Materiel+Control_+COCESS+Playbook_Final_04132023.pdf

2023 D E PT. O F T HE A I R F O R C E Materiel Control: Contractor Operated Civil Engineer Supply Store (COCESS) Playbook  Air Force...

2023 D E PT. O F T HE A I R F O R C E Materiel Control: Contractor Operated Civil Engineer Supply Store (COCESS) Playbook  Air Force Civil Engineer Materiel Control: COCESS Playbook Table of Contents Chapter 1 Overview and Introduction...................................................................................................... 5 Overview........................................................................................................................................... 5 1.1 Introduction................................................................................................................................. 6 Chapter 2 COCESS Operated MC............................................................................................................. 7 2.1 COCESS Definition and Scope........................................................................................................... 7 2.2 MC at COCESS Installations.............................................................................................................. 7 2.3 CO and COR................................................................................................................................. 8 2.4 Roles and Responsibilities............................................................................................................... 8 2.5 Inventory Ownership and the Inventory Process................................................................................. 10 2.6 COCESS Contract Template Creation History...................................................................................... 10 2.6.1 COCESS Contract Templates........................................................................................................................................ 11 Chapter 3 Contractor Funds Management.............................................................................................. 12 3.1 COCESS Supply Funding Document (SFD)........................................................................................... 12 3.1.1 Initial Set Up of COCESS Store..................................................................................................................................... 12 3.1.2 Cost Valuation of Materiel........................................................................................................................................... 12 3.1.3 COCESS Cost Introduction............................................................................................................................................ 12 3.1.4 Firm Fixed Price (FFP) Items......................................................................................................................................... 12 3.2 Non-Priced Item (NPI).................................................................................................................. 12 3.2.1 Other Pricing Considerations....................................................................................................................................... 13 Chapter 4 Inventory Item.................................................................................................................... 14 4.1 Loading Consumable Specifications................................................................................................. 14 4.2 Need for Specification.................................................................................................................. 14 4.3 Creation of Inventory Items........................................................................................................... 15 4.4 Cycle Counts............................................................................................................................ 15 4.5 Inventory Adjustments................................................................................................................. 15 4.5.1 Donated In..................................................................................................................................................................... 16 4.5.2 Donated Out................................................................................................................................................................. 16 4.6 Materiel Return Policy.................................................................................................................. 16 Chapter 5 Create Locations and Issue Materiel......................................................................................... 17 5.1 Materiel Storage Requirements...................................................................................................... 17 5.2 Materiel Management.................................................................................................................. 17 5.3 COCESS Store Materiel Issue.......................................................................................................... 17 5.4 Indirect Materiels........................................................................................................................ 18 Chapter 6 COCESS U-Fix-It Program....................................................................................................... 19 6.1 COCESS U-Fix-It Program SCOPE...................................................................................................... 19 6.1.1 Operational Course of Action (COA) for COCESS U-Fix-It Program........................................................................... 19 6.1.2 Customer Verification.................................................................................................................................................. 19 6.1.3 Issue of U-Fix-It Program Materiel and Tools............................................................................................................. 19 6.2 Loaned Tools.............................................................................................................................. 20 6.2.1 Tool Safety.................................................................................................................................................................... 20 6.2.2 Personal Protective Equipment (PPE) and Documented Safety Training................................................................. 20 Chapter 7 Create PR........................................................................................................................... 21 7.1 COCESS PRs................................................................................................................................ 21 7.1.1 Government Recommended Store Stock List............................................................................................................. 21 7.1.2 NexGen COCESS Store Quantity.................................................................................................................................. 21 Chapter 8 Create PO.......................................................................................................................... 22 8.1 COCESS Procurement................................................................................................................... 22 8.2 Government item list recommended for Store Stock............................................................................ 22 8.2.1 Contractor’s Store Stock.............................................................................................................................................. 22 8.3 COCESS PO................................................................................................................................ 22 8.3.1 COCESS PO Changes..................................................................................................................................................... 23 8.4 Materiel Abstracts....................................................................................................................... 23 2|Pa g e  Air Force Civil Engineer Materiel Control: COCESS Playbook 8.5 COCESS Procurement and SFD........................................................................................................ 23 8.6 PO Creation............................................................................................................................... 24 8.7 COCESS unable to meet Required Delivery Date (RDD) or offer Competitive Pricing..................................... 24 8.8 PO Processing............................................................................................................................. 24 8.9 Sources in lieu of COCESS.............................................................................................................. 24 Chapter 9 Receipt and Invoice............................................................................................................. 25 9.1 Receiving and Invoicing................................................................................................................. 25 9.1.1 Receipts for Orders Outside of NexGen...................................................................................................................... 25 9.1.2 Defective Order Receipt............................................................................................................................................... 25 9.1.3 COCESS Contractor Receipts........................................................................................................................................ 25 9.2 COCESS Company Transaction Processing.......................................................................................... 25 9.3 Cost Change............................................................................................................................... 26 9.4 Final Cost Adjustments................................................................................................................. 26 9.5 Cost Anomalies........................................................................................................................... 