u.s. general services administration advanced ordering with gsa global supply: department of defense...
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U.S. General Services Administration
Advanced Ordering with GSA Global Supply: Department of Defense Advanced Ordering with GSA Global Supply: Department of Defense
Presenter: Sara SchulzFAS, GSA Global SupplyMay 2012
Presenter: Sara SchulzFAS, GSA Global SupplyMay 2012
Training Agenda • GSA Overview • GSA and the National Supply System • The GSA Global Supply Program
• Product Availability• Order Placement• Order Processing• Special Order Program Support• Customer Service
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GSA - Federal Acquisition Service (FAS) – Procuring Products and Services for the Government
• The Federal Acquisition Service was established to provide an economical and efficient system for the procurement, supply, and eventual disposal of property. Intent was to eliminate duplication and maximize the government’s leverage.
• On July 1, 1952, the Defense Cataloging and Standardization Act was approved, establishing a single catalog system leading to National Supply System. Section 11 includes:
“The Administrator of General Services and the Secretaryof Defense shall coordinate the cataloging and standardizationactivities of the General Services Administration and theDepartment of Defense so as to avoid unnecessary duplication.”
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GSA -- FAS --- GSA Global SupplyWorking in partnership with DOD to furnish supplies
• In 1971, GSA and DoD entered into an agreement to eliminate avoidable overlap between their respective supply systems. This agreement divided the management of consumable items between GSA and the Defense Supply Agency (DSA, now Defense Logistics Agency). It assigned to GSA those Federal Supply Classes (FSCs), or commodities commonly used by federal agencies, which are commercially available and not predominantly of a military nature.
• GSA Global Supply is a part of the Federal Acquisition Service and is the Government to Government Supply source for commodities that GSA is assigned under the 1971 Agreement. GSA Global Supply is now a strategic partner with DoD on full-service supply solutions in CONUS and OCONUS environments.
GSA Global Supply – A Government to Government Wholesale Supply Source FAR 8.002 Priorities for use of Government supply sources. (a) Except as required by 8.003, or as otherwise provided by law,
agencies shall satisfy requirements for supplies and services from or through the sources and publications listed below in descending order of priority—
i. Agency inventoriesii. Excess from other agenciesiii. Federal Prison Industries, Inc. (UNICOR)iv. Supplies which are on the Procurement List maintained by the
Committee for Purchase from People who are Blind or Severely Disabled
v. Wholesale supply sources, such as stock programs of the GSA (GSA Global Supply), DLA or VA
vi. Mandatory use Federal Supply Schedules vii. Optional use Federal Supply Schedules; and viii. Commercial Sources 5
GSA Global Supply – A Government to Government Wholesale Supply Source
• GSA Global Supply has already procured the most in-demand products on the government's behalf, meaning that your order is a simple requisition between agencies.
• Requisitions satisfy all Federal Acquisition Regulation (FAR) requirements, including trade agreement policies, socioeconomic goals, AbilityOne mandates, and executive orders.
• Place a requisition via DoD Activity Address Code, Civilian Activity Address Code, and/or Government Purchase Card.
• GSA is integrated with Department of Defense (DoD) financial systems.
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Requisition-based Ordering
“Each Military Service and Defense Agency shall assign DoD Activity Address Codes (DoDAACs) to activities under their respective jurisdictionalcontrol and shall authenticate those DoDAACs that are authorized to requisition materiel from the DoD supply system. By agreement with the GSA, Federal Civilian Agencies may requisition materiel by establishing an approved DoDAAC. SectionC5.11., below, provides requirements and procedures for when commercial activities that enter into materiel and service contracts with the Department of Defense may obtain DoDAACs and requisition DoD materiel. A foreign country may requisition materiel under a security assistance program using a Military Assistance Program Address Code (MAPAC) assigned by a Military Service.”
- DoD 4140.1-R, C5.3.1.1.1.
GSA Global Supply – Integrated into the National Supply System • GSA-managed National Stock Numbers are available directly through
DoD, service-specific internal supply systems for requisitioning.• SARSS (Army)• SBSS (Air Force)• Navy-ERP (Evolving Transition)• GSCC (Marine Corps)
• As requisitions are placed via internal supply systems for GSA managed items, orders route through DLA Transaction Services and to GSA for fulfillment
• Status updates on your requisition route back through to internal supply systems.
