Us Army Medical Course Md0705-100 - Inspection Documents

U.S. ARMY MEDICAL DEPARTMENT CENTER AND SCHOOL FORT SAM HOUSTON, TEXAS 78234-6100

INSPECTION DOCUMENTS

SUBCOURSE MD0705

EDITION 100

DEVELOPMENT This subcourse is approved for resident and correspondence course instruction. It reflects the current thought of the Academy of Health Sciences and conforms to printed Department of the Army doctrine as closely as currently possible. Development and progress render such doctrine continuously subject to change. ADMINISTRATION For comments or questions regarding enrollment, student records, or shipments, contact the Nonresident Instruction Branch at DSN 471-5877, commercial (210) 2215877, toll-free 1-800-344-2380; fax: 210-221-4012 or DSN 471-4012, e-mail [email protected], or write to: COMMANDER AMEDDC&S ATTN MCCS HSN 2105 11TH STREET SUITE 4192 FORT SAM HOUSTON TX 78234-5064 Approved students whose enrollments remain in good standing may apply to the Nonresident Instruction Branch for subsequent courses by telephone, letter, or e-mail. Be sure your social security number is on all correspondence sent to the Academy of Health Sciences. CLARIFICATION OF TRAINING LITERATURE TERMINOLOGY When used in this publication, words such as "he," "him," "his," and "men" are intended to include both the masculine and feminine genders, unless specifically stated otherwise or when obvious in context. .

TABLE OF CONTENTS Lesson Paragraphs INTRODUCTION 1 DEFENSE LOGISTICS AGENCY....................... Exercises

1-1--1-6

2 DPSC SUBSISTENCE INSPECTION MANUAL............. Exercises

2-1--2-26

3 DLA-DPSC INSPECTION DATA PACKET................ Exercises

3-1--3-12

MD0837

i

CORRESPONDENCE COURSE OF THE U.S. ARMY MEDICAL DEPARTMENT CENTER AND SCHOOL SUBCOURSE MD0705 INSPECTION DOCUMENTS INTRODUCTION If you were in the market for a new car, you would probably shop around until you found the best deal for the lowest price. The Department of Defense uses a similar system when procuring food items for the military; that is, obtaining the best quality items at the lowest cost. In this subcourse, you will see how the Department of Defense procurement system for subsistence items functions, what documents are generated by this system, and where these documents fit into your job as a veterinary food inspection specialist. Subcourse Components: This subcourse consists of three lessons: Lesson 1, Defense Logistics Agency. Lesson 2, DPSC Subsistence Inspection Manual Lesson 3, DLA-DPSC Inspection Data Packet. Credit Awarded: To receive credit hours, you must be officially enrolled and complete an examination furnished by the Nonresident Instruction Branch at Fort Sam Houston, Texas. Upon successful completion of the examination for this subcourse, you will be awarded 15 credit hours. You can enroll by going to the web site http://atrrs.army.mil and enrolling under "Self Development" (School Code 555). A listing of correspondence courses and subcourses available through the Nonresident Instruction Section is found in Chapter 4 of DA Pamphlet 350-59, Army Correspondence Course Program Catalog. The DA PAM is available at the following website: http://www.usapa.army.mil/pdffiles/p350-59.pdf.

MD0837

ii

LESSON ASSIGNMENT LESSON 1

Defense Logistics Agency.

LESSON ASSIGNMENT

Paragraphs 1-1 thru 1-6.

LESSON OBJECTIVES

After completing this lesson you should be able to:

SUGGESTION

MD0705

1-1.

Identify the mission of the Defense Logistics Agency (DLA).

1-2.

Identify the field activities of the DLA.

1-3.

Identify the mission of the Defense Personnel Support Center (DPSC).

1-4.

Identify the veterinary food inspection specialist's point of contact within DPSC.

1-5.

Identify the major documents written by DPSC that are used by contractors and potential contractors, ordering officers, and inspectors when dealing with DPSC contracts.

After studying the assignment, complete the exercises of this lesson. These exercises will help you to achieve the lesson objectives.

1-1

LESSON 1 DEFENSE LOGISTICS AGENCY 1-1.

INTRODUCTION

As a veterinary food inspection specialist, you will encounter the term Defense Personnel Support Center (DPSC) many times while performing your duties. Defense personnel support center is a subordinate element of the Defense Logistics Agency (DLA). A general knowledge of the mission of both DPSC and DLA will help you understand how subsistence (food items) are bought (procured) for the United States (US) Armed Forces and where the veterinary food inspection specialist fits into the "big picture". 1-2.

DEFENSE LOGISTICS AGENCY

The DLA was established 1 October 1961. It is directly responsible to the Secretary of Defense for providing supplies and services used in common by all the Armed Forces. The DLA HQ is located at Cameron Station, Alexandria, Virginia and is jointly staffed by personnel of the US Army, US Navy, US Air Force (USAF), US Marine Corps, and supporting civilian personnel. The DLA headquarters exercises direction and control over the agency as a whole and is responsible for policy development. 1-3.

DEFENSE LOGISTICS AGENCY ACTIVITIES

The DLA is responsible for field activities located at strategic points throughout the country. The DLA field organization consists of six supply centers, four defense depots, six service centers, and nine Defense Contract Administration Services Regions (DCASRs). We will discuss each of these briefly and concentrate upon those of most interest to us as veterinary food inspection specialists. Of the six DLA supply centers, the one of the most significance to food inspectors is the DPSC. The remaining five supply centers are as follows: Defense Electronic Supply Center (DESC); Defense Industrial Supply Center (DISC); Defense Construction Supply Center (DCSC); Defense General Supply Center (DGSC); and the Defense Fuel Supply Center (DFSC). The titles of these centers give some idea as to the broad spectrum of DLA supply responsibilities. 1-4.

DEFENSE PERSONNEL SUPPORT CENTER

The DPSC is the largest of the DLA field activities. The mission of DPSC is to procure and distribute wholesale stocks of subsistence, clothing, and medical supplies to the US Armed Forces worldwide. The DPSC is the key link between the Armed Forces and the food industry by supplying the food needs of the military. In addition, DPSC procures and distributes more than 30,000 items of clothing and textiles plus

MD0705

1-2

more than 43,000 items of medical materiel and 9 million people a day are fed. The food item ranking first in terms of weight and volume is potatoes. The largest dollar value subsistence items procured are Meals-Ready-to- Eat (MRE). 1-5.

OTHER DEFENSE LOGISTICS AGENCY ACTIVITIES

Three of the four DLA defense depots have the responsibility for the receipt, storage, and issue of semiperishable supplies. Perishable foods are normally stored and distributed (at supply points) through a national network of commercially owned refrigerated warehouses under contract to DPSC. The DLA service centers maintain technical documentation. The DLA defense contract administration services are responsible for the management of all DLA contracts. 1-6.

DEFENSE PERSONNEL SUPPORT CENTER CONTRACTING SYSTEM

a. General. All Department of Defense (DOD) subsistence (food items) are procured (bought) under a contract of some kind. The contracts are formal, written agreements between the ordering office and the contractor, who is the food processor or vendor who sells the food items. The terms and provisions of a contract provide food inspection personnel with information necessary to base an inspection. Many essential documents are not physically part of the contract, but the terms of the referenced documents must be met. For this reason, the veterinary food inspection specialist must have access to these documents to perform his inspection. b. Inspection Reporting. As a veterinary food inspection specialist, you will inspect the subsistence bought by DPSC and will report your inspection findings to your supervisor who will, in turn, contact the Contract Quality Assurance Function (CQAF) at DPSC. The CQAF is the office that the veterinary food inspection specialist keeps in frequent contact with. c. Documents Used in Subsistence Supply. The veterinary food inspection specialist must be familiar with the major documents used in the contracting system, to include master solicitations (MS), bids, contracts, invoice/inspection reports, Technical Data Sheets, and specifications. (1) Solicitation. The DPSC writes a solicitation, sometimes called an Invitation for Bid (IFB) requesting interested companies to bid to furnish food supply services to the installation. This solicitation describes the food group, identifies the specific kinds of meat, cheese, or poultry, and explains any special requirements such as the delivery date, address, and any special marking information. The solicitation may also make minor changes to the MS. This solicitation is sent to all food processors, the concerned ordering officer, and the unit responsible for inspecting the food when it is delivered. The solicitation is filed at the inspection unit and at the ordering officer's office. A potential contractor interested in supplying the food items to the military uses information in the solicitation and the referenced MS to determine a bid.