26 9.6 Final Invoice............................................................................................................................... 26 9.7 Item Cancellations....................................................................................................................... 26 9.8 Validate Receipt.......................................................................................................................... 27 Chapter 10 Unique Requirements.......................................................................................................... 28 10.1COCESS and Government Purchase Card (GPC) Program....................................................................... 28 10.1.1GPC Purchases made by Government Personnel....................................................................................................... 28 10.1.2BPA Purchases.............................................................................................................................................................. 28 Chapter 11 COCESS HAZMAT Management................................................................................................. 30 11.1Purpose of HAZMAT Management and EESOH-MIS.............................................................................. 30 11.2Obtaining Authorization for HAZMAT and Exception List....................................................................... 30 11.3HAZMAT Storage and Restrictions................................................................................................... 30 11.4COCESS HAZMAT Labeling and Issue Procedures................................................................................. 31 11.5HAZMAT Cautions....................................................................................................................... 31 11.6Hazardous Material Pharmacy (HAZMART) Operations......................................................................... 31 11.7Requesting HAZMAT via the HAZMART Pharmacy............................................................................... 31 11.8COCESS Hazardous Waste (HAZWASTE) Responsibility......................................................................... 32 11.9Directives Applicable to HAZMAT for COCESS led MC........................................................................... 32 Appendix A - Acronyms and Definitions...................................................................................................... 33 Appendix B - Master List of Links.............................................................................................................. 38 Table of Tables Table 1: Infrastructure Systems.................................................................................................................. 5 Table 2: Duties and Responsibilities performed at COCESS bases...................................................................... 10 Table 3: List of HAZMAT Directives........................................................................................................... 32 3|Pa g e  Air Force Civil Engineer Materiel Control: COCESS Playbook Document Change Log The table below provides a log of significant changes found in this Playbook. CHANGE # SECTION # DESCRIPTION OF CHANGE DATE (MM/DD/YY) 0 All Playbook Rewrite 11/18/2021 1 All Playbook update and created Mat Con COCESS Playbook 03/31/2023 4|Pa g e  Air Force Civil Engineer Materiel Control: COCESS Playbook Chapter 1 Overview and Introduction Overview While the core process steps to identify materiel are universal in nature, the goal is to determine if an item is on hand or must be ordered. The process also includes the receiving, issuing, and tracking costs that are associated with the materiel. This playbook will primarily focus on Materiel Control (MC) management functions based on Next Generation Information Technology (NexGen). Individuals working in MC must develop a mindset to increase their knowledge from the basic to the advanced levels, which occurs through education and experience. This playbook involves the various processes used within MC to purchase quality materials, tools, and equipment. The intended use for these items will aid engineers in completing a Work Task (WT), construction, recurring preventive maintenance (PM), repairs, and stock the squadron’s U-Fix-It Program (Formerly Self-Help Program). Typical materiel procurement is required to complete repairs to the following infrastructure sections: Infrastructure Sections Electrical Systems Welding Hardware Pipe Fitting Plumbing Carpentry Pest Control General Construction Sheet Metal Pavements Controls and Alarms Painting Power Production and Water and Waste Liquid Fuels Maintenance Heating, Ventilation, Air Generators Treatment Conditioning (HVAC) and Refrigeration Table 1: Infrastructure Systems There are two types of MC operations with government personnel assigned that are used at active-duty Department of Air Force (DAF) installations. When a contractor provides materiel support and management on a contract with the DAF, it is referred to as a Contractor Operated Civil Engineer Supply Store (COCESS). At COCESS bases, government personnel fill the role of Contracting Officer Representative (COR) and the Chief of Materiel Control (CoMC). When the government provides materiel support and management, the term used is Government Operated Civil Engineer Supply Store or (GOCESS). This playbook focuses on the COCESS operations and the processes and procedures that MC or contractor personnel will execute in NexGen. When accomplished effectively, the processes promote enhanced decision-making to meet critical DAF missions and operations in a resource-constrained environment. MC basic capabilities include: 1. Creating specifications and Inventory items (inventory items). 2. Creating Inventory locations. 3. Receiving purchase requests (PR) from craftsmen. 4. Creating POs. 5. Receiving materiel. 6. Issuing materiel. 7. Disposal. These processes must be executed effectively to provide materiel when and where it is required, at competitive costs. 5|Pa g e  Air Force Civil Engineer Materiel Control: COCESS Playbook Enhanced experience with NexGen capabilities formalizes and measures processes used. Some of these processes include: A. Manage stock levels. B. Resolve discrepancies. C. Analyze supplier performance. D. Process invoices in financial systems. E. Conduct and analyze inventory transactions. F. Work with Civil Engineer (CE) Financial Management to resolve funding issues. Advanced MC operations are worthy of benchmarking and are performed in such an outstanding manner that they exceed customer expectations of premier customer service. Please see the Operations Engineering (OE) Playbook for additional information on the maturity capabilities of MC. 1.1 Introduction This introduction provides a basic description of the typical elements that make up this work section and follows with lists of duties. The Civil Engineer Operations Flight’s (CEO) main objective is to effectively and efficiently operate, maintain, and repair DAF Real Property (RP) and Real Property Installed Equipment (RPIE) through employment of asset management principles. Reference Air Force Instruction (AFI) 32-1001, Civil Engineer Operations. This playbook focuses on program management aspects of MC while specific “How To” information is located in the MC Business Process Library (BPL) SharePoint. Limitations: This playbook does not replace, supersede, or circumvent existing Department of Defense (DoD) or DAF policy. Applicability: The primary target for this playbook is active-duty CEO personnel to support management In Accordance With (IAW) the following guidance in this playbook. 6|Pa g e  Air Force Civil Engineer Materiel Control: COCESS Playbook Chapter 2 COCESS Operated MC Some CE units have decided to establish a contract for the support of the MC duties and responsibilities. These units also have government personnel assigned to the section that inherently perform governmental duties. Some MC sections have a contractor who performs the majority of the work processes. The CoMC and COR perform assigned duties and responsibilities. Oversight of the COCESS contract is a COR responsibility. The COR reports surveillance information to the Contracting Officer (CO). It is important to note that the duties and responsibilities discussed in this playbook and the COCESS Statement of Work (SOW) are not intended to be worked by government personnel. Some installations may still have a non-standard SOW and will follow the existing SOW until the contract is rebid in the newly revised format approved by Air Force Installation Contracting Agency (AFICA) and Air Force Civil Engineer Center (AFCEC). 2.1 COCESS Definition and Scope COCESS operated locations have entered into a contract with a support contractor that provides the following to support CEO on an installation: Necessary labor Supervision Equipment and supplies Transportation Materials This contract is intended as a simplified method for CE unit personnel and Facility Managers (FM) to purchase quality materials, tools, and equipment used for WTs, recurring PM, repairs, and the installation’s U-Fix-It Program. The contractor is responsible for performing identified Inventory Technician transactions in NexGen. 2.2 MC at COCESS Installations In Civil Engineer Operations Engineering Materiel Control Section (CEOEM), the CoMC is the overall responsible authority for this work center and is the accountable officer for the Base Civil Engineer (BCE). This work center primarily supports the CEO in the day-to-day management of the MC processes but can assist the other CE flights when needed. At a COCESS installation, the CoMC and COR will work with the COCESS Contractor to determine the initial set-up of the operation. The COCESS Contractor supports CEO and installation FMs. The contractor will likely set up the COCESS Store similar to the store used at GOCESS installations. There are three distinct functions within the CEOEM section that the contractor can choose, or the contractor can set up in whatever manner (within reasonable limits) the contractor believes will provide outstanding support to the customers. A contractor along with their staff will perform the majority of the MC processes. The COCESS Template SOW provides additional details on the responsibilities of the contractor. The CoMC position and any COR position are inherently governmental. This does not mean that additional personnel (if available) could not also be assigned to MC, but it does mean that the government personnel will not perform the work required of the contractor. 