Attachment 03 - SDC EDOS SOP.pdf

SDC EDOS SOP

Service & Distribution Center Enterprise Distribution Operations Section

Standard Operating Procedures

Memorandum

Date: 07/19/2024

From: Supervisory Distribution Facilities Specialist

Subj: Standard Operation Procedures (SOP) for Enterprise Distribution Operations Section

(EDOS)

To: Record

1) References:

VA Directive 7002 January 8, 2020; Logistics Management Policy VA Handbook 7002 January 8, 2020; Logistics Management Procedures VHA Directive 1761 December 30, 2020; Supply Chain Management Operations

2) Purpose: To define procedures for the Enterprise Distribution Operations Section of the SDC.

3) Scope: This SOP covers logistics operations in support of EDOS’ primary mission of distributing interment flags, forms and publications and other supported program products;

overseeing precious metals recycling program and providing transportation services.

4) Operations Overview: EDOS provides storage and distribution services for numerous VA National level programs. Products associated with each program are delivered to VA facilities, National Cemeteries, other federal agencies, and residential addresses. EDOS is responsible for the receipt and recovery of precious metal products and x-ray film for VA, which achieves a return of critical funds to the VA. EDOS is responsible for processing and arranging freight shipments for all outgoing products managed by SDC.

Dijana Colon Supervisory Distribution Facilities Specialist Enterprise Distribution Operations Section (EDOS), Service and Distribution Center (SDC) U.S. Department of Veteran Affairs Building 37, Hines, IL 60141

Department of Veterans Affairs

Quarterly Review and Revision History Log

Effective Date of Initial Version July 19, 2024 Date: Change (paragraph #): Author(s): Approved by:

ammhincolond Text Box 7/25/2024 Initial Version

Table of contents

Section Page

1. Mission Statement

2. Manning

a. Organization Chart

b. Roles and responsibilities

i. Separation of Duties

ii. Supervisory Distribution Facilities Specialist

iii. Traffic Management Specialist

iv. Supply Management Specialist (GS-11)

v. Supply Management Specialist (GS-9)

vi. Program Analyst

vii. Quality Assurance Specialist

viii. Inventory Management Specialist

c. Contract Labor

i. Base Contract

ii. Current Year Task Order

3. Training

a. Required by VA Staff

b. Links for Contractor and VA staff Training

c. TMS

4. Facilities and Equipment

a. Security

b. Warehouse Layout

c. Safety

d. Cleanliness

e. Equipment

5. Dock Operations

a. Inbound Operations

b. Returns

c. Frustrated Cargo

d. Outbound Operations

e. Other Building 37 Departments and Personnel

f. Recycling, Salvage and Refuse

6. Forms and Publications Program

a. Ordering and Issuing Material

b. Incoming Material

c. Receiving Receipts

d. Procedures for Stocking Received Items

e. Inventory Procedures and Reporting

f. Stock Level Monitoring

g. Returns

h. Cataloging

i. Customer Service

7. Interment Flag Program

a. Ordering and Issuing Flags

b. Incoming Flags

c. Flag Inspections

d. Receiving Receipts

e. Procedures for Stocking Received Flags

f. Inventory Procedures and Reporting

g. Returns

h. Customer Service

8. Precious Metals Program

a. Package/Parcel Shipments

b. Freight Shipments

c. Inventory

d. Security

e. Settlements

f. Customer Service

9. Special Programs and Projects

a. General Information

b. Receiving

c. Procedures for Stocking Received Items

d. Inventory Procedures and Reporting

e. Ordering and Issuing Material

f. Returns

g. Customer Service

10. Transportation Services

a. General Information

b. Freight Shipments

c. Package/Parcel Shipments

d. Customer Service

1. Mission Statements

a. SDC

i. The Service and Distribution Center (SDC) provides enterprise-wide acquisition support, supply chain logistics management and execution, facilities management, and medical equipment maintenance services for the Department of Veterans’ Affairs.

b. EDOS

i. To provide a high-quality service for various VA programs. Our goal is to distribute quality products and supplies conveniently, efficiently, timely, all while improving veterans’ and customer overall experience.

2. Manning

a. Organization Chart

i. Full SDC Organization Chart

b. Roles and Responsibilities

i. EDOS fully supports NAC Separation of Duties Policy

ii. Supervisor

1. The Supervisor Position Description (PD) can be found here

2. Supervisor responsibilities will include but no be limited to:

1. Status updates on the following:

i. Product inventory

ii. Orders shipped

iii. Trends

iv. Explanation of manual adjustments

2. Management and direction of staff (VA and Contracted)

3. Management of physical security in EDOS area

4. Continuous process improvement of all EDOS operations

5. Interpret and implement directives and guidance from higher authority

6. Perform routine audits on billing statements to ensure purchase are compliant with Federal Acquisition Regulations and local Policies

7. Attend all pertinent meetings in person and TEAMS

iii. Traffic Management Specialist (TMS)

1. The TMS PD can be found here

2. TMS responsibilities will include but not be limited to:

https://dvagov.sharepoint.com/sites/SDCSOPandTraining/Shared%20Documents/Forms/AllItems.aspx?id=%2Fsites%2FSDCSOPandTraining%2FShared%20Documents%2FGeneral%2FReferences%2FSDC%20org%20chart%2Epdf&parent=%2Fsites%2FSDCSOPandTraining%2FShared%20Documents%2FGeneral%2FReferences https://dvagov.sharepoint.com/sites/SDCSOPandTraining/Shared%20Documents/Forms/AllItems.aspx?id=%2Fsites%2FSDCSOPandTraining%2FShared%20Documents%2FGeneral%2FReferences%2FNAC%20Internal%20Control%20Matrices%2Epdf&parent=%2Fsites%2FSDCSOPandTraining%2FShared%20Documents%2FGeneral%2FReferences https://dvagov.sharepoint.com/:b:/r/sites/SDCSOPandTraining/Shared%20Documents/General/References/Position%20description/28025-0%20Supervisory%20Supply%20Management%20Specialist%20GS-2003-12.pdf?csf=1&web=1&e=TKdDp2

