TE5 Logistics Maintenance Manual.pdf

LOGISTICS SUPPORT

Ready Reserve Force Logistics Management Manual

VOLUME I

June 1, 2011

Maintenance

Repair

Logistics Management Manual

VOLUME I

RRF SHIPBOARD LOGISTICS

MANAGEMENT

Table of Contents i

RRF Logistics Management Manual

Volume I: RRF Shipboard Logistics Management

Chapter 1: Introduction to the RRF Logistics Support System.............................. 1-1

1.0 The Ready Reserve Force .................................................................................................................................... 1-1

1.1 RRF Logistics Management Manual (LMM) ...................................................................................................... 1-1

1.1.1 Purpose ............................................................................................................................................... 1-1

1.1.2 Terms ................................................................................................................................................. 1-1

1.1.3 Manual Organization .......................................................................................................................... 1-1

1.1.4 Changes to the Manual ....................................................................................................................... 1-2

1.2 The RRF Logistics Support System Concept ...................................................................................................... 1-2

1.2.1 Shipboard Supply Management Program ........................................................................................... 1-2

1.2.2 Configuration Management Program. ................................................................................................ 1-2

1.2.3 Shore-Based Spares Program. ............................................................................................................ 1-2

1.2.4 MARAD Logistics Support System ................................................................................................... 1-2

1.2.5 Interagency Support ........................................................................................................................... 1-2

1.3 Inspections and Reviews...................................................................................................................................... 1-2

1.3.1 Area Supply Readiness Assessment ................................................................................................... 1-2

1.3.2 Logistics Management Reviews ......................................................................................................... 1-3

1.3.3 Other Inspections and Reviews .......................................................................................................... 1-3

1.3.4 Logistics Support Visits ..................................................................................................................... 1-3

1.4 Activity Phases .................................................................................................................................................... 1-3

1.5 RRF Readiness Ratings ....................................................................................................................................... 1-3

1.6 Federal Government Property Regulations .......................................................................................................... 1-4

Chapter 2: RRF Logistics Organization and Responsibilities ................................ 2-1

2.0 Organizational Responsibilities ........................................................................................................................... 2-1

2.1 MARAD/RRF Headquarters ............................................................................................................................... 2-1

2.1.1 Associate Administrator for National Security (MAR-600) ............................................................... 2-1

2.1.2 Office of Ship Operations (MAR-610) ............................................................................................... 2-1

2.1.3 Division of Ship Maintenance and Repair (MAR-611) ...................................................................... 2-1

2.1.4 Division of Sealift Operations (MAR-612) ........................................................................................ 2-2

2.1.5 Division of Logistics Support (MAR-614) ......................................................................................... 2-2

2.1.6 Division of Management (MAR-392) ................................................................................................ 2-3

2.1.7 Office of Accounting (MAR-252) ...................................................................................................... 2-3

2.1.8 Office of Acquisition (MAR-380) ...................................................................................................... 2-3

2.2 Area Offices ......................................................................................................................................................... 2-3

2.2.1 Area Ship Operations and Maintenance Officer (SOMO) .................................................................. 2-3

2.2.2 Logistics Management Officer (LMO) ............................................................................................... 2-3 ii

2.2.3 Marine Surveyors ............................................................................................................................... 2-4

2.2.4 Inventory and Material Coordinator (SBS Warehouse Manager) ...................................................... 2-4

2.2.5 Inventory Management Specialists ..................................................................................................... 2-5

2.3 Ship Managers ..................................................................................................................................................... 2-5

2.4 DOD and other Activities .................................................................................................................................... 2-5

Chapter 3: RRF Management System (RMS) ........................................................... 3-1

3.0 MARAD Management Information Systems ...................................................................................................... 3-1

3.1 MARAD RRF Management System .................................................................................................................. 3-1

3.2 NS5 Module ......................................................................................................................................................... 3-1

3.2.1 Activating and De-Activating RMS ................................................................................................... 3-1

3.2.2 Hardcopy Ship’s Allowance Lists ...................................................................................................... 3-1

3.3 Database Reporting Requirements. ...................................................................................................................... 3-1

3.3.1 Vessels with an Active NS5 ............................................................................................................... 3-2

3.3.2 Vessels with an Inactive NS5 ............................................................................................................. 3-2

3.4 Reference Guides………………………………………………………………………………………………..3-2

Chapter 4: Shipboard Logistics Management ......................................................... 4-1

4.0 Sustainability and Accountability ........................................................................................................................ 4-1

