SCMIC 0305

MILSTRIP Procurement

SCMIC 0305

1

Overview

➢ MILSTRIP Procurement Overview

➢ GCSS-MC Requisitions

➢ ServMart Purchasing

➢ Other Virtual Offline Procurement Systems

➢ Fuel Purchases

2

Learning Objectives

➢ Review learning objectives in student outline.

References:

NAVMC 4000.6A

MCO400.201 VOL 13

MCO 7300.21B

UM 4000-125

MILSTRIP Procurement Overview

➢ Background:

➢ Military Standard Requisitioning and Issue Procedures (MILSTRIP)

can be found in NAVMC 4000.6 (MILSTRIP Life Cycle of a
Requisition).

➢ Three basic phases of procurement:

➢ Request / Order / Receipt

➢ Utilized at brick and mortar locations or through information systems

➢ Preferred method of procurement for supplies via the supply section

5

MILSTRIP Document Number

➢ 14-digit number consisting of the following:

➢Digits 1-6: AAC of activity beginning with service designator (M =

Marine Corps)

➢Digits 7-10: Julian Date

➢Digits 11-14: 4 digit serial number locally assigned

M0002720800001

➢Non-duplicative and used throughout system from

beginning to end

➢Automatically generated by the system once the order is

submitted

6

MILSTRIP Materiel & Service Support

➢Ideally all materiel and services support should

be filled from existing MC stores and supporting
activities.

➢Not all requests are fulfilled through the same

process or system.

➢Type of materiel or support needed will drive the

type of requisition necessary to fulfill request.

7

Materiel and Service Categories

➢T/E Type 1, Type 2 (SAC 1) and Type 3

allowance items

➢Maintenance items (Class IX repair parts and

T/E allowance item components)

➢Office supplies, hand tools, and cleaning

equipment

➢Other types such as service contracts,

transportation requirements, Blanket Purchase
Agreements

8

Types of MILSTRIP Requisitions

➢First source is Marine Corps APSRs to include:

➢GCSS-MC / DPAS

➢Ordnance Information System-MC

➢Defense Medical Logistics Standard Support AIS

➢Stock Control System

➢If not available through Marine Corps APSRs, the request

could be outsourced to the following:

➢Another Service

➢DLA

➢Commercial Industry

9

Multiple Choice

How many characters are there in MILSTRIP document number?

• 13

• 14

• 15

• 16

Multiple Choice

What are the three components of a MILSTRIP document number?

• AAC, Fiscal Year, Serial number

• Org Designator, Julian Date, Serial number

• AAC, Julian Date, Serial

• AAC, Today's date, commodity code

T/E Type 1, Type 2 (SAC 1) & Type 3 Allowance

Items

➢Commands must have validated allowance prior to

execution.

➢Requests for items not coded for local purchase must

be approved by DC I&L.

➢All documents associated must cite approval by MEF

for allowance quantity.

➢All nonexpendable assets will be added to units

property records.

10

Maintenance-Related Items

➢Maintenance-related Items (Class IX and Components

T/E Items):

➢If valid standard NSN/NIIN exists, requirement is order

via normal process.

➢Locally purchased items should only be made when

directed, when previous requisition is rejected due to
local procurement or long lead time degrades unit’s
mission.

➢SupO will ensure usage is reported to validate

stockage data for future procurements.

11

Class VII End Items

➢Class VII End Items (Consumer Level Supply

Commands):

➢Commands will not order Class VII end items to fill T/E

deficiencies.

➢MARCORLOGCOM will fulfill Class VII end item T/E

deficiencies via prioritized sourcing process.

➢Requisitions for Class VII will not be submitted during

disposition requests.

➢MEU / SPMAGTF are authorized to identify need in

remarks box

➢Continue to requisition Class VII end items that are

SSRI of major end items.

12

Multiple Choice

Who is responsible for ordering Class VII end items?

• MEF

• SPMAGTF

• Using Unit

• MARCORLOGCOM

Garrison Property

➢Garrison Property: used to provide general

government services and goods in support of MC
Installations and tenant activities.

14

Flags, Streamers and Guidons

➢Class 2 standards requisitioned directly from

DLA

➢Class 1 standards requisitioned from CG /

MARCORLOGCOM / Albany, GA

➢Organizational standards and guidons

purchased using O&M MC funds through
GCSS-MC through MILSTRIP requisitioning

➢Replacement guidons require approval from

Commander or MSC prior to requisitioning

15

Open Ended

What are the steps for ordering new organizational standard?

Other Types of Supplies and Services

➢Requests fulfilled from an alternative source of

supply (commercial)

➢Example: service contracts, maintenance repairs

and BPAs

16

Intra-Governmental Transactions

➢Transactions for goods and services between

DoD components

➢Accomplished through MILSTRIP to meet

established DoD requirements.