1. Manage all outgoing freight operations of SDC operations

2. Plan, direct and monitor movement of freight shipments

3. Ensure compliance of Next Generation Delivery Services

(NGDS) contract

4. Ensure compliance of the Veterans’ Administration Pre-

Payment Audit Program

5. Generate transportation reports to track performance

6. Perform budget management and budget planning for SDC’s transportation program

7. In the absence of the supervisor, fulfill supervisor role

iv. Supply Management Specialist (SMS) GS-11

1. The SMS PD can be found here

2. SMS responsibilities will include but not be limited to:

1. Manage day-to-day operations of EDOS operations

2. Continuous process improvement of EDOS operations

3. Enforce rules and regulations of EDOS operations

4. Troubleshoot errors in EDOS operations

5. Provide customer support

6. Forecast, request and monitor warehouse supplies

7. Provide weekly report of all manual adjustments

8. Provide technical advice, guidance, and assistance on supply operations to agency personnel

v. Supply Management Specialist (SMS) GS-09

1. The SMS PD can be found here

2. SMS responsibilities will include but not be limited to:

1. Serve as a credit card purchaser for EDOS

2. Responsible for ordering all EDOS operating supplies

3. Establish and maintain supply accounting records

4. Delegated as ordering official of all supplies

5. Continuous process improvement of EDOS operations

6. Provide customer service support

7. Analyze and forecast demand of supplies

vi. Program Analyst (PA)

1. The PA PD can be found here

2. PA responsibilities will include but not be limited to:

https://dvagov.sharepoint.com/:b:/r/sites/SDCSOPandTraining/Shared%20Documents/General/References/Position%20description/44149-0%20SUPPLY%20MANAGEMENT%20SPECIALIST%20GS-2003-11.pdf?csf=1&web=1&e=gn0tRJ https://dvagov.sharepoint.com/sites/SDCSOPandTraining/Shared%20Documents/Forms/AllItems.aspx?id=%2Fsites%2FSDCSOPandTraining%2FShared%20Documents%2FGeneral%2FReferences%2FPosition%20description%2F44150%2DA%20Supply%20Management%20Specialist%20GS%2D2003%2D09%20SDC%2Epdf&parent=%2Fsites%2FSDCSOPandTraining%2FShared%20Documents%2FGeneral%2FReferences%2FPosition%20description

1. Update and manage the master record as necessary

2. Maintain and generate the catalog quarterly of products stocked by EDOS

3. Initiate replenishment actions for Publication Control Officers

(PCO’s)

4. Advise PCO’s of appropriate replenishment quantities

5. Troubleshoot stock control errors

6. Provide customer service support

vii. Quality Assurance (QA) Specialist

1. The QA PD can be found here

2. QA responsibilities will include but not be limited to:

1. Provide oversight on the execution of EDOS programs

2. Monitors EDOS programs throughout the supply chain

3. Perform quality control inspections on incoming/outgoing shipments

4. Provide customer support

5. Analyze and evaluate surveillance data to determine violations of the performance work statement

viii. Inventory Management Specialist (IMS)

1. The IMS PD can be found here

2. IMS responsibilities will include but not be limited to:

1. Oversee product location management

2. Responsible for receiving and inventory of all EDOS products

3. Conduct cycle counts

4. Oversee stock level monitoring

5. Analyze, evaluate, revise, or develop new inventory management systems

c. Contract Labor

i. Base Contract

1. Services requirement is to provide Material Handling Services, and related Warehouse Services in support of the SDC warehouse operations located in Hines, IL, and will result in a Blanket Purchase Agreement (BPA) issued against a General Service Administration (GSA) Federal Supply Schedule (FSS) contract in accordance with FAR Subpart 8.405-3 Blanket Purchase Agreements (BPA). The contractor https://dvagov.sharepoint.com/sites/SDCSOPandTraining/Shared%20Documents/Forms/AllItems.aspx?id=%2Fsites%2FSDCSOPandTraining%2FShared%20Documents%2FGeneral%2FReferences%2FPosition%20description%2F44043%2DA%20Quality%20Assurance%20Specialist%20GS%2D09%20%2Epdf&parent=%2Fsites%2FSDCSOPandTraining%2FShared%20Documents%2FGeneral%2FReferences%2FPosition%20description https://dvagov.sharepoint.com/sites/SDCSOPandTraining/Shared%20Documents/Forms/AllItems.aspx?id=%2Fsites%2FSDCSOPandTraining%2FShared%20Documents%2FGeneral%2FReferences%2FPosition%20description%2F44160%2D0%20Inventory%20Management%20Specialist%20GS%2D2010%2D09%2Epdf&parent=%2Fsites%2FSDCSOPandTraining%2FShared%20Documents%2FGeneral%2FReferences%2FPosition%20description shall ensure the oversight of all contract workers in addition to providing sufficient material handlers to accommodate the varying services outlines in this Performance Work Statement (PWS).

Contractor shall have the capacity to add or drop labor categories specified. These services are essential to ensure that the SDC achieves the agency’s core mission of caring for our nations Veterans.

2. HCI base contract can be found here

ii. Current Year Task Order

1. The current year task order can be found here

2. The SDC SOP has more details regarding the establishment and maintenance of the contract

3. Training

a. Required for VA Staff

i. FLG-100 Principles of Inventory Management

ii. FLG-102 Intro to IFCAP and GIP

iii. FLG-105 Intro to Material Management

iv. FLG-211 Intermediate Quality Assurance and Risk Management

v. FLG-118 Forecasting and Inventory Management

vi. FLG-010 Logistics Accountable Officer Training

vii. NFED 4614071 Preventing Identity Theft

b. Links for contractor and VA staff trainings:

i. Forklift Training

1. Forklift Check List

2. Forklift Operator Written Examination

3. Provisional Forklift License Checklist

c. TMS

i. Annual requirements set by VA. All employees will remain current with outstanding training requirements. Supervisors will ensure employees have completed assigned classes.

