AFFARS Part Appendix CC

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APPENDIX CC-CONTINGENCY OPERATIONAL CONTRACTING SUPPORT PROGRAM (COCSP)

TABLE OF CONTENTS

PART 1-GENERAL CC-1

PART 2-CONTRACTING AUTHORITY AND ORGANIZATION CC-3

PART 3-PLANNING FOR CONTINGENCY CONTRACTING SUPPORT CC-5

PART 4-TRAINING IN CONTINGENCY CONTRACTING SUPPORT CC-10

PART 5-CONTRACTING SUPPORT FOR CONTINGENCY OPERATIONS CC-10

ATTACHMENT CC-1 DEPLOYMENT KITS CC-17

ATTACHMENT CC-2 CONTINGENCY OPERATIONAL CONTRACTING SUPPORT PROGRAM INITIAL TRAINING OUTLINE CC-20

APPENDIX CC-CONTINGENCY OPERATIONAL CONTRACTING SUPPORT PROGRAM (COCSP)

PART 1-GENERAL

This appendix establishes policies, assigns responsibilities, and prescribes implementing procedures for the Air Force Contingency Operational Contracting Support Program (COCSP) as described in 5301.601-93. This program is established to ensure responsive contracting support for military and non-military contingencies.

"Advance Echelon (ADVON)" means an initial deployment element of personnel and equipment within a specific unit type code (UTC). The ADVON portion of a UTC normally consists of the equipment and personnel required to establish an austere operational capability for a period of up to seven days.

"Area Of Responsibility (AOR)" means a defined area of land and/or sea in which responsibility is specifically assigned to the commander of the area for the development and maintenance of installations, control of movement, and the conduct of tactical operations involving troops under the commander's control along with parallel authority to exercise these functions.

"Contingency" means an emergency, involving military forces, caused by natural disasters, terrorists, subversives, or required military operations. Due to the uncertainty of the situation, contingencies require plans, rapid response, and special procedures to ensure the safety and readiness of personnel, installations, and equipment.

"Contingency Operations Mobility Planning and Execution System (COMPES)" means a system that enables the Air Force to plan for war and contingencies and, at execution, to match and track requirements, people, and materiel in a time-sensitive manner. It standardizes and automates the procedures used by the Air Force at MAJCOM and base level to select, deploy, and monitor contingency forces.

"Operation Plan (OPLAN)" means a plan for a single or series of connected operations to be carried out simultaneously or in succession. It is usually based upon stated assumptions and is the form of a directive employed by higher authority to permit subordinate commanders to prepare supporting plans and orders. The designation "plan" is usually used instead of "order" in preparing for operations well in advance. An operation plan may be put into effect at a prescribed time, or on signal, and then becomes the operation order.

"Simplified acquisition threshold" means $100,000 except that in the case of any contract to be awarded and performed, or purchase to be made, outside the United States in support of military contingency, humanitarian, or peacekeeping operation, the term means $200,000.

"Time-Phased Force And Deployment List (TPFDL)" is Appendix 1 to Annex A of the operation plan. It identifies types and/or actual units required to support the operation plan and indicates origin and ports of debarkation or ocean area. It may also be generated as a computer listing from the time-phased force and deployment data.

"Unit Type Code (UTC)" means a five-character, alphanumeric code used in automated planning systems that uniquely identifies a specific unit capability. The UTC is linked with specific personnel and/or logistical detail for the purpose of deployment manning, transportation planning, personnel accounting, and replacement planning. The Mission Capability Statement (MISCAP) linked with each UTC specifies the capabilities the UTC represents as well as the limitations of usage of the UTC.

Effectively supporting Air Force contingency operations requires thorough planning and support by organizations at all levels of authority. The following list delineates the key responsibilities and duties at each level to ensure well planned and executed contracting support. This list is not all inclusive; each level is expected to identify and implement additional responsibilities as they are identified.

