COMPLIANCE WITH THIS PUBLICATION IS MANDATORY

Transcription

1 BY ORDER OF THE COMMANDER 45TH SPACE WING 45TH SPACE WING INSTRUCTION MARCH 2016 Logistics Staff 45TH SPACE WING SUPPORT AGREEMENTS PROGRAM COMPLIANCE WITH THIS PUBLICATION IS MANDATORY ACCESSIBILITY: This publication is available digitally on the e-publishing website at for downloading or ordering RELEASABILITY: There are no releasability restrictions on this publication OPR: 45 LRS/LGRDX Supersedes: 45 SWI , 16 December 2011 Certified by: 45 MSG/CC (Colonel Matthew V. Wallace) Pages: 13 This instruction implements DoDI , Support Agreements, AFI , Intra-Service, Intra-Agency and Inter-Agency Support Agreements Procedures, AFI , Volume 1, Budget Guidance and Procedures and 45 SWI , Reimbursement Policy. It defines the 45th Space Wing (45 SW) Support Agreements program, assigns wing responsibilities and prescribes procedures for the development, review, coordination, negotiation, approval, administration and management of 45 SW Support Agreements. This instruction applies to the 45 SW, subordinate units and the Receivers of 45 SW support. Ensure that all records created as a result of processes prescribed in this publication are maintained in accordance with Air Force Manual (AFMAN) 33363, Management of Records, AFI , Publications and Forms Management, and disposed of in accordance with Air Force Records Information Management System (AFRIMS) Records Disposition Schedule (RDS) located at Refer recommended changes and questions about this publication to the Office of Primary Responsibility (OPR) using the AF Form 847, Recommendation for Change of Publication; route AF Form 847s from the field through the appropriate functional chain of command. The authorities to waive wing/unit level requirements in this publication are identified with a Tier ( T-0, T-1, T-2, T-3 ) number following the compliance statement. See AFI , Publications and Forms Management, for a description of the authorities associated with the Tier numbers. Submit requests for waivers through the chain of command to the appropriate Tier waiver approval authority, or alternately, to the Publication OPR for non-tiered compliance items publications A reference to an internal paragraph that contains the authority and directions is also permitted.

2 2 45SWI MARCH 2016 SUMMARY OF CHANGES This document has been substantially revised and must be completely reviewed. Major changes include 45 SW organizational names, dates and office symbols; changes the responsibility for management of the Wing Support Agreements program from the 45 SW Plans and Programs Directorate (45 SW/XP) Agreements and Plans Section (45 SW/XPI) to the 45 Logistics Readiness Squadron, Plans and Integration Section (45 LRS/LGRDX); changes assignment of the Support Agreements Manager (SAM) from 45 SW/XPI to 45 LRS/LGRDX and clarifies the approval and signature authority for Wing Support Agreements. It also adds the definition of Agile Combat Support (ACS) and Installation Support Agreement Catalog (ISAC) to the Explanation of Terms; updates roles and responsibilities and procedures for the Installation Commander, Vice Commander, Group Commanders, Wing Staff, Squadrons, SAMs, Functional Area Agreement Coordinators (FAACs), Job Order Managers (JOMs). This instruction implements DoD and USAF policy as it applies to the wing for the development and maintenance of Support Agreements to include Support Agreements with State and Local governments. It does not include International Agreements, Commercial Agreements, Mission Agreements or the administration of contracts. 1. Policy. It is the policy of the 45 SW Commander that 45 SW Support Agreements and DD Form 1144s be centrally managed by a single point of contact. Specifically, 45 LRS/LGRDX is designated as the central point of contact and program manager for 45 SW Support Agreements and DD Form 1144s. 2. Roles and Responsibilities Installation Commander SW/CC is approval and signature authority for all Support Agreements (SA). Delegation of approval and signature authority shall only be by way of a delegation of authority letter signed by 45 SW/CC. (T-3) Approves the ISAC. (T-3) 2.2. Group Commanders Coordinate on the SA during the FAAC review. Ensure that the support provided under their authority can be provided IAW the SA or that support needs to be revised IAW their FAAC s recommendations. (T-3) 2.3. Support Agreement Manager Administers the 45 SW SA program. (T-3) Ensures primary and alternate 45 SW/SAMs are appointed Ensures SAs are in compliance with applicable DoD, USAF and AFSPC instructions and policies and guidance in this instruction. (T-3) Serves as the focal point for the, review, coordination, negotiation, approval, administration and management of 45 SW SAs Initiates staffing as needed to ensure SAs are current Responsible for conducting triennial reviews of all SAs. (T-3)