4. Facilities and Equipment

a. Security

i. If inbound/outbound trucks have mechanical issues-secure area and let VA Security know if operational hours will be impacted.

https://dvagov.sharepoint.com/:b:/r/sites/SDCSOPandTraining/Shared%20Documents/General/References/HCI%20original%20contract.pdf?csf=1&web=1&e=3wh1lT https://dvagov.sharepoint.com/:b:/r/sites/SDCSOPandTraining/Shared%20Documents/General/References/HCI%20Year%20Three%20Task%20Order%20(current).pdf?csf=1&web=1&e=5Y50xw https://dvagov.sharepoint.com/sites/HDOS/Shared%20Documents/Forms/AllItems.aspx?id=%2Fsites%2FHDOS%2FShared%20Documents%2FGeneral%2FHow%20to%20instructions%2Fforklift%20check%20list%2Epdf&parent=%2Fsites%2FHDOS%2FShared%20Documents%2FGeneral%2FHow%20to%20instructions https://dvagov.sharepoint.com/sites/HDOS/Shared%20Documents/Forms/AllItems.aspx?id=%2Fsites%2FHDOS%2FShared%20Documents%2FGeneral%2FHow%20to%20instructions%2Fforklift%20written%20exam%2Epdf&parent=%2Fsites%2FHDOS%2FShared%20Documents%2FGeneral%2FHow%20to%20instructions https://dvagov.sharepoint.com/sites/HDOS/Shared%20Documents/Forms/AllItems.aspx?id=%2Fsites%2FHDOS%2FShared%20Documents%2FGeneral%2FHow%20to%20instructions%2Fprovisional%20forklift%20license%20checklist%2Epdf&parent=%2Fsites%2FHDOS%2FShared%20Documents%2FGeneral%2FHow%20to%20instructions

ii. Submit trouble tickets in the event dock doors are non-operational to SDC maintenance email group hinesbldg37facilities@med.va.gov.

iii. SDC address is:

1. Attention: VA SDC

1st Ave. North of 22nd Street Hines, IL 60141

iv. Hours of Operation:

1. SDC Hours are from 0600 hrs. – 1800 hrs.

2. Gates Lock at 1800 hrs.

3. Receiving Hours 0700 hrs. – 1430 hrs.

4. EDOS Hours are from 0600 hrs. – 1530 hrs.

v. Points of Contact:

1. Police: 911

2. EDOS Supervisor: 708-786-7763

3. Supervisor, Supply Management Officer 708-786-7720

b. Warehouse Layout

i. SDC building 37 is a 500,000+ square foot facility located in Hines, IL.

ii. EDOS warehouse layout consists of 50,000 square feet.

c. Safety

i. In the event of an actual emergency the following listed individuals are notified as soon as possible.

ii. Emergencies including Fire, Medical, and Police

1. 911

iii. Building Command Center VA SDC Director Suite, Room 143B

1. 708-786-7520

iv. Command Center BLDG 37 VA Police Office Room 103 (non-emergency)

1. 708-786-7777

v. Emergency Control Manager, SDC COO

1. 708-786-7720

vi. SDC Facilities Management, SDC Building Engineer

1. 708-786-7845

2. 708-846-5322

d. Cleanliness

i. All employees are responsible for the overall appearance of the warehouse.

ii. All employees are responsible to ensure garbage is placed in the correct receptacle.

iii. The warehouse should be free of all debris from broken pallets and other packaging trash.

iv. Contracted personnel shall use the floor scrubber on a periodic basis.

e. Equipment

i. Heavy equipment to be always used in a safe and precautionary manner.

Under no circumstances are non-licensed employee/contractors to operate drivable machinery unless strictly under training environment.

1. Forklift:

1. At start of each day, Forklift Inspection Form will be completed by all operators and turned into shift lead.

2. Inspection records are to be maintained minimum for one month.

3. Report equipment readiness to be submitted to Warehouse

Manager.

4. For all equipment defects, maintenance request will be submitted through the SDC Maintenance email group hinesbldg37facilities@med.va.gov

5. Drivers must use horn at every row intersection.

6. If pallet blocks drivers forward view, drivers must operate forklift backwards.

7. When driving forklift with no pallet, forks must be low and tilted down.

8. Forklifts may be parked only in designated areas.

9. Do not put pallets in emergency areas, exits or blocking doors.

10. No headphones or phone usage while operating forklift.

2. Floor Scrubber:

1. Floor scrubber is to be inspected before each use using the same inspection sheet as the forklift.

2. Floor scrubber to be returned to assigned location when not in use.

3. Shrink Wrap Machine:

1. There are 4 operating shrink wrap machines in building 37.

2. Shrink wrap materials are purchased by the purchasing agent.

mailto:hinesbldg37facilities@med.va.gov

3. For non-responsive, damaged, and inoperable machines a Maintenance Ticket is to be submitted to facilities email group hinesbldg37facilities@med.va.gov

4. Facilities will conduct routine inspections, preventative maintenance, and calibrate machinery.

4. Weigh Scales:

1. For non-responsive, damaged, and inoperable scales, a

Maintenance ticket is to be submitted to facilities email group hinesbldg37facilities@med.va.gov.

2. Facilities will conduct routine inspections, preventative maintenance, and calibrate machinery.

5. Cardboard Compactor:

1. All personnel are to read compactor user manual before operating compactor.

2. Load only cardboard, no plastic or metal.

3. Firmly pull safety gate down by the handle, do not slam gate.

4. Push green button to start compactor.

5. Dock Operations

a. Inbound Operations

i. Dock Quality Assurance Specialist (QA) is responsible for all deliveries from carriers.

ii. The QA receives and coordinates all materials incoming into the SDC warehouse.

iii. If package is for another department, the QA is to track the shipments until the proper personnel receive the shipment or it is returned to carrier (return to sender).

iv. The QA must track what is accepted and signed for, and what material is declined.

v. The Warehouse Receiving Log

1. The excel log is to be used as a standard for any material received by

EDOS in addition to any programs supported by SDC.