7|Pa g e  Air Force Civil Engineer Materiel Control: COCESS Playbook 2.3 CO and COR The CO has the authority to enter into, administer, or terminate the contract. The CO ensures the performance of necessary actions for effective contracting, ensuring compliance with the contract terms. See Federal Acquisition Regulation (FAR) Part 1, Subpart 1.6 for additional information respective to contracting authority and responsibilities. The COCESS Contractor is required to perform the majority of MC processes and procedures. The COR is accountable for the COR's duties and responsibilities and is knowledgeable of the various MC processes and procedures. The COR performs daily work very closely with the CoMC. When required, the COR also works with the CO. The COR must be knowledgeable of NexGen and, when required, trains the COCESS Contractor personnel. Note: The COR is not delegated the authority to make any commitments or changes that affect terms and conditions of the contract. Those responsibilities are the inherent tasks of the CO. 2.4 Roles and Responsibilities The COCESS contract and supporting documents apply to the duties and responsibilities of the COCESS Contractor. The duties within this playbook section are intended to support the contract and the contractor’s efforts to provide outstanding support to CEO. Anyone that experiences technical concerns with the contract is reminded to contact the COR, who will, in turn, contact the CO so that the COR is not held personally liable for an unauthorized act. The table below provides the major roles and responsibilities for the contractor, the COR, and the CoMC. The intent is to provide COCESS installations with information on the expected duties required for the MC Section. Note: Roles and Responsibilities Table starts on next page. 8|Pa g e  Air Force Civil Engineer Materiel Control: COCESS Playbook Roles Responsibilities Uses the contracted funds to procure items maintained within the COCESS Main and U-Fix-It Stores. Provides materiel requirements to the BCE in accordance with the COCESS contract. Establishes a training program, to include NexGen training for assigned contractor personnel. Ensures all BCE-peculiar materiel transactions are processed, including any credit card transaction, any other transaction applicable to requisition, receipt, issue, transfer (within NexGen), and inventory of materiel (using contractor’s own materiel accountability processes, procedures and contract personnel. Ensures materiel is effectively managed and accounted for in the stores. Establishes a system to minimize accumulation and maximize use of returned materiel. Establishes local procedures to provide materiel for mission requirements during other than normal duty hours. Ensures post-post procedures (procedures used during NexGen system outage) are developed for the requisition and receipt of materiel. Ensures contractor personnel are trained on the sequence of events to follow when the computer is returned to an operational mode. Ensures property accountability and audit trails exist for all materiel transactions, regardless of inventory management system used. Warehouses all BCE materiel and monitors BCE materiel storage-related facilities, including proper handling, storage and issue of hazardous and flammable materiel maintained in storage. Obtains coordination and approval from Bio Environmental Engineering (BEE) Element, Base Ground Safety, Contractor Base Fire Department, and any other office required that approves use of Hazardous Material (HAZMAT) stocked in the main store. Issues Main Store and U-Fix-It Store materiel to authorized customers. Responds to after-hours emergency materiel requests when necessary. Coordinates with supply sources and vendors to resolve receipt problems when incorrect/damaged items are received. Assigns warehouse location when new items are stocked in the stores. Loads Inventory items into the NexGen database. Procures, receives, stocks, and issues materiel to WTs and Work Groups (WG). Performs all duties described within the COCESS contract. Utilizes processes/procedures provided within the MC BPL SharePoint, Reference Guide (RG), and playbooks to the extent possible to stay within the contract's parameters. Processes invoices to ensure items used for work requirements are adequately accounted for. This includes materiel items being charged to the appropriate facilities or other RP records. Supports FM U-Fix-It Program item requests (dependent upon installation policy). Informs the COR of NexGen service interruptions that have lasted longer than 15 minutes. NexGen is intended to be operational 24/7/365 unless the NexGen Service Desk sends a message out via the system. These messages inform users of service interruptions. This situation does not require contractor to CoMC notification. Instead, the CoMC will get the message from the NexGen Service Desk. 9|Pa g e  Air Force Civil Engineer Materiel Control: COCESS Playbook Roles Responsibilities Liaison to the installation CO. Ensures all BCE materiel transactions are approved before sending the requirements to the COCESS Contractor for procurement. Inspects and evaluates the contractor’s performance as provided for in the COCESS contract SOW. Is well versed in both NexGen processes as provided for in this playbook, the MC BPL SharePoint and RG. COR Is knowledgeable of the COCESS contract SOW and provides surveillance and reporting of the contractor’s efforts to meet the contract requirements. Is authorized in writing by the CO to perform specific technical or administrative contract functions. Provides critical services to the contractor through timely government insight, reviewing and accepting contract deliverables, and ensuring contract payments are timely and properly made. Plays a critical role in ensuring that the contractor meets the commitment of the contract. Responsible for checking and recording the contractor’s performance using the performance objectives within the COCESS contract SOW. Reviews and approves PRs for WTs or WGs before COCESS Contractor performs acquisition. Provides management oversight of the Main and U-Fix-It Stores. Contractor warehouses and stocks contractor and BCE materiel awaiting WT scheduling. Ensures the COCESS Contractor initial requirement for HAZMAT is obtained through local sources of supply and COCESS items have been approved for issue and use by the HMP and, upon receipt of HAZMAT, required information is passed to the Enterprise Environmental Safety and Occupational Health-Management Information System (EESOH-MIS). COCESS Contractor handles, stores, and issues ESOH-MIS authorized hazardous materiel when a COMC child Hazardous Material Pharmacy (HAZMART) is authorized. If no child HAZMART is authorized then Base HAZMART orders, stocks, stores and issues these materiels. Provides a liaison to CE Financial Management, Installation Contracting, and the base Comptroller. Approves materiel transactions for WTs and WGs. Serves as the accountable supply officer for the BCE and for providing materiel requirements to the BCE. Works closely with the NexGen Service Desk. This can be accomplished by email directed to NexGenServiceDesk or by phone (312-596-7210, Toll Free 1-833-669-4368). Ensures all BCE materiel transactions are approved before sending the requirements to the COCESS Contractor for procurement. Table 2: Roles and Responsibilities performed at COCESS bases. 2.5 Inventory Ownership and the Inventory Process Inventory is owned by the contractor until sold to the government. The contractor inventories the contractor owned materiel when the contractor determines necessary and without government assistance. For these reasons, some of the management functions performed by a GOCESS led operation may not be of concern to the contractor. 2.6 COCESS Contract Template Creation History AFCEC Operations Directorate (AFCEC/CO) at Tyndall AFB, Air Force Installation Contracting Center (AFICC) at Headquarters (HQ) Air Combat Command (ACC), led the development of COCESS Contract templates for the bases to use to award the COCESS contracts. This monumental effort called upon the expertise of various BCEs, COs, CoMCs, and Base Legal Officers prior to being vetted through the HQ ACC Legal office and several COCESS Contractors to determine feasibility. 10 | P a g e  Air Force Civil Engineer Materiel Control: COCESS Playbook The COCESS contract templates provide the installations assistance when developing their new contract and provide another method of support for our installations. The COCESS SOW template was mandated for use by AFCEC Chief Operations Maintenance Branch (AFCEC/COO). In addition, AFICC and installation COs developed addendum templates and the Attachment Y template for the contract. Note: It is important to note that when legacy contracts expire, the new contract awarded at DAF installations is expected to follow the newly created COCESS contract SOW and other supporting documents. 2.6.1 COCESS Contract Templates The following COCESS Templates listed below support the contract and were shipped to the Installation Contracting Offices and CE MCs. Additionally, they are available by reaching out to the AFCEC/ Operations Management Division (COOM) Logistics Manager. COCESS Template SOW COCESS Template Addendum to 5212-2 Evaluation – Commercial Items COCESS Template Addendum to 5212-1 Instructions to Offerors COCESS Template Attachment Y Pricing Discount Coefficient Table The mandatory SOW template requires additional work requirements for the COCESS Contractor. The government had historically performed some of these duties in the past. The government pays the contractor to provide the service to the installation. 11 | P a g e  Air Force Civil Engineer Materiel Control: COCESS Playbook Chapter 3 Contractor Funds Management The COCESS Contractor uses contractor funds to procure materiel items for sale to the government. These items are used to stock the COCESS Store. Items remain contractor owned Inventory until they are sold to the government. 