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CHECKLIST ITEMS AND EXPLANATIONS

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CHECKLIST ITEMS AND EXPLANATIONSand,AND

    Air Force Purchases Using Military Interdepartmental

    Purchase Requests

    (MIPRs)

    AUGUST 2007

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    TABLE OF CONTENTS PAGE

    SECTION I ………………………………………………………………………………... 5

     POLICY ………………………………………………………………………………... 5

     A. PURPOSE ………………………………………………………………………. 5

     B. AIR FORCE MIPR POLICY……………………………………………………. 5 SECTION II ……………………………………………………………………………….. 7

     GENERAL INFORMATION ………………………………………………………….. 7

     A. PURCHASE OPTIONS ………………………………………………………… 7

     B. ASSISTING AGENCIES …………………………………………….…………. 7

     C. MIPR CATEGORIES …………………………………………………………... 8

     D. MIPR REVIEW ……………………………………………………………… 8

     E. MIPR ACCEPTANCE ………………………………………………………….. 8 SECTION III ………………………………………………………………………………. 9

     ROLES AND RESPONSIBILITIES …………………………………………………... 9

     A. PROGRAM MANAGER/PROJECT MANAGER (PM) ………………………. 9

     B. UNIT OR ORGANIZATION RESOURCE ADVISOR/MANAGER (RA/RM) . 11

     C. FINANCIAL MANAGEMENT ANALYSIS (FMA) ………………………….. 12

     D. DEFENSE FINANCE AND ACCOUNTING SERVICE (DFAS) …………….. 13

     E. SUPPORTING AIR FORCE CONTRACTING OFFICE …………………… 13

     F. ROLE OF THE MIPR INITIATOR …………………………………………….. 14 SECTION IV ………………………………………………………………………………. 15

     SERVICE CONTRACT REQUIREMENTS …………………………………………... 15

     A. PERFORMANCE-BASED ACQUISITION …………………………………… 15

     B. SERVICES DESIGNATED OFFICIAL APPROVAL …………………………. 15

     C. QUALITY ASSURANCE …………………………………………………… 15

     D. SEVERABLE SERVICES ……………………………………………………… 15

     E. NON-SEVERABLE SERVICES ……………………………………………….. 15 SECTION V ……………………………………………………………………………….. 16

     AUTHORITIES ………………………………………………………………………... 16

     A. STATUTORY AUTHORITIES VERSUS ECONOMY ACT AUTHORITY … 16

     A.1. SPECIFIC STATUTORY AUTHORITY ………………………………… 16

     A.2. 31 U.S.C. 155, ECONOMY ACT AUTHORITY ………………………… 17 SECTION VI ……………………………………………………………………………… 18

     PROCESS FLOWCHART …………………………………………………………….. 18 SECTION VII ……………………………………………………………………………... 23

     APPENDIX ……………………………………………………………………………. 23

     ATTACHMENT A DD FORM 448 & REQUIREMENTS PACKAGE REVIEW

     CHECKLIST …………………………………………………………………... 23

     ATTACHMENT B MIPR FOOTNOTES ………………………………………... 25

     ATTACHMENT C INTRAGOVERNMENTAL BUSINESS RULES FOR USE

     WITH FOOTNOTE 2a and 2b ………………………………………………… 27

     ATTACHMENT D INTERAGENCY AGREEMENT FOR USE WITH

     FOOTNOTE 2a ………………………………………………………………... 28

     ATTACHMENT E SAMPLE INTERAGENCY ACQUISITION

     DETERMINATIONS & FINDINGS …………………………………………….. 29

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     ATTACHMENT F SAMPLE ECONOMY ACT DETERMINATIONS AND

     FINDINGS FOR USE WITH FOOTNOTE 9 …………………………………... 30

     ATTACHMENT G PM AND RA/RM ADVANCE PAYMENT /ADVANCE

     BILLING AND ACCOUNTING INSTRUCTIONS ……………………………. 32

     ATTACHMENT H TERMS AND DEFINITIONS …………………………… 36

     ATTACHMENT I DD FORM 448 EXAMPLE ………………………………….. 42

     (ATTACHMENT I continued) DD FORM 448-2 ACCEPTANCE ……………. 45

     ATTACHMENT J INITIAL REQUEST FOR DD FORM 448-2 FOR

     DEOBLIGATION OF REMAINING FUNDS ………………………………...... 46

     ATTACHMENT K FINAL REQUEST FOR DD FORM 448-2 FOR

     DEOBLIGATION OF REMAINING FUNDS ………………………………...... 47

     ATTACHMENT L DEOBLIGATION MEMORANDUM ……………………... 48

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    SECTION I

    POLICY

    A. PURPOSE - This guide consolidates Air Force policies and procedures for purchases using Military Interdepartmental Purchase Requests (MIPRs), DD Forms 448 and 448-2, for all role players. This guide supersedes all Air Force MIPR guides and applies to all Air Force organizations including Air Force Reserve Command and Air National Guard. This guide does not address policies and procedures for MIPRs received by the Air Force from other activities.

    B. AIR FORCE MIPR POLICY - The policies, procedures, reviews, and approvals put forth in this guide apply to all DD Forms 448 and MIPR requirements packages regardless of dollar value, purpose, and operating/contingency locations.

