Naval Medical Inspector General
Inspection Program
Materials Management
LCDR Johnny Ramos
Navy Medicine Professional Development Center
Overview
Reference:
BUMEDINST 5040.2C
Critical Elements:
Materials Management Operations
Government Purchase Card Program
Contract Acquisition
Equipment Management
Equipment Maintenance
Ethics 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
•
•
Assumption of Duties
•
•
•
Appointment Letter
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
•
•
Prime Vendor
•
•
7 Days
Milstrip
•
•
15 Days
20 Days
Purchase Card
•
30 Days
Note: Exceptions Apply for OCONUS Activities
Materials Management
Operations: Warehouse
•
Medical/Surgical Supplies
•
•
•
Purchase Card Items
•
•
•
Clinic Storage Only
Reasonable Quantities
Just in Time Only
Not Permitted
Prepositions
•
•
Pandemics
Disasters
Materials Management
Operations: Warehouse (cont’d)
•
Temperature Controlled Areas
•
•
•
Organization and Cleanliness
•
•
•
Vaccines
Other Pharmaceuticals
Archived Records
Furniture Storage
Safety and Security
•
•
•
Equipment Certifications
Personal Protective Wear
Restricted Access, Locks, Alarms
Materials Management
Operations: Prime Vendor
•
Pharmacy National Contract
•
•
Guaranteed Returns Program
•
•
Yes
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
•
•
•
Limit
•
•
•
Mandatory Government Screening
Rotating Amongst Other Sources
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
•
•
•
Responsible Officers (Custodians)
•
•
•
•
Appointment Letter
DMLSS Training
Appointment Letter
Position Description
Department Oversight
Head of Activity
•
Turnover Report
Equipment Management:
Operations
•
Equipment Receipt
•
•
•
Missing, Lost and Stolen Items
•
•
•
Recorded in DMLSS within 7 days
Inspected by Biomedical Repair
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
•
•
•
Warrants
•
•
•
Nomination Letter from CO
Appointment Letter from Contracting Officer (“KO”)
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 ?