3.1 COCESS Supply Funding Document (SFD) When requirements for WTs or WGs are made known, the government will procure Inventory items that the contractor sells. The CE Financial Manager loads a SFD in NexGen. This allows the contractor to sell materiel to the government. Note: SFDs are intended to be the financial authority provided to procure materiel. 3.1.1 Initial Set Up of COCESS Store For initial operations (30 calendar days after contract award) the contractor and the COR may agree to add items not found in the proposed databases to the Supplemental Priced Item (SPI) list. This requires final approval by the CO. 3.1.2 Cost Valuation of Materiel The prices of items charged by the COCESS Contractor which are issued to the government are explained in the COCESS Template SOW and Attachment Y, Pricing Discount Coefficient Table. 3.1.3 COCESS Cost Introduction COCESS costs are computed much differently than the GOCESS led system. Primarily the costs for COCESS items are computed as a catalog price, minus a coefficient discount. As the PO is built, the COCESS Contractor ensures all known charges (e.g., item cost, shipping, taxes, etc.) are properly documented on the PO line item(s). 3.1.4 Firm Fixed Price (FFP) Items It is important to note that for COCESS and FFP items, the cost of the item reflects the contractor’s catalog price, less the coefficient discount. Suppose there is a change in the price of a FFP item. In that case, it is reported, reviewed, and approved only if the COR or the CO approves IAW the COCESS SOW, COCESS contract amendments, and Attachment Y. For pricing of items not considered FFP, the contractor must follow the Non-Priced Items (NPI) procedures described in the COCESS SOW. The COCESS Contractor can also work with the CO during the execution portion of the contract. This will allow them to periodically add commonly purchased items not found in the databases, identified in Attachment Y of the contract to the SPI list following procedures identified in the SOW. 3.2 Non-Priced Item (NPI) NPI materiels are not found in the databases identified in Attachment Y, Pricing Discount Coefficient Table or any SPI list placed on contract IAW procedures described in the COCESS Template SOW. 12 | P a g e  Air Force Civil Engineer Materiel Control: COCESS Playbook NPI over the counter sales are not authorized. The COR must approve all NPI purchases under the micro-purchase threshold. The CO must approve all NPI purchases over the micro-purchase threshold. 3.2.1 Other Pricing Considerations Other COCESS Pricing Considerations include: Evaluating One Quote Sole Source/Brand Name HAZMAT Approval Transportation/Shipping Charges Like-Item Substitutes 13 | P a g e  Air Force Civil Engineer Materiel Control: COCESS Playbook Chapter 4 Inventory Item The processes for creating and adding a new Inventory Item in NexGen begins with a planner/craftsman who researches and gathers information for the consumable specification. First, the manufacturer’s name and part numbers must be loaded. This allows the supply source to know the specific item to provide price quotes for and allows MC or the COCESS Contractor to load the Inventory item in NexGen. 4.1 Loading Consumable Specifications When maintenance shops require items to support WT or WG requirements and those items are not currently stocked in the COCESS Store and not loaded in NexGen, the shop will either locate a previously loaded specification within the enterprise specification database or load a new specification. The specification contains the majority of the item identification information. When loaded the consumable specification must be loaded as a draft. The COCESS Contractor coordinates with the COR or CoMC when seeking approval for addition or removal of items from the COCESS Store. See the COCESS SOW for further direction. Ultimately, the contractor makes the decision for what to carry in the store based on priority of work requirement, availability of items from vendors, and contractor’s risk tolerance in meeting the Required Delivery Date (RDD). Further information is provided in the COCESS SOW and this playbook. 4.2 Need for Specification Procurement of items is still possible even if the item required is not managed in the COCESS Contractor Store. Newly loaded consumable specifications must be loaded, with item characteristics, vendor information, cost comparison, and any other information necessary for placing an order. Once the COCESS Contractor receives the consumable specification, a check is made to determine if the new specification duplicates an already loaded specification. Also checked is whether there is a suitable alternative item already loaded. If no other specification or suitable Inventory item is loaded the consumable specification is finalized. Detailed information such as dimensions, unit of measure, notes or HAZMAT information, etc., are data the COCESS Contractor must ensure are loaded with the inventory item. New consumable specifications are loaded and maintained in draft format. Loading specifications as drafts means they are not added to the enterprise specification database. Instead, these specifications are only available for the use of the base that loaded them into NexGen. No other installation will be able to view them. The CoMC and the COCESS Contractor quality control the shop provided specification, the contractor creates an Inventory item and notifies the shop that they can order the item. See MC Naming Conventions at for how to name Consumable Specifications. This document will help ensure that installations use common naming conventions when dealing with various MC transactions. 14 | P a g e  Air Force Civil Engineer Materiel Control: COCESS Playbook 4.3 Creation of Inventory Items An Inventory Item record is a key building block supporting the overall MC process. Once the Inventory Item record is created, the item can be used for the procurement process. MC uses Inventory Item records, along with item specifications, to manage issuable materiel. An inventory item record must exist for each consumable specification that is managed and stored in an inventory location storage area. The inventory item record tracks and manages the transactions, quantities, and costs for each inventory items. Inventory Items are normally always created by MC, However, this task can be managed by the COCESS contractor. Once a consumable specification is identified, the following prerequisites need to be identified before an inventory item can be established: 1. Consumable specification - Enterprise specification or locally developed 2. Primary Location 3. Storage Area Inventory items are created for each unique consumable part used by the shops to support WTs, WGs, or U-FIX-IT. 4.4 Cycle Counts ALL Inventory Items loaded in NexGen that has a quantity on hand should reflect Government owned material, contractor owned material in bench stock should not reflect an on-hand balance COCESS stocked items belong and are owned by the COCESS contractor, cycle counts on contractor owned material is the responsibility of the COCESS contractor. Items already sold to the government and are being held for maintenance of WT, forward stores, outdoor storage locations, warehouses, is the responsibility of the government for accountability. For Government owned material maintaining accurate inventory records is key to ensuring leadership’s confidence in financial decision-making. Correction of differences between the physical on-hand quantity and the NexGen system quantity is the goal. In addition, fiscal responsibility demands item and materiel cost accountability. Quantity match (both would be zero quantity), enter the reason in the inventory item as warehouse validation. If a quantity is located when checking the warehouse location, that quantity would then need to be put on record through either a transfer-in or Found-On Base (FOB) transaction. If there is no quantity either on hand or on NexGen record, then the date of last inventory needs to be updated to the current date. 4.5 Inventory Adjustments MC must ensure that inventory items have the same quantity reflected in NexGen records as the quantity of the Inventory items that are physically on hand. This only applies to government owned materials, all bench stock contractor owned material is the responsibility of the COCESS contractor, it is possible that MC may locate the missing quantity through research and documentation. Failing to accomplish this step will require an inventory adjustment to be completed. 15 | P a g e  Air Force Civil Engineer Materiel Control: COCESS Playbook 4.5.1 Donated In This essentially means that the NexGen computed quantity and the on-hand physical quantity in the bin do not match. MC processes a donated-in transaction whenever there are quantities of items located either in the shop (not used on WT) or in the warehouse bin that are not reflected in NexGen. Whenever more quantity is in the bin than on the computer record, the inventory team performs research. MC documents the reason(s) for the NexGen computed quantity and the on hand physical quantity not being the same. The reason for making an inventory adjustment must be annotated on the inventory item. Performing a donated in transaction to adjust an on-hand balance will not substitute a cycle count requirement. 4.5.2 Donated Out Once again, the NexGen computed quantity and the bin's on-hand physical quantity does not match. There is less quantity in the bin than on the computer record. Reasons for this could include receipts were processed but have still not been binned. It could also mean that items were binned in the wrong location. MC may have pulled materiel from the bin with the intent to process an issue to a WT, but the issue was never processed. Every donated in or donated out transaction requires a reason for the adjustment to be made. Adjustment justification provides accountability of consumables bought with appropriated funds. Each dollar that is either donated in or out has an effect on the overall dollar value of available materiel to perform maintenance on the utilities, facilities, roads, and grounds on the installation. 