• GSA transactions conform to specified format and performance criteria (i.e., shelf life, marking).
• Military regulations cite GSA policy & procedures as a part of DOD logistics guidance. 8
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GSA Global Supply Program – Support to DoD
• FY2011 Business Volume: $1.32B• Department of Defense (89 percent)• Federal Civilian Agencies (11 percent)
• Your Supply / Logistics Partner• Mission support to the Warfighter• Disaster Relief / Emergency Response• Wildland Fire Program• Supply Chain Solutions
• Worldwide Footprint• 2 Distribution Centers (Burlington, NJ and French Camp, CA)• 3 Acquisition Centers (Kansas City, New York, Fort Worth)• Retail Stores in Asia, Europe, Africa
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PRODUCT AVAILABILITYGSA Global Supply
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GSA Products to Support Your Mission • Management of Consumable items within the National Supply System are
split between DLA and GSA • GSA manages ~ 65,000 National Stock Numbers• DLA manages ~ 3.94 Million National Stock Numbers
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GSA Products to Support Your Mission • National Stock Numbers
• FSCs assigned to GSA include: • Tools and Hardware
• Hand and Power Tools, Paints, Adhesives - Leading Brands
• Shipping and Packaging Supplies• Office Products• Fire Suppression and Safety Gear• Housewares, Food Service, Cleaning
• To learn more about the NSN creation process, visit http://www.dlis.dla.mil, and click on Cataloging. The SSR process is contained in DOD 4140.26-M (vol. 6).
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GSA Products to Support Your Mission
• High-Velocity National Stock Numbers• Copy Paper • Toner Cartridges• Shipping Pallets• Disposable Plates / Cups / Flatware• Paper Towels• Smoke Detectors• Cordless Drills• Multi-Tools• Impact Wrench• And, More!
GSA Products to Support Your Mission
• Part Numbers
• Over 400,000 in Office Supplies, Tools and Hardware and Computer Accessories
• Expanded product offering to provide easy access to commercially available items
• Special Order Program• Provides the ability to requisition a product not available in the GSA
Global Supply offering• Limited to products and ancillary services for commodity
classes that GSA Global Supply manages• MILSTRIP and MIPR Acceptance• GSA Global Supply handles all acquisition, administration,
logistics and payment issues for the customer
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GSA Products to Support Your Mission (cont.)
• “Green” Product Offering • ~ 4,000 National Stock Number (NSNs) with green attributes • Partner with DoD, USDA and others to meet specific
environmental goals (e.g. PRIME, BioPreferred, low VOC requirements, and green alternatives to chemicals, adhesives and paints).
• BioPreferred Products: Flatware, Glass Cleaners, Liquid Hand Soap, Laundry Detergent, Toner Cartridges
• For more details, visit www.gsa.gov/globalsupply and click on the “Green Products” page or www.sftool.gov/GreenProcurement
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GSA Products to Support Your Mission (cont.)
• “Green” Initiatives• Increase the number of “green” products
• Conduct market research to find new green products to introduce into the supply system
• Work with our vendor partners; teach them how to code existing products with appropriate attribute
• Continue to review Federal/Military specifications and existing purchase descriptions and revise where appropriate to require green alternatives
• “Green” our retail stores: products and operations• Require the use of more sustainable packaging material
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GSA Products to Support Your Mission
Federal Strategic Sourcing Initiative – Office Supplies • FSSI - Multiple BPAs to leverage savings
• Cross-agency strategic sourcing initiative helps the government leverage data, dollars and good business sense in meeting acquisition goals.
• Office Supplies – Ideal for purchase card users in CONUS locations
• Many agencies have preference or mandatory use policy• Learn more at www.gsa.gov/fssiofficesupplies
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ORDER PLACEMENTGSA Global Supply
GSA Global Supply – Who is Eligible?
• All Executive Agencies – military and civilian• Judiciary and Legislative functions• Tribes and Tribal Organizations• Cost-Reimbursement Contractors (as defined by the
FAR 51 Deviation)• Non-federal firefighting organizations cooperating with
the US Department of Agriculture, Forest Service (as supported through the GSA Wildland Fire Program)
To view a complete list of Eligible Activities, see GSA Order ADM4800.2G.
