R 091512Z JUL 15
MARADMIN 331/15
MSGID/GENADMIN/CMC WASHINGTON DC L LPC//
SUBJ/OFFLINE AND INTERNET-BASED ORDERING POLICY//
REF/A/DOC/FEDERAL ACQUISITION REGULATION (FAR) SUPPLEMENT//
REF/B/DOC/DOD 7000.14-R/JUN 2009//
REF/C/DOC/OMB CIRCULAR A-123/21 DEC 2004//
REF/D/DOC/DODM 4140.01/10 FEB 2014//
REF/E/DOC/DODI 5010.40/30 MAY 2013//
REF/F/DOC/DLM 4000.25-01/19 DEC 2013//
REF/G/DOC/MCO 4400.150/29 JAN 2014//
REF/H/DOC/MCO 4400.16H/13 SEPT 2010//
REF/I/DOC/MCO 4410.29/20 DEC 2012//
REF/J/MSG/CMC WASHINGTON DC L/R071911Z MAY 2013//
REF/K/DOC/NAVMC 4000.4/15 APR 2013//
REF/L/DOC/NAVSUPINST 4200.99/12 SEP 2012//
REF/M/DOC/SECNAVINST 7320.10A/1 APRIL 2004//
REF/N/DOC/MARADMIN 056/14//
REF/O DOC/MARADMIN 375/11//
REF/P/MSG/CMC WASHINGTON DC L LP/141844Z AUG 2012//
REF/Q/DOC/ADC, IL (CONTRACTS) MARINE CORPS ACQUISITION PROCEDURES SUPPLEMENT (MAPS)/27 JAN 2015//
REF/R/DOC/DASN (FO) MEMO/29 JAN 15//
NARR/REF A PROVIDES FEDERAL ACQUISITION REGULATIONS GOVERNING THE ACQUISITION PROCESS. REF B IS THE DEFENSE FINANCIAL MANAGEMENT REGULATION; VOLUME 4 CONTAINS ACCOUNTING POLICY AND PROCEDURES, AND VOLUME 5 CONTAINS GOVERNMENT COMMERCIAL PURCHASE CARD (GCPC) POLICY AND PROCEDURES. REF C IS THE OFFICEOF MANAGEMENT AND BUDGET (OMB) CIRCULAR WHICH DEFINES MANAGEMENT'SRESPONSIBILITY FOR INTERNAL CONTROLS. REF D PRESCRIBES DEPARTMENT OF DEFENSE (DOD) SUPPLY CHAIN MATERIEL MANAGEMENT PROCEDURES; VOLUME 9 CONTAINS CONTRACTOR REQUISITIONING POLICY AND PROCEDURES. REF E CONTAINS MANAGER'S INTERNAL CONTROL (MIC) PROGRAM PROCEDURES. REF F IS THE MILITARY STANDARD REQUISITIONING AND ISSUE PROCEDURES (MILSTRIP) MANUAL; CHAPTERS 2 AND 3 CONTAIN CONTRACTOR. REQUISITIONING POLICY AND PROCEDURES. REF G IS THE USMC CONSUMER-LEVEL SUPPLY POLICY; CHAPTER 3 CONTAINS REQUISITIONING POLICY AND PROCEDURES. REF H IS THE USMC UNIFORM MATERIEL MOVEMENT AND ISSUE PRIORITY SYSTEM (UMMIPS) POLICY. REF I PROVIDES MARINE CORPS GUIDANCE FOR THE ASSIGNMENT OF MARINE CORPS STOCK NUMBERS (MCSN) AND CRITERIA DETERMINING THE REGISTRATION OF NATIONAL STOCK NUMBERS (NSN). REF J STIPULATES MARINE CORPS POLICY FOR MATERIAL RECEIPT ACKNOWLEDGMENT (MRA). REF K IS THE NAVAL LOGISTICS INTEGRATION (NLI) PLAYBOOK. REF L IS THE DEPARTMENT OF THE NAVY (DON) PURCHASE CARD POLICY. REF M ESTABLISHES PROCEDURES FOR GENERAL FUND AND WORKING CAPITAL FUND PERSONAL PROPERTY MANAGEMENT. REF N STIPULATES PROCEDURES FOR IMPLEMENTING DON POLICY FOR THE MANAGEMENT OF DON COPIERS, PRINTERS, FAX MACHINES, SCANNERS (CPFS) AND MULTIFUNCTIONAL DEVICES (MFD) ON THE MARINE CORPS ENTERPRISE NETWORK (MCEN). REF O PRESCRIBES THE INFORMATION TECHNOLOGY (IT) PROCUREMENT REQUEST/REVIEW AND APPROVAL SYSTEM (ITPRAS) PROCESS. REF P ESTABLISHES HQMC POLICY AND IDENTIFIES ROLES AND RESPONSIBILITIES TO PROPERLY ACCOUNT FOR NON-STANDARD EQUIPMENT (NS-E) TO PROVIDE POSITIVE CONTROL OF ALL ASSETS AND ACCURATE INVENTORY VALUATION. REF Q PRESCRIBES MARINE CORPS ACQUISITION PROCEDURES. REF R ESTABLISHES A MORE STRINGENT DOCUMENT RETENTION REQUIREMENT FOR THE MARINE CORPS OF TEN YEARS (THREE YEARS ACTIVE AND SEVEN YEARS ARCHIVED).//
