MEDCOM Pam 40-13 DEPARTMENT OF THE ARMY

MEDCOM Pam 40-13

DEPARTMENT OF THE ARMY

HEADQUARTERS, UNITED STATES ARMY MEDICAL COMMAND

2050 Worth Road

Fort Sam Houston, Texas 78234-6000

MEDCOM Pamphlet 13 February 2006

No. 40-13

Medical Services

U.S. ARMY VETERINARY COMMAND GUIDELINES AND PROCEDURES

TABLE OF CONTENTS

PARAGRAPH PAGE

CHAPTER 1. GENERAL INFORMATION

HISTORY ....................................................................................... 1-1 5

PURPOSE...................................................................................... 1-2 5

REFERENCES............................................................................... 1-3 5

EXPLANATION OF ABBREVIATIONS AND TERMS .................... 1-4 5

APPLICABILITY............................................................................. 1-5 5

CHAPTER 2. MANAGEMENT CONTROL PROCESS AND

ORGANIZATIONAL INSPECTION PROGRAM REQUIREMENTS

INTRODUCTION............................................................................ 2-1 6

INSPECTIONS............................................................................... 2-2 6

PROCEDURES.............................................................................. 2-3 8

CHAPTER 3. INSTALLATION SUPPORT PLAN PROGRAM

INTRODUCTION............................................................................ 3-1 9

IMPLEMENTATION OF THE ISP PROGRAM............................... 3-2 9

ISP DATABASE CONTACT REPORT ESTABLISHMENT ............ 3-3 15

CUSTOMER VISIT REPORTS (CVRs).......................................... 3-4 16

SUBSISTENCE INSPECTION REPORTS (SIRs).......................... 3-5 18

ISP DATABASE REVIEW .............................................................. 3-6 21

MCP/OIP INTEGRATION............................................................... 3-7 21

CHAPTER 4. SUBSISTENCE RECALLS

INTRODUCTION............................................................................ 4-1 46

PROCEDURES FOR DETERMINING IF A FOOD RECALL

ACTION IS REQUIRED ............................................................. 4-2 46

FOOD OR NONPRESCRIPTION DRUGS DIRECTLY ASSOCIATED

WITH A MEDICALLY VERIFIED PHYSICAL ILLNESS OR

INJURY ...................................................................................... 4-3 47

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PARAGRAPH PAGE

DOD FOOD AND DRUG LABORATORY (FADL) RESPONSE..... 4-4 47

DEVELOPMENT OF LOCAL SOPs REGARDING ALFOODACTS.4-5 48

CHAPTER 5. INSPECTION OF PERISHABLE FOODS EXPOSED

TO REFRIGERATION FAILURE

INTRODUCTION............................................................................ 5-1 49

GUIDELINES ................................................................................. 5-2 49

CLASSIFICATIONS OF FOODS BASED ON MICROBIAL

RISKS ........................................................................................ 5-3 59

CHAPTER 6. OPERATIONAL RATION PROGRAMS

INTRODUCTION............................................................................ 6-1 61

GUIDELINES FOR MEALS, READY TO EAT ASSEMBLY

PLANTS ...................................................................................... 6-2 61

GUIDELINES FOR DEPOT ASSEMBLY OPERATIONS............... 6-3 63

GUIDELINES FOR COMMERCIAL ASSEMBLY OPERATIONS

AT UGR-A ASSEMBLY PLANTS................................................ 6-4 64

GUIDELINES FOR COMMERCIAL ASSEMBLY OF

SURVIVAL-TYPE RATIONS AND THE HEALTH AND

COMFORT PACK ....................................................................... 6-5 65

GUIDELINES FOR INSTALLATION LEVEL INSPECTIONS ......... 6-6 65

LABORATORY ANALYSIS OF OPERATIONAL RATIONS........... 6-7 67

RECORDING AND REPORTING OF OPERATIONAL RATION

INSPECTIONS............................................................................... 6-8 67

CHAPTER 7. RECEIPT INSPECTIONS

INTRODUCTION............................................................................ 7-1 69

GENERAL RECEIPT INSPECTION PROCEDURES..................... 7-2 69

SPECIFIC RECEIPT INSPECTION SAMPLING TABLES FOR

RED MEATS, SHELL EGGS, FRESH FRUIT AND

VEGETABLES, SEMI-PERISHABLES AND PERISHABLES ..... 7-3 69

RECEIPT INSPECTION RESULT REPORTING

PROCEDURES........................................................................... 7-4 77

RISK ASSESSMENT FACTORS AND POTENTIAL RISKS .......... 7-5 77

CHAPTER 8. OCONUS FRESH FRUIT AND VEGETABLE

CONTAINER/AIRLIFT INSPECTIONS

INTRODUCTION............................................................................ 8-1 78

GENERAL ORIGIN INSPECTION PROCEDURES ....................... 8-2 78

GENERAL DESTINATION INSPECTION PROCEDURES............ 8-3 78

INSTRUCTIONS FOR COMPLETING OCONUS FF&V

CONTAINER/AIRLIFT INSPECTION SUPPORT REPORT........ 8-4 80

MEDCOM Pam 40-13

PARAGRAPH PAGE

CHAPTER 9. INSTALLATION FOOD SAMPLING PROGRAMS

INTRODUCTION............................................................................ 9-1 90

PROCEDURES.............................................................................. 9-2 90

CHAPTER 10. SALVAGE/DISTRESSED FOODS AT

GOVERNMENT RETAIL AND STORAGE FACILITIES

INTRODUCTION.......................................................................... 10-1 94

PROCEDURES............................................................................ 10-2 94

GUIDELINES ............................................................................... 10-3 95

CHAPTER 11. RAPID TESTING METHODS FOR

FOOD CONTACT SURFACES

INTRODUCTION.......................................................................... 11-1 96

GENERAL INFORMATION.......................................................... 11-2 96

PROCEDURES............................................................................ 11-3 97

PROGRAM GUIDANCE............................................................... 11-4 99

CHAPTER 12. FOOD INSPECTION EQUIPMENT

INTRODUCTION.......................................................................... 12-1 100

GENERAL FOOD INSPECTION EQUIPMENT............................ 12-2 100

SPECIALIZED FOOD INSPECTION EQUIPIMENT..................... 12-3 101

CHAPTER 13. MILITARY SANITARY INSPECTION PROGRAM

INTRODUCTION.......................................................................... 13-1 102

PROCEDURES............................................................................ 13-2 102

CHAPTER 14. SECURITY PROGRAMS

INTRODUCTION.......................................................................... 14-1 103

ANTITERRORISM........................................................................ 14-2 103

SUSPECTED INCIDENTS OF INTENTIONAL

CONTAMINATION ................................................................... 14-3 105

OPERATIONS SECURITY........................................................... 14-4 106

CHAPTER 15. PREDEPLOYMENT FOOD RISK

ASSESSMENTS IN THEATER OPERATIONS

INTRODUCTION.......................................................................... 15-1 113

RISKS ASSOCIATED WITH OCONUS PROCUREMENT........... 15-2 113

GENERAL GUIDANCE AND INFORMATION.............................. 15-3 113

COMMUNICATING FOOD RISKS............................................... 15-4 114

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PARAGRAPH PAGE

CHAPTER 16. LABORATORY SAMPLE SUBMISSION GUIDANCE

INTRODUCTION.......................................................................... 16-1 117

PROCEDURES............................................................................ 16-2 117

CHAPTER 17. SUBJECT MATTER TRAINER PROGRAM

INTRODUCTION.......................................................................... 17-1 124

PROCEDURES............................................................................ 17-2 124

CHAPTER 18. SHIPRIDER PROGRAM

INTRODUCTION.......................................................................... 18-1 125

GUIDELINES ............................................................................... 18-2 125

CHAPTER 19. AUDITOR CERTIFICATION PROGRAM

INTRODUCTION.......................................................................... 19-1 128

PROCEDURES............................................................................ 19-2 128

APPENDIX A (REFERENCES)............................................................. 131

APPENDIX B (SAMPLES OF CUSTOMER VISIT REPORTS/

SUBSISTENCE INSPECTION REPORTS)...................................... 134

GLOSSARY .......................................................................................... 152

DA/DD/MEDCOM FORMS.................................................................... 160

MEDCOM Pam 40-13

CHAPTER 1

GENERAL INFORMATION

1-1. HISTORY. This is the first printing of this publication.

1-2. PURPOSE. This pamphlet supplements the policies and procedures that are

contained in MEDCOM Regulation 40-28, U.S. Army Veterinary Command Policies and

Procedures.

1-3. REFERENCES. References are listed in appendix A.

1-4. EXPLANATION OF ABBREVIATIONS AND TERMS. Abbreviations and special

terms used in this publication are explained in the glossary.

1-5. APPLICABILITY. This pamphlet applies to Headquarters, U.S. Army Veterinary

Command (HQ VETCOM) and its subordinate commands.

MEDCOM Pam 40-13

CHAPTER 2

MANAGEMENT CONTROL PROCESS AND ORGANIZATIONAL

INSPECTION PROGRAM REQUIREMENTS

2-1. INTRODUCTION.

a. The purpose of the Management Control Process (MCP) is to reinforce the

accountability of Army commanders and managers for establishing and maintaining

effective management controls and to provide them with greater flexibility in their

evaluation of these controls. All commanders and managers have an inherent

responsibility to establish and maintain effective controls, assess areas of risk, identify

and correct weaknesses in those controls, and keep their superiors informed. In this

respect, the Integrity Act and OMB Circular A-123 codify this inherent responsibility.

Army Regulation 11-2, Management Control, and the MEDCOM MCP Handbook,

currently found at the website http://www.cs.amedd.army.mil/ameddir/TabD.doc,

provide detailed information on the MCP.

b. The purpose of the Organizational Inspection Program (OIP) is to manage all

inspections within the command. It is a comprehensive, written plan that addresses all

inspections and audits scheduled by outside agencies. The purpose of the OIP is to

coordinate inspections and audits into a single, cohesive program focused on command

objectives. Depending upon the level of command, the OIP will comprise command

inspections, staff inspections, staff assistance visits, and external inspections. An

effective OIP allows a commander to use these inspections to identify, correct, and

prevent reoccurrence of problems within the command. Commanders should also use

the OIP to complement and reinforce other sources of evaluation information when

determining or assessing readiness. Army Regulation 1-201, para 3-2, provides

detailed information on the organizational inspection program.

c. Commanders should schedule MCP and OIP inspections simultaneously in order

to limit distraction from mission accomplishment. This chapter applies to both OIP and

MCP inspections. The reporting templates posted to the VETCOM Library database in

Lotus Notes fulfill both requirements.

2-2. INSPECTIONS.

a. HQ VETCOM will inspect each Regional Veterinary Command (RVC); the

Department of Defense Military Working Dog Veterinary Service (DODMWDVS); and

the Food and Diagnostic Laboratory (FADL) every 2 years using the applicable checklist

posted in the VETCOM Library database in Lotus Notes. Results of this inspection will

be retained at VETCOM HQ; copies will be given to the Functional Unit Managers.

MEDCOM Pam 40-13

b. Each RVC will inspect its subordinate District Veterinary Commands (DVCs)

annually. An example of a DVC checklist is provided in the VETCOM Library database

in Lotus Notes. Functional Unit Managers should modify the checklist to adjust to the

local circumstance within their respective areas of responsibility. Revised checklists will

be in full compliance with the appropriate regulations, VETCOM mission guidance, and

with the Assessable Unit Manager’s intent. Copies of completed inspection checklists

will be retained at the RVC with copies forwarded to the DVC. Checklists are to be

forwarded to VETCOM HQ only when a material weakness (es) is identified. Functional

Unit Managers will submit an MCP Report, using the template posted on the VETCOM

Library in the Lotus Notes database, every year on 1 Jul to HQ VETCOM (ATTN:

Management Control Administrator). The reporting period consists of the preceding

year ending on 30 June XXXX. For example, 1 July 2003 to 30 June 2004 will

constitute a year and is reportable on the 1 July 2004 report.

c. Each DVC will inspect each branch within their respective areas of responsibility

annually. Results will be recorded on an RVC approved checklist. Examples are

provided at the end of this chapter. Reports will be maintained at the DVC and branch

level. The DVC will conduct site visits as required and after discussing site status with

respective branch leadership. Site visit reports, generated by the branch after each site

visit, will be reviewed in order to make visit determinations as appropriate.

d. Branch officers in charge (OICs) and noncommissioned officers in charge

(NCOICs) will inspect each site within their respective area at a frequency determined

by the Branch leadership in coordination with the District Veterinary Commander.

Appropriate inspection checklist will be determined by each District Commander. The

checklist posted in the VETCOM library database in Lotus Notes may be utilized or

modified accordingly. Trip reports will be generated no later than 7 duty days after each

site visit and distributed to each site and district for review, corrective action, and

retention in files.

e. Inspections should identify both shortcomings and strengths. A written summary

will be contained in the checklist to include--

(1) Material Weaknesses--as defined in AR 11-2. MEDCOM Regulation 40-28,

2-3c helps determine if the weakness is material.

(2) Findings--a deficiency in unit operations that does not meet the standard of a

regulation or policy.

(3) Observations--an area, based on the judgment of the inspecting auditor that

could be improved upon.

(4) Commendable--a judgment by the inspecting auditor describing superior

performance of an operation or process.

MEDCOM Pam 40-13

(5) Overall Summary--mandatory summary giving details of the overall

inspection results.

f. Material weaknesses will be reported as a Significant Incident Report, completed

in accordance with applicable VETCOM policy.

g. Annotations on the checklist may be handwritten or typed. Copies of completed

reports will be maintained at all applicable levels for 5 years, and then destroyed.

Subordinate offices will report completion date of the corrective action, or a progress

reported that includes anticipated completion date, to the auditing headquarters within

30 days of the inspection.

2-3. PROCEDURES.

a. Corrective action is required for all findings and/or material weaknesses. The

corrective action requirement will be clearly stated, a suspense date will be given, and

the inspecting level of command will track the requirement until the subordinate

responds in writing that the deficiency has been corrected.

b. HQ VETCOM will establish a 5-year MCP/OIP Inspection Plan that will be

updated every October (see example in the VETCOM Library). Regional commanders

will forward, as part of their annual report, an inspection plan for their subordinate units

that is expressed in months and covers a 2-year period.

c. Commanders at all levels are encouraged to invite outside agencies with special

expertise to inspect areas of particular risk or interest within their command.

d. Functional Unit Managers and Administrators will complete annual MCP training

as supplied by the Management Control Administrator.

MEDCOM Pam 40-13

CHAPTER 3

INSTALLATION SUPPORT PLAN PROGRAM

3-1. INTRODUCTION.

a. This chapter establishes procedures for implementation, administration, and

oversight of the Installation Support Plan (ISP) Program. The ISP is designed to assist

the Installation Veterinary Officer-In-Charge (OIC) in making risk-based assessments of

veterinary public health requirements and to wisely match existing resources against the

entire spectrum of food safety, food security, animal programs, and customer needs for

a given installation.

b. The ISP serves as the cornerstone for the organizational mission. The three

primary pillars of support consist of food safety and quality assurance, food security,

and animal programs.

3-2. IMPLEMENTATION OF THE ISP PROGRAM.

a. Assessment Process.

(1) The Installation Veterinary OIC in consultation with the District Commander

will review the following information and other useful resources in order to assess the

need for veterinary service support:

(a) Existing programs.

(b) Veterinary services personnel assigned to the installation, that is,

Veterinary Corps Officers, Warrant Officers, civilians, 91Rs and 91Ts.

Management; Installation Food Service Advisors; Defense Commissary Agency

(DeCA); Morale, Welfare, and Recreation (MWR); Non-appropriated fund management;

Exchange Service Management, etc.

(d) Pertinent military treatment facility (MTF) personnel, that is, Public Health

Officers, Environmental Safety Personnel, Occupational Health, etc. to discuss Rabies

Programs, Bite Reports, and other existing programs that are interrelated with the

veterinary services provided to the installation.

(e) A face-to-face meeting is required with Preventive Medicine (PM)

representatives to discuss veterinary installation support and identify risk areas due to

gaps in oversight. VETCOM and PM capabilities should be strengthened through

MEDCOM Pam 40-13

simplified communication, joint inspections, joint training, and by joining mission

capabilities as much as possible. Such coordination shall not convey an assumption of

responsibilities or authority, but rather an effort to strengthen both activities. The main

focus should be on pooling efforts and preventing a duplication of efforts. Foodborne

illness reporting procedures and notification systems will also be discussed in order to

ensure that Veterinary Service personnel are aware of and comply with the procedures

in place.

b. ISP Design Strategy.

(1) After assembling a list of potential veterinary service support requirements as

detailed above, the Installation Veterinary OIC assigns risk levels based upon the

potential consequences of not having veterinary service involvement in each area and

the likelihood of the occurrence of risks. Variables to consider in the calculation include

inherent risk associated with the mission facet, severity of impact, population affected,

historic frequency of occurrence, operational military impact, and conformity with

VETCOM’s Mission Essential Task List (METL) and mission priorities. Costs

associated with the need (that is, manpower, equipment, funding) are not considered

during this stage. Risk level defaults will be set and verified in the Lotus Notes ISP

database. Levels will be reviewed and adjusted as often as required and as a result of

each facility’s subsequent performance.

(2) The Installation Veterinary OIC will draft the ISP (See figure 3.1 at the end of

this chapter for examples of completed ISP documents). Once risk levels are assessed,

variables to consider in the creation of the ISP include: availability of personnel and

resources; expected degree of risk mitigation; time and distance constraints; availability

of alternate civilian or military sources of services; surrounding public health

infrastructure; civilian or military political considerations; and environmental decision

making. If resources are not available to fulfill a requirement, a request is forwarded up

the chain of command proposing a reallocation of resources. The District Commander

will review, make suggestions, and make the final approval of the plan upon finalization.

(3) Food service sanitation programs are particularly important in this process.

When PM assets are insufficient to accomplish their respective mission, and when the

District Commander agrees that the requirement for food service sanitation oversight

outweighs other District priorities, the DVC and Command Medical Authority can make

a written local agreement for mission transfer. Notification of this change, and a report

of how training and mission will be accomplished to standard, will be sent forward

through the Regional Veterinary Command to HQ, VETCOM.

c. Assessment of Risk Levels.

(1) Default frequencies are established in the Lotus Notes database for all food

safety inspections. The risk level and programmed default frequencies are defined as

follows:

MEDCOM Pam 40-13

(a) High Risk Level – A food establishment operation that through the type

of food prepared and served, population served, previous inspection history or

operational risks present an ABOVE AVERAGE risk for potential foodborne illness. The

program default frequency is set for weekly support.

(b) Moderate Risk Level – A food establishment operation that through the

type of food prepared and served, population served, previous inspection history or

operational risks present an AVERAGE risk for potential foodborne illness. The

program default frequency is set for monthly support.

food prepared and served, population served, previous inspection history or operational

risks presents a MINIMUM risk for potential foodborne illness. Program default

frequency is set for quarterly support.

(2) During staff and/or customer visits the inspector will reassess the risk level of

the facility based upon results of subsequent visits and discussions with facility

managers. Veterinary, Warrant Officers and Branch NCOICs can change default

frequencies in the database system as deemed appropriate. The computer program will

automatically reflect changes to default frequencies. This is a management tool for the

District and Regional Commanders and allows them to carry out their respective

program oversight responsibilities.

(3) Use of approved source lists will be enforced when meeting with agencies/

activities that procure food locally. Locally generated purchase agreements/contracts

will be reviewed for quality assurance provisions. If food safety and quality assurance

provisions are not found, recommendation for inclusion will be made, that is, age upon

delivery, temperature requirements, etc. An agreement will be made regarding location

where support will be provided, such as having delivery conveyances stop at a central

inspection point or inspecting delivery at first receiving facility.

(4) Hazardous food recall inspections. Physical checks at all installation

locations are required where recalled items are potentially stocked. If inspection

personnel are certain that the recalled items are not carried at particular activities,

telephone checks are authorized as directed in local standing operating procedure

(SOP). In order to gain awareness of merchandise stocking practices and trends, it is

critical that personnel verify items received through review of contracts, receiving

documents, and regular site visits. All telephone checks require a follow-up physical

inspection of each particular site during the next regularly scheduled visit. However, the

Branch NCOIC can authorize telephone checks without follow-up at predetermined

locations outside of practical driving distances. All Branch level NCOICs will enter recall

results into the Lotus Notes ISP database.

MEDCOM Pam 40-13

d. DeCA Support.

(1) Verification of meat market and deli cleanup operations. This verification

shall be performed in conjunction with the DeCA Quality Assurance Element (QAE) and

contract cleaning supervisor if they are available. It is accomplished during and after

the meat market and deli are cleaned and sanitized prior to the contract cleaning team’s

departure. It is normally a visual inspection but may include swabbing at the unit’s

discretion. This may require that inspection personnel verify cleaning and sanitizing

after the store closes and before the markets start work. This task will be performed not

less than three times per week initially. Frequency can be reduced based upon

continued satisfactory results per the DVC Commander.

(2) The DVC Commander or their representative will notify the DeCA Region if

continual contractual performance problems occur.

(3) Upon request by the DeCA Store Manager/Director, a senior person on the

installation veterinary staff will serve as a consultant when the commissary presents

unresolved pest management and waste disposal issues/problems to the Installation

Department of Public Works or equivalent office for rapid resolution.

e. Exchange Service/MWR/Hospital Feeding. Support will be given to all exchange

and MWR food facilities and especially hospital dining activities. This includes all snack

bars located in hospitals. Increased emphasis will be placed on food security and on

assisting with/training receiving personnel on performing receipt inspections. Hands-on

food inspections must be performed while at these sites in accordance with command

directed documents and/or SOPs. Highest priority shall be given to deliveries at

hospital dining facilities.

f. Troop Feeding/Prime Vendor. The only required type of inspection under this

program is the surveillance inspection. Inspector presence will be increased at the

dining facilities and DOD schools and activities in order to ensure that receiving

personnel are properly trained on performance of receipt inspections. Visits will be

focused on the inspection of food products in storage, not on performing sanitary

inspections. Latent defects must be identified and reported through the prime vendor

program (see VETCOM HBK 40-2 for detailed guidance). Defects found as a result of

age or storage conditions are reported through normal ISP channels. If the condition of

food items in storage is deteriorated, this may lead to an inspection of the storage room

(i.e., thawed items, moldy items, etc.). Inspections of food preparation areas will not be

performed unless an agreement exists with the local preventive medicine/environmental

health unit. Food inspectors’ inspection knowledge in “market ready” items (fluid dairy,

bread, produce, etc.) will be continuously developed through documented training.

Quarterly visits with prime vendor customers/ representatives will be made in order to

discuss/resolve problems and issues. It is imperative that the NCOIC, Warrant Officer,

or Installation Veterinary OIC attend all scheduled installation menu board meetings.

MEDCOM Pam 40-13

g. Installation Support. With coordination and agreement with the Provost Marshal

and Installation Commander, develop program to increase food security/defense

capabilities and awareness installation wide, to include commercial vehicle entry points.

