R 151833Z OCT 08
MARADMIN 591/08
UNCLASSIFIED//
MSGID/GENADMIN/CMC WASHINGTON DC C4//
SUBJ/INFORMATION TECHNOLOGY (IT) FUNDING, APPROVAL AND PROCUREMENT//
REF/A/-/ASN RDA MEMO/YMD:20041008//
REF/B/-/ASN RDA MEMO/YMD:20050307//
REF/C/-/SECNAVINST 5400.15C/YMD:20070913//REF/D/MSGID:CMC WASHINGTON DC C4/232330Z JAN 04/-//
POC/ MIGUEL A. GUERRA/CAPT/HQMC C4/-/TEL:703-693-9970
/EMAIL: MIGUEL.A.GUERRA@USMC.MIL//
POC/ MICHAEL L. BRITTON/SSGT/HQMC C4/-/TEL:703-693-9973
/EMAIL:MICHAEL.BRITTON@USMC.MIL //
POC/STEPHEN L. CABRIAN/CIV/MCSC PM CCR/-/TEL:703-432-5169
/EMAIL:STEPHEN.CABRIAN@USMC.MIL//
POC/MS SHARI RITTER/GS14/HQMC PR/-/TEL:703-614-2595
/EMAIL:SHARI.RITTER@USMC.MIL//
POC/ROBERT MAY/GYSGT/HQMC PR/-/TEL:703-614-2595
/EMAIL:ROBERT.A.MAY@USMC.MIL//
NARR/REF A IS AN ASN RDA MEMO OUTLINING DON POLICY ON IT RELATED PROCUREMENTS. REF B IS AN ASN RDA MEMO OUTLINING DON POLICY ON ACQUISITION OF MOBILE PHONE AND DATA EQUIPMENT AND SERVICES. REF C ESTABLISHES DON RESEARCH, DEVELOPMENT AND ACQUISITION AND ASSOCIATED LIFE-CYCLE MANAGEMENT RESPONSIBILITIES, ASSIGNING USMC IT PROCUREMENT RESPONSIBILITY TO COMMANDER, MARCORSYSCOM. REF D IS MARADMIN 032/04 ON USMC IPV6 POLICY AND WILL BE UPDATED IN AUG 08. //
GENTEXT/REMARKS/1. THIS IS A HQMC C4/DC P&R)/COMMARCORSYSCOM COORDINATED MARADMIN.
2. PURPOSE. THIS MARADMIN CLARIFIES AND UPDATES THE IT PROCUREMENT APPROVAL PROCESS AND CLARIFIES THE POLICY ON CENTRALIZED MANAGEMENT OF IT.
3. BACKGROUND. THE HQMC INTENT FOR ESTABLISHING THE IT PROCUREMENT APPROVAL PROCESS IS TO SAFEGUARD AGAINST DUPLICATE SPENDING ON IT RELATED PRODUCTS AND SERVICES (MANAGEMENT), TO OBTAIN VISIBILITY ON IT SPENDING (OVERSIGHT) IN LIGHT OF THE ONGOING TRANSITION TO THE NAVY MARINE CORPS INTRANET (NMCI) AND TO ENSURE THAT IT PROCUREMENTS AND PURCHASES MADE ARE IN COMPLIANCE WITH DOD, DON AND USMC POLICY. INFORMATION TECHNOLOGY (IT) IS DEFINED AS ANY EQUIPMENT OR INTERCONNECTED SYSTEM OR SUBSYSTEM OF EQUIPMENT, THAT IS USED IN THE AUTOMATIC ACQUISITION, STORAGE, MANIPULATION, MANAGEMENT, MOVEMENT, CONTROL, DISPLAY, SWITCHING, INTERCHANGE, TRANSMISSION, OR RECEPTION OF DATA OR INFORMATION. THE TERM IT INCLUDES COMPUTERS, ANCILLARY EQUIPMENT, SOFTWARE, FIRMWARE AND SIMILAR PROCEDURES, SERVICES (INCLUDING SUPPORT SERVICES), AND RELATED RESOURCES. EXPERIENCE GAINED AND LESSONS LEARNED DURING THE GLOBAL WAR ON TERROR AND OPERATION IRAQI FREEDOM HAVE DEMONSTRATED THE NEED FOR AN AGILE AND MANAGED IT PROCUREMENT SYSTEM THAT IS CAPABLE OF MEETING BOTH PROGRAM OF RECORD AND LOCAL NEEDS. A NUMBER OF ADDITIONAL DOD/DON POLICIES AND REGULATIONS HAVE BEEN MODIFIED OR CREATED SINCE THE ESTABLISHMENT OF THE ORIGINAL MARINE CORPS POLICY ON IT PROCUREMENT. THE RESULT IS THAT THE PROCESS HAS BECOME OVERLY COMPLEX, LIMITING LOCAL COMMANDER'S FREEDOM OF ACTION AND REQUIRING A DETAILED UNDERSTANDING OF DYNAMIC PROCUREMENT AND FINANCIAL RULES. THIS MARADMIN IS NOT THE TOTAL SOLUTION TO THIS PROBLEM, BUT AN INITIAL STEP TOWARDS STREAMLINING AND STRENGTHENING THE IT PROCUREMENT PROCESS.