POC/PEREZ S./CIV/ DC IL, LEAD, INTERNAL CONTROLS AND AUDIT READINESS TEAM (ICART)/TEL: 571-256-7113/DSN: 256-7113/EMAIL: SAMUEL.PEREZ1(AT)USMC.MIL//
POC/M. HUNT/CTR/DC, IL LPC/LOC: WASHINGTON, DC/TEL: 434-774-7930/EMAIL: MATTHEW.G.HUNT.CTR(AT)USMC.MIL//
POC/MSGT HAYES/MIL/DC PR, ANALYSIS AND REVIEW/TEL: 571-256-7855/DSN:256-7855/EMAIL: MARLON.HAYES(AT)USMC.MIL//
GENTEXT/REMARKS/1. SITUATION. THIS IS A COORDINATED MARADMIN BETWEEN THE DEPUTY COMMANDANT, INSTALLATIONS AND LOGISTICS (DC, IL) AND THE DEPUTY COMMANDANT, PROGRAMS AND RESOURCES (DC, PR). THE PURPOSE OF THIS MESSAGE IS TO ESTABLISH POLICY, PROCEDURES, AND IMPROVE INTERNAL CONTROLS GOVERNING OFFLINE AND INTERNET-BASED ORDERING PLATFORMS THAT DO NOT INTERFACE DIRECTLY WITH THE MARINE CORPS ACCOUNTING SYSTEM - STANDARD ACCOUNTING, BUDGETING, AND REPORTING SYSTEM (SABRS) OR MARINE CORPS SUPPLY SYSTEMS SPECIFIED IN THIS MESSAGE.
1.A. REQUISITION EXECUTION BEGINS WITH THE SUPPLY OFFICER (SUPO), ACCOUNTABLE PROPERTY OFFICER (APO), OR PERSONAL PROPERTY MANAGER (PPM). IN MANY INSTANCES, SUPO, APO, OR PPM PARTICIPATION HAS BEEN ABSENT WHEN OFFLINE OR INTERNET-BASED ORDERING PROCEDURES ARE EXECUTED. THE INTENT OF THIS POLICY IS TO RE-ESTABLISH THE SUPO, APO, OR PPM IN ALL SUPPLY RESOURCE MANAGEMENT ASPECTS THAT ARE INHERENT WITH THE SUPPLY OFFICER BILLET TO ENSURE THAT OFFLINE AND INTERNET-BASED ORDERING PROCESSES AND INTERNAL CONTROLS ARE BEING EXECUTED PROPERLY.
1.B. SEVERAL TRADITIONAL GARRISON RETAIL SUPPORT ACTIVITIES, SUCH AS THE DEFENSE LOGISTICS AGENCY (DLA) AND GENERAL SERVICES ADMINISTRATION (GSA), HAVE IMPLEMENTED NON-STANDARD OFFLINE AND INTERNET-BASED ORDERING PLATFORM TECHNOLOGIES WITH THE INTENT OF STREAMLINING FEDERAL GOVERNMENT PROCUREMENT PROCESSES AND OBTAINING BUSINESS PROCESS EFFICIENCIES. COMMON OFFLINE AND INTERNET-BASED REQUISITIONING PLATFORMS INCLUDE SERVMART, DEPARTMENT OF DEFENSE ELECTRONIC MALL (DOD EMALL), AND SPECIAL OPERATIONAL EQUIPMENT (SOE) TAILORED VENDOR LOGISTICS SUPPORT PROGRAM (TLS). YET, IN SPITE OF THE ADVANTAGES OFFERED BY THESE PLATFORMS; RISKS AND MATERIAL WEAKNESSES HAVE BEEN IDENTIFIED THAT INHIBIT MARINE CORPS FINANCIAL IMPROVEMENT AND AUDIT READINESS (FIAR) OBJECTIVES TO VERIFY THAT ALL ASSETS PURCHASED ARE PROPERLY ACCOUNTED FOR AND RECORDED WITHIN APPROVED ACCOUNTABLE PROPERTY SYSTEMS OF RECORD (APSR'S).