Random cursory inspections of vehicles, containing food or water, will be performed at a

minimum of once/week. These cursory inspections should determine the following:

approved sources, inspect for tampering, inspect the bill of lading, evaluation if vehicle

is properly sealed.

h. Point of Contact Confirmation. Points of contact and expected workloads will be

confirmed and updated on a quarterly basis with the personnel identified in a.(1)(c) of

this chapter. Face-to-face meetings will be made when personnel changes occur at the

Veterinary OIC/NCOIC level, or key procurement activity personnel are made.

i. Presenting Approved ISP to Lead Agency Representatives:

(1) The Installation Veterinary OIC will present the ISP to senior installation

activity officials no less than annually and/or when significant mission, personnel,

operational conditions, or workload changes take place. Lead agency representatives

include (list is not all-inclusive):

(a) Installation Commander, or representative

(b) DeCA Store Director/Manager.

(d) MWR Chief, Food Manager, Financial Officer, or Quality of Life (QOL)

Chief.

(e) Installation Food Service Advisor/Food Service Manager/Troop Issue

Subsistence Officer (TISO).

(f) Provost Marshal.

(g) Emergency Room/PM Department Chief/PM Radiation Protection Officer

(h) Housing Manager.

(i) Operations Officer (G3) for maneuver command.

(j) Wildlife/Pest Management/Post Engineers.

(k) Quartermaster Corps during “field exercises.”

MEDCOM Pam 40-13

(2) The Installation Veterinary OIC and NCOIC will review and adjust the ISP no

less than annually and then meet face-to-face with the senior representative of each

lead activity to communicate the following areas:

(a) After action report of past year’s veterinary public health mission

performance to include the benefits of services and consequences of requirements that

are not met.

(b) Review the needs assessment.

(d) Worksite locations, hours, personnel assigned, and expected workload

performance.

(e) Anticipated events by Veterinary Service (VS) personnel that significantly

impact workload (training events, troop rotations, personnel changes, special or

seasonal events).

(f) Resources provided by VS and receiving activity, that is, vehicles, local

area network (LAN) access.

(g) Potential joint training topics.

(h) Training frequency/schedule/oversight.

(i) Emergency preparedness.

(j) Reporting mechanisms and point of contact (POC) rosters.

(k) Overlap, under-lap, and coordination with PM or other affiliated agencies.

(l) Situations that may involve the Public Affairs Officer or civilian media.

(3) The District Commander and the assigned Installation Veterinary OIC should

meet with the Installation Commander, or their representative at least annually. During

this coordination meeting veterinary personnel will provide a copy of the ISP and will

brief the following topics:

(a) Structure and function of the ISP.

(b) The role of Veterinary Services in food safety and security and the need

for approved sources in all fixed and temporary installation food activities.

MEDCOM Pam 40-13

installation to include the care and use of government-owned and privately-owned

animals.

3-3. ISP DATABASE CONTACT REPORT ESTABLISHMENT.

a. Rules of use.

(1) Initiating the contact report:

(a) Can be initiated by the Installation VCO or other personnel IAW local

SOP.

(b) Must be initiated under the following conditions:

i. When a new HQ Agency is opened or established. This does not consist of

individual facilities or stores, but rather the HQ Office responsible for such facilities.

ii. At time of annual review/update.

iii. Any other time that a contract is made with the agency manager as

described above.

(2) Editing. Facility visit frequency can only be edited by either the Installation

Veterinary OIC or Branch NCOIC when deemed necessary and as a result of a facility

visit.

b. Command expectations.

(1) MEDCOM Reg 40-28 dictates minimum frequency for contacting each major

agency at installation level/installation commander.

(2) Local SOP will dictate facility frequency which is set on the database by

default, but can be manually changed by the NCOIC/OIC as deemed necessary.

(3) Review and update installation contact information at least annually or as

needed, i.e., change in agency manager or Installation Veterinary OIC.

(4) Assign correct risk level according to the criteria delineated in paragraph 3-

2b above.

(5) It is expected that multiple reports will be listed for each agency. This is

because a new contact report is generated at a minimum of once per year, as well as

resulting from any contacts made throughout the year.

c. Common errors to avoid.

MEDCOM Pam 40-13

(1) Frequencies listed on the contact report are not being followed.

(2) Incorrect frequency is listed for the facility.

(3) Update facilities when needed, i.e., after follow-up meetings.

(4) Editing the most recent contact report does not constitute an annual review.

3-4. CUSTOMER VISIT REPORTS (CVRs).

a. Rules of use.

(1) Completed every time a visit is made to a site agreed upon under the ISP. It

is highly possible that a CVR will be completed with no associated SIR. The types of

visit applicable are:

(a) Routine.

(b) Customer Request.

(d) ALFOODACT.

(e) Refrigeration Failures.

(f) Navy Ships/Subs.

(g) Vehicle entry control points.

(2) One CVR will be generated per facility per day visited. Only one CVR per

day is completed at commissary sites. Each inspector is listed on the single CVR.

Macro type information is listed.

(3) When an SIR is entered, it will automatically be reflected under the facility

CVR for that day. If a CVR is not entered on the same day that an SIR is entered, there

will be no CVR under which the SIR will be reflected. This is an auto command

performed by the database.

(4) Local Installation requirements may require other applicable documents to be

generated from a CVR.

(5) Sanitation Standards to use. These are listed so that inspectors have a

standard to reference for sanitation deficiencies found.

MEDCOM Pam 40-13

(a) MIL-STD 3006: military warehouses.

(b) TB MED 530: Army DFACs.

(d) NA: If type of visit does not require sanitation check.

(e) Other: Navy or Marine Corps documents.

b. Command expectations.

(1) ISP agreements with agency managers will drive the level of support given

during each visit. Sample sizes are driven by local SOPs. Regardless of minimum

sample sizes, inspectors should not be limited by sample size and are encouraged to

inspect more product than what is indicated in the sample size as appropriate. Do not

let sample sizes be limited by forms completion. The focus is on performing good,

comprehensive surveillance on a wide variety of line items/cases.

(2) Macro information. List what was performed in a broad, generalized sense

on the CVR. See the example of a completed CVR for guidance.

(3) Typical support expected:

(a) Retail shops: Walk through the sales floor at retail shops looking at code

dates, obvious damage, deterioration, approved source scans, refrigeration/ freezer

display temperatures. Visit all walk-in coolers and other food storage areas, noting any

food problems and/or general sanitation problems.

(b) MWR sites: Storage areas only, inspecting food in storage for obvious

defects. If sanitation deficiencies are found that may affect the food stored, annotate

the CVR and, and if severity dictates, notify PM. The level of sanitation cognizance may

be increased at sites that PM traditionally performs sanitary inspections on (i.e., clubs),

if local written agreements with PM exist.

: The expectation is that each dining

hall/galley should be visited at least weekly. Visit all storage areas and product staging

areas only, inspecting food for obvious defects. Defects must be categorized as latent

defects if they are caused by the producer or distributor. If the defects are caused by

the facility, they are categorized as a storage/handling defect. Be aware of imminent

health hazards that may be present. If sanitation deficiencies are found that may affect

the food stored, annotate the CVR and, and if severity dictates, notify PM. The level of

sanitation cognizance may be increased if local written agreements with PM exist.

MEDCOM Pam 40-13

(d) Commissary: IAW agreed upon support. CVRs are required daily.

Traditional support includes delivery inspections (all requiring SIRs); sanitary walk-

through inspections; surveillance inspections; etc.

c. Common errors to avoid.

(1) The most significant error to guard against is identifying problem areas, then

not listing and taking any further actions. If food problems or sanitation problems are

noted, inspectors must list on the CVR the actions they are taking in response to the

problem found. This might involve a change in risk category and/or frequency of visit.

The CVR cannot list problems without also detailing final disposition actions.

(2) The goal is not to perform "formal" sanitary inspections at each site. Those

type inspections are performed under other programs. Let the condition of the food lead

you to sanitation problems, not the other way around. For example, finding moldy

produce in a cooler may lead you to observe the walls, floors and ceilings of the

refrigeration unit. Observing items with heavy frost may lead you to review temperature

charts for the refrigeration units.

(3) Do not let sample sizes be limited by forms completion. Perform good

comprehensive surveillance on a wide variety of line items/cases.

d. Examples of completed CVRs can be found in appendix B.

Commissary

Other Retail

MWR

DFAC/Troop Feeding

Ships

3-5. SUBSISTENCE INSPECTION REPORTS (SIRs).

a. Rules of use.

(1) An SIR must be generated for--

(a) A product defect/nonconformance is detected in conjunction with a visit to

a facility.

(b) Returned product inspection during which a DOPI was performed.

and at the minimum frequency required in accordance with local SOP and applicable

regulations.

MEDCOM Pam 40-13

(2) The four types of SIRs are--

(a) Receipt.

(b) Surveillance.

(d) Prime Vendor Surveillance.

(3) Receipt inspection reports are required for--

(a) Beef.

(b) Pork.

(d) Other.

(4) Surveillance inspection reports require a complete, detailed listing of each

product that is inspected. This type of inspection is typically limited to government-

owned, non-retail products. The only exception to the retail product limitation is typically

at facilities located overseas. Surveillance inspections will be conducted and entered

into the ISP database in accordance with local SOP.

(5) Returned Product inspection reports are required when product(s) are

inspected due to a customer complaint.

(6) Prime Vendor Surveillance inspection reports will be generated when

detailed product evaluations are conducted. Nonconformances listing latent defects will

be forwarded through the chain of command to HQ VETCOM, via auto messaging.

b. Command expectations.

(1) ISP agreements with agency managers will drive the frequency of

inspections performed during each visit. Inspection frequencies and sample sizes are

driven by local SOPs.

(2) List inspection details in a manner that clearly communicates standards,

nonconformances and inspection results.

(3) Typical support expected:

MEDCOM Pam 40-13

(a) Commissaries. Receipt inspections should be conducted at a frequency

that is agreed upon in accordance with the ISP. An SIR will be completed for each

receipt inspection performed when destructive open package inspection is performed,

or upon finding nonconformances. Traditional support includes regular receipt

inspections of all food delivered to the commissary during support hours, with an

emphasis on high-dollar value or potentially hazardous foods.

(b) Dining Facilities and Galleys. Receipt inspections should be conducted at

a frequency that is agreed upon within the ISP. Equal emphasis should be placed on

inspections of both market ready (milk, bread, etc.) and prime vendor items.

frequency that is agreed upon with the installation representative in accordance with the

ISP.

(d) Exchange Retail Facilities. Receipt inspections should be conducted at a

frequency that is agreed upon with the installation representative in accordance with the

ISP.

c. Common errors to avoid.

(1) Inspectors must be clear on the specific product requirements when

conducting subsistence inspections. For example, specific requirements with respect to

product age upon delivery, temperature requirements, etc. must be known in order to

conduct an inspection to standard.

(2) Specific inspection results must be recorded on the SIR in detail. The CVR

will not be used in order to convey product inspection results, whenever a SIR is

required.

(3) Inspectors must report nonconformances to the accountable officer. When

accountable officers opt to accept products that may pose a potential wholesomeness

problem, the Veterinary OIC or Warrant will be notified immediately.

(4) Multiple contractors listed on one report. There should be one SIR per

contractor.

d. Examples of completed SIRs can be found in appendix B.

Receipt – Beef, FF&V, Pork, Other.

Surveillance.

Returned Product Inspection.

Prime Vendor Surveillance.

MEDCOM Pam 40-13

3-6. ISP DATABASE REVIEW.

a. The Branch Veterinary OIC and NCOIC will review respective section reports and

discuss them with each Section Veterinary OIC and NCOIC. Critical areas that must be

kept in mind while performing the reviews and discussions are as follows:

(1) The need to communicate food safety, security, and food quality issues at all

levels throughout the Region through the chain of command.

(2) Recommendation of possible changes in local procedures and frequencies

based upon inspection results. This will help the Branch to set goals and give direction

for any follow-up action such as additional site visits that are needed.

(3) Timely and accurate report completion and review.

b. It is highly recommended that database reviews and results be documented and

maintained for reference. The review information can be used to track inspections

trends and coordinate appropriate inspector training. Figure 3.2 at the end of this

chapter illustrates an example of how a Branch and a District level review can be

effectively captured.

3-7. MCP/OIP INTEGRATION.

a. MCP/OIP visits will strongly focus on the ISP Program. Items of interest shall

include:

(1) Is the written ISP current?

(2) Has the plan been communicated appropriately to senior installation

personnel?

(3) Do local SOPs contain details of how each agency will be supported?

(4) Is the agreed upon support performed?

(5) Does the support include receipt and surveillance inspections, sanitation,

food security recommendations, education, and training?

(6) Are significant actions reported as required and addressed in a timely

manner?

MEDCOM Pam 40-13

Figure 3.1 – Installation Support Plan Example

EXAMPLE ONLY – INDIVIDUAL ISPs WILL VARY WITH EACH INSTALLATIONS

MISSION REQUIREMENTS

DEPARTMENT OF THE ARMY

HEADQUARTERS, UNITED STATES ARMY VETERINARY COMMAND

2050 WORTH ROAD, SUITE 5

FORT SAM HOUSTON, TEXAS 78234-6005

(Use Appropriate Letterhead)

REPLY TO

ATTENTION OF

MCVS XX Date XXXX

MEMORANDUM FOR Commander, South Plains District Veterinary Command,

Fort Anywhere, XX 12345

SUBJECT: Installation Support Plan, Fort Sam Houston, TX 78234

1. Attached is the Installation Support Plan for Fort Sam Houston, TX, which defines

the level of veterinary food inspection support, agreed upon with the activities listed

below.

2. Activities Supported.

a. Troop Feeding.

(1) Dining Facilities.

(2) TISA Warehouse/UBLs.

b. Defense Commissary Agency (DeCA).

c. Exchange Services.

(1) Shoppettes/Food Courts/Food concessionaires.

(2) Retail Outlets (PX, retail stores, BX Marts, etc.).

(3) Other Activities (Bowling Center, bookstore, gas stations, etc.).

d. Morale, Welfare, and Recreation (MWR).

MEDCOM Pam 40-13

(1) Clubs.

(2) Other Activities (Golf Course, Rod & Gun, etc.).

e. General Installation/Area Support.

(1) ABC Reserve Center.

(2) Coast Guard Supply Center.

(3) Ship/Sub Support.

(4) Installation Level Issues.

(a) Food Security/Vulnerability Assessments/Food Vehicle check points.

(b) Special Events Support (Armed Forces Day, Fests, etc.).

field activities; etc.).

(d) Ship Rider Program.

(e) Food inspection support to schools on installation.

f. Department of Defense Dependent Schools (DODDSs).

g. Military Treatment Facilities.

h. Military Police/Security Forces.

3. Reviewed and updated this plan annually through face-to-face meetings with all

Activities involved.

JOHN H. JONES

CPT, VC

Officer in Charge

CF:

COMMANDER, US ARMY GARRISON COMMAND, FORT SAM HOUSTON, TX

COMMANDER, GREAT PLAINS REGIONAL VETERINARY COMMAND

CHIEF, INSTALLATION SUPPORT DIVISION, HQ, VETERINARY COMMAND

MEDCOM Pam 40-13

Appendix A – Troop Feeding Support

1. Installation: Fort Sam Houston, TX.

2. Meeting Information

: Meeting conducted between CW2 Ajay, Fort Sam Houston

Branch Veterinary Service; Mr. Smith, Installation Food Advisor (IFA); and MAJ Black,

Chief, Nutritional Support Division, Brooke Army Medical Center, 7 October 2003. This

meeting was conducted immediately after the Installation Menu Board Meeting. The

below schedule of services was agreed upon by all Activities. (List all attendees).

3. Activity Supported

: All dining facilities on post:

bldg # phone # POC

BN DFAC “ “ “

Main DFAC " " "

Warrior DFAC " " "

DFAC 3450 " " "

Hospital DFAC " " "

TISA Cold Storage " " "

(Seasonal support RC/USNG)

4. Support Agreement:

a. Veterinary personnel will support Installation Dining Facilities during the following

time periods:

MON-FRI: 0830-1100

1300-1430

b. Support will be on a rotating basis (area circuit support). Visit each dining hall at

least twice per week.

c. ON-CALL: IAW Posted On-Call Roster (copy given to all parties at meeting;

additional copies given to all dining facility managers, and staff duty officers).

5. Services Provided

a. Surveillance product evaluations of items in storage, for condition and obvious

defects, IAW prescribed VETCOM frequencies, directives, and unit SOPs.

b. Complete product evaluations (if directed) for all requirements, IAW prescribed

VETCOM frequencies, directives, and unit SOPs.

MEDCOM Pam 40-13

c. Training of receiving personnel on receipt inspection techniques, obvious product

defects, USDA Standards for Grades familiarity, and other public health/food quality

related issues.

(1) Training will be once per month at each dining facility, and will last not longer

than 30-45 minutes.

(2) Vet Service personnel will coordinate best dates/times with each location.

(3) Keep a record of each training session at the Vet Service Branch HQ, and

will also be forwarded to the Installation Food Adviser.

d. Delivery inspections, customer complaints, or other food safety/public health

issues while present.

e. ALFOODACT/local recall and refrigeration breakdown support.

6. Reporting; Points of Contact; Communications:

Upon request, give copies of correspondence and reports to the Authorized Receiving

Individual at the particular site, as well as the Office of the Installation Food Advisor

(Mr. Smith).

MEDCOM Pam 40-13

Appendix B – DeCA Support

1. Installation: Fort Sam Houston, TX.

2. Meeting Information: Meeting conducted between CW2 Ajay, Fort Sam Houston

Branch Veterinary Service, and Ms. Sellfood, Commissary Store Director, 1 October

2003. The below schedule of services was agreed upon by both Activities. (List all

attendees).

3. Activity Supported: Main Commissary, Bldg 3.

4. Support Agreement:

Veterinary personnel will support DeCA during the following time periods*:

* (Hours will vary with the agreed upon support and mission requirements, but are not

intended to be 8 continuous hours).

MON-FRI: 0530-0730

1300-1400

1930-2030

SAT: 0600-0730

0930-1030

ON-CALL: IAW Posted On-Call Roster.

5. Services Provided:

a. Approved Sources.

b. Store sanitation walk through inspections (food code, meat market and deli pre-

op and post cleanup, expired items, etc.).

c. Marked down/salvage/survey item inspections.

d. Market Ready Beef / Pork inspections (condition/identity).

e. Fresh dairy & egg inspections.

f. Produce delivery inspections (condition/identity), normally @ 1930.

g. Customer complaint system support (follow up inspections, further requested

assistance, etc.).

MEDCOM Pam 40-13

h. Training of store personnel in sanitation, time/temperature concepts, etc.

(production areas).

i. Support during any power outages/refrigeration breakdowns.

j. Any other delivery inspections, or other food safety/public health/wholesomeness

issues while present:

(1) ALFOODACT/local recalls.

(2) In Store Customer Education (through mutual agreement with commissary

management personnel):

(a) Every other month (6 times per year) the commissary will designate a

location within the store for veterinary food inspectors to set up a consumer education

stand (table/booth/etc.).

(b) Inspectors will provide the following, for next CY:

JAN: egg grading demo, w/related egg food safety handout.

MAR: info handouts on Sprouts, and "What's on a label?"

MAY: ground beef fat testing demo, w/related ground beef food safety

handout.

JUL: food safety handouts on oysters; other seafood safety.

SEP: (National Food Safety Month: variety of food safety, foodborne

disease literature distributed).

NOV: Thanksgiving turkey safety; safe holiday food (eggnog, raw cookie

dough, etc.)

6. Reporting; Points of Contact; Communications:

Upon request, give copies of correspondence and reports to the Commissary Director

(Ms. Sellfood) and/or her designated representative.

MEDCOM Pam 40-13

Appendix C – AAFES Support

1. Installation: Fort Sam Houston, TX.

2. Meeting Information: Meeting conducted between SFC Wiley, Fort Sam Houston

Branch Veterinary Service, and Mr. Dogood, Main AAFES Procurement Office, 9

October 2003. The below schedule of services was agreed upon by both Activities.

(List all attendees).

3. Activity Supported: All Shoppettes, retail food outlets, and other AAFES managed

facilities selling food on the Installation.

a. Main PX and Food Courts (Robin Hood, Steak' M, etc).

b. Main Shoppette.

c. Montgomery Shoppette.

d. Gas Station #1.

e. Gas Station #2.

f. BN Retail Shop.

g. NCO Academy Bookstore.

h. Bowling Alley.

i. Beverage Store.

4. Support Agreement

a. Veterinary personnel will support Installation AAFES Facilities during the

following time periods:

MON-FRI

: 0830-0930

1430-1530

b. Support will be on a rotating basis (area circuit support). Visit each location at

least twice per week.

ON-CALL: IAW Posted On-Call Roster (copy given to all parties at meeting;

additional copies given to all dining facility managers, and staff duty officers)

MEDCOM Pam 40-13

5. Services Provided:

a. Formal and informal sanitation inspections. This will include visual inspections of

ice producing machines if present, and may include periodic swabbing of ice producing

equipment. End-item lab sampling may be performed on finished bagged ice and any

other food items sold.

b. Delivery inspections, customer complaints, potentially hazardous foods (PHFs),

product cursory checks, or other food safety/public health/wholesomeness issues while

present, or when notified.

c. Training.

(1) Fresh Dairy inspections via commissary stop point inspection.

(2) Product evaluations IAW Exchange Services policies.

(3) ALFOODACT/local recalls and refrigeration breakdown support.

(4) Education of receiving personnel through pamphlets, literature, training, etc.

6. Reporting; Points of Contact; Communications:

Upon request, give copies of correspondence and reports to the appropriate activity

manager, as well as the Installation Exchange Procurement Office (Mr. Dogood).

MEDCOM Pam 40-13

Appendix D – MWR Support: FOOD

1. Installation: Fort Sam Houston, TX.

2. Meeting Information: Meeting conducted between CW2 Ajay, Fort Sam Houston

Branch Veterinary Service, and Mr. Reynolds, MWR Procurement Office, 9 October

2003. The below schedule of services was agreed upon by both Activities. (List all

attendees).

3. Activity Supported: All retail food outlets, and other MWR managed facilities selling

or providing food on the Installation.

a. Officers Club.

b. NCO Club.

c. Rod & Gun Club.

d. Child Care Center.

e. Golf Course Club.

f. ACS Food Locker.

g. Recreation Center.

h. Main Gymnasium.

i. Youth Activity Center.

4. Support Agreement

a. Veterinary personnel will support Installation MWR Facilities during the following

time periods:

MON-FRI

: 0830-0930

1430-1530

b. Support will be on a rotating basis (area circuit support). Visit each location at

least twice per week.

ON-CALL: IAW Posted On-Call Roster (copy given to all parties at meeting;

additional copies given to all facility managers, and staff duty officers).

MEDCOM Pam 40-13

5. Services Provided:

a. Informal sanitation inspections.

b. Delivery inspections, customer complaints, product cursory checks, or other food

safety/public health/wholesomeness issues while present, or when notified.

c. Milk inspections via commissary stop point inspection.

d. ALFOODACT/local recalls and refrigeration breakdown support.

e. Education of receiving personnel through pamphlets, literature, training, etc.

6. Reporting; Points of Contact; Communications:

Upon request, give copies of correspondence and reports to the appropriate activity

manager, as well as the Installation MWR Procurement Office (Mr. Reynolds).