4.1 Use of Shipboard Spare Parts .............................................................................................................................. 4-1

4.1.1 Overhauls and Availabilities .............................................................................................................. 4-1

4.1.2 Scheduled Repairs Accomplished by Outside Subcontractors ........................................................... 4-1

4.2 Control and Accountability of Shipboard Spare Parts ......................................................................................... 4-1

4.2.1 The RMS Module is an Accountable Record. .................................................................................... 4-1

4.2.2 Care and Safekeeping of Government Property ................................................................................. 4-1

4.2.3 Seals ................................................................................................................................................... 4-2

4.2.4 Maintaining the Accountability of Spare Part Boxes ......................................................................... 4-2

4.2.5 Opening Sealed Boxes and Drawers .................................................................................................. 4-2

4.2.6 Changes to Seal Logs ......................................................................................................................... 4-2

4.2.7 Government Sampling and Re-sealing of Spare Parts Boxes ............................................................. 4-2

4.2.8 Contractor Application of Permanent Seals ....................................................................................... 4-2

4.2.9 Padlocks ............................................................................................................................................. 4-3

4.2.10 Storeroom Security and Cleanliness ................................................................................................. 4-3

4.3 Material Issue ...................................................................................................................................................... 4-3

4.4 Contractor Responsibility to Initiate Replenishment of Spare Parts. ................................................................... 4-3

4.5 Spare Parts Replenishment from Shore-based Spares (SBS) and Defense Logistics Agency (DLA) ................. 4-4

4.5.1 SBS Warehouse .................................................................................................................................. 4-4

4.5.2 Shore-Based Spares (SBS) is a Mandatory Source of RRF Spare Parts ............................................. 4-4 iii

4.5.3 Requesting an Item from SBS ............................................................................................................ 4-4

4.5.4 Required Remarks on All Spare Parts Purchase Requests ................................................................. 4-4

4.5.5 Use of SBS to Support Federal or MARAD-owned School Ships ..................................................... 4-4

4.5.6 Obtaining items from the General Services Administration (GSA) or (DLA) ................................... 4-4

4.6 Material Receipt .................................................................................................................................................. 4-5

4.6.1 Spare Parts Purchased by the Ship Manager ...................................................................................... 4-5

4.6.2 Stowing Spare Parts ............................................................................................................................ 4-5

4.6.3 Labels ................................................................................................................................................. 4-5

4.6.4 “Push" Material .................................................................................................................................. 4-5

4.7 Transferring Items ............................................................................................................................................... 4-5

4.7.1 Transferring Items to Other RRF Vessels. ......................................................................................... 4-5

4.8 Weapons and Ammunition .................................................................................................................................. 4-7

4.8.1 Small Arms Weapons and Ammunition Usage .................................................................................. 4-7

4.8.2 Small Arms Weapons and Ammunition Accounts ............................................................................. 4-7

4.8.3 Small Arms Weapons and Ammunition Procedures .......................................................................... 4-7

4.8.4 Ammunition Disposal ......................................................................................................................... 4-7

4.9 Required Files ...................................................................................................................................................... 4-8

4.9.1 Surveys and Transfer Orders .............................................................................................................. 4-8

4.9.2 Receipt and Shipping Documents....................................................................................................... 4-8

4.10 Adding Technical Manuals and Drawings to the NS5 Database ....................................................................... 4-8

4.10.1 Technical Manuals and Drawings .................................................................................................... 4-8

4.10.2 Technical Manuals ........................................................................................................................... 4-8

4.10.3 Drawings .......................................................................................................................................... 4-8

4.11 Packaging and Preservation ............................................................................................................................... 4-9

4.11.1 Preservation ...................................................................................................................................... 4-9

4.11.2 Packaging ......................................................................................................................................... 4-9

4.11.3 Material Identification .....................................................................................................................4-10

4.11.4 Marking ...........................................................................................................................................4-10

Chapter 5: Accountable Property ............................................................................. 5-1

5.0 Outfitting Material ............................................................................................................................................... 5-1

5.1 Accountable Property .......................................................................................................................................... 5-1

5.1.1 Items Managed as Accountable Property ........................................................................................... 5-1

5.1.2 Capitalized Assets .............................................................................................................................. 5-1

5.1.3 Items Specifically Excluded from Accountable Property Records ..................................................... 5-1

5.1.4 Official Record of Accountable Property ........................................................................................... 5-2

5.1.5 Fire and Safety Equipment ................................................................................................................. 5-2

