R 071909Z OCT 09
UNCLASSIFIED//
MARADMIN 0602/09
MSGID/GENADMIN,USMTF,2007/CMC WASHINGTON DC L//
SUBJ/POLICY FOR MANAGEMENT AND OVERSIGHT OF MARINE CORPS SERVMART AND VIRTUAL SERVMART OPERATIONS//
REF/A/MSGID:DOC/MOA CMC/YMD:20071026//
REF/B/MSGID:CMC MSG/090939Z APR 2007/-//
REF/C/MSGID:DOC/LTR ASN (ALM)/YMD:20070823//
REF/D/MSGID:DOC/NAVSUPINST 4200.99 APR 2007/-//
REF/E/MSGID:NAVAUDSVC MEMO 7510/N2007-NFA000-0094 OF 25 JUL 08/-//
REF/F/MSGID:DOC/MCO P4400.150/-// REF/G/MSGID:DOC/UM 4400-124/-//
REF/H/MSGID:DOC/MCO 7300.21A/-//
NARR/REF A IS THE MEMORANDUM OF AGREEMENT (MOA) BETWEEN HEADQUARTERS MARINE CORPS (HQMC) AND THE GENERAL SERVICES ADMINISTRATION (GSA) OUTLINING A STRATEGIC PARTNERSHIP AND GOAL TO PROVIDE THE USMC ENTERPRISE-WIDE MANAGEMENT OF ITS GARRISON SUPPLY SYSTEM.  REF B IS THE CMC MESSAGE ESTABLISHING THE GARRISON RETAIL SUPPLY CHAIN OFFICE AND THE ANNOUNCEMENT OF THE USMC VIRTUAL SERVMART (WWW.USMCSERVMART.GSA.GOV).  REF C IS THE SECNAV LETTER ESTABLISHING THAT THERE IS NO REQUIREMENT FOR A DEPARTMENT OF DEFENSE (DOD) EMALL WAIVER FOR THE USE OF THE MARINE CORPS VIRTUAL SERVMART.  REF D IS THE DEPARTMENT OF THE NAVY (DON) POLICIES AND PROCEDURES FOR THE OPERATION AND MANAGEMENT OF THE GOVERNMENT-WIDE COMMERCIAL PURCHASE CARD (GCPC) PROGRAM.  REF E VALIDATES THE INTERNAL CONTROLS REQUIREMENTS FOR THE DOD EMALL PROCESS WITHIN THE MARINE CORPS TO ENSURE PROPER COMMITMENT, OBLIGATION, AND LIQUIDATION OF DON FUNDS.  REF F IS THE CONSUMER LEVEL SUPPLY POLICY MANUAL.  REF G IS SASSY USING UNIT SUPPLY PROCEDURES.  REF H IS THE MARINE CORPS FINANCIAL MANAGEMENT STANDARD OPERATING PROCEDURES MANUAL.//
POC/MR. JIM LETTINHAND/HEAD LPC-4/-/NAME:(703) 695-8934 /EMAIL:EDMOND.LETTINHAND@USMC.MIL//
GENTEXT/REMARKS/1.  PURPOSE.  THIS MARADMIN ANNOUNCES POLICY FOR USE OF THE MARINE CORPS SERVMARTS AND VIRTUAL SERVMART. (WWW.USMCSERVMART.GSA.GOV).
2.  SITUATION.  ON 26 OCT 07, HQMC AND GSA FORMALLY ESTABLISHED A STRATEGIC PARTNERSHIP BY SIGNING A MEMORANDUM OF AGREEMENT (MOA) THAT ENABLED THE MARINE CORPS TO MIGRATE THE GARRISON RETAIL SUPPLY CHAIN (GRSC) FROM INSTALLATION-LEVEL MANAGEMENT TO MARINE CORPS-WIDE MANAGEMENT.  ON 22 JAN 09, HQMC AND GSA SIGNED AN INTRAGOVERNMENTAL SUPPORT AGREEMENT (ISA) TO SUPPORT THE ENTERPRISE-WIDE MANAGEMENT OF THE MARINE CORPS GRSC.  IT SPECIFICALLY ADDRESSES THE FINANCIAL RESPONSIBILITIES OF BOTH PARTIES RELATIVE TO THE EXECUTION OF THE GRSC INITIATIVE.  THE GRSC INITIATIVE TRANSFORMS THE DIRECT SUPPORT STOCK CONTROL (DSSC) SERVMART STORES AND SHOP STORES ON BASES AND STATIONS INTO A SINGLE GRSC CAPABLE OF SUPPORTING THE ENTIRE MARINE CORPS.
