Materiel Control Chapter 7

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Questions and Answers

What is the primary reason MC uses a PO to procure items?

  • To purchase items that are not available from local vendors.
  • To restock normally carried items in the bench stock. (correct)
  • To ensure that all items required by CE are available in the bench stock.
  • To fulfill Work Teams and Work Groups requirements, when the item is not in the bench stock. (correct)

What is the main factor used to determine the quality of an item?

  • The specific grade of materiel contained within the product.
  • The cost of the item.
  • The availability of the item.
  • The needs of the shops performing maintenance. (correct)

How does MC determine the right quantity of an item to purchase?

  • Based on the cost of the item.
  • Based on the availability of the item.
  • Based on the annual consumption of the item.
  • Based on the previous experience and future needs of the shops, and considering delivery time. (correct)

Why is it important to consider the availability of an item through local vendors?

<p>To ensure that the item is available in a reasonable amount of time. (B)</p> Signup and view all the answers

What is the cost of maintaining a warehouse full of items?

<p>The cost of heating and cooling the warehouse, and the cost of the facility itself. (C)</p> Signup and view all the answers

What is the main reason to avoid ordering excessive quantities of items?

<p>To prevent waste and ensure funding is available for critical items. (B)</p> Signup and view all the answers

What is a key consideration for determining the right time to order summer-type items?

<p>The need for the items in the summer. (C)</p> Signup and view all the answers

Why might not first-rate or 'A' level quality items be needed in all cases?

<p>The specific grade of materiel contained within the product may not be required for all purposes. (A)</p> Signup and view all the answers

What is the primary purpose of a Reorder Level?

<p>To prevent stockouts and delays in maintenance operations. (C)</p> Signup and view all the answers

How is the Reorder Level calculated?

<p>Maximum Consumption x Maximum Reorder Period (C)</p> Signup and view all the answers

What is a key factor in deciding the right price for a product?

<p>The quality, ultimate life, and demand of the materiel. (B)</p> Signup and view all the answers

What is a value analysis?

<p>A systematic review of a product to determine its value compared to its cost. (C)</p> Signup and view all the answers

What is a Blanket Purchase Agreement (BPA)?

<p>A contract that allows for purchasing a variety of items from a single vendor. (A)</p> Signup and view all the answers

Why is it important to focus on mandatory supply sources before using local vendors?

<p>Using mandatory sources ensures compliance with federal regulations and provides better value. (C)</p> Signup and view all the answers

What is the primary function of the Supply Funding Document (SFD)?

<p>To ensure that sufficient funds are available for the purchase of inventory items. (B)</p> Signup and view all the answers

Which of the following is NOT a mandatory source of procurement as mentioned in the text?

<p>Local Vendors (D)</p> Signup and view all the answers

What are the advantages of bulk ordering?

<p>Lower unit prices and reduced operational costs. (A)</p> Signup and view all the answers

What is the relationship between the Reorder Level and the Maximum Consumption?

<p>The Reorder Level is directly proportional to the Maximum Consumption. (B)</p> Signup and view all the answers

What does the text suggest about the use of GPC cards?

<p>GPC cards should be used in accordance with established guidelines and regulations. (A)</p> Signup and view all the answers

What is the primary purpose of the COCESS funding document?

<p>To manage the procurement of materials at installations with a COCESS. (B)</p> Signup and view all the answers

What is the role of the MC in the procurement of inventory items?

<p>The MC is responsible for ensuring that the correct items are ordered from the appropriate source. (C)</p> Signup and view all the answers

What are the potential consequences of not having enough stock on hand?

<p>All of the above (D)</p> Signup and view all the answers

What is the role of the shops in the procurement process?

<p>Shops are responsible for identifying the specific items that need to be purchased. (A)</p> Signup and view all the answers

What is the source of supply for POs created by MC using a supply funding document for GPC cards assigned specifically to MC?

<p>GPC (B)</p> Signup and view all the answers

When a new chiller is ordered through Base Contracting with an AF Form 9, what type of supply funding document is used?

<p>One-Time Purchase (C)</p> Signup and view all the answers

Which of the following is NOT a mandatory source of supply for procuring items, according to the text?