1.C. DURING AUDIT READINESS ASSESSMENT VISITS OVER THE PAST 18 MONTHS, COMPLIANCE AND INTERNAL CONTROL TEAMS (I.E. HEADQUARTERS MARINE CORPS (HQMC) AND NAVAL AUDIT SERVICE (NAS)) HAVE VALIDATED NUMEROUS COMPLIANCE AND INTERNAL CONTROL WEAKNESSES PERTAINING TO PROCUREMENT, ASSET ACCOUNTABILITY AND VISIBILITY, AND FINANCIAL RECORDING WHEN OFFLINE AND INTERNET-BASED ORDERING PLATFORMS HAVE BEEN USED. THESE OFFLINE AND INTERNET-BASED ORDERING PLATFORMS CIRCUMVENT MARINE CORPS ACCOUNTING AND SUPPLY SYSTEMS, THEREBY DECREASING VISIBILITY AND ACCOUNTABILITY OF REQUISITIONED ITEMS AND INCREASING THE RISK OF FRAUD, WASTE, AND ABUSE. ADDITIONALLY, THESE PLATFORMS PREVENT SUPPLY MANAGEMENT OVERSIGHT, RESULTING IN DISTORTED DEMAND USAGE DATA, FORECASTING, AND INVENTORY STOCK LEVELS.
2. MISSION. EFFECTIVE 1 JUL 2015, ALL OFFLINE AND INTERNET-BASED ORDERING WILL BE EXECUTED IN COMPLIANCE WITH THIS DIRECTIVE IN ORDER TO ENSURE ACCURATE PROPERTY ACCOUNTABILITY AND ASSURE OVERSIGHT OF MARINE CORPS REQUISITIONS.
3. EXECUTION.
3.A. CONCEPT OF OPERATIONS.
3.A.1. MARINE CORPS REQUISITIONING ACTIVITIES WILL ENSURE THAT ALL REQUIREMENTS FOR MATERIALS AND SERVICES ARE INDUCTED THROUGH ONE OF THE FOLLOWING STANDARD MARINE CORPS PROCUREMENT SYSTEMS OF RECORD AS THE PRIMARY OPTION; GLOBAL COMBAT SUPPORT SYSTEM - MARINE CORPS (GCSS-MC), OR PURCHASE REQUEST BUILDER (PR BUILDER). REQUESTS WILL BE REVIEWED AND VALIDATED BY THE ACTIVITY SUPO, APO, OR PPM DEPENDING ON WHAT IS BEING REQUESTED FOR PURCHASE. UPON APPROVAL, THE SUPO, APO, OR PPM WILL DETERMINE THE REQUIRED SOURCE OF SUPPLY, TO INCLUDE FUNDS VALIDATION (COMMITMENTS/OBLIGATIONS). THE USE OF THESE AUTHORITATIVE SYSTEMS, REGARDLESS OF WHETHER THEY WILL BE USED TO REQUISITION THE ITEM(S), ESTABLISHES A FORMAL, DOCUMENTED, REQUEST AND APPROVAL PROCESS TO STRENGTHEN INTERNAL CONTROLS AND AUDIT READINESS WITHIN EACH ORGANIZATION.
3.A.2. OFFLINE AND INTERNET-BASED REQUISITIONS WILL ONLY BE USED AS A SECONDARY OPTION PROVIDED THOSE REQUISITIONS ARE EXECUTED IN COMPLIANCE WITH REFERENCES A THRU Q AND THIS DIRECTIVE. SPECIFICALLY, OFFLINE AND INTERNET-BASED REQUISITIONS CAN BE AUTHORIZED UNDER THE FOLLOWING CIRCUMSTANCES:
3.A.2.A. IN ACCORDANCE WITH 48 CFR 208.7003-1, A BONA-FIDE EMERGENCY EXISTS WHEN DELIVERY FROM NATIONAL SOURCES WILL NOT MEET URGENT REQUIREMENTS. ITEMS PURCHASED UNDER CIRCUMSTANCES OF UNUSUAL AND COMPELLING URGENCY ARE DEFINED IN FAR 6.302-2. AFTER THE REQUIREMENT HAS BEEN VETTED THROUGH THE SUPO, APO, OR PPM AND SUCH A PURCHASE IS MADE, THE REQUIRING ACTIVITY MUST SEND ONE COPY OF THE CONTRACT AND A STATEMENT OF THE EMERGENCY TO THE MATERIEL MANAGER (MM) AT MARCORLOGCOM FOR MATERIAL IDENTIFIED THROUGHOUT THE FEDERAL CATALOGUING SYSTEM.
3.A.2.B. THE DEPARTMENT OF DEFENSE (DOD) MM HAS ASSIGNED AN ACQUISITION ADVICE CODE (AAC) OF "K", "L", OR "I" FOR LOCAL PURCHASE OR HAS OTHERWISE GRANTED AUTHORITY TO PURCHASE.
3.A.2.C. THE ITEM IS NOT ON THE MARINE CORPS ITEM DATA FILE/GCSS-MC ITEM MASTER.