4. OBJECTIVES. THE USMC IT PROCUREMENT POLICY IS BEING UPDATED IN ORDER TO:
A. CLARIFY RULES FOR DETERMINING WHICH APPROPRIATION ("COLOR OF MONEY") MUST BE USED FOR IT PROCUREMENTS;
B. RETAIN CENTRAL REVIEW AND OVERSIGHT OF IT SYSTEM, FINANCIAL AND ACQUISITION ASPECTS OF IT PROCUREMENTS AS REQUIRED BY PUBLIC LAW AND DOD REGULATION; AND
C. SUPPORT DOD AND DON EFFORTS TO STANDARDIZE IT AND SIMPLIFY THE PORTFOLIO.
5. ALL IT PROCUREMENT REQUESTS (HARDWARE, SOFTWARE, PERIPHERALS, CONTRACT SERVICES, ETC.) OUTSIDE OF THE NMCI CONTRACT AND REGARDLESS OF COST WILL BE PROCESSED AND REVIEWED USING THE AUTOMATED IT PROCUREMENT REQUEST REVIEW/APPROVAL SYSTEM (ITPRAS) LOCATED AT HTTPS:SLASH SLASH ITPROCUREMENT.HQMC.USMC.MIL.
6. THE FOLLOWING UPDATES ARE NOW EFFECTIVE:
A. HQMC C4 WILL CONTINUE TO REVIEW AND PROCESS APPROVAL REQUESTS FOR ALL IT PROCUREMENTS OVER $25K.
B. HQMC P&R WILL REVIEW ALL REQUESTS OVER $25K TO DETERMINE THE CORRECT TYPE OF FUNDS TO BE USED FOR THE PROCUREMENT.
C. NMCI PROCURING CONTRACTING OFFICE (PCO) WILL REVIEW ALL REQUESTS OVER $1M IAW REF A.
D. THE FOLLOWING ORGANIZATIONS ARE GRANTED REVIEW AND PROCESSING AUTHORITY FOR IT PROCUREMENTS LESS THAN $25K EXCEPT IN THE CASES LISTED IN PARAGRAPH 10 AS REQUIRING HQMC REVIEW:
HQMC (AR)
LOGCOM
MARCENT
MARSOC
MARCORSYSCOM
MARFORCOM
MARFOREUR
MARFORAFRICA
MARFORPAC
MARFORRES
MARFORSOUTH
MARFORSTRATCOM
MCCDC
MCRC
TECOM
MCIA
I MEF
II MEF
III MEF
E. ALL REQUESTS SUBMITTED BY THE MAW/DIV/MLG WILL, AT A MINIMUM, BE REVIEWED IN ITPRAS BY THE MEF COMMAND COORDINATOR.
F. ORGANIZATIONS SUBORDINATE TO THOSE LISTED IN PARAGRAPH 6D ABOVE MUST FORWARD IT PROCUREMENT REQUESTS THROUGH THEIR RESPECTIVE HIGHER HEADQUARTERS. OTHER UNITS NOT SPECIFICALLY IDENTIFIED, THAT EITHER REPORT DIRECTLY TO CMC, OR OFFICES UNDER THE PURVIEW OF THE ACMC, ARE INSTRUCTED TO FORWARD THEIR PROCUREMENT REQUESTS TO HQMC (AR).