MEDCOM Pam 40-13

Appendix D – MWR Support: ANIMAL

1. Installation: Fort Sam Houston, TX.

2. Meeting Information: Meeting conducted between CPT Able, Fort Sam Houston

Branch Veterinary Service; Mr. Park, MWR Chief; and Mrs. Blue, MWR Finance Officer,

1 October 2003. The below schedule of services was agreed upon by both Activities.

(List all attendees.)

3. Activity Supported:

a. Veterinary Treatment Facility.

b. Child Development Centers (that maintain live animals as room pets or projects).

c. NAF owned animals.

4. Support Agreement:

a. Veterinary personnel will operate the Veterinary Treatment Facility during the

following time periods:

MON-FRI: 0800-1600

b. Veterinary personnel will support the Child Development Center during the

following time periods:

MON-FRI: During on-duty hours, 0730-1630, as needed and upon request.

5. Services Provided

a. Operate the VTF for animals owned by personnel authorized DOD medical care.

b. Perform not less than monthly inspections of all classrooms that keep live

animals as class pets or projects. Health and care of the animals will be evaluated as

well as the sanitary and safety aspects of cages or other enclosures.

c. NAF owned animals will be provided preventive veterinary medical care as

resources allow, on a reimbursable basis. Complete veterinary medical and surgical

care may be provided on a reimbursable basis, as time, expertise, and resources allow.

MEDCOM Pam 40-13

6. Reporting; Points of Contact; Communications:

a. Upon request, give copies of CDC correspondence and reports to the CDC

Director or other designated individual.

b. Provide financial documents and reports as required by the NAF financial office.

MEDCOM Pam 40-13

Appendix E – General Installation/Area Support

ABC Reserve Center

1. Installation/Area

: Fort Sam Houston, TX.

2. Meeting Information

: Meeting conducted between CW2 Ajay, Fort Sam Houston

Branch Veterinary Service, and MSG Kline, ABC Reserve Center, 10 October 2003.

The below schedule of services was agreed upon by both Activities. (List all attendees).

3. Activity Supported: General Installation/Area support covers those activities that do

not fall under previously identified appropriated or non-appropriated fund activities. This

support agreement covers the following:

ABC Reserve Center.

4. Support Agreement:

Veterinary personnel will support the ABC Reserve Center during the following time

periods:

MON-FRI: During on-duty hours, 0600-1700, and upon request.

ON-CALL: IAW Posted On-Call Roster (copy given to all parties at meeting, and

staff duty officers).

5. Services Provided:

a. The ABC Reserve Center ration storage site will have ration surveillance

inspections provided IAW prescribed VETCOM frequencies, directives, and unit SOPs.

b. Provide on-site sanitation assessment of ration storage conditions.

c. ALFOODACT/local recalls and refrigeration breakdown support as applicable.

d. Food safety as well as Operational Ration quality education of personnel through

appropriate literature.

6. Reporting; Points of Contact; Communications:

Upon request, give copies of correspondence and reports to the appropriate activity

manager (MSG Kline).

MEDCOM Pam 40-13

Coast Guard Supply Center

1. Installation/Area: Fort Sam Houston, TX.

2. Meeting Information

: Meeting conducted between CW2 Ajay, Fort Sam Houston

Branch Veterinary Service, and Mr. Carter, Coast Guard Support Center, 10 October

2003. The below schedule of services was agreed upon by both Activities. (List all

attendees).

3. Activity Supported

: General Installation/Area support covers those activities that do

not fall under previously identified appropriated or non-appropriated fund activities. This

support agreement covers the following:

Coast Guard Supply Center.

4. Support Agreement:

Veterinary personnel will support the Coast Guard Supply Center during the following

time periods:

MON-FRI: During on-duty hours, 0600-1700, and upon request.

ON-CALL: IAW Posted On-Call Roster (copy given to all parties at meeting, and

staff duty officers).

5. Services Provided:

a. The Coast Guard Supply Center ration storage site will have ration surveillance

inspections provided IAW prescribed VETCOM frequencies, directives, and unit SOPs.

b. Provide on-site sanitation assessment of ration storage conditions.

c. ALFOODACT/local recalls and refrigeration breakdown support as applicable.

d. Food safety as well as Operational Ration quality education of personnel through

appropriate literature.

6. Reporting; Points of Contact; Communications:

Upon request, give copies of correspondence and reports to the appropriate activity

manager (Mr. Carter).

MEDCOM Pam 40-13

Food Security and Vulnerability Assessments

1. Installation/Area: Fort Sam Houston, TX.

2. Meeting Information

: Meeting conducted between CPT Jones, Fort Sam Houston

Branch Veterinary Service, and COL Rogers, Garrison Commander, Fort Sam Houston,

10 October 2003. The below support was agreed upon by both parties. (List all

attendees).

3. Activity Supported

: General Installation/Area support covers those activities that do

not fall under previously identified appropriated or non-appropriated fund activities. This

support agreement covers the following:

Food Security and Vulnerability Assessments.

4. Support Agreement:

Veterinary personnel will fully support the Food Safety Assessment Team (FSAT)

assembled at the Installation level. Veterinary personnel are available during normal

duty hours as well as off duty hours, 7 days a week.

MON-FRI: 0600 – 1700 or as needed

ON-CALL: IAW Posted On-Call Roster (copy given to all parties at meeting, and

staff duty officers).

5. Services Provided:

a. Assessment support as determined by the FSAT leader.

b. Semi-annually, as part of the applicable sanitary inspections, review and provide

an assessment of food security practices.

(1) Assessment is for obvious food security concerns noted.

(2) Conducted only on those facilities the veterinary service has the authority to

inspect.

(3) Intended to supplement (not replace) the Installation level assessments.

(4) Supported as a team member vs. team leader.

6. Reporting; Points of Contact; Communications:

MEDCOM Pam 40-13

Give copies of the semi-annual report, which includes food security to the Office of the

Garrison Commander, and each applicable Installation procurement office.

Support of Installation Special Events

1. Installation/Area: Fort Sam Houston, TX.

2. Meeting Information: Meeting conducted between CPT Jones, Fort Sam Houston

Branch Veterinary Service, and COL Rogers, Garrison Commander, Fort Sam Houston,

10 October 2003. The below support was agreed upon by both parties. (List all

attendees).

3. Activity Supported: General Installation/Area support covers those activities that do

not fall under previously identified appropriated or non-appropriated fund activities. This

support agreement covers the following:

Support of Installation Special Events.

4. Support Agreement:

The mission of food service sanitation on the Installation belongs to the local preventive

medicine activity. However, Veterinary personnel will be on-call to support any food

safety, wholesomeness, or security problems encountered during these special events.

ON-CALL: IAW Posted On-Call Roster (copy given to all parties at meeting, and

staff duty officers).

5. Reporting; Points of Contact; Communications:

Give copies of all correspondence and reports that result from veterinary support to the

Office of the Garrison Commander, and the Hospital Commander.

Support of Installation and Area Exercises/Survival training field activities

1. Installation/Area

: Fort Sam Houston, TX.

2. Meeting Information

: Meeting conducted between CPT Jones, Fort Sam Houston

Branch Veterinary Service; COL Rogers, Garrison Commander, Fort Sam Houston; and

COL Kilroy, Commandant, Special Forces Training Center, 10 October 2003. The

below support was agreed upon by both parties. (List all attendees).

3. Activity Supported: General Installation/Area support covers those activities that do

not fall under previously identified appropriated or non-appropriated fund activities. This

support agreement covers the following:

MEDCOM Pam 40-13

Support of Installation and Area Exercises/Survival training field activities.

4. Support Agreement:

Veterinary personnel will fully support any Installation or area Exercise requiring our

food safety/security and quality assurance support. Veterinary personnel are available

during normal duty hours as well as off duty hours, 7 days a week.

MON-FRI: 0600 – 1700 or as needed.

ON-CALL: IAW Posted On-Call Roster (copy given to all parties at meeting, and

staff duty officers).

5. Services Provided:

a. Services provide will include food safety, security, approved sources, quality

assurance, and wholesomeness, as required and determined by the particular exercise.

b. The same service will be provided for the Special Forces School here, which

conducts emergency field slaughters 3 times a year.

c. The Special Forces School will contact the veterinary service office 2 weeks prior

to the start of their training exercise, to receive training in foodborne disease, safe

cooking and handling procedures, and sanitation.

6. Reporting; Points of Contact; Communications:

a. Give reports of veterinary support, issues, and lessons learned to the Installation

Commander/appropriate exercise POC.

b. Provide a record of training to the Special Forces Training Center Commandant.

Housing Office and animal welfare/pets

1. Installation

: Fort Sam Houston, TX.

2. Meeting Information

: Meeting conducted between CPT Able, Fort. Sam Houston

Branch Veterinary Service, and Mrs. Green, Housing Officer, 1 October 2003. The

below schedule of services was agreed upon by both Activities. (List all attendees.)

3. Activity Supported

: Issues concerning the Housing Office and animal welfare/pets.

4. Support Agreement

Veterinary personnel will support the Housing Office during the following time periods:

MEDCOM Pam 40-13

MON-FRI: During on-duty hours, 0730-1630, as needed and upon request.

5. Services Provided:

a. Advise the Housing Office regarding pets in housing. Note: The installation

commander has given responsibility for animal control (capture of strays) to the MPs.

b. Assist with any investigations of animal welfare in housing units. Housing must

supply personnel to accompany any veterinary personnel into the housing unit; typically

the MPs are involved in the investigation.

c. Any impoundment of pets must be coordinated between housing and the MPs;

veterinary services personnel do not have authority to remove pets from housing areas

without owner permission.

6. Reporting; Points of Contact; Communications:

Give copies of all correspondence and reports to the Housing Officer or other

designated individual.

Public Works/Wildlife Management/Pest Management/Post Engineers

1. Installation: Fort Sam Houston, TX.

2. Meeting Information: Meeting conducted between CPT Able, Fort. Sam Houston

Branch Veterinary Service, and Mr. Purple, Public Works Officer, 1 October 2003. The

below schedule of services was agreed upon by both Activities. (List all attendees.)

3. Activity Supported: Public Works/Wildlife Management/Pest Management/Post

Engineers.

4. Support Agreement

Veterinary personnel will support the Public Works Office during the following time

periods:

MON-FRI

: During on-duty hours, 0730-1630, as needed and upon request.

5. Services Provided:

a. Advise/assist on issues of animal control, particularly if considering euthanasia or

controlled drugs.

b. Provide veterinary support for stray animal impoundment facilities.

MEDCOM Pam 40-13

c. Perform not less than quarterly inspections of all stray animal impoundment

facilities. Health and care of the animals will be evaluated as well as the sanitary and

safety aspects of cages or other enclosures.

6. Reporting; Points of Contact; Communications

Give copies of all correspondence and reports to the Public Works Officer or other

designated individual.

G3 Operations

1. Installation

: Fort Sam Houston, TX.

2. Meeting Information: Meeting conducted between CPT Able, Fort Sam Houston

Branch Veterinary Service, and COL Delta, G3, 1 October 2003. The below schedule of

services was agreed upon by both Activities. (List all attendees.)

3. Activity Supported: G3 Operations.

4. Support Agreement:

Veterinary personnel will support the G3 during the following time periods:

MON-FRI: During on-duty hours, 0730-1630, as needed and upon request.

5. Services Provided:

a. The veterinary officer is the commander’s consultant on the humane use and

care of animals.

b. Assist with use of animals in field survival training, and other uses of animals.

6. Reporting; Points of Contact; Communications:

Give copies of all correspondence and reports to the G3 or other designated individual.

MEDCOM Pam 40-13

Appendix F – Department of Defense Dependent Schools

1. Installation: Fort Sam Houston, TX.

2. Meeting Information: Meeting conducted between CPT Able, Fort Sam Houston

Branch Veterinary Service; Mrs. Smith, School Principal; and Mrs. Jones, School Nurse,

1 October 2003. The below schedule of services was agreed upon by both Activities.

(List all attendees.)

3. Activity Supported: Any schools on the installation that keep live animals as class

pets or projects.

4. Support Agreement:

Veterinary personnel will support the DODDS during the following time periods:

MON-FRI: During on-duty hours, 0730-1630, as needed and by appointment

5. Services Provided:

Perform not less than quarterly inspections of all classrooms that keep live animals as

class pets or projects. Health and wellbeing of the animals will be evaluated as well as

the sanitary and safety aspects of cages or other enclosures.

6. Reporting; Points of Contact; Communications:

Give copies of all correspondence and reports to the School Principal, School Nurse, or

other designated individual.

MEDCOM Pam 40-13

Appendix G– Military Treatment Facility

1. Installation: Fort Sam Houston, TX.

2. Meeting Information

: Meeting conducted between CPT Able, Fort Sam Houston

Branch Veterinary Service; COL Cough, Hospital Director; CPT Stat, Chief of ER; and

MAJ Pills, Chief of Pharmacy, 1 October 2003. The below schedule of services was

agreed upon by both Activities. (List all attendees.)

3. Activity Supported

a. MTF wards.

b. Emergency Room.

c. Pharmacy.

4. Support Agreement:

Veterinary personnel will support the Military Treatment Facility during the following time

periods:

MON-FRI: During on-duty hours, 0730-1630, as needed upon request.

ON-CALL: As needed IAW Posted On-Call Roster (copy given to all parties at

meeting, and staff duty officers).

5. Services Provided:

a. Support to the Emergency Room in management of animal bite cases and

reports.

b. Training of Emergency Room personnel in management of animal bite cases and

reports, as needed.

c. Support to human animal bond programs, as needed.

d. Coordinate with Pharmacy for monthly controlled substances inventories and

disposal issues.

6. Reporting; Points of Contact; Communications

a. Identify POCs in the ER for issues that arise with bite reports.

b. Respond to controlled substances inventory discrepancies as needed.

MEDCOM Pam 40-13

Appendix H – Military Police/Security Forces

1. Installation: Fort Sam Houston, TX.

2. Meeting Information: Meeting conducted between CPT Able, Fort Sam Houston

Branch Veterinary Service, and LTC Handsup, MP Commander, 1 October 2003. The

below schedule of services was agreed upon by both Activities. (List all attendees.)

3. Activity Supported: Fort Sam Houston Military Police.

4. Support Agreement:

Veterinary personnel will support the Military Police during the following time periods:

MON-FRI: During on-duty hours, 0730-1630, as needed upon request.

ON-CALL: As needed IAW Posted On-Call Roster (copy given to all parties at

meeting, and staff duty officers).

5. Services Provided:

a. Random cursory inspections of vehicles carrying food or water at the vehicle

entry control point. This will be performed at a minimum of once/week.

b. Complete veterinary medical and surgical care for Military Working Dogs

(MWDs), including a veterinary preventive medicine program.

c. Provide a plan for veterinary care of MWDs when military veterinary personnel

are not available.

d. Sanitary inspections of MWD kennels on at least a quarterly basis. More

frequent courtesy visits are encouraged.

e. Training of handlers and supervisors on the health, care, and management of

MWDs upon initial assignment of the handlers and at least annually thereafter. More

frequent training is recommended but not required.

f. Advise the installation Military Police Commander on all matters pertaining to the

health and wellbeing of MWDs.

g. Review and approve any plans for new construction or modification of existing

kennels.

h. Assist with animal welfare investigations of alleged abuse or neglect.

MEDCOM Pam 40-13

i. Assist with animal control issues.

j. Request physical security surveys and inspections of locations where narcotics,

dangerous drugs, and controlled substances are stored.

6. Reporting; Points of Contact; Communications:

a. Provide the MP Commander and kennel master a copy of the MWD Deployability

Status Report on a monthly basis.

b. Provide the MP Commander and kennel master copies of all kennel inspections

and other correspondence regarding MWDs, to include disposition letters and death

certificates.

MEDCOM Pam 40-13

Figure 3.2 – Installation Support Plan Database Review

Branch Level Monthly Review:

Week Of: Activities/

Reports Being

Reviewed

CVRs:

Correct

Number

IAW Risk,

agreements

; Accurate

SIRs:

Accurate;

Appropriate

Contact

Reports

Freq. &

risk

levels

vs. ISP

Risk

levels:

How

many

high

risk;

Appropr

iate

severity

Actions

Taken

Oct 3-7 DeCA 1 visit not

made due to

training; 1

incorrect

CVR

4 SIRs were

incorrect; 2

should have

been

completed

but were not

GO Low risk

Further training on

reports

Oct 10-14 Troop Feeding 2 Inaccurate

CVRs

1 incorrect

SIR

GO 2 High

Risk

DFACs;

All

others

Moderate

Further training on

reports

Oct 17-21 AAFES/MWR 2 additional

visits

required

GO NO-GO 2 High

Risks

wrongly

listed as

Moderate

Further training on

Risk assessments

Oct 24-28 All Other GO 1 SIR

incorrect, at

Warfare

Training

School

GO GO Further training on

reports

District Level Monthly Review:

Week Of: Branch Bein

Reviewed

Activities/Reports

Being Reviewed

Actions Taken

Oct 3-7 Carlisle All CVRs

Oct 10-14 Drum All SIRs

Oct 17-21 Great Lakes All CVRs

Oct 24-28 Knox All SIRs

MEDCOM Pam 40-13

CHAPTER 4

SUBSISTENCE RECALLS

4-1. INTRODUCTION. This chapter provides procedures for reporting and handling

possible hazardous food and nonprescription drug items within the DOD system. The

Consumer Safety Officer, Defense Supply Center Philadelphia (DSCP), is designated

as sole worldwide agent for DOD Hazardous Food and Nonprescription Drug Recall

System (ALFOODACTS) to coordinate all hazardous food and nonprescription drug

recalls that may involve DOD stocks. This recall system involves all food and

nonprescription drug items (including brand name or specification items) procured

centrally or locally with appropriated or NAF IAW AR 40-660. These procedures apply

to all food recalls, to include local and vendor recalls. Recall information and data

systems will be managed and entered in the same manner for local and vendor recalls.

4-2. PROCEDURES FOR DETERMINING IF A FOOD RECALL ACTION IS

REQUIRED.

a. When an item is deteriorated and no evidence of deliberate tampering or local

mishandling exists, determine the cause for deterioration by examination and/or testing.

Handle deteriorated items (no potential health hazard) locally in accordance with routine

inspection and reporting procedures.

b. Handle deteriorated items which do not, or could not, involve more than local

stocks as follows:

(1) Do not accept items found on receipt inspection into government stock.

Positively identify, segregate, and place on medical hold those items found during

surveillance inspection.

(2) Veterinary or medical personnel will perform inspections, examination, and/or

testing on suspected items as directed by DSCP, other purchasing activity, the

commander, or an environmental health officer.

(3) Follow routine laboratory sampling procedures, unless otherwise directed.

(4) Veterinary or medical service personnel will inform the responsible

commander and/or environmental health officer of the situation so that additional action

can be taken if necessary.

(5) Notify RVC Commanders so that they can enter local recall information into

the database as required.

MEDCOM Pam 40-13

4-3. FOOD OR NONPRESCRIPTION DRUGS DIRECTLY ASSOCIATED WITH A

MEDICALLY VERIFIED PHYSICAL ILLNESS OR INJURY.

a. In coordination with accountable personnel, identify, segregate, and place all

remaining suspected items on medical hold. Inform accountable personnel that the

VETCOM-FADL consultant has or is being contacted to coordinate testing of the

suspected item. Initiate a chain of custody for samples being submitted to the

laboratory due to suspected tampering in accordance with Department of Defense

Veterinary Service Activity (DODVSA) Policy Memorandum titled Sample Collection

Chain of Custody posted in the VETCOM Library in Lotus Notes, and local policy as

applicable.

b. Perform additional inspections, examinations and/or testing on suspect items as

directed by the local chain of command and/or the environmental health officer.

Suspected items that have caused illness, injury, or have been tampered with will not

be tasted or destroyed. Only intact containers will be accepted at the DOD Vet

Laboratory for testing; opened items will not be accepted by the lab.

c. The RVC will notify the Consumer Safety Officer, DSCP, and supply any

requested information and reports to include laboratory test results.

d. Local medical and/or installation commanders will be kept informed.

Commanders will be advised that, according to DLA Regulation 4155.26, the

Commander of DSCP is responsible for coordination with the Food and Drug

Administration (FDA) to determine if a military recall should be expanded to include the

civilian community. The Regional Veterinary Commander and VETCOM (MCVS-F) will

be informed of the situation and status.

4-4. DOD FOOD AND DRUG LABORATORY (FADL) RESPONSE.

a. In response to receiving samples that are implicated as potentially contaminated

food that may be the subject of an ALFOODACT, recall action, or possible human

illness, the DOD FADL will--

(1) Perform testing, as appropriate, on food samples submitted as suspected

potential food safety threats.

(2) Advise the VETCOM Commander and/or responsible Veterinary and Medical

Commander who initiated the physical illness or injury report, of laboratory results and

food safety recommendations.

(3) Perform follow-up testing if needed to determine if necessary action has

been completed to safeguard military public health.

MEDCOM Pam 40-13

(4) Electronically send and telephonically notify VETCOM, and the submitting

RVC, once laboratory testing results are finalized.

4-5. DEVELOPMENT OF LOCAL SOPs REGARDING ALFOODACTS.

a. The local SOPs will contain—

(1) A systematic approach to ALFOODACT message instruction compliance and

criteria for performance of physical checks and database monitoring on a frequent, daily

basis.

(2) Report initiation of hazardous food or nonprescription drug items at the local

level.

(3) A comprehensive and systematic method for documenting and tracking

message verification points of contact and documenting all telephonic checks.

Notification/verifications will take place no later than 72 hours after message receipt.

SOPs will stress that suspect items should be expeditiously identified and segregated,

and that recipients will comply with the message instructions. Suspected items are to

be maintained in a hold status pending message resolution and action.

MEDCOM Pam 40-13

CHAPTER 5

INSPECTION OF PERISHABLE FOODS EXPOSED TO REFRIGERATION FAILURE

5-1. INTRODUCTION.

a. Veterinary Command personnel must be prepared and responsive to refrigeration

failures to properly support the customer and ensure safe, wholesome food is provided

for issue and/or resale. The major goal of this guide is to reduce waste by replacing the

practice of when in doubt, throw it out. The objectives of the new guide are to provide

scientific-based guidelines concerning food safety when making disposition decisions

on temperature stressed foods and to furnish a more user-friendly guide than currently

exists. This guide is different from previous ones developed in that it takes into account

the risk of emerging bacteria that are capable of growing at refrigeration (chill)

temperatures. The guide does not go beyond the product temperature of 25

C/77

and 3-day exposure time from the onset of the refrigeration failure. It is emphasized

that the guide's major focus is microbial safety. The classification, MELT has been

eliminated enabling the retailer a wide latitude for making quality judgments concerning

thawed SAFE foods.

b. This chapter serves as a guide. Effective communication with the accountable

officer is critical. Efficient responses to refrigeration failures require a clear thought

process and an analysis of the entire situation in order to make sound decisions that are

based on scientific grounding. The U.S. Army Soldier Systems Command, Natick

Research Development, and Engineering Center Sustainability Directorate developed

these guidelines through effective research.

5-2. GUIDELINES.

a. There are five basic steps involved in making disposition decisions of food items

exposed to refrigeration failures. The five steps are as follows:

(1) Step 1 - Determine the length of time the food has been stressed at an

ambient temperature of 6

C/42

F or greater.