    1. MIPRs may not be used to violate provisions of law or to circumvent conditions and limitations imposed on the use of funds. For example, MIPRs may not be used to extend the period of availability of the cited funds.

    2. Air Force funds that expire in the current fiscal year must be awarded to a contract or task order within 90 days of acceptance of the MIPR or by 30 September of the current fiscal year, thwhichever occurs first. If a contract or task order is not awarded by September 20, for funds that

    expire in the current year, the Requiring Activity should reevaluate their requirements and deobligate funds as appropriate, to allow use of the funds prior to expiration. For goods, delivery may not be specified to occur in the year subsequent to funds availability.

    3. The Requiring Activity program or project manager (PM) must ensure that purchases ordered using a MIPR, DD Form 448/448-2, comply with all DoD acquisition and financial regulations as well as with DFAS and Air Force policies.

    4. The Requiring Activity PM must include DoD-unique clauses and comply with all DoD regulations, directives, and other requirements for all interagency (non-DoD) purchase agreements.

    5. The Requiring Activity PM must use the Automated Business Services System (ABSS) or another automated system that interfaces with ABSS to create DD Forms 448. Once created, the DD Form 448 MIPR must flow through ABSS for the required policy coordination and reviews implemented in this guide. Funds certifiers will not certify nor will contracting specialists perform reviews on manually created MIPRs.

    6. An Air Force financial analyst must review and certify funds for every MIPR before the requiring activity program or project manager releases it to a DoD or non-DoD agency for acceptance.

     a. An Air Force contracting specialist must review any MIPR that will result in a contracting action, including unfunded planning MIPRs, and the attached requirements package before the requiring activity program or project manager releases it to a DoD or non-DoD agency for acceptance. Air Force contracting review is not required for Air National Guard MIPRs.

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    7. The Requiring Activity PM is responsible for managing the MIPR order process, for managing all goods and services procured by the MIPR or resulting contract, and for tracking funding through all stages of accounting until the order is complete and remaining funds are deobligated.

    8. The Requiring Activity PM will not approve advance payments or advance billings for goods or services orders unless explicitly required to do so by an appropriation or other law. The specific appropriation or law authorizing the advance must be cited on the obligation and/or interagency agreement documents for those few exceptions where advances are authorized.

    9. The Requiring Activity PM with responsibility for the MIPR funds and mission requirement must date and sign the DD Form 448 hard copy before sending the package to the assisting agency.

    10. The Requiring Activity program or project manager, or designated resource manager is responsible for printing the MIPR package from ABSS or other automated system and sending it to the assisting agency.

    11. Air Force MIPRs must adhere to the government-wide business rules set forth by the Office of Management and Budget. The specific business rule requirements are incorporated in the requirements of this guide as Attachment C.

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    SECTION II

    GENERAL INFORMATION

A. PURCHASE OPTIONS. There are multiple ways to purchase goods and services.

    A.1. LOCAL PURCHASE USING THE GOVERNMENT PURCHASE CARD (GPC).

    Organizational GPC cardholders may purchase authorized supplies, equipment up to $3,000 and non-personal services up to $2,500. Purchases up to $25,000 are also allowed in limited circumstances. Program and project managers (PMs) should see the requiring activity GPC holder for assistance.

