HEALTH AFFAIRS

1. TRICARE Management Activity HEALTH AFFAIRS Purchase Request Worksheet Preparation and Processing

2. Purpose • The Purchase Request Worksheet (PRW) is an all purpose form used to request a contracting action or a funds transfer • Generated by I-BEAMS • Used to capture key information related to a procurement action • Documents formal coordination steps • While certain required actions take place in an established sequence, at any point in the PRW process a coordinating official may informally seek guidance or advice from TMA sources such as the Office of General Counsel, Resource Management, or TMA Acquisitions Management and Support (AM&S) Contract Operations Division-Falls Church (COD-FC).

3. Acquisition Package • The PRW constitutes only a portion of the acquisition package • Other documentation varies depending upon • Supporting contracting office • Size of the acquisition • Level of competition • Other factors Documentation Checklist

4. PRW Preparation • Requiring Activity / Program Office Responsibilities • Identify the need for supplies, equipment or services to support their individual programs or activities • Propose strategies for meeting these needs • Ascertain and obtain necessary approvals (DBT, etc.) • Prepare and submit procurement package PRW Form

5. PRW Preparation/Coordination • Block 1: Task or Project Manager initiates a PRW using the I-BEAMS system • The initiator generates and signs a hard copy of the PRW • Block 2: Program Office Resource Manager • Reviewed for consistency with the overall organizational resource strategy • Attest to the availability of appropriate resources and the accuracy of funding information, recommended fund cite, and other financial data included in the PRW • This step does not constitute formal certification of funds, which is done later by the Certifying Official within the TMA Financial Operations Division

6. PRW Preparation/Coordination • Block 3: The Program Manager (PM) • Certify the necessity of the action to the program • Confirm that an appropriate support agreement is in place to support all funds transfers • For JMIS requirements, the PM also validates that the action adheres to the requirements of DOD 5000 series directives, regulations and instructions • Block 4: Applicable only for Information Technology (IT) • The Joint Medical Information System (JMIS) Deputy Program Executive Officer certifies that the item or service complies with the Program Executive Office (PEO) strategy

7. PRW Preparation/Coordination • Block 5: TMA Functional Chief 1 • TMA Functional Chiefs or their authorized deputies review and sign all PRWs originating from offices under their purview • Attests to the overall validity of the requirement • At the Functional Chief’s discretion, an Executive Summary outlining the procurement history and any other information of interest may be attached to the PRW • Functional Chiefs may designate one individual with the official capacity to act on their behalf and only when they are absent from the office (leave/TDY) • Designations must be in writing with copies provided to TMA Financial Operations Division and Contract Operations Division Note 1: Includes TMA Chief Force Health Protection and Readiness, Chief Information Officer, Chief Financial Officer, Chief Medical Officer, Chief Health Plan Operations, Chief Pharmaceutical Operations, and other supervisors filling an SES or equivalent level position.

8. PRW Preparation/Coordination • Block 6: AM&S COD-FC Acquisition Manager • Indicates the action is in compliance with TMA acquisition procedures or agreements with supporting contracting agencies • Also reviewed for any significant risk indicators, which may necessitate an OGC review

9. PRW CoordinationOGC Review • The TMA OGC shall review contracts or funds transfers: • That exceed $10M • When special circumstances arise • Including actions involving unusual requirements or unprecedented situations where legal issues have not been addressed • The TMA OGC needs to be advised of any legal matters or other concerns that may arise as a result of a contract or funds transfer, since such matters could result in liability to TMA

10. PRW CoordinationDeputy Director Review and Approval • Deputy Director reviews PRW packages • For contracts/orders in excess of $10,000,000 (including option periods) • For all funds transfers for any given requirement with an expected/ projected annual cost in excess of $10,000,000 • A completed PRW review form must accompany the PRW package • After the initial TMA Deputy Director approval: • Exercising subsequent options will not require separate approval • Requests for contract modifications will not require separate approval as long as the scope of the requirement does not change • Approval is not required in cases where the TMA requiring activity requests that an option be exercised under a contract awarded prior to March 20, 2007 PRW Approval Form

11. PRW CoordinationFinancial Operations Division • After all TMA reviews and approvals are accomplished, the procurement package is sent to TMA Financial Operations Division for funds certification • The Certifying Official executes the appropriate fund certification forms, retains a copy of appropriate supporting documentation (including the PRW) and provides an executed PR or MIPR to AM&S COD-FC and the supporting contracting activity

12. Flow Diagram • The PRW coordination process is summarized in the following diagrams Flow Diagrams

13. Questions ?