MD0705

1-3

(2) Master Solicitation. Federal laws dictate many requirements concerning food purchases. Based on budget restrictions and availability of food supplies, DPSC prepares MS for various food item groupings. A MS is a document that explains the procedures to bid on food contracts, laws governing the qualifications to sell to the military, contract controls, product inspection, and other pertinent information. Master Solicitations are published and sent to all food processors who are interested in bidding for contracts to supply food to the military and to the units responsible for food inspection. These MS is retained until they are replaced by a new MS. Some MSs were written three years ago or more and are still in use. They are rewritten only when major changes are made in the contract or food supply requirements. (3) Technical Data Sheet. The technical data sheet (TDS) covers specific DPSC requirements for closely related perishable items. It will identify the applicable specifications of the inspection. Packaging, packing, labeling, and marking requirements for the individual items are included as well as temperature requirements and item descriptions by National Stock Number (NSN). The applicable TDS is referenced in the solicitation. (4) Specification. This document describes the technical requirements for items, materials, or services, and includes the procedures to follow to determine if the requirements have been met. A combination of federal and military specifications is generally used. The applicable specification is referenced in the TDS. (5) Bids. The bids (offer of a certain price) from all interested companies are sent to a contracting officer at DPSC. At a designated time, the bids are opened and the successful bidder is awarded the contract. The company that sells food items to the government is called the contractor. (Sometimes the term "vendor" is used.). (6) Contract. A contract is written and sent to the bidder who has been awarded the contract. Copies are also sent to the ordering officer and the unit that will inspect the food. The contract may be one of two types: (a) Definite delivery. A DPSC Form 300, Order for Subsistence, is used as a contract for perishable food items only. (Perishable food requires refrigeration for handling and storage. Examples are fresh meat, milk, fruits, and vegetables.) This form is used when large quantities can be ordered and when less frequent deliveries are required. This type of contract is sometimes referred to as a "one-time-only" or "non-requirement" or "other-than-requirements" contract. (b) Indefinite delivery. A Standard Form 26, Award/Contract, is used as a contract for both perishable and semiperishable food items. For perishable food items, this form is used when a food item is to be delivered over a period of time on a recurring basis. Fluctuations in demand cause changes in delivery requirements and varying amounts may be ordered for each delivery. An example is milk that is due to be delivered over a six-month period. Orders for all semiperishable food items are prepared on this form. (Semiperishable food items are long shelf-life items that do not

MD0705

1-4

require refrigeration for handling and storage. Examples are canned goods, rice, flour, and cookies.) This type of contract is sometimes referred to as an "open-end" or "requirements" contract. (7) Origin inspection reports and shipping invoice. Other documents, which are part of the contracting system may include the contractor's invoice shipped with the product, the contractor's inspection report at origin, and any federal government (not military) inspection report at origin (for example, US Department of Agriculture [USDA}).

Continue with Exercises

MD0705

1-5

EXERCISES, LESSON 1 INSTRUCTIONS: The following exercises are to be answered by marking the lettered response (or responses) that best answers the question or best completes the incomplete statement or by writing the answer in the space provided. After you have completed all the exercises, turn to "Solutions to Exercises" at the end of the lesson and check your answers. 1.

The mission of the Defense Logistics Agency is to: a. Procure supplies for the US Army. b. Procure services for the USAF. c.

Procure supplies and subsistence for the US Navy.

d. Provide supplies and services used in common by all the Armed Forces. 2.

Circle the letter of those field activities that are part of the DLA field organization. a. Procurement centers. b. Supply centers. c.

Service centers.

d. Maintenance depots. e. Defense depots. f.

MD0705

Contract administration services regions.

1-6

3.

Which of the following agencies is responsible for procuring and distributing wholesale stocks of subsistence, clothing, and medical supplies to US military services worldwide? a. DLSC b. DPSC c.

DESC

d. DFSC 4.

The Defense Logistics Agency _______________ has the responsibility for the receipt, storage, and issue of semiperishable supplies. a. Defense depots b. Supply centers c.

Service centers

d. Contract regions 5.

If the veterinary food inspection specialist encounters a problem with a subsistence item, he will report his findings to which office in DPSC? a. Contracting Officer Element. b. Technical Operations Branch. c.

Contract Quality Assurance Function.

d. Solicitation Section.

MD0705

1-7

6.

When DPSC receives orders for subsistence from the various military installations, a document will be written which requests interested companies to bid to furnish food supply service to the installation. This document is known as the: a. Specification. b. Solicitation. c.

DPSC Master Solicitation.

d. Contract. 7.

The Defense Personnel Support Center writes a document describing the qualifications for potential contractors, inspection procedures for groupings of similar food items, and the laws that potential contractors must follow to qualify to sell to the military services. This document is known as the: a. Specification. b. Solicitation. c.

Master Solicitation.

d. Contract. 8.

When a contract is awarded for a perishable food item that is to be delivered and completed at "one-time-only", a _________________ will be typed up and sent to the bidder who was awarded the contract, the ordering officer, and the unit which will inspect the food. a. SF 26. b. DA Form 2651. c.

DD Form 1714.

d. DPSC Form 300.

MD0705

1-8

9.

When a contract is awarded for semiperishable subsistence, a______________ will be typed up and sent to the bidder who was awarded the contract, the ordering officer, and the unit which will inspect the food. a. SF 26. b. DA Form 2651. c.

DD Form 1714.

d. DPSC Form 300. 10.

The document that provides current specific product requirements for similar subsistence items is the: a. Solicitation. b. Contractor's inspection report. c.

Food processor's invoice.

d. Contract. e. Technical Data Sheet. 11.

The document that describes the standard requirements for items, materials, or services is the: a. Solicitation. b. Technical Data Sheet (TDS). c.

Specification.

d. Federal government inspection report. e. Standard Form 26, Award/Contract.

MD0705

1-9

12.

A contract for DOD subsistence supply contains in one document all the terms that are to be met by the contractor. a. True b. False

13.

List seven major documents used in the DPSC contracting system for subsistence supply. a. __________________________________________ b. __________________________________________ c.

__________________________________________

d. __________________________________________ e. __________________________________________ f.

__________________________________________

g. __________________________________________

Check Your Answers on Next Page

MD0705

1-10

SOLUTIONS TO EXERCISES, LESSON 1 1.

d

(para 1-2)

2.

b, c, e, and f. (para 1-3)

3.

b

(para 1-4)

4.

a

(para 1-5)

5.

c

(para 1-6b)

6.

b

(para 1-6c(1))

7.

c

(para 1-6c(2))

8.

d

(para 1-6c(4)(a))

9.

a

(para 1-6c(4)(b))

10.

e

(para 1-6c(3))

11.

c

(para 1-6c(4))

12.

b

(para 1-6a)

13.

Solicitation Master Solicitation Technical Data Sheet (TDS) Specification Bid Contract Origin inspection reports and shipping invoice (para l-6c(l)) through (7))

End of Lesson 1

MD0705

1-11

LESSON ASSIGNMENT LESSON 2

Defense Personnel Support Center Subsistence Inspection Manual.

LESSON ASSIGNMENT

Paragraphs 2-1 through 2-26.

LESSON OBJECTIVES

After completing this lesson you should be able to:

SUGGESTION

MD0705

2-1.

Identify the four purposes of the DPSC Subsistence Inspection Manual (DPSC-SIM).

2-2.

Recognize common terms and abbreviations used in the DPSC-SIM.

2-3.

Identify the responsibilities of the quality assurance representative (QAR) as outlined by the DPSC-SIM.

2-4.

Given necessary information, locate information in the DPSC-SIM table of contents.