3.A.3. THE FOLLOWING TYPES OF ITEMS ARE EXCLUDED FROM LOCAL OR OFFLINE PURCHASE WITHOUT THE APPROVAL OF THE MM AND/OR HQMC:
3.A.3.A. ITEMS CRITICAL TO THE SAFE OPERATION OF A WEAPON SYSTEM.
3.A.3.B. ITEMS WITH SPECIAL SECURITY CHARACTERISTICS (SMALL ARMS, SMALL ARMS COMPONENTS OR PARTS, ITEMS OF A DANGEROUS NATURE SUCH AS EXPLOSIVES AND MUNITIONS, AND COMMUNICATION SECURITY (COMSEC) MATERIAL OF ANY KIND).
3.A.3.C. CENTRALLY MANAGED ITEMS (I.E., PROPERTY WITH A HQMC ASSIGNED TABLE OF AUTHORIZED MATERIEL CONTROL NUMBER (TAMCN) - MOTOR VEHICLE ASSETS AND COMMUNICATION ITEMS).
3.A.3.D. NON-STANDARD EQUIPMENT (NS-E) THAT IS RAPIDLY ACQUIRED AND FIELDED TO BRIDGE MISSION CAPABILITY GAPS TO MEET URGENT WARFIGHTER OR GARRISON REQUIREMENTS. REFER TO REFERENCES G AND P FOR NS-E GUIDANCE.
3.A.4. ALL PURCHASE AND SERVICE REQUESTS MUST INCLUDE PERTINENT INFORMATION (I.E., NOMENCLATURE, NATIONAL STOCK NUMBER (NSN), PART NUMBER, QUANTITY, UNIT OF ISSUE, UNIT PRICE, TOTAL DOLLAR AMOUNT, ROUTING IDENTIFIER CODE (RIC), AND JUSTIFICATION) TO IDENTIFY SPECIFIC REQUIREMENTS, FACILITATE THE APPROVAL PROCESS, AND ESTABLISH A CLEAR AUDIT TRAIL FOR REQUISITIONED ITEMS.
3.A.4.A. IN ACCORDANCE WITH REFERENCE O, ALL MARINE CORPS ACTIVITIES THAT REQUIRE INFORMATION TECHNOLOGY (IT) MUST HAVE AN APPROVED REQUEST IN THE INFORMATION TECHNOLOGY PROCUREMENT REQUEST APPROVAL SYSTEM (ITPRAS) PRIOR TO THE INITIATION OF A SERVICE REQUEST OR PURCHASE REQUEST FOR IT CAPABILITIES REGARDLESS OF THE DOLLAR AMOUNT OR SOURCE OF FUNDS. THE ABSENCE OF THESE APPROVALS MAY RESULT IN AN ANTI DEFICIENCY ACT (ADA) VIOLATION. REQUESTS THAT MEET ITPRAS REQUIREMENTS MUST INCLUDE THE ITPRAS APPROVAL AND APPLICABLE SUPPORTING DOCUMENTATION AS AN ATTACHMENT TO THE SERVICE REQUEST/PURCHASE REQUEST. IT SHOULD BE NOTED THAT AN APPROVED ITPRAS REQUEST DOES NOT CONSTITUTE A RESOURCED INFORMATION TECHNOLOGY PURCHASE REQUEST (ITPR); HOWEVER, IT DOES CONSTITUTE THAT THE REQUIREMENT AND SOLUTION ARE VALID AND CAN BE EXECUTED ONCE RESOURCES ARE IDENTIFIED BY THE APPROPRIATE ORGANIZATION.
3.A.4.B. REQUESTORS MUST ENSURE THAT REQUESTED ITEMS ARE NOT CURRENTLY STOCKED AT THE SUPPORTING SUPPLY MANAGEMENT UNIT (SMU).
3.A.4.C. PER REFERENCE I, CATALOGING ACTION REQUESTS MUST BE SUBMITTED TO MARCORSYSCOM FOR ALL NON-NSN ITEMS FOR WHICH THREE OR MORE MATERIAL DEMANDS/REQUISITIONS ARE RECORDED WITHIN A 180-DAY PERIOD UTILIZING NAVMC FORM 11862 OR THE MARINE CORPS APPROVED ELECTRONIC EQUIVALENT.
3.A.5. ALL OFFLINE AND INTERNET-BASED REQUISITION REQUESTS, TO INCLUDE INTERMEDIATE MAINTENANCE ACTIVITIES, MUST BE SUBMITTED TO THE ORGANIZATIONAL SUPO/PROCUREMENT SECTION FOR FUNDS CERTIFICATION, APPROVAL AND CENTRALIZED MANAGEMENT BY A SUPO, APO, OR PPM. THIS PROCESS ENSURES THAT ONLY AUTHORIZED REQUISITIONS ARE PROCESSED WITHIN THE REQUISITIONING ACTIVITY, AND ENSURES VISIBILITY OF DEMAND USAGE DATA, ENABLING PROPER CATALOGING, ACCURATE FORECASTING AND MAINTENANCE OF APPROPRIATE STOCK LEVELS.