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GSA Global Supply – Placing an Order via DoDAAC
• Place orders via DoDAAC using the following ordering options: MILSTRIP, Retail Stores, Web, Phone, and Fax
• Integration with your Agency’s financial systems• Inter-fund billing via DoDAAC/AAC/UIC/RUC
• Billing cycle 1st and 15th of each month• ~ 225,000 DoDAAC transactions processed per month
• Need to apply for a DoDAAC? Visit www.gsa.gov/globalsupply and click on Frequently Asked Questions to access a PDF of Agency Contacts
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GSA Global Supply – Placing an Order via Government Purchase Card
• Place orders via Government Purchase Card using the following ordering options: Retail Store, Web, Phone, and Fax
• Government to Government Bill • Billing is from “GSA”, not multiple vendors
• Pre authorization credit card purchasing • Process ~ 85,000 credit card billings a month
• Requisition-based ordering allows you to place orders without spending limits
• Consolidated and line-item billing options • Items billed when shipped • One central point in GSA for all shipping, billing questions –
National Customer Service Center (NCSC)22
GSA Global Supply – Placing an Order via Government Purchase Card
Ordering procedures as defined in FAR Subpart 8.4 (Federal Supply Schedules) do not apply. Since you are placing an order with a Government to Government Supply Source, the requirement does not exist to obtain at least three quotes above the micro purchase threshold.
FAR 8.402 General
(c)(1) GSA offers an on-line shopping service called “GSA Advantage!” through which ordering activities may place orders against Schedules.
Ordering activities may also use GSA Advantage! to place orders through:
GSA’s Global Supply System, a GSA wholesale supply source, formerly known as “GSA Stock” or the “Customer Supply Center.” FAR Subpart 8.4 is not applicable to orders placed through the GSA Global Supply System.
The GSA Federal Supply Service Home Page (http://www.gsa.gov/fas) or the GSA Federal Supply Schedule Home Page at http://www.gsa.gov/schedules.23
GSA Global Supply – Placing an Order
• MILSTRIP • Internal Supply System• Manual Transmission via DD1348-6
• Stores & Strategic Inventory Partnerships
• Web: • http://www.GSAglobalsupply.gsa.gov• http://www.gsaAdvantage.gov• https://dod-emall.dla.mil
• Phone: 800-525-8027Fax: 800-856-7057 DSN: 465-1416
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GSA Global Supply – Ordering Methods
MILSTRIP
• Longstanding method for military customers to convey supply needs to GSA or DLA
• Requisition NSN or part- numbered items• System to System Order – Routed through DLA Transaction
Services • Manual Entry (DD1348-6) by Email / Fax via DoDAAC; useful for
requisitions that require exception data, such as orders for part-numbered items
• Office Products: (212) 264-6829• Cleaning, Safety, General Products: (817) 574-2551• Tools, Hardware, Sealants, Adhesives: (816) 926-7971
• GSA Global Supply or GSA Advantage!® websites via DoDAAC utilizing an electronic version of a DD1348-6
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GSA Global Supply – Ordering Methods
MILSTRIP
• Need a refresh on MILSTRIP terminology? Utilize the FEDSTRIP Operating Guide for explanation of the various codes to be used. The guide also contains instructions for handling returns, submitting STRIP orders online and other topics.
• When ordering part-numbered items through GSA Global Supply, utilize A0B as the Document Identifier for CONUS locations, and A02 for OCONUS locations. If you decide to complete a manual requisition via a DD1348-6 Form, you will need to submit that form to GSA via email or fax.