After studying the assignment, complete exercises of this lesson. These exercises will help you to achieve the lesson objectives.

2-1

LESSON 2 DEFENSE PERSONNEL SUPPORT CENTER SUBSISTENCE INSPECTION MANUAL 2-1.

INTRODUCTION

The majority of subsistence procured for the Armed Forces is contracted by DPSC and inspected by the Army Veterinary Service for DPSC. The DPSC provides guidance to food inspectors through the publication of Defense Personnel Support Center Subsistence Inspection Manual (DPSC-SIM) 4155.6. This manual is one of the most important tools of the veterinary food inspection specialist because it is used for most types and phases of procurement inspection of DPSC subsistence items. 2-2.

PURPOSE

The DPSC-SIM provides technical instructions to inspection activities and promotes uniform subsistence inspections. In addition, the DPSC-SIM describes the relationships between the Contract Quality Assurance Function (CQAF) and the Quality Assurance Representative (QAR), the contracting officer, and the ordering officer. The DPSC-SIM also controls all phases of quality assurance and inspection concerning military subsistence items. 2-3.

TERMS AND ABBREVIATIONS

a. Contract Quality Assurance. This is a procurement support function performed at Headquarters, DPSC, by the Contract Quality Assurance Function (CQAF) and at other DPSC, Defense Subsistence Regions (DSRs), and Defense Subsistence Offices (DSO) by a quality assurance office or CQAF. b. Quality Assurance Representatives. Quality assurance representatives (QARs) are all government (military, USDA, USDC, Defense Contract Administration Services (DCAS)) personnel acting in their official capacity as representatives of contracting officers for DPSC contracts. This term is used, regardless of the agency or service that the QAR represents. This term "QAR" excludes all contractor quality control personnel. c. Quality Control Representatives. A quality control representative (QCRs) is any individual who is paid by a contractor to provide quality control. This term excludes contractor-paid government grading/inspection personnel. d. Subsistence Contracting Officer. A subsistence contracting officer is an individual who is authorized by the Deputy Commander for Subsistence and the Commander of Subsistence Field Activities to procure subsistence items. Subsistence contracting officers are assigned to HQ DPSC and to other PDSC offices and are called procuring contracting officers (PCOs).

MD0705

2-2

(1) Principal contracting officers. Principal contracting officers (PCO) are subsistence contracting officers and are primarily responsible for negotiating procurement of subsistence. The PCOs are assigned to HQ DPSC and other DPSC offices. (2) Administrative contracting officers. Administrative contracting officers (ACOs) are subsistence contracting officers who are involved with administering the contract after the award has been made. The ACOs are assigned to various Defense Contract Administration Services Regions (DCASRs). e. Ordering Officer. A commissary or troop issue ordering officer who is authorized to place orders for subsistence items against a DPSC requirements contract. (For a definition of requirements contract, see paragraph 1-6c(6)(b).) 2-4.

RESPONSIBILITIES

a. The responsibilities of DPSC are outlined in the DPSC-SIM. Specifically, DPSC is responsible for issuing contracts and inspection assignment, updating the DPSC-SIM, and resolving any inspection problems encountered by the QAR. b. The QAR, defined as a government acceptance inspector or verification inspector, representing contracting officers for DPSC contracts, must be familiar with all phases of the quality assurance and inspection programs. In addition, the QAR is responsible for ensuring that: (1)

Subsistence delivered to the military services complies with terms of the

contract. (2) All pertinent contractual documents are immediately available for each inspection. ("Contractual documents" refers to the various documents used in the DPSC contracting system. See Lesson 1, para 1-6.) (3) All contractors and potential contractors are equally and competitively required to apply quality assurance and inspection procedures. A contractor (with few exceptions) may review the DPSC-SIM, but all contractors must understand that the terms of the contract take legal precedence and are legally binding. 2-5.

USE OF MANUAL

The DSPC-SIM is arranged according to a modified Dewey decimal numbering system, which divides the manual into sections and subsections. a. The manual contains a numerical table of contents, which lists for each subject area the section, subsection, the effective date of the subsection, any changes to the subsection, and distribution codes. Changes made by DPSC should be posted in the manual under the appropriate subsection title number and effective date. A distribution code of H indicates information pertinent to the military veterinary service. MD0705

2-3

b. An alphabetical table of contents by major topics is included in DPSC-SIM to serve as a cross-reference guide. Changes affecting the subsection title should be posted. c. The manual is divided into two major sections identified as the 100 series and 200 series. The 100 series deals with DPSC administrative instructions, general policies regarding definitions, overtime inspections, value engineering, and a roster of key personnel responsible for food supply services in the military system. The 200 series describes DPSC technical quality assurance and inspection policies and procedures in detail. (See figures 2-l, 2-1A, 2-1B, 2-1C, 2-1D.) d. The manual outlines procedures for contract administration, such as information relative to the preparation and distribution of reports, relationship with other agencies, inspection cost determination, pre-award inspection procedures and testing procedures. The veterinary food inspection specialist who cannot interpret the procedures outlined by DPSC will not be able to successfully perform the assigned inspection tasks. e. The DPSC-SIM is not available for distribution with this subcourse. For this reason, a brief outline of its contents will be presented. Detailed information about specific functions and duties of the veterinary food inspection specialist will be presented in other subcourses based on information contained in DPSC-SIM. Therefore, only the subsections of the manual, which contain instructions of general application will be covered here. 2-6.

DEFENSE PERSONNEL SUPPORT CENTER SUBSISTENCE INSPECTION MANUAL 4155.6, SUBSECTION 101.1

a. This subsection first lists references such as handbooks, agreements, manuals, regulations, specifications, and standards. Secondly, this subsection describes the purpose and scope of the manual to include a broad statement concerning instructions to promote uniformity of inspections and to maintain quality control. These instructions apply to all government personnel responsible to DPSC for origin and destination inspections. b. The manual is not a contractual document and it is never quoted in a contract. It is a compilation of instructions on inspection procedures. Instructions in the manual do not legally bind a contractor. The contractor is bound by the inspection provisions in his contractual documents. c. The only restricted portion of the DPSC-SIM is the military verification procedures, which will not be distributed to USDA/USDC personnel. The manual may be used by contractors or potential contractors as a reference. However, it is not to be distributed to contractors.

MD0705

2-4

Figure 2-1. Table of contents, DPSC-SIM 4155.6. (continued)

MD0705

2-5

Figure 2-1A. Table of contents, DPSC-SIM 4155.6, page 2.

MD0705

2-6

Figure 2-1B. Table of contents, DPSC-SIM 4155.6, page 3.

MD0705

2-7

Figure 2-1C. Table of contents, DPSC-SIM 4155.6, page 4. MD0705

2-8

Figure 2-1D. Table of contents, DPSC-SIM 4155.6, page 5.

MD0705

2-9

2-7.

KEY PERSONNEL ROSTER, SUBSECTION 101.2

A roster that lists the addresses and DSN and commercial telephones numbers of key personnel at DPSC headquarters and elsewhere. Subsistence Procuring Elements (SPEs) are key personnel located throughout the military services who are responsible for the control and monitoring of food supply services. 2-8.

OVERTIME INSPECTION, SUBSECTION 101.3

Inspectors who perform subsistence inspections for DPSC will be guided by the procedures of their respective officers regarding authorization to perform overtime inspection. Refusal to work overtime on a DPSC subsistence contract by any field inspection activity will be reported immediately to the contracting officer through the CQAF issuing the contract. 2-9.