3.  MISSION.  TO PUBLISH POLICY FOR THE USE, MANAGEMENT, AND OVERSIGHT OF SERVMARTS STORE FRONT AND VIRTUAL OPERATIONS.
4.  EXECUTION
4.A.  MARINE CORPS INSTALLATION SERVMARTS 4.A.1.  EFFECTIVE IMMEDIATELY, MARINE CORPS PURCHASES OF OFFICE SUPPLY AND COMMERCIAL INDUSTRIAL PRODUCTS WILL BE CONDUCTED VIA THE SERVMART OR, WHERE PRACTICAL, THE VIRTUAL SERVMART.
4.A.1.A.  THE SERVMART WILL SERVE AS THE CUSTOMER SERVICE CENTER FOR TECHNICAL RESEARCH, REFERRALS, AND SPECIAL ORDERS.
4.A.1.B.  SERVMARTS SUPPORT A WIDE BASE OF FEDERAL CUSTOMERS AT EACH LOCATION.  THE AVAILABILITY OF A PRODUCT IN THE SERVMART DOES NOT NECESSARILY CARRY THE AUTHORITY TO BUY IT.  INSTEAD, THE CUSTOMER, ALONG WITH THE CUSTOMER'S APPROVING CHAIN-OF-COMMAND, ARE RESPONSIBLE FOR OBTAINING THE AUTHORITY AND ANY LOCAL WAIVERS TO PROCURE, STORE, USE, AND DISPOSE OF ANY ITEM OR PRODUCT SOLD BY THE SERVMART OR VIRTUAL SERVMART.
4.A.1.C.  CUSTOMERS SHOULD ALWAYS USE THEIR DEFAULT TRANSPORTATION ACCOUNT CODE 2 (TAC 2) SHIPPING ADDRESS FOR ALL SERVMART ORDERS.  THIS WILL PROVIDE PROOF-OF-DELIVERY FOR LOST, DAMAGED, OR DISCREPANT SHIPMENTS; EXCEPT IN THE CASE OF DEPLOYMENT OR EXERCISE SUPPORT, WHERE AN ALTERNATE SHIPPING ADDRESS IS REQUIRED.
4.A.2.  THE PURCHASE OF OFFICE SUPPLIES OR COMMERCIAL INDUSTRIAL PRODUCTS THROUGH THE SERVMART IS MANDATORY, EXCEPT AS INDICATED IN PARAGRAPH 4.A.3 BELOW.  ALTHOUGH NOT ENCOURAGED, GCPC CARDS MAY BE USED AT USMC SERVMARTS AND VIRTUAL SERVMARTS WHEN DIRECT BILLING IS NOT AVAILABLE.  PURCHASING OFFICE SUPPLIES FROM COMMERCIAL VENDORS IS A CUSTOMER'S LAST OPTION.
4.A.3.  EXCEPTIONS TO THE MANDATORY USE OF THE SERVMART 4.A.3.A.  COMMANDS WITH ESTABLISHED INTERSERVICE SUPPORT AGREEMENTS AND/OR ESTABLISHED PRIME VENDOR CONTRACTS WILL CONTINUE TO EXECUTE THOSE AGREEMENTS AND CONTRACTS THROUGH THE BASE PERIODS ONLY. REQUESTS FOR NEW AGREEMENTS, RENEWAL OF EXISTING AGREEMENTS, AND EXECUTION OF OPTION YEARS ON CONTRACTS WILL BE APPROVED BY THIS OFFICE BASED ON THE INABILITY OF THE GRSC TO SUPPORT THE REQUIREMENT.  COMMANDS WITH THIS TYPE OF SUPPORT AGREEMENT OR CONTRACT ARE ENCOURAGED TO USE THE SERVMART SYSTEM AND BEGIN SUBMITTING NEW-ITEM REQUESTS TO SERVMART STORE MANAGERS.  FUTURE GRSC CAPABILITIES WILL PROVIDE ON-LINE CAPABILITIES TO ADD NEW ITEMS THROUGH A WORKFLOW APPROVAL PROCESS.