3 45SWI MARCH Ensures that for all SAs, mandatory minimum coordination includes the appropriate group commanders and the following organizations th Comptroller Squadron (45 CPTS) th Judge Advocate Office (45 SW/JA) th Force Support Squadron/Manpower and Organization Section (45 FSS/FSMM) th Contracting Squadron (45 CONS) th Civil Engineer Squadron (45 CES) th Space Communications Squadron (45 SCS) th Security Forces Squadron (45 SFS) th Space Wing Information Protection Office (45 SW/IP) If required, obtain a current cost estimate from 45 CPTS/FMAP to be included in the SA as the Funding Annex If manpower authorizations are to be transferred from the Receiver, obtain inputs from 45 FSS/FSMM for development of the Manpower Annex or provide a statement on the DD Form 1144 in Block 11 General Provisions Submit fully coordinated new SAs, amendments, revisions or terminations of existing SAs to the appropriate official(s) for signature Advise higher headquarters, 45 SW staff, FAACs and the Receiver upon completion of each review Distribute SAs electronically and post completed SAs to 45 SW TurboDOCS ( and on the AFMISC/IZSL SAs SharePoint site: px Provide advice and assistance to the Supplier and/or Receiver to access SAs in TurboDOCS and/or on the AFIMSC/IZSL SAs SharePoint site (see para ) Maintain as applicable, a listing of FAACs for each 45 SW/ISAC category of support Task FAACs to draft/provide SAs language to be used in the 45 SW/ISAC and on the DD Form 1144 in, Block 11 General Provisions, Block 12 Specific Provisions and Block 13 Additional Provisions as applicable, for their area of expertise and/or functional assignment Provide advice and assistance to the wing staff, FAACs and Receivers relative to DoD, USAF, AFSPC and 45 SW policies on the development, review, coordination, negotiation, approval, administration and management of SAs Take necessary action in accordance with DoDI and/or AFI if a dispute cannot be resolved at the local level between the Supplier and the Receiver. Assist the 45 SW staff, FAACs and the Receiver in resolving disputes when previous efforts are unsuccessful.

4 4 45SWI MARCH Annually, for in-garrison planning, validate the list of SAs in the 45 SW Base Support Plan (BSP) Develop, maintain and update as needed the 45 SW/ISAC. Publishes ISAC, see paragraph for location Ensures SAs submitted for termination are fully coordinated prior to signature Functional Area Agreement Coordinators (FAACS) Determine if the requested support can be provided and identify the impact (if any) to the Supplier of providing the requested support Draft functional area content for the ISAC and ensure adequate and accurate information is contained in Support Agreements Furnish annual estimates of costs and corresponding reimbursement calculations for each SA to the appropriate Cost Center Manager (CCM) with informational copy to the JOM and 45 CPTS/FMAP Provide inputs as required to accomplish a fully coordinated 45 SW position on each SA Notify the 45 LRS/LGRDX and submit changes to SAs as soon as the need for change becomes arises Notify the assigned JOM in writing as soon as possible of any anticipated reduction in support and provide informational copies of the notification to 45 CPTS/FMAP and 45 LRS/LGRDX Resolve support problems within a functional area directly with the Receiver where appropriate Proof read the support language of applicable functional area th Comptroller Review SAs and proposed revisions to SAs for compliance with applicable finance directives. (T-3) Provide reimbursement policy pertinent to each SA in accordance with applicable directives. (T-3) Initiate SF 1080, Voucher for Transfers Between Appropriations and/or Funds If required, collect reimbursable expenditures through the Defense Finance and Accounting Service Validate SA cost estimates and reimbursement calculations provided by FAACs and complete the DD Form 1144 in Block 7 Basis for Reimbursement Verify the total cost estimate on the DD Form 1144 is within the 45 SW budget submission Assist the SAM in providing SAs training Signs on the ISAC approval page.

