When it is not possible to procure food items from normal sources of supply, they maybe purchased under existing shore contracts or in the open market. In general, contract bulletins and local regulations should furnish you with the necessary information concerning commercial sources of supply.

Contract bulletins issued by Navy purchasing activities are the official source to determine that the contract under which an order is to be placed (1) is in existence and covers the specific product required and (2) provides for delivery at the particular port or area when delivery is requested.

Do not rely upon pamphlets or lists furnished by suppliers since they may contain errors. If you place orders based upon information contained in these pamphlets without confirmation against contract bulletins, they may result in the unauthorized placement of orders or disallowance of payment by the Navy Regional Finance Center (NRFC) or Fleet Accounting and Disbursing Center (FAADC).

Figure 12-8.-DD Form 1348.

The following paragraphs discuss the general purchase regulations, purchase under existing shore contracts, open market purchase, and the use of the Order for Supplies or Services/Request for Quotations, DD Form 1155.

General Regulations

The following rules apply to all purchases of food items:

1. Food items authorized for use by your ship or station may be purchased under monthly, quarterly, or annual contracts if the items cannot be furnished from a normal source of supply.

2. The Department of Agriculture controls the entry of certain foreign-grown fruits, vegetables, and meats into the United States through absolute quarantine. Therefore, in the procurement of meats, fruits, and vegetables in foreign waters, only such quantities should be taken on board as will be consumed completely before arrival in home waters. Inform the senior medical department representative when any purchase is contemplated.

3. Do not order for use in the GM any brand name article, food substitute, or other item on which competition is restricted.

4. Order perishable food items well in advance of the time set for sailing. You may need the additional time to replace items that are not according to specifications.

5. Use the bakery facilities and equipment of your ship or station to capacity. Keep purchases of commercial bakery products to a minimum.

Purchasing Under Existing Shore Contracts

When you are purchasing food items that ordinarily arc not in stock at the normal sources of supply ashore, such items should be procured by the supply officer of the shore supply activity with whom the requisition was placed.

The Order for Supplies and Services/Request for Quotation, DD Form 1155 , should be used when you are purchasing under existing indefinite or definite contracts. When you are preparing a DD Form 1155, make sure all the captions are filled in correctly and verify against contract bulletins before placing orders. Also, make sure the contract number is clearly shown in the proper place on the form.

Complete information on the preparation of the DD Form 1155 for definite or indefinite deliveries can be found in the Procurement section of the NAVSUP P-486, volume I.

The FSO should keep two completed receipt copies, with the inspector's signature, of all orders for delivery of food items under lock and key until the bills to which they pertain have been received.

Local Purchases

Local purchases for ashore GMs use are authorized only through local supply support activities. Activities afloat normally may not purchase food items from commercial sources for GM use. If food requirements cannot be secured from regular supply sources (such as a local supply activity, an indefinite delivery contract, and transfers from another military service or from ship's stores), local purchases may be made by the supply officer, subject to limitations imposed by the senior officer present, of approved items providing:

there is an immediate need and urgent requirement for authorized supplies or services;

the supplies or service arc not available at the local supply support activity; and

time is of the essence and scheduled operations may not permit procurement through Navy shore-based purchasing activities.

Fleet fast pay is a procedure that allows fast payment under limited conditions to a contractor before the government's verification that supplies have been received and accepted. Fast payment procedures are used for food supplies only. The procedure provides for payment for food supplies based on the contractor's submission of an invoice that constitutes a representation that:

the supplies have been delivered to a point of first receipt by the government; and

the contractor agrees to replace, repair, or correct supplies not received at destination, damaged in transit, or not conforming with purchase agreements.

The ship will not receive a dealer's invoice nor should it present any documents showing receipt and acceptance to the paying office or to the supporting supply activity ashore before payment for material ordered under the fast payment clause.

The consignee's (GM) copy of the purchase order will contain the following instruction:

"Consignee's notification to purchasing activity of nonreceipt, damage, or conformance." The consignee shall tell the purchasing activity promptly after specified date of delivery in the

Figure 12-9.-Order for Supplies and Services/Request for Quotations, DD Form 1155, used for an indefinite delivery.

purchase order of supplies not received, damaged in transit, or not conforming to specifications of the purchase order. Under extenuating circumstances such notification should be made not later than 30 days after the specified date of delivery.

The paying activity may require periodic reports of receipts and performance of deliveries under fast pay.

