# IGCC-502(a)(1) Initial Deployment Phase Actions

Informational Guidance

IGCC-502 (a)(1)
Initial Deployment Phase Actions

April 2010

A. Contingency contracting activities during initial deployment.

(i) The Deployed Commander (e.g. Air Expeditionary Wing/CC, Expeditionary Mission Support Group/CC, et.) responsible for the unit should:

a. Establish the unit’s requirements/priority of needs, including:

1. Food and water for those personnel not serving in field conditions and not receiving a basic allowance for subsistence (BAS);

2. Shelter (both living and working facilities);

3. Transportation, specifically identifying rental requirements;

4. Laundry services;

5. Human waste and garbage disposal;

6. Ground fuels requiring local purchase action;

7. Heavy equipment;

8. Communications, to include priorities for use of limited telephone and radio facilities;

9. Utilities. (NOTE: Prior to deployment, verify electrical requirements for equipment such as copiers, FAX machines, etc. Some countries may have unique requirements that may not allow U.S. made machines to be connected to telephone lines.);

10. Quality-of-life issues (i.e., recreational equipment); and

11. Computer/ADP support (to include equipment maintenance).

b. Review and establish purchase request control procedures with the CCO, to include fund accountability, purchase request validation and approval; inspection, acceptance, quality assurance procedures; and disposition of purchased assets;

c. Advise all personnel that only the CCO is authorized to obligate the U.S. Government for local purchases and direct that no one place undue pressure or command influence on CCOs to purchase any goods and services that violate laws and regulations;

d. Provide suitable office space and transportation for the contracting function to include at a minimum a desk, secure filing cabinet, dedicated vehicles to meet mission requirements;

e. Identify individuals (by name or position) who are authorized to approve purchase requests and the name of the individual (or office) providing the funding source;

f. Provide an interpreter, if necessary;

g. Provide telephones for the CCO office and a mobile (cell phone) unit, if possible;

h. Ensure the Accounting and Finance function provides sufficient disbursing agents with sufficient funding to allow timely contract support for the CCO and ordering officers; and

i. Ensure all functional activities provide a receiving and quality assurance capability to document receipt and acceptance of goods and services and maintain accountability of purchased assets.

(ii) CCOs responsible for supporting the deployed unit will:

a. Establish minimum suitable office space;

b. Obtain low security profile transportation for CCO’s dedicated use;

c. Establish suitable communications for the office and mobile unit, to include at least one Class A telephone with long distance Defense Switched Network (DSN) and off base access; along with internet connections and email service (NIPR/SIPR preferred)

d. Contact the SCO staff, existing military installations within the deployment area, or, in the absence of these, the U.S. Embassy or Consulate in the host nation for guidance on contracting information or Host Country Support Agreements;

e. Obtain maps of adjacent towns or settlements and conduct personal visits to learn availability of necessary items of supplies or services. Mark maps and prepare source lists. Secure telephone books of the local area, if available. (NOTE: Maps and source lists should be updated as new information becomes available. Source lists should be annotated to reflect which contractors will provide 24 hour emergency response.);

f. Work with the deployed commander to establish good working relations with local officials;

g. Obtain an interpreter, if necessary, at the earliest opportunity;

h. Keep the deployed commander and cognizant contracts attorney informed of contracting matters;

i. Establish a system for customers to submit purchase requests for local acquisitions:

1. Update customer training to orient them to the purchasing system as soon as practicable; and

2. Adapt the system to suit local conditions;

j. Establish and manage centralized ordering instruments (indefinite delivery contracts, requirements contracts or blanket purchase agreements). As require, appoint decentralized ordering officers within functional areas, as appropriate, with CCO supervised purchasing authority up to the maximum order limit of the indefinite delivery/requirements contract or blanket purchase agreement. Ordering officers will be trained in the use of simplified acquisition procedures and funds accountability. Caution: Historically, overseeing functional management of decentralized ordering officers has been a challenge in the dynamic deployment environment.

k. Identify functional personnel who deployed with a Government-wide Purchase Card (GPC) and home station funding. Coordinate and control purchase card activity according to purchase request approval procedures to achieve economical purchases and avoid duplication of purchased resources. Advise deployed cardholders on local market conditions, limitations and statement reconciliation procedures;

l. Report total contracting actions and dollars at least monthly, unless otherwise directed by the supported SCO; and

m. Advise customers to use AFLMA's most current Contingency Contracting Customer Guide as a reference source for customers in understanding contracting processes in a contingency situation.

(iii) Files and Documentation.

a. The CCO shall maintain files/registers for contracts, blank purchase agreements (BPAs), and purchase orders to record all contracting actions. The records will include: purchase request number, procurement instrument identification number (PIIN), date of purchase or award, name of vendor or contractor, dollar amount (U.S. dollars); and a brief description of supplies or services. Dispose of documents according to AFI 33-364, Records Disposition - Procedures and Responsibilities, and Web-Records Information Management System (RIMS).

1. The following are required when deployment of a CCO crosses fiscal years:

(A) For deployments in support of exercises, the operational contracting activity will assign a block of PIINs to the deployed CCO for both fiscal years involved. Following the close of business on 30 Sep of each year, the CCO shall forward the information on all purchases made during the fiscal year to the unit's home contracting activity for incorporation into the end of fiscal year report.

(B) For deployments longer than 30 days in support of declared contingencies, the Air Force Component A4/7K or SCO will assign a block of PIINs to deployed CCOs within the AOR for both fiscal years involved. After the close of business on 30 Sep of each year, the CCO shall forward the required information to the SCO.

b. The CCO will maintain a Deployed Contingency Contracting Officer’s Continuity book to provide continuity for any follow-on CCO. Upon termination of a deployment, the last CCO will forward the continuity book to the AOR’s Air Force Component Command’s A4/7K (Contracting Division) Staff. The book will include as a minimum:

1. A current vendor and contractor source listing to include vendor names, addresses, telephone numbers, points of contact, and type of supplies and services provided;

2. A current list of vendors and contractors willing to provide 24 hour per day emergency support;

3. Copies of all headquarters policy letters or messages of guidance received to date;

4. Minutes from significant meetings (as determined by the lead CCO or higher authority) attended by CCO personnel to include open action items impacting the contracting function;

5. A listing of all ratification actions to date;

6. Copies of all customer education handouts developed to date;

7. Key points of contact at the deployed site to include name, grade, duty title, unit, telephone number, and after hours point of contact, if available;

8. Lessons learned during the deployment to date;

9. Copies of weekly reports of actions and dollars spent to date; and

10. Any other pertinent information.

(iv) Host Nation Support Agreements.

a. For contingency and exercise operations in a foreign country, a Host Nation Support Agreement (i.e., National Atlantic Treaty Organization (NATO) Mutual Support Agreement), Status of Forces Agreement, Assistance in Kind Agreements, or Acquisition Cross-Servicing Agreements may exist. These agreements normally are negotiated through the U.S. State Department to provide host nation support for deployed U.S. forces during a contingency operation. Support items under these agreements may include:

1. Billeting;

2. Food, water, and ice;

3. Ground fuel;

4. Transportation; and

5. Utilities (i.e., electricity or communications).

b. Deployed CCOs do not have the authority to enter into agreements with foreign governments. If an agreement is already in existence, the CCO may obtain authority through the Air Force Component A4/7K or SCO to the Combatant Command’s Host Nation Support Office to write priced delivery orders against them. However, if an agreement is needed, the CCO may request the establishment of an agreement.