4.6 Materiel Return Policy In COCESS units, the contractor provides a fully detailed merchandise return policy for any item purchased. The contractor honors their merchandise return policy. This information is made available with all purchases and tailored to the product type and return reason. The contractor provides immediate reimbursement/credit on all store-stocked items returned within the contractor's established timeframe. The contractor negotiates reimbursement/credit, including restocking fees (not to exceed the product vendor's actual fees), on all other items returned within the contractor's established timeframe. See the most current SOW for additional information. WGs do not turn in unserviceable materiel to the COCESS Contractor; however, the materiel is required to be transported to Defense Logistics Agency Disposition Services (formerly DRMO) (DLADS) at the earliest opportunity. 16 | P a g e  Air Force Civil Engineer Materiel Control: COCESS Playbook Chapter 5 Create Locations and Issue Materiel NexGen requires each Inventory item to be assigned to a storage area record (e.g., bin) within a primary location record (e.g., warehouse). Storage areas are named using a warehouse location. This storage location code is assigned within NexGen to service specific locations on the installation. inventory items may be held in a main store, a warehouse or holding location for WT awaiting scheduling, forward store, Do It Now Truck (DIN truck), outdoor storage yard, etc. Each location can be further subdivided into logical physical sections within the master area. 5.1 Materiel Storage Requirements If inventory items are to be maintained within the warehouse or store, it must be afforded proper and protective storage. Materiel must be maintained in ready-for-issue condition. This means items must be protected to prevent damage, deterioration, or potential theft. When possible, materiel is maintained in covered storage areas/facilities. Those items maintained in outdoor storage are afforded proper protection, including plastics, tarps, or portable shelters. 5.2 Materiel Management All physical materiel management must follow the standards of security of materiel(s) and storage locations IAW DoD 4140.1-R, DoD Supply Chain Materiel Management Policy. Additionally, the provisions of Defense Logistics Manual (DLM) 4000.25-2-M, and AFJMAN 23-210, Joint Service Manual for Storage and Materials Handling provide standards for storage and materiel handling and control of all supplies and equipment unless amended by DAFI 23-101, Materiel Management Policy. Due to safety and environmental considerations, some items may need to be stored separately by commodity. When there is a conflict between the general provisions contained within AFJMAN 23- 210, and the specific storage directions in TO, the specific provisions of the TO will apply. 5.3 COCESS Store Materiel Issue There are two types of material Issues at COCESS installations, first is the over-the-counter process which is only a cost entry within the work task. The COCESS Contractor owns the in the COCESS Store. The contractor issues items to support a WT. At COCESS installations, shops can view items stocked but not quantities available since the belongs to the COCESS Contractor. Items stocked by the COCESS Contractor can be sold and picked up by the shops using the over-the- counter issue process. Step-by-step instructions on how to perform this process are provided in the BPL and are generically provided below: 1. Shops fill out a locally developed over-the-counter form with a list of items and quantities requested and provide the form to the COCESS Contractor. COCESS enters direct entry cost when over-the-counter issue is made to the WT or WG. If the contractor has a stock out condition, then the contractor bears the responsibility to restock the shelves for the items they carry in the store. 2. COCESS will then print a receipt for the government with the items and the total cost of the sale. 3. COCESS enters the total cost sold in NexGen in the direct entry cost section of the WT. 17 | P a g e  Air Force Civil Engineer Materiel Control: COCESS Playbook 4. See the MC BPL SharePoint for specific instructions on processing of counter issues at the end of day. At the end of the day, COCESS will process a non- Inventory PO in NexGen for the total dollar amount of all over-the-counter sales only. The purpose of the PO is strictly to decrement the SFD, one PO will be used for each PEC. The second Issue process is the direct issue to a work task or a work group. Once material is sold to the government, the item is then captured in NexGen. Government owned property utilizes the issue process rather than a direct entry cost entry. 5.4 Indirect Materiels Indirect materiel and its associated costs involve materiel where the entire cost/consumption of the item cannot entirely be attributed to a single WT. In this case, the materiel cost is issued to the WG as indirect materiel so that its cost becomes part of the calculated shop rate to be spread out over the cost of all future work. While it is possible to charge the actual cost in some cases by loading every Inventory Item with its lowest possible unit of issue, i.e., issue each individual nail one-by- one, the effort to do this is simply not justified. The classic example is a box of screws/washers/wire nuts where the box is considered the most efficient unit of issue. When MC procures these items, they use the unit of issue of box. However, these consumable items are used daily in the structures, Water Fuels Maintenance Systems (WFMS), and Electric shops across many different jobs and the effort to order, issue and calculate the cost of a single screw/washer/wire nut is simply not practical so they are issued to the WG as a box. 18 | P a g e  Air Force Civil Engineer Materiel Control: COCESS Playbook Chapter 6 COCESS U-Fix-It Program The U-Fix-It Program supports the performance of minor maintenance and repair work requirements within facilities assigned to FMs. These requirements must not require specific training, expertise, or special tools to complete. FMs, COCESS Contractor employees, and CE personnel must follow provided guidance in AFI 32-1001, OE, FM and MC Playbooks. Local installation, state, and federal directives may also support and provide additional guidance respective to the use and management of the U-Fix-It Program. 6.1 COCESS U-Fix-It Program SCOPE The CEO, OE Element, will establish the scope of this program. The U-Fix-It Program employs a “do- it-yourself” concept for ‘on-the-fly’ tasks that the FM can accomplish and does not require any special tools, materials, or training. Do-it-yourself is defined as requiring no comprehensive planning to include any detailed calculations to determine size and resulting materiel quantities or producing a detailed parts list. Examples include replacing toilet seats, ceiling tiles, switch plates/electrical outlet covers, along with touch up painting. The Requirements and Optimization (R & O) section will decide which materiel and tool items are issued to FMs. This information will be included in the installation FMs Handbook. COCESS bases are reminded to ensure this program is included in the COCESS Statement of Work. Work classified as U-Fix-It that has not been preapproved by OE requires the FM to submit a service request (SR) to R & O. If the R & O section subsequently approves the SR as U-Fix-It Program, the FM is notified. 6.1.1 Operational Course of Action (COA) for COCESS U-Fix-It Program Storage of inventory items for U-Fix-It Program can be with the items maintained within the Main Store, or if business warrants and space is available, the U-Fix-It Program storage could be in a separate location. The decision will be made by the CoMC. The CoMC is charged with responsibility of operations within the COCESS Store and the U- Fix-It Program function. All over-the-counter issues, purchase orders (PO), receipts, final invoices, and disposal transactions will be processed in NexGen by the U-Fix-It Program or MC. 6.1.2 Customer Verification The CoMC must verify that the FM’s name and other identification information is loaded into the NexGen database and in agreement with the current FM listing provided by the Requirements Section of R & O. If not loaded in NexGen, then the Requirements Section will work with the FM to establish an account. If materiel is issued to housing occupants, occupants are verified against a list of occupants provided by the Military Family Housing (MFH) Flight or the MFH Contractor. 6.1.3 Issue of U-Fix-It Program Materiel and Tools When issuing U-Fix-It materiel, units will require a work task and a direct entry cost will be entered if COCESS bench stock items are used. Any lodging maintenance team receipt of materiel thru CE should be accomplished via a Facility Operations Facility Project (FOFP) to ensure the work history against the facility is captured and that it flows to cost accounting as reimbursable line item. These teams typically may not be doing U-Fix-It only scope work. 19 | P a g e  Air Force Civil Engineer Materiel Control: COCESS Playbook When deciding whether to issue directly to a facility, individual WT, or FOFP, local manning within R & O and MC employees is a key consideration. The preferred method is directly to the facility, followed by FOFP, and lastly via individual WT to reduce the level of IT effort. 6.2 Loaned Tools If this is a competed requirement within the COCESS contract, then COCESS contractor personnel will perform it. If the item requested is a tool (a non-consumable item), the COCESS contractor personnel and the FM complete an AF Form 1297, Temporary Issue Receipt with an agreed return date. NexGen is not used for loaned tools. COCESS maintains a copy of the issue receipt and provides the FM a copy. Department of Defense Instruction (DoDI) 5000.64_DAFI 23-111, Accountability and Management of DoD Equipment and Other Accountable Property, provides instructions for use of the form. Loaning of tools by the COCESS contractor personnel is only accomplished if this task is competed in the COCESS contract. If not competed the contractor is not required to perform this service. 