(a) Chief, Operational Contracting Division (SAF/AQCO) shall:

(b) Each MAJCOM Division Chief/Director of Contracting shall:

(c) Each Unified Command Air Force Component Director of Contracting shall:

(d) The commander or chief of each operational contracting organization shall:

Part 2-CONTRACTING AUTHORITY AND ORGANIZATION

Contracting authority to support contingency operations flows from the Secretary of the Air Force as the Agency Head, through the Assistant Secretary of the Air Force (Acquisition) to the commanders of the organizations identified in 5301.601-91. These individuals are designated Heads of Contracting Activities (HCAs) for Other Contracting, with authority to designate individuals to exercise any delegable HCA authority as the HCA Designee (see 5301.601-91). For JCS declared contingency operations or contingency exercises, the commander of the Air Force unified command component deployed in support of the operation or exercise is the HCA Designee for contracting actions in the AOR of the contingency. (See 5302.101 for authority of the designee.)

The contracting officer is the key individual providing contracting support to contingency operations. Operational contracting activities shall review contingency taskings and designate a sufficient number of qualified individuals to perform those contingency contracting taskings. If the contracting office requires more manpower to support OPLANS than can be reasonably provided without degrading home station functions, then the chief of the contracting office shall notify the MAJCOM of the shortfall. MAJCOM functional areas will identify these manpower shortfalls through the Wartime Manpower Requirements/Force Sizing Exercises (MANREQ/FORSIZE) computation for their command and designate alternate resources to meet the tasking to include Air Force Reserve Individual Mobilization Augmentees (IMAs) if necessary.

(a) Individuals selected as contingency contracting officers must meet all the requirements for appointment as a contracting officer contained in FAR 1.603.

(b) In addition, contingency contracting officers must also meet the following additional requirements:

(c) Those positions identified for CCO certification shall be designated as "mobility" assets and so coded within the Contingency Operations Mobility Planning and Execution System (COMPES). The combat support group or the resource manager's mobility coordination office should coordinate on this coding process. This will ensure that incumbents in these designated positions are provided the initial and continuation training necessary to meet worldwide deployment taskings.

The CCO's permanent duty station shall issue certificates of appointment appropriate for support of potential contingency operations. This certificate of appointment as a contracting officer issued by the CCO's permanent duty station remains valid, unless there are specific limitations on the certificate of appointment that will detract from the CCO's duties in support of the contingency operations. If necessary, the HCA Designee may issue additional warrants or increase the limits of warrants as needed in the theater.

When support of contingency operations requires the deployment of CCOs to another command or theater, either CONUS or overseas, the CCOs shall retain their permanent assignment, but shall be under functional control of the receiving command. CCOs deployed with a unit will support that unit's contracting needs; however, the CCOs will be under the functional control of the receiving (unified) command. The HCA Designee will provide authority and direction to the deployed CCOs.

Part 3-PLANNING FOR CONTINGENCY CONTRACTING SUPPORT

Each operational contracting office and tasked organization shall monitor current plans and coordinate on all plans which task the contracting organization for support in accordance with AFI 10-401. Contracting support plans shall be established for (a) contingency support for armed conflict, and (b) contingency support for other than armed conflict.

(a) Contingency support for armed conflict. The contracting activity will make appropriate contracting inputs to OPLANs and dedicate a section of the local support plan to contracting support in military contingency operations.

(b) Contingency support for other than armed conflict. Another section of the local support plan will be dedicated to local emergencies and contingencies other than military contingency operations.

The planning function will emphasize the importance of performing site surveys. Resources permitting, each activity will perform site surveys at all preplanned deployment sites for local area and overseas destinations. Designated CCOs shall participate in site surveys and exercises on a rotational basis. Site surveys will:

(a) Update information concerning potential sources in the deployment area, including material obtained from the U.S. Embassy, Consulate, Air Attaches, and other Government agencies operating in the same area. This information shall include a master listing of contractors and identification of those willing to provide emergency response after normal business hours;

(b) Identify sources for potential and pre-identified emergency requirements. If an emergency source is not available for any pre-identified requirement, the COCSP shall provide procedures to ensure that the user is notified that contracting support will not be available for that requirement;

(c) Survey local customs, laws, taxes, and shortages within the local economy, local bureaucratic impediments, language difficulties, currency exchange rate fluctuations, and security concerns. If local sales tax exemption procedures or numbers are available, obtain them through embassy personnel;

