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With the Implementation of the Prime Vendor Program, the shift in responsibility has taken a turn in line with industry practices throughout the world. Food items procured for use by DOD activities are no longer procured for storage at central facilities for further issue to user activities. Responsibility for receipt and final acceptance of product now lies with the actual end user.
Subsistence items received aboard a ship or shore activity are accompanied by a variety of receipt papers depending on the method of request and the issuing activity.
Subsistence items must be received and accounted for by authorized personnel designated in writing. Receiving personnel must :
A. date the document upon receipt
circle the quantity accepted (unit of issue)
sign the document to indicate receipt of supplies
inspect commercial source receipts for condition and request medical department or Veterinary service inspection for products of questionable quality
stamp non-prime vendor commercial source receipt documents by medical representatives as fit for human consumption
3. The general term "Receipt" includes planning, preparation, inspection, storage, processing receipts, posting records, and paying dealers bills. Proper receipt of food items is important in establishing and maintaining control of the food service program.
RESPONSIBILITIES (FOOD SERVICE OFFICER)
a. Day to day quality assurance is the responsibility of the ordering activity. The receiving individual is the governments first line quality assurance representative and the final acceptance/rejection authority. Wholesomeness determinations of products will be the responsibility of the medical authority.
RESPONSIBILITIES (VETERINARY INSPECTION)
a. Veterinary inspection activities are responsible for food safety and product compliance evaluations. Routine inspections will be conducted to determine performance standards during storage, preparation, serving and are of a satisfactory quality level. The inspection is to ensure no economic fraud, product misrepresentation, or unauthorized product substitutions.
RESPONSIBILITIES (PRIME VENDOR)
Subsistence items will originate from an approved source. All food items will be of U.S. origin, and no meat items delivered within the U.S. will be accepted unless each article bears the stamp or label of the Department of Agriculture that the meat has been "U.S. Inspected and Passed".
INSPECTION PROCEDURES
1. Food items will be inspected at receipt for conformance to all terms and conditions quoted or referred to in the contract. These terms include, however, not limited to count, condition, identity, and must originate from an approved source.
2. Food Items will be inspected to verify their acceptability and wholesomeness. This Inspection includes, but not limited to, temperature requirements and age (DOP). Frozen foods will be delivered with an internal temperature not exceeding 0º F and chill items will be delivered between 32º F and 40º F. Ice Cream should be delivered at -10º F however, the internal temperature will not exceed 0º F. Any evidence of thawing and refreezing shall be grounds for rejection.
3. When food orders call for specific grade, type or quality of food products, only the specified items will be accepted upon delivery.
4. Verify quantity with invoice paying particular attention to unit of issue (bags, cans, lbs.). Net weights marked on standard packages will be accepted. The count on the outside of containers will be confirmed by randomly selecting at least one case of each line item and ensuring that counts indicated match the actual contents. NOTE: If in doubt as to the Validity of net weight, contact your nearest military veterinary service for net weight verification.
5. Containers and wrapping must be intact and not damaged. Packages will be free of dripping and show no evidence that the contents have been mishandled.
6. The food service officer or designated representative is the final authority on decisions to accept or reject deliveries, except in cases of suspected unwholesomeness and/or unapproved sources. Food found to be deteriorated, contaminated or infested at the time of delivery will be rejected and returned to the Prime Vendor.
For determination or clarification of "authorized returns", "rejections and redeliveries", and for those discrepancies detected after receipt, consult your contract or NAVSUP P-486. Additionally, you can contact your local Food Management Team Veterinary personnel or local supporting Army Veterinary Service and they will provide you with assistance.
Team Pearl Harbor Army Veterinary Specialist is: SFC David Rice (David_Rice@pearl.fisc.navy.mil)
Team Yokosuka Army Veterinary Specialist is SFC Jacqueline Bradford (SFC_Jacqueline_Bradford@ln.amedd.army.mil)
Feel free to contact us at any time!
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