5.1.6 Chemical, Biological, Radiological Defense (CBR-D and Force Protection Gear (FPG) ................. 5-2

5.2 Custodial Responsibilities ................................................................................................................................... 5-2

5.2.1 Property Custodians ........................................................................................................................... 5-2

5.2.2 Ship Manager Custodial Responsibilities ........................................................................................... 5-2

5.2.3 Maritime Academy Custodial Responsibilities .................................................................................. 5-3 iv

5.2.4 Maintenance of RMS Accountable Property Database ...................................................................... 5-3

5.2.5 New Accountable Property................................................................................................................. 5-3

5.2.6 Removing Accountable Property ....................................................................................................... 5-3

5.2.7 Labeling of Government Property ...................................................................................................... 5-3

5.3 Required Inventory of Accountable Property ...................................................................................................... 5-3

5.3.1 Annual Inventory by Ship Managers .................................................................................................. 5-3

5.3.2 Return from Activation ..................................................................................................................... 5-4

5.3.3 Capitalized Assets .............................................................................................................................. 5-4

5.3.4 Annual Inventory by Maritime Academies ........................................................................................ 5-4

5.3.5 Reconciliation of Accountable Property Inventories .......................................................................... 5-4

Chapter 6: Configuration Management .................................................................... 6-1

6.0 Shipboard Configuration Management ................................................................................................................ 6-1

6.1 Equipment Mission Criticality ............................................................................................................................. 6-1

6.2 Configuration Management Database ................................................................................................................. 6-1

6.2.1 Requirement to Maintain the Vessel’s Installed Equipment Database ............................................... 6-1

6.2.2 Procurement of New Spare Parts in Conjunction with the Installation of New Equipment .............. 6-2

6.2.3 Requirement to Review Critical Spares and Maintain Vessel’s Spare Parts Support ......................... 6-2

6.3 Management of Shipboard Allowances ............................................................................................................... 6-2

6.4 Provisioning ......................................................................................................................................................... 6-2

6.4.1 Ship Managers are Responsible for Provisioning RRF Vessels ....................................................... 6.2

6.4.2 MAR-614 Provisioning Packages ..................................................................................................... 6-3

6.4.3 Review of Provisioning Packages .................................................................................................... 6-3

6.5 Accounting for Technical Documentation ........................................................................................................... 6-3

6.5.1 Ship Managers are Accountable for Maintaining Technical Manuals and Drawings ........................ 6.3

Chapter 7: Reporting Shipboard Excess Material ................................................... 7-1

7.0 Management of Shipboard Excess Material ........................................................................................................ 7-1

7.1 Reporting Serviceable Items ................................................................................................................................ 7-1

7.2 Reporting Unserviceable Items ............................................................................................................................ 7-1

7.2.1 Items Damaged by the Ship’s Crew ................................................................................................... 7-1

7.2.2 Unserviceable Accountable Property ................................................................................................. 7-1

7.2.3 Scrap Metal ........................................................................................................................................ 7-2

7.2.4 Non-recyclable Items with Commercial Resale Value ....................................................................... 7-3

7.2.5 Non-recyclable Items with No Residual Commercial Resale Value .................................................. 7-3

7.3 Reporting Lost Government Property .................................................................................................................. 7-3

7.4 Contracts to Include Removal and Disposal of Obsolete Equipment and Spare Parts ........................................ 7-3

7.5 Hazardous Material .............................................................................................................................................. 7-3 v

7.6 Use of the Defense Logistics Agency Disposition Services ................................................................................ 7-3

7.7 Sale, Donation or Loan of RRF Property............................................................................................................. 7-4

7.8 Removal of Equipment and Government Property from NDRF Vessels ............................................................ 7-4

7.8.1 Documentation for Removing Equipment and Government Property from NDRF Vessels .............. 7-4

Chapter 8: Ship Manager Turnover and Inventory Accuracy ................................. 8-1

8.0 Inventory Standards and Methodology ................................................................................................................ 8-1

8.1 Acceptance and Termination Inventories ............................................................................................................ 8-1

8.1.1 Acceptance Inventory ......................................................................................................................... 8-1

8.1.2 Termination Inventory ........................................................................................................................ 8-1

8.1.3 Use of previous Inventory Samples .................................................................................................... 8-1

8.1.4 Waiver of Required Acceptance and Termination Inventories by the Property Administration ........ 8-1

8.2 Management of Shipboard Allowances ............................................................................................................... 8-1

8.3 Inventory Errors. .................................................................................................................................................. 8-2