5 45SWI MARCH Provide and Annual Funding Annex for each reimbursable SA th Staff Judge Advocate Review each submitted SA and/or DD Form 1144, Continuation of Block 11, and recommend legal sufficiency th Force Support Squadron, Manpower and Organization Section Review all SAs and relevant functional area inputs for manpower impacts. (T-3) Provide a statement on the DD Form 1144 in Block 11 signed by 45 FSS/FSMM whenever manpower spaces have been or will be transferred as a result of the Support Agreement. Indicate the number of spaces transferred to each 45 SW staff and/or functional area If no manpower transfers were requested, strike through will not, then sign and date below the manpower statement Assist the SAM with SAs training to brief manpower rules and policies Assist the staff and FAACs with development of labor estimates (man-hours/manyears) th Contracting Squadron Review SAs and proposed changes/revisions to SAs to determine applicability and compliance with the Federal Acquisition Regulation (FAR) and other procurement/contracting directives. (T-3) Provide contracting SA language as appropriate th Civil Engineer Squadron Ensure Civil Engineering services, including environmental requirements are adequately addressed. (T-3) Conduct a review of SAs to decide if a conformity determination pursuant to Section 176(c) of the Clean Air Act may be required. Applicable when the installation is in a nonattainment or maintenance area for National Ambient Air Quality Standards. (T- 3) Ensure all facility space allocations associated with SAs shall first be approved by the installation Space Allocation Working Group and the 45 SW Space Allocation Board prior to final approval of the SA by the 45 SW. (T-3) Verify that the Facilities Attachment in the SA is correct and complete Signs on the ISAC approval page The 45 CES/CD signs the DD Form 1144, Continuation of Block11 stating that the Support Agreement has been reviewed and determined to have no environmental impact th Space Communications Squadron Review SAs and proposed revision/changes to determine applicability and compliance with the Telecommunications Building Wiring Standards

6 6 45SWI MARCH 2016 Telecommunications Industry Association/Electronic Industries Alliance, and other communications policies/directives th Security Forces Squadron Conduct SAs review to ensure Force Protection, Resource Protection, Weapon Systems Security, Weapon Storage, Law Enforcement and related security services are adequately addressed Coordinate on SAs during the initial review cycle as appropriate and if security concerns arise The 45 SFS/CC signs the DD Form 1144, Continuation of Block11 stating that the SA has been reviewed and determined to have no security concerns th Space Wing Information Protection Office Review SAs to ensure Industrial Security, Personnel Security, Information Security and Operations Security are included where appropriate based on the mission and needs of the receiving unit Receivers will: Identify initial requirements and subsequent changes in support to 45 LRS/LGRDX as soon as requirements are known. Support requirements will be as detailed as possible regarding type, quantity, quality, frequency, commencement and duration Make a best effort attempt to resolve support problems at the functional level before referring issues to 45 LRS/LGRDX for resolution Provide funding for the total annual estimated costs at the beginning of the fiscal year or when a new Job Order Number (JON) is activated Provide timely inputs to 45 LRS/LGRDX during the review of SAs Work with FAACs and CCMs to provide the JOM and 45 CPTS/FMAP an estimate of the anticipated annual costs for each category of support contained in the agreement. The estimate should identify all changes in cost (up or down) and where possible provide historical data as back-up Ensure all facility space allocations associated with SAs shall first be approved by the installation Space Allocation Working Group and the 45 SW Space Allocation Board prior to final approval of the SA by the 45 SW Take actions to proof read the SA. 3. SA Review Procedures SAM drafts review letter/ /review package and circulates to appropriate reviewers six months before third anniversary date Establishes an SA Receiver point of contact Revise existing SA with support language from the ISAC. Attach draft SA to above review notification and allow Receiver one month to complete review.