<p>Government Purchase Card (GPC) (B)</p> Signup and view all the answers

Which of the following is true regarding GPC purchases by maintenance shops?

<p>GPC cardholders are responsible for entering the direct cost of purchases on the WT. (A)</p> Signup and view all the answers

Who is responsible for ensuring that all financial information on BPA and DAF Form 9 materiel procurement documents is correct before they are routed to MC?

<p>The CE Financial Manager (A)</p> Signup and view all the answers

What is the primary purpose of having multiple DoDAAC/SR ANs for the DLA PV program?

<p>To ensure that materiel costs are collected for the correct PEC assignment (D)</p> Signup and view all the answers

When procuring items using a BPA, which document is used to track the funding?

<p>BPA (D)</p> Signup and view all the answers

Which of the following statements is NOT true regarding DLA PV purchases?

<p>The DLA PV program uses the SBSS supply funding document. (B)</p> Signup and view all the answers

Which of the following statements is TRUE regarding the use of the GPC in the Air Force?

<p>A separate GPC card is issued for each PEC, for example, one for PEC 78 and one for PEC 79. (C)</p> Signup and view all the answers

What is the primary purpose of the LRS?

<p>To provide materiel and supplies to other organizations (D)</p> Signup and view all the answers

Which of the following is a responsibility of MC when procuring materiel using a BPA?

<p>Coordinating with the Contracting Squadron on BPA requirements (C)</p> Signup and view all the answers

Which of the following best describes the process for procuring items using a DAF Form 9?

<p>The items are submitted to the Base Contracting Office and MC is responsible for processing the transaction in NexGen. (A)</p> Signup and view all the answers

What is the primary difference between the GPC cards used by MC and the GPC cards used by maintenance shops?

<p>MC's GPC cards are associated with a specific supply funding document while the GPC cards used by maintenance shops are not. (D)</p> Signup and view all the answers

Which section of the FAR provides guidance on the use of commercial sources in procurement?

<p>FAR Part 8 (A), FAR Part 12 (B)</p> Signup and view all the answers

Which of the following is a true statement about the use of the GPC in the Air Force?

<p>The GPC can be used for both routine purchases and major acquisitions. (C)</p> Signup and view all the answers

Which of the following is a true statement about the use of LRS in the Air Force?

<p>LRS is sometimes used as a source of supply for CE items. (A)</p> Signup and view all the answers

What type of PEC is typically used for facility operations such as Pest Management, Heating Plant, and Entomology?

<p>PEC 79 (C)</p> Signup and view all the answers

If it is unclear which PEC to use, who should personnel contact for a determination on which SFD is used?

<p>The CE Financial Manager (A)</p> Signup and view all the answers

When balances on SFDs run low, who should the CoMC work with to either load additional funds or place a hold on procurement using that specific SFD?

<p>The CE Financial Manager (B)</p> Signup and view all the answers

What primary government resource must installations follow for the purpose of procurement through mandatory sources?

<p>The FAR (C)</p> Signup and view all the answers

If no mandated source can provide competitive pricing or meet the shop's RDD, what can be sought as a source for procuring items?

<p>Other sources (C)</p> Signup and view all the answers

Who is responsible for checking if a vendor participates in the SAM or if they are contained within the local vendor list before MC processes a PO for Inventory items?

<p>MC (A)</p> Signup and view all the answers

What is the purpose of the SAM data staging table in NexGen?

<p>To import data for approved SAM vendors into NexGen (A)</p> Signup and view all the answers

What is the difference between SAM vendor records and local vendor records in NexGen?

<p>SAM records are national and not modifiable, while local records are local and modifiable. (D)</p> Signup and view all the answers

If a quantity change on a PO is necessary, who ensures the quantity required is changed to support the WT or WG?

<p>The CoMC (C)</p> Signup and view all the answers

What action can MC take to balance the SFD if a PO quantity needs to be revised before the items are received?

<p>Revise the PO, decrement the specific PO line item, and re-issue the PO (B)</p> Signup and view all the answers

What benefit does coordinating with the vendor before revising a PO have?

<p>It can potentially help reduce the cost of the order. (D)</p> Signup and view all the answers

Which of the following is NOT a role of the CoMC in managing vendor records?