6.2.1 Tool Safety If tools are loaned, U-Fix-It personnel must frequently check tools to ensure they are maintained in a safe condition and remove defective tools from service immediately. The manufacturers’ manual or guide provided with the tool should list the proper training and safety pre-caution requirements. If not available, research the manufacturer’s website for the information. If no guidance is available from the manufacturer, use general safety practices as provided within Department of the Air Force Manual (DAFMAN) 91-203, Air Force Occupational Safety, Fire, and Health Standards or other prescribing replacement guidance. 6.2.2 Personal Protective Equipment (PPE) and Documented Safety Training Proper PPE must be offered when tools are loaned out, and personnel must be trained on the safety of the specific tools being loaned. This training must be documented on the member’s AF Form 55, Employee Safety and Health Record. MC will provide the AF Form 55 with specific training annotated or an official document (CE squadron letterhead) signed by the individual that provided the training. The FM can provide this AF Form 55 or official document to the supervisor and retain a copy in the FMs Safety Program file. See AFMAN 91-203 or other prescribing replacement guidance. 20 | P a g e  Air Force Civil Engineer Materiel Control: COCESS Playbook Chapter 7 Create PR Line items not managed within the store or bench stock for immediate issue require procurement action. The shop prepares a PR so that the COCESS Contractor can procure the item. This playbook, the MC BPL SharePoint and RG provide process details required by WG personnel to submit a PR in NexGen. 7.1 COCESS PRs The contractor stocks the store with those items for immediate issue, over the counter to WTs. If the contractor can meet the RDD by ordering items “just in time” and it does not delay the government in meeting its RDD, then the need to stock the store with those items may be less important. The contractor is reminded that meeting the RDD and procuring the items at the cost structure provided by the contract is very important. If the RDD cannot be met, the contractor will use the company processes and procedures to accomplish this task so the contractor can meet the RDD. The contractor normally uses their own process or procedure to procure items to stock the store. Shop personnel submit a PR in NexGen to obtain the required materiel/supplies when the item is not available for immediate over the counter issue from the contractor’s store. As a reminder, the contractor is required to maintain a store of the most commonly used materiel items (see the Performance Work Statement (PWS) or SOW for further definition). 7.1.1 Government Recommended Store Stock List The COCESS Contractor reviews and processes PRs when The COR or the COMC has approved PRs. The COCESS Contractor will procure materiel for the Contractor’s store, WTs, and WGs. The government may be required to submit a PR dependent upon the situation as described below: Items contained within the government and items recommended for store stock list provided by the government to the contractor, are expected to be maintained within the store for immediate issue. Conversely, if the contractor can procure the item to meet the RDD, then store stock being immediately available for issue may not hold the same importance as items that cannot be immediately available. The contractor takes on the risk in either scenario. 7.1.2 NexGen COCESS Store Quantity For COCESS the NexGen on hand store quantity that is visible to the shops must be set at zero. The Operating Materiel section of a WT provides information for items already issued. Additionally, when the COCESS Contractor orders materiel to stock the store, the contractor uses the contractor’s money, therefore, the materiel belongs to the contractor until it is sold to the government. 21 | P a g e  Air Force Civil Engineer Materiel Control: COCESS Playbook Chapter 8 Create PO COCESS POs are handled differently than GOCESS POs because the COCESS Contractor has different procurement sources and owns the inventory until it is sold to the government. Additionally, the store balances are maintained at zero in NexGen since the government does not own the materiel until it is issued. The contractor decides within the parameters of the contract when items are to be ordered. If the contractor determines that items are readily available from the local marketplace within established timelines provided in the contract, then the contractor may decide not to stock an item in the store. When there is either a true stock out in the COCESS Store or the item required by maintenance is not stocked in the store, the contractor will procure the item using the COCESS Contractors process. 8.1 COCESS Procurement For COCESS items that the COCESS Contractor does not stock in the store or that the store does not contain adequate quantities to fulfill the WT requirement, the contractor procures the item using a PO. A receipt is processed when the item is physically received provided it was received to fulfill a WT requirement, followed by an issue transaction to the WT in NexGen. Once the PO is finalized and issued, the SFD balance is decremented by the amount committed on the PO. If sufficient funds are not available on the SFD, the PO remains in ‘Draft’ status until the PO amount is reduced or the CE Financial Manager provides authorization for additional funds and reflects that increased budget on the NexGen SFD. 8.2 Government item list recommended for Store Stock At the start of the COCESS contract, the government provides a list of items recommended for inclusion into the COCESS Store. Items not contained within the "government items recommended for store stock" list, but that are required by the government, require the "government requestor" to submit the PR which is approved by the "government requestor's CoMC”. When the WG submits the PR to the CoMC, the CoMC reviews and approves the requirement, before forwarding the PR to the Contractor. The COCESS Contractor considers these requests "approved for purchase" and uses NexGen functionality to continue processing the PR and procures the item. Under no circumstances, does the COCESS Contractor order an item for the WG to support a WT without the requirement having been reviewed and approved by the CoMC. 8.2.1 Contractor’s Store Stock The COCESS Contractor uses company processes and procedures to procure and stock the store and uses NexGen functionality to issue the item over the counter to the WT or WG. 8.3 COCESS PO When items required for WTs or WGs are not stocked in the COCESS Store these items must be procured. The contractor never uses government funds to procure any material. Material required for WT and WG requirements, not stocked in the COCESS Store will follow the PR process. The contractor uses company dollars and company process/procedures to procure materiel to support government requirements. 22 | P a g e  Air Force Civil Engineer Materiel Control: COCESS Playbook 8.3.1 COCESS PO Changes Changes to POs managed by the COCESS Contractor will not be revised until approved by the CoMC in coordination with the shops and the contractor. For COCESS, it is unlikely that a quantity change for an item on a PO would be necessary since the contractor orders the quantity required to support the WT or WG. However, if it becomes necessary to change the quantity on the PO due to unknown mission requirement change or some other mitigating circumstance, the COR and CoMC will be consulted by the shop. In addition, the COR and CoMC will consult with the COCESS Contractor for the necessary change to be made. The required change will only be made if/when the item has not yet been received. Once the PO is issued, the PO can be revised if the order has changed prior to receiving the items. For example, suppose 10 items were ordered and the COCESS Contractor has consulted with the vendor and determined that only 8 are needed. In that case, the contractor will consult the CoMC and customer for approval of the required change. Once approved, the contractor can revise the PO. This will increment the specific PO line item (change the quantity) and reissue the PO for the correct quantity. This will balance the SFD. A PO is not revised and re-issued to satisfy cost discrepancies on the receipt and invoice. Processing the invoice will automatically balance the SFD. 8.4 Materiel Abstracts Materiel abstracts are provided by NexGen. The COCESS abstract is used by the contractor to provide price quotes to the government. The COCESS Contractor annotates the abstract with price quotes for items that need to be ordered or provides quotes using a contractor provided written electronic instrument. The COCESS Contractor processes all PRs before items are ordered, to support WT or WG materiel requirements for items stocked in the store, but not available for immediate issue. 8.5 COCESS Procurement and SFD Sometimes the COCESS Contractor may not have the total quantity required by the government to fulfill a WT requirement. An example of this is if the government has a requirement for 55 widgets and the contractor has 30 widgets on-hand. The contractor issues the 30 widgets over the counter to the WT in NexGen by processing a transfer-in transaction followed immediately by an issue to the WT. Since 55 widgets are needed for the total requirement that still leaves a bogey of 25 widgets yet to be dealt with. The contractor requests the shop to submit a PR for a total of 55. The COCESS Contractor processes the PR and PO for a total of 55 widgets. When the contractor processes a PO for a total of 55 the SFD is decremented to pay for the total requirement. The remainder (25 of 55) is ordered through the contractor’s system. When the 25 widgets that were procured arrive, a receipt is processed in NexGen for a quantity of 25. The contractor then issues the 25 widgets to the WT. This ensures that the contractor is paid for the total quantity sold to the government. 23 | P a g e  Air Force Civil Engineer Materiel Control: COCESS Playbook 8.6 PO Creation When a PO is created in NexGen, the user associates the SFD, with the correct PEC (78 or 79) that matches the intended supply source. The COCESS Contractor ensures the ‘Supply Source’ on the PO matches the SFD purpose. The purpose is visible in the selection menu in NexGen when the user selects the SFD. This enables users to select the appropriate supply source and PEC. Note: The COCESS Contractor cannot use government sources unless previously approved by the CO. 8.7 COCESS unable to meet Required Delivery Date (RDD) or offer Competitive Pricing When the maintenance shop orders an item, they need to assign a RDD to the request. If the COCESS Contractor cannot provide the item with competitive cost or meet the RDD, then the shop could consider using another method of procurement. Procurement program options included are provided in FAR Part 8 and provide mandatory sources as well as non-mandatory. 