(d) Examine local transportation and communication resources availability;

(e) Determine the applicability of the Host Nation Mutual Support Agreements, Status of Forces Agreements, Acquisition Cross-Servicing Agreements, or other diplomatic agreements, if any, and evaluate the impact of these agreements upon contingency contracting within the deployment area;

(f) Survey facilities, equipment, and other support which must be provided by the deployed commander for the deployed contracting office. Note the improvements needed for future deployment plans to this or other locations. Coordinate contracting facility requirements with the Civil Engineer and Logistics functional commanders as necessary;

(g) Consider problems which should be anticipated in supporting contract requirements for an extended exercise or contingency operation at this location, paying particular attention to those items or services which are available at the deployment site but in only limited quantities;

(h) Survey personnel requirements, unit kit requirements, and individual clothing and equipment requirements needed to meet mission demands in this area (consider officer vs. enlisted, male vs. female, civilian clothing vs. uniforms, office support equipment, type and quantity of forms needed, etc.).

(i) Determine what contract formats may be needed in the local area considering Host Nation Support Agreements, expected taskings, and local business customs; and

(j) Passports are required for each CCO. Each CCO shall obtain an official passport when initially designated a CCO. In order to allow sufficient time to process passport applications for short notice deployments, identify procedures, approval authorities, and other requirements that will facilitate expeditious processing of requests pursuant to DOD 1000.21-R, Passport and Passport Agent Services Regulation. When CCOs are deployed they must have their passports in their possession at all times.

(k) Identify procedures necessary to expedite obtaining International Driver License for CCOs. Obtain licenses only if this is a requirement of the deployed location.

Operational contracting activities will develop local support plans and kits with contracting supplies, forms, instructions, and office equipment to respond to contingency situations.

(a) Each contracting activity must develop and maintain pre-assembled deployment kits for contingency contracting officer (CCO) use during contingencies. Unit deployment kits may be tailored to the expected deployment location or expected emergency tasking. Unit kits will be pre-assembled and positioned for rapid retrieval and transporting. Kits will be inventoried annually on the same cycle as the support plan review. Contents will be updated periodically to replace outdated material. Mission Capability Statements for contingency contracting unit type codes (UTCs) published in the War and Mobilization Plan, Volume 3, Part 3 contain contracting cargo elements. A complete assembled cargo package is an integral part of the UTC XFFK1 or XFFK2 (if designated as independent). Handcarried contracting kits are part of all other UTCs where taskings do not require the complete cargo packages.

Local contingency support plans will emphasize the need for early deployment of CCOs under OPLAN taskings and other deployments. Where conditions permit secure access to local market sources, the advance echelon ("ADVON") will include qualified and experienced contracting officers, to locate sources and become familiar with local conditions before the arrival of unit personnel. Where no site survey has been done, timing is especially important. Plans should provide for adequate security arrangements and disbursing officer support during advanced deployments. If an ADVON is deployed and conditions permit the presence of a purchasing activity, the CCO personnel should be among the initial forces arriving at the deployment site.

Part 4-TRAINING IN CONTINGENCY CONTRACTING SUPPORT

Appropriate training shall be provided to all contracting officers designated to support contingency operations. Contingency Operational Contracting Support Plan (COCSP) training may be included as a part of the training required by AFI 64-102, Operational Contracting. COCSP training should be provided to key personnel of major customer activities having contingency contracting support requirements.

Training provided to CCOs shall include:

(a) Initial Base-level CCO Training (see Attachment CC-2);

(b) CCO continuation training, tailored to the unit's area of responsibility, to include regular exercise participation;

(c) Nuclear, chemical, and biological warfare training and certification;

(d) Both 9MM and M16 training and certification;

(e) Funds management procedures;

(f) Mobility equipment;

(g) Self-Aid Buddy Care;

The contracting activity will train non-contracting personnel, designated to support contingency plans, in the proper use of established ordering instruments, SF 44, credit cards, and other forms authorized for use. This training will address appropriate decentralized contracting procedures and regulations to ensure these personnel follow sound contracting practices. Note: Recommend using the AFLMA's Contingency Contracting Customer Guide during this training.