(2) Step 2 - Classify the temperature stressed food item as SAFE or RISK based

on Table 1 and Figure 2. If the food item is a Risk item, then decide which RISK Group

it belongs to.

(3) Step 3 - Determine the product temperature.

(4) Step 4 - Determine if the food item has exceeded its Time-Temperature Limit

based on Table 2.

(5) Step 5 - Make disposition decision.

MEDCOM Pam 40-13

*THE FOLLOWING PARAGRAPHS (b-g) ARE PROVIDED FOR TRAINING

PURPOSES.

b. STEP 1 - ESTIMATING THE TIME OF EXPOSURE.

(1) The estimation of exposure time is for the ambient temperature and not the

product temperature. This is a conservative safety factor that has been designed into

the system. Refrigeration units should be equipped with electronic warning devices that

not only trigger an alarm but also record the time when refrigeration failure occurs.

When such devices are unavailable, one should assume the worst case scenario of

refrigeration failure occurring which would be shortly after the last person has left the

store (not including cleaning personnel).

(2) The time of refrigeration failure may be deduced from the stoppage of an

electric clock or if it was a general blackout, by an inquiry of the electric company.

Time-Temperature Indicators have been developed that can provide a good indication

of the time that temperatures have exceeded the requirements. Record the estimated

time of exposure on MEDCOM Form 770-R (Refrigeration Failure Report). A sample

form is provided in the VETCOM Library in Lotus Notes and the back of this publication.

c. STEP 2 - CLASSIFICATION OF FOODS.

(1) Stressed foods will be classified as either SAFE or RISK food items.

Determine if the food item is listed as a SAFE food by reviewing Table 1. For SAFE

items, refrigeration is used to maintain quality, not control pathogen growth. Factors

contributing to reduced microbial risk include low pH (acidic) and/or a

(reduced

availability of water). All items that have remained frozen are included in the SAFE list.

Resale decisions concerning temperature stressed SAFE foods will be made by the

retailer. Mark, tag, separate, or remove the SAFE foods.

(2) If the food is not listed as SAFE in Table 1, then go to Figure 2, Flow Chart

for Classifying Foods Exposed to Refrigeration Failure to determine the risk level.

Record RISK foods and their risk level on MEDCOM Form 770-R.

d. STEP 3 - DETERMINE PRODUCT TEMPERATURE

(1) Determine whether the refrigeration failure was due to a power outage or

mechanical breakdown and note it on MEDCOM Form 770-R. In a power outage, all

electrical systems are off, a temperature gradient emerges with the bottom layer being

the coldest. During a mechanical breakdown, when the fans and compressor are still

working, the middle layer is the coldest portion of a lot. The top outermost packages will

thaw faster than the internal packages, therefore lot arrangements may include--

(a) The removal of the outer packages or stacks from the lot to be discarded.

MEDCOM Pam 40-13

(b) The splitting of a lot into two or more smaller lots.

Place priority on frozen items if the refrigeration failure total time is greater than

24 hours. Care must be taken to avoid cross-contamination between risk and safe

foods.

(2) Locate the two warmest portions of a lot, which are usually the outer corners

of the corner packages of the top layer; an exception is the occurrence of a mechanical

failure in which the fans continually circulate the air around the lot. Take two

temperature readings from the top layer and note the higher reading and time on

MEDCOM Form 770-R. Thermometer penetration should be parallel to the surface of

the sample but will not exceed 0.5 inch below the parallel surface (see Figure 1 on the

next page).

MEDCOM Pam 40-13

Figure 1. TAKING PRODUCT

TEMPERATURE

*Internal product temperatures will be taken, do

not take the temperature between boxes. Do not

allow the sensing portion of the thermometer to

penetrate deeper than 0.5 inches parallel to the

product surface.

<0.5 in.

MEDCOM Pam 40-13

e. STEP 4 - DETERMINE IF THE FOOD HAS EXCEEDED THE TIME-

TEMPERATURE LIMITS.

(1) Compare exposure times with the time-temperature limits (Table 2). The

first column in Table 2 is the actual temperature of the RISK item and the next three

columns are time limits for exposure to a refrigeration failure. If temperatures are taken

in Fahrenheit and the temperature readings are between the temperatures in column 1,

use the next highest reading. These provide the guideposts for deciding the disposition

of RISK foods. Once the temperature has been determined, simply match (horizontally)

that temperature with the appropriate RISK column to determine if the RISK item has

exceeded the time limits.

(2) The concept of time-temperature limits estimates the level of exposure to

refrigeration failures that one can allow before RISK foods become a microbial health

risk. The FDA specifies only one time-temperature limit, to regard all potentially

hazardous (RISK) foods as unacceptable if they reach above 5

C/41

F for over 4 hours.

The FDA’s guidance is stringent in that its implementation would result in the

destruction of many items that would still be wholesome; however, the FDA’s guidance

is retained for RISK-3 category (chilled- ready-to-eat) items for reasons previously

stated. The time-temperature limit concept is a more flexible guide in that it takes into

consideration the following: (i) the various types of RISK foods involved and (ii) the

relationship of time and temperature in the growth response of pertinent pathogens in

these RISK foods.

f. STEP 5 - MAKE DISPOSITION DECISION.

(1) If the exposure times are within the time-temperature limits during a

mechanical or power failure, then accept the whole lot for salvage. If the exposure

times exceed the time-temperature limits during a mechanical failure when fans are on,

then recommend condemnation of the top and bottom layers and take the temperatures

of the second layer. Continue these procedures until all layers have been rejected or

time-temperature limits are complied with. When a layer is found within the time-

temperature limits, accept the remaining lot. If the exposure times exceed the time-

temperature limits when fans are not on, then reject and remove the top layer and

continue to take temperatures of the new top layer (working from the top to bottom) until

the lot is rejected or time-temperature limits are in compliance.

(2) Recommend condemnation of all RISK items that have exceeded the time-

temperature limits. Reject all RISK 3 items if exposed to > 6

C/42

F for 4 hours or

more, unless these are raw flesh food (chilled or frozen), or unopened pasteurized

dairy/egg products and do not show signs of spoilage. These products can be

displayed under refrigeration (chilled/frozen) for a period of up to 24 hours. The

packaging should include a highly visible label stating: WARNING: TEMPERATURE

STRESSED PRODUCT. Instructions should also be placed at the display case

explaining proper handling (keep refrigerated, wash hands and utensils after contact

MEDCOM Pam 40-13

with them, avoid contact of item with cooked foods, COOK THOROUGHLY the same

day of purchase).

(3) Refrigeration failure inspection reports will be entered into the Installation

Support Plan Lotus Notes database as a Customer Visit Report, with an entry of

“Refrigeration Failure” in the Report Type option. Specific inspection details will be

entered into the remarks section of the report. A DD Form 1232 (Quality Assurance

Representative's Correspondence) will be prepared, distributed, and maintained on file

as required by local SOP. The status of all inspected food, to include condemnations,

will be recorded on a DA Form 7538 (Subsistence Serviceability Certificate).

Refrigeration failure point of contact rosters will be prepared, updated, and distributed to

all facility managers on a quarterly basis or as Soldiers move from or to the supported

installation. It is highly recommended that a copy of the contact roster also be furnished

to the managers that oversee in-store refrigeration alarm systems.

MEDCOM Pam 40-13

Table 1. LIST OF SAFE FOODS

Miscellaneous items

Fruits and Vegetables

Dough, ready-to-bake

Fruit, cut-up or sliced (except melons)

Pastries, nondairy cream, custard or meat

fillings

Fruit salad

Pie crust

Fruit in syrup

Pizza, cheese, pepperoni, anchovy

Fruit juices, concentrates, drinks

Tortilla

Horseradish sauce

Yeast, bakers

Salad dressing

Frozen items not defrosted

Salsa

Dairy Display Items

Sauerkraut

Butter

Vegetables, raw, chilled or frozen,

excluding cut-up products and bean

sprouts

Cheese, processed

Cheese, ripened, hard or semihard

Meat items

Cream cheese

Bacon, dry cured

Dips, sour cream base

Bacon bits (refrigerate after opening)

Pickled herring, shrimp

Ham, canned (refrigerate after opening)

Lard

Pepperoni

Margarine

Salami, hard

Sour cream

Sausages, fermented

Yogurt

Fish, dried/salted

1. Soft and semisoft cheeses are not considered “safe foods.” Soft/semisoft cheeses

include Brie, Camembert, Feta, Hand, Neufchatel, Ricotta, Cambridge, Convalli, Little

Dutch, Port du Salut, Bel Paese, Bondon, Coulommiers, Gerome, Petit Suisse,

Romadur, Cottage cheese, and Liptau.

2. See pp 30-31, para 5-2g through 5-5d, for disposition of pasteurized dairy/egg

products and raw flesh foods.

MEDCOM Pam 40-13

Figure 2. FLOW CHART FOR CLASSIFYING FOODS EXPOSED TO

REFRIGERATION FAILURES

a - RTE – Ready to Eat

b - See pp 30-31, para 5-2g through 5-5d, for disposition of pasteurized dairy/egg

products and raw flesh foods.

MEDCOM Pam 40-13

Figure 2. SAFE FOODS FLOWCHART

Food Item

Safe (Table 1)?

AFE

RTE/Precooked

Pasteurized

Originally Frozen?

ISK 2

Salted/Cured?

Canned?

ISK 1

Yes

o Yes

Yes Yes

Yes

MEDCOM Pam 40-13

Table 2. TIME-TEMPERATURE LIMITS

TIME-TEMP LIMITS

RISK 1

RISK 2

RISK 3

HOURS

6/42

7/44

8/45

9/47

10/50

11/52

12/54

13/55

14/57

15/59

16/61

17/63

18/64

19/66

20/68

21/70

22/72

23/73

24/75

25/77

a-See pp 30-31, para 5-2g through 5-5d for disposition of pasteurized dairy/egg

products and raw flesh foods.

MEDCOM Pam 40-13

g. Knowledge of the properties of various refrigerated foods, along with the

knowledge of behavior of pertinent foodborne pathogens, provides a framework to

assess the type of health risks that are likely to be encountered in the event of a

refrigeration failure. Therefore, the ecology of the four food groups are briefly reviewed.

(1) Flesh Foods. Raw meat, poultry, and seafood are the most perishable of foods

since they contain an abundance of nutrients and the moisture content required for growth

of bacteria, enzyme actions, yeasts and molds. Because of their high growth rate, bacteria

are the primary spoilage organisms and health threat. Vacuum packaging of chilled meats

increase their shelf life by the reduction in oxygen content and a related increase in carbon

dioxide. This set of conditions is especially effective in inhibiting the growth of the primary

spoilage organisms, the pseudomonads. The addition of salt, which reduces a

(water

activity), also prevents the proliferation of spoilage organisms. Yeast and other bacteria

are not as affected on some food items, such as sausage and bacon, and will eventually

spoil these chilled foods. Lowering the pH of meats, as in fermented sausages, is effective

in controlling the growth of spoilage organisms and some pathogens.

(2) Fruits and Vegetables. Although adequate in nutrients and moisture content,

raw, unprocessed vegetables are attacked by only a few bacteria. Cooking and cutting

destroy their resistance to microbial attack. The lack of B vitamins in fruits, and their low

pH, prevent the growth of most microorganisms except the molds and yeast. Exceptions to

the general acidity of fruits are the melons, that due to their lower acidity levels, allow

enteric pathogens to grow.

(3) Dairy Products. Milk is an excellent growth medium for all types of

microorganisms. Raw milk generally contains various species of microorganisms, but

pasteurization temperatures eliminate all but the sporeformers, and a few thermodurics,

such as the lactic acid bacteria. Post-pasteurization contamination may result in the growth

of gram negative bacteria and reduction of shelf life. The low a

and pH of most ripened

cheeses results in a long shelf life. However, certain soft cheeses, especially the surface of

mold-ripened cheeses, have a high enough a

and pH to permit growth of pathogens.

(4) Bakery Products. The baking process destroys all but the sporeformers in

bread and cakes. The low a

of the products inhibit most microorganisms except molds

that eventually would spoil these products. Baked goods with meat or cream fillings

would facilitate the growth of bacterial pathogens. Spoilage of fresh, refrigerated dough

products is caused mainly by lactic acid bacteria.

5-3. CLASSIFICATIONS OF FOODS BASED ON MICROBIAL RISKS.

a. In terms of public health risks, the FDA classifies foods into two broad categories:

those that support the growth of pathogens (potentially hazardous foods (PHF)) and those

that do not. The PHFs are defined as those with pH values of >4.6 and a

of >0.85. This

guide extends the utility of the FDA’s definition of potentially hazardous foods, in order to

facilitate the salvage of foods exposed to refrigeration failures.

MEDCOM Pam 40-13

b. The guide provides a detailed listing and classification of chilled and frozen products

to identify those products of minimal risk, and therefore can be salvaged. Thus, a

classification scheme and products are listed and classified into two main groups, SAFE

and RISK. Products under the category of SAFE foods generally do not allow growth of

pathogens, but their degree of stability varies widely in terms of quality. These may

include shelf-stable products that are displayed under refrigeration, for example, hard

salami and canned ham labeled refrigerate after opening. Yogurt developed originally for

its stability at room temperature is kept refrigerated to maintain its quality. The guide does

not extend beyond the public health risk to the consumer. The retailer or commissary

officer should be given wide latitude in deciding the quality or marketability of the SAFE

foods.

c. Food exposed to refrigeration failures in any RISK category generally supports

the growth of pathogens and are divided into two groups based on whether or not they

are precooked and/or ready-to-eat (RTE). Those that are RTE are considered of higher

microbial risk because of the absence of cooking (intervention step) immediately before

consumption. Cold-tolerant bacteria cease to grow at freezing temperatures, one can

readily obtain a conservative estimation of risk from L. monocytogenes with foods

categorized as RISK-2. Chilled canned ham is the only product classified as RISK-1.

Because of heat processing and the absence of recontamination, only sporeforming

C. botulinum and B. cereus are potential hazards. Items that have the highest potential

microbial risk are ready-to-eat, chilled products (RISK-3). Because of the capability of

certain pathogens such as L. monocytogenes to grow at refrigeration temperatures, it is

not possible to determine at what point in time they have started to grow in RISK-3

items, exposed to refrigeration failures.

d. The preparation or cooking of raw RISK foods right before consumption greatly

reduces microbial hazards as long as proper sanitary practices are followed, and the

food is fully cooked. Two subsets are identified among these raw flesh foods according

to whether or not they are salted and/or cured. The main concern for products that are

salted/cured (RISK-2) is the potential of S. aureus to grow and produce enterotoxins

that are impervious to heat. In the absence of salting/curing (RISK-3), S. aureus has

difficulty in competing with the normal flora of raw flesh foods as discussed previously.

For the sake of simplicity, the latter are included as a subgroup of RISK 3 category; The

chilled salted/cured uncooked items are classified as a subgroup of RISK 2.

MEDCOM Pam 40-13

CHAPTER 6

OPERATIONAL RATION PROGRAMS

6-1. INTRODUCTION. This chapter establishes guidelines for the food safety and

quality assurance of operational rations. Operational rations are high-dollar value items

with high visibility throughout the Department of Defense. Operational rations are often

used by other government agencies and by the State Department as a source of food

during emergencies. Inspection of operational rations during all phases--at the

assembly plants, upon receipt at installations, and during surveillance--is one of

VETCOM’s top mission priorities. The performance of competent and timely operational

ration inspections is crucial to the Department of Defense’s, and to the Nation’s, go-to-

war and emergency response capability. Operational rations will be subjected to

continual inspections and system quality evaluations from time of receipt to time of use

or consumption.

6-2. GUIDELINES FOR MEALS, READY-TO-EAT ASSEMBLY PLANTS.

a. Inspectors assigned to the MRE assembly plants fall under the direct supervision

of the Chief, Operational Rations Section at HQ VETCOM. Table distribution

allocations (TDAs) for the inspectors are placed under the DVCs for administrative

support. HQ VETCOM will direct the MRE Branches’ mission operations. Soldiers

assigned to the MRE plants are considered to be on special duty. Inspectors are

assigned to the following DVCs and RVCs respectively:

(1) Ameriqual, Evansville, IN – Tennessee Valley DVC, Southeast RVC.

(2) Sopacko, Mullins, SC – Tennessee Valley DVC, Southeast RVC.

(3) Wornick, McAllen, TX – South Texas DVC, Great Plains RVC.

b. Assigned inspectors work directly for the VETCOM Commander and are

managed by the Chief, Operational Rations Section. The DVCs shall recognize the

MRE assembly plants as a branch or a section as appropriate. The DVCs and RVCs

will exercise the following administrative control functions:

(1) Uniformed Code of Military Justice (UCMJ). The DVC Commanders have

UCMJ authority over the inspectors. The RVC Commanders will have UCMJ appeal

authority. The DVCs/RVCs will coordinate inquiries and investigations with HQ

VETCOM.

(2) Reports. The MRE Branch NCOIC will submit the Medical Expense and

Performance Reporting Systems (MEPRS) and Uniform Chart of Accounts Personnel

Utilization System (UCAPERS) to their DVCs. Reports not addressed in the following

paragraph require the approval of HQ VETCOM.

MEDCOM Pam 40-13

c. The DVCs will provide the inspectors direct support for issues relating to the

following:

(1) Administration. DVCs will provide administrative support to include

personnel actions, finance, Army Physical Fitness Test, and Army Substance Abuse

Program urinalysis testing.

(2) Annual Training. DVCs will make every effort to make this training available

via distance learning or online. Annual training performed at the DVC, which requires

inspector participation, shall meet the requirements of paragraph d below.

(3) Common Task Training (CTT). DVCs will make every effort to make this

training available to the inspectors at their duty locations. This can be accomplished by

providing the appropriate training aids and materials to the inspectors at the plant.

(4) Ancillary Support. Inspectors will use the DVC’s installation support

infrastructure for additional support such as housing, Army Community Services, Army

Emergency Relief, Military Personnel and Finance Offices, Army Education Center,

gymnasium facilities, medical and dental care.

(5) Budget and Funding. HQ VETCOM will provide the DVCs additional budget

to support the plant inspectors. When directed by HQ VETCOM, the DVCs will provide

funding for technically related conferences, workshops, and training. The DVCs shall

maintain the MRE Branch budget separately.

(6) Supplies and Equipment. The contractor will furnish essential office supplies,

furniture, and equipment as stated in the contract Plan for the Inspection Job agreement

between the contractor and HQ VETCOM. The DVCs will provide all other supplies and

equipment requests.

(7) Reports. The MRE Plant NCOIC will submit administrative support related

documents to the supporting DVC.

d. The Chief, Operational Rations Section, HQ VETCOM is responsible for

providing the authoritative direction necessary to accomplish the mission and is also

responsible for the strategic planning and operational management of the MRE

Branches. This responsibility includes authoritative directions over all aspects of

operations and training not covered in the paragraphs above. Evaluation reports,

NCOERs, will be processed through the DVCs servicing Military Personnel Office. The

rating scheme for MRE Branch NCOICs will be as follows:

(1) Rater – Chief, Operational Rations Section, HQ VETCOM.

(2) Senior Rater – Chief, Food Installation Support Division, HQ VETCOM.

MEDCOM Pam 40-13

(3) Reviewer – Chief, Food Safety and Quality Assurance Division, HQ

VETCOM.

e. MRE Plant Technical Oversight. The Operational Rations Section, HQ VETCOM,

will provide technical oversight. Oversight includes the daily operational rations

inspection procedures performed by the inspectors, policies, standardization, technical

guidance and training, and Management Control Program and Organizational

Inspection Program (MCP/OIP) administration.

f. Military Occupational Specialty (MOS) Training. The MRE Branch NCOIC will

manage MOS training according to the requirements established by the Operational

Rations Section, HQ VETCOM, Inspection Procedure 21, Training and Certification.

Since most training is provided by civilian agencies, the DVCs will use the funds

provided by VETCOM to pay course fees and temporary duty (TDY) funding. The

DVCs will not direct MOS training for the MRE plant food inspectors.

g. The MRE Branch NCOIC will coordinate inspector absences from the assembly

plant. At no time will the assemble plants be left with less than two inspectors per

DSCP directive. It must be noted that at various times throughout the assembly plant

contract period the assembly plants may close, run shortened work weeks, or run

multiple shifts over weekends and federal holidays. For this reason, the plant

inspectors are not required to report to duty at the DVC when the assembly plants are

not in operation.

h. The Operational Rations Section will review and revise inspection policies and

databases. HQ VETCOM will review and distribute contracts and solicitations. The

RVC/DVC commanders, or their representative, will notify HQ VETCOM of any planned

visits to the MRE Branch. At no time will the RVC/DVC Commander or their

representative correspond directly with the contractor. Communications and

interactions with the contractor are limited to HQ VETCOM and to the plant inspectors.

i. HQ VETCOM will process all MRE plant food inspectors’ award recommendations

for approval or disapproval. This process will include communication with the applicable

DVC to ensure that the individual is not flagged for favorable actions.

6-3. GUIDELINES FOR DEPOT ASSEMBLY OPERATIONS.

a. The inspection activities at Defense Depot Tracy, CA and Mechanicsburg, PA will

perform operational rations inspection in accordance with standardized Depot Assembly

Operations Procedures. Both inspection activities will maintain current and approved

Inspection Procedures. The depots assemble government-owned semiperishable

subsistence components into unitized operational rations, to include, but not limited to:

(1) Unitized Group Rations (UGR) – Heat and Serve.

MEDCOM Pam 40-13

(2) Unitized B Rations.

(3) Arctic Supplement to the UGR.

b. The Allegheny District Veterinary Command (ALDVC) and Northern California

District Veterinary Command (NCDVC) will exercise complete command and control of

their respective depot assembly operations inspections. The Operational Rations

Section, HQ VETCOM will provide technical guidance to ensure standardization of

inspection procedures.

c. Necessary changes and updates to the Depot Assembly Operations Inspection

Procedures will originate from the appropriate DVC Commander. The RVC

Commander will endorse proposed changes and send them forward to the Chief, Food

Safety and Quality Assurance, HQ VETCOM. Proposed changes will be analyzed by

VETCOM, approved/disapproved, and submitted to the Quality Assurance Specialist,

UGR Section, Defense Supply Center Philadelphia for final approval.

d. Inspection Procedures (IP) 18 and 19, posted on the Lotus Notes Individual

Rations Document Library provide guidance on conducting procurement verification

inspections. Currently DSCP is considering moving the assembly of UGR Heat and

Serve, UGR-B and the UGR Arctic Supplement to a commercial assembler. If

assembly of these rations is moved, interim guidance on inspection responsibilities will

be provided by the Operational Rations Section, HQ VETCOM.

6-4. GUIDELINES FOR COMMERCIAL ASSEMBLY OPERATIONS AT UGR-A

ASSEMBLY PLANTS.

a. Veterinary Service Inspection Personnel will only perform final inspections on

UGR-As that are shipped overseas--to include Alaska and Hawaii. All other final

inspections will be performed upon receipt at final service installation. Inspection

responsibility for the currently contracted UGR-A assembly plants is as follows:

(1) Ameriqual, Evansville, IN – Evansville Operational Rations Branch,

Tennessee Valley DVC, Southeast RVC.