8.8 PO Processing When required items are not stocked in the COCESS Store, the process used to procure items through the COCESS Contractor are the same as any other PO. 1. Shops create PR. 2. MC approves PR. 3. A PO is created by the government or COCESS Contractor in NexGen. 4. When item(s) is/are delivered to the COCESS Contractor, receipt(s) are processed in NexGen if PO was for WG or WT requirements and not for inventory in Contractor Store. 5. The item(s) is/are issued in NexGen by the COCESS Contractor. 8.9 Sources in lieu of COCESS If the CoMC and shops determine to use a source other than COCESS, the CoMC creates a PO for each source of supply or vendor, which includes: Logistics Readiness Squadron (LRS) Prime Vendor (PV) Base Contracting Government Purchase Card (GPC) Government personnel use the processes and procedures used at a GOCESS unit when procuring items from sources other than the COCESS Contractor. 24 | P a g e  Air Force Civil Engineer Materiel Control: COCESS Playbook Chapter 9 Receipt and Invoice The CoMC has the direct connection to the commitment of funds for CEO maintenance requirements. The CoMC and the COR hold the inherent responsibility to ensure what is ordered is received and at the promised costs, inventory items are procured to satisfy WT and WG requirements. These items are shipped from commercial vendors to the installation. When these items are received at the installation, receipts are processed in NexGen for each line item received that supports a WT or WG requirement. When items are ordered and receipts are processed for items ordered to meet WT or WG requirements, those items are immediately issued to the specific WT or WG. 9.1 Receiving and Invoicing When items ordered by the COCESS contractor have been received local business processes with determine who will process the NexGen receipts and invoices. Note: This does not include materiel the contractor orders for stock in the store. Those items have already been vetted for stocking the store. The contractor procures items stocked in the store and that are not a requirement for existing WT or WG, using COCESS company procedures. When PO line items ordered have been received, they are inspected. Provided the items are found to be serviceable, receipts are processed for each item. When the contactor uses a specific PO in NexGen to procure items for a known WT or WG requirement and all line items on that specific PO have been received and receipts have been processed, a single final invoice can then be created in NexGen. This marks the fulfillment of a PO so it can be completed. 9.1.1 Receipts for Orders Outside of NexGen The contractor may order items outside of NexGen to stock the COCESS Store. Those items can be ordered, received, and binned in the COCESS Store to be issued for future requirements. It is not necessary for the contractor to process the PO or receipt in NexGen when ordering inventory not ordered for WT or WG immediate requirements. 9.1.2 Defective Order Receipt If a defective item is received, the COCESS Contractor must resolve the concern with the vendor. Only serviceable quantities of items are issued to WT or WG requirements. 9.1.3 COCESS Contractor Receipts There is no need for the COCESS Contractor to process receipts in NexGen if items are being ordered for the Contractor Store. When a PO is used to order materiel for WT or WG requirements, then a receipt for each item and a final invoice must be processed. 9.2 COCESS Company Transaction Processing The COCESS Contractor can choose to use their own processes/procedures to procure, receive, invoice, and issue items from their own IT system. 25 | P a g e  Air Force Civil Engineer Materiel Control: COCESS Playbook 9.3 Cost Change On the occasion that a cost change occurs after the NexGen PO invoice is created, the CoMC needs to coordinate with the CE Financial Manager, outside of NexGen, to communicate the amount of the credit/debit required. It is also important that the COR and CO know about these situations. If any additional charges occur when the items are received (e.g., shipping, etc.), the COCESS Contractor captures these costs on the receipt line Items. When processing receipts in NexGen, it is imperative that the contractor perform a close check and balance of the description, quantity, unit, and extended price of the item from the PO to the vendor’s bill of lading. The CE Financial Manager creates a manual adjustment to the budgeted amount on the appropriate SFD and ensures the correct cost is passed to the Wide Area Workflow (WAWF) or Defense Enterprise Accounting and Management System (DEAMS) as appropriate. The manual credit/debit adjusts the available balance by increasing or decreasing the budgeted amount, but due to the manual adjustments, will not be linked to the PO. 9.4 Final Cost Adjustments Any final cost adjustments not documented on the PO are captured on the Invoice which supplements or decrements the COCESS SFD, depending on the charges. The Final Invoice will be processed when all charges have been accounted for on each line item on the PO. 9.5 Cost Anomalies It is most important to catch anomalies before the final invoice for a PO is processed because it prevents additional work and materiel transaction processing after the fact. All materials must be received, and final price known before the single NexGen invoice is created for a PO. If this process is followed, any changes would be reflected on the NexGen PO invoice and the SFD would update to reflect any cost adjustments (+ or - depending on whether invoice was over or under initial PO amount). 9.6 Final Invoice After all items are received for a specific PO (following the aforementioned Receiving and Invoicing process, the COCESS Contractor processes a single Final NexGen Invoice to record the final price of all items received against the PO. Completion of the Final NexGen Invoice automatically reconciles the balance on the SFD based on the prices recorded on the Final NexGen Invoice. Once all receipts and the Final NexGen Invoice are processed, they can be Completed and Closed with the PO. 9.7 Item Cancellations In the event a buyer wants to cancel a PO after it has been issued, the contractor cancels the item in accordance with the COCESS contract. NexGen automatically adjusts the SFD to add back the original purchase price. For more information on NexGen invoices, refer to the MC BPL SharePoint and to the Receiving and Invoice processes in this playbook. Refer to the COO Standard Header and Naming Convention Document in the MC BPL for how to name receipts and invoices. This document is provided to ensure that installations use common naming conventions when dealing with various MC transactions. 26 | P a g e  Air Force Civil Engineer Materiel Control: COCESS Playbook 9.8 Validate Receipt The COCESS Contractor or their employees coordinate with appropriate personnel (such as the Customer or the COR) to validate the items received against the PO and any vendor invoices. If there are discrepancies within the invoice, the COCESS Contractor or their employees can resolve it through this process. Received items require checking and validating that the physical item received matches the item requested and the vendor invoice. Discrepancies between the materiel requested, the vendor invoice, and the materiel received requires the COCESS Contractor to work with the vendor to resolve any discrepancy. If the discrepancy is resolved the Receipt and Invoice process continues. Any procurement outside of COCESS must follow the FAR guidelines. 27 | P a g e  Air Force Civil Engineer Materiel Control: COCESS Playbook Chapter 10 Unique Requirements There are other methods and processes that the CoMC and the shops can use to obtain materiel. These are not covered in this part of the playbook because they do not pertain to the COCESS Contractor. Please ensure that the applicable processes covered in the GOCESS section of this playbook are used with these processes. The COCESS Contractor cannot use government sources and the contractor must use company processes that must be followed to procure required inventory items. 10.1 COCESS and Government Purchase Card (GPC) Program DAFI 64-117, Government Purchase Card (GPC) Program prohibits contractor use of the Government Purchase Card Program. 10.1.1 GPC Purchases made by Government Personnel AFI 64-117 governs the use of this program and requirements and must be followed. Government Personnel can use the GPC program at COCESS bases provided they have attended the mandatory training and have been assigned the GPC Card. Many units use the GPC almost exclusively to order materiel and are responsible for meeting the requirements (mandated) within the FAR prior to using the GPC card with commercial vendors. A separate GPC card is issued for each PEC, one for PEC 78 and one for PEC 79. Cardholders are responsible for making purchases using the correct card based on the intended purpose of the materiel. When the MC government personnel use the GPC to procure items or support WT or WG requirements, a PR, PO, receipt, final invoice (when applicable) and an issue to either the WT or WG must be processed. This processing is required to be accomplished by government personnel. MC government personnel who use GPC to support WT or WG requirements will have their assigned GPC associated to the PO and SFD under which that GPC is assigned. Note: When shops use GPC cards assigned to shop personnel to procure materiel to support a WT, the shop must ensure the costs are entered into NexGen in the service provider portion of the WT. As a result, costs for WGs are accumulated to support the shop rate. 10.1.2 BPA Purchases When procuring items using a BPA, follow process procedures within FAR 13.303 BPA or FAR Part 8, paragraph 8.405-3. The SFD is titled BPA. The Contracting Squadron normally dictates AF Form 9 process procedures. When procuring items with an DAF Form 9, use the MC BPL SharePoint at the PO tab, PO Variants by Source of Supply Drop Down, Base Contracting POs. The SFD is titled One Time Purchase. The DAF Form 9 and BPA materiel procurement documents must be routed through MC. MC will vet these documents with the CE Financial Manager to ensure all financial information is correct. MC will also coordinate the BPA requirement and the DAF Form 9 with the Base Contracting office for procurement. 