PLAN FOR THE INSPECTION JOB, SUBSECTION 201.1

The plan for the inspection job (PIJ) is an informal written agreement between the inspector and the contractor for each contract or item procured regularly. The plan establishes working hours, sizes of inspection samples, and exact amount and type of inspection. Both parties agree to be bound by the terms of the plan, which is written on DPSC Form 3587. 2-10. FORMATION OF LOTS, SUBSECTION 202.1 The subsection on formation of lots defines the groupings that make up a lot or a batch. (A lot or a batch is a collection of units of product from which a sample is drawn and inspected.) The type of lot of batch used is determined by the requirements in the contract. Additional information can be found in subcourse 706, Inspection Concepts. 2-11. APPLICATION OF SAMPLING PLANS, SUBSECTION 203.1 This subsection describes the application of the use of random numbers and random sampling to determine if an inspected lot or batch complies with the terms and provisions of a contract. Additional information can be found in subcourse 706, Inspection Concepts. 2-12. PRODUCTION TESTING CONTRACTS, SUBSECTION 206.1 This subsection is concerned with the examination and testing of new items. Production testing is conducted to determine industry capability to produce an item economically and to check on the accuracy of proposed specifications compared to requirements, quality assurance provisions, and related actions. Field inspectors are seldom involved in this testing.

MD0705

2-10

2-13. TESTING, SECTION 207 Most subsistence contracts require laboratory testing to insure that the food product complies with all the requirements. Testing is limited to characteristics required in the final product. Samples of the product are tested by the appropriate US Army Health Services Command laboratories (HSCMLs), laboratories of the USDA, or the Clothing and Textile Laboratory (C&TL). a. Terms are defined in this section, to include the following: (1) Certificate of Conformance. A certificate of conformence (CoC) submitted by the contractor instead of a test report, which states in writing that the product was inspected at the food processing plant and that all requirements of the contract were complied with. (2) Contractor testing. Testing performed by the contractor or an independent laboratory for the contractor to determine conformity of an item to contract requirements. (3) Government acceptance testing. Testing performed at a government laboratory upon a government request to determine that requirements of a contract were complied with. (4)

Special testing. Testing requested by proper authority for a specific

problem. (5) Production testing. An inspection, including examination and testing, of end items and components described by a new or completely revised specification. (6) Sample. One or more units of product in a shipment which, will be examined and/or tested either as single units or as a grouping of units. (7) Special request for examination. A special request for examination (SRE) is done by a government laboratory to determine physical characteristics when the QAR lacks the facilities to perform examination. (8) Verification testing. Testing performed at a government laboratory to determine reliability of a contractor's test system or validity of the CoC. b. Other subsections describe procedures for selecting samples, submitting samples for laboratory testing, how to complete the form for requesting tests, and so forth.

MD0705

2-11

2-14. CERTIFICATE OF CONFORMANCE, SUBSECTION 207.4 When authorized by the contract, a CoC may be used instead of a laboratory report. This is applicable only for special products or components of products. Frequent laboratory testing is conducted to verify compliance with contractual requirements. When CoCs are found to be unreliable, the contractor is so notified and products are accepted on the basis of government laboratory testing until such a time as testing results indicate that the supplier is again reliable. The words conforming or conformance means to comply with the terms and provisions of the contract. Nonconforming or nonconformance means failure to comply with the contract. 2-15. SELECTING, RECEIPT, AND TESTING OF SAMPLES FOR EVIDENCE, SUBSECTION 207.10 Instructions in this subsection are intended to serve as a general guide for sampling, receipt, and testing of subsistence supplies suspected of being contaminated, adulterated, deteriorated, or nonconforming. Special caution is required to protect the integrity of evidence for use in litigation. These instructions are applicable to all personnel (inspection or laboratory) assigned to inspect and/or test DPSC subsistence items. Sample selection will be done by a highly qualified person who will also make an effective witness for the government in the event of litigation. Extreme care will be maintained in handling the sample; handling will be as direct as possible with a minimum of persons involved between the sample taking and the laboratory testing. Laboratory testing will be carefully documented. Complete and carefully compiled notes will be maintained by all persons involved with sampling, transmission of the samples, and testing. 2-16. REPORTING NONCONFORMANCES, SUBSECTION 209.1 The government quality assurance representative (QAR) is responsible for reporting statements/reports regarding the subsistence. The QAR reports nonconformances of subsistence items and/or carrier's equipment inspected either at origin or at destination. 2-17. EARLY/LATE DELIVERIES, SUBSECTION 212.1 The procedures for reporting actual or potential early or late (delinquent) deliveries are outlined in this subsection 2-18. REPORTING OF SUSPECTED FRAUD OR CRIMINAL CONDUCT, SUBSECTION 212.5 It is the responsibility of all inspection personnel to be alert to all conduct which may be criminal or fraudulent, or which reflects upon the integrity of contractors of government personnel in their relationship with contractors, or which could be detrimental to the government's interests in procurement activities, and to report promptly all information and suspicions concerning such conduct, whether in connection with public contracts or not. MD0705

2-12

2-19. SUSPECTED VIOLATIONS OF FDA, USDA, USDC REGULATIONS, AND REPORTING REJECTIONS, SUBSECTION 212.6 The Food and Drug Administration (FDA), US Department of Health and Human Services, is the sole agency responsible for investigation and enforcement of the Federal Food, Drug, and Cosmetic Act. The FDA is authorized to investigate and to bring action against violators of the Federal Food, Drug, and Cosmetic Act. Such violations include the interstate movement of commodities, which are short of contracted weight, mislabeled, impure, or adulterated. Any violations of the Federal Meat Inspection Act and the Poultry Product Inspection Act of 1946, to include regulations related to water foods inspected by the National Marine Fisheries Service, are investigated and acted upon by DPSC. Food inspectors must realize the importance of reporting suspected violations, such as short weights, swollen cans, high mold count, misleading labels, and quality below FDA, USDA, or USDA standards of identity. Violations are reported by the inspector to the chief, inspection office, and if the suspicion warrants, the inspector may report violations to the contracting officer. Cooperation with other agencies is emphasized. 2-20. REPORTS, DD FORM 1714, "PRODUCT VERIFICATION RECORD," SUBSECTION 213.1 The subsection describes how this Product Verification Record is to be completed. The form is both a Record of Production Inspection and a Record of Comparability Determination. 2-21. REPORTS, DD FORM 1237, "REPORT OF INSPECTION OF SHELL EGGS," SUBSECTION 213.2 This subsection provides instruction for the preparation of DD Form 1237, which is used for recording and reporting results of inspection of shell eggs by military veterinary personnel. 2-22. REPORTS, DD FORMS 250 and 250c, "MATERIAL INSPECTION AND RECEIVING REPORTS," SUBSECTION 213.5 The Material Inspection and Receiving Report (MIRR), DD Forms 250 and 250c, is initiated by the contractor at origin rather than by the inspector. The contractor may call upon a QAR who is familiar with the forms to assist in their preparation. The QAR verifies the information on the forms at origin and destination and signs the forms.

MD0705

2-13

2-23. REPORTS, DD FORM 1234, "REPORT OF INSPECTION OF SUBSISTENCE PRODUCTS," SUBSECTION 213.6 This subsection describes when a DD Form 1234 must be prepared as a report after an inspection of a sample lot or batch. 2-24. REPORTING UNAUTHORIZED SHIPMENTS, SUBSECTION 214.1 a. Government inspector responsibility to report unauthorized shipments is outlined. Examples of such shipments include: (1) Shipment made before all required origin government acceptance inspection is completed. (2)

Shipment prior to completion of required contractor inspection.

(3) inspection.

Shipment prior to completion of required government verification

(4) ACO/PCO.

Shipment prior to final resolution of contractor's request for waiver by the

(5)

Shipment made to a destination other than that provided for in the

(6)

Shipment exceeding contract quantity.

(7)

Shipment of government-or contractor-rejected product.

contract.

(8) Shipment made prior to receipt of laboratory report, when such shipment is not authorized. (9) Shipment without prior notification to government inspector of scheduled production, inspection, or shipment date, when required. b. If a shipment is unauthorized for any reason, a report will be submitted by telegram, TWX, or telephone to the applicable Contract Quality Assurance Function (CQAF).

