Field Ordering Officer (FOO) Training

1. Field Ordering Officer (FOO) Training

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

3. Federal Acquisition Regulation (FAR) Defense FAR Supplement Money as a Weapons System (MAAWS-A) FOO SOP Dated 1 Mar 11 References

4. The FOO provides the Commander an ability to make quick local, over-the-counter purchases for mission-essential requirements. The FOO is appointed by the FOO Manager to make purchase up to the micro-purchase threshold (currently $30k) 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

5. The Commander (O-5 or above) may nominate DoD military or civilian personnel to be appointed as a FOO. 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. Non-DoD personnel, including Foreign Nationals and contractor personnel cannot be appointed as a FOO. Nomination

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

7. FOO/PA Appointment Process • PA MUST BE APPOINTED FIRST • Build the PA nomination packet which consists of: • Nominating DD577, signed by O-5 Commander and PA • Paying Agent Appointment letter, signed by O-5 Commander and PA • Paying Agent Pecuniary Liability Statement, signed by PA • Paying Agent Waiver Request (SSG only)

8. FOO/PA Appointment Process • Submit completed packet to Disbursing Officer • Once the packet is approved, the Disbursing Officer will issue • the Paying Agent Appointment Certificate • The PA is appointed by the Disbursing Officer and is under the • authority of the Finance Office.

9. FOO/PA Appointment Process • FOO NOMINATION AFTER PA APPOINTMENT • Build the FOO nomination packet which consists of: • Appointing DD577, signed by Contracting Officer and FOO • Nomination letter, signed by O-5 Commander • Certificate of Training for CLM003 –Overview of Acquisition Ethics • FOO Waiver Request (SSG only)

10. FOO/PA Appointment Process • Submit completed packet to FOO Contracting Officer along with PA packet (remember they are teams) • The packet is reviewed. The FOO Manager/Contracting Officer will issue appointment memo to the FOO. • The FOO signs page four and returns it to the Contracting Officer • Once received, the Contracting Officer issues a Training Certificate and other documents that the FOO will use in the line of duty. • The FOO team is now active and the PA can draw funds.

11. 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

12. 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

13. 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

14. 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

15. OMA PR&C

16. ASFF PR&C

17. Authorized Situations for FOO Fund Utilization: EMERGENCY:FOO funds can be used for emergencypurchases. 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. 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

18. 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

19. 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

20. 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 Request Five dates

22. SF 44 Example w/ FOO Request Five dates Four Signatures

23. SF 44 Example w/ FOO Request Five dates Four Signatures Three Total Amounts

24. SF 44 Example w/ FOO Request Five dates Four Signatures Three Total Amounts Two Addresses

25. SF 44 Example w/ FOO Request Five dates Four Signatures Three Total Amounts Two Addresses One PIIN and One LOA

26. Key Leadership Engagements (KLE) CANNOT use FOO $$ for food or refreshments New construction Electrical work Paint Cell Phones or Cell Phone Cards Consumable Items FOOwill 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

27. 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.

28. 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.

29. 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/PersonalLiability

30. 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

31. The Clearing Process The Process Starts Here.

32. 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

33. 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 TerminationOther Than Close Out

34. 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

35. 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

36. 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…

37. 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…

38. 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

39. QUESTIONS? TSgt Dustin Hoffmann grp.KAF_RCC_FOO.org@afghan.swa.army.mil DSN: 318-421-6120 http://usfora-south.rcsouth.afghan.centcom.mil/SiteDirectory/contracting/MST/default.aspx