8.4 Computing Inventory Accuracy........................................................................................................................... 8-2

8. 4.1 Line Items with a Balance of Zero .................................................................................................... 8-2

Chapter 9: MCDS and OPDS. .................................................................................... 9-1

9.0 Specialized Outfitting .......................................................................................................................................... 9-1

9.1 Modular Cargo Delivery System (MCDS) .......................................................................................................... 9-1

9.1.1 MCDS Organizational Support Responsibilities ................................................................................ 9-1

9.1.2 Chief Engineer .................................................................................................................................... 9-1

9.1.3 Chief Mate .......................................................................................................................................... 9-1

9.1.4 Separate Storage ................................................................................................................................. 9-2

9.2 Off-Shore Petroleum Discharge System (OPDS) ................................................................................................ 9-2

9.2.1 OPDS Organizational Support Responsibilities ................................................................................. 9-2

9.2.2 Chief Engineer .................................................................................................................................... 9-2

9.2.3 Chief Mate .......................................................................................................................................... 9-2

9.2.4 Separate Storage ................................................................................................................................. 9-2 vi

Appendix A: Definitions ............................................................................................ A-1

Appendix B: Acronyms ............................................................................................. B-1

Appendix C: Logistics Inspection Checklist ........................................................... C-1

Appendix D: Hazardous Material. ............................................................................ D-1

Appendix E: Forms. ................................................................................................... E-1

Appendix F: Non-Validation Worthy Equipment...................................................... F-1

Appendix G: Sample Sizes at 95% Confidence level and 5% Precision................G-1

Appendix H: PMS325 Letter dated 25 July 2000 ..................................................... H-1

Chapter 1: Introduction to the RRF Logistics Support System

1-1

1.0 The Ready Reserve Force

The Ready Reserve Force (RRF) was established by the Maritime Administration (MARAD) in coordination with the U.S. Navy in 1976 as a support element for the deployment of U.S. forces. The RRF is an element of the National Defense Reserve Fleet (NDRF) that has been tasked to maintain an effective sealift capability in support of the Department of Defense (DOD). MARAD manages RRF vessel acquisitions, upgrades, activations, maintenance, and operations. RRF vessels are entrusted to contract ship managers, general agents, and a number of maritime academies.

1.1 RRF Logistics Management Manual (LMM)

1.1.1 Purpose

The RRF Logistics Management Manual provides logistics support guidance and operating procedures to MARAD Headquarters and Area personnel. It also provides authoritative guidance and direction to Ship Managers, general agents, surveyors, support contractors (as provided for in their respective contracts) and selected maritime academies that have custody of an RRF vessel. This manual shall also serve as a reference for those Government agencies whose functions and responsibilities require them to interact with MARAD and the RRF.

The RRF Logistics Management Manual addresses MARAD supply management policies, procedures and responsibilities within the context of the RRF Logistics Support System.1

It also prescribes uniform configuration management and provisioning requirements, applications, objectives, and definitions for the RRF, and assigns responsibilities related thereto.

When there is an apparent conflict between the terms of the Ship Manager’s contract or the Federal Acquisition Regulation (FAR) and this manual, the contract or the FAR must take precedence.

1.1.2 Terms

The term “Ship Manager” will be used in this manual to indicate general agents, ship managers, and Chief Engineers of RRF vessels operated by maritime academies. The term “Government” will be used to indicate managers and employees of the Maritime Administration. The term “Area” will refer to managers and employees of the Divisions of Atlantic, Gulf and Pacific Operations of the Maritime Administration. A Glossary of logistics terms used in this manual is provided in Appendix A. The meaning of common acronyms is provided in Appendix B.

1.1.3 Manual Organization

The RRF Logistics Management Manual is divided into two sections:

a. Volume I: RRF Shipboard Logistics Management

b. Volume II: RRF Shore-Based Logistics Management

Chapters are numbered consecutively with paragraphs numbered in legal style. Users should examine the Table of Contents to obtain an overview of the contents of each chapter. Whenever possible, tables, figures and footnotes have been provided to clarify the processes or procedures contained in the text. Footnotes are numbered consecutively within each chapter. An index is provided at the end of each volume.

1Maritime Administration Policy Directive 10-02, June 28,2010.

1-2

1.1.4 Changes to the Manual

Recommendations for changes to this manual are encouraged and should be sent to the Division of Logistics Support (MAR-614).

