5 FAH-2 H-830
PROCUREMENT
(CT:TEL-77; 04-16-2019)
(Office of Origin: A/OPE/AQM)
5 FAH-2 H-831 EQUIPMENT AND
NONEXPENDABLE MATERIAL FOR CONTROLLED aCCESS aREAS
(CT:TEL-40; 09-29-2014)
Procurement of equipment and nonexpendable materials
destined for a Controlled Access Area (CAA) must conform to the Overseas
Security Policy Board (OSPB) security standards as provided in 12 FAH-6
(classified) and construction materials and transit security standards
contained in 12
FAM 350 if applicable. The post's technical threat level, as specified on
the DS Security Environment Threat List (SETL), is key in determining the
applicable requirements. During the procurement process, the destination of
the purchase must not be disclosed to the vendor and any associated
correspondence identifying the procurement or shipment with a specific post or
vendor must be classified. Procurement-related documents and correspondence
may be declassified upon item receipt at the final destination except when the
purchaser specifically requests they remain classified in accordance with E.O.
13526, e.g., when knowledge of the procurement could disclose vulnerabilities
or capabilities of systems, installations, infrastructures, projects, plans, or
protection services relating to the national security.
5 FAH-2 H-831.1 Purchases Funded by
Bureau, Agency, or Post
(CT:TEL-40; 09-29-2014)
(Uniform all agencies)
Posts, agencies, and bureaus purchasing material destined
for a CAA must first consult 12 FAH-6 (classified) and/or 12 FAM 350 to
determine which procurement methods are authorized to use for the intended
destination. Note that stateside secure acquisition is preferred for any CAA
procurement but is the only authorized method to procure material destined for
the post communications center (PCC) and all system equipment used for
classified information processing.
5 FAH-2 H-831.1-1 Random Purchase
(CT:TEL-40; 09-29-2014)
(Uniform all agencies)
Local procurement for CAAs is restricted to posts that
meet the random purchase criteria
detailed in 12 FAH-6 (classified) in association with posts technical threat
rating in the Security Environmental Threat List. Random purchase security
relies on having multiple vendors with an adequate supply available for
unassisted selection from existing shelf stock, as well as no uncleared
personnel having knowledge of the selected vendor or items to be procured.
Requirements such as adequate supply and multiple vendors can severely restrict
the ability to do local purchases even though the location meets threat level
criteria. Security concerns also restrict the ability to do recurring
purchases of the same type of item because the activity becomes predictable.
For random purchase, a cleared U.S. citizen must make the selection, take
immediate controlled possession, and maintain direct possession until the items
have been transported to a CAA or secure storage area (SSA). Random purchase
is generally limited to procurement of low volume and emergency items for the
CAA.
5 FAH-2 H-831.1-2 Third Country
Purchase
(CT:TEL-77; 04-16-2019)
(Uniform all agencies)
A post requiring items for a CAA (the ordering post) may
also send a classified cable with fiscal
data, ordering information, and secure shipping instructions to a third country
post (purchasing post) authorized for random purchase and has agreed to perform
the procurement. The purchasing post will then acquire the items using random
purchase methods and ship them by diplomatic courier pouch or other secure
means to the ordering post.
5 FAH-2 H-831.1-3 Stateside
Acquisition
(CT:TEL-77; 04-16-2019)
a. The Office of Acquisitions Management (A/OPE/AQM) can purchase desired expendable and
nonexpendable equipment from U.S. vendors. Posts should submit a funded
procurement request through the Secure Integrated Logistics Management System
(S-ILMS) which contains a complete description of the items needed, part
numbers, voltage requirements and, if available, suggested vendors and prices.
If the items are destined for the CAA, then at no time should post ever contact
a vendor directly. A/OPE/AQM will
generate a blind procurement whereby post will be unaware of whom the vendor is
and the vendor will be unaware of where the items are ultimately destined.