➢Authorized for requisition, release/issue, and

dispose of materiel

17

Open Ended

What are the steps for replacing organizational standard?

GCSS-MC

➢ Purpose:

➢Global Combat Support System-Marine Corps (GCSS-

MC) serves as an APSR for management and requisition
of operating materials and supplies.

➢Interfaces with DAI

➢Can capture purchase request approvals for offline

requisitions of NSN items leading to manual COM/OBL in
DAI.

19

GCSS-MC - Request

➢Requirement identified and initiated in GCSS-MC by

commodity.

➢Requestor must be authorized on a SAAR and

NAVMC 11869.

➢Required data elements are entered by commodity

creating a commitment in the DAI.

➢Elements include: NIIN, Signal Code, Quantity, Supp.

Address, JON selection)

20

Types of Service Requests

➢There are 3 types of service requests:

➢Standard: all commodities for help desk issues,

working party or facilities

➢Maintenance: commodities need to perform a

maintenance function

➢Supply: (initiated by supply) repair parts,

equipment or supplies

21

Poll

Best fast food...

• In & Out

• Chic-fil-a

• Whataburger

• Taco Bell

Supply Action

➢Forwarded to Responsible Officer by commodity for

approval.

➢Once approved, the service request is forwarded to the

supply section.

➢Supply Section reviews:

➢Bona fide need

➢Funds availability (Fund Holder)

➢Forwarded to authorized approver

➢Authorized approver (SupO) conducts final verification

and approves the Service Request.

22

SMU In-House Procurement

➢Approved requisitions are processed through a GCSS-

MC internal funds check and sent to the Supply
Management Unit (SMU).

➢SMU approves the requisition and attempts to “fill” in

house.

➢SMU “fill in house” does not create an obligation in the

DAI financial cycle. Financial cycle is completed in house
between the SMU and comptroller.

➢Once the SMU fills the order, items are shipped to the

requisitioner.

24

SMU Pass to SOS Procurement

➢Same process as before, but the SMU cannot fill

and sends to SOS.

➢Once the requisition is passed, it creates an

obligation in the DAI financial cycle.

➢Once the SOS fills the requisition, the items are

shipped to the requisitioner.

25

Receive/Issue

➢Receiving section verifies accuracy using the KSD, DASF

and items received.

➢Once the KSD is verified, the DASF clerk processes a

receipt in GCSS-MC and issues the items to the
customer. This creates an expense in the DAI fiscal cycle.

➢Item is issued to requesting commodity and individual

listed on NAVMC 11869.

➢DASF clerk enters a COR in GCSS-MC, closing out the

document.

26

Key Supporting Documentation

➢DD 1348-1A is the MILSTRIP KSD to be annotated and

retained under the following:

➢Receiving clerk annotates date, quantity and

signature.

➢DASF clerk annotates DIC, date and initials.

➢Authorized commodity representative signs and dates.

➢DASF clerk annotates COR DIC, date and initials

when COR is processed.

➢KSD is held in POD for 3 years active, 7 years archive.

27

Demo/Practical Application

ServMart

➢ Purpose:

➢Non-commercial SOS which DLA/GSA contracts offer

many items.

➢Include Garrison Retail Support Activities such as GSA

ServMart, GSA Virtual ServMart Platforms, USMC
ServMart and FEDmall.

➢Can be made both virtually or at brick and mortar stores

on most Marine Corps bases.

31

Brick and Mortar Store Request Procurement

➢SupO requests ServMart card via ServMart store/website.

➢Commodity identifies requirement and submits ServMart

request to RO.

➢RO verifies quantities, price, and total amount. RO

approves and forwards to supply section.

➢Supply section reviews request, bona fide need, and

inputs in Marine Corps procurement system (GCSS-MC
or DAI procurement).

➢SupO/fund holder approves the request.

32

Brick and Mortar Store Request/Procurement

➢After approval, authorized Servmart card user executes

purchase.

➢ServMart provides receipt for materials purchased at

check-out.

➢Receipt is itemized with MILSTRIP document number

per item.

➢Requestor prints and signs name.

➢Creates obligation and expense in DAI transaction

cycle.

33

Brick and Mortar Store Request/Procurement

➢User returns Servmart card and receipt to supply section.

➢Supply section uploads receipt in procurement system.

➢Interfund bill passed from ServMart to DFAS and

liquidation posts in DAI.

34

ServMart Virtual Procurement

➢SupO establishes virtual ServMart account via website.

➢Commodity section identifies requirement through

Servmart request and RO approves request.

