Att 1 Shopping Procedures.docx

Attachment 1 Norfolk Super Servmart Shopping Procedures

Norfolk Super Servmart Contracting Office Points of Contact:

Lilian Acosta, Contract Specialist Lilian.y.acosta@navy.mil

(757) 443-1443

Dorothy Curling, Contracting Officer Dorothy.curling@navy.mil

(757) 443-1955

For questions about the Norfolk Super Servmart Shopping Procedures, please contact the above-listed contracting office personnel.

Up to the micro-purchase threshold

(includes afloat units)

Mandatory use of Government purchase card as method of purchase and payment for properly delegated purchase card holders.

Command actions: Card holders may proceed directly to Norfolk Super Servmart and make purchases within their delegated authority.

Contractor’s actions: Provide the contracting office a monthly summary of all micro-purchases made. Data is provided for each calendar month and provided within five business days after the end of the month. Provide a breakdown by command (DODAAC/UIC) in Microsoft Excel format and provide all invoices/receipts for each individual purchase below the micro-purchase threshold in electronic format. Invoices/receipts must contain all information listed in PWS paragraph 3.0.1.

Contracting office’s actions: If applicable, create confirming orders for Electronic Document Access (EDA) reporting purposes. If applicable, create Contract Action Report for each confirming order.

From the micro-purchase threshold up to the simplified acquisition threshold

Commands with ordering authority

Mandatory use of Government purchase card as method of payment for properly delegated purchase card holders or up to the amount authorized by card holder’s command-issued delegation.

Command actions: Place orders directly at the Norfolk Super Servmart within delegated ordering authority and make payments using the Government purchase card.

Contractor’s actions: Provide the contracting office a monthly summary of all orders placed by activities other than the NAVSUP FLC Norfolk contracting office. Data is provided for each calendar month and provided within five business days after the end of the month. Provide a breakdown by command (DODAAC/UIC) in Microsoft Excel format and provide all invoices/receipts for each individual order between the micro-purchase threshold and simplified acquisition threshold in electronic format. Invoices/receipts must contain all information listed in PWS paragraph 3.0.1.

Contracting office’s actions: Create confirming orders for Electronic Document Access (EDA) reporting purposes. Create Contract Action Report for each confirming order.

From the micro-purchase threshold up to the simplified acquisition threshold

Commands without ordering authority and afloat units

Mandatory use of Government purchase card as method of payment for properly delegated purchase card holders or up to the amount authorized by card holder’s command-issued delegation.

This is applicable to commands, including afloat units, with the authority to use the Government purchase card as a method of payment for orders issued by a warranted contracting officer.

Command actions:

1. Contact NAVSUP FLC Norfolk’s Super Servmart contracting office points of contact.

2. DD 1149, NAVCOMPT 2276, or other appropriate procurement document must be submitted to and accepted by NAVSUP FLC Norfolk’s cognizant comptroller. Corresponding Norfolk Super Servmart quote must be submitted with procurement document. Purchase card holder contact information must be provided.

3. Accepted document and quote forwarded to NAVSUP FLC Norfolk contracting/ordering officer for review.

4. Upon approval, NAVSUP FLC Norfolk contracting/ordering officer provides a verbal delivery order number to the customer and contractor authorizing the purchase. Customer makes purchase and contractor delivers items. Contractor invoices upon delivery. Customer promptly pays invoice using Government purchase card.

For subsequent requirements between these thresholds within a calendar month, repeat steps 1-4.

Contractor’s actions: Provide the contracting office a monthly summary of all orders issued verbally by the NAVSUP FLC Norfolk contracting office. Data is provided for each calendar month and provided within five business days after the end of the month. Provide a breakdown by command (DODAAC/UIC) in Microsoft Excel format and provide all invoices/receipts for each individual order between the micro-purchase threshold and simplified acquisition threshold in electronic format. Invoices/receipts must contain all information listed in PWS paragraph 3.0.1.

Contracting office’s actions: Create confirming orders for Electronic Document Access (EDA) reporting purposes. Create Contract Action Report for each confirming order.

Simplified acquisition threshold and over

Only NAVSUP FLC Norfolk contracting/ordering officers may issue orders at and above the simplified acquisition threshold

DD 1149, NAVCOMPT 2276, or other appropriate procurement document submitted to and accepted by NAVSUP FLC Norfolk’s cognizant comptroller. Corresponding Norfolk Super Servmart quote must be submitted with procurement document. Provide invoice submission and payment procedures (WAWF codes or other data).

Accepted document and quote forwarded to NAVSUP FLC Norfolk contracting/ordering officer for review.

NAVSUP FLC Norfolk contracting/ordering officer issues delivery order. Customer makes purchase; contractor delivers items.

Customer’s actions: Pay invoice promptly in accordance with order.

Contractor’s actions: Deliver items and submit invoices in accordance with the order. No additional reporting data required.

Contracting office’s actions: Complete delivery order and CAR at time of award. No additional confirming orders required.

ADDITIONAL INFORMATION: PURCHASE CARD TRANSACTIONS

The U.S. Government purchase card holder is authorized to shop at Norfolk Super Servmart at any time within the card holder’s delegated authority.

To ensure that the U.S. Government purchase card number is not compromised in instances when the U.S. Government purchase card holder is not accompanying the shopper to Norfolk Super Servmart, the U.S. Government purchase card holder is required to provide a letter to the store manager as described below to authorize shoppers. The number of authorized shoppers is not limited. However, prudent oversight by the command is advised. If the U.S. Government purchase card holder is not personally picking up material from Norfolk Super Servmart, the following procedures shall be followed:

A. An initial letter from the Commanding Officer (or designee) printed on command letterhead addressed to Norfolk Super Servmart in the following format shall be provided:

1. UIC/DODAAC (with service code, e.g., N00189)

2. Purchase card information:

a. Purchase card holder’s rate/rank, name as it appears on the purchase card, signature, e-mail address, and phone number

b. Purchase card number

c. Expiration date

3. The following individuals are hereby authorized to sign for and receive items at Norfolk Super Servmart:

a. Rate/rank, name, signature, and phone number

4. Commanding Officer’s (or appropriate designee’s) signature.

B. All authorized shoppers must have a “Norfolk Super Servmart Shopping List” that specifies the items to be purchased. The shopping list must be signed by the purchase card holder for the specific amount authorized for purchase. This document effectively acts as an order from the purchase card holder to the contractor operating Norfolk Super Servmart. The “shopper” is the receiver of the material and should not be the funds approval authority.

C. Upon the authorized shopper’s return to the command with the purchased items, the purchase card holder will validate the shopping list with the Norfolk Super Servmart receipt. The shopping list and receipt shall be retained in the purchase card holder’s file.

NOTE: The requiring command will be responsible for updating its letter to the contractor every six months from the date of its last letter, or upon the closure of the purchase card holder’s account.