2. This ensures proper documentation and accountability at the point of delivery.

vi. Receiving Instructions

1. Package/Parcel Shipments:

mailto:hinesbldg37facilities@med.va.gov file://VAHINHSMSMB600C.VA.GOV/AMM_Services_HSM104/SDC/Warehouse%20Operations/WO%20Reports/WO%20Receipt%20Log

1. Validate all incoming parcel shipments belong to SDC by verifying the appropriate shipping manifest/invoice or shipping label.

2. If paperwork or address on the label does not match SDC’s address, direct them to the correct location or if unknown turn the driver away.

3. If item or department is unidentifiable, follow frustrated cargo material procedures.

2. Freight Shipments:

1. Validate the address listed on the shipping manifest/invoice belongs to SDC.

2. If driver’s paperwork does not match SDC’s address, direct them to the correct location or if unknown turn the driver away.

3. Verify if load is sealed, and match seal # against shipping paperwork.

i. If it does not match or the seal is broken, call security and notify supervisor.

4. Identify and assign receiving inbound lane for appropriate department and number of pallets.

5. Validate material, quantity, pallet count, and quality against shipping paperwork.

6. If material is damaged (wet, crushed, poor quality condition) or missing items, annotate on shipping paperwork before signing.

7. Sign for shipment and create a copy for driver.

8. Complete a thorough check for accuracy and quality on EDOS products by completing the following checklist:

i. Select one box per pallet to count and verify against case count.

ii. Ensure each case on pallet is stacked appropriately and in good condition.

iii. If pallets are not stacked correctly-notify contracting staff to adjust to proper stowing proportions.

iv. Screen or expiration date (if applicable).

v. Screen for Hazardous Material (if applicable).

vi. If cases are mixed, they need to be separated onto their own pallets.

vii. Complete receiving form by program and enter all pertinent information into Warehouse Receiving Log on the share drive.

viii. Attach driver paperwork (manifest/invoice) to the receiving form and provide to Program Manager as soon as possible.

b. Returns:

i. Returns will be accepted and must be stored into their coordination staging bin/shelf.

ii. Notify the appropriate department.

c. Frustrated Cargo:

i. Shipments received that are not on file/not scanning, mislabeled or illegible to go to the Inventory Management Specialist/Program Manager for stock control research.

ii. In effort to streamline the receiving process, a designated staging area will be created.

iii. Receipt overages/shortages to be annotated on the Receiving Forms and forwarded to the Inventory Management Specialist/Program Manager for action/processing.

iv. Multipack shipments, missing case(s), damaged, all fall under special handling and processing. Annotations to be made on Receiving Form and corrective action started at the time of receipt. Communication with Inventory Managers is paramount when in identifying and resolving freight discrepancies, especially when involving external stakeholders.

d. Outbound Operations:

i. Package/Parcel Shipments:

1. All small package shipments to be staged in outbound shipping area prior to carrier’s scheduled pick-up time.

2. Each pallet to contain shipments for the same carrier (no mixed shipments).

3. To avoid delivery delays, QA to be present at the time of pick up to ensure all packages have been picked up.

ii. Freight Shipments:

1. Outbound lanes to be used to stage all outgoing freight shipments.

2. Keep shipping lanes clean and clear to prioritize safety and optimize traffic flow.

3. Shipping documents must be attached to each shipment (2-3 copies).

4. A driver signed copy of shipping documents to be turned into EDOS Transportation Section for further tracking as necessary.

e. Other Building 37 Departments:

i. All packages received for Building 37 for other departments or personnel to be logged in the appropriate Incoming Parcel Log, to track the movement of package.

ii. If a package received for Building 37 for other departments or personnel is unidentifiable, supervisor to be notified for further action.

iii. No packages to be salvaged or destroyed without prior authorization from supervisor.

f. Recycling, Salvage and Refuse

i. Pallets:

1. All broken or inoperable pallets are to be stacked and staged as neatly as possible in the far-right lane against the wall.

2. QA (shipping/receiving) to contact salvage company provided by facility manager for removal.

ii. Trash/Refuse:

1. Compactor will be utilized and emptied on a regular basis.

2. Bldg. 37 personnel not to place any wood, pallets, or metal into the compactor.

iii. Cardboard:

1. Cardboard should be placed in the compactor for recycling purposes.

iv. Metal:

1. The metal recycling is for metal only.

2. Bldg.37 personnel not to place any other material in the metal recycling bin.

v. Salvage:

1. Any inoperable or damaged items and equipment is to be placed in the far-right lane to be retrieved for salvage.

6. Forms and Publications Program

a. Ordering and Issuing Material

i. Material orders are printed out each day and compiled by Contracting Lead.

ii. Order fillers are to be assigned NLT 0730 hrs. to begin pulling all the orders for the day.

iii. Once orders are pulled they are to be packaged/prepared and submitted for either UPS or freight shipment processing.

iv. All orders to be verified by the Shipping Clerk prior to generating UPS label, as well as bulk orders prior to shipping orders via freight.

v. Shipping documentation is pasted to the order sheet and returned to IMS for filing.

b. Incoming Material

i. Material received by Quality Assurance Specialist to be entered into the

Warehouse Receiving Log.

ii. Items to be physically entered into SDC Receiving Form by program.

iii. Items to be verified for damage, serviceability, accuracy in count and nomenclature.

iv. Any damage issues upon receipt to be addressed in the drivers copy before the truck has left the dock.

v. Items are to be flagged for multipacks, mixed pallets, and size discrepancy at the time of turnover to the IMS.

vi. Items are placed in SDC locations according to overall pallet size or shelf.

c. Receiving Receipts

i. IMS will locate and review SDC Receiving Form.

ii. All material verified for qty, unit of issue, stock number, standard pack, etc.

iii. If a wrong material, shortage, overage, defective item is received, Publications Service Division team to be notified of the discrepancy.

iv. Once verification has been completed, the IMS to receive material into system (LOG).

v. Each material to be received according to what quantity it physically came

in. This quantity should match the vendors packing slip.

vi. Once the material is received, a location label to be assigned to put away into the correct stock location.

d. Procedures for Stocking Received Items

i. Do not stock until a location label has been assigned.

ii. All locations to be marked properly.

iii. Items to be rotated to maintain first-in, first-out (the newest items in the back, as well as to the left; the older items towards the front and the right).

iv. All material received should be stocked within 48 hrs.

v. If items do not fit in their locations, they must be re-assigned a more suitable location, or assign additional location.

e. Inventory Procedures and Reporting

i. All cycle counts/inventories will be in accordance with the following:

1. VA Handbook 7002, Logistics Management Policy, January 8, 2020.

2. VA Directive 7002, the report of survey is the required method used to obtain explanations of the circumstances surrounding the loss, damage, or destruction of government property.