MD0705

2-14

2-25. DESTINATION INSPECTION, SECTION 218 The government relies on the origin inspection but retains the right to reject at destination when there is a valid and legal basis for such rejection. Normally, quality inspection of a product is performed at origin, with final acceptance at destination. Destination inspection is the last inspection performed before the product becomes government property. The destination quality assurance representative (DQAR) must have a copy of the contract or comparable document before he performs the inspection. Inspection is conducted promptly upon arrival of a shipment. Special inspection priority is accorded all shipments of perishable foods. Subsections 218.7 and 218.8 specify inspection of net weight items and shell egg destination inspection. 2-26. REPORTING ADDITIONAL INSPECTION COSTS, SUBSECTION 231.1 Additional inspection costs will be reported to the requesting Contract Quality Assurance Function (CQAF) only if they exceed $10.00 for a single contract. The inspection charges are determined and levied by the contracting officer.

Continue with Exercises

MD0705

2-15

EXERCISES, LESSON 2 INSTRUCTIONS: The following exercises are to be answered by marking the lettered response that best answers the question; or by completing the incomplete statement; or by writing the answer in the space provided at the end of the question. After you have completed all the exercises, turn to "Solutions to Exercises" at the end of the lesson and check your answers.

1.

Which of the following statements does not describe a purpose of the DPSC-SIM? a. Provides standards of conduct for veterinary food inspection specialists. b. Promotes uniform subsistence inspections. c.

Controls quality assurance and inspection.

d. Provides technical instructions.

2.

The responsibilities of the QAR conducting inspection of subsistence include which of the following? a. Displaying impartiality to all contractors. b. Determining compliance of subsistence. c.

Having all required contractual documents available.

d. Advising contractors on food processing procedures. e. Being familiar with the DPSC quality assurance programs.

Special Instructions for Exercises 3 through 8. Refer to Figure 2-1 on pages 2-5 through 2-9. 3.

In which subsection will the food inspector find the key personnel roster? _______________________________________________________________

MD0705

2-16

4.

In which subsection will information on destination verification inspection of standard/variable net weight items be found? _______________________________________________________________

5.

In which subsection will information about the DLA Quality Audit Program be found? _______________________________________________________________

6.

In which subsection would you look to find destination inspection policies and procedures? _______________________________________________________________

7.

In which subsection would procedures for destination inspection of shell eggs be found? _______________________________________________________________

8.

In which subsection would procedures for reporting early or late deliveries be found? _______________________________________________________________

9.

The DPSC-SIM is considered a contractual document. a. True. b. False.

MD0705

2-17

10.

A quality assurance representative (QAR) may be a/an: a. Employee of the contractor. b. Contracting officer. c.

Procuring officer.

d. Military inspector.

11.

The two major sections of the DPSC-SIM are the 100 series and the 200 series. The 100 series deals with DSPC _________________________________ and the 200 series deals with DSPC ______________________________

12.

Write out the meaning of each of the following abbreviations.

a. SIM __________________________________________________ b. CQAF __________________________________________________ c. QAR __________________________________________________ d. SPE ___________________________________________________ e. PCO ___________________________________________________ f.

MD0705

QCR ___________________________________________________________

2-18

13.

The definition in Column II matches the term in Column I. Place the capital letter from Column II beside the corresponding number in Column I. Column I

Column II

____1.

Subsistence contracting

____2.

Nonconformances

____3.

Ordering officer

____4.

A lot or a batch

____5.

Certificate of Conformance (CoC)

____6.

Contractual documents

a. Individual authorized to place officer orders for subsistence items against a requirements contract. . b. Individual authorized to procure subsistence items c. A collection of units of product from which a sample is drawn and inspected.

d. A formal written statement by a contractor, which states that the product was inspected and that it complies with all the requirements of the contract. e. Specific instances of failure to comply with the terms and provisions of a contract. f. Essential documents referenced in a contract, but not physically part of the contract.

14.

In which subsection of the SIM is there information about government inspector responsibility for unauthorized shipments? (Refer to figures in lessons.)

Check Your Answers on Next Page

MD0705

2-19

SOLUTIONS TO EXERCISES, LESSON 2 1.

a (para 2-2)

2

a, b, c, and e. (para 2-4b)

3.

Subsection 101.2 (figure 2-1; para 2-7)

4.

Subsection 218.7 (figure 2-1C; para 2-25)

5.

Subsection 232.1 (figure 2-1D)

6.

Subsection 218.1 (figure 2-1C; para 2-25)

7

Subsection 218.8 (figure 2-1C; para 2-25)

8.

Subsection 212.1 (figure 2-1B; para 2-17)

9.

b

(para 2-6b)

10.

d

para 2-3b)

11.

Defense Personnel Support Center ( administrative instructions and the DPSC technical and quality assurance inspection policies and procedures. (para 2-5c)

12.

a. b. c. d. e.

SIM--Subsistence Inspection Manual. (para 2-1) CQAF--Contract Quality Assurance Function. (para 2-3a) QAR--Quality Assurance Representative. (para 2-3b) SPE--Subsistence Procuring Element. (para 2-7) PCO--Principal Contracting Officer or Procuring Contracting Officer. (paras 2-3d, d (1)) QCR--Quality Control Representative (para 2-3c)

f. 13.1. 13.2 13.3 13.4 13.5 13.6 14.

b e a c d f

(para 2-3d) (para 2-14) (para 2-3e) (para 2-10) (para 2-13a(1)) (para 2-4b(2))

Subsection 214.1 (figure 2-1B; para 2-24)

End of Lesson 2

MD0705

2-20

LESSON ASSIGNMENT LESSON 3

Defense Logistics Agency--Defense Personnel Support Center Inspection Data Packet.

LESSON ASSIGNMENT

Paragraphs 3-1 thru 3-12.

TASK TAUGHT

081-892-1003, Extract data from a DLA-DPSC inspection data packet.

LESSON OBJECTIVES

After completing this lesson, you should be able to: 3-1.

Recognize nine documents which may be required for a typical DLA-DPSC inspection data packet (IDP).

3-2.

Extract information from a DPSC Form 300, Order For Subsistence.

3-3.

Extract information from an SF 26, Award/ Contract.

3-4.

Extract information from an SF 33, Solicitation and Offer.

3-5.

Extract information from an SF 36, Continuation Sheet.

3-6.

Identify information in the Table of Contents of a DPSC Master Solicitation (MS).

3-7.

Identify information on the title page of a DPSC Technical Data Sheet (TDS).

3-8.

Identify information on the title page of a federal specification.

3-9.

Identify information on the title page of a military specification.

3-10. Identify changes in requirements made by an amendment to a specification. 3-11. Identify information required on a contractor's manifest or invoice.

MD0705

3-1

3-12. Identify information required on a contractor's inspection report (Certificate of Conformance). 3-13. Identify information required on a USDA inspection certificate. 3-14. Identify information required on a USDC inspection certificate. SUGGESTION

MD0705

After studying the assignment, complete the exercises of this lesson. These exercises will help you to achieve the lesson objectives.

3-2

LESSON 3 DEFENSE LOGISTICS AGENCY--DEFENSE PERSONNEL SUPPORT CENTER INSPECTION DATA PACKET 3-1.

INTRODUCTION

When the veterinary food inspection specialist inspects a subsistence item, he must know what to look for, what criteria to use, and whether there are any special requirements. This information will come from the inspection data packet (IDP). 3-2.

INSPECTION DATA PACKET

a. Although the IDP is a necessary "tool of the trade," it is not ready made. It consists of all the documents that pertain to the particular subsistence item to be inspected. Usually, they are assembled by your supervisor. As you gain experience, you may be required to assemble the documents yourself. As mentioned in Lesson 1, some of the documents will be on file in your office and others will be received on a periodic basis. b. A typical IDP may consist of the following documents: (1)

Order for Subsistence (DPSC Form 300), or Award/Contract (SF 26).

(2)

Solicitation.

(3)

Defense Personnel Support Center IDP MS.

(4)

Defense Personnel Support Center TDS.

(5)

Specification.

(6)

Amendments.

(7)

Contractor's manifest or invoice.

(8)

Contractor's inspection report.

(9) United States Department of Agriculture (USDA) or United States Department of Commerce (USDC) certificate. c. Once the IDP is assembled, the inspector must be familiar with each of these documents in order to extract the information needed to perform the inspection.

MD0705

3-3

3-3.

