TM 4-41.12, Food Program Operations.pdf

TM 4-41.12

Food Program Operations

April 2012

DISTRIBUTION RESTRICTION: Approved for public release. Distribution is unlimited.

HEADQUARTERS, DEPARTMENT OF THE ARMY

This publication is available at

Army Knowledge Online (www.us.army.mil) and

General Dennis J. Reimer Training and Doctrine

Digital Library at (www.train.army.mil).

http:www.train.army.mil http:www.us.army.mil

TM 4-41.12

Technical Manual Headquarters Department of the Army No. 4-41.12

Washington, DC, 23 April 2012

Food Program Operations

Contents

Page

PREFACE............................................................................................................. iv

PART ONE FOOD PROGRAM MANAGEMENT

Chapter 1 RESPONSIBILITIES ...........................................................................................1-1

General ...............................................................................................................1-1

Commanders .......................................................................................................1-1

Food Program Management Office .....................................................................1-2

Command Food Advisor .....................................................................................1-3

Veterinary Services .............................................................................................1-4

Preventive Medicine ............................................................................................1-4

Dietitian ...............................................................................................................1-4

Facility Engineers ................................................................................................1-4

Office of Internal Audit ........................................................................................1-5

Property Book Officer ..........................................................................................1-5

BUDGETING.......................................................................................................2-1 Chapter 2 General ...............................................................................................................2-1

Responsibilities ...................................................................................................2-1

Budget Development ..........................................................................................2-1

Budget Execution ................................................................................................2-6

Reduced Funding Considerations .......................................................................2-6

CONTRACTING..................................................................................................3-1 Chapter 3 General ...............................................................................................................3-1

Directives to Contract ..........................................................................................3-1

Responsibilities ...................................................................................................3-1

COR and PAE Training .......................................................................................3-2

Contract Requirements .......................................................................................3-3

Contingency Plan ................................................................................................3-4

Commander’s Concerns and Actions .................................................................3-4

DISTRIBUTION RESTRICTION: Approved for public release. Distribution is unlimited.

23 April 2012 TM 4-41.12 i

Chapter 4 FACILITY CONSTRUCTION, MODERNIZATION, AND EQUIPMENT

REPLACEMENT ................................................................................................ 4-1

General ............................................................................................................... 4-1

New Construction ............................................................................................... 4-1

Modernization ..................................................................................................... 4-4

Décor Packages ................................................................................................. 4-4

Equipment Replacement .................................................................................... 4-4

DINING FACILITY REVIEWS ............................................................................ 5-1 Chapter 5 General ............................................................................................................... 5-1

Utilization ............................................................................................................ 5-1

Account ............................................................................................................... 5-2

Cash Control ....................................................................................................... 5-2

Other Reviews .................................................................................................... 5-3

Evaluations and Action Plans ............................................................................. 5-4

Installation Status Reporting .............................................................................. 5-4

INTERNAL CONTROL ....................................................................................... 6-1 Chapter 6 General ............................................................................................................... 6-1

FPMO Review .................................................................................................... 6-1

Command Food Advisor Review ........................................................................ 6-3

Programs Review ............................................................................................... 6-3

PART TWO SUBSISTENCE SUPPLY MANAGEMENT

SUBSISTENCE SUPPLY IN GARRISON ......................................................... 7-1 Chapter 7 General ............................................................................................................... 7-1

Responsibilities ................................................................................................... 7-1

Types of SSMO Operations................................................................................ 7-2

SSMO Functions ................................................................................................ 7-2

Chapter 8 CLASS I INSPECTION, STORAGE, HANDLING, AND TRANSPORATION ... 8-1

General ............................................................................................................... 8-1

Safety.................................................................................................................. 8-1

Security ............................................................................................................... 8-2

Inspections ......................................................................................................... 8-3

Storage ............................................................................................................... 8-4

Subsistence Handling ......................................................................................... 8-6

Transportation .................................................................................................... 8-7

Appendix A FPMO SOPS ......................................................................................................A-1

Appendix B MOI FOR CONSOLIDATED DINING FACILITY OPERATIONS ......................B-1

Appendix C USE POLICY AND UTILIZATION REVIEW ......................................................C-1

Appendix D ACCOUNT VALIDATION, ANALYSIS, AND MID-YEAR REVIEW ..................D-1

Appendix E REVALIDATION AND AUDIT ............................................................................ E-1

Appendix F OPERATIONAL REVIEWS ................................................................................ F-1

Appendix G DINING FACILITY EVALUATION AND ACTION PLAN ...................................G-1

Appendix H SSMO SOPS ......................................................................................................H-1