4.A.3.B.  COMMANDS WITH UNITS GEOGRAPHICALLY DISLOCATED FROM BRICK AND MORTAR STORES (RESERVE UNITS, I AND I, RECRUITING STATIONS, ETC.), WILL USE THE VIRTUAL SERVMART AS A PRIMARY SOURCE OF REQUISITION AND FOLLOW ESTABLISHED POLICY FOR PURCHASES FROM OTHER SOURCES OF SUPPLY.
4.A.3.C.  ANY PURCHASES NOT MADE THROUGH THE LOCAL SERVMART OR VIRTUAL SERVMART BECAUSE OF PRODUCT NON-AVAILABILITY, BECAUSE SERVMART DOES NOT PROVIDE THE BEST VALUE, OR BECAUSE SERVMART CANNOT SATISFY MISSION REQUIREMENTS, SHALL BE REPORTED TO THE STORE MANAGER OR VIRTUAL SERVMART HELPDESK, RESPECTIVELY.  STORE MANAGERS WILL PROVIDE PRIME VENDORS THE OPPORTUNITY TO MATCH OR BEAT THE OTHER PRICE.
4.B.  MARINE CORPS VIRTUAL SERVMART
4.B.1.  AS OF 1 MAY 2009, THE VIRTUAL SERVMART HAS BEEN OPEN FOR USE TO ALL MARINE CORPS ACTIVITIES.  ALTHOUGH THE SITE PROVIDES A TUTORIAL AND IS DESIGNED FOR IMMEDIATE USE WITHOUT ANY REQUIRED TRAINING, MAJOR COMMANDS/MAJOR SUBORDINATE COMMANDS MAY CONTACT THE GRSC OFFICE TO COORDINATE TRAINING EVENTS.
4.B.2.  FOR OPERATION OF THE VIRTUAL SERVMART, THE FOLLOWING DEFINITIONS APPLY.
4.B.2.A.  APPROVER
4.B.2.A.1.  PERSON(S) AUTHORIZED TO OBLIGATE FUNDS ON BEHALF OF THE GOVERNMENT 4.B.2.A.2.  SUPPLY OFFICER OR EQUIVALENT POSITION WITHIN MARINE CORPS ACTIVITIES.
4.B.2.A.3.  THE INDIVIDUAL RESPONSIBLE FOR PROPER RECEIPT, ISSUE, AND ACCOUNTABILITY OF ITEMS PURCHASED.
4.B.2.A.4.  INDIVIDUAL WHO ULTIMATELY EXECUTES ORDERS, PURCHASES, FISCAL RECONCILIATION, AND ACCOUNTABILITY.
4.B.2.B.  PURCHASER
4.B.2.B.1.  INDIVIDUAL DELEGATED/AUTHORIZED BY THE ACTIVITY APPROVER TO EXECUTE ORDERS, PURCHASES, AND ISSUES.
4.B.2.B.2.  MAY INCLUDE BUT NOT LIMITED TO ACTIVITY SUPPLY CHIEF OR SUPPLY CLERK.
4.B.2.B.3.  INDIVIDUAL WHO IS DELEGATED AUTHORITY TO EXECUTE ORDERS, PURCHASES, FISCAL RECONCILIATION, AND/OR ACCOUNTABILITY.
4.B.2.C.  SHOPPER
4.B.2.C.1.  THE INDIVIDUAL WITHIN ANY LEVEL OF A MARINE CORPS ACTIVITY THAT IS AUTHORIZED TO IDENTIFY ACTIVITY REQUIREMENTS FOR REQUISITION VIA THE SERVMART.