3. All inventory adjustments exceeding $4,999.00 require a Report of Survey per DLC’s “requirement for Reports of Survey” memo dated May 1, 2023.

4. Stock level monitoring reports to be submitted to Program Control Offices upon their request.

f. Stock Level Monitoring

i. Stocked items that fall below established safety levels (typically less than three months) to be reported to the Program Office/Program Control Office (PO/PCO).

ii. Stocked items that exceed overstock levels (typically 24 months of supplies) to be reported with an action plan to the PO/PCO. The PO/PCO will then have 30 days to respond prior to disposition of overstocked quantities.

iii. Stocked items which have not been ordered in six months are reported with an action plan to the PO/PCO. The PO/PCO will then have 30 days to respond prior to disposition.

iv. New stocked item requests by to be limited to a quantity which estimated to last 12 to 18 months.

v. Discontinued items must be removed for disposition.

g. Returns

i. Returns will be accepted and must be stored into their coordination staging bin/shelf.

ii. Return items to stock in the system (LOG).

iii. Re-ship all necessary material.

h. Cataloging

i. EDOS to update and post the General Information for the Standardized

Forms, Form Letters, and Publications Combined Catalog regularly on the Forms and Publications website here.

i. Customer Service

i. All communication relating to Forms and Publications Program, use

SDCFormsandPubs@va.gov email group.

ii. As a standard no email should be left without attention for over 24 hours, an intermediate response withing 24, with resolution due within 72 hours.

7. Interment Flag Program

a. Ordering and Issuing Flags

i. Flag orders are printed out each day and compiled by Contracting Lead.

ii. Order fillers are to be assigned NLT 0730 hrs. to begin pulling all the orders for the day.

iii. Once orders are pulled they are to be packaged/prepared and submitted for either UPS or freight shipment processing.

iv. All orders to be verified by the Shipping Clerk prior to generating UPS label, as well as bulk orders prior to shipping orders via freight.

v. Shipping documentation is pasted to the order sheet and returned to IMS for filing.

b. Incoming Flags

i. Flags received by Quality Assurance Specialist to be entered into the

Warehouse Receiving Log.

ii. SDC Flag Receiving Form to be filled out.

iii. Flags to be verified for damage, serviceability, accuracy in count, etc.

iv. Any damage issues upon receipt to be addressed in the drivers copy before the truck has left the dock.

c. Flag Inspections

i. Inspections of flags are to follow a concise and clear routine.

ii. In the event a defective flag is found, additional flags to be inspected from the pallet.

https://vaww.va.gov/opal/docs/nac/sdc/formsPubsCatalog.PDF mailto:SDCFormsandPubs@va.gov

iii. Flag inspection sheet to be used and filed to record each flag inspection.

d. Receiving Receipts

i. IMS will locate and review SDC Flag Receiving Form (only after the inspections are complete).

ii. All material verified for qty, vendor, contract number, and inspection results.

iii. If a shortage, overage, defective flags are received, the supervisor to be notified for further action.

iv. IMS to send a flag receipt email notification to Office of Revolving Funds (email must include vendor, contract number, qty received, date received, amount due to vendor).

1. A New Receipt (LIE) is to be completed in iFAMS by one of the accountants.

2. Receipt number is generated and provided to IMS to confirm successful transaction.

v. IMS to receive flags into system (LOG).

vi. Flags to be received according to what quantity it physically came in. This quantity should match the vendors packing slip.

vii. Once flags are received, a location label to be assigned to put away into the correct stock location.

e. Procedures for Stocking Received Flags

i. Do not stock until a location label has been assigned.

ii. All locations to be marked properly.

iii. Items to be rotated to maintain first-in, first-out (the newest items in the back, as well as to the left; the older items towards the front and the right).

iv. All flags received should be stocked within 48 hrs.

f. Inventory Procedures and Reporting

i. All cycle counts/inventories will be in accordance with the following:

1. VA Handbook 7002, Logistics Management Policy, January 8, 2020.

2. VA Directive 7002, the report of survey is the required method used to obtain explanations of the circumstances surrounding the loss, damage, or destruction of government property.

3. All inventory adjustments exceeding $4,999.00 require a Report of Survey per DLC’s “requirement for Reports of Survey” memo dated May 1, 2023.

ii. Weekly Flag Issues Report to be submitted to DLC and SDC’s management.

iii. Monthly Flag Issues Report to be submitted to VBA CO.

iv. Monthly Flag Cut-Off Report to be submitted to Office of Revolving Funds.

g. Returns

i. Returns will be accepted and must be stored into their coordination staging bin/shelf.

ii. Return items to stock in the system (LOG).

iii. Re-ship all necessary material.

h. Customer Service

i. All communication relating to Interment Flag Program, use Interment.Flags@va.gov email group.

ii. As a standard no email should be left without attention for over 24 hours, an intermediate response withing 24, with resolution due within 72 hours.

8. Precious Metals Program

a. Package/Parcel Shipments

i. Request or Shipping

1. Stations will email requests to EDOS with a completed and signed VA

Form 134 (rev Oct 2007). VA form 134 must be signed by station shipper.

