MATERIALS MANAGEMENT SERVICE

Introduction. Materials Management Service (MMS), under the supervision of the Director, acquires all materials, equipment, and supplies; disposes of surplus or scrap assets; provides warehousing and traffic management; executes all leases for warehouses and office space; maintains current inventory records for materials and supplies, paper, envelopes, cartons, and postal cards required to accomplish the mission of the GPO; and also provides authorized support to other Federal agencies.

l. Office of the Director of Materials Management

a. Directs and coordinates operations of all components.

b. Coordinates with Federal agencies, GPO managers, and industry on matters of mutual concern, such as the contract compliance program, development of standard contract terms, provision of paper to printing contractors, and property management.

c. Develops, reviews, and promulgates policy and procedures for all functions of the MMS.

d. Executes all commercial leases for warehouses, office space, and bookstores.

e. Inventory Team. Conducts cyclical and special inventories of all stock items of supplies, materials, equipment, paper, and paper products.

a. Competitively acquires all materials (except paper and paper products), machinery, equipment, supplies, and services for the GPO which are not acquired by the Paper and Specialized Procurement and Sales Division.

b. Within approved criteria, makes open market purchases of special items of a general procurement nature and items to fulfill emergency requirements.

c. Utilizes Federal Supply Schedules, when appropriate.

d. Establishes and maintains appropriate lists of qualified sources of supply for all requirements.

e. Ensures specifications state the needs of the Government in such terms as to permit full and free competition by all qualified and responsible bidders.

f. Prepares and forwards specifications and invitations to prospective bidders; opens and evaluates bids; recommends and, within approved criteria, makes awards; and administers applicable contracts.

g. Recommends establishment, modification, or elimination of standard items maintained in stock.

h. Establishes mode for follow-up on delinquent orders and expedites and traces shipments.

a. Competitively acquires all paper, envelopes, and cartons for the GPO, including that provided to printing contractors and procured for or sold to other agencies of the Federal government; requirements over $100,000 for equipment, services, and construction work; automated data processing (ADP) equipment and software over $25,000; all contracts, including maintenance and licensing agreements associated with ADP equipment; leases in Federally-owned buildings; and the GPO Pay Parking Program.

b. Establishes and maintains appropriate lists of qualified sources of supply.

c. Arranges meetings with industry concerning anticipated GPO procurements in areas of state-of-the-art technology or areas where industry input is considered vital.

d. Forwards specifications and invitations to prospective bidders, opens and evaluates bids, recommends awards, and administers applicable contracts.

e. Within approved criteria, makes open market purchases of paper to fulfill emergency requirements and of special items of paper.

f. Executes all contracts and administers contracts for significant capital acquisitions and construction projects.

g. Conducts sales of property that is surplus to agency needs, is unserviceable, or is waste to be disposed of for recovery, such as wastepaper or scrap silver.

h. Determines possible alternate utilization of other agencies' surplus printing and binding equipment.

4. Stores Division

a. In support of the GPO mission, receives, warehouses, issues, inventories, initiates order and reorder documentation, and performs inventory control and management of operating materials and supplies, paper, and paper products on a nationwide scope.

b. Performs continuous studies of existing MMS automated systems relative to program effectiveness and efficiency. Develops, documents, and maintains various online systems (Materials Management Procurement and Control System and the Automated Postal Card System - MMPCS) required for the functional operation of MMS and supported plant and field activities.

c. Provides logistical support to Congressional Staff, Regional/Field Office activities, and customer agencies supported by the GPO.

d. Serves as the MMS point of contact for the Office of Information Resources Management (OIRM) as other GPO organizations interface with the MMPCS database.

e. Provides system-wide support relative to the design, development, and installation of automated systems, and prepares Detailed Functional Systems Requirements (DFSR) for new systems and authorized modifications to existing systems.

f. Reviews and coordinates all formal MMS data processing requests; maintains status of outstanding requests; and monitors responsiveness to MMS requests through regular meetings with OIRM personnel.

g. Reviews and evaluates monthly OIRM charges assessed against MMS to determine cost of systems' operations and cost of modifications.

h. Maintains subsidiary accounts for materials and supplies, paper, envelopes, cartons, one-time procurements, and postal cards. Controls and inputs source documents to on-line item records; reviews transaction data; and reviews and disseminates output data nationwide.

i. Jointly conducts reconciliations and related verifications with the Office of Financial Management to ensure and demonstrate the validity and integrity of the General Ledger and subsidiary accounting records. Provides management with findings and recommendations upon determination of specific causes of variances and initiates corrective action.

j. Responsible for the management of the Surplus Property Management Program, including surveillance, improving, and updating the program. Makes disposition recommendations to the Board of Survey and Board of Condemnation for paper, materials and supplies, machinery, and equipment. Determines action required to maintain accountability over all surplus or obsolete properties.

k. Serves, in conjunction with Occupational Health and Environmental Services, as the focal point on matters pertaining to the Waste Management Program. Reviews and refines procedures concerning hazardous or toxic chemicals; conducts waste management studies and reviews with recommendations. Audits waste accumulation timetables and quantities as set forth by Federal and state laws to determine action required to maintain accountability and control over waste in storage, as well as transporting of waste to treatment and disposal facilities.

l. Collects wastepaper and scrap metal products resulting from production activity, bales and/or packages products, and manages program/contracts regarding sale/disposal.

m. Develops analytical policy relative to inventory database, trade practices, and consumption data. Forecasts and maintains leveling criteria for materials and supplies, and provides support and recommendations relative to paper inventory management.

n. Converts roll stock and odd lots of paper to useable inventory units.

o. Plans and supervises the transportation of various materials and paper shipments, generates appropriate documentation, and maintains shipping records. Selects the most efficient and effective mode of transportation; and ensures compliance with Section 22, Interstate Commerce Act. Traces lost/delinquent shipments and processes claims for lost or damaged goods.

ORGANIZATION CHART OF MATERIALS MANAGEMENT SERVICE

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Page #MMS November 3, 1995