TM 4-41.12 23 April 2012 ii

GLOSSARY.......................................................................................... Glossary-1

REFERENCES .................................................................................. References-1

INDEX ......................................................................................................... Index-1

Figures

Figure 2-1. Sample FPMO budget forecast ........................................................................... 2-2

Figure 4-1. New construction process ................................................................................... 4-2

Figure 4-2. Sample equipment life expectancy extension memorandum .............................. 4-5

Figure A-1. Sample subsistence local purchase authority SOP ............................................ A-2

Figure A-2. Sample residual rations SOP .............................................................................. A-4

Figure A-3. Sample warming and cooling beverages SOP ................................................... A-9

Figure A-4. Sample food service contingency operations SOP ........................................... A-11

Figure A-5. Sample DD Form 1544 (Cash Meal Payment Book) and cash turn-in SOP .... A-15

Figure A-6. Sample subsistence for special training events SOP ....................................... A-20

Figure B-1. Sample MOI for consolidated dining facility operations ...................................... B-2

Figure C-1. Sample use policy ...............................................................................................C-1

Figure C-2. Sample utilization review ....................................................................................C-3

Figure D-1. Sample dining facility account validation and analysis .......................................D-1

Figure D-2. Sample mid-year dining facility account financial review ....................................D-3

Figure E-1. Sample DD Form 1544 revalidation memorandum............................................. E-1

Figure E-2. Sample memorandum for audit of DD Form 1544 and cash .............................. E-2

Figure F-1. Sample monthly subsistence accountability review ............................................ F-2

Figure F-2. Sample operational reviews checklist ................................................................. F-3

Figure G-1. Sample evaluation checklist ...............................................................................G-2

Figure G-2. Sample action plan .............................................................................................G-6

Figure H-1. Sample SSMO support SOP...............................................................................H-2

Figure H-2. Sample unsatisfactory subsistence reporting SOP ............................................H-6

Tables

Table 3-1. General guidelines for CORs and PAEs ............................................................... 3-2

Table 3-2. General guidelines for commanders ..................................................................... 3-4

Table 4-1. Standard Designs for dining facilities and SSMOs ............................................... 4-1

Table 5-1. Cash collection voucher turn-ins........................................................................... 5-3

Table 5-2. Headcount calculations......................................................................................... 5-3

Table 6-1. FPMO review guide .............................................................................................. 6-1

Table 6-2. Command food advisor review guide ................................................................... 6-3

Table 6-3. Program review guide ........................................................................................... 6-4

Table 8-1. General rules for safety ........................................................................................ 8-1

23 April 2012 TM 4-41.12 iii

Preface

The Army garrison food program is a multi-billion dollar a year business encompassing personnel, subsistence, contract and equipment costs. Although Installation and Garrison Commanders are ultimately responsible for the installation food program, they rely on many activities and organizations to oversee daily food service operations. This technical manual (TM) provides procedures for food program operations in an effort to assist in this task. It provides guidance for commanders, food program managers (FPMs), subsistence supply managers (SSMs), food service warrant officers, non-commissioned officers, dining facility managers (DFMs) and food service personnel.

This manual is the second part of a total rewrite of field manual (FM) 10-23-2, Tactics, Techniques, and Procedures for Garrison Food Preparation and Class I Operations Management. All topics related to food program management and subsistence supply management from this FM have been included in this manual. All garrison dining facility management, operations and techniques are contained in TM 4-41.11, Dining Facility Operations.

Where appropriate, this manual references other food service administrative doctrinal publications, such as Army Regulation (AR) 30-22 and Department of the Army Pamphlet (DA Pam) 30-22. Army Food Program policy and operational procedures are contained in these publications and should be used in conjunction with this manual to establish and manage the installation food program.

Part One of this manual provides an overview of food program management including responsibilities, budgeting, contracting, facility construction, modernization and equipment replacement, and review procedures for both dining facility and food program operations.

Part Two of this manual discusses subsistence supply management in garrison and procedures for Class I inspection, storage, handling and transportation.

The appendixes contain many sample standing operating procedures (SOPs), reviews and a checklist that can assist food program personnel in establishing and maintaining a solid food program. Food service personnel can contact the Concepts, Systems and Policy Division of the Joint Culinary Center of Excellence (JCCoE) for electronic copies of these SOPs, reviews and the checklist.

Commanders, FPMs, SSMs, command food advisors, DFMs and food service personnel should continue to provide feedback based on their lessons learned during operations on the content and operational procedures presented in this manual. Your input is vital to the continued evolvement and success of the installation food program and to ensure that our Soldiers continue to be the best fed in the world.