2. Stations may request bucket kits and materials. Shipping materials must always be stocked.

3. Shipping labels to ship parcels must be provided by EDOS. Stations are to request that with the VA form 134 submission confirming completed package weights. UPS label to be generated with confirmed accurate weights to send to stations for their use.

4. Precious Metals Quality Assurance Specialist (QA) will approve shipment by assigning an internal Reference Number and create a new entry in the Precious Materials & X-Ray Material Log with and “Inbound” status.

5. QA will send out detailed shipment instructions to requesting station.

ii. Receiving mailto:Interment.Flags@va.gov file://VAHINHSMSMB600C.VA.GOV/AMM_Services_HSM104/SDC/Warehouse%20Operations/EDOS%20PERMANENT%20AND%20TEMPORARY%20PROGRAMS/Precious%20Metals

1. Dock QA will complete SDC Precious Metals Receipt Form and make entry on SDC Warehouse Receiving LOG (incoming shipments spreadsheet) in the share drive and notify the AO of acceptance and staged location.

2. If the package has anything leaking, damaged, or special notes, annotate them in the “Comments/Remarks” section of the form.

3. Dock QA will place the material in designated staging area and provides completed Receipt Form to AO to complete proper transfer of accountability.

4. AO will inspect parcel for number of pieces and condition of shipment. Accountable Officer will annotate on the below portion of SDC Precious Metals Receipt Form validating quantity, condition, and acceptance.

5. After verification, AO will relocate parcel into accountable cage for processing.

6. The status of the request should be updated in the PM & XRAY Material Log as “Received”.

7. Precious Metals QA will locate newly received parcels in accountable cage and begin processing.

8. Open the parcel and verify VA Form 134’s description matches each line item.

9. Verify form weight matches container weight without opening the container!

10. Place each container separately on scale and annotate weight in grams on VA Form 134.

11. Ensure container is properly sealed. Reseal if necessary into appropriate size bag. Multiple pieces from the same shipment can be consolidated into one large plastic bag and sealed together.

12. Place tamper evident tape completely around sealed container/bag and attach identification label (Figure 4.7).

13. Place item in gaylord and add shipment into the log affixed to gaylord. This creates a running manifest total for ease of transportation documentation.

14. Each gram weight to be converted into troy ounces and written on VA Form 134 next to gram weight.

file://VAHINHSMSMB600C.VA.GOV/AMM_Services_HSM104/SDC/Warehouse%20Operations/WO%20Reports/WO%20Receipt%20Log

15. Precious Metals QA and AO, after verification of VA Form 134 will sign and date the form as confirmed and completed acceptance of material.

16. Precious Metals QA will scan completed and signed VA Form 134 as a receipt of confirmation. A copy to be emailed to station as well.

17. Paper copy of VA Form 134 is then added to pending shipment gaylord clipboard in Accountable Cage.

18. Once completed date processed, received weights, and voucher number should be documented in the PM & XRAY Log and status updated to “Processed”.

iii. Preparing Shipment to Recycler

1. Once a full load has been received, Precious Metals QA prepares it for shipment.

2. All VA Forms 134 are to be collected and compiled to create a packing list.

3. Gaylord is weighed and sealed following same guidelines for freight shipment of precious metals.

4. Transportation Officer will create VA Commercial Bill of Lading and notify Quality Assurance Specialist (Precious Metals Program Manager) of shipment date for transit to recycling vendor.

5. Once gaylord is picked up, all requests with associated voucher numbers should be updated to “Shipped”.

b. Freight shipments

i. Request for Shipping

1. Provide station with clear instructions on proper packing and acceptable materials to include.

1. Microfiche is no longer accepted. This material will be returned.

2. Film should be placed in a carton without paper jackets. These should be destroyed locally (make sure they are shredded due to HIPPA privacy regulations).

3. Each carton should weigh between 30-50 pounds.

4. Place between 30-36 cartons per pallet with a combined weight of between 1,500-2,000 pounds per pallet.

5. The cartons should not be stacked any higher than 36 inches (excluding the height of the pallet).

6. When loading onto trailer, DO NOT DOUBLE STACK PALLETS.

7. Each pallet should be shrink wrapped and/or banded with banding straps.

8. Gaylords may also be used for films. Same applies for weight and usage of both shrink wrap and banding straps.

9. Always place empty gaylord on pallet before putting x-ray film into gaylord.

2. Stations will email requests to VA Transportation and Logistics Center

(VATLC) and EDOS with a completed and signed VA Form 134a (rev Jan 2022). VA form 134a must be signed by station shipper.

3. VATLC will provide a freight estimate to EDOS to issue a purchase order and secure funds.

4. Once funds are established, VATLC will provide a VA Commercial Bill of Lading (VACBL) to the station to arrange the pick-up. The stations will send confirmation to EDOS of shipment date from freight carrier.

5. QA will assign an internal Reference Number and create a new entry in the Precious Materials & X-Ray Material Log with and “Inbound” status.

ii. Receiving Procedures

1. Dock QA will complete SDC Precious Metals Receipt Form and make entry on SDC Warehouse Receiving LOG in the share drive.

2. Each pallet will be inspected for number of pieces, weight, open boxes and ensure bolt seal (if applicable) matched VCBL. If there are any discrepancies, the Transportation Section, AO, and the Supervisor will be notified immediately.

3. The shipment is to be immediately weighed and recorded on receipt form and labeled on material (for pallets and gaylords).

4. All pallets are rewrapped tightly and secured with security tape if required. Should pallet(s) be received that are not in compliance with required shipping procedures, i.e. with broken down pallets or boxes, a Notification Letter or email will be prepared for VHA, directed to the appropriate originating medical center.

file://VAHINHSMSMB600C.VA.GOV/AMM_Services_HSM104/SDC/Warehouse%20Operations/EDOS%20PERMANENT%20AND%20TEMPORARY%20PROGRAMS/Precious%20Metals/FY24%20Precious%20Metals%20Documents/UPDATED%20FORMS

5. Once pallets have been weighed and secured, they are to be transported into accountable cage and completed receipt form provided to Precious Metals QA to complete proper transfer of accountability.