ORDER FOR SUBSISTENCE, DEFENSE PERSONNEL SUPPORT CENTER FORM 300

a. The Order for Subsistence, DPSC Form 300, is used for definite delivery, other-than-requirements, one-time-only contracts for perishable food items. (An example, a contract for delivery of beef liver on a particular date.) b. Figure 3-1 illustrates a DPSC Form 300. The following paragraphs describe information found on the DPSC Form 300. (1) REQUEST FOR PROPOSALS NO. The Request for Proposals (RFP) number, or solicitation number, is the number used to identify the correct solicitation documents sent to potential bidders for the product stated in the Order for Subsistence. In this case, the RFP or solicitation number is DLA 13H-86-R-0902 (2) Block 2, ISSUED BY, contains the name and address of the agency that issued the Order for Subsistence (Defense Personnel Support Center, Philadelphia, Pennsylvania). (3) Block 3, VENDOR, contains the name and address of the vendor (contractor/supplier) who has been awarded the Order for Subsistence (J. McMaster Company, 1235 W. George St., Chicago, Illinois 60657). (4) Block 6, TO, contains the address to which the product is to be delivered. In this example, we find the phrase "SHOWN HEREIN." When this phrase appears, refer to block 19 (Scobey Cold Storage Company, 1155 Coliseum Road, San Antonio, Texas 78208). (5) Block 9, CONTRACT NUMBER, contains the contract number. The first three letters (DLA) indicate the contract has been awarded by the DLA, the parent organization of DPSC. The next two numbers and letter 13H denote the DPSC SPE that awarded the contract. In this case, 13H denotes HQ DPSC, Philadelphia. The next two numbers 86 indicate the fiscal year. The next letter (C) indicates the type of procurement document. The final four letters and/or numbers (N766) are the contract serial number. (6) Block 15, DELIVERY DATE(s), contains the delivery date, the date on which the vendor must deliver the product. Again, in this example, you will see the phrase "SHOWN HEREIN." This should direct you to block 19 to locate the delivery date (which is 8 July l986). Note that together with the delivery point address a time limit can be imposed on the vendor, such as the product must be delivered not later than (NLT) 2 P.M.

MD0705

3-4

Figure 3-1. DPSC Form 300, Order for Subsistence. MD0705

3-5

(7) Block 16, INSPECTION POINT, contains the notice that an inspection is to be performed both at origin and at destination. The vendor is required to have the USDA inspect the product in the contractor's plant. The contractor is charged for these inspections. The military veterinary service (VS) will perform a verification inspection at delivery. (8) Block 17, ACCEPTANCE POINT, contains the acceptance point or that point where final inspection is performed by the government before accepting the product from the contractor. In this example, the sub-block DESTN (Destination) is marked with an "X". This should direct you to block 6, the delivery point. If the ORIGIN block were marked, you would go to block 3, the contractor's name and address. (9) Block 19, SCHEDULE (Product Nomenclature) contains the product nomenclature, which fully identifies the product. In this case, the product ordered is: Quartered frozen chicken, broiler or fryer, type II, grade A, 3 to 3 l/2 pounds, without neck or giblets. (10) Block 19, SCHEDULE (referenced specification), contains the referenced specification FED PP-C-248, which is a federal specification for chicken. You would use this specification when performing your inspection. (11) Block 19, SCHEDULE (National Stock Number [NSN]), shows the National Stock Number, or NSN, which is a cataloging number used for all items procured by the federal government. It is placed on the packaging of these items for identification purposes. NOTE: Subsistence items all have NSN's that begin with 89. The NSN is 8905-00-491-7208. (12) Block 19, SCHEDULE (Quantity), contains the quantity of product to be delivered, in this case, 38,000 pounds. (13) Block 19, SCHEDULE (Unit), shows the unit of product to be delivered. Therefore, for this order for subsistence, 38,000 pounds of frozen quartered chicken will be delivered to Scobey Cold Storage Co., San Antonio, Texas, by J. McMaster Company on 8 July 86. 3-4.

STANDARD FORM 26, AWARD/CONTRACT

a. Standard Form 26, Award/Contract, is used for indefinite delivery, requirements contracts, that is, a contract which covers delivery of perishable food items over a period of time, as well as for all semiperishable food items. b. Figure 3-2 illustrates a Standard Form 26. Notice that essentially the same information is contained on it as on the DPSC Form 300, but in a slightly different format.

MD0705

3-6

Figure 3-2. Standard Form 26, Award/Contract. MD0705

3-7

Figure 3-2A. Standard Form 36, Continuation Sheet for Standard Form 26, Award/Contract. MD0705

3-8

c. Block 15 may include the NSN of the product, government inspection and acceptance information, changes to the contract, and general information concerning the contractor or the period of the contract that does not appear elsewhere. Delivery dates and locations pertain to block 15 but are usually listed on the following pages. d. In block 18, you will find the solicitation number. Remember that the solicitation number is similar to the RFP number in the upper left hand corner of the DPSC Form 300. e. Additional information is contained on continuation sheets. Continuation Sheets are Standard Form 36. See figure 3-2A. Note the delivery locations, quantity of product, and delivery dates. 3-5.

THE SOLICITATION

a. The solicitation is composed of DPSC Form 33, Solicitation and Offer, and DPSC Form 36, Continuation Sheet. There are two types of solicitations: Invitation for proposals and RFPs. b. The solicitation may be thought of as a DPSC "shopping list." A solicitation for a given item is sent out to all approved suppliers for that item. Thus, each approved supplier receives a copy and has the opportunity to submit a bid. c. Also receiving a copy is the veterinary activity with inspection responsibility for the area where the product will be delivered. Through receipt of the solicitation, the veterinary inspectors will be able to determine product requirements. Additionally, it alerts the inspection unit to the anticipated arrival of the product on a certain day. d. Figure 3-3 illustrates a Standard Form 33, Solicitation and Offer. Notice the solicitation number in Block 2, SOLICITATION NUMBER. The veterinary food inspection specialist matches this number with the RFP number or solicitation number on the DPSC Form 300 or Standard Form 26. This is a cross-reference, which helps the supervisor assemble the inspection data packet. e. Figures 3-4 through 3-4B illustrate how the Standard Form 36, Continuation Sheet, is used in a solicitation. Additional contract requirements and additional information concerning deliveries and requirements are specified. (1) SF 36. Clause JO3 of the solicitation "List of Documents, Exhibits and other attachments" (see figure 3-4) is a listing of those documents that are incorporated into the contract. The appropriate MS and TDS are listed here.

MD0705

3-9

Figure 3-3. DPSC Form 33, Solicitation and Offer. MD0705

3-10

(2) SF 36. Clauses that are part of the contract/solicitation are checked with a cross mark. Note that clause E25 (see figure 3-4A) is checked while clause E24 is not checked. Clause E25 specifies where government inspection takes place and where government acceptance of the food product will be. (3) SF 36. The block titled, Reference No. of Doc. Being (Continued) contains the solicitation number and is used as a cross-reference to enable the inspector or contractor to keep all related documents together (see figure 3-4B). (4) SF 36. The block, item nomenclature, contains the product required by DPSC (see figure 3-4B). The veterinary food inspection specialist matches this item nomenclature with the item nomenclature on the DPSC Form 300 or Standard Form 26. (5) SF 36. The block, Delivery Date, contains the date that the product is to be delivered at destination (see figure 3-4B). In this case, the first product listed should be delivered on 16 December. The delivery dates for the other listings are on 17 December. (6) SF 36. The block, Quantity, contains the amount of product that DPSC desires (see figure 3-4B). In this example, the quantity for each item is 38,000 pounds. (7) The Delivery Point is the location where the product is to be delivered. DPSC is requesting bids on food products to be delivered to Kansas City Cold, Storage, Kansas City, Missouri (the first of three listings). The other delivery points on the page are Merchants Refrigerating Company, Denver, Colorado, and Finley Cold Storage, Birmingham, Alabama (see figure 3-4B). 3-6.