This publication applies to the Active Army, the Army National Guard (ARNG)/Army National Guard of the United States (ARNGUS), and the United States Army Reserve (USAR) unless otherwise stated.

The proponent of this publication is the United States Army Training and Doctrine Command (TRADOC).

Submit recommended changes on DA Form 2028 (Recommended Changes to Publications and Blank Forms).

You should key each comment to the specific page and paragraph to which the comment applies. Provide your rationale for each comment. Forward the completed form to Commander, U.S. Army Quartermaster School, Joint Culinary Center of Excellence, ATTN: ATSM-CES-OC, 1630 Byrd Ave, Fort Lee, Virginia 23801-1601.

TM 4-41.12 23 April 2012 iv

PART ONE

FOOD PROGRAM MANAGEMENT

Chapter 1

Responsibilities

GENERAL

It takes many organizations’ and individuals’ support and hard work to achieve a successful installation food program. The roles of these organizations and individuals are described in this chapter.

COMMANDERS

1-1. AR 30-22, chapters 2 & 3, provide specific responsibilities for commanders’ involvement in the installation food program and dining facility operations. Installation and/or Garrison Commanders provide oversight over the activities of the entire installation food program and all dining facility operations (both contractor-operated and military-operated). All commanders have the responsibility to ensure dining facility operations are providing quality food service to their Soldiers. The responsibility for the operation and control of the military-operated dining facility belongs to the commander of the unit or organization overseeing the operation of the dining facility. Suggested ways commanders can monitor food program and dining facility operations, regardless of their level of command include:

Maintain consistent coordination with the FPM, contracting officer’s representative (COR) for contractor-operated dining facilities and the command food advisor for military-operated dining facilities.

Conduct visits to dining facility operations and consume a meal at varying serving times, to include evenings, weekends and holidays.

Ensure dining facility diner feedback methods are established (comment cards, enlisted dining facility advisory councils, BOSS program and surveys). Request and review summary reports created from the data collected by these methods.

Request and review the minutes of the food service management board (FSMB) meetings.

Attend or send representation to the meetings when the unit training schedule allows.

Know and follow oversight and operational procedures for contractor-operated dining facilities (chapter 3).

FOOD SERVICE OFFICER (FSO)

1-2. Commanders having operational control over military-operated dining facilities appoint a FSO for the purpose of performing designated dining facility operation administrative and oversight functions. The commander should ensure the FSO is provided training in food program and dining facility operations by the command food advisor or FPM upon appointment since the FSO is not a food service expert. Once trained, the FOS should request periodic food program and dining facility updates from the command food advisor or FPM to remain current. In addition to following the commanders’ guidelines listed in paragraph 1-1 of this document, the FSO should ensure that—

Food service personnel are aware of unit training activities/requirements.

23 April 2012 TM 4-41.12 1-1

Food service specialist sustainment training requirements are integrated into unit training activities/schedules.

DD Form 1544 (Cash Meal Payment Book) and cash control procedures are in place and being followed.

Food service expertise assistance from the command food advisor or FPM is requested when required.

FOOD PROGRAM MANAGEMENT OFFICE

1-3. The food program management office (FPMO) oversees the daily administration of the installation food program and all dining facility operations. When government-operated, the FPMO is organized under the installation’s senior logistics division. Contractor-operated FPMOs may be part of the installation’s base operation (BASOP) contract or a separate contract.

1-4. The FPM is responsible for the supervision of the FPMO. Personnel positions in each FPMO may vary due to the size and mission of the installation, number of dining facility operations, extent of food service contracted activities and how other installation support organizations are organized. The FPMO may consist of subsistence supply management office (SSMO) personnel, food service contract surveillance personnel, food service equipment personnel and the food service automated information system (AIS) system administrator (SA) in addition to the FPM. The FPM acts as the responsible food advisor for military-operated dining facilities that do not have command food advisors. AR 30-22, chapter 3, contains specific guidance on the duties of the FPMO and the FPM.

Note: Some installations have organized their SSMO separately from the FPMO. In these instances, the SSMO is usually organized under the installation’s senior logistic division also and the SSM will be responsible for all planning, budgeting, contracting and operational procedures discussed in this manual. AR 30-22, chapter 5, and chapter 7 of this manual contain specific guidance on the duties of SSMO personnel.

RECOMMENDED SOPS

1-5. Army Food Program policy and doctrine provide regulatory guidance on how to operate the installation food program and dining facility operations, but do provide operational procedures for each installation. The FPM is responsible for documenting these procedures in the form of SOPs for units and organizations requiring specific food service support. Appendix A contains the following recommended sample SOPs which contain local procedures for:

Subsistence local purchase authority. Subsistence may have to be purchased under the Government Purchase Card (GPC) program during certain situations.