6. Under no circumstances are precious metals shipment to be left on the dock/unsecured for more than 6 hours.

7. Precious Metals QA and Accountable Officer will inspect the shipment for number of pallets and condition of the shipment.

8. Precious Metals QA will begin the processing procedures.

9. Verify Form VA 134a description matches each line item.

10. Verify form’s weight matches pallet/gaylord weight.

11. Precious Metals QA and AO, after verification of VA Form 134a will then sign and date the form as confirmed, completed, and acceptance of material.

12. Precious Metals QA will scan completed and signed VA Form 134a as a receipt of confirmation.

13. Paper copy of VA Form 134a is then added into clipboard attached to one of the staged pallets assigned to the same load.

14. Pallets/gaylords will be stored in accordance with load plan.

iii. Preparing Shipment to Recycler

1. Once a full load has been received, Precious Metals QA prepares it for shipment.

2. All VA Forms 134a are to be collected and compiled to create a packing list.

3. Transportation Officer will create a VA Commercial Bill of Lading and notify Precious Metals QA of shipment date for transit to recycling vendor’s facility.

c. Inventory

i. Inventory on all precious metals will be conducted and documented by

Quality Assurance Specialist (Precious Metals Program Manager) and AO at minimum on a quarterly basis.

d. Security

i. Precious metal shipments will be secured in the Accountable Cage.

ii. Limited personnel will have keys and access to the Accountable Cage.

iii. 24-hour monitoring system will be utilized to enhance overall security.

e. Settlements

i. Receipt of settlement will be confirmed within prescribed time limit as in accordance with MOA/Contract.

f. Customer Service

i. All communication relating to Forms and Publications Program, use SDCPreciousMetals@va.gov email group.

ii. As a standard no email should be left without attention for over 24 hours, an intermediate response withing 24, with resolution due within 72 hours.

9. Special Programs and Projects

a. General Information

i. Short term and special programs executed by EDOS to have an active Memorandum of Agreement (MOA) between the client and SDC as a service provider.

ii. The agreement to include specifics on space, handling, and transportation support for the client.

iii. Space and labor charges are subject to review yearly by both agencies and adjusted as required and mutually agreed upon.

iv. MOA’s may be terminated by the SDC or by the customer with a minimum of 90 days notification.

b. Receiving

i. Material received by Quality Assurance Specialist to be entered into the

SDC Warehouse Receiving Log.

ii. Items to be physically entered into SDC Receipt Form by program.

iii. Items to be verified for damage, serviceability, accuracy in count and nomenclature.

iv. Any damage issues upon receipt to be addressed in the drivers copy before the truck has left the dock.

v. Items are to be flagged for multipacks, mixed pallets, and size discrepancy at the time of turnover to the Program Manager (PM) and/or IMS.

vi. Items are placed in SDC locations according to overall pallet size or shelf in a designated area for the program.

vii. PM/IMS will locate and review SDC Receipt Form.

viii. All material verified for qty, unit of issue, stock number, standard pack, etc.

mailto:SDCPreciousMetals@va.gov file://VAHINHSMSMB600C.VA.GOV/AMM_Services_HSM104/SDC/Warehouse%20Operations/WO%20Reports/WO%20Receipt%20Log file://VAHINHSMSMB600C.VA.GOV/AMM_Services_HSM104/SDC/Warehouse%20Operations/WO%20Reports/WO%20Receipt%20Log

ix. If a wrong material, shortage, overage, defective item is received, Publications Service Division team to be notified of the discrepancy.

x. Once verification has been completed, the IMS to receive material into program specific tracking report.

xi. Each material to be received according to what quantity it physically came

in. This quantity should match the vendors packing slip.

xii. Once the material is received, a location label to be assigned to put away into the correct stock location.

c. Procedures for Stocking Received Items

a. Do not stock until a location label has been assigned.

b. All locations to be marked properly.

c. Items to be rotated to maintain first-in, first-out (the newest items in the back, as well as to the left; the older items towards the front and the right).

i. All material received should be stocked within 48 hrs.

ii. If items do not fit in their locations, they must be re-assigned a more suitable location, or assign additional location.

d. Inventory Procedures and Reporting

a. All cycle counts/inventories will be in accordance with the following:

i. VA Handbook 7002, Logistics Management Policy, January 8, 2020.

ii. VA Directive 7002, the report of survey is the required method used to obtain explanations of the circumstances surrounding the loss, damage, or destruction of government property.

iii. All inventory adjustments exceeding $4,999.00 require a Report of Survey per DLC’s “requirement for Reports of Survey” memo dated May 1, 2023.

iv. Stock level monitoring reports outside of the above standards to be submitted to customer upon their request.

e. Ordering and issuing material

a. Material orders are printed out each day and handed to Contracting

Lead.

b. Order fillers are to be assigned to begin pulling the orders

c. Once orders are pulled they are to be packaged/prepared and submitted for either UPS or freight shipment processing.

d. All orders to be verified by the Shipping Clerk prior to generating UPS label, as well as bulk orders prior to shipping orders via freight.

e. Shipping documentation is pasted to the order sheet and returned to IMS for filing.

f. Returns

a. Returns will be accepted and must be stored into their coordination staging bin/shelf.

b. Return items to stock in the program specific tracking system.

c. Re-ship all necessary material.

g. Customer Service

a. All communication relating to Suicide Prevention Program (Rocky

Mountain Mental Illness Research, Education and Clinical Center), use VASDCMireccSupport@va.gov email group.

b. All communication relating to Suicide Prevention Program (Office of Mental Health and Suicide Prevention), use VASDCGunlockSupport@va.gov email group.

c. All communication relating to Electronic Health Record Modernization Program, use VASDCEHRMSupport@va.gov email group.

d. As a standard no email should be left without attention for over 24 hours, an intermediate response withing 24, with resolution due within 72 hours.