7 45SWI MARCH Receiver returns draft with recommended changes and SAM updates draft agreement SAM forwards draft agreement to FAACs providing support and for Group/CC coordination. Review is coordinated in TMT within two week suspense After FAAC review is complete and changes are made, draft SA is sent to Receiver for a final review with month suspense Implement changes, if any, from Receiver s final review. Repackage draft SA and task via TMT for signatures from 45 FSS/FSMM, 45 CES/CD and 45 SFS/CC for signatures on DD Form 1144 and allow two week suspense Repackage draft SA task via TMT for 45 CPTS/FMAP coordination and 45 CPTS/CC signature, allow a two week suspense Repackage and staff, via TMT and hard copy, for a legal review and signature allow two week suspense timeframe Forward to Receiver for Receiver s comptroller and approving authority s reviews and signatures, allow two week suspense Route SA, via TMT business rules to the 45 SW Approval Authority for final review and approval signature, allow two week suspense After Supplier receives final approval signatures, update SA in TurboDOCS and AFIMSC/IZSL SharePoint site. File hard copy of approved SA and historical data in applicable folder in SA cabinets. Distribute copies according to the distribution listing in the agreement. 4. SA Review Procedures, New Support Agreement 4.1. See AFI for development of a new SA. Use procedures in this instruction, paragraph SA Review Procedures, Minor Revisions 5.1. See AFI for development of a new SA. Use applicable procedures in this instruction, paragraph SA Format. DoDI and AFI prescribe the use of the DD Form 1144 format for SAs The prescribed use of DD Form 1144 Block 13 Additional Provisions is to document reimbursable RS, such as Space Launch Services The following numbering protocol for SAs is used. Both numbers are used to manage SAs and both are listed on each agreement. See Attachment 2 for the numbering protocol. WAYNE R. MONTEITH, Brigadier General, USAF Commander

8 8 45SWI MARCH 2016 References Attachment 1 GLOSSARY OF REFERENCES AND SUPPORTING INFORMATION Title 42, United States Code, Chapter 85, Sections , Clean Air Act, 1990 Title 48, Code of Federal Regulations, Federal Acquisition Regulation, March 2005 DoDD , Major Range and Test Facility Base, 27 December 2007 DoDI , Interservice and Intragovernmental Support, 25 April 2013 DoD R, DoD Financial Management Regulation, Volume 11A, Reimbursable Operations Policy and Procedures, 18 October 2013 AFPD 25-2, Support Agreements, 24 August 2014 AFI , Support Agreements Procedures, 18 October 2013_Air Force Space Command Supplement, 13 August 2014 AFI , Volume 1, Budget Guidance and Procedures, 16 August 2012 AFMAN , Management of Records, 1 March SWI , Joint Operating Procedures, 15 April SWI , 45 SW Mission-Related Agreements Program, 1 November SWI , 45 SW Mission Program Documents, 20 April 2012 Prescribed Forms DD Form 1144, Support Agreement, 1 November 2001 AF Form 847, Recommendation for Change of Publication, 22 September 2009 Adopted Forms SF 1080, Voucher for Transfers Between Appropriations and/or Funds, April 1982 Abbreviations and Acronyms ACES Automated Cost Estimating System ACS Agile Combat Support AFI Air Force Instruction BOS Base Operating Support BSP Base Support Plan CCM Cost Center Manager CFIS Comptroller Financial Information System CSOSA Commercial Space Operations Support Agrement DoD Department of Defense