3.A.5.A. REQUISITIONING ACTIVITIES SUPPORTED BY A SMU MUST SUBMIT ALL OFFLINE AND INTERNET-BASED REQUISITIONS TO THE SUPO OR APO FOR APPROVAL AND CENTRALIZED MANAGEMENT. A COPY OF ALL OFFLINE AND INTERNET-BASED REQUISITIONS MUST BE SUBMITTED TO THE OIC OF SMU CUSTOMER SERVICE FOR CATALOGING MANAGEMENT ACTION AND COORDINATED ITEM MANAGEMENT.
3.A.5.B. REQUISITIONING ACTIVITIES NOT SUPPORTED BY A SMU MUST SUBMIT ALL OFFLINE AND INTERNET-BASED REQUISITIONS TO THE SUPO, APO, OR PPM FOR APPROVAL AND CENTRALIZED MANAGEMENT.
3.A.5.C. GARRISON PROPERTY (GP) AND GARRISON MOBILE EQUIPMENT (GME) REQUESTS SHALL BE ROUTED VIA PR BUILDER OR GCSS-MC TO THE SUPO OR APO FOR APPROVAL AND APPROPRIATE ACTION. ALL REQUESTS MUST BE SENT TO THE INSTALLATION COMMANDER (I.E., MCI-EAST) FOR APPROVAL AND REQUISITIONING BY THE PPM.
3.A.5.D. GENERAL OFFICE SUPPLY REQUESTS REQUIRE A PURCHASE REQUEST APPROVAL FROM THE SUPO/APO.
3.A.5.E. PER REFERENCE O, IT REQUIREMENTS REQUIRE A PURCHASE REQUEST WITH THE ITPRAS APPROVAL AND APPLICABLE SUPPORTING DOCUMENTATION ATTACHED. SUPPORTING DOCUMENTATION MUST INCLUDE: QUOTES, STATEMENT OF WORK (SOW), OR BILL OF MATERIALS DEFINING THE IT TYPE TO BE PURCHASED. THESE PURCHASE REQUESTS MUST BE ROUTED VIA PR BUILDER TO THE SUPO, APO, OR PPM FOR APPROVAL PRIOR TO EXECUTING THE REQUISITION. THE SUPO OR APO WILL NOT APPROVE AN IT REQUEST WITHOUT THE ITPRAS APPROVAL AND APPLICABLE SUPPORTING DOCUMENTATION.
3.A.5.F. MARFORRES OFFLINE REQUISITION REQUESTS WILL BE ROUTED THROUGH THE APPROPRIATE MARFORRES BATTALION SUPO FOR APPROVAL.
3.A.5.G.  GOVERNMENT COMMERCIAL PURCHASE CARD (GCPC) REQUESTS ROUTED THROUGH GCSS-MC OR PR BUILDER VIA A SERVICE OR PURCHASE REQUEST MUST BE APPROVED BY THE SUPO OR APO PRIOR TO SUBMISSION TO THE GCPC APPROVING OFFICIAL (AO) FOR EXECUTION.
3.A.5.H. PER REFERENCE H, OFFLINE REQUISITIONS MUST BE APPROVED BY THE SUPO, APO, OR PPM IN COMPLIANCE WITH UNIFORM MATERIEL MOVEMENT AND ISSUE PRIORITY SYSTEM (UMMIPS) POLICY TIMEFRAMES.
3.A.6. PER REFERENCE G, OFFLINE AND INTERNET-BASED REQUISITIONED ITEMS WILL BE PROPERLY RECEIPTED FOR AND ACCEPTED BY THE ORGANIZATIONAL SUPPLY/PROCUREMENT SECTION. IN INSTANCES WHERE THIS IS NOT FEASIBLE, IT IS THE RESPONSIBILITY OF THE SUPO, APO, OR PPM TO OBTAIN A COPY OF THE RECEIPT AND ACCEPTANCE DOCUMENTATION (E.G., DD 1348-1, BILL OF LADING) FROM THE ACCEPTANCE LOCATION AND MAINTAIN THESE RECORDS ON FILE FOR 6 YEARS 3 MONTHS.
3.A.6.A. PER REFERENCES D AND J, SUPO'S, APO'S, OR PPM'S MUST ENSURE THE TIMELY COMPLETION OF MATERIAL RECEIPT ACKNOWLEDGEMENT (MRA) AND RECEIVING REPORTS. MRA'S FOR CONTRACTOR REQUISITIONED ITEMS MUST REFERENCE THE APPLICABLE CONTRACT AND INCLUDE VALIDATION OF THE CONTRACTOR REQUISITION BY THE MANAGEMENT CONTROL ACTIVITY (MCA) AT MARCORLOGCOM OR MARCORSYSCOM AS APPLICABLE. UPON FULFILLMENT OF THE REQUISITION, UNITS ARE REQUIRED TO CLOSE OUT THE APPLICABLE SERVICE REQUEST ONCE ALL SUPPORTING DOCUMENTATION HAS BEEN UPLOADED.
