Unable to Locate Items • Test Equipment Calibration Certifications

Equipment Management:

Environment of Care (cont.)

• References• Equipment Manual, P-5132• Healthcare Facilities Manual, NFPA-99• Comprehensive Accreditation Manual for

Hospitals• Joint Commission Guidance

Contract Acquisition

• Purchasing Management• Contracting Officer Representative (COR)• Alternate COR• Professional Affairs Coordinator (PAC)• Healthcare Workers

Contract Acquisition: Purchasing

Management

• Operations• Adequate Market Research• Sole Source Justifications• At least 3 Sources Considered on the Schedule• Contract Awards include DFAR Clause

252.232.7003 (Electronic Submission of Payment Requests)

• Wide Area Work Flow (WAWF) Usage• Forward Funded Contracts (Bona Fide Need in

Fiscal Year of Obligation)

Contract Acquisition: Purchasing Management

(cont.)

• Operations (continued)

• Customer Communication • Telephone• E-mail• Web Page• Newsletters• Staff Briefings• Work Space Visits

Contract Acquisition: COR

• Delegation of Authority• Nomination Letter from CO• Appointment Letter from Contracting Officer

(“KO”)• Warrants

• Authorized Limits• Signed by the CO

• Training• DAWIA Level I or II ~ • NMLC COR Course

* Contracting Officer’s Representative ~ Defense Acquisition Workforce Improvement

Act (DAWIA)

Contract Acquisition: COR (cont.)

• Contract Surveillance• Contract with All Modifications• Contract Administration Plan• Incentive or Award Plan• Invoice Verification• Supervisor or Timekeeper Communications• Billable Hour Tracking• Unbillable Hour Recoupment

Contract Acquisition: COR (cont.)

• Contractor Interface• Requirement of the Contract• Regularly Scheduled Meetings• Documented Minutes• Contract Discrepancy Report

Contract Acquisition: Alternate COR

• Same Requirements as COR• Delegation of Authority

• Nomination Letter from CO• Appointment Letter from Contracting Officer

(“KO”)

• Warrants• Authorized Limits• Signed by the CO

• Training• DAWIA Level I or II• NMLC COR Course

Contract Acquisition:Professional Affairs

Coordinator

• Credentialing Packages• Are Credentialing Packages received on time• Does the COR review Credentialing

Packages before forwarding to the PAC• What actions does the COR take when

incomplete Credentialing Packages are received

Contract Acquisition:Healthcare Workers

• Requirements for Employment• Physical Examinations• Criminal Background Investigations• Basic Life Support Certifications• Professional Licenses and Credentials• Command Orientation

Questions ?