9 45SWI MARCH DoDD Department of Defense Directive DoDI Department of Defense Instruction EEIC Element of Expense/Investment Code FAAC Functional Area Agreements Coordinator FAR Federal Acquisition Regulation ISAC Installation Support Agreement Catalog IRSP Instrumentation Radar Support Agreement JOM Job Order Manager JON Job Order Number MOA Memorandum of Agreement MOU Memorandum of Understanding NASA National Aeronautics and Space Administration RCCC Responsibility Center/Cost Center RS Range Support SA Support Agreement SAM Support Agreements Manager SOSA Space Operations Support Agreement TMT Task Management Tool UDS Universal Documentation System Terms Approval Authority An individual authorized to commit resources for the Supplier or Receiver or his or her designated representative. Agile Combat Support Intra-service support inherent to an Air Force installation, funded in BOS and usually provide to the Receiver without charge. Automated Cost Estimating System A component of CFIS by which CCM can input estimates developed from user requirements. Base Operating Support The base operations and maintenance (O&M)-type cost that provide common infrastructure support required by all offices, regardless of mission. Cost Center Manager An individual, usually appointed by the commander of a squadron or staff agency, who is responsible for the funds spent within the cost center and for providing estimates and rationale for cost centers for which the individual is responsible. CCM is accountable to the squadron resource advisor. SharePoint A web-based collaborative environment that allows members to use shared information and communications tools to conduct business, manage projects, keep abreast of important group issues and solve group problems.

10 10 45SWI MARCH 2016 Department of Defense The U.S. federal department charged with coordinating and supervising all agencies and functions of the government relating directly to national security and the United States armed forces. The Department The DoD has three main components: the Departments of the Army, Navy and Air Force. Among the many DoD agencies are the Missile Defense Agency, the Defense Advanced Research Projects Agency (DARPA), the Pentagon Force Protection Agency (PFPA), the Defense Intelligence Agency (DIA), the National Geospatial-Intelligence Agency (NGA), and the National Security Agency (NSA). The department also operates several joint service schools, including the National War College. Facility A building, structure, or linear structure out to an imaginary line surrounding a facility at a distance of five feet from the foundation that, barring specific direction to the contrary such as a utility privatization agreement, denotes what is included in the basic record for the facility (e.g., landscaping, sidewalks, utility connections). This imaginary line is what is commonly referred to as the five-foot rule. Functional Area An area of an organization that performs specific duties within a broader operation, such as logistics, civil engineers, operations, etc. Functional Area Agreement Coordinator Individuals appointed within the wing to serve as SMEs and/or single points of contact on behalf of an organization or activity to support the development, staffing and maintenance of Support Agreements. FAACs coordinate with the CCM to develop an annual reimbursable estimate by JON, RC/CC and EEIC. General Provisions Exceptions or additions to printed provisions required by Block 11, DD Form Installation Support Agreement Catalog A list of the installation s (Supplier s) Support Activities categories of support and the corresponding standard levels of support definitions. Receivers reviews and select support the ISAC (or equivalent documents) and negotiate support requirements not identified in the ISAC or equivalent document. Inter-Agency Support The support provided by the Air Force to a non-dod Federal Agency or federally-recognized Indian tribe and vice versa. Support agreements between ANG and Non- DoD Federal Agencies or federally-recognized Indian tribes are considered Inter-Agency. Interagency support does not include support provided to or received from foreign governments. Inter-Service Support (also called Intra-Agency Support) The support provided by the Air Force to a DoD Component. When ANG is the Receiver on AF Active Duty base, with AF property and AF appropriations, the relationship is also considered an inter-service support agreement. Intra-Service Support The support provided by the Air Force to another Air Force unit to include AFRC. When the ANG is the Supplier on AF Active Duty or ANG property, with 100% AF appropriations (i.e., funds provided by the AF instead of the States), it will be considered an intra-service relationship. ANG to ANG (between different states) support agreements will also be considered intra-service (within the Air Force). Job Order Manager 45 SW employee who is assigned to manage the use of 45 SW funds to fulfill customer requirements and request requirements and funding from the customer to 45 SW for their specific Job Order Number. JOMs update ACES with new RC/CCs for cost estimates