4.B.2.C.2.  ANY MARINE OR USMC CIVILIAN EMPLOYEE IDENTIFIED BY THE ACTIVITY APPROVER.
4.B.2.D.  PURCHASER ACCOUNT
4.B.2.D.1.  AN ACCOUNT CAPABLE OF REVIEWING SHOPPING CARTS AND EXECUTING PURCHASES VIA DIRECT INTERDEPARTMENTAL BILLING (COST JON) OR GCPC.
4.B.2.D.2.  ONLY PURCHASERS AND APPROVERS AS DEFINED ABOVE MAY ESTABLISH PURCHASER ACCOUNTS.
4.B.2.E.  SHOPPER ACCOUNT.  AN ACCOUNT AVAILABLE FOR THE ESTABLISHMENT BY ANY MARINE OR USMC CIVILIAN EMPLOYEE FOR THE PURPOSE OF CREATING VIRTUAL SHOPPING CARTS TO BE FORWARDED TO THE PURCHASER/APPROVER.
4.C.  POLICY FOR USE OF THE WWW.USMCSERVMART.GSA.GOV VIRTUAL SERVMART 4.C.1.  THE WWW.USMCSERVMART.GSA.GOV WEB SITE IS THE VIRTUAL EXTENSION OF THE LOCAL MARINE CORPS SERVMART; AS SUCH, IT IS THE PRIMARY SOURCE FOR REQUISITIONING ITEMS TRADITIONALLY PURCHASED THROUGH THE SERVMART, TO INCLUDE ITEMS WHICH MAY REQUIRE SPECIAL ORDER, OPEN PURCHASE, OR CONTRACT DUE TO AVAILABILITY.  SUBMIT REQUESTS TO ADD ITEMS TO THE SERVMART SYSTEM TO THE WWW.USMCSERVMART.GSA.GOV WEB SITE HELP DESK.  FUTURE GRSC CAPABILITIES WILL PROVIDE ON-LINE CAPABILITIES TO ADD NEW ITEMS THROUGH A WORKFLOW APPROVAL PROCESS.
4.C.2.  ITEMS NOT AVAILABLE VIA THE LOCAL SERVMART OR THE VIRTUAL SERVMART ARE REQUIRED TO USE MANDATED SECONDARY SOURCES WHICH ARE LISTED, IN ORDER OF PRIORITY, IN FEDERAL ACQUISITIONS REGULATION (FAR), PARAFRAPH 8.002.
4.C.2.A.  DOD EMALL
4.C.2.A.1.  DOD EMALL PROVIDES OVER 1450 COMMERCIAL CATALOGS WITH OVER 32 MILLION ITEMS AVAILABLE TO REGISTERED USERS.  DON OFFICE SUPPLY POLICY RESTRICTS THE PURCHASE OF OFFICE SUPPLIES VIA THE DOD EMALL TO EITHER THE NAVY CONTRACTS OR FEDERAL STRATEGIC SOURCING.
4.C.2.A.2.  PER REF E, THE NAVAL AUDIT SERVICE FOUND THAT THE MARINE CORPS DID NOT HAVE PROPER OVERSIGHT, NOR MAINTAIN PROPER SUPPORTING DOCUMENTATION AND RECEIPTS PER REFS E AND F, FOR MANY DOD EMALL PURCHASES.  ADDITIONALLY, THE AUDIT FOUND THAT OPPORTUNITIES EXISTED TO IMPROVE INTERNAL CONTROLS OVER MAINTAINING AND RECONCILING ACCOUNTING AND PURCHASE RELATED RECORDS AND CONTRACTING PROCESSES. ACTIVITIES THAT USE DOD EMALL AS A SOURCE OF SUPPLY MUST FOLLOW GUIDANCE PUBLISHED IN REFS F AND G SPECIFICALLY RELATED TO RECEIPT MANAGEMENT AND ACCOUNTABILITY.