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GSA Global Supply – Ordering Methods
Retail Stores
Partnering with our Department of Defense Hosts via Memorandums of Agreement
• GSA Global Supply Stores / Walk-In Stores• Strategic Inventory Partnerships (SIP)• Forward Operating Stock Locations• GSA Oversight of Vendor-Managed/Owned Inventory• Enterprise Supply Chain Solutions
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GSA Global Supply – Retail StoresGSA Global Supply Stores / Walk-In Stores
• Hawaii (2), Alaska & San Francisco• Walk in / Walk out Store provides immediate access to supplies • 1,000 to 5,000 items available• Inventory geared to military hosts • Accepts Government Purchase Card and AAC/DoDAAC• Special order capability
Strategic Inventory Partnerships • 30 locations worldwide – Asia, Europe, Middle East • Walk in / Walk out Store provides immediate access to supplies• Inventory geared to military hosts • Accepts Government Purchase Card and AAC/DoDAAC
For location details, visit http://www.gsa.gov/globalsupply28
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GSA Global Supply – Retail StoresUnited States (10) Asia (11) Europe / Africa / Middle East (9)
San Francisco, CA
Joint Base Pearl Harbor-Hickam, HI
Schofield Barracks, HI
Joint Base Elmendorf-Richardson, AK
USMC Camp Lejeune, NC
Naval Air Depot, Jacksonville, FL
USMC 29 Palms, CA
USMC Albany, GA
USMC Barstow, CA
USMC Quantico, VA
Osan AB, Korea
Kunsan AB, Korea
Kadena AB, Japan
Misawa AB, Japan
Yokota AB, Japan
Camp Zama, Japan
Camp Butler, Japan
MCAS Iwakuni, Japan
Guam (Coming Summer 2012)
Det Singapore, Sembawang, Singapore (Bulk)
US Army Chievres, Belgium
US Army Mannheim, Germany
US Army Stuttgart, Germany
US Army Baumholder, Germany
US Army Kaiserslautern, Germany
RAF Lakenheath, Great Britain
USAG Schinnen, The Netherlands
Djibouti
GSA Global Supply – Enterprise Supply Chain Solutions
• Supply chain integration of both the customer-facing and back-end processes, customized to meet the mission of the customer • Online, Store and/or Legacy System Environment• Customized inventory by location. Mission critical / emergency
items can be stocked in an onsite location with non-essential items in a web environment.
• Vendors managed by GSA: Tools / Hardware, Office Supplies, Automotive, IT Products, Facilities Maintenance, Safety, Cleaning and Janitorial
• GSA oversight of the payment process (e.g. order status, purchase order, billing data, vendor /agency payments)
• Management reports for spend analysis • USMC and GSA: Implementing the ESCS solution
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GSA Global Supply – Enterprise Supply Chain Solutions
See below for a visual depiction of the type of 4th Party Logistics
Support that GSA can provide.
GSA Global Supply – Ordering Methods
Website Ordering
• GSA Global Supply Ordering site• http://www.gsaglobalsupply.gsa.gov• Research and order over 425,000 GSA Global Supply items• Order via DoDAAC / AAC and Government Purchase Card• One site to access all requisition-based items from GSA
Global Supply • Site does not contain acquisition-based items from GSA
Multiple Award Schedule vendors • User friendly tools that allow you to check requisition status,
and reconcile against your Government Purchase Card
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GSA Global Supply – Ordering Methods
Website Ordering
• GSAAdvantage! • http://www.gsaadvantage.gov• Research and order over 425,000 GSA Global Supply items• Order via DoDAAC / AAC and Government Purchase Card• Site contains all requisition-based GSA Global Supply items
and acquisition-based items available from GSA Multiple Award Schedule vendors
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GSA Global Supply – Ordering Methods
Website Ordering
• A common question among customers is understanding the differences between the GSA Global Supply and GSA Advantage! websites. See below for an easy table outlining the key attributes of each website.