    A.2. LOCAL PURCHASE USING AN AF FORM 9, REQUEST FOR PURCHASE. The

    supporting Air Force contracting office can purchase authorized supplies, equipment, and non-personal services at any dollar amount. Always discuss your procurement needs with contracting office personnel before beginning the MIPR process. The contracting office personnel can provide in-person assistance throughout the award and performance of your requirement. An AF Form 9, Purchase Request, is created in the Automated Business Support System (ABSS).

    A.3. INTRA-AIR FORCE ACQUISITION USING AN AF FORM 616, FUND CITE

    AUTHORIZATION (FCA). Other Air Force organizations may be able to provide available

    supplies and services or can procure supplies and services on a contract. When intra-Air Force support is available, Financial Management Analysis (FMA) or your Resource Advisor/Resource Manager (RA/RM) can provide assistance on using an AF Form 616, Fund Cite Authorization.

    A.4. INTRA-AGENCY ACQUISITION USING A MIPR, DD FORM 448. Other DoD

    organizations such as DLA, Navy, and Army, may be able to provide military-related supplies and services or can procure supplies and services on the Air Force’s behalf.

    A.5. INTERAGENCY (NON-DOD) ACQUISITION USING A MIPR, DD FORM 448.

    Interagency acquisitions may be used only when an interagency acquisition is in the best interest of the Air Force. Common examples of organization used for interagency agreements are General Services Administration (GSA), FedSource, and GovWorks.

    B. ASSISTING AGENCIES. There are two categories of assisting agencies, intra-agency and interagency.

    ; Intra-agency. Requirements are obtained from an activity within DoD. Example: An Air

    Force unit forwards a MIPR to the Army and an order is placed for supplies/services for the Air Force from an existing contract. The Army is the intra-agency assisting agency.

    ; Interagency Requirements are obtained from an agency outside DoD. Example: Air Force

    unit forwards a MIPR to GSA and an order is placed for supplies/services for the Air Force from an existing contract. GSA is the interagency assisting agency.

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    C. MIPR CATEGORIES. There are two categories of MIPRs, reimbursable and direct cite. Both categories can be used on one MIPR. Generally the assisting agency and the PM negotiate whether the order will be reimbursable or direct cite.

    ; Reimbursable Order (CAT I): The assisting agency obligates its own funds to fill the

    order or perform the service. The DFAS reimburses the assisting/servicing agency using the requiring activity’s fund cites. The MIPR number is the source document number throughout the life of the acquisition.

    ; Direct Cite Order (CAT II): The assisting agency directly cites the PM’s fund cite on the

    resulting contract. The DFAS pays the performing contractors directly from the requiring activity’s

    fund cite. The contract number is the source document number throughout the life of the acquisition.

    D. MIPR REVIEW. An Air Force financial analyst must review and certify funds for every MIPR before the requiring activity PM releases it to a DoD or non-DoD agency for acceptance. For any MIPR that will result in a contracting action, including unfunded planning MIPRs, an Air Force contracting specialist must review the MIPR and the attached requirements package before the requiring activity PM releases it to a DoD or non-DoD agency for acceptance. This review will help fulfill mission needs, ensure the best value to the Air Force, and avoid common problems with MIPRs and interagency acquisitions that have been noted by the General Accountability Office (GAO), DoDIG, and Air Force Audit Agency (AFAA). Air Force contracting review is not required for Air National Guard MIPRs.

    E. MIPR ACCEPTANCE. Once an assisting agency receives a MIPR, it must formally accept or reject the order represented by the MIPR. Assisting agencies will accept the order by completing the DD Form 448-2 and returning it to the PM within 30 days. The assisting agency and PM may use the 30 day period to correct any weaknesses in the MIPR package before accepting the order.