DEFENSE PERSONNEL SUPPORT CENTER MASTER SOLICITATION

The DPSC MS supplements the solicitation. It contains terms, conditions, and provisions which remain constant. The DPSC MS will be issued on a one-time basis and should be retained for use with subsequent solicitations. There are separate MSs for various groupings of similar food items. a. The DPSC Form number, title, and date of the MS should be the same as that indicated in the solicitation under clause J03. b. Figure 3-5 illustrates the title page for the DPSC MS for Meats and Seafoods. Notice that the form number, DPSC Form 3964 and the date, Apr 85, are located in the lower left hand corner of the page. c. The MS consists of three types of clauses. The applicability of each clause is identified in the clause preamble (heading). (1)

MD0705

Those clauses that apply to all acquisitions.

3-11

(2) Those clauses that apply to only specific types of acquisitions, (specific commodities, value of contract, destination, and so forth.) (3) Those clauses that may be required by the individual solicitation. A solicitation may refer to a particular clause in a MS by paragraph number. The referenced paragraph is then considered to be part of the contract. d. Briefly scan the table of contents in figures 3-5 and 3-5A and notice the various sections and paragraphs. You can see that some of the sections have little or no importance to you as the inspector. For an example, look at Section M, paragraph M 56, Evaluation of Offers paragraph. This paragraph would be primarily for the information of the prospective bidder. On the other hand, Section E, Inspection and Acceptance, would be very important to the veterinary food inspection specialist. Look at E52, Frozen Product Acceptance Limitation, and E48, Reinspection of Nonconforming Supplies. 3-7.

DEFENSE PERSONNEL SUPPORT CENTER TECHNICAL DATA SHEET

a. The DPSC TDS consists of inspection requirements for similar food items (for example, bread and related perishable bakery products, or fresh milk, ice cream, and other dairy products, or perishable waterfoods). b. The title and date of the applicable TDS are identified in the solicitation. c. The TDS of any given item will contain such information as: (1)

Packaging, packing, marking and labeling requirements.

(2)

Item descriptions (including national stock numbers).

(3)

Temperature requirements.

(4)

Subsidiary specifications and standards.

(5)

Attachments (such as DPSC Form 3556, Marking Requirements).

d. The Foreword of a TDS provides an outline of the contents. See figure 3-6, showing page i of the DPSC TDS for Waterfoods.

MD0705

3-12

Figure 3-5. DPSC Form 3964, DPSC MS or Meats and Seafoods.

MD0705

3-13

Figure 3-5A. DPSC Form 3964, DPSC MS for Meats and Seafoods. MD0705

3-14

Figure 3-6. DPSC TDS--Foreword.

MD0705

3-15

3-8.

SPECIFICATIONS

A specification is a document used primarily in procurement that clearly and accurately describes the technical requirements for items, materials, or services, and includes the procedures to follow to determine if the requirements have been met. The veterinary food inspection specialist must be able to read, interpret, and understand what he has read. The specification acts as a tool for the veterinary food inspection specialist as does a knife for the butcher. They should be kept on file at inspection offices. a. Types of Specifications. There are several types of specifications published by different governmental agencies. (1) Federal specifications are for products used throughout the federal government. Federal specification numbers start with alphabetical letters (for example, PP-C-248H). See figure 3-7. (2) Military specifications are for products used exclusively by military services. Military specification numbers start with the abbreviation MIL--(for example, MIL-B-3561B). See figure 3-8. (3) Institutional Meat Purchase Specifications are published by the USDA and can be identified by a title rather than a number. Institutional meat purchase specifications (IMPS) are used for meat that has been examined, accepted, and certified by federal meat graders. The IMPS provide product description and include materials requirements. (4) United States Department of Agriculture Schedules are specifications published by the USDA, and can be identified by a title and identifying letters. United States Department of Agriculture schedules provide materials requirements, processing procedures, and quality assurance provisions. (5) Commercial Item Descriptions are published by the USDA and can be identified by a specification number that starts with the letters "A-A-". This type of specification is a simplified description of commercially available products. b. Title Page of Military and Federal Specifications. (1) The middle letter of both military and federal specifications is the first letter of the title: For examples, MIL-P-3234D, is a specification for Pound Cake, Canned, and PP-C-248H is a specification for Chickens, Chilled and Frozen. See figure 3-7, which has PP-B-2120. Note the title of the specification. (2)

The last letter following the listing of numbers is the revision letter.

(3) On the front page of the specification in the upper right hand corner will be the number and date. The title will be in the upper middle of the top 1/5 of the form. See figure 3-7 for a title page of a federal specification and figure 3-8 for a title page of a military specification. MD0705

3-16

Figure 3-4. Standard Form 36, Continuation Sheet--Clause J03 block.

MD0705

3-17

Figure 3-4A. Standard Form 36, Continuation Sheet--Clause E25 block.

MD0705

3-18

Figure 3-4B. Standard Form 36, Continuation Sheet

MD0705

3-19

c. Sections of Military and Federal Specifications. All military and federal specifications have six sections. The section number determines the paragraph numbering; for example, all paragraphs in section 1 are numbered 1 followed by a period and another digit (1.1, 1.2, 1.3, and so forth.). The six sections are: (1) Section 1, Scope. This section gives a general word picture of what is contained in the specification. The classification of the product as to types, styles, classes and grades is also found in this section. (2) Section 2, Applicable documents. This section lists the additional documents needed to complete the inspection. Specifications (federal and military), standards, laws, and regulations (usually USDA) are documents most often cited. (3) Section 3, Requirements. This section is subdivided into various subsections such as raw materials requirements, processing requirements, finished product requirements, description of state of refrigeration, plant qualifications, and so forth. (4) Section 4, Quality assurance provisions. This section is the one most important to the veterinary food inspection specialist because it has subsections dealing with responsibility for inspection, plant qualification conditions, acceptance inspection, component and material inspection, examination of item, testing, and product examination. (5) Section 5, Preparation for delivery . Section 5 includes packaging, packing, and marking requirements. (6) Section 6, Notes. This section includes two subsections-- ordering data and definition of terms. The ordering information is given in the ordering data and is used by the procuring personnel and not the inspection personnel. The definition of terms includes terms that are referred to throughout the specification. 3-9.

AMENDMENTS TO A SPECIFICATION

Amendments are additions to a specification used to correct errors, add or delete requirements, modify procedures, and make any other changes necessary to keep the specification up-to-date. An amendment must go through formal staff channels. See figure 3-9. 3-10. CONTRACTOR'S MANIFEST/INVOICE The contractor's manifest or invoice usually accompanies the shipment to destination. This document will state what the contractor claims is ready to be delivered and is usually typed on the contractor's letterhead. The veterinary food inspection specialist would receive it from the truck driver who is delivering the shipment. See figure 3-10. (Clause F42 of the MS states the information required on each manifest.)

MD0705

3-20

Figure 3-7. Title page of a federal specification. MD0705

3-21

Figure 3-8. Title page of a military specification.

MD0705

3-22

Figure 3-9. Amendment to a specification.

MD0705

3-23

3-11. CONTRACTOR'S INSPECTION REPORT If the contractor was required to perform inspection procedures on his own, a report of the results of this inspection will accompany the shipment. The report may not be present if the contractor was not required to perform an inspection prior to delivery. The inspection report may or may not be on a document with the contractor's letterhead. This report may be referred to as the CoC. See figure 3-11. 3-12. UNITED STATES DEPARTMENT OF AGRICULTURE OR UNITED STATES DEPARTMENT OF COMMERCE CERTIFICATES Some agencies of the federal government, such as the USDA or USDC, will inspect products at the contractor's worksite and these same products will be procured by DPSC. If these agencies have in fact performed any type of inspection (USDA for meat products, eggs, and fresh fruits and vegetables; USDC for seafood), a certificate stating what inspection was performed will accompany the shipment. See figure 3-12 for an example of a USDA inspection certificate. See figure 3-13 for an example of a USDC inspection certificate.

Figure 3-10. Contractor's manifest/invoice. MD0705

3-24

Figure 3-11. Contractor's inspection report/Certificate of Conformance. MD0705

3-25

Figure 3-12. USDA inspection certificate.