(2) LaBatt, Dallas, TX – South Plains DVC, Great Plains RVC.

(3) Labatt Foodservice, San Antonio, TX – South Plains DVC, Great Plains RVC.

(4) Wornick, McAllen, TX – McAllen Operational Rations Section, South Texas

DVC, Great Plains RVC.

(5) Arc Diversified, Cookesville, TN – Tennessee Valley DVC, Great Plains RVC.

MEDCOM Pam 40-13

b. The Operational Rations Section, HQ VETCOM will provide technical guidance to

ensure standardization of inspection procedures. Inspection Procedure (IP) 14, posted

on the Lotus Notes Individual Rations Document Library provides guidance on

conducting procurement verification inspections.

6-5. GUIDELINES FOR COMMERCIAL ASSEMBLY OF SURVIVAL-TYPE RATIONS

AND THE HEALTH AND COMFORT PACK.

a. Rations that fall into this category are not produced at MRE Assembly Plants,

UGR-A Assembly Plants, or Defense Logistics Agency (DLA) Depots. They are not in

continuous production. These items are produced as needed and inspected on a

contract-by-contract basis.

b. The District Veterinary Command (DVC) and Regional Veterinary Command

(RVC) responsible for the area in which the plant is located are responsible for

procurement inspection for government acceptance.

c. The Operational Ration Section, HQ VETCOM, will provide technical guidance to

ensure standardization of inspection procedures. Inspection Procedures (IP) 25-31,

posted on the Lotus Notes Individual Rations Document Library provides guidance on

conducting procurement verification inspections.

6-6. GUIDELINES FOR INSTALLATION LEVEL INSPECTIONS.

a. Receipt Inspection. All rations will be inspected at time of receipt or as soon as

possible thereafter. A complete inspection is required if current inspection guidance

does not accompany the shipment or is not found in the appropriate database. If

current inspection is verified, a general examination will be made for transportation

damage/obvious defects. Additional information on receipt inspections can be found in

the applicable DSCP Handbook 4155.2 appendixes as follows, and can be found on the

DSCP website:

(1) Appendix A – Inspection of Meal, Ready-to-Eat (MRE).

(2) Appendix B – Inspection of Unitized Group Rations – Heat and Serve.

(3) Appendix C – Meal, Cold Weather/Food Packet, Long Range Patrol.

(4) Appendix D – Inspection of Rations, Lightweight (Pending pub).

(5) Appendix E – Inspection of Food Packet, Survival, Aircraft/Life Raft.

(6) Appendix F – Inspection of Food Packet, Survival, Abandon Ship.

(7) Appendix G – Food Packet, Survival, General Purpose.

(8) Appendix H – Inspection of the Humanitarian Daily Ration.

* Guidance on performing receipt inspections of UGR-As is found in OPRATS IP15 in

the LN Individual OPRATS database. OPRATS IP08 in the LN Individual OPRATS

database provides guidance on the surveillance inspection of Kosher/Halal (Religious

Meal) rations.

MEDCOM Pam 40-13

b. In-storage/Surveillance Inspection. These types of inspections are to be

performed on a routine schedule while the rations are in storage. Although perishable

operational rations (UGR-As) are not intended for long storage periods, they will be

inspected monthly to determine product condition in the event that they are stored

beyond their ITD. DLA-owned semiperishable operational rations not kept in cold

storage/war reserve locations, should be inspected at six month intervals. Service-

owned rations should be inspected annually at a minimum with the following

stipulations:

(1) If average storage temperature is maintained between 80F and 100F perform

surveillance inspection within 3 months.

(2) If average storage temperature exceeds 100F perform surveillance

inspection monthly.

Inspection frequencies shall be maintained as long as the ration inspection results do

not indicate significant degradation, and the rations have not reached or exceeded their

serviceable storage life based on the criteria in DOD 4140.27-M, and applicable

appendix. Additional guidance on inspection frequencies is included in DSCP

Handbook 4155.2, section VIII.B. Operational Inspection Procedures 05 (OPRATS IP

05) provides additional guidance for performing surveillance inspections of Meals,

Ready-to-Eat; Operational Inspection Procedures 16 (OPRATS IP 16) provides

additional guidance on conducting surveillance inspections of UGR-As. Both

Operational Ration Inspection Procedures are posted in the Lotus Notes Individual

Operational Rational Library Database.

c. Warranty Inspection. A warranty inspection is performed at the first DOD

destination to receive the rations from the assembly contractor (excluding commercial

contract warehouses). Warranty inspections should be conducted between five and six

months after receipt at destination. Additional guidance on warranty inspections can be

found in DSCP Handbook 4155.2, section VIII.3.

d. Inspection Prior to Sale or Shipment. This type of inspection is usually cursory in

nature and is performed to detect obvious condition defects or for damage that may

have occurred since the last scheduled cyclic inspection. If inspections are not current,

or have not been performed, a more detailed inspection should be conducted prior to

sale/shipment in order to preclude the movement of damaged or deteriorated stocks.

e. Special Inspections. A special inspection will be performed when determined

necessary based upon routine inspection findings (meeting/exceeding inspection action

numbers, for example), customer complaints, requests from DSCP or the Military

Services, or whenever reason exists for such action. Special inspections for UGR-As

are only to be performed when requested by DSCP or by the accountable officer.

MEDCOM Pam 40-13

6-7. LABORATORY ANALYSIS OF OPERATIONAL RATIONS.

a. All end-item non-retort food components used to assemble Meals, Ready-to-Eat

(MREs) and Humanitarian Daily Rations (HDRs) will be sampled and submitted to the

VETCOM Food Analysis and Diagnostic Laboratory by in-plant inspectors for biological

testing. This requirement only applies to the components at the actual MRE plants.

The following guidelines shall be followed:

(1) Two samples of each lot of noncommercial end items and one of ten brand

name commercial end items that are currently in the MRE and HDR assembly plants

will be collected and submitted to the laboratory. Respective inspection instructions on

submitting laboratory samples will be followed at each plant.

(2) Thereafter, new deliveries of end item non-retort MRE and HDR food

components will be sampled and submitted to the laboratory as indicated above.

Samples will be collected and submitted to the laboratory in bulk once a week.

b. At locations other than plants, when doubt exists as to the condition of a lot of

operational rations and the inspection activity determines there is a need for a

laboratory examination and/or test, samples will be submitted to the nearest DOD

Veterinary Laboratory. Utilization of laboratories in the determination of serviceability is

encouraged whenever it is deemed necessary by the inspection activity.

6-8. RECORDING AND REPORTING OF OPERATIONAL RATION INSPECTIONS.

a. All operational ration inspection results will be posted on the following databases

unless otherwise indicated in Operational Rations Inspection Procedures 06 and 17 or

in paragraph b. below:

(1) MREs: VET1\VETSVCS\OPRATS\MRE\MRES.nsf

(2) UGR-As: VET1\VETSVCS\OPRATS\UGRA\UGRA3v46.nsf

(3) UGR-H&Ss: VET1\VETSVCS\OPRATS\UGRA\UGRAHeat.nsf

b. Annotate and locally file DSCP Form 5117 for all other operational rations, that is,

survival rations, Humanitarian Daily Rations, Meal Cold Weather, etc. Make an entry

into the ISP database that inspection was performed on a ration type other than UGR-A,

UGR-H&S or MRE. In the Customer Visit Report (CVR), note that the inspection was

performed, whether there were any defects, and that a DSCP Form 5117 is available

upon request. Notify the Operational Ration Section, HQ VETCOM, if any of these

rations have significant defects other than those easily attributable to the age of the

ration or exhibit signs of premature deterioration.

MEDCOM Pam 40-13

c. Supervisors will monitor all inspections by reviewing the MRE, UGR-A, and UGR

H&S Lotus Notes databases.

MEDCOM Pam 40-13

CHAPTER 7

RECEIPT INSPECTIONS

7-1. INTRODUCTION. This chapter applies to receipt inspections at resale and

wholesale activities in the continental United States (CONUS) and outside the

continental United States (OCONUS). This policy does not apply to Prime Vendor,

fresh fruits and vegetables received OCONUS via container/airlift and inspection of

operational rations. These programs are covered in other chapters of this pamphlet,

MEDCOM Reg 40-28, and other command directives and policies.

7-2. GENERAL RECEIPT INSPECTION PROCEDURES.

a. Determine if required inspection documentation is present at time of receipt.

b. Determine the security measures utilized by the delivery vehicle, that is, seal,

padlock, alarm system, if applicable.

c. Determine the opening temperature of the delivery vehicle, in accordance with

the Quality Assurance Provisions, DeCA BPA/ROA, Technical Data Sheets, or other

applicable contractual requirements.

d. Perform a sanitary inspection of the delivery vehicle.

e. Determine if the products originate from an approved source, in accordance with

Army Regulation 40-657.

f. Determine if products meet applicable contractual requirements, i.e., product

temperatures, age upon delivery and remaining shelf life. These contractual

requirements can be found in the Quality Assurance Provisions, DeCA BPA/ROA,

Technical Data Sheets, or other applicable contractual requirements.

g. Upon completion of inspection, report any nonconformances to the accountable

officer, that is, Commissary Director, Grocery Manager, Produce Manager, DSO/PBO

Chief, Exchange Manager, etc., or designated representative, for disposition

instructions.

h. When an infestation is suspected, food shall be inspected in accordance with

MIL-STD 904.

7-3. SPECIFIC RECEIPT INSPECTION SAMPLING TABLES FOR RED MEATS,

SHELL EGGS, FRESH FRUIT AND VEGETABLES, SEMI-PERISHABLES AND

PERISHABLES.

a. Red Meats.

MEDCOM Pam 40-13

(1) There are two types of red meat inspections.

(a) Limited Routine Inspections. Consist of inspections for vehicle ambient

temperature requirements and obvious defects, i.e. vacuum loss. The sample size for

limited routine inspections is in accordance with local SOP.

(b) All Terms of the Contract Inspections. Consist of full, destructive open

package inspections where all terms of the contract are evaluated. This type of

inspection is only required for every fourth delivery, or once a month, whichever is less.

Samples are selected in accordance with Table 7-1.

1 Strict random sampling is not required; however, representative samples

from each line item will be inspected.

2 Multiple instances of the same defect found in a single cut, such as two

scores on a single cut, will be counted as one defect. Multiple instances of different

defects on a single cut, such as one score, one bone, one lymph node will be counted

as three defects and then added into the overall defect calculation for the entire lot.

This is based upon the Defects Per Hundred Units defect calculation formula found in

ANSCI/ASQC Z1.4-1993. For example:

a A lot size of 48 pieces of market ready beef, Item 112A, are received. The

sample size is 3 cuts. The defect tolerance is AC-1 and RE-2.

b The findings for the first sample are: fat exceeds the requirement and one

piece of bone that exceeds the allowable dimensions. Thus, there are a total of 2

defects for the first sample.

c The findings for the second sample are: fat exceeds the requirement,

unauthorized backstrap that exceeds the allowable dimensions, and two pieces of bone,

each piece of bone exceeds the allowable dimensions. Thus, there are a total of 3

defects for the second sample.

The findings for the third sample are: fat exceeds the requirement. Thus,

there is a total of 1 defect for the third sample.

The total defects for the inspected lot is 6 defects. Since the AC Number is

1 and the RE number is 2, the Reject number is exceeded by 4. The lot would be

considered nonconforming and the results would be sent forward to the accountable

officer for action as deemed appropriate, i.e. request for price adjustment, rejection, etc.

MEDCOM Pam 40-13

TABLE 7-1

RED MEAT SAMPLING TABLE* (ALL TERMS OF THE CONTRACT)

Lot Size Sample Size Defects

accept reject

1-50 3 1 2

51-150 5 2 3

151-500 8 3 4

500+ 13 5 6

NOTE: Sample units of each primal, subprimal, or subcomponent of the market ready

cuts will be examined as a separate lot for acceptance inspection. Lot sizes will be

determined as the number of each primal, subprimal, or subcomponent of the market

ready cut received. A sample unit shall be one unit of product (for example, IMPS 411,

Pork Loin Bladeless) is considered as one unit. When a defect(s) is found that could

represent a potential wholesomeness issue, a VCO or Warrant Officer will be contacted

immediately.

*Extracted from current DeCA TDS Sheets for Beef & Pork

The DeCA TDS link address is https://www.commissaries.com/business/tech_data.cfm

b. Shell Eggs.

(1) There are two levels of inspection for shell eggs:

(a) Limited Routine. These inspections are cursory in nature and consist of

vehicle ambient temperature and obvious appearance factors, that is, checks, dirty,

leakers. These are performed as agreed upon in the ISP, and procedures/sample sizes

are IAW local SOP's.

(b) All terms of the Contract. Under this level, shell egg deliveries will receive

a verification of grade (candling) once a month per DeCA and exchange system vendor.

For all other activities, this may be performed when local SOPs/agreements dictate, or

when problems are found during limited routine inspections.

MEDCOM Pam 40-13

TABLE 7-2

SHELL EGGS SAMPLING TABLE (ALL TERMS OF THE CONTRACT)

Cases in Lot # of Eggs Cases in Sample # of Eggs to Select/Candle

1 100 - 720 1 100

2 to 10 721-3,600 2 200

11 to 25 3,601-9,000 3 300

26 to 50 9,001-18,000 4 400

51 to 100 18,001-36,000 5 500

101 or more 36,001or more 8 800

NOTE:

1. If the lot is composed of the standard 30 dozen eggs per case, utilize the “Cases in

Lot” column from Table 7-2 to calculate sample size.

2. If the lot is not composed of the standard 30 dozen eggs per case, utilize the “# of

Eggs” column from Table 7-2 to calculate sample size (example: eggs received in six

pack or eighteen pack cartons or eggs delivered on metal racks).

3. For lots consisting of less than one case, or 100 eggs, examine 100% of eggs

delivered.

(2) Candling inspection will require the use of “Regulation Governing the

Voluntary Grading of Shell Eggs (7 CFR, Part 56)/United States Standards, Grades,

and Weight Classes for Shell Eggs (AMS 56).” Shell eggs delivered to OCONUS

facilities will be inspected in accordance with local procurement agency specifications.

"DD Form 1237 on file" will be annotated on the CVR.. Completed DD Form 1237 (Shell

Egg Inspection) will be maintained on local file. Separate reports will be completed per

each size received and candled--egg sizes cannot be combined when computing lot

size and sample size.

c. Fresh Fruits and Vegetables. This section excludes fresh fruit and vegetables

received OCONUS via container/airlift which is covered under another chapter in this

pamphlet.

(1) Products are evaluated for appearance factors, customer appeal, and other

specification requirements. Appearance factors, which are part of the customer

acceptability evaluation, include those listed in the U.S. Standards for Grade as basic

requirements and those abnormalities which are known to be unacceptable to the

customer but are not scoreable as defects. The inspection will be preliminary in nature

MEDCOM Pam 40-13

and shall not consist of a full grade evaluation. Grade evaluations will only be

conducted when product grade is in question or as specified by the local SOP.

(2) The lot size shall be expressed in line items, and the sample for examination

shall be the number of pieces indicated in Table 7-3. Defects will be reported as

percent defective, see table 7-4 for computation guidance.

TABLE 7-3

FRESH FRUIT AND VEGETABLE SAMPLING TABLE

Lot Size (By Line-Item) Sample Size (By Line-Item)

Cases Cases

1-5 1

6-25 2

26-150 3

151-1200 5

1201+ 8

NOTE: The initial sample unit is the entire contents of each sample case selected per

line item or the sample amount prescribed by other inspection procedures, that is,

United States Department of Agriculture (USDA) Standards for Grade requires 20 lbs of

potatoes. If obvious defects are noted, additional samples will be selected and

inspected in order to give appropriate disposition recommendation.

TABLE 7-4

PERCENT DEFECTIVE COMPUTATION TABLE FOR FF&V

(see note 1)

STEP 1. Determine the net weight/count/volume of each sample case.

STEP 2. Determine the total net weight/count/volume of all sample cases.

STEP 3. Determine the total weight or count of condition defects/loss from all sample

cases.

STEP 4. The total weight or count of condition defects/loss, is divided by total net

weight/count/volume of samples, and then multiplied by 100, which equals percent

defective.

Example 1 (Calculation based on count):

24 cases of tomatoes delivered (count)

STEP 1. 2 sample cases contained 25 and 24 respectively

MEDCOM Pam 40-13

STEP 2. Total count of 2 sample cases is 49 tomatoes

STEP 3. Total count of defects is 5 tomatoes

STEP 4. 5

49 X 100 = 10.20 percent defective

Example 2 (Calculation based on weight):

30 cases of grapes delivered. (weight)

STEP 1. 3 sample cases weighed 30 lbs, 30 lbs and 32 lbs

STEP 2. Total net weight of 3 sample cases is 92.0 lbs

STEP 3. Total weight of defects is 5.75 lbs

STEP 4. 5.75

92 X 100 = 6.25 percent defective

NOTES:

1. Count, weight or volume is determined based on USDA inspection procedures as

outlined in the appropriate USDA Quick Reference Manual, United States Standards for

Grade, and/or Market Inspection Instructions.

d. Semi-perishable Food.

(1) Lot size will be expressed as the number of shipping containers received for

each delivery. Select samples in accordance with table 7-5.

(2) Strict random sampling is not required; however, select samples from

locations throughout the load to ensure that samples are representative of the delivery.

(3) The sample unit will consist of the entire contents of each sample case.

_____________________________________________________________________

TABLE 7-5

SEMI-PERISHABLE FOOD SAMPLING TABLE

Lot Size Sample Size Number of Pallets to

Number of Cases

Number of Cases Select Samples From

1-50 3 1

51- 500 5 2

501 -35,000 8 3

NOTE: Inspect the entire contents of each shipping container/sample case selected for

sampling. The inspector will compute total quantity of cases received rather than total

quantity of line items received. Individual line item inspection will result only if defects

are observed. In this case, the next higher sample size will be applied to the line item

lot size and inspection conducted to determine extent/severity of defects.

MEDCOM Pam 40-13

Example:

Step One: Semi-perishable delivery received, 510 cases in delivery:

Lot Size: 510 cases

Sample Size: 5 cases

Problem: One line item, oatmeal, found to be defective/nonconforming.

Step Two: Calculate total number of oatmeal cases received, total is 5 cases.

Lot Size: 5 cases

Sample Size; 3 cases—explanation: initially one, move to next higher sample

size of three. The first case initially inspected is not counted in the second

sample size.

When a defect(s) is found that could represent a potential wholesomeness issue, a

VCO or Warrant Officer will be contacted immediately.

______________________________________________________________________________

e. Perishable Food.

(1) Lot size will be expressed as the total number of shipping containers

received for each delivery. Selected samples in accordance with table 7-6.

(2) Strict random sampling is not required; however, selected samples from

various locations throughout the load and ensure that samples are representative of the

delivery.

(3) The sample unit will consist of the entire contents of each sample case.

______________________________________________________________________

TABLE 7-6

PERISHABLE FOOD SAMPLING TABLE

Lot Size Sample Size Number of Pallets to

Number of Cases

Number of Cases Select Samples From

1-50 3 1

51-500 5 2

501-35,000 8 3

NOTE: Inspect the entire contents of each shipping container/sample case selected for

sampling. The inspector will compute total quantity of cases received rather than total

quantity of line items received. Individual line item inspection will result only if defects

MEDCOM Pam 40-13

are observed. In this case, the next higher sample size will be applied to the line item

lot size and inspection conducted to determine extent/severity of defects.

Example:

Step One: Perishable delivery received, 510 cases in delivery:

Lot Size: 510 cases

Sample Size: 5 cases

Problem: One line item, frozen corn, found to be defective/nonconforming.

Step Two: Calculate total number of frozen corn cases received, total is 5 cases.

Lot Size: 5 cases

Sample Size: 3 cases – explanation: initially one, move to next higher sample

size of three. The first case initially inspected is not counted in the second

sample size.

When a defect(s) is found that could represent a potential wholesomeness issue, a

VCO or Warrant Officer will be contacted immediately.

______________________________________________________________________

f. Department of Defense (DOD)-Owned Foods:

(1) Receipt inspections of DOD-owned foods should primarily focus on

inspecting for wholesomeness and suitability for continued storage, shipment, issue,

sale, and consumption. Sample size information is contained in AR 40-656, Veterinary

Surveillance Inspection of Subsistence. Disposition recommendations are as follows:

(a) Normal Issue.

(b) Condemnation for Unwholesomeness.

controlled atmosphere storage areas, freezer, priority issue, etc.).

(d) Shelf-life Extensions – handled on a case-by-case basis, follow written

directives or local established policies. Local policies shall cover length of extension,

items authorized for extension, and extension approval authority.

(e) The Accountable Officer will notify the Installation Transportation Officer

upon receipt of government-owned food damaged during shipment or of food items

being shipped along with nonfood items, prior to off-loading. The Installation

Transportation Officer or the Accountable Officer is responsible for completing

transportation discrepancy reports for faulty shipments of government-owned food.

MEDCOM Pam 40-13

7-4. RECEIPT INSPECTION RESULT REPORTING PROCEDURES. Receipt

inspections will be entered into the Lotus Notes Installation Support Plan (ISP)

database, under the “Subsistence Inspection Report” prompt. Specific details with

respect to filling out the report are contained in the database under the “help” prompt.

The ISP Chapter of this pamphlet details the purpose of all reports that are generated in

the Lotus Notes ISP database.

7-5. RISK ASSESSMENT FACTORS AND POTENTIAL RISKS. Observation of any

of the following requires immediate notification of the first line supervisor and the

accountable officer.

a. Evidence of unwholesomeness such as deterioration or spoilage due to

contamination by microorganisms, their toxins, or physical contaminates.

b. Exposure to biological, chemical, radioactive agents, or other foreign matter.

c. Item found to be unfit for intended use due to extensive damage or other reason.

d. Evidence of insect or rodent infestation.

e. Transportation damage or product deterioration.

f. Deliberate contamination or tampering.

g. Swellers, due to any reason. This excludes items that typically exhibit soft

“swelling,” such as some dry bakery mixes.

h. Oxidation/rancidity, observed chemical changes.

i. Mildew/mold/rot, any discoloration, growth, or decay caused by fungi.

j. Leakers, due to any reason.

k. Vacuum loss, complete loss of vacuum in products that normally require a

vacuum.

l. Items not originating from an approved source.

MEDCOM Pam 40-13

CHAPTER 8

OCONUS FRESH FRUIT AND VEGETABLE

CONTAINER/AIRLIFT INSPECTIONS

8-1. INTRODUCTION. This chapter describes the procedures for the inspection of

fresh fruits and vegetables (FF&V), purchased for and received overseas, at origin and

destination. Data gathered from the performance of these inspections is made available

to the Defense Commissary Agency (DeCA), the Defense Logistics Agency (DLA), and

the Defense Supply Center Philadelphia (DSCP).

8-2. GENERAL ORIGIN INSPECTION PROCEDURES.

a. This portion of the inspection is performed in order to ensure that the product is

suitable for shipment and its intended purpose upon arrival.

b. Lot size is expressed as the number of shipping containers per each line item

delivered. The initial sample unit is drawn in accordance with the sample size

expressed in the U.S. Standards for Grade, specifications, or procurement documents.

c. Defects will be reported as percent defective, see table 8-1 for computation

guidance. Defect classification and tolerances are in accordance with applicable U.S.