Residual rations. Residual rations are ration items excess to unit/organizational and dining facility requirements.

Warming and cooling beverages. Units may require warming and cooling beverages when training in hot and cold environments.

Food service contingency operations. Food service operations must continue in the event of emergencies or contractor failure.

DD Form 1544 issue and cash turn-in. Dining facility operations need DD Forms 1544 for the sale of cash meals and procedures for turning cash in once it is collected.

Subsistence for special training events (recognition, training and culinary arts). Subsistence is often required for special training events outside of garrison dining facility use.

AUTOMATED INFORMATION SYSTEMS

1-6. The FPMO SA maintains the installation’s food service AIS and coordinates updates of software and hardware as required. The installation food service AIS currently are the Army Food Management Information System (AFMIS) and Subsistence Total Order and Receipt Electronic System (STORES).

Additionally, the installation may be using automated headcount systems in dining facilities.

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1-7. The FPMO grants user access and maintains and updates data in AIS routinely to ensure accurate dining facility subsistence ordering/receipt, meal preparation and accounting functions. AIS subsistence ordering/receipt functions are contained in chapter 7 of this manual. AIS meal preparation and accounting functions include:

Recipe card maintenance.

Master menu maintenance.

A la carte recipe price updates.

Basic daily food allowance (BDFA) maintenance.

Cash accounting classification maintenance.

Building and/or Equipment maintenance.

Contract management.

Relief for loss.

FOOD SERVICE MANAGEMENT BOARD

1-8. Guidance on the purpose, members and required topics for FSMBs is contained in chapter 3 of AR 30-22 and chapter 3 and appendix G of DA Pam 30-22. The FSMB is required to be conducted at least quarterly; however, monthly meetings are recommended when travel distance for members is not an issue.

The FPM should use the FSMB as the forum to manage the food program and provide timely dissemination of food program information so members can make recommendations, make decisions and take actions to continually improve the installation food program. Key considerations for planning and conducting FSMBs include:

Limit or eliminate other installation food program meetings. Make the FSMB the center for all food service business to be conducted. Meeting overload reduces membership participation at the FSMB.

Schedule FSMB meeting dates and times at the same time each month/quarter and stick to them as much as possible.

Solicit agenda topic input from members in advance.

Develop and print an agenda and stick to it.

Keep meetings to no longer than one hour. When members travel long distances to attend, the meeting may have to go longer than one hour. In this instance, take breaks and provide refreshments to keep members focused.

Follow up on and complete old business action items.

Complete and distribute FSMB minutes IAW DA Pam 30-22 guidance as quickly as possible while the information discussed is still fresh in everyone’s mind.

COMMAND FOOD ADVISOR

1-9. The command food advisor is a Food Service Technician (military occupation specialty [MOS] 922A) and Senior or Chief Food Operations Management Noncommissioned Officer (NCO) (MOS 92G).

Both are technical experts in Army food service operations and advise their commanders, units and food service operations or personnel in meeting the goals of the Army Food Program. The command food advisor oversees military-operated dining facilities in garrison and ensures that—

Food service specialists are working in their primary MOS and that adequate personnel are available to operate the dining facility.

A food service specialist sustainment training program is carried out.

Installation food service programs (chapter 6) are active in the dining facility.

Unit requests for dining facility support are validated prior to being supported.

Dining facility operations are evaluated on a continual basis (chapter 5).

1-10. The command food advisor often coordinates consolidated dining facility operations when several units are assigned to operate one dining facility. The command food advisor may work with the units to outline key command and control operational procedures for the consolidated dining facility in the form of

23 April 2012 TM 4-41.12 1-3 a memorandum of instruction (MOI) or memorandum of agreement (MOA). Appendix B contains a sample MOI for consolidated dining facility operations.

VETERINARY SERVICES

1-11. Veterinary service personnel (VSP) routinely inspect subsistence and provide pre- or post-acceptance product compliance evaluations. VSP respond to requests made by receiving personnel and the DFM. VSP ensures that products originate from approved sources and arrive in satisfactory condition. These technicians inspect excess subsistence turned in by food service facilities prior to SSMO and dining facility acceptance. They also inspect damaged, adulterated, infested or deteriorated subsistence and may recommend that it be dropped from accountability or force issued as appropriate. VSP inspect food storage and handling operations and assess sanitation conditions. They respond to requests for inspection when the DFM discovers products with latent defects during storage or preparation, or in response to customer complaints. VSP provide disposition instructions based upon fitness for consumption and will investigate and place stocks on medical hold that are the subject of recalls or ALFOODACT messages. These messages usually originate at the Defense Logistics Agency – Troop Support (DLA-TS) and are received at the installation by VSP. VSP take immediate required actions based on the information received.