1.2 The RRF Logistics Support System Concept

The RRF Logistic Support System is built around three critical programs: The Shipboard Supply Management Program, the Configuration Management Program and the RRF Shore-Based Spares Program.2

1.2.1 Shipboard Supply Management Program

The Shipboard Supply Management Program addresses the logistics functions performed aboard ship or in direct support of shipboard operations. It encompasses allowance and inventory management policy, procedures, and information related to shipboard spare parts, outfitting material, and technical documentation.

1.2.2 Configuration Management Program

The Configuration Management Program provides a systematic means for documenting the configuration of shipboard equipment and includes provisions for configuration identification, change control, spare parts provisioning and allowance determination. An active Configuration Management Program is necessary for effective logistics support.

1.2.3 Shore-Based Spares Program

The Shore-Based Spares (SBS) Program provides guidelines for managing inventories of RRF equipment and repair parts critical to mission readiness but not readily available on the open market. The MARAD SBS warehouses also provide convenient temporary storage for spare parts, controlled material, and technical documentation removed from vessels undergoing overhaul, slated for disposal, etc.

1.2.4 MARAD Logistics Support System

The RRF Management System (RMS) serves as MARAD’s enterprise repository for all RRF equipment, spare part, outfitting, Accountable Property, technical manual, and vendor drawing data and information. RMS integrates maintenance, logistics and purchasing, providing life-cycle visibility of logistics material from acquisition until disposal. Within RMS, the Nautical Systems 5 (NS5) software and associated hardware provide readily available logistics-related data and information to Government and contractor personnel supporting RRF operations and maintenance.

1.2.5 Interagency Support

The Division of Logistics Support (MAR-614) is the central requisitioning point for spare parts available through the Federal Supply System (FSS).

1.3 Inspections and Reviews

MAR-614 conducts several types of formal and informal inspections as a way of monitoring the performance and effectiveness of the RRF Logistics Support Program.

1.3.1 Area Supply Readiness Assessment MAR-614 will conduct periodic Management Quality Reviews (MQR) of ship-controlling Areas. The factors to be assessed will be published and provided in advance to each Area. The assessment will examine the degree to which Area practices conform to the policies and procedures contained in this manual, the Federal Acquisition Regulation (FAR), and Maritime Administration Policy

2 Maritime Administration Policy Directive 10-02, June 28, 2010.

1-3

Directives. Such evaluations will also assess the effectiveness of these policies and procedures in supporting the operational logistics needs of the Areas.

1.3.2 Logistics Management Reviews

Logistics Management Reviews (LMRs) examine and evaluate the contract performance of Ship Managers and normally focus on a specific vessel. LMRs are conducted using Performance Element 1-6: Logistics, contained in the Ship Manager Contract (SMC) Quality Assurance Surveillance Plan (QASP). In the case of maritime schools that operate RRF-owned vessels, LMRs will evaluate the control and management of federally owned property, while also assessing the effectiveness of the vessel’s logistics management program. This manual, the FAR, and the contract itself are used as the basis for these evaluations.

Areas will perform "routine" LMRs of RRF vessels. MARAD HQ will periodically perform unannounced or “no-notice” LMRs on selected vessels to assure the logistics management program onboard the vessel complies with the Ship Manager’s contract, the FAR and the operational support requirements of the RRF. HQ LMRs are also used to gauge the effectiveness of Area logistics management programs. The areas addressed during Logistics Management Reviews are listed in Performance Element 1-6: Logistics; MAR-614’s QASP Execution Checklist is contained in Appendix C.

1.3.3 Other Inspections and Reviews

MAR-614 or an Area may conduct other inspections and reviews on an ad-hoc basis to address specific logistics readiness concerns. These inspections (which may focus on a ship, a ship class or a MARAD Area Office), may be formally scheduled or conducted on a “no-notice” basis, as required.

1.3.4 Logistics Support Visits

MAR-614 or an Area may conduct Logistics Support Visits to ensure timely activation, perform training, seal drawers or other reasons. Logistics Support visits will be coordinated in advance, with written or e-mail notification to the Chief Engineer and Ship Manager.

Minimizing the number of Temporary Seals on a vessel is in the interest of both the Maritime Administration and the Ship Manager. A large number of Temporary Seals poses a readiness risk due to uncertain inventory accuracy while deployed. However, since inventory accuracy is primarily a Ship Manager responsibility, Inventory Management Specialists will only apply permanent seals to those locations found to have 100% inventory accuracy.