G. NMCI REGIONAL CONTRACTING OFFICER REPRESENTATIVES (RCORS) WILL REVIEW ALL REQUESTS FOR EQUIPMENT/SOFTWARE/ETC WHICH WILL BE UTILIZED ON THE NMCI NETWORK AND MAKE RECOMMENDATIONS TO THE COMMAND COORDINATORS.
7. FUNDING POLICY.
A. AS A GENERAL RULE FOR FY 2009, LOCAL COMMAND EXPENSE FUNDS (O&M) MAY BE USED FOR IT PURCHASES (TO INCLUDE NON-NMCI DESKTOPS, LAPTOPS AND SERVERS) IF THE ITEM(S) ARE NOT CENTRALLY MANAGED OR PART OF A CENTRALLY MANAGED SYSTEM, THE TOTAL PURCHASE (TO INCLUDE HARDWARE, SOFTWARE AND PERIPHERALS) IS LESS THAN THE EXPENSE/INVESTMENT THRESHOLD (CURRENTLY 250K), OR IF THE TOTAL PURCHASE IS 250K OR MORE AND THE ITEMS DO NOT COMPRISE A "SYSTEM" OR IMPROVE SYSTEM PERFORMANCE. SINCE PURCHASES OCCASIONALLY FALL INTO A GRAY AREA UNDER THE FISCAL DEFINITION OF '"SYSTEM", FINAL DETERMINATION OF FUNDING TYPE WILL BE MADE BY HQMC P&R THROUGH THE AUTOMATED IT PROCUREMENT REQUEST PROCESS.
B. MARCORSYSCOM MANAGED PROGRAMS OF RECORD (POR)ARE STILL REQUIRED TO USE PMC FUNDS TO PROCURE CENTRALLY MANAGED IT EQUIPMENT. A LISTING OF THESE PROGRAMS CAN BE FOUND AT HTTP: SLASH SLASH WWW.MCHS.MARCORSYSCOM.USMC.MIL. THESE PROGRAMS MAY ONLY PROCURE QUANTITIES OF IT ASSETS WITHIN THEIR AUTHORIZED ACQUISITION OBJECTIVES.
8. USMC IT PROCUREMENT ACTIONS WILL BE PERFORMED BY MARCORSYSCOM IAW REF C. MARCORSYSCOM DEVELOPS AND MAINTAIN BLANKET PURCHASE AGREEMENTS (BPA) (EQUIPMENT INCLUDING DESKTOPS, LAPTOPS, SERVERS, AND STORAGE DEVICES) AND ENTERPRISE AGREEMENTS (EA)(SOFTWARE) TO STANDARDIZE IT AND SIMPLIFY THE PORTFOLIO. UNITS USING LOCAL EXPENSE FUNDS WITHIN THE GUIDELINES IN PARAGRAPH 7 WILL PROCURE INFORMATION TECHNOLOGY HARDWARE AND SOFTWARE FROM MARCORSYSCOM. MARCORSYSCOM WILL CENTRALLY PROCURE IT HARDWARE AND SOFTWARE; SUCH PROCUREMENTS WILL RESULT IN LOCALLY-MANAGED ASSETS THAT WILL BE SUPPORTED WITHIN THE TERMS OF THE CONTRACT, BPA OR EA. THESE ASSETS WILL NOT BE CENTRALLY REFRESHED. ADDITIONAL GUIDANCE WILL BE PUBLISHED SEPARATELY.
9. TO ENSURE CONSISTENCY IN REVIEWING IT PROCUREMENT REQUESTS, THE FOLLOWING GUIDANCE IS PROVIDED:
A. UNIT/COMMAND COORDINATORS SHALL BE DESIGNATED FOR THE COMMANDS LISTED IN PARAGRAPH 3D AND WILL HAVE THE AUTHORITY TO APPROVE REQUESTS UNDER $25K THAT DO NOT MEET THE SPECIAL CIRCUMSTANCES LISTED IN PARAGRAPH 10.