Standards for Grade, specifications, or procurement documents. The product is

evaluated for grade/specification requirements and for any appearance factors –

customer appeal. Appearance factors which are part of the customer acceptability

evaluation include the following: those listed in the U.S. Standards for Grade as basic

requirements and those abnormalities which are known to be unacceptable to the

customer but are not scoreable as grade defects.

d. Inspect and record the number of containers being loaded, container destination,

average product internal temperature, container closing temperature, and number of

line items. All pertinent inspection information will be entered into the Origin Inspection

Support and Distressed Items at Origin Inspection portions of the database no later than

24 hours after completion of inspection.

e. The origin chain of command will be kept informed of problems, issues, and

patterns of nonconformance involving origin inspections.

8-3. GENERAL DESTINATION INSPECTION PROCEDURES.

a. Destination inspection will be conducted in the same manner specified in all

paragraphs except for paragraph 8-2.d. above.

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b. Notify the accountable officer immediately if the product does not meet applicable

requirements. The accountable officer will make decisions with respect to requesting

credit based upon the inspector’s findings.

c. When products are washed or fumigated upon receipt, complete the fumigation/

wash portion of the report according to local policy.

d. All pertinent inspection information will be entered into the Destination Inspection

portions of the database no later than 24 hours after completion of the inspection.

________________________________________________________________

Table 8-1

PERCENT DEFECTIVE COMPUTATION TABLE FOR FF&V

(see note 1)

STEP 1. Determine the net weight/count/volume of each sample case.

STEP 2. Determine the total net weight/count/volume of all sample cases.

STEP 3. Determine the total weight or count of condition defects/loss from all sample

cases.

STEP 4. The total weight or count of condition defects/loss, is divided by total net

weight/count/volume of samples, and then multiplied by 100, which equals percent

defective.

Example 1 (Calculation based on count):

24 cases of tomatoes delivered (count)

STEP 1. 2 sample cases contained 25 and 24 respectively

STEP 2. Total count of 2 sample cases is 49 tomatoes

STEP 3. Total count of defects is 5 tomatoes

STEP 4. 5

50 X 100 = 10.20 percent defective

Example 2 (Calculation based on weight):

30 cases of head lettuce delivered. (weight)

STEP 1. 3 sample cases weighed 30 lbs, 30 lbs and 32 lbs

STEP 2. Total net weight of 3 sample cases is 92.0 lbs

STEP 3. Total weight of defects is 5.75 lbs

STEP 4. 5.75

92 X 100 = 6.25 percent defective

NOTES:

1. Count, weight or volume is determined based on USDA inspection procedures as

outlined in the appropriate USDA Quick Reference Manual, United States Standards for

Grade, and/or Market Inspection Instructions.

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8-4. INSTRUCTIONS FOR COMPLETING OCONUS FF&V CONTAINER/AIRLIFT

INSPECTION SUPPORT REPORT.

a. Origin Inspection Support Section:

Entered By: automatically fills-in after report is opened; name only, may be manually

changed to reflect a different FOOD INSPECTOR entering report

Inspection Date: automatic fill-in with the today’s date; to change date, click on the

small box with a “16” on it; select appropriate date from calendar; select “OK”

Inspection Site: click small “arrow”; select appropriate site from list; select “OK”

Destination: click small “arrow”; select appropriate destination from list; select “OK”

Delivery Type: select either “Airlift” by plane or “Container” by ship; click on

appropriate circle

Container Number: click in empty box; if delivery type is “Container” type in container

number (i.e., NPRU 585861-2); if delivery type is “Airlift” leave blank or type “None”

RDD: (Required Delivery Date): click in empty box; enter the 4-digit Julian date of

delivery (i.e., 3224); RDD may be obtained from shipping personnel or shipping

documents

Seal Number: click in empty box; enter the seal number placed on the container (i.e.,

393940); if unsure if seal was placed on container leave blank; if no seal was placed on

container enter “None”

Ship Date: click on the small box with a “16” on it; select appropriate date product is to

be shipped from the U.S.; approximate date may be entered if a definitive date is not

known; select “OK”

Average Product Internal Temperature: click in empty box; enter the 2-digit

Fahrenheit temperature; if product internal temperature is not taken, leave blank

Container Closing Temperature: click in empty box; enter the 2-digit Fahrenheit

temperature; if closing temperature is not taken, leave blank

Line Items Inspected: click in empty box; enter number of line items inspected by

FOOD INSPECTOR, can be obtained from shipping invoice

Line Items Shipped: click in empty box; enter the number of line items shipped, can

be obtained from shipping invoice; this number should more or less match the “Line

Items Inspected” number

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Are There Rejected Items: click small “arrow”

“NO” answer – move on to next area or question on inspection form

“YES” answer – click on large gray box titled “Click here to EDIT Rejected Item

Table” once the gray box is selected:

• Click box titled “New”

• Cat No – click small “arrow”; find appropriate item; select “OK”

• Nomenclature – automatically fills-in after selecting appropriate “Cat

No”

• Country of Origin – click small “arrow”; find appropriate country of

origin; select “OK”

• Reason for Rejection – click small “arrow”; find appropriate reason for

rejection; select “OK”; “Other” defect must be clearly explained in the

“Origin Inspector Remarks” section

• Upon completing all the blocks for the first item, click the box titled

“New” again and repeat the procedure again for each additionally

rejected item found

Are There Distressed Items: click small “arrow”

“NO” answer – move on to next area or question on inspection form

“YES” answer – click on large gray box titled “Click here to EDIT Distressed Item

Table” once the gray box is selected:

• Click box titled “New”

• Cat No – click small “arrow”; find appropriate item; select “OK”

• Nomenclature – automatically fills-in after selecting appropriate “Cat

No”

• Defect – click small “arrow”; find appropriate defect; select “OK”;

“Other” defect must be clearly explained in the “Origin Inspector

Remarks” section

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• % Defect – click in empty box; enter the percent defective, only enter

the numbers, no % symbol

• Cases Shipped – click in empty box; enter the total number of cases

of this product shipped to destination

• Upon completing all the blocks for the first item, click the box titled

“New” again and repeat the procedure again for each additionally

distressed item found

Origin Inspector’s Remarks: click in empty box; enter applicable remarks on the

report (i.e., conveyance padlocked, conveyance sanitation issues, item delivered with

defects because it was best available due to season or weather, etc.); also use this

section to record rejected or distressed items that do not show up in the drop down

menus above, ensure to list all pertinent information for the items (i.e., Cat No,

Nomenclature, Country of Origin, Reason for Rejection, Defect, % Defect, Cases

Shipped); in addition send a “Memo to Evaluator” to have the items recorded in the

remarks section added to the drop down menus; explain in detail the “Other” defects

mentioned in the report

Origin Inspector Pictures: click “Yes” or “No” in appropriate circle; click on small blue

“Book” icon and follow directions on the screen for posting pictures

Origin Report Reviewed and Approved By: click small “arrow”; select the appropriate

name from list; select “OK”; you may also type in the appropriate name of person

reviewing and approving origin inspection results

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b. Destination Inspection Section:

Delivery Date: click on the small box with a “16” on it; select appropriate date from

calendar; select “OK”

Delivery Time: click on the small box with a “clock” on it; select appropriate time from

list; select “OK”

Inspection Date: click on the small box with a “16” on it; select appropriate date from

calendar; select “OK”

Inspection Time: click on the small box with a “clock” on it; select appropriate time

from list; select “OK”

Inspection Site: click small “arrow”; select appropriate site from list; select “OK”

Line Items Inspected: click in empty box; enter number of line items inspected by food

inspector, can be obtained from receiving invoice

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Line Items Non-Conforming: click in empty box; enter number of line items with

nonconformances, this should match the number of items listed in the “Defects” section

Container Opening Temp: click in empty box; type in the opening temperature of the

delivery conveyance; if opening temperature is unknown, type “UKN” in box; explain in

“Destination Inspector’s Remarks” section why opening temperature was not verified or

known

Oxygen Level: click in empty box; record the oxygen level if conveyance was using

any form of reduced/modified atmosphere delivery system; if conveyance was not using

a reduced atmosphere delivery system, leave blank

Destination Inspector’s Remarks: click in empty box; enter appropriate remarks on

the report (i.e., conveyance padlocked, conveyance sanitation issues, load shifted,

pallets fell, crushed products, etc.); this section is also used to record rejected or

distressed items that do not show up in the drop down menus, ensure to list all pertinent

information for the items (i.e., Cat No, Nomenclature, Product Internal Temp, Cases,

Defect, Disposition, % Defect, % Customer Appeal, % Total); in addition send a “Memo

to Evaluator” to have the items recorded in the remarks section added to the drop down

menus; explain in detail the “Other” defects mentioned in the report

Destination Inspector’s Pictures: click “Yes” or “No” in appropriate circle; click on

small blue “Book” icon and follow directions on the screen for posting pictures

Are There Distressed Items:

“NO” answer – move on to next area or question on inspection form

“YES” answer – click on large gray box titled “ENTER Destination Defects” once

you have clicked the gray box:

• Click box titled “New”

• Cat No – click small “arrow”; find appropriate item; select “OK”

• Nomenclature – automatically fills-in after selecting appropriate “Cat

No”

• Product Int Temp – click in empty box; enter the 2-digit Fahrenheit

internal temperature

• Cases – click in empty box; enter the total number of cases of this

product received at destination

• Defect – click small “arrow”; find appropriate defect; select “OK”;

“Other” defect must be clearly explained in the “Destination Inspector’s

Remarks” section

• Disposition – click small “arrow”; find appropriate disposition; select

“OK”

ACC WO/LOSS-Accept without Loss

ACC W/LOSS-Accept with Loss

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COMP LS CONDMN-Complete Loss Condemned

PART LS CONDMN-Partial Loss Condemned

• % Defect – click in empty box; enter the percent defective that only

deals with grade & quality, only enter the numbers, no % symbol

• % Cust Appeal – click in empty box; enter the percent defective that

only deals with customer appeal, only enter the numbers, no % symbol

• % Total – automatically fills-in

• Upon completing all the blocks for the first item, click the box titled

“New” again and repeat the procedure again for each additionally

distressed item found

Destination Inspector’s Name: click on large gray box titled “ADD INSPECTOR’S

NAME”, name automatically appears along with today’s date; the name can be

manually changed as required

c. Fumigation/Wash Section:

Are There Items Requiring Fumigation:

“NO” answer – move on to next area or question on inspection form

“YES” answer – click on large gray box titled “EDIT Fumigation Table” once you

have clicked the gray box follow the same general instructions that have been

previously discussed above for reporting rejected and distressed items

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Are There Items Requiring Wash:

“NO” answer – move on to next area or question on inspection form

“YES” answer – click on large gray box titled “EDIT Wash Table” once the gray

box is selected, follow the same general instructions discussed above for reporting

rejected and distressed items

Other Information: this section is currently only being completed by Japan, Okinawa,

and Korea; if this is the inspector’s first time using this section, previously completed

reports will be reviewed in order to fully understand how to complete this section.

d. Produce Department Section:

General Information: This section is for Produce Department information, inspector

must acquire this information from the Produce Department Manager or designated

representative and enter this information onto the report; the information recorded in this

section need not match the inspector’s findings, the produce department may ask for a

higher credit than suggested by the inspector, or may ask for credit on an item that the

inspector did not determine to be nonconforming (especially applies to customer

appeal); this section is not for inspector comments or suggestions

Are There Any Items to Report:

“NO” answer – move on to next area or question on inspection form

“YES” answer – click on large gray box titled “ENTER Produce Dept Defects”

once you the gray box is selected:

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• Click box titled “New”

• Cat No – click small “arrow”; find appropriate item; select “OK”

• Nomenclature – automatically fills-in after selecting appropriate “Cat

No”

• Defect – click small “arrow”; find appropriate defect; select “OK”

• % Loss – click in empty box; enter the percent loss, only enter the

numbers, no % symbol

• % Credit – click in empty box; enter the percent credit the produce

department is requesting for this item, only enter the numbers, no %

symbol

• Credit Amt ($) – click in empty box; enter the dollar amount the

produce department has calculated will be the credit amount they

should receive

• Upon completing all the blocks for the first item, click the box titled

“New” again and repeat the procedure again for each additionally

distressed item found

Total Credit Amount Requested: automatically fill-ins, after clicking in next section

“Produce Dept POC”

Produce Dept POC: click in empty box; enter the produce department representative

that provided the information in this section

Date: click on the small box with a “16” on it; select appropriate date from calendar;

select “OK”

Produce Department Remarks: click in empty box; remarks are those of the produce

department not the inspector’s; record anything that the produce department requests

be placed here; clarify and have the produce department review comments before

finalizing this section

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e. PBO/DSO Section:

General Information: This section is for PBO/DSO use only. The inspector will have

no involvement in this section unless requested by PBO/DSO; the PBO/DSO may credit

a lower or higher credit for defects found or than requested by the produce department

Are There Any Items to Report:

“NO” answer – move on to next area or question on inspection form

“YES” answer – click on large gray box titled “ENTER PBO/DSO Defect Credits”

once the gray box is clicked:

• Click box titled “New”

• Cat No – click small “arrow”; find appropriate item; select “OK”

• Nomenclature – automatically fills-in after selecting appropriate “Cat

No”

• % Loss – click in empty box; enter the percent loss, only enter the

numbers, no % symbol

• % Credit – click in empty box; enter the percent credited by the

PBO/DSO to the produce department, only enter the numbers, no %

symbol

• Credit Amt ($) Approved – click in empty box; enter the dollar amount

the PBO/DSO awarded the produce department for this item

• Upon completing all the blocks for the first item, click the box titled

“New” again and repeat the procedure again for each additionally

distressed item found

PBO/DSO: click in empty box; enter the PBO/DSO point of contact as indicated by

Produce Department

Date: click on the small box with a “16” on it; select appropriate date from calendar;

select “OK”

PBO/DSO’s Remarks: click in empty box; remarks are those of the PBO/DSO not

FOOD INSPECTOR; record information only as directed by the PBO/DSO; ensure to

clarify and have produce department review comments before finalizing this section

Total Credit Amount Requested: automatically fills-in, after clicking in next section

“Destination Report Reviewed and Approved By”

Destination Report Reviewed and Approved By: click small “arrow”; select the

appropriate name from list; select “OK”

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Destination Report Reviewed and Approved By: SFC SNUFFY

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CHAPTER 9

INSTALLATION FOOD

SAMPLING PROGRAMS

9-1. INTRODUCTION. This chapter provides procedures for food sample

management. Auditable food sample records must be maintained for samples taken in

conjunction with commercial sanitation audits, destination monitoring programs, and for

public health or quality assurance reasons. This program is necessary to prevent

unwarranted suspicion of impropriety.

9-2. PROCEDURES.

a. When samples are taken in areas such as troop issues, depots, or other

subsistence storage facilities, inspectors will complete MEDCOM Form 57a (Sample

Removed by Quality Assurance Representative) and place the form in the void space

left in the master container (case) upon removing the sample. Inspectors must reseal

and double stamp containers from which samples are taken in accordance with TB

MED 263. The DOD Complete Inspection Approval (CIA) stamp will be used. The

master container will be remarked to reflect actual contents remaining in the container

for issue.

b. Directions for completing DA Form 7539

DIRECTIONS FOR COMPLETING DA FORM 7539

REQUEST FOR VETERINARY LABORATORY TESTING

& FOOD SAMPLE RECORD FOR

FOOD SAMPLE MANAGEMENT

General Information: A separate DA Form 7539 must be completed for each different

government facility from which samples are drawn, i.e., a separate form for the

commissary, the shoppette, dining facility, TISA, etc. If more than six items are pulled

from one facility during a specific period, for example in conjunction with a single

inspection or when samples are pulled throughout one week and a “running” DA Form

7539 is maintained, additional copies of page two will be used in order to record the

appropriate number of samples. No more than twelve items may be recorded on any

one DA Form 7539. Note that this form has a dual purpose. The guidance in this

section applies only to sample management. When the form is utilized in conjunction

with laboratory sample submission, the guidance in the chapter that governs Laboratory

Sample Submission will be followed.

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Directions for Completing Page One of the Form:

Block 1: Select location from the pull down menu. The Inspection Responsibility Code

(IRC) will fill in automatically.

Block 2: Enter the name and rank of the inspector that pulled the sample(s). Enter the

inspector’s duty telephone number.

Block 3: Enter a control number following the guidance established by local policy. A

control number will be assigned to each form, and a log of the forms will be maintained

in order to ensure sample and form accountability.

Block 4: This block will be left blank.

Block 5: This block will be left blank.

Block 6: This block will be left blank.

Block 7: Enter the complete facility name, address, and telephone number from which

the samples were taken. An example of completed information is: Harrison Village

Commissary, 9162 E. 56

Street, Indianapolis, IN, 46216. (317) 610-7217

Block 8: Select the correct dates from the pull-down menu. If samples are collected

over a period of time (no longer than one week), enter the first date that a sample was

pulled in the first section, and the final date that a sample was pulled in the second

section. If samples are collected and the form is finalized in the same day, enter the

same dates in both areas of the block.

Block 9: This block will be left blank.

Block 10:

Enter the name and rank of the section NCOIC, or of an inspector at the

section other than the one that initiated the form, in accordance with local policy. The

inspector that whose name appears, and that signs the form, is doing so as confirmation

that the samples were properly disposed of and that the sample form was completed

correctly. The inspector listed in block two will not be the same inspector listed in block

ten.

Block 11:

Enter the name and title of the accountable officer for the location from

which the sample was pulled. Forms are not considered to be complete until the

accountable officer, or appropriate representative, signs the form. Forms will be

presented to the accountable officer for signature in a timely manner and as soon as the

form is completed as possible.

Block 12:

Use this block to provide any relevant information that does not appear

elsewhere on the form. Local policy may require that the reason for pulling the samples

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be given. For example, “Sample numbers 1-4 were used for internal temp verification;

sample numbers 5-6 were used for cut tests.” Select “No” from the pull down menu that

appears in this block.

Directions for Completing Page Two of the Form:

Block 13: Enter relevant, complete information for each sample pulled:

Submitter Sample Number: Enter sample number, beginning with number 1, in this

area. No more than twelve samples may be recorded for each sample form. When a

sample number greater than six is pulled, utilize another copy of page two to record

sample numbers seven through twelve.

Sample Description: Enter complete product description, to include common name,

type, and classification. For example, “milk, chocolate, 2%,” “yogurt, lowfat, cherry,”

“apple, red delicious,” or “ground beef, 85% lean.”

Brand Name: Enter the specific product brand as applicable. For example, “Hormel,”

“Carl Buddig,” “Sunkist,” or “Prairie Farms.”

Universal Product Code (UPC): Enter the universal product code found on the

product label, or produce shelf tag. This code is also known as the “bar code.” It is the

label scanned or entered by the cahier at the register when scanning the product for

sale.

Product Code: Enter all lot number, “use by” or expiration date, and other lot

information as it appears on the product label/container. Enter N/A for produce items or

other items that do not exhibit such codes.

Sample Weight/Volume: Enter the weight or volume of the sample as it appears on

the product label or package. Weights for produce items will be obtained by weighing

them on a calibrated scale.

Quantity Submitted:

Enter the amount of individual samples taken, expressed in units

of issue or sale. For example, “one can,” two bags,” two jars,” or “one pound.”

Unit of Issue:

Enter the unit of issue or sale. The unit of issue is determined by how it

is charged upon being issued or sold. For example, “pound,” bag,” “jar,” “can,” or “box.”

Total Cost:

Enter the dollar value that the sample costs. When pulling more than one

item per sample, the cost must be calculated by multiplying the unit of issue by unit

cost. For example, if two gallons of milk are pulled and each is priced at $2.80, then the

total cost would be $5.60 (2x $2.80= $5.60).

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Disposition: Enter the sample’s final disposition, that is, what ultimately happened to

the sample in accordance with guidance established in local policy. Choices include,

but are not limited to, “laboratory sample submission,” “returned to accountable officer,”

or “destroyed.”

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CHAPTER 10

SALVAGE/DISTRESSED FOODS AT GOVERNMENT RETAIL AND STORAGE

FACILITIES

10-1. INTRODUCTION. This chapter establishes procedures for the salvage of

physically damaged, over-aged, or otherwise distressed military-owned semi-perishable

subsistence.

10-2. PROCEDURES.

a. DeCA Facilities – Food that is physically damaged after being received may be

sold to customers only with proper verification by the food inspector. In accordance with

DeCA Directives 40-3, 40-4, 40-5 and subject DeCA memorandums, the Commissary

Director will appoint a salvage coordinator from among his employees. The salvage

coordinator will be responsible for sorting salvageable and unsalvageable food, cleaning

and repairing product packaging as appropriate. Food inspectors verify that

unwholesome food is not offered for sale in accordance with the general guidelines in

paragraph four below. Food inspectors are responsible for training the assigned

salvage coordinator(s) on an as needed basis, at least quarterly, and whenever new

salvage coordinators are assigned. All training should be entered on the ISP database

on a Customer Visit Report. Food inspectors will ensure that all salvage items are

inspected prior to being offered for sale.

b. Exchange Service Food Stores – Food inspection personnel will alert

management of damaged/distressed food items that are found during walk-thru

inspections and will make appropriate recommendations for disposition. Food

inspectors will work with store management and employees to ensure only wholesome

food is offered for sale in accordance with the guidelines listed in this chapter. Food

inspectors are responsible for training the appropriate AAFES/NEX employees assigned

as salvage coordinator(s) on an as needed basis and documented. All training should

be entered in the ISP Database on a Customer Visit Report. Food inspectors will notify

the chain of command when any concerns arise regarding salvage operations.

c. Troop Issue Subsistence Activities / Dining Facilities – Food inspection salvage

duties include the inspection of subsistence turn-ins, transfers, and downgrading the

condition code/issue-status of stored food items. Specific guidance is found throughout

AR 40-656, Veterinary Surveillance Inspection of Subsistence; AR 30-22, The Army

Food Program; DA Pam 30-22, Operating Procedures for the Army Food Programs;

and applicable inspection documents for operational rations.

d. Depots – DLA-owned food items are maintained in condition codes that indicate

serviceability. Normal issue stocks are placed in Condition Code “A”. Condition Codes

“B” and “C” are food items that are determined to be, as a result of inspection, less

serviceable and require an increased inspection frequency. Condemned stocks are

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assigned Condition Code “H”. A complete listing of authorized condition codes is found

in DLAD 4155.37, Appendix S. Inspectors shall utilize a DD Form 1225 (Storage

Quality History Report) when changing the condition code of a food lot.