During a Logistics Support Visit, any location where an error is found will be re-sealed with a Temporary Seal, with the Chief Engineer and Ship Manager notified of the findings. During a Logistics Support Visit, the Inventory Management Specialist is not authorized to adjust the inventory quantity on hand.

1.4 Activity Phases

The life cycle of an RRF vessel may encompass many different events, including initial acquisition, routine maintenance periods, activation, and operation. Under the current Ship Manager Contract these stages in the life cycle have been simplified to two (2) phases, which are defined below:

a. Phase M: Maintenance

b. Phase O: Operation

1.5 RRF Readiness Ratings

MAR-610 assigns overall RRF readiness ratings, which are provided below for informational purposes.

a. C-1: No mission degrading deficiencies

1-4

b. C-2: Documented and correctable mission degrading deficiencies

c. C-3: Mission degrading deficiencies exist which cannot be corrected.

d. C-4: Major deficiencies prevent the ship from performing its primary mission, which cannot be corrected within the assigned period.

e. C-5: Scheduled major repairs in progress - unable to meet assigned readiness criteria.

1.6 Federal Government Property Regulations

All persons and activities involved in the RRF Logistics Support System may, at one time or another, find themselves accountable or responsible for Government property. The procedures contained in this manual are designed to accomplish the supply management mission while protecting this accountability. "Government property" is defined as all property owned by or leased to the Government, or acquired by the Government under the terms of a contract. It includes both Government-furnished property, and contractor-acquired property as defined in the Federal Acquisition Regulation (FAR). It includes all facilities, material, special tooling, special test equipment, and agency-peculiar property. The following publications and instructions provide requirements and guidance for the management of such property:

a. Federal Acquisition Regulation (FAR), 48 CFR 45 and 52. This publication prescribes policies and procedures for providing Government property to contractors; contractor's use and management of Government property;

and reporting, redistributing, and disposing of contractor inventories of Government property.

b. Federal Management Regulation (FMR), 41 CFR Chapters 101 and 102. This publication prescribes regulations, policies, and procedures pertaining to the management of Government property.

c. Equipment Management and Control (DOT Order 4410.4). This order contains Department of Transportation

(DOT) policy for the management, accountability, control, utilization, and disposal of Government-owned, leased, and/or borrowed equipment. It implements and supplements the FMR.

d. Accountability and Capitalization of Property (MAO 330-13). This order establishes policy for accountability and capitalization criteria for the Maritime Administration.

Chapter 2: RRF Logistics Organization and Responsibilities

2-1

2.0 Organizational Responsibilities

The following paragraphs describe in general terms the responsibilities of the organizations and staff positions supporting the RRF Logistics Support System (RRF/LSS).

2.1 MARAD RRF Headquarters

MARAD Headquarters in Washington, D.C., provides overall RRF program policy, management, direction, and support through the offices and divisions described below:

2.1.1 Associate Administrator for National Security (MAR-600) The Associate Administrator for National Security has overall responsibility for ensuring the coordination and implementation of the policies and procedures contained in this manual.

2.1.2 Office of Ship Operations (MAR-610)

The Director, Office of Ship Operations, serves as the RRF Program Manager and is responsible for the coordination and implementation of the policies contained in this manual. Responsibilities include:

a. Through management reports and general oversight, ensure that the RRF Logistic Support System effectively provides the requisite level of logistics to meet the mission and requirements of the RRF.

b. Provide adequate funding and personnel to support all aspects of the RRF Logistics Support System.

c. Approve issue of instructions, manuals, and other directives required to implement RRF/LSS policies and procedures.

d. Coordinate inter-agency support with the U.S. Transportation Command (USTRANSCOM), the Military Sealift Command (MSC), and other agencies.

e. Approve proposed spare parts provisioning actions for vessels undergoing conversion, upgrade, or sealift enhancement.

2.1.3 Chief, Division of Ship Maintenance and Repair (MAR-611) The Division of Ship Maintenance and Repair, supervises RRF maintenance and repair systems, funding, and methodologies. Responsibilities include:

a. Provide technical assistance and guidance to MAR-614 in matters involving RRF logistics support.

b. Advise MAR-614 of all issues that may impact RRF logistics readiness.

c. Conduct a final review of excess material staged for disposal.

d. Fund special programs.

2-2

2.1.4 Chief, Division of Sealift Operations (MAR-612)

The Division of Reserve Fleet, supervises Emergency Planning, Vessel Out-porting and NDRF Fleet Management.