➢Supply section reviews request and bona fide need and

completes request in ServMart shopping cart. Request is
inputted in Marine Corps procurement system.

➢SupO/fund holder approves shopping cart, creating

commitment, obligation and expense in DAI cycle.

35

ServMart Virtual Procurement

➢Items received by supply section, and issued to

commodity.

➢KSD is uploaded in procurement system, completing

procurement cycle.

➢Interfund bill is passed from ServMart to DFAS for

liquidation.

36

Receive and Issue

➢Brick and mortar:

➢Commodity will receive and issue following physical

purchase.

➢Each commodity should have a representative to

execute or accompany the ServMart card user during
purchases.

➢Virtual:

➢Once online purchases are received by supply section,

the items are inspected, receipted for and received.

➢Requestor signs for and receives the items.

➢Supply section inputs all receipts and information into

procurement system and filing.

37

Key Supporting Documentation

➢KSD for brick and mortar is the itemized receipt.

➢KSDs are filed in the POD file for 3 years active

and 7 years archive.

38

Restrictions

➢ ServMart does not replace requisition process for supply system

items ( Class V, VII, VIII, and IX).

➢ ServMart availability of product does not equal authority to buy.

➢ Just because an item has an NSN, doesn’t mean it has been tested

through proper Marine Corps Title X responsibilities.

➢ Infantry combat equipment and personal protection equipment is not

sold at ServMart.

➢ Not authorized to purchase communications equipment or equipment

the requires a HQMC (Dir. C4) waiver prior to purchase.

➢ IT equipment without ITPRAS approval, other than IT consumable

products (i.e. monitors, keyboards, hard drives).

40

Mandatory Use Exceptions

➢ OCONUS locations will maintain local procedures to fulfill needs until

GRSC ServMart Program is implemented.

➢Local sources may fulfill needs of major base customers such as

base motors or facilities maintenance,

➢GCPC cardholders can use place of work as shipping address for

ServMart orders.

➢Commands with ISSAs or vendor contracts will continue to

execute agreements and contracts through base periods.

➢Request for new agreements, renewals and option years will be

approved by DC I&L based on requirements.

41

ServMart Waivers

➢Non-availability or waiver to purchase common

commercial products via other means.

➢Request to include part number, manufacturer’s name,

nomenclature, unit price, quantity, SOS, and
justification/rationale.

➢Utilize mandatory vendors prior to commercial

vendors.

➢One time waiver will be considered for items normally

stocked at ServMart but not in stock or lengthened lead
time.

42

Multiple Choice

When will a one-time, single purchase waiver be requested?

• When the unit does not want to go to Servmart

• When the CO request the item to be bought from a specific vendor in town

• When the item is not in stock at Servmart and a better lead time is available elsewhere

• When there is a different color of the same item available somewhere else.

Demo/Practical Application

➢ ServMart website use and procurement request.

Other Virtual “Offline” Procurement

➢ Purpose:

➢Common offline and virtual procurement systems are

established to streamline federal government
procurement processes to include:

➢GSA Advantage and Global Supply

➢FedMall and DLA Troop Support

➢These platforms circumvent the Marine Corps accounting

and supply systems, decreasing visibility and
accountability.

➢Should be a last resort for MILSTRIP procurement.

46

Virtual Procurement Platform Request/Procurement

➢Utilize the same procedures for requesting and

procurement of “offline” requisitions.

➢SupO establishes virtual procurement store.

➢Commodity identifies requirement submits request to

RO. RO approves verifies/approves request.

➢Supply section reviews request. SupO/fund holder

approves request and completes order within Marine
Corps procurement system.

➢Manual enter of obligation, expense and liquidation

within DAI required.

➢Items are received, receiving procedures conducted

and KSD uploaded in procurement system.
47

Receive/Issue

➢Upon receiving item, supply will inspect, receipt

and accept items.

➢Requestor receives items and prints name, date

and signs receipt.

➢Completed receipt is inputted in Marine Corps

procurement system.

48

Key Supporting Documentation

➢KSD is a itemized receipt.

➢KSDs are filed for 3 years active and 7 years

archived.

49

Fill in the Blanks

Virtual "offline" procurement circumvents the Marine Corps accounting

and supply systems, decreasing

and accountability

Virtual Procurement Systems

➢Federal Mall (FedMall): ecommerce ordering system for

DOD organizations from government reserves and
commercial sources.

➢MILSTRIP and GCPC can be used to order from FedMall.

For MILSTRIP, the user must manually expense in DAI.

➢FedMall users must register and follow published

guidance associated with material acknowledgement,
accountability, and physical inventory control procedures

51

Virtual Procurement Restrictions

➢The following items cannot be purchased without DC I&L

approval:

➢Items critical to safe operations of a weapons system.