3.A.6.B. IN SUPPORT OF LIFE CYCLE MANAGEMENT AND AUDIT READINESS, ALL KEY SUPPORTING DOCUMENTS (E.G., PURCHASE REQUEST, PURCHASE ORDER, RECEIPT, ACCEPTANCE, ISSUANCE AND DISPOSITION) MUST BE MAINTAINED IN ACCORDANCE WITH REFERENCE G.
3.A.7. REQUISITIONING ACTIVITIES MUST ENSURE THAT ALL PERSONNEL INVOLVED IN THE REQUISITIONING PROCESS ARE PROPERLY APPOINTED IN WRITING AND THAT ALL SUPPORTING DOCUMENTS ARE ON FILE AND MAINTAINED IN ACCORDANCE WITH REFERENCE G. THIS INCLUDES SYSTEM AUTHORIZATION ACCESS REQUEST (SAAR) FORMS, APPOINTMENT LETTERS, NOTICE OF DELEGATION OF AUTHORITY FORMS (NAVMC 11869), AND APPOINTMENT/TERMINATION RECORD - AUTHORIZED SIGNATURE FORMS (DD FORM 577) AS REQUIRED.
3.A.8. ONLY ORGANIZATIONS WITH REQUISITION AUTHORITY ARE AUTHORIZED TO REQUISITION ITEMS RESULTING IN THE OBLIGATION OF MARINE CORPS FUNDS. REQUISITION AUTHORITY IS DESIGNATED WITHIN THE ORGANIZATIONAL DEPARTMENT OF DEFENSE ACTIVITY ADDRESS CODE (DODAAC) DATA ATTRIBUTES AS AUTHORITY CODE "00." AS AN ADDITIONAL INTERNAL CONTROL, ONLY THE SUPO OR APO WILL BE LISTED AS THE DODAAC POINT OF CONTACT FOR INTERNET ORDERING.
3.B. TASKS.
3.B.1. DEPUTY COMMANDANT, INSTALLATIONS AND LOGISTICS (DC, IL).
3.B.1.A. PROVIDE OVERSIGHT AND UPDATED POLICY, AS REQUIRED, AS THE MARINE CORPS ENTERPRISE MILITARY STANDARD REQUISITIONING AND ISSUE PROCEDURES (MILSTRIP) MANAGER, LOGISTICS AUTOMATED INFORMATION SYSTEM (LOG AIS) MANAGER, AND CO-LEAD FOR FIAR EFFORTS.
3.B.1.B. PERFORM A RECONCILIATION OF ALL MARINE CORPS DODAACS TO ALIGN AUTHORITY TO REQUISITION TO MISSION, VALIDATE AUTHORITY CODES, ENSURE SUPPLY CHAIN MANAGEMENT PERSONNEL ARE IN THE TABLE OF ORGANIZATION, AND TO DETERMINE PRIMARY AUTHORIZATION TO UTILIZE SOURCE SYSTEMS SOURCES(GCSS-MC, PR BUILDER).
3.B.1.C. CONDUCT AN ANALYSIS OF ALL REQUISITIONING SYSTEMS USED BY MARINE CORPS ACTIVITIES, RECONCILE EACH DODAAC WITH THE MARINE CORPS DEPARTMENT OF DEFENSE ACTIVITY ADDRESS DIRECTORY (DODAAD). THIS INCLUDES ALL DODAACS USED AS BILL-TO FOR MARINE CORPS CENTRALLY MANAGED ACCOUNTS.
3.B.1.D. CONDUCT AN ANALYSIS OF MILSTRIP REQUISITIONING ACTIVITIES NOT CURRENTLY ON GCSS-MC AND DEVELOP POLICY AND PROCEDURES TO IMPLEMENT GCSS-MC AT THOSE ACTIVITIES. THIS INCLUDES ALL DODAACS USED AS BILL-TO FOR USMC CENTRALLY MANAGED ACCOUNTS.
3.B.1.E. PUBLISH, BY 31 JUL 2015, MONTHLY PERFORMANCE GOALS OR BENCHMARKS ANALYSIS REPORTS AND GUIDANCE WITHIN THE HQMC, IL EGEM SHAREPOINT SITE. THE MONTHLY PERFORMANCE REPORTS WILL BE USED TO FACILITATE COMPLIANCE WITH THIS DIRECTIVE.