Responsibilities include:

a. Provide technical assistance and guidance to MAR-614 in matters involving NDRF logistics support.

b. Advise MAR-614 of all issues that may impact NDRF/RRF logistics readiness such as weapons and ammunition, Force Protection Gear (FPG), Safety Gear, and Chemical, Biological, and Radiological Defense (CBR-D) materials.

c. Fund special programs

2.1.5 Division of Logistics Support (MAR-614)

The Division of Logistics Support serves as the RRF Logistics Support System Program Manager.1

Responsibilities include:

a. Develop and implement the policies, procedures, and systems necessary to provide effective logistics support for the RRF.

b. Monitor and evaluate Area logistics support programs and activities.

c. Ensure that Ship Managers, maritime schools operating RRF ships, and SBS Warehouse operations comply with established logistics support policies and procedures.

d. Maintain the RRF Logistics Management Manual (LMM).

e. Supervise the management, development, and operation of RMS and associated systems.

f. Maintain and monitor the functionality and validity of RMS databases, in accordance with MAO 630-7 and the

RRF Logistics Management Manual.

g. Fund the purchase of critical spares approved by MAR-611. Purchases are subject to the constraints of funds.

Purchases to be conducted by MAR-614’s Logistics Support contractor.

h. Coordinate logistics support requirements for new RRF vessel acquisitions, upgrades and conversions.

i. Monitor the security and storage of RRF spare parts, outfitting items, Accountable Property and Shore-Based

Spares.

j. Schedule periodic Area Logistics Support Audits, RRF HQ LMRs, and validations of RRF vessel and SBS warehouse inventories.

k. Develop and implement RRF configuration management and provisioning programs.

l. Approve and direct the transfer of Shore-Based Spares among Areas.

m. Exercise technical and administrative supervision and control over the Shore-Based Spares Program.

n. Provide logistics support training and guidance to Area personnel as required.

o. Conduct shipboard Assist Visits as required.

p. Provide periodic financial accountability reports for Shipboard and Shore-Based Spares operations to the Chief, Division of Accounting Operations (MAR-252).

q. Serve as the designated Accountable Property Officer (APO) for all Shore-Based Spares, per MAO 330-13.

r. Serve as the Property Administrator for all Accountable Property and spare parts onboard RRF vessels.

s. Program and manage logistics support funds.

1Maritime Administration Policy Directive 10-02, June 28, 2010, paragraph 4.04.

2-3

2.1.6 Division of Management (MAR-392)

The Division of Management is responsible for all policy and procedures concerning matters of personal property management.

2.1.7 Office of Accounting Operations (MAR-252)

The Director, Office of Accounting, is responsible for maintaining financial accountability records for Shipboard and Shore-Based Spares based on periodic summary transaction reports received from MAR-614.

2.1.8 Office of Acquisition (MAR-380)

The Office of Acquisition provides contracting and purchasing support and guidance.

2.2 Area Offices

The Atlantic, Gulf, and Pacific Areas have significant management responsibilities under the RRF Logistics Support Program. Each Area is organized in a similar, but not identical manner.

2.2.1 Area Ship Operations and Maintenance Officer (SOMO)

The SOMO is the senior MARAD official in each Area. The SOMO is responsible for scheduling activations, yard periods, and other RRF vessel evolutions, and as such, must be aware of the logistics readiness status of the RRF vessels assigned to the Area. Responsibilities include:

a. Appoint a Logistics Management Officer (LMO) for the Area.

b. Appoint an Accountable Property Officer (APO) for shipboard spare parts and Accountable Property.

c. Approve changes in the shipboard configuration.

d. Ensure the logistics policies and procedures outlined in this manual are carried out.

e. Ensure Ship Manager turnovers are conducted properly.

2.2.2 Logistics Management Officer (LMO)

The Area LMO reports to the Area SOMO and liaises with MARAD Headquarters (MAR-614) on all logistics support-related matters. Responsibilities include:

a. Serve as the APO for all Accountable Property and spare parts on RRF vessels in the Area. Coordinate overall

RRF logistics support functions within the Area.

b. Review and document the performance of the Ship Managers and school ships with respect to configuration management, inventory management and control of Accountable Property.

c. Review and document the Ship Manager’s maintenance of RMS databases.

d. Ensure Area and Ship Manager personnel are competent in the execution of logistics management responsibilities, including the use of RMS and property management procedures.

e. Conduct periodic LMRs to ensure compliance with the logistics support requirements set forth in the Ship

Manager Contract and the Logistics Management Manual.

f. Authorize and coordinate the removal of excess spare parts and Accountable Property from RRF vessels.

