Procurement and Maintenance Program Overview

Questions and Answers

What is the primary unit of issue for consumable items such as screws and washers within MC?

Package

Box (correct)

Individual piece

Bundle

Which group is responsible for determining which items are issued to FMs under the U-Fix-It Program?

Local installation management

Requirements and Optimization (R & O) section (correct)

Contractor employees

Electric shops

Which of the following tasks is NOT appropriate for the U-Fix-It Program?

Replacing ceiling tiles

Changing switch plates

Touch up painting

Major plumbing repair (correct)

What does the 'do-it-yourself' concept in the U-Fix-It Program imply?

Tasks do not require comprehensive planning Signup and view all the answers

Where can additional guidance regarding the U-Fix-It Program be found?

AFI 32-1001, OE, FM and MC Playbooks Signup and view all the answers

Which item is an example of a U-Fix-It Program task?

Replacing a toilet seat Signup and view all the answers

Which is NOT a requirement for tasks under the U-Fix-It Program?

No time limits for completion Signup and view all the answers

What aspect of inventory does the requirement to issue consumable items in boxes primarily address?

Reducing the complexity of tracking individual items Signup and view all the answers

What is the preferred method for issuing materiel to a facility?

Directly to the facility Signup and view all the answers

Which document is used for the temporary issuance of non-consumable tools?

AF Form 1297 Signup and view all the answers

What should U-Fix-It personnel do if they find a defective tool?

Remove it from service immediately Signup and view all the answers

Under what condition can loaned tools be provided by COCESS contractor personnel?

Only if the requirement is competed within the COCESS contract Signup and view all the answers

What is a primary goal of using Facility Operations Facility Project (FOFP)?

To capture work history against the facility Signup and view all the answers

Which of the following is least preferred as a method for issuing materiel to a facility?

Via individual Work Ticket (WT) Signup and view all the answers

What instruction governs the accountability and management of DoD equipment?

DoDI 5000.64_DAFI 23-111 Signup and view all the answers

What is a key consideration when deciding how to issue materiel?

Local manning within R & O and MC employees Signup and view all the answers

Who is responsible for making the decision on the storage location of inventory items for the U-Fix-It Program?

The CoMC Signup and view all the answers

What must occur if a service request (SR) for U-Fix-It is not preapproved by OE?

The FM must submit a service request to R & O. Signup and view all the answers

Which of the following actions is NOT handled in NexGen by the U-Fix-It Program?

Inventory restocking Signup and view all the answers

What verification process is required for the FM's identity before issuing U-Fix-It materiel?

The FM’s name must agree with the current FM listing from the Requirements Section. Signup and view all the answers

Which entity provides the list of occupants for verification when materiel is issued to housing occupants?

The Military Family Housing (MFH) Contractor Signup and view all the answers

Which of the following must be entered when issuing U-Fix-It materiel in relation to bench stock items?

A direct entry cost Signup and view all the answers

What typically indicates the separation of U-Fix-It Program storage from the Main Store?

Availability of additional business space Signup and view all the answers

When can U-Fix-It Program work be completed without prior approval from the R & O section?

When the work is classified as U-Fix-It and preapproval is not needed. Signup and view all the answers

What is the primary responsibility of the Contracting Officer (CO) in the contracting process?

To ensure compliance with contract terms Signup and view all the answers

Which statement best describes the knowledge required by the Contracting Officer Representative (COR)?

Familiarity with various MC processes and procedures Signup and view all the answers

Who is accountable for the duties and responsibilities assigned to the COR?

The COR themselves Signup and view all the answers

What is a key limitation imposed on the COR regarding contract changes?

The COR is not authorized to modify contract terms and conditions Signup and view all the answers

What action should a COR take if they encounter technical concerns with the contract?

Contact the CO to handle the issue Signup and view all the answers

Which of the following roles does the COCESS Contractor primarily perform in the MC process?

Majority of MC processes and procedures Signup and view all the answers

Which entity is not responsible for ensuring effective compliance with contract terms?

Facility Management personnel Signup and view all the answers

What is the COR's role regarding personnel training in NexGen?