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Attribute GSA Global Supply GSA Advantage!®
URL www.GSAglobalsupply.gsa.gov www.gsaAdvantage.gsa.gov
Availability 24 hours/7 days 24 hours/7 days
Displays Global Supply items Yes Yes
Accepts government purchase card
Yes Yes
Accepts AAC/DoDAAC billing Yes Yes - for Global Supply items; No - for Schedule items
Displays MAS items No Yes
GSA Global Supply – Ordering Methods
Website Ordering
• DOD EMall • https://dod-emall.dla.mil• Research and order over 425,000 GSA Global Supply items• Order via DoDAAC only, unable to use Government Purchase
Card • To view GSA Global Supply items
• After login, select “Catalog Search”• Change “corridor” to GSA Global Supply
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GSA Global Supply – Ordering Methods
Call Center
• 800-525-8027, Option 1• DSN 465-1416• 7:30 a.m. to 8:00 p.m. Eastern
Time• Friendly, professional service
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GSA Global Supply – Ordering Methods
Fax
• 800-856-7057• 24 hours, 7 days a week• Fax-back confirmation with
order number
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ORDER PROCESSINGGSA Global Supply
GSA Global Supply – Processing the OrderGSA Global Supply orders route to one of the following:
• Stock Items: GSA Distribution Center• Eastern Distribution Center (Burlington, NJ)
• (Europe / Near Asia / Africa)• Western Distribution Center (French Camp, CA)
• (Pacific / Far Asia / South America)• Non-Stock, Existing Contract (Direct Delivery): Electronically
routed to a GSA Global Supply Vendor• Non-Stock, No Contract: GSA Acquisition Office for contracting
action• GSA Global Supply provides complete transportation support on all
items • Coordination with USTRANSCOM / SDDC on standard surface and
air routing for DOD entities 42
GSA Global Supply – Processing the Order Stock Items
• National Stock Numbers (strategic items)• Shipped direct from GSA Distribution Center
• Direct to the Customer • Or, Coordination with DLA Containerization Consolidation
Point (if necessary) • Delivery timeframe: 2-7 days CONUS • National freight tenders for delivery of bulk freight to CONUS• Separate agreements with small parcel carriers such as UPS,
FedEx Ground (formerly RPS), and USPS.• Export Surcharge Fee: $5 per line item, if shipped from GSA
Distribution Center (additional fees may apply if shipped via DLA CCP)
• Linked to Defense Transportation System for Export items43
GSA Global Supply Distribution Centers
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GSA, Burlington, NJ
DLA, CCP New Cumberland, PA
GSA, French Camp, CA
DLA, CCP Tracy, CA
DLA
GSA
GSA Global Supply – Processing the Order Non-Stock, Existing Contract (Direct Delivery)
• Direct Delivery from GSA Global Supply Vendor• Direct Delivery is the most effective means of transportation
due to shelf-life, manufacturing timelines, distribution points, etc.
• Both National Stock Numbers (NSNs) and Part Number items
• All transportation is managed by GSA Global Supply• National Customer Service Center (NCSC) provides
billing, tracking support (800-525-8027)• Delivery timeframes vary by items
• GSA Global Supply website and Annual Catalog provide delivery terms on Direct Delivery items
• Primarily FOB Destination shipping 45
GSA Global Supply – Processing the Order
Non-Stock, No Contract • Limited-use National Stock Number and Part Numbered items
within GSA managed Federal Supply Classes• Order routes to GSA Acquisition Center for contracting action
• GSA Acquisition Centers ensure that all FAR regulations, and agency-specific mandates are met when establishing GSA Global Supply contracts
• GSA provides complete acquisition, administration, logistics and payment support on all Non-Stock, No Contract items
• Delivery timeframes and charges will vary by item
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SPECIAL ORDER PROGRAMGSA Global Supply
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GSA Global Supply - Special Order Program • Fee-for-service assisted acquisition• Provides the ability to requisition a product not available in the
GSA Global Supply offering• Limited to products and ancillary services for commodity
classes that GSA Global Supply manages• GSA provides complete acquisition, administration, logistics and
payment support on all Non-Stock, No Contract items• Available to global DoD customer base• MIPR and MILSTRIP Acceptance • Simple to complex requirements• One entry point for your requirements
• Special Order Desk Help Line: (855) 809-6044• Special Order Desk Email: [email protected]
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GSA Global Supply - Special Order Program • MILSTRIP and MIPR Acceptance• Standard MILSTRIP Documentation: DD1348-6 and Product
Description• Interagency Agreement required on all orders over $150,000
• Standard MIPR Documentation: DD 448 and Product Description• Interagency Agreement required on all orders
• Wide range of support for product and ancillary services (to include installation and training):
• Generators• Pre-fabricated structures• HVAC • Roofing repair• And more!