B. COORDINATORS SHALL BE GUIDED BY THE FOLLOWING PRINCIPLES:
(1) DETERMINE WHETHER THE IT PRODUCTS OR SERVICES TO BE PROCURED ARE COVERED UNDER THE NMCI CONTRACT AND WILL BE USED PRIMARILY ON THE NMCI NETWORK OR COMPUTERS;
(2) IF A PARTICULAR PROCUREMENT REQUIREMENT IS PROVIDED UNDER NMCI, ASSESS THE OPERATIONAL IMPACT IF THE PURCHASE IS POSTPONED UNTIL REQUIREMENT CAN BE MET BY NMCI;
(3) IF NOT COVERED, DETERMINE WHETHER THE PROPOSED PROCUREMENT IS A VALID OPERATIONAL OR PROGRAM REQUIREMENT;
(4) APPROVAL/FORWARDING OF A PARTICULAR PROCUREMENT REQUEST SHOULD ONLY BE GRANTED IF IT DOES NOT VIOLATE POLICIES IN THE ACTIVE REFERENCES. COPIES OF ALL CURRENT POLICY DOCUMENTS ARE LOCATED AT HTTPS: SLASH SLASH HQDOD.HQMC.USMC.MIL/ITPROC.ASP.
10. REQUESTS FOR THE FOLLOWING ITEMS MUST INCLUDE THE INFORMATION INDICATED:
A. DESKTOPS, LAPTOPS, SERVERS, NETWORK ATTACHED STORAGE, AND STORAGE AREA NETWORKS REQUESTS MUST INCLUDE AN MCHS CONFIGURATION SHEET(S) OR A NON-MCHS JUSTIFICATION LETTER. FOR MORE INFORMATION, SEE THE MCHS WEBSITE AT HTTP:SLASH SLASH WWW.MCHS.MARCORSYSCOM.USMC.MIL.
B. SOFTWARE REQUESTS MUST INCLUDE EXACT NAME AND VERSION NUMBER. IF THE REQUESTED SOFTWARE IS NOT REGISTERED IN THE DON APPLICATION AND DATABASE MANAGEMENT SYSTEM (DADMS) AS MARINE CORPS FUNCTIONAL AREA MANAGER (FAM) APPROVED, THE REQUEST MUST INCLUDE A DADMS QUESTIONNAIRE. IF IT IS AN APPROVED WITH RESTRICTION (AWR) APPLICATION, THE REQUEST MUST INCLUDE A SOFTWARE WAIVER FORM. IF IT IS AN UPGRADE TO AN APPROVED OR AWR APPLICATION, THE REQUEST MUST INCLUDE A DADMS QUESTIONNAIRE. ALL FORMS CAN BE OBTAINED AT HTTPS:SLASH SLASH HQDOD.HQMC.USMC.MIL/APPMANAGEMENT.ASP. COMMAND COORDINATORS MAY APPROVE REQUESTS UNDER $25K FOR SOFTWARE LISTED IN DADMS AS FAM APPROVED; ALL OTHER SOFTWARE REQUESTS MUST BE REVIEWED BY HQMC C4. MORE DETAILED INFORMATION ON CENTRALLY MANAGED SOFTWARE WILL BE PUBLISHED IN A SEPARATE MARADMIN.
C. HANDHELD WIRELESS COMMUNICATION DEVICES (I.E. CELL PHONES AND BLACKBERRIES) AND THEIR SERVICES MUST BE PURCHASED VIA A FLEET INDUSTRIAL SUPPLY CENTER (FISC) CONTRACT, IAW REF B, OR INCLUDE AN APPROVED WAIVER FROM PEO-EIS. A FISC CONTRACT OR WAIVER IS NOT REQUIRED IF IT IS UNAVAILABLE TO THE OCONUS UNIT.
D. REQUESTS FOR NON-TACTICAL RADIOS MUST INCLUDE THE SPECIFIC MAKE/MODEL INFORMATION AND MUST BE REVIEWED/APPROVED BY THE HQMC C4 SPECTRUM MANAGER.
E. ALL WIRELESS REQUESTS MUST BE REVIEWED BY HQMC C4/IA TO ENSURE THEY MEET DOD SECURITY REQUIREMENTS.
F. IAW REF D, ALL IT PROCUREMENTS MUST BE IPV6 COMPATIBLE. IF THE REQUESTED EQUIPMENT/SOFTWARE IS NOT IPV6 CAPABLE, THE PROCUREMENT REQUEST MUST INCLUDE AN IPV6 WAIVER AND BE REVIEWED/APPROVED BY HQMC C4.