Once A/OPE/AQM purchases the material, A/OPE/AQM consigns it the Office of Logistics
Operations, Secure Logistics Division, Warehouse Branch to (A/LM/OPS/SL/W) for
secure shipment (via DS-certified secure container, courier escort, or
controlled pouch) to post.
b. A/LM/OPS/SL/W maintains a limited number of items
for the CAA in its Secure- Expedited Logistics Program (S-ELP). Place an order
for S-ELP stock items via Ariba using the S-ELP Catalog (preferred). Also,
orders can be placed by sending an email to wcfonlineorders@state.gov (listed
in the State Department Global email address as S-ELP-Online Orders) and
provide the S-ELP inventory team with the quantity needed, total cost of order,
fund cite, ship to address, any special shipping instructions, post reference
number, attention to, contact phone number, and e-mail address. Check the
online catalog of items stocked at the Secure Logistics Warehouse with current
prices that include the surcharges and packing cost. Some of the larger stock
items such as shredders, copiers, safes, etc., may require additional funds for
shipping. Some S-ELP inventory is forward stocked in the A/LM Secure Frankfurt
Warehouse, which can be used to expedite fulfillment of S-ELP requests placed
by Bureau of European and Eurasian Affairs (EUR), Bureau of Near Eastern
Affairs (NEA), Bureau of African Affairs (AF) or, South and Central Asian
Affairs posts. A one-stop-shop catalog has been developed for ordering both
Expedited Logistics Program (ELP) items from the European Logistical Support
Office (ELSO) and S-ELP items from Europe or the Logistical Support Office in
the Continental USA.
c. The Warehouse Branch packs and coordinates secure
shipments to posts abroad. Classified Information Processing Equipment (CIPE)
material for some posts will be inspected and certified by the Office of IT
Infrastructure, Technical Security and Safeguards Division (IRM/FO/ITI/TSS). The
Warehouse Branch will notify post via email if additional funding is required
for shipping, commercial packing, etc. Post or bureau fiscal data should cover
the total cost of the shipment.
5 FAH-2 H-831.1-4 State-side
Acquisition by other Agencies
(TL:TEL-2; 05-23-2002)
(Uniform all agencies)
Other agencies may perform state-side acquisition of
expendable or non-expendable supplies and/or equipment for use at post.
Procurement of equipment and nonexpendable materials destined for a CAA must
conform to standards in 12 FAM 350 and
12 FAH-6 (classified), OSPB Security Standards and Policy Handbook.
5 FAH-2 H-831.2 Purchases Funded by
IRM
(CT:TEL-77; 04-16-2019)
(State only)
Program property funded by IRM, such as radio or telephone
equipment, is handled and shipped by the Office of Logistics Operations
(A/LM/OPS).
5 FAH-2 H-832 EXPENDABLE SUPPLIES FOR
THE CAA
(CT:TEL-77; 04-16-2019)
a. Expendable and durable expendable supplies for CAAs
can often be selected from post stock see 12 FAH-6 criteria; especially 12 FAH-6 H-310
and H-600 (classified). Any items which are unique, only found in CAAs, or
otherwise cannot be selected according to the applicable criteria for a
particular post, must be securely procured and shipped, unless previously
certified, in writing, as inspectable with locally available resources by the
cognizant DS security engineering officer (SEO). Inspection is seldom a
reasonable substitute for secure procedures, as adequate inspection is often
impossible or impractical with locally available resources. The cost of
inspection, including personnel hours, should not exceed the value of secure
procurement and shipment. If adequate local inspection requires additional
specialized personnel and/or equipment, post, the bureau, or the requesting
agency will be responsible for funding travel and equipment shipping costs.
b. Order expendable supplies for automatic data
processing (ADP) equipment from the Office of Acquisitions Management (A/OPE/AQM) via Secure ILMS as provided in 5 FAH-2
H-831.1-3, paragraph a. IPC personnel select the shipping method based on
the type of material, where it will be used, and posts threat level (see 14 FAH-4 H-100).
c. Purchasers must inform A/OPE/AQM that the items require shipment via
diplomatic courier pouch or other secure means.
5 FAH-2 H-833 EXPENDABLE SUPPLIES FOR
OTHER AGENCIES
(CT:TEL-40; 09-29-2014)
(Uniform all agencies)
Post can order ADP supplies to be used inside a CAA for
another agency. Follow the procedures outlined in 5 FAH-2 H-832.
5 FAH-2 H-834 EQUIPMENT AND MATERIAL
USED OUTSIDE THE CAA
(CT:TEL-40; 09-29-2014)
(Uniform all agencies)
Post may coordinate directly with vendors for post or
bureau-funded communications materials to be used outside CAAs. Material may
be shipped via commercial courier service, unclassified pouch, Diplomatic Post
Office or international mail.
5 FAH-2 H-835 THROUGH H-839 UNASSIGNED