3.B.1.F. COORDINATE THE DEVELOPMENT OF AN INTERNET ORDERING DASHBOARD (MANAGEMENT REPORT) THAT DISPLAYS ALL PURCHASE REQUESTS AND ASSOCIATED FUNDING OBLIGATIONS BY COMMAND. THE APPLICATION WILL ASSIST MARINE EXPEDITIONARY FORCE (MEF), MAJOR SUBORDINATE COMMANDS (MSC), INTERNAL CONTROLS AND AUDIT READINESS TEAM (ICART), AND FIELD SUPPLY AND MAINTENANCE ANALYSIS OFFICE (FSMAO) TEAMS WITH ANALYZING INTERNET PURCHASES AND TRACKING CORRECTIVE ACTIONS FOR COMMANDS IN THEIR PURVIEW.
3.B.2. DEPUTY COMMANDANT, PROGRAMS AND RESOURCES (DC, PR).
3.B.2.A. MAINTAIN FINANCIAL OVERSIGHT REGARDING THE USE OF ALL OFFLINE AND INTERNET-BASED REQUISITIONING TECHNOLOGIES TO INCLUDE GCPC USE, ENSURING ACCURATE AND TIMELY POSTING OF FINANCIAL TRANSACTIONS IN SABRS. PROVIDE DC, IL DATA NECESSARY TO FACILITATE OFFLINE AND INTERNET-BASED RECONCILIATIONS AND VALIDATIONS.
3.B.2.B. DURING UNIT FISCAL ASSIST VISITS AND INSPECTIONS, REVIEW OFFLINE REQUISITION PROCEDURES FOR COMPLIANCE WITH REFERENCES A THRU Q AND THIS DIRECTIVE.
3.B.2.C. ENSURE COMPLIANCE BY THE MARINE CORPS TOTAL FORCE TO INCLUDE HQMC CENTRALLY MANAGED ACCOUNT (CMA) MANAGERS.
3.B.2.D. PROVIDE DC, IL WITH REQUESTED FINANCIAL PERFORMANCE METRIC SYSTEM DATA TO PERFORM OFFLINE AND INTERNET-BASED ORDERING POLICY RECONCILIATIONS AND VALIDATIONS.
3.B.3. COMMANDER, MARCORSYSCOM.
3.B.3.A. ENSURE THAT SYSTEM REQUIREMENTS ARE DEVELOPED, IF NECESSARY, TO COMPLY WITH THIS DIRECTIVE.
3.B.3.B. PROVIDE NECESSARY TRAINING TO SYSTEM USERS TO ENSURE THAT SYSTEM PROCEDURES ARE BEING USED IN COMPLIANCE WITH THIS DIRECTIVE.
3.B.3.C. PROVIDE DC, IL AND DC, PR WITH REQUESTED SYSTEM DATA TO PERFORM OFFLINE AND INTERNET-BASED ORDERING POLICY RECONCILIATIONS AND VALIDATIONS.
3.B.4. MARINE FORCES, MEF'S, MSC'S AND SUPPORTING ESTABLISHMENTS (MARCORLOGCOM, MARCORSYSCOM AND AFFILIATED PEO-LS, TECOM, MCWL, MCCDC, MCICOM).
3.B.4.A. ENSURE COMPLIANCE WITH THIS DIRECTIVE AMONG SUBORDINATE COMMANDS AND PROVIDE ADDITIONAL GUIDANCE AS NECESSARY.
3.B.4.B. REVIEW RESPECTIVE OFFLINE AND INTERNET-BASED REQUISITIONING METRICS PROVIDED BY DC, IL TO PERFORM TREND ANALYSIS AND TRACK IMPROVEMENT OVER TIME. CONDUCT TREND ANALYSIS OF OFFLINE PURCHASES OVER TIME TO TRACK IMPROVEMENT OR DETERMINE AREAS REQUIRING IMPROVEMENT. CORRECTIVE ACTION PLANS (CAPS) WILL BE DEVELOPED BY RESPONSIBLE PARTIES TO CORRECT DEFICIENCIES AND IMPROVE INTERNAL CONTROLS.
3.B.4.C. PERFORM A DODAAC RECONCILIATION SEMI-ANNUALLY TO ENSURE THAT ALL DODAAC'S WITHIN YOUR PURVIEW ARE VALID AND REMOVE INVALID DODAACS FROM ALL FEEDER SYSTEMS (I.E. GCPC, STORES, FUEL KEYS/WEX, ETC). REQUESTS TO DELETE INVALID DODAACS FROM THE DODAAD MUST BE SUBMITTED TO THE DODAAD CENTRAL SERVICE POINT (CSP) AT DC, IL (LPC) IN ACCORDANCE WITH REFERENCE G.
3.B.4.D. PERFORM A GCPC RECONCILIATION ANNUALLY TO ENSURE THAT PROPER LINES OF ACCOUNTING (LOA) AND APPROPRIATE DODAACS ARE ALIGNED WITH CARDS. ALSO ENSURE THAT INDIVIDUAL CARDHOLDERS DO NOT HAVE ACCESS TO MULTIPLE GCPC ACCOUNTS WITHIN THE SAME APPROPRIATION.