PREVENTIVE MEDICINE

1-12. AR 40-5 provides the specific responsibilities and duties of preventive medicine personnel.

Preventive medicine is a component of force health protection. In the context of the dining facility operations, preventive medicine personnel are responsible for conducting sanitary and food safety inspections as prescribed in Technical Bulletin Medical (TB MED) 530. In addition, preventive medicine personnel assist in training supervisory personnel on sanitation and provide guidance and assistance in establishing food safety risk management plans.

DIETITIAN

1-13. The dietitian or their qualified representative is a mandatory voting member of the FSMB. The dietitian participates in the review of foods and ingredients, and considers the intended frequency and amount of the foods being proposed for adoption by the installation food program. The dietitian also evaluates the nutrition profile of products in the catalog against nutrition standards and participates in new or existing product reviews as updated information becomes available. The positive or negative impacts of the ingredients on health and performance are strongly considered in the decision to accept or reject products. In addition to foods and ingredients, the dietitian reviews and recommends approval/disapproval of installation menus to ensure nutritional balance and adequacy based on published menu and nutrition standards. The dietitian ensures healthy foods are incorporated into menu planning, and identifies meal preparation and serving strategies that will maximize/optimize/conserve the nutritional value of the foods.

The dietitian advises and assists the FPM and commanders in the training of food service personnel and diners on matters that influence healthy food choices, preparation techniques, portion sizes and other factors influencing the nutritional status of the supported population. This includes advising and communicating all nutrition standards, assisting with the identification and development of nutrition education material, and an assessment of the nutritional aspects of the installation food program and dining facility operations. The dietitian further assists the FPM as part of the writing team by contributing to the development of the food program performance work statement (PWS) to ensure that contact PWS for food service operations clearly describe the contractor’s requirements to comply with applicable nutritional standards.

FACILITY ENGINEERS

1-14. The facility engineers are responsible for the repair and maintenance (scheduled and unscheduled) of buildings and food service equipment. The facility engineers support food service personnel in requisitions for food service real property and other related equipment. Some of the key assistance provided when coordinating with the facility engineers is to ensure that proposed equipment is compatible with available space and utilities, funds and that energy efficiency has been considered (energy star) in equipment

1-4 TM 4-41.12 23 April 2012 selection. The facility engineers will budget for real property and food service equipment that may require additional power upgrade and/or utilities to support state-of-the art food service equipment. It is the responsibility of the facility engineers to provide a trained/certified technician to train assigned food service personnel/operators (first echelon) maintenance of all new installed food service equipment. The facility engineers also provide government services to support the overall operation such as initiating new construction projects, renovation projects (design layout), verifying permanent building design capacity, installation energy conversation, environment, water safety, chemicals storage advice and rodent control.

OFFICE OF INTERNAL AUDIT

1-15. Each installation has an organization that conducts internal reviews of operational procedures and any areas of special interest as directed by the commander. The FPM should develop a working relationship with this organization and provide them with certain internal review reports. This ensures that the organization is fully aware of all reviews being conducted on a routine basis within the food program. This can help at a later date if an issue may arise concerning the food program or dining facility operations.

Areas relating to the installation food program and dining facility operations that the commander may request to be reviewed may include but are not limited to:

DD Form 1544 and cash collection/turn-in compliance.

Utilization reviews.

Operational reviews.

Action plans.

Contract surveillance compliance.

PROPERTY BOOK OFFICER

1-16. The PBO plays a vital role in maintaining food service equipment records consisting of all non-expendable installation and unit property. The PBO coordinates with the facility engineers to verify all new food service equipment in new construction projects. The FPM will include funding in his/her overall FY operational budget for replacement of food service equipment and provide the PBO with all necessary requisition and replacement paperwork to include funds approval that will allow the PBO to order new equipment.

23 April 2012 TM 4-41.12 1-5

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Chapter 2

Budgeting

GENERAL

An effective budgeting process allows the installation to acquire funds needed for FPMO, SSMO and dining facilities operations. Each installation’s food service budget needs differ and requirements will change based on size, mission and location.

This chapter provides an overview of how annual food program budget requirements are developed and executed.