To train COCESS Contractor personnel when required Signup and view all the answers

What must be done if the COCESS Contractor cannot meet the Required Delivery Date (RDD) or offer competitive pricing?

The shop should explore other procurement methods. Signup and view all the answers

What is required before the COCESS Contractor can use government sources?

Approval from the Contracting Officer. Signup and view all the answers

Which of the following is NOT part of the procedure when procuring items through the COCESS Contractor?

Immediately issue items upon arrival. Signup and view all the answers

Which entities can be utilized as sources in lieu of COCESS when deemed appropriate?

Any source as determined by the CoMC. Signup and view all the answers

What is the role of the CoMC when selecting a source other than COCESS?

Create a Purchase Order for each selected source. Signup and view all the answers

What is the primary role of the liaison to the installation CO?

To inspect and evaluate contractor performance Signup and view all the answers

What is necessary for the contractor to meet the commitment of the COCESS contract?

Timely government insight Signup and view all the answers

Which activity is NOT part of the responsibilities of the COR?

Performing maintenance tasks directly Signup and view all the answers

What must the COR be well versed in for effective contract management?

NexGen processes and MC BPL SharePoint Signup and view all the answers

Which document is critical for the COR's surveillance of contractor performance?

The COCESS contract SOW Signup and view all the answers

What is the primary responsibility of the inventory technician in relation to supplier coordination?

Coordinates with supply sources to resolve receipt problems Signup and view all the answers

Which responsibility involves reviewing and accepting contract deliverables?

Providing timely government insight Signup and view all the answers

Which of the following best describes the responsibilities of the COR?

To supervise the execution of contract terms at all times Signup and view all the answers

Before the COCESS Contractor performs acquisition, what must the COR review?

Purchase Requests for Work Tasks or Work Groups Signup and view all the answers

What is a significant requirement regarding inventory item documentation?

All items must be accounted for through the NexGen database Signup and view all the answers

What is one key task of the inventory technician within the context of materiel control?

Managing contractor warehouse stocks Signup and view all the answers

Which of the following tasks falls under the contractor's support responsibilities?

Responding to after-hours emergency material requests as needed Signup and view all the answers

What is an essential function performed by the COR related to contract payments?

Ensuring timely and proper contract payments Signup and view all the answers

What does the performance objectives within the COCESS contract SOW facilitate?

Assessing the contractor’s ability to deliver on commitments Signup and view all the answers

In relation to the U-Fix-It Program, what is expected of personnel when handling requests?

Only preapproved requests should be acted upon Signup and view all the answers

What action must the COR take if NexGen experiences a service interruption lasting longer than 15 minutes?

Promptly notify the contractor regardless of situation Signup and view all the answers

Which process ensures that inventory items are assigned their appropriate warehouse locations?

Warehouse location assignments are made upon stocking new items Signup and view all the answers

To whom must invoices be processed correctly to ensure accurate charging of items?

To the appropriate facilities or RP records Signup and view all the answers

How does NexGen ensure communication regarding service interruptions?

By sending messages via the system to inform users Signup and view all the answers

Which statement about the maintenance of the inventory under the COCESS contract is true?

All inventory processes must adhere to outlined procedures and guidelines Signup and view all the answers

What entity holds overall responsibility for the CEOEM work center?

CoMC Signup and view all the answers

Which role collaborates with the COCESS Contractor to establish initial operations at an installation?

COR Signup and view all the answers

Which tasks is the contractor primarily responsible for in the MC processes?

Executing Inventory Technician transactions Signup and view all the answers

What primary support does the COCESS Contractor provide at military installations?

Assistance to the CEO and installation Facility Managers Signup and view all the answers

What does the CoMC signify in relation to the COCESS program?

A position inherently governmental Signup and view all the answers

What does the COCESS Template SOW outline?

The responsibilities of the contractor Signup and view all the answers

Which statement accurately describes the role of the CO in contract management?

Has the authority to enter, manage, or terminate contracts Signup and view all the answers

How should the COCESS Store configuration at installations be determined?

Similar to other installations' configurations Signup and view all the answers

What flexibility does the contractor have regarding the setup of MC processes?

