Once the buy request is delivered to the purchasing agent, the acquisition process may differ based on the type of order. Before the purchasing agent even sees the requisition, all purchase requests must go through the following process:
- A standard requisition document, such as the NAVCOMPT 2276 or DD 1149, or a command-approved local form, must accompany all requests.
- Department or directorate-authorized individuals must sign all requests.
- All requests must be certified as “Available of Funds.” Both DMLSS and SAMS will automate this process. This certification must be obtained specifically for requests for hard copies and for unique high-cost requests.
- There are some requests that must be approved by specific personnel before being submitted to the Medical Logistics Department. (As an example, computer purchases require the approval of the MID).
- Each and every request for a purchase must be thoroughly vetted and checked on a technological level. To promote the most competition, products and services must be described in a general manner, with no peculiarities that limit suppliers to a single one.
- The demand document is ready for procurement action once it has undergone technical assessment and it has been confirmed that items are not available from mandatory or other than open market sources.
Sources of Supply
Military or DoD supply systems are typically used to buy the medical and dental equipment needed to support a facility. The following is a list of possible supply sources in ascending order of importance:
- It’s best to use community stock or a SERVMART near you.
- Federal Supply Chain Management (NSN).
- Federal Prison Industries (FPI) is another name for UNICOR, which is the company that runs federal prisons. The District of Columbia’s government owns FPI. Unless a waiver is granted or the exceptions stated in NAVSUP 4200.85C series are met, commands must acquire readily available items from FPI at prices not above current market pricing. Furniture is a common type of FPI item.
- Government agencies are compelled to acquire items from specific nonprofit organizations that employ blind or seriously disabled people as part of their procurement policy. Supply and procurement employees should be informed about these institutions’ resources and make maximum use of them.
- Federal Supply Schedule (FSS) Contracts with the General Services Administration (GSA) and the Department of Veterans Affairs (VA) – GSA and VA have contracts with commercial enterprises to deliver supplies and services at set prices for certain periods. Purchasing agents do not seek out additional competition or separately determine what is a fair and reasonable price while placing orders under an FSS. Federal Supply Schedules have a wide range of commonly used medical and non-medical commodities.
- Long-term contracts negotiated by DPSC to purchase cutting-edge equipment at deeply discounted prices make up the Defense Personnel Support Center (DPSC) Shared Procurement Program for Equipment Items. A waiver from NAVMEDLOGCOM is required to acquire anything other than the required Shared Procurement item locally.
- Medical treatment institutions in a specific geographic area have contracts with pharmaceutical and medical/surgical commercial vendors to serve as the primary supplier. Medical Logistics may propose that a Distribution and Pricing Agreement (DAPA) be created with a vendor if the Prime Vendor does not carry an item requested by the treatment center. Due to adopting electronic ordering procedures, the Prime Vendor may supply ordered material within 24 hours, cutting the logistical pipeline in half.