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    SECTION III

    ROLES AND RESPONSIBILITIES

A. PROGRAM MANAGER/PROJECT MANAGER (PM). For this guide, a program

    manager/project manager (PM) is the individual in the requiring activity with budget authority who needs the support, services, or goods procured on the MIPR. Since requiring activities have diverse missions, these activities may use different names for the individual with this responsibility. For the purposes of the guide, PM will represent other names performing the same function. The PM must ensure all MIPRs are properly prepared and coordinated in accordance with this guide and must manage the requirement throughout the MIPR life cycle. Specifically,

    A.1. The PM is responsible for preparing and ensuring the MIPR is properly prepared and processed. The PM must:

    a. Before preparing a MIPR, ensure the requirement is valid. Consult with Financial Management Analysis (FMA, see paragraph C) and the Resource Advisor/Manager (RA/RM, see paragraph B) to determine bona fide need in terms of purpose, time and amount.

    b. If a MIPR is going to result in contract action, consult with the supporting Air Force contracting office as soon as the requirement is identified to ensure an inter/intra-agency MIPR is in best interest of the government.

    c. Create the DD Form 448, MIPR in ABSS or an automated system that interfaces with ABSS to ensure proper coordination and tracking of funds. Forms created in ABSS are distinguished by a ―Generated by ABSS‖ marking in the bottom right corner of the DD Form 448.

    d. Include on the DD Form 448, a brief description of the goods or service required along with the required start date, end date, and expiration date of the funding source.

    e. Ensure footnotes in Attachments B (required footnotes), Attachment C (business rules) and Attachment D (interagency agreement) are in block 9b of the DD Form 448 or are attached as required.

    f. Prepare a requirements package in compliance with Attachments A, E, F, and I of this guide. The documents in the package must be attached to the DD Form 448 in ABSS and be reviewed by contracting and finance.

    g. Flow MIPR and requirements package through ABSS for required reviews.

    h. Sign and send MIPR and complete requirements package to DoD or non-DoD agency via email, fax or mail.

    i. When requested by the assisting agency, approve or deny any requests for advance payment or advance billing IAW specific appropriation or law authorizing the advance and notify the assisting agency in writing of your decision. Retain request and approval/denial with MIPR file documentation.

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    j. Receive DD Form 448-2, MIPR Acceptance within 30 days of issuance. Review for correctness and note additions from the assisting agency. Verify appropriate advance payment or advance billing approvals are annotated in block 13. Provide copy of DD Form 448-2 and contract (for direct cite MIPRs only) to RA/RM and FMA.

    k. Review and follow-up on MIPRs where the DD Form 448-2, MIPR Acceptance has not been received within 30 days of DD Form 448, MIPR issuance and on contract award documents that have not been received from the assisting agency within 90 days, or by 20 September, whichever occurs first.

    l. Participate in technical evaluation of offers.

    m. Obtain a copy of the contract for direct cite orders from the assisting agency. The PM will submit a copy to FMA.

    A.2. The PM is responsible for tracking and reconciling MIPRs and any resulting contracts (for direct cite orders) until they are closed. The PM shall:

    a. Ensure MIPR number is referenced on all documents received from the assisting agency.

    b. Ensure proper payment procedures are used for accounting of MIPR expenditures. See Attachment G, PM and RA/RM Payment Instructions.

    c. Identify a trained contracting officer representative (COR) to the assisting agency contracting officer before contract performance begins. The COR will ensure oversight of contractor performance/delivery/billing and will notify the PM of any discrepancies requiring resolution by the PM. The COR must complete CLC 106, ―COR with a Mission Focus‖ at www.dau.mil or, when

    offered, attend training provided by the supporting contracting office.

    d. Promptly process, or ensure the designated COR processes receiving reports and invoices in accordance with procedures established by the PM and the assisting agency contracting officer.

    e. Obtain reports on open MIPR commitments, obligations, and expenditures from the RA/RM. The RA/RM can provide management reports such as the Open Document List (ODL) and Selective Transaction History List to help follow-up and monitor MIPRs. Using the reports, (1) reconcile current progress of contract performance; (2) monitor expenditure rate of obligated funds; (3) deobligate or add funds as necessary during contract performance using a DD Form 448-2. The RA/RM and FMA are available to help reconcile MIPR funds.

    f. If an obligation balance still exists at the end of contract performance for a Category I, Reimbursable MIPR, submit a memorandum (reference Attachment J) to the assisting agency and request a DD Form 448-2 be provided to the PM for deobligation of excess funds. If the PM requests a DD Form 448-2 and the assisting agency does not provide it within 30 days, the PM will send a memorandum (reference Attachment K) to the assisting agency informing that the funds remaining on the order will be deobligated in 30 days. After 60 days (30 days for original request and 30 days for final deobligation notification) complete a deobligation memorandum (reference Attachment L); attach copies of the two memorandums notifying the assisting agency of the deobligation requests and forward to FMA.

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