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CUSTOMER SERVICEGSA Global Supply
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GSA Global Supply – Customer Service GSA Staff in forward deployed environments to support your needs:
• Europe/Africa/Middle East (3)• Japan (1) & Okinawa (1)• Korea (1)• Guam (1) • Afghanistan – Bagram, Camp Leatherneck, Kabul & Kandahar• Kuwait – Camp Arifjan• Qatar – Camp As Sayliyah
For the most up-to-date contact details: http://www.gsa.gov/globalsupplyoconus
GSA Global Supply – Customer Service
• Our National Customer Service Center is available at 1-800-525-8027,option 2 or DSN 465-1416 from Sunday at 9 p.m. ET until Friday at 9:30 p.m. ET or via email at [email protected].
• The full-service NCSC provides assistance and information to help make your requisitions simple and efficient. Check on current pricing, order status, billing information, tracking of shipments and more.
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GSA Global Supply - Publications
Visit http://www.gsa.gov/CMLS to sign up for FREE product brochures and reference guides.
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GSA/DOD INITIATIVESGSA Global Supply
Central Asia Sourcing
• USCENTCOM Command Policy Letter Number 40 – Acquisition of Products and Services Produced in the Central Asian States (CAS)
• Goal: expand economic partnership with nations hosting Northern Distribution Network into Afghanistan
• GSA purchasing mess supplies, office products, MRO, and cleaning/janitorial supplies in region for US Forces in Afghanistan
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Central Asia Sourcing
• Customers requisition Standard NSN – GSA substitutes to Afghanistan NSN “functional equivalent”
• Possible differences in packaging and price (most are equal or less, a few slightly more than Standard NSN)
• Shipping from region rather than US = savings in time and freight
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Foreign Military Sales • GSA actively supports the Foreign Military Sales (FMS) program, and works with US military services and international logistics customers to fulfill requirements.
• Support begins at the front of the supply chain, with the ability to ship requisitions directly from our distribution network, or from partner vendors. GSA procures material for the FMS customer in essentially the same way as for U.S. customers.
• Requisition Processing: DoD 4000.25-1-M (MILSTRIP) applies to all phase of supply support for FMS, with slight differences. FMS requisitions may be prepared and submitted by FMS countries. FMS requisitions are then transmitted to the applicable DoD International Logistics Control Officer(s) for review and control before being passed on to the appropriate supply point (DLA or GSA).
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Defense Acquisition University
• NEW online course at DAU.gov• GSA Global Supply: Your Reliable Government Source
• Continuous Learning Module – 2 CLPs• Available Summer 2012 – Updates available at
www.gsa.gov/globalsupply
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SUPPORTING THE CUSTOMERGSA Global Supply
GSA Global Supply – CENTCOM Support• In 2009, GSA’s Eastern Distribution Center (Burlington, NJ) was internally
recognized for having passed the $1 Billion mark in cumulative support to CENTCOM warfighter support operations. GSA’s impressive theatre support include over 4,000 “sea van” containers of supplies moving into Afghanistan annually pushing a range of $100M to over $300M of supplies each year.
• From December 2004, until the 2010 ramp down of that facility, GSA joined DLA in a forward stock operation in Kuwait. GSA contributed to more efficient operations in Iraq and generated millions of cost-avoidance dollars that would have been spent had product been forced to ship by air from the United States.
• GSA, DLA, and USTRANSCOM were recognized in 2009 with the Supply Chain Operational Excellence (SCOR) award from DOD for improvements and cost savings in global supply operations. GSA played a major part in savings of $45- $90M recognized as a part of the SCOR award.
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GSA Global Supply – Deployment Support Team (DST) CENTCOM
• In Fall 2009, GSA deployed its first representative to Kandahar, Afghanistan to provide logistics coordination support to US Forces in that area. The GSA presence has grown since 2009, with the 5th deployment team now serving its six-month rotational assignment and a 6th team preparing to travel in June of 2012. The GSA team focuses on three primary objectives: (1) Reviewing DOD supply requirements to identify and more quickly channel requests for GSA support; (2) monitoring urgent supply needs and expediting the supply chain;; and (3) representing GSA in higher level DOD planning and operations.
• GSA has humbly received recognition and praise at the highest levels of the DLA and the broader SOS logistics community for this deployment initiative. Six representatives now serve in Afghanistan at Bagram AFB, Camp Phoenix (Kabul); Kandahar, Camp Leatherneck; Kuwait at Camp Arifjan; and with the Theater Joint Sustainment Contracting Command at Camp As Sayliyah (Qatar).
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