g. Review the results of Accountable Property inventories.

h. Manage and safeguard Area Shore-Based Spares inventory as directed by HQ and the Logistics Management

Manual.

i. Responsible for the integrity of data entered into RMS.

j. Conduct a joint inventory of Accountable Property and spare parts upon award of a new Ship Manager contract, termination of a ship manager, transfer of a vessel from one Area to another, or when there is reason to believe

2-4 that significant deficiencies exist in property or spare parts accountability.

k. Supervise and train all Area logistics support personnel.

l. Communicate and coordinate with MAR-614 on all Area logistics related - matters.

m. Conduct shipboard Assist Visits as required.

n. Keep the SOMO and MAR-614 informed of the operating status of the SBS warehouse.

o. Assure the safe operation and proper maintenance of the MARAD SBS warehouse facilities and Material

Handling Equipment (MHE).

p. When authorized by MAR-614, review and evaluate the work of the MARAD logistics support contractor.

q. Conduct actions associated with the management and accountability of ammunition, weapons, chemical, biological, and Radiological Defense (CBR-D) and Force Protection Gear (FPG) materials.

r. Perform disposal actions related to RRF materials/equipment via the MARAD Excess Processing Program

(EPP) in the sale, scrap or destruction of government property.

s. On an annual basis, provide a report to MARAD Headquarters (MAR-614) of all items surveyed as lost, damaged or destroyed in the Area.2

2.2.3 Marine Surveyors

Marine surveyors are engineering and management representatives assigned to each RRF vessel by the SOMO.

They normally serve as the MARAD Contracting Officer's Technical Representative (COTR) or Alternate COTR (ACOTR) for assigned vessel(s). Responsibilities include:

a. Review and approve new purchases of Accountable Property.

b. Review and evaluate provisioning packages.

c. Ensure the Chief Engineer and the Port Engineer review provisioning packages.

d. Ensure that shipyard work packages include provisions for reporting equipment additions, deletions, and change-outs.

e. Ensure that all equipment change-out contracts provide for the proper disposal of scrap material, and the purchase of associated spare parts.

f. Ensure that funding for the replenishment of spare parts is identified and requested.

g. Participate in Headquarters and Area LMRs.

2.2.4 Inventory Material Coordinator (SBS Warehouse Manager)

The Area LMO will appoint a Inventory and Material Coordinator (Warehouse Manager) for each MARAD SBS warehouse and Shipping and Receiving Facility in the Area. The Inventory and Material Coordinator will report to the LMO on all logistics and warehouse management related issues. Responsibilities of the Area Inventory and Material Coordinator are as follows:

a. Enter data into RMS, as required.

b. Identify and manage excess material.

c. Serve as the initial point of contact for GSA Sales.

d. Serve as a custodian for all Shore-Based Spares and equipment in his or her assigned warehouse.

e. Ensure the proper maintenance, cleanliness, security, and safety of warehouse facilities, MHE, and Shore-Based

Spares.

2Maritime Administration Policy Directive 10-02, June 28, 2010, paragraph 4.0.6

2-5

2.2.5 Inventory Management Specialists

Under the direction of the LMO, Inventory Management Specialists conduct Area directed LMRs to evaluate the performance of Ship Managers and assess the overall logistics readiness of assigned RRF vessels. Duties may also include logistics training and monitoring the performance of the MARAD logistics support contractor.

2.3 Ship Managers

All Ship Managers or state maritime academy representatives with current management responsibility of MARAD RRF property are considered “Property Custodians.” As such, they are responsible for the custody and security of shipboard spare parts and Accountable Property in accordance with this manual, the FAR, the current Ship Manager’s contract, or applicable school ship custody agreement.

Responsibilities include:

a. Update the equipment configuration, inventory management and Accountable Property information contained in

RMS.

b. Supervise the receipt, protection, control, accountability, use and distribution of spare parts and Accountable Property in accordance with this manual.

c. Submit complete and descriptive Reports of Survey (DOT Form 4410.1) to the Area APO as required by DOT

Order 4410.4.

d. Participate in Headquarters and Area LMRs.

e. Perform management and accountability actions related to special categories of material i.e., weapons and ammunition, Chemical, Biological and Radiological Defense (CBR-D) and Force Protection Gear (FPG) materials.

2.4 DOD and other Activities

MARAD’s logistics partners include the Military Sealift Command (MSC) and the General Services Administration (GSA). MARAD and GSA work in partnership in the disposal, sale and scrap of government property.