10-3. GUIDELINES.

a. Food inspectors shall utilize the USDA Guide for the Evaluation of Metal

Containers (USDA File Code 125-A, posted in the Lotus Notes VETCOM Library

database) or other suitable reference for the evaluation of canned foods and when

conducting training for other inspectors or salvage coordinators.

b. Items that exhibit critical/severe defects will be condemned, these include cans

that are severely dented on seams. Inspectors must utilize an appropriate risk

management thought process.

c. Items that exhibit major defects are condemned if the defect materially affects the

serviceability of the product. The product may be sold if serviceability is unaffected.

d. Items that exhibit minor defects may be resold, provided that usability is not

affected.

e. Salvage items should be monitored frequently by the food inspectors and

re-inspected as needed until the product is sold, issued, consumed, expired, or

condemned.

f. Torn boxes or bags with exposed product will not be sold. If an interior bag or

liner (primary package) is intact, the exterior container may be taped shut and the

product offered for sale. Boxes that are slightly crushed, but not torn or opened, must

be removed from the regular stock area and processed as a salvage item.

g. Unwholesome or unserviceable food must be isolated from food stocks that are

designated for normal issue or sale. Affected products must be identified for disposal,

returned to vendor, or condemned. This action will prevent accidental restocking or

consumption of unwholesome/unserviceable products.

h. Salvage operations that are not effectively managed by facility personnel may be

temporarily or permanently taken out of operation through consultation with the chain of

command through the Regional Veterinary Command level and through the Region’s

coordination with the DeCA Regional Warrant Officer.

i. Manufacturer product labels on salvage items must remain intact to the extent that

product identity and a complete ingredient list is still present on each item. Items that

do not meet these criteria will not be offered for resale.

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CHAPTER 11

RAPID TESTING METHODS FOR FOOD CONTACT SURFACES

11-1. INTRODUCTION. This chapter introduces rapid food contact surface testing

methods and assists in ensuring that personnel have the knowledge and ability to select

and properly utilize rapid diagnostic equipment and supplies in conjunction with

determining sanitary compliance of military and commercial establishments. This

chapter focuses specifically on utilization of the Charm LUM-T PocketSwab and is not

intended to be a complete and final list of recommended equipment and supplies. This

chapter will be subject to many changes in the future due to continuing advances in the

rapid diagnostics market.

11-2. GENERAL INFORMATION.

a. The Charm LUM-T, and equivalent ATP bioluminescence monitors, provide a

rapid result that measures adenosine triphosphate (ATP), not bacteria.

Bioluminescence monitors are proven to be an effective means to quickly assess and

monitor effective cleaning of food contact surfaces. Bioluminescence monitors can

identify “hot spots” – areas that contain organic material that could possibly support and

accelerate microbial growth. The technology of ATP bioluminescence for biological

testing has become increasingly useful due to the real-time capabilities, ease of use,

and affordability that it offers. It is not intended to replace microbiological testing, but it

is an easier and faster means to determine cleanliness based upon the absence of

organic material rather than by counting colony forming units (CFUs) of

microorganisms.

b. An understanding of the basic principles of ATP bioluminescence is important.

ATP is a molecular compound essential and common to all plant, animal, and microbial

cells. This compound combines and reacts with the enzyme luciferase resulting in the

release of light. The emitted light is measured by using the Charm LUM-T. This output

of light is proportional to the amount of ATP present on a given surface. The

measurement of biological contamination is approximated by determining the amount of

ATP contained within or on the material. The swab is pulled out of the PocketSwab

cartridge, then the tip end is swabbed over a 4-inch square area (100 cm2). The swab

is then inserted back into the ATP cartridge and shaken. During the shaking action, the

ATP from the swab material is mixed with luciferin/luciferase, which is in the form of a

white tablet in the PocketSwab cartridge. The cartridge is then inserted into the LUM-T

unit. That light-generating reaction that results from the combination is then measured

in the form of Relative Light Units (RLUs). The resulting number is a measure of the

amount of ATP on the tested surface and is an indicator of surface cleanliness. It is

NOT a count of bacteria. For the sake of consistency, it is imperative that the surface

area covered with the swab is standardized in the standard operating procedures. This

results in reproducible and standard results.

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c. Because ATP bioluminescence is a non-specific test, there are some limitations.

Since it is a broad hygiene monitoring system, it not only detects bacteria, but it also

detects all other biological ATP present. Test results do not specify between different

sources from which all ATP is being measured; therefore, the feedback given is only an

indicator of whether or not the surface being tested is clean. There is no direct

correlation between microbial counts and the amount of ATP on a surface. Generally,

Charm readings of 50,000 are almost always associated with the presence of

microorganisms, particularly readings of 100,000 or more. The “gray area” falls

between readings that range between 5,000 to 50,000. Readings in this range may or

may not be associated with the presence of microorganisms. Maximum limits for “gray

area” readings should be established. If readings above 22,500 are obtained after a

baseline is established, conduct a confirmation swab (Redi-Swab) and send it to the

FADL or local Veterinary Laboratory. The bottom line is that if ATP is present, whether

from microorganisms or other biological material, then the potential exists for microbial

growth.

11-3. PROCEDURES.

a. The first step in utilizing the Charm LUM-T PocketSwab is to determine a

baseline or background ATP on the surface to be tested. This can be accomplished by

testing the surface after it has been rigorously cleaned and sanitized. This will reveal

that the inspector knows exactly how clean the given surface can be and will help in

establishing a baseline. Clean surfaces will generally show very low levels of total ATP.

Because the PocketSwab is very sensitive, a threshold of 10 times the background can

be accepted. For example, if a cleaned and sanitized surface reveals a reading of 200,

the acceptable threshold for a pass/fail would be 200 x 10 = 2,000. Different surfaces

may have different thresholds. This is why it is vital to establish a realistic, meaningful

baseline during the implementation phase. The second step in using the PocketSwab

to verify surface sanitation is to identify which surfaces are to be monitored. Food

contact surfaces are extremely important, followed by non-food contact surfaces, i.e.

floor drains.

b. Sanitation surveillance and training programs have applications during sanitation

inspections in military facilities and sanitation audits of commercial facilities. Basic

guidelines for their application are as follows:

(1) In military establishments, inspectors have traditionally performed visual pre-

operation sanitation inspections of meat processing rooms, delis, bakeries, fish, and

produce processing rooms. Pre-operational applies to the LUM-T in that it should be

utilized after cleaning and prior to the beginning of the production day. Prior to the

availability of rapid diagnostics equipment, defects were commonly assessed based

upon what the inspector could see rather than on any scientific measurement. When

determining which areas should be swabbed in a military facility, normal operations and

clean up should first be observed in order to determine the exact area where the

greatest potential for contamination exists. It is best to initially swab at least seven (one

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control swab), but no more than 20 locations at least once per week. Record the results

and note high readings, above 50,000 RLUs; marginal readings, between 5,000 and

49,999 RLUs; and acceptable readings, below 5,000 RLUs. After a period of time, with

cooperation between cleaning and operating personnel, a determination can be made

with respect to the exact surfaces that should be swabbed regularly.

(2) Visual inspection techniques are also typically utilized in commercial

establishments. One additional advantage in commercial establishments is the

availability of vendor records that reflect surface sanitation contact plates or other types

of laboratory analysis. Furthermore, commercial food processing plants typically

perform laboratory analysis on the finished product. Military facilities, such as DeCA

commissaries, rarely analyze in-store prepared food through the use of a laboratory. It

is best to use the LUM-T in a commercial establishment after cleaning and sanitizing

has been performed, prior to the beginning of the production day. In starting out, it is

best to ask the vendor which points he or she may be swabbing or conducting

environmental tests on in conjunction with the routine in-plant sanitation program.

Vendors often use weekly contact plates, which generally take 24-72 hours to obtain

results. In a plant where processing takes place daily, if an area in processing yields

bad results with conventional laboratory methods, little can be done if the product was

processed and shipped on the day that the surface was not clean. The LUM-T can give

results in less than 30 seconds and plant managers can re-clean and sanitize surfaces

before processing begins. Perform and record results of rapid testing in commercial

establishments where the vendor routinely performs routine environmental testing, once

the vendor’s results are received, compare the rapid test results with the vendor’s

results for comparison.

(3) When starting to use the LUM-T during commercial audits, or military

sanitary inspections, start with a limit of 5,000 RLUs as a general rule. If the first

reading is higher than 5,000, observe how the employees re-clean / sanitize and then

take a second reading. Special notes shall be made on the substance(s) used to clean

and sanitize, and specific techniques used. If the surface is wiped dry with a cloth,

ensure that the surface is not being re-contaminated. Experienced LUM-T users will

eventually conclude that stainless steel surfaces, such as slicer blades, tables, and

knives, can be as low as zero. Plastic and porous surfaces may have higher readings.

A baseline of below 5,000 must be established prior to making sanitation deficiency

decisions and conclusions. It is recommended that new users of the LUM-T take a

reading, then re-clean and re-sanitize the surface properly themselves, and then take

the reading again. Several readings should be taken to set a baseline. The factory

setting for failure on the LUM-T is zero RLUs, so any number of RLUs will result in a

failure signal.

(4) Never use the LUM-T results as the sole basis for failing a military or

commercial establishment. The LUM-T PocketSwab gives a measurement of total ATP

on a surface and it is a very sensitive method for surface sanitation verification. This

should be kept in mind when comparing Charm readings with the results of conventional

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methods. A surface may not contain microorganisms, but if it is contaminated with any

biological material, as indicated by the presence of ATP, it could potentially provide for

the rapid growth of microorganisms. This source of contamination is detected by the

ATP test but is missed by traditional microbiological methods. Veterinary laboratories

can provide assistance in determining what type of confirmatory test supplies and

equipment may be available. Units can purchase environmental sponge kits and, with

proper training and practice, sponge a questionable surface or piece of equipment and

then send to the laboratory for an actual bacterial count. Unit level SOPs should

address specific actions to take when high LUM-T readings are detected.

11-4. PROGRAM GUIDANCE.

a. Surfaces in military establishments should be monitored monthly once a baseline

is established and personnel are effectively trained. Frequency should then be adjusted

based upon subsequent testing results. It is important to educate personnel on proper

cleaning and sanitizing procedures in the areas that are monitored. When routine

monitoring results are unacceptable, discuss the problem with the manager and initiate

corrective action, i.e. clean and sanitize the equipment again prior to starting production.

Surface testing results and training provided in conjunction with this program are

recorded in the Lotus Notes Installation Support Plan database as a Customer Visit

Report. The following order of precedence is recommended for commercial

establishments:

(1) Sushi Operations.

(2) Ready-to-Eat Service Areas.

(3) Deli and Rotisserie Operations.

(4) Fish Markets.

(5) Produce Processing Areas.

(6) Meat Market Processing Areas.

b. It is recommended that auditors use the LUM-T in commercial establishments in

conjunction with pre-operational inspections established by the vendor. It is highly

recommended that the LUM-T be incorporated in the performance of initial audits, since

it is the time when approval recommendations are initially made. If the plant has an

ineffective sanitation program, the LUM-T will indicate as such and results may be

considered in the approval process. The LUM-T can be used during subsequent plant

visits as both a cleaning verification tool and to educate plant operators and managers.

Results should be recorded in the sanitary audit report and discussed with the plant

manager.

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CHAPTER 12

FOOD INSPECTION EQUIPMENT

12-1. INTRODUCTION. The nature of the inspections performed at each installation

may differ and are based upon a wide variety of mission requirements. Specific

equipment that is required at one installation may not be required at another. It is

imperative that leaders analyze the mission requirements at each installation and,

based upon the findings, formulate a list of required inspection and administrative

equipment for each inspection site and installation. The items listed in this chapter are

recommended as the minimum necessary to perform an assortment of inspections but

should not be considered to be all encompassing. Equipment lists for performing Prime

Vendor Destination Audits may be obtained from HQ VETCOM.

12-2. GENERAL FOOD INSPECTION EQUIPMENT. The following list consists of

general inspection equipment that is required at all installations:

- Thermometers, self-indicating, bimetallic, -40 to 160 degrees F and 0 to 220

degrees F

- Thermometer calibration equipment to include insulated container and crescent

Wrench, open end, adjustable ½ X 4 inch

- Alcohol swabs

- Egg Inspection Sets, to include portable egg candlers, air cell gauges, egg

charts, and metal break-out plates

- Assorted boning knives

- Multi-tool, folding pocket w/bottle opener, pliers, can opener

- Steel Rulers in assorted measurement graduations, i.e 1/8”, 1/16”, 1/32”

- Inspection Smocks, White

- Assorted portable scales within 10- 100 lb weighing capacity, to include scales

that expresses weights in both grams/ounces to the nearest hundredth

- Flashlights, Water Resistant

- Can Opener

- Strapping Tape

- Calculators, Hand-Held

- Clipboards

- General kitchen utensils required to inspect food, i.e. strainers, spatulas, and

spoons

- Digital Camera, no less than 5.0 Megapixel

- Magnification Lens, 3 to 5 power

- Containers, Insulated, Shipping (for lab sample submission)

- Ziploc-style bags, gel-packs, and other associated material required for lab

sample submission

- Carrying cases for equipment

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12-3. SPECIALIZED FOOD INSPECTION EQUIPMENT. The following list consists of

specialized inspection equipment that may be required at an installation:

- Analyzing kit, meat fat content, equipment type determined by RVC

- High Intensity Lamp

- Gauge, compound pressure-vacuum, dial indicating

- Gauge, food blemish

- Gauge, fruit and vegetable sizing

- Opener, crate, double faced hammer type

- Thermometer, digital, food service

- Comparator, color, hydrogen ion and residual chlorine

- Cups, specimen, plastic, 4 oz sterile, blister pack 100s

- Inking pad, rubber stamp

- Light, hand-held, ultraviolet, 6in black light tube

- PH measurement kit, equipment type determined by RVC

- Test strips, sanitizer, equipment type determined by RVC

- Bag, write-on, whirl-pack, 100s

- Sieves, test, corrosion-resisting steel, assorted sizes and mesh, equipment

type determined by RVC

- Spoons, sampling, plastic, individually sterilized and bagged

- Color guides, USDA, equipment type determined by RVC

- Refractometer

- Scale, portable, digital, graduated in oz/lb, 10 lb capacity

- Test Weight Sets, equipment type determined by RVC

- Bioluminescent monitor kits (VCO, District, Region approved)

- RADEye PRD with accessories

- AN/PDR 77 at MRE facilities

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CHAPTER 13

MILITARY SANITARY INSPECTION PROGRAM

13-1. INTRODUCTION. This chapter provides procedures for VETCOM military

establishment sanitary inspections. Military food facility establishments include retail

food sales stores such as commissaries and exchange service shoppettes, and food

storage facilities such as Troop Issue Subsistence Activities (TISAs). The objective of

the inspection program is to: protect the health of personnel from foodborne illnesses;

determine sanitary compliance; and to ensure maintenance of food safety in order to

ensure that wholesome food is produced/maintained for the consumer.

13-2. PROCEDURES.

a. Walk-through inspections performed at the section level shall be recorded in the

“Report Data,” “Sanitation Guidelines Used,” and launched report form portion of the

Customer Visit Report in the Installation Support Plan database in Lotus Notes.

b. The database reports will be reviewed by the VCO, Warrant Officer, or

Noncommissioned Officer prior to conducting a formal inspection. This will allow the

inspector to identify patterns and issues at the facility prior to conducting the inspection.

c. Formal inspections will be entered into the LN Military Sanitary Inspection

database.

d. Inspectors will elevate issues and lack of support from facilities to the chain of

command once deficiency patterns are established and/or corrections to observed

deficiencies are not made in a timely manner.

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CHAPTER 14

SECURITY PROGRAMS

14-1. INTRODUCTION. This chapter covers two programs that are vital to the

operational security at Army installations. The first program, Antiterrorism, is designed

to protect personnel, information, material, and facilities in all locations and situations

against terrorism. Every veterinary service leader must recognize and communicate to

the host Army installation that the veterinary service has a valid mission in the Force

Protection Mission. The second program, OPSEC, is designed to preserve the

effectiveness of military capabilities and maintain the elements of initiative, surprise and

security. This chapter delineates each program.

14-2. ANTITERRORISM.

a. Regional Veterinary Commanders (RVC) will appoint an Antiterrorism (AT)

Officer at the region. In addition, RVCs will develop and publish policy letters which

detail protective and preventive measures appropriate at each Force Protection

Conditions level (Normal-Delta) that apply on Army installations. Appendix 1, at the end

of this chapter, contains examples of Random Antiterrorism Measures that can be

implemented at FPCON levels. The Appendix 1 serves only as a guidance document;

however, each veterinary annex to the Installation’s AT plan shall include at a minimum,

increase levels of inspection at the vehicle entry control point. Additional guidance for

Antiterrorism can be found in DOD Directive 2000.12, DOD O-2000.12H, DOD 2000.16

Instruction manual, and AR 525-13. An additional resource for information pertaining to

Antiterrorism can be found at https://atep.dtic.mil/portal/site/atep. Access to the DTIC

Services is limited to U.S. Department of Defense (DOD) and Government employees,

and their contractors only.

b. Appointed Antiterrorism Officers shall have Level II Antiterrorism training.

c. Veterinary OICs stationed at Army installations need to meet with the installation

commander, or their designated representative, to discuss the veterinary service’s role

in the installation AT plan. An annex to the AT plan detailing veterinary support at

differing FPCON levels should be developed and instituted. The Veterinary OIC with

duty on Navy, Marine Corps and Air Force Installations should meet the Installation

Commander, or their designated representative, to discuss Veterinary Services’ role on

these respective installations.

d. Vulnerability Assessment (VA) Process (DOD O-2000.12-H). Installation AT

Officers conduct vulnerability assessments using key AT Working Group members in a

collaborative effort as the assessment team. Teams typically include representation

from operations, security, intelligence, counterintelligence, law enforcement,

communications, fire department, engineers, medical services, housing, emergency

planning and WMD planning and response. The end-state of the VA process is

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identification of physical characteristics or procedures that render critical assets, areas,

or special events vulnerable to a range of known or feasible terrorist capabilities.

Determination of vulnerability is partly a function of the installation commander’s desired

level of protection for the asset, area, or special event. Veterinary OICs need to be part

of the AT Working Group. Veterinary Corps officers, together with other working group

members, are ideally suited to perform Food and Water vulnerability assessments.

These assessments will utilize Technical Guide 188 (found in the Veterinary Services

library on Lotus Notes) and will be done through coordination with the installation

Preventive Medicine OIC in order to eliminate potential duplications of effort.

e. An AT plan, with a complete listing of site specific AT security measures linked to

each FPCON, will be classified at a minimum as Confidential. When separated from the

AT plan, site-specific AT security measures and FPCONs should be handled as For

Official Use Only (FOUO).

f. Food vulnerability assessments will be conducted for each retail and military food

facility on the installation. The assessments will be conducted in coordination with the

installation Preventive Medicine OIC. When considering food security concerns, it is

best to utilize a team approach and view potential targets and vulnerabilities through the

eyes of a potential terrorist/criminal. The likelihood of “maximum credible events” needs

to be considered when assessing Food Security risks. The primary references for

conducting vulnerability assessments will be TG 188. A checklist can be tailored to

meet each installation’s specific needs as required, with chain of command oversight.

Due to the sensitivity of the type of information collected, checklists, forms, discussion

and training notes, and other related documents are CLASSIFIED and must be

safeguarded. Only responsible personnel directly involved in the vulnerability

assessment should have access to these documents. Material must be submitted to

the Installation Security Office for final determination of classification level and

handling/distribution/disposition.

g. An emergency roster for installation food and animal care personnel will be

furnished to the Installation Operation Center (IOC). The roster will be updated and

submitted to the IOC no less than quarterly, or each time that a change to the roster is

made.

h. Logistical support will be coordinated with the IOC. When planning to monitor for

radiological and chemical contamination, it is important to coordinate with the

installation NBC unit representative and the Preventive Medicine Radiological

Protection Officer because they may be able to facilitate access to, and provide training

on, nuclear, biological, and chemical detection and monitoring equipment. New

radiological monitoring equipment will be fielded at the user level by VETCOM. This

added capability will screen subsistence at the installation level and MRE assembly

plants. SOPs will be developed at the user level to ensure proper monitoring,

maintenance and reaction plans of this field equipment.

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14-3. SUSPECTED INCIDENTS OF INTENTIONAL CONTAMINATION.

a. The following personal protective measures will be used by inspectors as they

encounter suspected incidents of intentional product contamination:

(1) Take immediate action while remaining calm and using a reasonable

common sense approach. Immediately alert the facility manager, the chain of

command and/or Hazardous Material (HAZMAT) personnel as outlined in local SOPs.

(2) Do not open product package or master container. Inspectors will not taste,

touch, smell or transport the suspected product. This will eliminate the possibility for

needless exposure and spread. This includes not shaking or emptying product

contents.

(3) Leave the room, close the door, if applicable, and secure area to prevent

access until investigating officials arrive at the scene.

(4) Wash hands with soap and water to prevent potential of spreading any

powder or similar substance. The most effective hand washing process is to repeatedly

lather and rinse hands as opposed to spending the same amount of time scrubbing with

a single lathering. After hands have been cleansed thoroughly and rinsed free of soap,

apply a hand sanitizer. Shower with soap and water as soon as possible. Do not use

bleach or other disinfectant that may be harmful to the skin. Place clothes in a plastic

bag or other sealable container prior to showering. The sealed clothing should be given

to the emergency responders for proper handling.

(5) List all personnel who were in the area when the suspicious item was

received. This information may be needed by authorities.

(6) Formally report the incident and possibility of exposure through the chain of

command to include commissary directors, TISA managers, and other appropriate

management personnel.

(7) If there is question of room or air handling system contamination through the

spread of aerosol, use the following guidelines:

(a) Turn off room fans or ventilation units in the area, or have them turned off,

if possible. Shut down air handling system for entire building, if possible. This will need

to be coordinated with the building security manager.

(b) Leave the area, close the door, and secure the area.

received. This information may be useful to authorities.

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(d) Report all incidents through your chain of command.

14-4. OPERATIONS SECURITY

a. Regional Veterinary Commanders will appoint an Operational Security (OPSEC)

Officer at the region. Operational Security measures are planned and taken within the

command to preserve essential secrecy. Regional Commanders will integrate OPSEC

into all activities to provide maximum protection of all functions and activities. Each

region will develop and implement an OPSEC Standing Operating Procedure.

Operational Security review within the command is mandatory IAW AR 530-1. Reviews

are conducted on plans, orders, messages, letters, briefings, contracts and web pages.

The intent of the review is to prevent inadvertent release of sensitive information. A

review will be conducted annually on all items listed above by the OPSEC officer.

b. Definition. Operations Security: A process of identifying critical information and

subsequently analyzing friendly actions attendant to military operations and activities to:

(1) Identify those actions that can be observed by adversaries.

(2) Determine indicators that could be interpreted or pieced together to derive

critical information.

(3) Select and execute measures that eliminate or reduce friendly vulnerability to

an acceptable level.

c. The OPSEC officer will:

(1) Prepare and recommend OPSEC policy.

(2) Provide OPSEC guidance to the commander in the preparation of plans and

other mission documentation and activities to include Force Protection requirements.

(3) Recommend and assist in the development of OPSEC measures to be

implemented within the command.

(4) Develop and recommend Essential Elements of Friendly Information (EEFI)

for the command.

(5) Conduct OPSEC reviews of documents for command.

(6) Ensure that OPSEC training is conducted IAW AR 530-1.

(7) Perform other duties and responsibilities as defined in the command’s

OPSEC program.