Part 5-CONTRACTING SUPPORT FOR CONTINGENCY OPERATIONS

(a) For most critical steps in the contracting process, the FAR, DFARS, and AFFARS provide flexibility to permit expedited contracting actions to satisfy urgent and compelling requirements. However, such circumstances do not provide blanket waivers of regulatory requirements, nor do they eliminate the need to maintain required controls and documentation. Examples of existing authorities to expedite contracting actions include:

(b) When the nature of the contingency dictates, the appropriate level of authority may relieve CCOs of specific regulatory requirements contained in the FAR, DFARS, or AFFARS. These authorities are limited to those requirements contained in these regulations that are based on contracting policies established at that level. Department of Defense and Air Force contracting authorities maintain standby packages to initiate relief from regulatory requirements during contingencies. In a similar manner, MAJCOM contracting activities should identify in advance command-specific requirements that may be relaxed or waived during contingency operations. Operational contracting offices should also identify local requirements which would impede contingency contracting and coordinate procedures (within their authority) to relax those requirements.

(c) In the event of a declared contingency operation, it may also be possible to request relief from FAR, DFARS, and AFFARS requirements established as a result of a statutes, Executive Orders, or other Executive Agency regulations (e.g., Department of Labor, Small Business Administration, etc.). Relief from these requirements could take considerable time to obtain, so their identification prior to declaration of a contingency operation is essential. SAF/AQC will be responsible for drafting legislative packages for relief in periods of National Emergency from statutes, Executive Orders, and Executive Agency regulations. MAJCOMs are encouraged to make recommendations for FAR, DFARS, and AFFARS requirements for which relief should be requested in support of contingency operations.

In providing contingency contracting support, CCOs will perform tasks required by established OPLANs, contingency support plans, and this appendix. Generally, contracting support of deployments takes place in four phases. A listing of expected activities for each phase is provided as follows.

(a) The Deployed commander responsible for the unit will:

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

(c) Files and Documentation.

(d) Host Nation Support Agreements.

During the build-up phase of a contingency contracting deployment, the purchasing activity will generally be heavily involved in supporting the newly arrived forces. In this phase, additional contracting personnel will generally arrive with the assigned unit to augment the initial contracting teams. Contracting members from home bases should replace those members located at the site to support initial beddown activities. Establish as early as possible a responsive purchasing system. A responsive purchasing system must include:

(a) Requirements requisitioning controls. Implement a procedure which is acceptable to the assigned commander. This procedure needs to address:

(b) Funding and Disbursing. Implement a procedure with the assigned Finance staff to ensure funds are available to pay for the contracting officer's contract purchases. Where AF Form 616, Fund Cite Authorization, is used for short term contingencies, instructions must be followed to properly record transactions. This instruction should identify any restrictions on equipment or services which are not appropriately funded by the AF Form 616, Fund Cite Authorization.

(c) Purchasing methods. SF 44, Purchase Order-Invoice Voucher, cash, and Government credit cards are the primary means of purchasing over-the-counter supplies and services during the initial days of the build-up. BPAs should be issued to several suppliers offering items of the same type as soon as possible to expedite ordering.

(d) Non-appropriated fund (NAF) contracting. Implement procedures acceptable to the assigned Commander and Chief of Morale, Welfare, Recreation, and Services (MWRS) that address:

(a) Sustainment contracting provides contracting support from the completion of the build-up phase and through the duration of the contingency. The purchasing activity may expand into items for additional MWRS supplies, equipment and services, additional office supplies, tools, and equipment. Contingency contracting operations will focus on file documentation and cost reduction.

(b) Requirements will be consolidated whenever possible to achieve the economies of quantity buying.

(c) As requirements become better defined, longer term contract arrangements will be established, such as indefinite quantity and requirements contracts. Emphasis should be on improving statements of work to avoid unnecessary costs and contracting with reliable sources at reasonable prices.

(d) Agreements may be established with other Services to share contract arrangements such as transportation, laundry, etc.