➢Items with special security characteristics (small arms,

components or parts)

➢Centrally managed items (GCSS-MC assigned

TAMCNs, communications items)

➢Non-standard equipment that is fielded rapidly to

bridge mission capability gaps.

➢Any agency outside of the Marine Corps for the

requisitioning of non-standard equipment without an
established TAMCN or DUNS request.

52

Multiple Choice

GCPC cannot be used on FedMall.

• True

• False

Fuel Purchases

➢ Purpose:

➢Effective way to pay for fuel and related maintenance.

➢Fuel key is primary and should be used at surrounding

military installations.

➢Fuel fleet Card (WEX Card) utilized outside of military

installation areas.

➢Fuel cards can be utilized for pay for small repairs when

central motor pools or repair facilities for GSA vehicles
cannot be accessed due to remote destinations.

54

Policy and Procedures

➢Use for official government use only.

➢Comply with all applicable rules and regulations.

➢Report misuse, theft or loss to appropriate

authority.

➢Utilize highest ethical standards.

➢Military fuel destinations are primary source /

WEX cards are secondary.

55

Policy and Procedures

➢Fuel keys tagged and secured in locked box.

➢Fuel keys inventoried, appointed official on DD

577 and records maintained 3 years active, 7
years archived.

➢Not issued within excess of 24 hours without

authorization.

➢Never permanently issued.

56

Fill in the Blanks

Fuel cards and keys will not be issued in excess of

hours without prior authorization from the approving official (SupO/AO).

Types of Cards

➢Vehicle Cards: assigned to specific vehicle or equipment

➢Organization Cards: centrally managed an issued to

authorized operators within an organization

➢Vehicle/Organizational Cards: a combination of both

➢Vehicle Identifaction Key (VIL) Key: key utilized at

major installations

➢DoD Fuel Indentaplate (DD 1896): to pay for bulk fuel to

support tactical vehicles and equipment

57

Fuel Key/Card Purchase Request

➢All VIL keys or bulk fuel cards will be routed from SupO to

comptroller prior to submission to DLA-Energy.

➢NAVMC 11869 not required for fuel key use.

➢Receipt and acceptance for all purchases is inherent to

SupO/APO.

➢Fuel key issued to driver for one key, one user and one

vehicle use.

➢Bulk fuel user REQUIRES NAVMC 11869

➢Single use fuel purchase are NOT required for PR Builder

implementation.

➢Logbooks satisfy authorization/approval requirements.

58

Fuel Logbook

➢ Fuel Logbook: electronic logbook authorized, but must have

the following required elements:

➢Printed and signed name of individual issued the card/key

➢Card/Key issued with date and time issued/returned

➢Phone number issued to

➢Estimated and actual gallons purchased

➢Estimated and actual dollar amount of purchase

➢SupO/APO/RO signature

➢MILSTRIP document number of fuel purchase

59

Fuel Key/Card Use

➢Once issued, fuel key/card utilized as assigned. Once

used, it creates a commitment, obligation and expense in
the procurement cycle and commitment in the financial
cycle.

➢DLA pump manager downloads all transactions and

uploads in the Enterprise External Business Portal
(EEBP) which interfaces with DAI. This creates an
obligation in DAI.

➢EEBP processes bill to DFAS. This creates an expense in

DAI.

➢VISTA processes to DAI to create a liquidation and

completes the record.

60

Fill in the Blanks

DD

is used to pay for bulk fuel to

support tactical vehicles and equipment.

Bulk Fuel Purchase Request

➢Request is routed from RO to SupO/APO.

➢Request is inputted in procurement or GCSS-MC.

➢Bulk Fuel Card (DD 1896) or VIL Key issued to

user.

➢Request in procurement or GCSS-MC serves as

authorization document. Request must contain
same information as fuel key logbook.

62

Receive/Issue/Key Supporting Documentation

➢MILSTRIP document number is not available until charge

is processed in DLA-Energy and obligated in DAI.

➢Validation and reconciliation requires cross reference of

julian date and number of gallons purchased against
logbook.

➢EEBP provides additional information for unreconciled

charges.

➢Units that use fuel must have access to EEBP.

63

Receive/Issue/Key Supporting Documentation

➢MILSTRIP Doc Number must be inputted in

logbook once transaction posts to DAI.

➢Unposted transactions must be researched

through DLA help desk.

➢All KSDs to include log books, receipts and DD

1898 must be retained for 3 years active, 7 years
archived.

64

Summary

➢ MILSTRIP Procurement Overview

➢ GCSS-MC Requisitions

➢ ServMart Purchasing

➢ Other Virtual Offline Procurement Systems

➢ Fuel Purchases

66

Break