11. IT PROCUREMENT SYSTEM APPROVAL IS NOT REQUIRED FOR CONSUMABLES SUCH AS PAPER, TONER, FLOPPY DISKS, WRITEABLE/REWRITEABLE CDS/DVDS.
12. HARD DISK DRIVES AND THUMB DRIVES ARE NOT CONSIDERED TO BE CONSUMABLES AND MUST BE APPROVED VIA THE IT PROCUREMENT SYSTEM BEFORE PURCHASE.
13. ACTION.
A. LOCAL COMPTROLLERS MUST BE ENGAGED IN THIS PROCESS. ADDITIONALLY, COMMAND COORDINATORS SHOULD REGULARLY VISIT THE EDS WEB SITE TO KEEP ABREAST OF CHANGES TO THE NMCI CONTRACT AND OTHER RELEVANT INFORMATION. THE WEBSITE ADDRESS IS HTTPS:SLASH SLASH HQDOD.HQMC.USMC.MIL/NMCI.ASP?PAGE=CONTRACT.
B. DIR, HQMC C4
(1) CONTINUE TO REVIEW REQUESTS FOR ALL PROCUREMENTS OVER $25K AND IN SPECIAL CIRCUMSTANCES DESCRIBED IN PARAGRAPH 9.
(2) ENSURE THAT REQUESTS ARE IN COMPLIANCE WITH FEDERAL, DOD, DON AND MARINE CORPS POLICY.
(3) PROVIDE PERIODIC RECOMMENDATIONS TO MARCORSYSCOM REGARDING ADDING STANDARD IT ITEMS TO PURCHASING VEHICLES.
(4) MAINTAIN AND PUBLISH STATISTICS REGARDING AVERAGE CYCLE TIME FROM PROCUREMENT REQUEST TO APPROVAL.
(5) MAINTAIN THE ITPRAS UNTIL IT CAN BE MIGRATED TO MCSC WITHOUT LOSS OF FUNCTIONALITY.
B. COMMANDER, MARCORSYSCOM
(1) MANAGE CENTRAL PURCHASING VEHICLES FOR IT ON BEHALF OF PROGRAMS OF RECORD, OPERATING FORCES AND THE SUPPORTING ESTABLISHMENT. PUBLISH AND UPDATE INFORMATION REGARDING AVAILABLE BPAS FOR HARDWARE AND PERIPHERALS AND EAS FOR SOFTWARE.
(2) MAINTAIN AND PUBLISH STATISTICS REGARDING AVERAGE CYCLE TIME FROM PROCUREMENT APPROVAL TO DELIVERY.
(3) DESIGN, BUILD AND MAINTAIN ALL IT SYSTEMS THAT SUPPORT THE IT PURCHASING PROCESS.
(4) PROVIDE ENTERPRISE-LEVEL CONTRACTING OFFICE SUPPORT FOR IT HARDWARE, SOFTWARE, PERIPHERALS AND SERVICES IAW WITH REF C.
(5) ENSURE THERE IS AN APPROVED IT PROCUREMENT REQUEST BEFORE AWARDING A CONTRACT.
C. DC, P&R. PROVIDE FINANCIAL SUBJECT MATTER EXPERTISE AND REVIEW OF IT PROCUREMENT REQUESTS TO ENSURE THE CORRECT APPROPRIATION HAS BEEN IDENTIFIED, AS REQUIRED.
D. COMMAND G-6
(1) ENSURE ALL IT PROCUREMENT REQUESTS ARE SUBMITTED VIA THE AUTOMATED IT PROCUREMENT APPROVAL SYSTEM.
(2) CONTINUE TO REVIEW AND APPROVE IT PURCHASES UNDER $25K THAT DO NOT MEET THE SPECIAL CIRCUMSTANCES LISTED IN PARAGRAPH 10.
14. THIS MESSAGE WAS APPROVED FOR RELEASE BY BGEN ALLEN.
15. THIS MESSAGE CANCELS UPON APPROVAL OF THE IT , APPROVAL AND PROCUREMENT ORDER.//