(e) Procedures will be established to acquire local purchase items that are not available in the AOR. Alternatives to consider are:

(a) On being notified of contingency termination or redeployment, the CCO will:

To ensure the widest possible dissemination of lessons learned and problems identified in each exercise or deployment, each participating CCO shall submit an electronic after-action report to the HCA Designee. That office will distribute after-action report information to contracting planners at MAJCOMs within 30 days following termination of the deployment. MAJCOMs will submit consolidated and condensed versions of the reports to SAF/AQCO on a quarterly basis. The consolidated report shall be submitted electronically to SAF/AQCO no later than the fifteenth day of the first of the month of each quarter. The reports should identify topics and events and point out new or different situations that impact existing policy and significant items dealing with the interface between contracting and the customers on the deployment. Lessons learned shall be incorporated into the initial and continuation training programs (see Attachment CC-2).

ATTACHMENT CC-1 DEPLOYMENT KITS

Each operational contracting organization shall maintain sufficient supplies and equipment to provide quick reaction contracting support for deployment taskings and/or local contingencies. In addition to personal gear and unit-issued mobility bags, the subparagraphs below identify two primary Contingency Contracting Kits and equipment packages corresponding to Unit Type Codes XFFK4 and XFFKT which may be sourced for deployment. Operational contracting organizations will maintain the required number of kits as specified in unit designed operational capability statements (DOCs). Refer to individual unit DOCS for specific quantities of items/equipment required to be maintained to support assigned UTCs. Unless otherwise indicated, consumable items such as supplies and forms should be in sufficient quantity to operate for a 30-day period.

(a) XFFK4: This UTC may be tasked with each independently tasked UTC and is designed for large scale pop-up or sustained contingency operations at non-steady state locations or other locations where a robust mobile contracting office is needed with immediate access to operating equipment and supplies. The following items represent minimum kit contents to stand up a contingency contracting operation.

· Contracting Officer Warrant (may be reduced to wallet-size)

· International Merchant Purchase Authorization Card (IMPAC)

· IMPAC checks

· List of unit-assigned procurement Instrument Identification Numbers (PIINs)

· International driver license

· Passports (official or tourist)

· Area-specific power transformers, spare batteries, miscellaneous electrical needs, extension cords, etc.,

· Laptop computer meeting requirements stipulated in unit DOCs

· Printer or printing Capability (may be purchased at deployment location)

· Copier or copying capability (may be purchased at deployment location)

· Fax machine or fax capability (may be purchased at deployment location)

· Internet access capability (may be purchased at deployment location if available)

· Publications

· FAR/DFAR/AFFAR

· AFM 10-100, Airman's Manual

· AF Handbook 32-4014, Volume 4, USAF ATSO Procedures in a Nuclear, Biological, and Chemical Environment

· USAF IMPAC Procedures

· Defense Acquisition Deskbook, CD ROM

· AF Publications Library, CD ROM

· Local Contingency Contracting Support Plan

(b) XFFKT: This UTC may also be tasked with any independently tasked UTC and is designed for quick reaction popup contingencies and local emergencies where a sustained presence is not anticipated. This handcarried package provides contingency contracting officers with ready-to-use tools to effect immediate acquisition support for the contingency and track those actions. All items must be maintained in a high state of preassembled readiness. Equipment capability and quantity are specified in individual unit DOCS. Unless otherwise indicated, quantities for consumable supplies and forms should be sufficient to support a field operation for 30 days.

ATTACHMENT CC-2 CONTINGENCY OPERATIONAL CONTRACTING SUPPORT PROGRAM INITIAL TRAINING OUTLINE

PHASE I: GENERAL

(a) Purpose

(b) AFFARS Appendix CC

(c) Program Requirements

(d) Organizational Responsibilities

(e) Contingency Acquisition Deviations

PHASE II: TRAINING TO SUPPORT POTENTIAL CONFLICT DEPLOYMENTS

(a) Predeployment Preparation

(b) Deployment Kit Contents

(c) Site Surveys And Documentation

(d) Qualification And Designation Of CCO Positions

(e) Training Requirements

(f) Deployment Beddown

(g) Build-Up And Sustainment Activities

(h) Termination and Redeployment

PHASE III: TRAINING FOR LOCAL EMERGENCIES

(a) Planning Responsibilities

(b) Contracting Operations

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