11 45SWI MARCH and ensure cost estimates are completed and reviewed by the 45th Comptroller Squadron, 45 CPTS. Job Order Number An eight digit alpha-numeric code issued by 45 SW to track reimbursable costs to be billed to Receiver activities, range customers, and deployments to 45 SW. JONs are also used by 45 SW to track selected institutional (nonreimbursable) costs by program. Major Range and Test Facility Base The designated core set of DoD T&E infrastructure and associated workforce that must be preserved as a national asset to provide T&E capabilities to support the DoD acquisition system. Manpower Annex A part of the support agreement used to document the manpower impact. The Supplier s Manpower and Organization Flight prepares this annex. Manpower Impact The measured change in a work center's manpower requirement resulting from the implementation of a support agreement. Memorandum of Agreement A type of intra-service, intra-agency, or inter-agency agreement between two or more parties, which includes specific terms that are agreed to and commitment by at least one party to engage in action. It includes either a commitment of resources or binds a party to a specific action. Memorandum of Understanding A type of intra-service, intra-agency, or inter-agency agreement between two or more parties, which includes only a general understanding between the parties. It neither includes commitment of resources nor binds a party to a specific action. Range Support Any service and/or support provided by the space wing to Range Users, including federal and non-federal Range Users. Range Users are any Department of Defense (DoD) organization; other federal agency; or non-federal agency (state or local government agency; civic, private, or commercial organization; or foreign government) program approved by 45 SW/CC, or a designated representative, who uses Range facilities or resources. Receiver A unit or organization that receives support from a Supplier. The Receiver is normally the tenant but in some cases, the host may be the Receiver of a service. Responsibility Center/Cost Center A six-digit code identifying a 45 SW organization. Services Includes services rendered such as communications, utilities, maintenance of facilities, and other functions performed for the Receiver by the Supplier. Excludes supplies and materials issued directly to the Receiver to perform the Receiver s mission. Specific Provisions Support responsibilities negotiated between the Supplier and Receiver and detailed in Block 12 and/or 13, DD Form Supplier A unit or organization that provides services or facilities to another unit or organization (a Receiver). The Supplier is normally the host but in some cases, a tenant may be the Supplier of a service. Supplier Address Activity Code The first series of the number (FB9999) is the Supplier address activity code of the supplying activity. Support Agreement An intra-service, intra-agency, or inter-agency agreement for a Supplier to provide support to a Receiver. It can take the form of a DD Form 1144, MOA, or MOU.

12 12 45SWI MARCH 2016 Support Agreement Manager The appointed individual responsible for managing the unit s or organization s support agreements. There is a SAM for each Supplier and Receiver. Space Launch Services Space launch services include organic and contract efforts such as prelaunch checkout, launch operations, engineering analyses and support (including deficiency analyses), supply support, storage maintenance, depot-level maintenance and other logistics and technical services normally required to support the launch of expendable and reusable launch vehicles. Also included are user charges (orbiter flight charges) which are specified by interagency agreement between DoD and NASA. Telecommunications Building Wiring Standards Telecommunications Industry Association/Electronic Industries Alliance The standards address commercial building cabling for telecom products and services. Triennial Review A complete review of an existing support agreement completed at intervals of no more than three years.

13 45SWI MARCH Attachment 2 SUPPORT AGREEMENT NUMBERING PROTOCOL Table A2.1. Support Agreement Numbering Protocol. Local ID Number Sequence 15X -X- XX A-Air Force 1-DD Form 1144 Historical Sequence B-Navy 2-MOA/MOU/CSOSA/SOSA C-Army 3-JOP D-Other DoD 4-IRSP E-Other Federal Government 5-International F-State/Local Government Supplier Address Activity Code FB2520- Supplier Address Activity Code Number Sequence Julian Date Calendar year & perpetual calendar date Inter-Service, Intra- Governmental, Intra-Service and Historical Sequence : Air Force : Navy : Army : Other DoD : Other Federal Government : MOA : MOU