10. Transportation Services

a. General Information

i. EDOS is responsible for processing VCBLs (VA Commercial Bills of Lading) for all outgoing products managed by the SDC that are not eligible to ship using NGDS (Next Generation Delivery Services).

ii. VCBLs are used to transport inside the Continental United States, Alaska, Hawaii, Puerto Rico and Internationally. For most shipment types, SESAME is the only automated system utilized to create VCBLs.

iii. Typically, SDC’s freight shipments meet domestic, LTL (less than truck load) or TL (truck Load) criteria. SESAME system administrators have fuel rates and tenders loaded for vetted TSPs (Transportation Service Providers). Shipments that meet these criteria can be processed directly in the system, which will generate a freight estimate automatically.

b. Freight Shipments mailto:VASDCMireccSupport@va.gov mailto:VASDCGunlockSupport@va.gov mailto:VASDCEHRMSupport@va.gov

i. Generating VA Form 0742 -VA Commercial Bill of Lading (VCBL) for domestic and offshore shipments:

1. Requisition ticket is turned in to Traffic Management Specialist after all items have been picked, packed, properly wrapped, and labeled.

2. Utilizing SESAME, VCBL to be generated

1. In Sesame, click on ‘General Freight’ tab and choose ‘Add’ option (for CONUS, LTL shipments)

i. Type in all required information on top portion of VCBL

Generator:

1. USER, ORIGIN ID, DESTINATION ID, SHIPPER ID,

CONSIGNEE, FREIGHT DESCRIPTION, TSP SCAC

(Transportation Service Provider Standard Carrier alpha Code)

ii. Type in all required information under ‘Addresses’ tab:

1. All addresses will automatically populate

2. Select if any accessorial services are required either at origin or destination (lift gate, inside pick up, inside delivery or residential delivery)

3. Enter PO #, followed by Voucher #, enter Government Purchase Card holder name in ‘Obligation’ block

iii. Type in all required information under ‘Freight’ tab:

1. Pieces, select the appropriate ‘Paging’, net weight, total pallet weight in ‘Pal Weight’ block

iv. Type in all required information under ‘Rate and charges’ tab:

1. Select ‘Shipment Type’ and the remaining blocks will automatically populate based on type of freight the shipment is (line haul rate, fuel surcharge, etc.)

v. Once complete, select ‘Print VCBL’

vi. Contact the carrier to schedule the pickup

vii. Provide a copy of the VCBL to the driver at the time of the pickup and keep a driver-signed copy

ii. Generating VA Form 0742 -VA Commercial Bill of Lading (VCBL) for international shipments

1. Requisition ticket is turned in to Traffic Management Specialist after all items have been picked, packed, properly wrapped, and labeled

2. Contact three vetted TSPs for a OTO (One-Time-Offer)/quote

3. Utilizing SESAME, create a Tender and generate a VCBL

1. In Sesame, click on ‘Tenders’ tab and choose ‘Add’ option

2. Select proper mode of transportation

3. Type in required information:

i. SCAC, add quote number next to auto populated ‘Tender’, ORIGIN ID, DEST ID, PT-2-PT-RATE and MC

ii. Once complete select ‘Save Exit’

4. To create a VCBL, follow same steps as domestic/LTL shipments with an exception, under ‘Rates & Charges’ Tab ensure Shipment Type matches ‘Rate Type’ selected when that Tender was created

1. Generate all required international customs/shipping documents

2. Contact the carrier to schedule the pickup

3. Provide a copy of the VCBL to the driver at the time of the pickup and keep a driver-signed copy

iii. Audits

1. SDC is responsible for performing prepayment audits on invoices received for all shipments arranged by the SDC.

2. Prepayment Audit Program is managed by VA Transportation and Logistics Center, with the Administrator of GSA providing oversight of the program.

3. Verify SF 1113 (Public Voucher for Transportation Charges) for accuracy and completeness (voucher number, VCBL and PRO number, the amount billed, payee’s certificate with date and signature of authorized representative, etc.)

4. Verify TSP’s invoice for accuracy and completeness (weight, rate, charges, etc.)

5. Verify receipt of goods (signed VCBL, signed delivery receipt, etc.)

6. All required information can be entered in SESAME under ‘Audit’ tab

(Audit process attached)

7. Transportation payments to be submitted within 24hrs after audit is complete

8. Invoices with overcharges and or/other discrepancies need to be communicated to TSP either electronically or in writing within 7 days of receipt of the invoice. Provide supporting documentation (if available) justifying disputed charges or any other corrections needed. Invoices are not submitted to for payment until carrier/VA agreement is reached for final invoice amount.

9. After verification, audit to be completed in SESAME

1. In SESAME, click on ‘General Freight’ tab and choose

‘Search/Update’ option

2. Type in VCBL number that’s being audited and select ‘Retrieve records’

3. Verify invoice charge details with SESAME rates under ‘Rate’s

& Charges’ (rate, LH Charges, fuel adjustment, other accessorial charges)

4. Fill in all required information under ‘Audit’ tab (auditor, audit date, pick up date, SF1113 number, invoice date, weight, invoice amount, justifications for charges can be made in ‘Reclaim Notes’ block)

5. Once complete select ‘Save Exit’

c. Package/Parcel Shipments

i. SDC adheres to the Office of Management and Budget (OMB) designated Best-In -Class mandatory use solution for small package delivery services known as Next Generation Delivery Services (NGDS).

ii. The NGDS contact provides for domestic and international package delivery services for Federal Agencies. The mandatory use of memorandum is posted in the GSA acquisition hallway

iii. SDC utilizes NGDS carriers for domestic or international shipments (to include Alaska, Hawaii, and Puerto Rico) under 150 lbs.

iv. Current NGDS Vendors:

1. Federal Express Corporation-Domestic and International

2. United Parcel Service-Domestic and International

3. Polar Air Cargo (DHL subcontractor)-International only

d. Customer Service https://acquisitiongateway.gov/documents/resources/11789

i. All communication relating to transportation services should be directed to SDC’s Traffic Management Specialists.

ii. As a standard no email should be left without attention for over 24 hours, an intermediate response withing 24, with resolution due within 72 hours.