<p>Modifying vendor records in the SAM system (C)</p> Signup and view all the answers

Why is it important to manage vendor records and not use the same vendor each time an item is ordered?

<p>To ensure that the government is getting the best available price for items. (D)</p> Signup and view all the answers

Which of the following is NOT true about the local vendor list in NexGen?

<p>It is not modifiable by MC personnel (D)</p> Signup and view all the answers

What is the primary purpose of the GOCESS PO revision process?

<p>To ensure that the quantity of items ordered meets the requirements of the WT or WG. (A)</p> Signup and view all the answers

Flashcards

Bench Stock

Items stored for maintenance but not fully stocked by MC.

GOCESS Store Item

An item that is stocked due to frequent use.

PO (Purchase Order)

A formal request to acquire items needed for maintenance.

Right Quality

Suitability of an item for its required purpose, determined by experienced technicians.

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Right Quantity

Optimal amount to minimize costs while preventing shortages.

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Vendor Research

Analyzing vendors for timely delivery and item availability.

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Annual Consumption

Estimating the yearly use of items to manage stock levels.

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Warehouse Costs

Expenses incurred for storing items, including heating and cooling.

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GPC Funding Document

A supply funding document assigned to MC for GPC card purchases.

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Source of Supply

Identifies where the supply for purchase orders originates; 'GPC' for GPC funding documents.

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DAFI 64-117

Instructions governing the Air Force Government Purchase Card Program.

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Direct Entry Cost

Cost entry method used by GPC card holders for tracking expenses on the WT.

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AF Form 4009

Form used for supply funding by maintenance shops with GPC cardholders.

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One-Time Purchase

A unique supply funding document for specific orders like a new chiller.

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BPA Purchases

Procuring items through Blanket Purchase Agreements following FAR guidelines.

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DAF Form 9

Form utilized to procure items from commercial sources.

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DLA Prime Vendor (PV)

Program requiring submission of funded POs to designated vendors for materiel.

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LRS Purchases

Procurement method using Logistics Readiness Squadron as the supply source.

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Separate GPC Cards

Different GPC cards issued for various Program Element Codes (PEC).

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Mandatory Sources

Obligatory channels for procurement defined in FAR requirements.

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CE Financial Managers

Personnel who manage financial operations, including one-time supplies.

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MC Responsibilities

Materiel Control's duties in managing procurement documentation and transactions.

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Support Work Tasks

Usage of GPC to procure materiel for specific work tasks by maintenance shops.

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PEC

A type code for cost accounting in Civil Engineering.

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SFD

Source Funding Document used for tracking financial transactions.

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CoMC

Contracting Officer for Materiel Control within CE.

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NexGen

The system used for managing procurement and vendor records.

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SAM

System for Award Management where vendors register.

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Local Vendor File

A list of vendors outside of SAM maintained by MC.

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FAR

Federal Acquisition Regulation guiding procurement processes.

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Vendor Records

Information about suppliers used in procurement.

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Vendor Performance Feedback

Reviews and notes on vendor reliability and service.

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PO Changes

Revisions made to Purchase Orders as needed.

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Inventory Technician

Personnel responsible for managing item inventories.

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Materiel Procurement

Process of acquiring items needed for maintenance.

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Competitive Pricing

The best possible price offered by vendors.

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Right Delivery Date (RDD)

Expected date items should arrive for use.

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Funding Load

Adding more money to a Source Funding Document.

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Bulk Ordering

Purchasing a large quantity of items to reduce cost and ensure availability.

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Right Time

The optimal moment to reorder items based on stock levels.

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Reorder Level

Minimum stock level at which a resupply order is triggered.

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90-Day Supply

Recommended amount of repetitively used items to maintain stock for 90 days.

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Maximum Consumption

The highest quantity of an item used over a specified period.

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Value Analysis

Assessment to determine if a purchase offers best value for money.

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FAR Regulations

Federal Acquisition Regulations governing procurement procedures.

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GPC (Government Purchase Card)

A credit-like card used by government entities for purchases.

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Supply Funding Document (SFD)

Document ensuring funds are available for inventory procurement.