RESPONSIBILITIES

2-1. The FPM, using input from the SSM, COR, command food advisors, DFMs, facility engineers, contracting activity and resource management develops the annual food program operating budget. These requirements are then included in the installation’s overall operating budget. Once funding is received, the FPM executes the food program budget throughout the fiscal year (FY).

Note: If the SSMO is not organized under the FPMO, the SSM will develop and submit a separate budget using the same procedures contained in this chapter.

BUDGET DEVELOPMENT

2-2. The FPM may develop the food program budget forecast by using locally-developed spreadsheets that detail projected costs for each funding requirement. The previous year’s budget and expenses will serve as a good starting point for developing requirements. If the previous budget had a significant deficit or surplus, the FPM should adjust the budget projections accordingly. The FPM also uses subject matter experts to develop budget projections, such as those for personnel and office supplies, which are common to all activities. Figure 2-1 is a sample budget forecast containing the funding requirements for the FPMO, SMMO and dining facility operations. Each of these areas is described in further detail in the following paragraphs.

CIVILIAN PAY

2-3. Included in the civilian pay budget is the projection for all government-employed personnel working in the food program. Employees may be permanent, term, temporary, wage grade or local national and work full-time, part-time, seasonally or intermittently. Included in the employees’ salary or hourly wage is benefits, hiring, training and administrative costs. Overtime and monetary awards (if applicable) must also be included in the budget projection. The FPMO’s resource management representative can provide employee pay costs as well as overtime and monetary awards funding ceilings.

Manpower Requirements

2-4. There is no set number of duty positions or personnel requirements for each installation FPMO or SSMO. These requirements are based upon the size and number of food service operations located on the installation. An installation with fifteen contractor-operated dining facility operations and a full-time SSMO operation will need to have a much larger FPMO staff (performance assessment evaluators (PAEs) and SSMO personnel) than an installation with one military-operated dining facility and no SSMO operation. The FPM should document food service manpower requirements, provide input on manpower surveys and work with the installation organizational leadership and the local civilian personnel office to establish and fill personnel requirements. AR 570-4 describes manpower management requirements in detail.

23 April 2012 TM 4-41.12 2-1

Figure 2-1. Sample FPMO budget forecast

2-2 TM 4-41.12 23 April 2012

Figure 2-1. Sample FPMO budget forecast (continued)

23 April 2012 TM 4-41.12 2-3

Figure 2-1. Sample FPMO budget forecast (continued)

Temporary Duty (TDY) and Training

2-5. The FPM must project expected costs for TDY travel for attendance at food service workshops, competitions (such as culinary arts), seminars, local training activities (such as diner education materials and sanitation training), mobile training teams to come to the installation for on-site training, and food service recognition programs such as Philip A Connelly.

2-6. In addition to providing input to the FPM, command food advisors should also develop their own TDY and training budgets and submit them to their unit resource management representative. Command food advisors often run their own training and recognition programs and the installation may not be able to provide the necessary funding for attendance at food service conferences or culinary arts competitions.

Units may be called upon to provide funding for their own personnel in these instances.

EXPENDABLE/DURABLE SUPPLIES AND EQUIPMENT

2-7. All food program activities require expendable/durable supplies and equipment for daily operations.

If food service activities are contractor-operated, check the contract to see if the contractor is required to provide all or some of these supplies. If the contractor is required to provide these supplies, the cost of the supplies will be contained within the contract price for the services the contractor is providing.

Expendable/durable supply and equipment requirements may include but are not limited to:

Cleaning supplies such as chemicals, chemical test kits, mops, buckets, brooms, cloths, brushes, garbage bags, toilet paper, ladders, wax, high temperature gloves and so forth.

2-4 TM 4-41.12 23 April 2012

Food preparation and serving supplies such as plastic wrap, coffee filters, aluminum foil, napkins, toothpicks, disposable plastic gloves and so forth.

Office supplies such as printer and copier toner, pens, paper, folders, cash register paper and so forth.

Kitchen and dining equipment such as pots, pans, utensils, plates, cups, glasses, dining ware and so forth.

Carry-out containers, cups, lids, straws and so forth (if this service is being provided).

Holiday decorations.

EQUIPMENT REPLACEMENT

2-8. AFMIS automatically calculates equipment replacement costs by FY. The FPM should verify these records for accuracy and validate whether the equipment programmed for replacement during the FY needs to be replaced prior to including this equipment cost in the projected budget. Chapter 4 of this manual provides the procedures for validating equipment replacement records.

2-9. The FPM should prioritize all equipment replacement requirements for the installation and confirm replacement cost by contacting DLA-TS or researching prices in current equipment catalogs. Equipment that is mission essential such as a dishwasher or an oven should have a higher priority than equipment that is nice to have or will not negatively impact the daily mission of the SSMO or dining facility operation.