4.C.2.A.3.  PER REF H, MARINE CORPS ACTIVITIES MAY USE DOD EMALL TO ORDER GOODS AND SERVICES AND PAY FOR THEM THROUGH GCPC ONLY.  DOD EMALL HAS BEEN INSTRUCTED TO DISAPPROVE ANY ORDERS FROM USMC COMMANDS PROCURED WITH A DEPARTMENT OF DEFENSE ACTIVITY ADDRESS CODE (DODAAC) AND FUND CODE (AT THIS TIME) UNTIL A PROPER INTERFACE WITH STANDARD ACCOUNTING, BUDGETING AND REPORTING SYSTEM (SABRS) CAN BE ESTABLISHED.
4.C.2.B.  LOCAL PROCUREMENT
4.C.2.B.1.  PER FAR 8.002, LOCAL COMMERCIAL OR OTHER WEB-BASED SOURCES MAY BE USED IF THE VIRTUAL SERVMART AND OTHER MANDATORY SOURCES OF SUPPLY CAN NOT PROVIDE THE REQUESTED ITEMS BY THE REQUIRED DELIVERY DATE.  HOWEVER, THESE ITEMS WILL BE IDENTIFIED TO THE SERVMART OR SASSY MANAGEMENT UNIT (SMU) IN ORDER TO OBTAIN A WAIVER PROIR TO ANY PURCHASE.  FUTURE GRSC CAPABILITIES WILL PROVIDE ON-LINE ABILITIES TO CREATE SHOPPING LISTS AND REQUEST WAIVERS FOR ITEMS NOT DISPLAYED IN THE STORE INVENTORY.
4.C.2.B.2.  COMMANDS OR ACTIVITIES NOT SUPPORTED BY A LOCAL SERVMART OR SMU WILL ESTABLISH INTERNAL POLICY AND PROCEDURES TO ENSURE PROPER ACCOUNTABILITY OF ALL PURCHASES THAT MEET THE CRITERIA SET FORTH IN REFS F AND G. 
4.C.3.  ALL PROCEDURES FOR THE PURCHASE, RECEIPT, ISSUE, ACCOUNTABILITY, DISPOSAL, AND REPLACEMENT OF SUPPLIES WILL APPLY PER REFS E AND F.
5.  ADMINISTRATION AND LOGISTICS
5.A.  POLICY AND PROCEDURAL GUIDANCE OUTLINED IN THIS MARADMIN WILL BE INCORPORATED IN LOCAL STANDING OPERATING PROCEDURES DEVELOPED TO SUPPORT MANAGEMENT AND OVERSIGHT OF GARRISON RETAIL SUPPLY.
5.B.  RESPONSIBILITIES
5.B.1.  HQMC, IL (LPC)
5.B.1.A.  PUBLISH POLICY SUPPORTING THE GRSC INITIATIVE.
5.B.1.B.  PUBLISH GUIDANCE/CLARIFICATION TO POLICY, AS REQUIRED.
5.B.2.  CG MARCORLOGCOM, ALBANY, GA
5.B.2.A.  SERVE AS THE SUPPLY CHAIN MANAGER FOR THE GRSC INITIATIVE.
5.B.2.B.  COORDINATE WITH HQMC (LPC-4) FOR TRANSITION OF THE GRSC INITIATIVE TO LOGCOM CONTROL.
5.B.3.  COMMARFORCOM/COMMARFORPAC/COMMARFORRES:  ENSURE ALL UNITS COMPLY WITH THE POLICY AND PROCEDURES OUTLINED ABOVE.
6.  COMMAND AND SIGNAL.  QUESTIONS CONCERNING GRSC POLICY SHOULD BE FORWARDED TO HQMC, IL, LPC POC: MR. JIM LETTINHAND (HEAD LPC-4), EMAIL: EDMOND.LETTINHAND@USMC.MIL, COMM (703) 695-8934 DSN 225.
7.  THIS MARADMIN IS APPLICABLE TO THE TOTAL FORCE MARINE CORPS.
8.  RELEASE AUTHORIZED BY (SES) MS. C. E. LUCCHINO, ASSISTANT DEPUTY COMMANDANT FOR INSTALLATIONS AND LOGISTICS.//