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BPA (Blanket Purchase Agreement)

Agreement for repetitive needs of supplies without exact orders known in advance.

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LRS (Logistics Readiness Squadron)

Unit responsible for logistics and supply chain management in the Air Force.

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Installation Contracting

Procurement method used for acquiring goods and services at a military installation.

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Prime Vendor (PV)

Main supplier for goods required by a military installation.

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SourceAmerica

A mandatory procurement source that supports employment for people with disabilities.

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Study Notes

Materiel Control (MC) Procedures for GOCESS

  • MC doesn't stock all CE items; uses Purchase Orders (POs) for needed supplies. POs also restock regularly carried items.

Right Quality

  • Quality of items is determined by maintenance shops, often by experienced technicians, based on the specific needs.
  • "A" level quality isn't always required.

Right Quantity

  • Purchase the quantity minimizing total cost, preventing shortages.
  • Consider previous experience, future needs, and time required to obtain the item.
  • Research appropriate order and shipping times with vendors, considering available local vendors and annual consumption.
  • Ordering the right timing of items is important; consider manufacturing times.
  • Avoid excessive quantities to avoid waste and costs of storage.
    • Bulk ordering is suitable for inexpensive, slow-moving items.

Right Time

  • Reorder items when stock reaches minimum level (for frequently used items).
  • Aim for 90-day supply for commonly utilized items. Reorder level calculation: (Maximum Consumption over 90 days) x (Maximum Reorder Period).
  • Consider delivery services offered by local stores to optimize time.

Right Source

  • Adhere to Federal Acquisition Regulation (FAR) Chapter 8 (Mandatory Sources) and Chapter 12 (Commercial Item Procurement).
  • Prioritize mandatory sources (DLA, GSA, UNICOR, NIB, SourceAmerica, etc.).
  • Utilize alternate sources if mandatory sources cannot provide.
  • Understand the materials in stock to place orders and prevent shortages.

Right Price

  • Price factors include quality, delivery, materiel lifespan, market demand, competition, government restrictions, and after-sales service.
  • Consider value analysis (best value for money).
  • Utilize market prices.

Supply Sources in GOCESS

  • MC evaluates Work Requests and restocking needs, considering available sources (LRS, Prime Vendor, Installation Contracting, GPC).
  • Shops can recommend vendors but must comply with FAR requirements.
  • GPC procurement has specific considerations; ensure mandatory sources are used as per the FAR.

Supply Funding Documents (SFD) and CE Financial Management

  • MC issues items from the GOCESS Store if available.
  • Obtain funds from CE Financial Manager for needed items (SFD).

SFD Types

  • B (BPA/Contracting): Simplified method for repetitive needs (e.g., concrete, asphalt). Source: Base Contracting.
  • C (COCESS): Used at installations with COCESS (Procurement). Source: COCESS.
  • G (GPC): Used for GPC purchases. Source: GPC.
  • MC manages GPC transactions. Maintenance shops have separate AF Form 4009 and their own GPC cards for work tasks, and use a separate cost entry method.
  • O (One-Time Purchase): For unique orders (e.g., new equipment). Source: Base Contracting.
  • S (SBSS): Used for LRS (or equivalent) orders. Source: SBSS.
  • V (Prime Vendor): For DLA PV Program. Source: PV.

PO Process

  • Specific procedures for each SFD type are outlined. Coordinate with Base Contracting, and ensure NexGen procurement is correct.

Managing Vendor Records

  • Follow FAR procurement source regulations. Consider performance and pricing in selecting vendors.
  • Use SAM for vendor data (non-modifiable records).
  • Create a local vendor list for additional vendor records (modifiable).

GOCESS PO Changes

  • MC can revise POs if quantity changes are required prior to item receipt. Coordinate with CoMC and appropriate shops.
  • Consult vendor on canceling unneeded quantities on PO.

Using Program Element Code (PEC)

  • Ensure correct PEC (78 or 79) for cost accounting; consider work requirements.
  • Contact CE Financial Manager to determine the correct SFD if needed.
  • Maintain sufficient funds in SFDs.

Other Sources

  • Follow FAR guidelines for procurement methods not previously mentioned.

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