When equipment funding is not enough to cover all requirements, this prioritization will ensure the most important equipment is purchased first. Do not overlook the following types of equipment when developing the equipment replacement budget:

Office and headcount furniture. Normal life expectancy of these items is between 5-8 years.

Automated equipment such as computers, printers, faxes, copy machines and automated headcount systems.

CONTRACT COSTS

2-10. The FPM must project the cost of food service contract operations. The FPM should use last FY’s actual expenses as a starting point and project any increases or decreases in the anticipated workload.

Calculations for projected contract costs are determined by multiplying the established service price by the projected workload (meal periods or meals for dining facilities). Installation FPMs are required to input contract cost into AFMIS under the contract management data field. Contracting considerations are contained in chapter 3 of this manual.

FACILITY IMPROVEMENT

2-11. Facility improvement potential costs include SSMO or dining facility modernization (improvement of existing facilities) or the replacement of the décor. Modernization and décor planning procedures are contained in chapter 4 of this manual.

EXPECTED OPERATING EXPENSE RETURN FROM CASH MEAL SALES

2-12. The operating expense is the difference between the discount and standard meal rates and is collected by dining facility operations for each standard meal sold. This money is returned to the installation once the dining facilities’ DD Form 1131 (Cash Collection Voucher) is disbursed by the Defense Finance and Accounting Service (DFAS). This money is generated by the food program and it should be used to offset operating expenses of dining facility operations for items such as expendable/durable supplies and equipment replacement. The FPM can use AIS to determine how much money should be returning to the installation by month and FY. The FPM should contact the FPMO’s resource management representative for access to these funds.

23 April 2012 TM 4-41.12 2-5

BUDGET EXECUTION

2-13. At the beginning of each FY, the Garrison Commander receives a funding authorization document from Installation Management Command (IMCOM). This document establishes authority to spend and obligate funds. After reviewing the funding authorization document with the installation staff, resource management provides approved obligation and expense ceilings to each installation activity including the

FPMO.

2-14. The FPM tracks the budget spending plan by comparing monthly expenditures against original projections and by constantly revising food program budget projections as they may change throughout the FY. DO NOT spend or obligate more money than authorized. Doing so is not only poor management--it is illegal.

REDUCED FUNDING CONSIDERATIONS

2-15. When funding does not meet budgetary requirements, the submission of unfinanced requirements (UFR) may have to be accomplished. The FPM may also have to develop feeding options that could be exercised when funding is limited or not available to fully support the food program. Feeding options that should be considered include:

Consolidation of dining facilities. Consolidating dining facility operations on the installation should be maximized to the greatest extent possible. This may reduce the total number of dining facility operations and reduce contract, expendable/durable supply and equipment, utility, and equipment replacement costs.

Reduce the categories of personnel that may eat in the dining facility to those diners that are authorized subsistence in kind (SIK) only. This option should be considered in conjunction with the consolidation of dining facilities. To realize a cost savings from reducing headcount using this option only, the number of meals per serving period must move to a reduced meal price range in the contract if the contract is paid based on meal ranges.

Eliminate carry-out programs to save the cost of the carry-out containers, cups and so forth.

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Chapter 3

Contracting

GENERAL

This chapter describes contracting responsibilities and considerations for FPMO, SSMO and dining facility operations. Several factors contribute to the success of contracts; these include command efforts, use of a standardized work statement and assessment plan, surveillance training and effective use of experience.

DIRECTIVES TO CONTRACT

3-1. The Vice Chief of Staff, Army directed that all tables of distribution and allowances (TDA) dining facilities be contracted by March 1988. This action was a result of an Army reduction in food service personnel authorizations. Tables of organization and equipment (TOE) dining facilities may be contracted during certain situations. Food service contracts performed in dining facility operations consist of three types: full food service (FFS), dining facility attendant (DFA) and cook support/dining facility attendant (CS/DFA). Contracting policy and requirements for dining facility operations are contained in AR 30-22 and DA Pam 30-22.

3-2. FPMO and SSMO operations are contracted under the commercial activities program. The commercial activities program is a productivity improvement program based on the Office of Management and Budget (OMB) Circular A-76. The circular states three policy objectives. The first is to achieve economy and enhance productivity. The second is to retain inherently governmental functions in-house.

The third is to rely on the commercial sector. Food service activities are classified as a commercial service obtainable through private business and therefore may be contracted. However, IAW AR 30-22, Dining Facility operations will not be contracted when Army enlisted cook personnel are assigned to a unit or organization operating a dining facility.