28 | P a g e  Air Force Civil Engineer Materiel Control: COCESS Playbook MC is responsible for ensuring all NexGen materiel transactions for the procurement have been processed. This includes loading of inventory items, PO, receipt, and issue to respective WT. AF Form 9 is used to procure items from commercial sources. The items required are recorded on this form, and transactions must be processed in NexGen by MC. The MC BPL SharePoint, PO tab provides instructions for this process. Go to the PO tab, click on it, choose PO Variants by Source of Supply from the drop-down menu, and choose Base Contracting POs from the drop-down menu. 10.1.2.1 DLA PV purchases DLA assigns PVs by geographic regions of the United States (US) and foreign countries. Those vendors provide price quotes and also source the required materiel when the government submits a funded PO. 10.1.2.2 LRS Purchases LRS (formerly Base Supply) is sometimes the source of supply for CE items. Due to the availability of various programs used by both the GSA and DLA to support customers, many of the required items that historically were sourced through LRS are now procured through those sources. Be certain to check with LRS and the other mandatory sources before using the GPC. See FAR Part 8 and FAR Part 12 for further information on mandatory sources and use of commercial sources. When LRS is the supply source used for procurement, the SFD used is titled SBSS. 29 | P a g e  Air Force Civil Engineer Materiel Control: COCESS Playbook Chapter 11 COCESS HAZMAT Management HAZMAT is defined as any substance or material that poses a danger to life, property, or the environment if improperly used, stored, shipped, or handled. The COCESS Contractor currently advises shop personnel to use the base HAZMAT Pharmacy and the processes required to obtain materiel items for a WT. Typically, CE craftsmen require the use of HAZMAT in their day-to-day work of maintaining the installation. IAW DAFI 64-117, Chapter 7, paragraph 7.12.4 hazardous and potentially HAZMAT is authorized by the Base Hazardous Materials Management Program Team. 11.1 Purpose of HAZMAT Management and EESOH-MIS The purpose of the HAZMAT management program within the AF is to support missions, evaluate and mitigate risk, minimize the use of HAZMAT, and maintain compliance with reporting requirements related to usage. The government utilizes the EESOH-MIS for requesting authorization approval and keeping track of hazardous material. The COR maintains oversight for all HAZMAT requests. The CE Environmental Element provides EESOH-MIS training to the COR and contractor. The contractor ensures all items added to a PO have been approved and are entered into EESOH-MIS for tracking prior to ordering the materials. The contractor will not exceed the HAZMAT maximum stock level when ordering materials if they are to be stored in the COCESS store or government warehouse. Note: Processing of transactions within the EESOH-MIS and NexGen is required for all PRs, POs, Issues, Receipts, and PO Invoices. Contractor utilizes the EESHOH-MIS to process receipts for hazardous material. See the RG for instructions on how to perform these duties. 11.2 Obtaining Authorization for HAZMAT and Exception List In order to obtain authorization for the shop to use HAZMAT for work requirements, an AF Form 3952, Chemical HAZMAT Request Authorization must be completed. This form is required for each HAZMAT item and is in electronic format loaded into EESOH-MIS for the specific shop. Once this form has been completed, it is reviewed by BEE, Base Ground Safety Office, CE Environmental Management, and Fire Protection. These offices must review and coordinate the shop completed form. In addition, these offices have the authority to either approve or disapprove of the use of items by the shop. When the AF Form 3952 is submitted for coordination and approval, the Safety Data Sheet (SDS) must also be submitted. Note: All items approved for the specific base HAZMAT Exception List do not require input into EESOH-MIS but must still be transacted in NexGen. 11.3 HAZMAT Storage and Restrictions HAZMAT is stored in a segregated area, not commingled with other stock items. Materials are labeled according to regulations listed in applicable federal, state, local environmental codes and regulations. No hazardous or potentially HAZMAT may be purchased by any means or brought onto an installation without full compliance with all authorizations, approvals, and reporting requirements. 30 | P a g e  Air Force Civil Engineer Materiel Control: COCESS Playbook 11.4 COCESS HAZMAT Labeling and Issue Procedures The contractor utilizes the approved HAZMAT tracking system with bar-coding functions to assign bar code numbers and print bar code labels (when required) when HAZMAT is issued. Additionally, the appropriate bar code label is affixed to each hazardous materiel container before issuance. 11.5 HAZMAT Cautions Craftsmen may be exposed to environmental and occupational factors. When employees handle chemicals or work in hazardous conditions, they must be trained in safe handling and processing procedures. The HAZMART must ensure the SDS is available for each hazardous item issued. The HAZMART must also update EESOH-MIS or provide data to the ESOH-MIS POC for all issues made to CE WGs. Local procedures determine the organization responsible for processing updates to EESOH- MIS. The shops are responsible for obtaining BEE approval, in writing, to use and stock-specific quantities of HAZMAT in the COCESS store. The HAZMAT Pharmacy must approve initial requirements for HAZMAT. The CoMC must coordinate with the base HAZMART to obtain HAZMAT information. The COCESS Contractor will update NexGen by processing POs, receipts, final invoices, issues, and returns. Doing this ensures that appropriate costs are attributed to WT within RP and cost reimbursement records and that costs borne by WGs are correctly maintained for use during shop rate calculations. See the CE Financial Manager for further information on shops rates. 11.6 Hazardous Material Pharmacy (HAZMART) Operations HAZMART is the only entity on an installation authorized to issue government-owned HAZMAT from any source (e.g., GPC, AF Form 9, or any DoD standard supply system). As a result, most CE units rely on the base HAZMART operated by the LRS or a contract to support the requirement for HAZMAT procurement, issue, use, and serviceable materiel returns. However, some CE units have elected to operate a HAZMART program within the organization. When this type of HAZMART is provided, the same rules and responsibilities as those being met by the LRS operated HAZMART are required. 11.7 Requesting HAZMAT via the HAZMART Pharmacy If the responsible authorities approve the request, the shop orders the item through the contractor to the HAZMART. The CoMC processes a PO in NexGen with the SFD of LRS, and when materiel is received, a receipt and final invoice are processed. An issue is processed to the WT or WG dependent upon the work requirement. The data entered into NexGen updates appropriate RP and cost reimbursement records. Shops order their materiel through the CoMC who maintains the authorization list for approved HAZMAT. The CoMC can order HAZMAT to be stored temporarily by the COCESS Contractor for the shop. Shops are still responsible for submitting the required paperwork for approval. Changes to the AF Form 3952 to the conditions or process stated invalidates the authorization. The shop must create and submit another AF Form 3952 if the shop intends to continue to use the HAZMAT. 31 | P a g e  Air Force Civil Engineer Materiel Control: COCESS Playbook 11.8 COCESS Hazardous Waste (HAZWASTE) Responsibility The COCESS Contractor disposes of items that are considered HAZWASTE. Shops will turn in HAZWASTE to the base HAZWASTE facility. For items issued to WT for FMs, HAZWASTE is the responsibility of the FM to ensure proper disposition to the HAZWASTE facility. MC does not handle or dispose of HAZWASTE generated by CE WGs. The entity that generates the HAZWASTE must handle and dispose of it IAW applicable installation, state, or federal instructions or directives. 11.9 Directives Applicable to HAZMAT for COCESS led MC The following specific guidance is provided. HAZMAT is accurately defined in 49 Code of Federal Regulations (CFR) 172.101 and the Hazardous Material Management Process (HMMP) Playbook. The SDS is required to be kept near the storage area for each item. HAZMAT requires both WGs and the COCESS Contractor to follow the established rules. Understanding the full definition of the authorization for procurement, proper and safe use, and disposal are very important. The COCESS Contractor must coordinate with the base HAZMART to get information pertinent to authorizations, issues, procurement, and disposal of HAZMAT and then update NexGen. When necessary, shops must return unused materiel to the HAZMART. AFIs, AFMANs, playbooks, and handbooks provide standards and procedures. Local procedures sometimes provide additional directive guidance on the authorization and tracking of HAZMAT. The key authoritative sources of functional guidance to use include: HAZMAT Materiel Management HAZMAT-related Occupational Safety and Health AF Handbook 23-123, Materiel Management Reference AFI 90-821, Hazard Communication (HAZCOM) Information Program AFJMAN 23-209, Storage and Handling of Hazardous DAFI 48-145, Occupational and Environmental Health Materials Program DAFI 23-101, AF Materiel Management Policy DAFMAN 91-203, Air Force Occupational Safety, Fire, DAFMAN 23-122, Materiel Management Procedures and Health Standards Table 3: List of HAZMAT Directives 32 | P a g e  Air Force Civil Engineer Materiel Control: COCESS Playbook Appendix A - Acronyms and Definitions Acronym Term Definition DAF Major Command that operates fighter, reconnaissance,