MD0705

3-26

Figure 3-13. United States Department of Commerce inspection certificate. Continue with Exercises

MD0705

3-27

EXERCISES, LESSON 3 INSTRUCTIONS: The following exercises are to be answered by marking the lettered response that best answers the question or by completing the incomplete statement or by writing the answer in the space provided. After you have completed all the exercises, turn to "Solutions to Exercises" at the end of the lesson and check your answers. SPECIAL INSTRUCTIONS: Refer to DPSC Form 300 on the next page when answering exercises 1 through 8. 1.

The solicitation number is _______________________________________

2.

The contract number is _________________________________________

3.

The vendor or contractor is ______________________________________ _______________________________________ _______________________________________

4.

The product being ordered is

____________________________________ _____________________________________ _____________________________________ _____________________________________

5.

The National Stock Number for this product is _________________________

6.

The product will be delivered on what date? __________________________

7.

Where will the product be delivered? ________________________________ ________________________________ ________________________________ ________________________________

8.

What specification will be used to inspect this product? ______________________________________________________________

MD0705

3-28

Figure for exercises 1 through 8. MD0705

3-29

SPECIAL INSTRUCTIONS: Refer to the SF 36 on the next page when answering exercises 9 and 10. 9. 10.

The solicitation number is _________________________________________ What DPSC MS is effective with this solicitation? ______________________________________________________________ _________________________________________________________________

Figure for exercises 9 and 10. MD0705

3-30

SPECIAL INSTRUCTIONS: Refer to the SF 36 on the next page when answering exercises 11 through 14. 11.

During December l985, 30,000 pounds of frozen chicken, quartered, were scheduled to be delivered. Where was the delivery point? ____________________________________________________________ ____________________________________________________________

12.

How many pounds of frozen chicken were scheduled to be delivered to Alameda, California ? ___________________________________________

13.

Whole frozen chicken was scheduled to be delivered to two delivery points. Write out the names of the two cities. ______________________________________________________________ ______________________________________________________________

14.

On what date was cut up frozen chicken scheduled to be delivered? ______________________________________________________________

Figure for exercises 11 through 14. MD0705

3-31

SPECIAL INSTRUCTIONS: Refer to SF 26 on the next page when answering exercises l5 through 20. 15. The solicitation number is _________________________________________ 16. The product being ordered is ______________________________________ 17. The period of contract is __________________________________________ 18. The name and address of the contractor is ______________________________________________________________ ______________________________________________________________ ______________________________________________________________ 19. The product will be shipped to _____________________________________ 20. The contract number is ___________________________________________

MD0705

3-32

Figure for exercises 15 through 20.

MD0705

3-33

SPECIAL INSTRUCTIONS: Refer to the DPSC Form 4000 on the next page when answering exercises 21 through 24. 21.

What is the title of the DPSC Form 4000? ______________________________________________________________ ______________________________________________________________

22.

What section contains inspection and acceptance information? ______________________________________________________________

23.

Where would you find contract administration data information? ______________________________________________________________

24.

What section contains information about deliveries or performance and what paragraph contains information about time of delivery (which is a delivery requirement)? ______________________________________________________________ ______________________________________________________________

MD0705

3-34

Figure for exercises 21-24.

MD0705

3-35

SPECIAL INSTRUCTIONS: Exercises 25 through 31 deal with military and federal specifications. 25.

What section of the specification contains information describing how to inspect the product? ___________________________________________________________

26.

Where would packaging and packing information be located? ___________________________________________________________

27.

Where would descriptions of types and styles be located? ___________________________________________________________

28.

Where would you find processing requirements? ___________________________________________________________

29.

Which section would contain definitions of terms used in the specification? ___________________________________________________________

30.

If other documents are used to form part of the specification, which section would list these documents? ___________________________________________________________

31.

What is the purpose of an amendment to a specification? ___________________________________________________________

MD0705

3-36

32.

Institutional Meat Purchase Specifications (IMPS) should be kept on file at inspection offices, since DPSC may procure meat items inspected by federal meat graders using the IMPS. a. True. b. False.

33.

Some portions of the inspection data packet may accompany the shipment of product to destination. Circle the letter beside the document(s) that may accompany the shipment of the product. a. Contract. b. Contractor's manifest. c.

USDA certificate.

d. Contractor's inspection report. e. Specification. f.

DPSC Master Solicitation.

g. USDC certificate. 34.

From what person would a veterinary food inspection specialist usually receive the contractor's manifest or invoice? ___________________________________________________________

35.

Another name for a Certificate of Conformance is ___________________________________________________________

36.

The USDA inspects products at the contractor's worksite. What kind of products are inspected? ___________________________________________________________

MD0705

3-37

37.

The USDC provides a certificate of inspection for ___________________________________________________________

38.

The document in the inspection data packet that contains temperature requirements and packaging, packing and marking requirements is called a ___________________________________________________________

Check Your Answers on Next Page

MD0705

3-38

SOLUTIONS TO EXERCISES, LESSON 3 1.

DLA 13H-86-R-3305 (figure 3-1A; para 3-3b(l))

2.

DLA 13H-86-C-F970 (figure 3-1E; para 3-3b(5))

3.

Channel Fish Processing Co., Inc. 69 Shirley Street Roxbury, MA 02119 (figure 3-lC; para 3-3b(3))

4.

Fish portions, frozen, ocean perch with skin on, skinless pollock, skinless whiting, raw, breaded, four (4) ounces, US Grade A, 5/l0 pound carton (figure 3-1; para 3-3b(9))

5.

8905-00-935-4765 (figure 3-1K; para 3-3b(11))

6.

NLT 2 P M 8 July 86 (figure 3-1F; para 3-3b(6))

7.

NSC Oakland Alameda Facility, Warehouse #l 2155 Mariner Square Loop Alameda, California 9450l (figure 3-lD; para 3-3b(4))

8.

Federal specification PP-F-2080 (figure 3-1J; para 3-3b(l0))

9.

DLA 13H-86-R-0902 (figure 3-4B; para 3-5e(3))

10.

DPSC MS for Dairy, Poultry, Bakery, and Miscellaneous Perishable Subsistence Items, DPSC Form 4000, dated April 1985. (figure 3-4; para 3-5e(1))

11.

Base Materiel Battalion Marine Corps Base Camp Pendleton, CA 92055

12.

38,000 pounds

13.

Bayonne, NJ, and Fort Worth, TX

14.

19 December l985

15.

DLA 13H-87-B-9234 (block 18)

16.

Ice cream products (block 15)

MD0705

3-39

17.

01 Dec 86 through 3l May 87 (block 15)

18.

FLAV-O-RICH, 2903 College Street, Jacksonville, FL 32305 (block 7)

19.

NAS Jacksonville, FL, and surrounding activities (block 11)

20.

DLA 13H-87-D-V051 (block 2)

21.

DPSC Master Solicitation for Dairy, Poultry, Bakery, and Miscellaneous Perishable Subsistence Items

22.

Section E (figure 3-5; para 3-6d)

23.

Section G (figure 3-5)

24.

Section F, paragraph F82 (figure 3-5)

25.

Section 4, Quality Assurance Provisions (para 3-8c(4))

26.

Section 5, Preparation for Delivery (para 3-8c(5))

27.

Section 1, Scope (para 3-8c(1))

28.

Section 3, Requirements (para 3-8c(3))

29.

Section 6, Notes (para 3-8c(6))

30.

Section 2, Applicable Documents (para 3-8c(2))

31.

To correct errors; add or delete requirements; modify procedures (para 3-9)

32.

a. True (para 3-8a(3))

33.

b, c, d and g, (paras 3-10, 3-11, and 3-12)

34. From the truck driver who is delivering the shipment. (para 3-l0) 35.

The contractor's inspection report. (para 3-ll)

36.

Meat products, eggs, and fresh fruits and vegetables. (para 3-12)

37.

Seafood (figure 3-l3; para 3-l2)

38.

Technical Data Sheet (figure 3-6; para 3-7c) End of Lesson 3

MD0705

3-40