Dealers' Invoices

When the dealers' invoices have not been received by your ship or station, your FSO should begin an inquiry 10 days (ship) or 30 days (shore) after receipt of the material, if the purchase authority shows that the dealers' invoices are to be submitted to your ship or station. A dealer's invoice should not be received when fast pay procedures are used or when receipt inspections are accomplished by another activity.

Before your ship leaves a foreign port, your FSO should prepare and submit for payment all public vouchers covering the dealers' invoices for food items from foreign vendors. If payment of dealers' invoices cannot be made before the ship leaves port, all such invoices, properly certified, are forwarded to the nearest disbursing officer for payment. However, if there is no supply officer with the disbursing facilities in the immediate vicinity, arrangements should be made with the local naval attache, naval observer, or consular officer to whom the supply officer forwards the public vouchers with certified invoices and three copies of the purchase order so payment can be accomplished.

Dealers' invoices offering discounts upon payment within the discount period are processed immediately after the material is received and forwarded to the NRFC or FAADC designated in the purchase document for preparation and payment of public vouchers. When the dealer's invoices are not forwarded within the discount period because of a fault of the dealer, an explanation may be made on a copy of the dealer's invoice or the inspection report, whichever is used for certification of receipt of the material.

Dealers' invoices not subject to discount are forwarded to the appropriate NRFC or FAADC within 10 days from the date of receipt of the material or the dealer's invoice, whichever is later.

Payment of invoices received from a dealer not located in an area served by the NRFC is made by the disbursing officer of the receiving ship or activity. If a disbursing officer is not available, payment can be made by one of the following offices or centers, whichever or whoever is the nearest:

*Military disbursing officer

United States disbursing officer (usually assigned to a United States Embassy)

Nearest NRFC or FAADC

Canadian dealers' invoices are forwarded to the Navy Regional Finance Center, Washington, DC, for payment when a disbursing officer is not available or when no other provisions have been made. Payment is made in Canadian dollars.

In summary, dealers' invoices INCONUS for both afloat and ashore activities are submitted to the nearest NRFC or FAADC. OUTCONUS afloat activities dealers' invoices are paid by the ship's disbursing

officer. On ships without a disbursing officer, the dealers' invoices are forwarded to the nearest disbursing officer or designated disbursing office.

Transfers From Ship's Stores

Only individual-sized serving items; that is, food items packaged in small containers providing one individual serving and authorized for special meals, may be transferred from ship's stores to the GM for use in preparing special meals.

Underway Replenishment

Underway replenishment is a major task. However, this task may be simplified somewhat by careful planning and supervision on your part. The Underway Replenishment Bill is a part of your ship's Standard Organization and Regulations Manual. Compare this bill with others that you have used. If the bill can be improved, discuss your recommended changes with your immediate supervisor.

If your ship is attached to an operating force, it will receive most of its support from mobile logistics support groups (AFs).

Listed next are some major points that you should consider when planning underway replenishment:

1.  Submit your requisition to the AF within the item limits listed in replenishment guides. This gives the AF ample time to process the requisition.

2. Be sure you are ready for replenishment when the time comes by accomplishing the following:

a. Know the replenishment stations.

b. Determine the number of cases that will come aboard, how many people will be required as checkers, and how many people will be needed in the working party.

c.  Be sure all storerooms are ready to receive the stores. This may require stock rotation and storeroom cleanup by the bulk storeroom personnel.

d. Plan the traffic routes for the working party to take. (Be sure to indicate a separate return from the storerooms to avoid congestion and confusion.)

e. The commanding officer (CO) and executive officer (XO) should be informed of the plans for replenishment.

3.  Make sure the working party and the checkers are on station before replenishment begins.

4.  Be sure the checkers have a system for checking all actual quantities of food items that come aboard.

5.  Be sure the working party stays on the job until all food items are received aboard and stored below in the proper storerooms.

6.  Be sure the checkers know where all the items are to be sent for storage. The checkers usually should be MSs.

7.  Take necessary precautions to see that items, such as fresh fruits, are not pilfered during the storing operation.

Procurement for Private Messes

Any food items listed in the FSC, as authorized for GM use, maybe requisitioned and held for ultimate sale to private messes. Items listed with restricted usage in the FSC, but not authorized for GM use, are procured only for immediate sale to private messes. Food items not listed in the FSC may be procured for immediate sale by the supply officer, through normal supply channels, to flag and cabin messes only upon receipt of a written request. Such items may be held in stock and issued to flag and cabin messes as required during extended deployments. Food items not authorized for GM use and specifically requisitioned for sale only to private messes may not be returned by the private mess for credit. Requisitions for food items not authorized for GM use are annotated "For sale to private messes."