Can adjust the setup within reasonable limits Signup and view all the answers

What aspect of the contractor’s work does the COR oversee?

Monitoring contract compliance and performance Signup and view all the answers

Study Notes

Procurement of Consumables

Items procured by MC are issued in boxes to simplify inventory management due to high usage across various jobs.
Individual calculation and ordering of small items like screws and washers is impractical.

COCESS U-Fix-It Program Overview

Supports minor maintenance and repairs in facilities; does not require specific training or tools.
Compliance with AFI 32-1001, OE, FM, and MC Playbooks is necessary, along with adherence to local and federal directives.

Program Scope

Managed by CEO, OE Element; employs a "do-it-yourself" approach for simple tasks.
Examples include small tasks like replacing toilet seats and ceiling tiles.
The Requirements and Optimization (R & O) section determines issued materials and tools, documented in the FMs Handbook.

Operational Course of Action

Inventory storage can be centralized in the Main Store or a separate location based on space and business needs.
CoMC oversees operations and handles procurement processes such as purchase orders and transactions through NexGen.

Customer Verification Process

Verification of FM’s details in the NexGen database is required for material issuance.
Coordination with the Military Family Housing Flight is necessary for issuing materials to occupants.

Issuance of U-Fix-It Materials and Tools

A validated work task is needed for material issuance; cost entries are recorded for COCESS bench stock items.
Preferred issuance methods are direct to the facility, followed by Facility Operations Facility Project (FOFP), and lastly, individual work task (WT) to minimize IT effort.

Loaned Tools Management

Loaning of tools is contingent on competition within the COCESS contract.
Use of AF Form 1297 for tracking tool loans; NexGen is not used for this process.

Tool Safety Protocols

Regular inspections of loaned tools are mandated to ensure safety; defective tools must be removed from service immediately.

Contracting Oversight

The Contracting Officer (CO) ensures effective contract performance and compliance with terms.
The Contracting Officer's Representative (COR) must have knowledge of management control (MC) processes and is responsible for day-to-day operations.
COR collaborates closely with the Contracting Manager (CoMC) and is not permitted to alter contract terms.

Roles and Responsibilities

The COCESS Contractor has defined duties according to the contract and is tasked with supporting CEO objectives.
Any technical issues should be reported to the COR, who will escalate to the CO, shielding the COR from personal liability.
Contractor's primary responsibilities include performing inventory transactions in NexGen.

COCESS Installation Management

The CoMC oversees the CEOEM section, managing MC processes while supporting other Civil Engineer (CE) flights as necessary.
Setup of the COCESS Store mirrors GOCESS installations and must accommodate outstanding customer support.
Contractor personnel handle the bulk of MC tasks, with specific details outlined in the COCESS Template SOW.

CO and COR Functions

The CO is authorized to manage the contract lifecycle, which includes procurement and emergency response coordination.
Coordination with various safety and environmental departments is necessary for hazardous material management.
The COCESS Contractor processes inventory transactions and ensures asset accountability through NexGen.

Contractor and COR Synergy

The COR ensures BCE material transactions receive pre-approval and monitors the contractor’s performance as outlined in the contract.
Timely government input and payment processing are critical roles played by the COR to ensure contractor compliance.
Performance objectives from the COCESS contract guide the oversight activities of both the COR and CoMC.

Procurement and Delivery Protocols

When unable to meet Required Delivery Date (RDD) or pricing standards, the maintenance shop may seek alternative procurement methods as per FAR Part 8 guidelines.
Standard purchasing procedures involve creating Purchase Requests (PR), which are approved and processed either by the government or contractor.

Alternatives to COCESS

If the decision is made to procure from sources other than COCESS, the CoMC must generate Purchase Orders (PO) to local vendors such as LRS, Prime Vendor, or using Government Purchase Cards (GPC).
Government personnel apply GOCESS processes for procurement from alternative sources, ensuring compliance and procedural integrity.

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Description

This quiz covers the procurement process for consumables and the COCESS U-Fix-It Program. Participants will learn about inventory management, compliance requirements, and operational procedures for minor facility maintenance. Understanding these elements is essential for effective facility management.