3.B.4.E. REVISE LOCAL STANDARD OPERATING PROCEDURES (SOP'S) TO ENSURE COMPLIANCE WITH THIS GUIDANCE.
3.C. COORDINATING INSTRUCTIONS.
3.C.1. UNDER NO CIRCUMSTANCES WILL OFFLINE REQUISITIONING OR INTERNET-BASED ORDERING PLATFORMS BE AUTHORIZED FOR SUBMISSION TO ANY AGENCY OUTSIDE THE MARINE CORPS FOR CONTRACTING ACTION (PRIME VENDOR CONTRACTS) WITHOUT AN APPROVED DETERMINATION AND FINDINGS (D AND F) OR HEAD OF CONTRACTING ACTIVITY (HCA) APPROVAL. FAILURE TO OBTAIN AN APPROVED D AND F OR HCA APPROVAL PRIOR TO THE TRANSFER OF FUNDS IS A VIOLATION OF FAR SUBPART 1.7  AND SUBPART 17.5 AND MAPS SUBPART 1.601-90 AND SUBPART 17.5. COVERING INTERAGENCY ACQUISITIONS UNDER THE ECONOMY ACT. APPROVAL FOR ALL DELEGATIONS OF CONTRACTING AUTHORITY OUTSIDE OF THE MARINE CORPS MUST BE SUBMITTED TO THE ADC, IL (CONTRACTS), VIA THE LOCAL SUPPORTING REGIONAL CONTRACTING OFFICE, FOR REVIEW AND APPROVAL.
3.C.2. PER REFERENCES G AND H, UNDER NO CIRCUMSTANCES WILL OFFLINE REQUISITIONING OR INTERNET-BASED ORDERING PLATFORMS BE AUTHORIZED FOR SUBMISSION TO ANY AGENCY OUTSIDE THE MARINE CORPS FOR THE REQUISITIONING OF NON-STANDARD EQUIPMENT WITHOUT AN APPROVED TAMCN ESTABLISHED IN ACCORDANCE WITH REFERENCE P OR A DATA UNIVERSAL NUMBERING SYSTEM (DUNS) SUBMITTED TO COMBAT DEVELOPMENT AND INTEGRATION (CDI).
3.C.3. PER REFERENCE B AND THIS DIRECTIVE, PERSONNEL INVOLVED WITH ACTIVITIES LEADING TO THE OBLIGATION OR EXPENDITURE OF MARINE CORPS FUNDS MUST BE DESIGNATED IN WRITING AND RECEIVE TRAINING INAPPROPRIATION LAW AND BUDGET EXECUTION EVERY THREE YEARS.
3.C.4. A COPY OF THIS POLICY SHALL BE POSTED TO APPROPRIATE MARINE CORPS WEBSITES/SHAREPOINT SITES AND INCLUDED IN DESKTOP TURNOVER FOLDERS FOR PROCUREMENT PERSONNEL AT ALL LEVELS. PROCEDURES WILL ALSO BE INCLUDED IN MSC-LEVEL MANAGER'S INTERNAL CONTROL PROGRAM CHECKLISTS (E.G., SUPPLY MAINTENANCE ANALYSIS TEAM (SMAT), LOGISTICS READINESS EVALUATION TEAM (LRET), ETC.).
3.C.5. MARINE CORPS ELEMENTS EMBARKED ABOARD US NAVAL VESSELS OR OPERATING WITHIN THE TIMEFRAMES WITHIN REFERENCE J MAY UTILIZE REQUISITIONING MECHANISMS OUTLINED IN THE REFERENCE FOR HIGH PRIORITY MATERIAL AND SHOULD COMPLY WITH REQUIREMENTS.
3.C.6. MARINE CORPS ELEMENTS ARE ALSO RESPONSIBLE TO UPLOAD NECESSARY DOCUMENTATION TO GCSS-MC IN A TIMELY MANNER FOLLOWING THE REQUISITION.
4. ADMINISTRATION AND LOGISTICS.
4.A. PER REFERENCE R, FINANCIAL DOCUMENTATION WILL BE RETAINED FOR A PERIOD OF TEN YEARS (THREE YEARS ACTIVE AND SEVEN YEARS ARCHIVED) AND BE READILY AVAILABLE FOR AUDIT PURPOSES.
4.B. HQMC (DC, IL) WILL TEST FOR COMPLIANCE OF THIS POLICY VIA ICART AND FSMAO INTERNAL CONTROL PROCESS REVIEWS.
5. COMMAND AND SIGNAL. QUESTIONS CONCERNING THE CONTENTS OF THIS MESSAGE WILL BE DIRECTED TO THE POC'S LISTED ABOVE.
6. RELEASE AUTHORIZED BY W.M. FAULKNER, LTGEN, DEPUTY COMMANDANT FOR INSTALLATIONS AND LOGISTICS, AND BY G.M. WALTERS, LTGEN, DEPUTY COMMANDANT FOR PROGRAMS AND RESOURCES.//