RESPONSIBILITIES

3-3. When food service activities or functions are contracted, the government must ensure the contractor provides the services the installation requires. Responsibilities for contract initiation, development, execution, administration and surveillance are contained in the following paragraphs.

REQUIRING ACTIVITY

3-4. The requiring activity is the activity on the installation that needs the service(s) the contractor will be performing. The requiring activity for food service contracts is generally the senior logistics organization on the installation. The requiring activity initiates the contract requirement and secures funding for contract payment. The requiring activity also nominates personnel to conduct surveillance of the contractor during the contract performance period.

CONTRACTING OFFICER (KO)

3-5. The KO has overall responsibility for contract execution and administration. The KO has the authority to enter into, administer or terminate contracts and to make related determinations and findings.

KO duties are rather specific in nature and terminate upon conclusion of the contract or transfer of the individual.

23 April 2012 TM 4-41.12 3-1

COR

3-6. The COR is an agent of the government designated by the KO with specific authority and limitations to assist the KO in administering the contract. The KO will specify the duties, responsibilities, authority and limitations of the COR in a letter of designation. Each COR position is different, depending on the nature and extent of authority given in their letter. The COR also serves as a liaison between the contractor and unit commanders to ensure that desired changes, improvements and requests for additional support do not violate the terms of the contract. The KO may also designate an alternate COR to act in place of the COR when the COR is not available.

PAES

3-7. PAEs work directly under the COR and conduct evaluations of the contractor’s performance. PAEs document their evaluations in reports that are used by the COR and KO to determine if the contractor is meeting the requirements of the contract. The number of PAEs required for surveillance depends upon the number of dining facilities the installation has operating. Table 3-1 provides general guidelines for CORs and PAEs in the performance of their duties.

Table 3-1. General guidelines for CORs and PAEs

Do Don’t

Have a copy of the contract. Supervise contractor employees.

Know what is in the contract. Tell contractor how to do the job.

Keep a copy of your letter of designation. Become personally involved in disputes.

Understand the limits of your authority. Delay correspondence or reports.

Maintain records of all transactions affecting the contract.

Let the contractor perform work outside the scope of the contract.

Be aware of the Army’s standards of ethical conduct.

Be overly harsh nor overly lenient.

Refer the contractor’s correspondence promptly to the KO.

Divulge any sensitive or proprietary information.

Document all actions on the contract. Accept any gratuities.

Keep communication channels open. Lose your impartiality.

Observe contract operations. Give your opinion.

Read and check reports from contractor. Enter into a contact change.

Supervise inspection teams. Re-delegate your authority.

Keep contractor and KO informed of problems or deficiencies.

Let personalities enter into your discussion with the contractor.

Ensure instructions to the contractor are in writing from the KO.

Exceed your authority as set forth in your letter of designation.

COR AND PAE TRAINING

3-8. The requiring activity and KO are responsible for the training of the COR and PAEs. All CORs/PAEs are required to complete requisite training in general contract principles and ethical behavior.

This training is usually completed through distance learning and by attendance at local briefings. All CORs/PAEs are also required to be sanitation-certified and attend Food Service Contract Management (FSCM) course conducted by the JCCoE. This course must be taken within 90 days of appointment and renewed every five years. Classes are conducted periodically throughout the FY at different installations.

The requiring activity should contact JCCoE for the course schedule and training locations.

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Contracting

3-9. At the time of appointment, the KO must also provide the COR/PAEs with training specific to the contract that they will be monitoring. This training should include a review of the contract and duties, authority limitations, forms completion, standards of conduct and reporting requirements.

CONTRACT REQUIREMENTS

3-10. The requiring activity develops required contract documents including the PWS, performance assessment plan (PAP) and independent government cost estimate (IGCE). The PWS contains the performance requirements of what services the contractor will be required to provide to the government.

The PAP is the government’s plan on how they will monitor or measure the performance of the contractor.

The IGCE is the government’s best estimate as to what contract services should cost. The requiring activity must ensure that food service subject matter experts such as the FPM and SSM are included or lead the development of these documents using the PWS writing team concept. The responsibility to develop these documents should be a team effort and not placed on one individual.

DEPARTMENT OF THE ARMY (DA) PROTOTYPE PWS AND PAP

3-11. A properly prepared PWS and PAP can mean the difference between a successful and an unsuccessful contract. The Army must maximize standardization in food service contracts to improve the quality of service, to control cost and to improve the contracting process overall. JCCoE maintains and publishes the DA Prototype PWS and PAP for dining facility operations. The use of this prototype is mandatory for developing and renewing dining facility contract documents.