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(8) Coordinate with unit Force Protection, Public Affairs, and Freedom of

Information Act officers to ensure an OPSEC review is conducted prior to the release of

information concerning the commands special programs, projects, activities, or

operations.

d. All Veterinary Service personnel will:

(1) Be aware of and support the Army’s OPSEC Program. Operations security

is serious business and everyone’s responsibility.

(2) Reinforce the vital importance of OPSEC at all times. OPSEC is a

continuous process and an inherent part of military culture and as such must be fully

integrated into the execution of all Army operations and support activities.

(3) Know what their organization considers to be sensitive and critical

information.

(4) Protect from disclosure any and all sensitive and critical information to which

they have personal access.

(5) Be aware of the vulnerabilities exposed as a result the disclosure of sensitive

and critical information on the Internet. In particular, avoid disclosure of photos showing

the results of IED strikes, battle scenes, casualties, destroyed or damaged equipment,

enemy KIAs, and access to military facilities.

(6) Implement OPSEC measures as prescribed by the commander.

(7) Consult with their immediate supervisor and their OPSEC officer, prior to

publishing or posting information that might contain sensitive and/or critical information

in a public forum—this includes, but is not limited to letters, e-mail, Web site postings,

Web log (Blog) postings, discussion in internet information forums, discussion in internet

message boards, or other forms of dissemination or documentation. Supervisors will

advise personnel to ensure that sensitive and critical information are not disclosed.

(8) Will not process, store, or transmit information classified above the

accreditation level of a DOD computer system.

e. Operations Security Process. The OPSEC process applies to all phases of an

activity, function, or operation and is used in the development of OPSEC plans. The

five fundamental steps are:

(1) Identification of Critical Information. Critical information is needed by

adversaries to effectively plan and act to degrade the operational effectiveness of the

command. The development of EEFI is part of the OPSEC process. The EEFI are the

key questions about friendly intentions, capabilities, and activities asked by adversaries.

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The EEFI list may be classified. Remember that EEFI are the questions the adversary

is going to ask, the answers to the questions are the items that must be protected.

(2) Analysis of Threat. Adversary collection efforts are identified. The aim is to

neutralize or manipulate the threat to the US’s advantage.

(3) Analysis of Vulnerabilities. Analysis of vulnerabilities identifies tentative

OPSEC measures required to maintain essential secrecy. The most desirable OPSEC

measures combine the highest protection with the least effort on the command’s

operational effectiveness.

(4) Assessment of Risk. Because implementation of OPSEC measures usually

presents a risk to operational, logistic, or procedural effectiveness, an analysis must be

made prior to the decision to implement measures.

(5) Application of Appropriate OPSEC measures. The OPSEC measures are

selected based on decisions in the previous step.

f. Operations Security Measures. Specific OPSEC measures must be developed

for all activities.

(1) Administrative.

(a) Avoid open posting of planning schedules notices which reveal when

sensitive events will occur.

(b) Control the issuance of orders, movement of units, programs or key

personnel.

(d) During periods of increased threat activity follow normal leave policy and

working hours to maximum extent possible to preserve the outward sense of normalcy.

(e) Ensure personnel maintain the ability, as necessary, to travel so that

preparation for sensitive travel will not generate unusual activity.

(f) Screen discussions or releases to the media with public affairs personnel.

(g) Control access to secure areas and escort those personnel not assigned.

(h) Be prepared to implement a “Clean Desk” on one-hour notice in the event

of visitors’ arrival.

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(2) Communications.

(a) Make maximum use of secure communications.

(b) Limit release of information until latest possible date or until activities are

completed.

distribution of controlled unclassified information.

(d) Strict compliance with command Automated Information Systems

Security policy on the use of all computer system operation to include small computers.

(3) Readiness.

(a) Safeguard reports on unit personnel to include attendance at special

schools.

(b) Limit distribution on rosters that identify personnel by position, MOS/AOC,

grade, or security clearance.

(4) Travel.

(a) T ravel in civilian clothes whenever possible. Do not carry briefcase or

bags that identify you as a member of the command.

(b) Use a passport in lieu of military orders whenever possible.

necessary (e.g., with security, customs, or immigration personnel).

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Appendix 1*

Reference Document: DOD O-2000.12-H. This appendix details FPCON measures

and provides examples of Random Antiterrorism Measures.

FPCON ALPHA Measures:

Measure ALPHA 4. Increase security spot checks of vehicles and persons entering

installations under the jurisdiction of the United States.

Veterinary Support Measures:

1. Weekly activities by Food inspection personnel include skip lot style sampling plans

for examining commercial vehicles delivering food and water to the installation at the

commercial vehicle entry control point. Skip lot sample size shall mimic the sampling

patterns used by local security forces; or a normal severity sample plan shall be

developed using ANSI/ASQC Z1.4, Sampling Procedures and Tables for Inspection by

Attributes.

2. Food inspection personnel shall coordinate with local security forces and installation

management authority for specific times for food and water deliveries.

3. Animal care personnel will provide Military Working Dog support as required.

Measure ALPHA 5. Initiate food and water Operational Risk Management (ORM)

procedures, brief personnel on food and water security procedures, and report any

unusual activities.

Veterinary Support Measures:

1. Veterinary Personnel are an integral part of the ORM team

2. Monitoring for Approved Sources

FPCON BRAVO Measures:

Measure BRAVO 8.

Randomly inspect food and water for evidence of

tampering/contamination before use by DOD personnel. Inspections should include

delivery vehicles and storage area/containers.

Veterinary Support Measures:

1. Begin radiological monitoring of all commercial vehicles that carry food or water at

the commercial vehicle entry control point. Sampling may be 100% or a sample size

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determined as coordinated with security forces personnel using ANSI/ASQC Z1.4,

Sampling Procedures and Tables for Inspection by Attributes.

2. Intense and complete monitoring of all food storage areas under purview of the

Veterinary Service activity.

3. Veterinary Commander/representative identifies additional inspection personnel to

prepare to augment in the event FPCON Charlie is implemented. Inspection personnel

may be used for force protection purposes; coordination with supported commands is

required; memorandum of understanding (MOU) may be required to document support

requirements and specific local characteristics.

4. Veterinary Corps support for antiterrorism activities and inspection of commercial

delivery vehicles may require logistical support from the installation. The support may

include:

a. shelter/office space (functional temporary or permanent)

b. personal protective gear (Kevlar, reflective vest, hard hat)

c. radiological monitoring equipment for alpha, beta and gamma particles

FPCON CHARLIE Measures:

Measure CHARLIE 5. Ensure or verify identity of all individuals entering food and water

storage and distribution centers, use sign in/out logs at access control/entry points, and

limit and /or inspect all personal items.

Measure CHARLIE 6. Initiate contingency monitoring for biological and chemical

agents as required. Suspend contractor/off-facility users from tapping into facility water

system.

Veterinary Support Measures:

1. Veterinary Corps Officers will investigate unusual cases of animal mortality rates in

and around the installation. The veterinarian will coordinate and communicate with local

animal control personnel, state and federal authorities to facilitate rapid response to

possible zoonotic or animal-related biological terrorist activities.

2. Animal care specialists will augment food inspection personnel as needed. A

minimal staff will remain at the VTF in the event a MWD/GOA emergency occurs. Close

coordination with agencies using GOAs will be a priority. Privately owned animal care

will cease.

3. Support Installation AT officer for CBRNE related incidents.

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FPCON DELTA Measures:

Measure DELTA 4. Search all vehicles and their contents before allowing entrance to

the installation.

Veterinary Support Measures:

1. Intense level of monitoring for CBRNE related incidents. Provide Veterinary support

for radiological monitoring of all subsistence at entry/access points.

2. Delivery of non-essential food and water (vending operations) should cease.

3. Ensure all critical veterinary personnel have been placed on installation access

roster.

* Random Antiterrorism Measures Program is tailored to meet the specific Army

installation requirements. The information provided in this Appendix is just an example

of differing measures that can be provided to assist the installation commander’s

FPCON program. The RAMP and the Veterinary Installation Annex for the AT plan

should be tailored to each Army Installation needs.

An AT plan, with a complete listing of site specific AT security measures linked to a

FPCON, will be classified at a minimum as Confidential. When separated from the AT

plan, site-specific AT security measures and FPCONs should be handled as For Official

Use Only (FOUO).

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CHAPTER 15

PREDEPLOYMENT FOOD RISK ASSESSMENTS

IN THEATER OPERATIONS

15-1. INTRODUCTION.

a. This chapter standardizes the risk assessment process in an OCONUS theater of

operation. Current references for risk assessment include FM 3-100.12 and FM 100-14.

Risk assessment procedures do not eliminate the requirement for sanitation audits of

approved sources.

b. For the purposes of this document, the term “food safety” will be used in an all-

encompassing manner to refer to all practices, procedures, policies, and conditions

meant to result in a reasonable assurance of the provision of safe, wholesome, non-

hazardous, and secure foods and bottled water. The reader should be aware that in

standard subsistence jargon, “food safety” usually refers to prevention of unintentional

contamination of food and that “food security” refers to prevention of intentional

contamination of food.

15-2. RISKS ASSOCIATED WITH OCONUS PROCUREMENT. There are significant

risks associated with the purchase and consumption of subsistence procured in some

overseas locations. These risks include, but are not limited to:

a. Poor sanitation: Risks can include the lack of potable/hot water and sanitizing

supplies, poor sanitary standards, questionable health standards among workers, poorly

educated workforce, and outdated (manual, “hands-on”) food processing techniques.

b. Risks unique to particular countries/regions: Risks can include the lack of food

sanitation oversight by the local civilian government, an inadequate health system,

improper use of pesticides or other agents, nonprogressive agriculture practices, and

the lack of liability/accountability for food vendors in the event of food-borne illnesses.

c. Terrorism: Risks can include the absence of tamper-proof packaging, a local

population hostile to U.S. Forces, and inadequate law enforcement. Food of OCONUS

origin is generally considered to have a greater risk of being intentionally compromised.

15-3. GENERAL GUIDANCE AND INFORMATION.

a. Recommendations that are given to Combatant Commanders should be based

upon accepted science, industry/regulatory practices, lessons-learned from relevant

experiences, and/or military intelligence of the threats. Background reading and

knowledge are key to making accurate recommendations and assessments.

Consultation with other military public health officials, U.S. federal officials, and local

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public health officials is also of benefit. When considering food security concerns, it is

best to utilize a team approach and view potential targets and vulnerabilities through the

eyes of a potential terrorist/criminal. Food security threats/risks should consider the

likelihood of “maximum credible events”. When making recommendations, the following

points should be considered:

(1) Limit local procurements as much as possible. Encourage the use of

operational rations.

(2) Avoid high risk items and food groups by going with the next best option,

always making food safety and force protection the highest priority. For example,

suggest that meat, seafood, and fresh dairy be airlifted into the area instead of locally

procuring these items.

(3) Look for existing approved sources in-country or in neighboring countries.

The authority for exemptions from the requirement for Directory listing of OCONUS food

vendors is the MACOM veterinarian.

(4) Do not provide “assessments” that compromise public health or food safety.

Make firm, sound, clear recommendations that involve either approval or disapproval

and any relevant control measures. Recommendations should be made both orally and

in writing. Written recommendations should be on a DA Form 7566, Composite Risk

Management Worksheet, or locally generated substitute that is substantially equivalent.

If recommendations are not followed, consideration will be given to whether it is

reasonable to appeal the decision to the next higher authority, either directly or thru a

higher medical authority/official. Keep the immediate supervisor informed of any

recommendations and desired appeal actions. Regardless of the ultimate decisions, it

is your responsibility to support the chain-of-command and provide your best

assistance/advice/work toward food safety.

(5) If necessary, assist in the education and training of potential suppliers, their

employees and/or military logistical and food service personnel.

b. All Commanders are highly encouraged to allow their Soldiers in the MOS of 91T

and 91R to attend the Food Sanitation Team (FST) Course offered by and through

coordination with local Preventive Medicine units. Combatant Commanders should be

encouraged to form FSTs within their units.

15-4. COMMUNICATING FOOD RISKS.

a. Risks should be communicated to the commander in the context of FM 100-14

risk management process. Risks should be communicated accurately, objectively, and

in a credible manner. The basis for significant information and inferences relied upon

should be explained. The presented should be prepared to describe the sources,

extent, and magnitude of significant concerns/risks associated with the assessment.

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b. The effectiveness of food risk communication will rely on the communicator’s

responsibility to:

(1) Develop key messages.

(2) Know the audience.

(3) Be prepared.

c. To successfully accomplish the task of food risk assessment communication to

the commander, the presenter must be thoroughly grounded in the following elements:

(1) The communication should be clear, understandable, informative, accurate,

and concrete.

(2) References and sources for the assessment should be perceived as reliable

and credible.

(3) Repetitions of the message are desirable, however too many repetitions are

ineffective or even deleterious.

(4) The message should be interesting and vivid.

d. Using a health risk communication program can aid in building and maintaining

rapport, establishing trust and credibility, and exchanging technical/scientific/medical

information. The table on the following page (Table 7-1, taken from reference--cite

reference) provides detailed information on the health risk communication guidelines:

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Table 15-1

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CHAPTER 16

LABORATORY SAMPLE SUBMISSION GUIDANCE

16-1. INTRODUCTION. This chapter provides guidance that supplements the

Department of Defense Veterinary Food Analysis and Diagnostic Laboratory Sample

Submission Guide, posted in the Veterinary Services Document Library on

VET1/USAMEDCOM in Lotus Notes.

16-2. PROCEDURES.

a. Operational rations section (assembly plant) submission will be conducted as

follows: new deliveries of end-item non-retort MRE and HDR food components will be

sampled and submitted to the laboratory as indicated below, and then submitted to the

laboratory in bulk once a week.

Two samples of each noncommercial end item and one sample of brand name

commercial item will be collected for submission.

b. Samples submitted by all sites must comply with the following basic procedures:

(1) Samples submitted must be representative of the sample population being

tested. If a customer complains about an item with a particular lot number, it is best to

only submit items with the same lot number unless local inspection results revealed that

the problem was prevalent in assorted lot numbers.

(2) Ensure that sample submission is cost effective. Only submit samples when

there is a significant “like” quantity remaining in stock. If there is only a minimal quantity

of affected item remaining in stock, it may be more cost-effective to dispose of the few

remaining items than to spend hundreds of dollars in associated shipping and laboratory

costs.

(3) Samples submitted for other than routine testing should include a complete

product history and/or customer complaint history. Complete and accurate information

and details will be included in the remarks section of the DA Form 7539. This will

enhance the laboratory’s ability to accurately test submitted samples.

(4) Pack samples carefully in order to prevent damage during transit. Individual

samples should be placed in separate plastic bags (Zip-Lock ® bags work best). This

prevents leakage from inside out and from outside in.

(5) When shipping perishable items in an insulated container with refrigerant

ensure that:

(a) Chilled products are pre-cooled to 35° Fahrenheit.

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(b) Maintain the correct temperature during transit by using sufficient

refrigerant. Fresh dairy samples must be received at 39° Fahrenheit or less. All other

chilled samples must arrive at 44° Fahrenheit or less.

Refrigerating the chemical packs does not get them cold enough.

(d) If using wet ice, place it in heavy plastic bags that will contain the

water that is produced when the ice melts. Do not place product in the same bag with

the ice.

(e) Do not use dry ice to ship chilled products. Dry ice is for use only with

frozen products, it is required in order to keep frozen samples frozen during shipment.

Frozen chemical ice packs will not keep frozen items frozen.

(f) Chilled shipments must contain a temperature pilot sample that is

similar in type to the sample(s) box being submitted. Label the pilot sample as such,

“PILOT.”

(6) When shipping heavy or bulky items such as large cans or gallon jars, pack

the items carefully. Use extra packing material and if necessary, ship in several boxes

rather than in one very heavy box. If items are swollen, place them in plastic bags in

order to contain possible leakage.

(7) Ship perishable items by next day delivery. Whenever possible, do not ship

chilled/frozen samples on Thursday for Friday delivery. The laboratories are not staffed

to receive samples on weekends. Therefore, if samples are not delivered on Friday (for

whatever reason) they will not be testable once they are finally received the next

Monday.

(8) Shipments from OCONUS to the Fort Sam Houston or Hawaii laboratories

may require a USDA Import Certificate(s). If the permit is not attached, the shipment

will be delayed by customs and the sample not testable when received. If not cleared

by customs, the samples may be destroyed or returned to the submitter by the shipping

company. Copies of the appropriate certificates are available in the LN publication

library or can be obtained at the receiving laboratory. It is important to read the USDA

permits in their entirety because they contain specific restrictions regarding the items

that can and cannot be shipped. Use only updated certificates.

(9) All test request forms should include the name and DSN or commercial

telephone number for a point of contact familiar with the samples being submitted. The

copy sent with the sample box needs to be protected from damage (i.e. soiled during

transport). Including this information saves the laboratory time should additional

information be required prior to testing. When samples have been shipped, a Lotus

Notes notification should be sent to one or more of the individuals listed in the VETCOM

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POC roster under the Food Safety and Technical Support section of the Food Analysis

and Diagnostic Laboratory. If submitting samples to one of the OCONUS laboratories,

notify the appropriate NCOIC. Notification message should include the date and time of

shipment, name of shipping company, and a shipment tracking number. Instructions on

properly filling out the DA Form 7539 in the Lotus Notes Database and AKO account

are detailed in the following pages.

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DIRECTIONS FOR COMPLETING DA FORM 7539

REQUEST FOR VETERINARY LABORATORY TESTING

& FOOD SAMPLE RECORD FOR

LABORATORY SAMPLE SUBMISSION

General Information: A separate DA Form 7539 must be completed for each different

commercial source or government facility that originally produced, or subsequently

processed the sample, i.e. each different manufacturer, packer, etc. The only exception

to this is when samples are submitted in association with a suspected foodborne illness.

All samples submitted in conjunction with a foodborne illness may be included on a

single form; however, applicable producer or manufacturer information will be provided

as a separate attachment and sent with the sample. When submitting more than 6

samples from the same producer or manufacturer, use additional copies of page 2 as

necessary.

Directions for Completing Page One of the Form:

Block 1: Select location from the pull down menu. The Inspection Responsibility Code

(IRC) will fill in automatically.

Block 2: Enter the name, rank and telephone number for a point of contact. The point

of contact will be the individual that the laboratory can directly contact if additional

information about the samples submitted is required. The Station Identification Number

will fill in automatically upon completing block one.

Block 3: Enter a control number following the guidance established by local policy. A

control number will be assigned to each form, and a log of the forms will be maintained

in order to ensure sample and form accountability.

Block 4:

Select the appropriate laboratory to which samples are being submitted.

Block 5:

Provide a complete company name, address, and telephone number for the

company that produced, or further processed the sample. Use the following guidance

when determining the producer or manufacturer and when expressing the company

name, address, and plant code.

Determining Producer/Manufacturer:

Potato salad that is produced in bulk 5-pound containers by the ABC Salad Company

and shipped to the commissary. If the inspector opens the new 5-pound container and

aseptically obtains a sample, then the ABC Salad Company would be listed as the

producer, and the processing plant’s information would be entered.

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If a sample is collected from an open container that the deli workers have already

opened and used to repack the above potato salad for sale, then the commissary would

be listed as the producer/manufacturer since they repacked the item.

If a meat market obtains ground beef in 5-pound chubs from the packing plant and a

sample is taken directly from the chub, then the company that packed the product into

the chub would be listed as the producer/manufacturer. If the product has been

reground by meat market personnel, however, the commissary would then be listed as

the producer/manufacturer.

A sandwich or cheeseburger that is prepared by the operator of a snack bar at the

bowling alley or at the AAFES Burger King would show the installation facility, i.e.

“Bowling Alley Snack Bar,” or “AAFES Burger King” as the manufacturer regardless of

where the final product ingredients originated.

Expressing Producer/Manufacturer Name, Address, and Plant Code:

For items produced at establishments in the United States, provide the name, address

(street, city, state & zip code), and telephone number for the origin production plant.

Include any plant codes found on the product or packing case (IMSL, USDA, etc) in the

next section of the block. If the supplier is listed in the VETCOM Directory of Approved

Sources, include the VC number that is assigned to the supplier.

NOTE: Use caution when providing addresses from plant labels. In many cases, the

address listed may be for a corporate office and not for the actual plant in which the

product was processed. It is wise to check the product master container (shipping

case) in order to compare the address on the case to the address on the package. If

the addresses are different, ensure that the address for the processing plant, not the

corporate office, is entered on the form.

For items produced at foreign establishments, provide the name of the country and

processing plant address in which the sample was produced. If the name and address

of the production plant is not available, indicate so and then enter the name and

address of the sample importer, exporter, or distributor.

For items produced on a military installation, enter the name, address, and telephone

number for the particular establishment that produced the sample. For example,

“AAFES Anthony’s Pizza, 401 Star Road, Aberdeen Proving Grounds, MD”

Block 6:

Use the pull down menu to select the reason that the samples are being

submitted for testing.

Block 7:

Use the pull down menu to select the type of facility from which the sample

was pulled. When “other” is selected, a full explanation will be entered in Block 12.

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Block 8: Use the pull down menu to enter the date that the sample was collected.

Block 9: Use the pull down menu to select the condition in which the sample was

shipped. When a pilot is included (for chilled items only) enter a description of the pilot

sample.

Block 10: This block is left blank.

Block 11: This block is left blank.

Block 12: Use this block to provide any relevant information that does not appear

elsewhere on the form. When a sample is being submitted in conjunction with a

foodborne illness investigation, contact the laboratory for specific guidance prior to

submission. Select “Yes” from the pull down menu that appears immediately below the

remarks section only after the samples have actually been shipped.

Directions for Completing Page Two of the Form:

Block 13: Enter relevant, complete information for each sample pulled:

Submitter Sample Number: Enter sample number, beginning with number 1, in this

area.

Sample Description: Enter complete product description, to include common name,

type, and classification. For example, “milk, chocolate, 2%,” “yogurt, lowfat, cherry,”

“apple, red delicious,” or “ground beef, 85% lean.”

Brand Name: Enter the specific product brand as applicable. For example, “Hormel,”

“Carl Buddig,” “Sunkist,” or “Prairie Farms.”

Universal Product Code (UPC):

Enter the universal product code found on the

product label, or produce shelf tag. This code is also known as the “bar code.” It is the

label scanned or entered by the cashier at the register when scanning the product for

sale.

Product Code: Enter lot number, “use by”,” sell by” or expiration date, and other lot

code information exactly as it appears on the product label/container.

NOTE: The next three entries are related to each other. See the example that follows.

Sample Weight/Volume: Enter the weight or volume of one item as it appears on the

product label or package.

Quantity Submitted: Enter the number of individual items submitted as this one

sample

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Unit of Issue: Enter the unit of issue or sale. The unit of issue is determined by how it

is charged upon being issued or sold. For example, “pound”,” bag”, “jar”, “can” or “box.”

Example: Two 3.5 oz sandwiches submitted as one sample should show a sample

weight of “3.5”, quantity submitted as “2” and unit of issue as “each”.

Total Cost: This block is left blank.

Disposition: This block is left blank.

Cautionary Notes:

It is important to use a separate DA Form 7539 for each origin plant or government

production site. This ensures that result reports contain information that is unique to

each specific source, and that the laboratory can track all samples that may require

medical hold actions, market withdrawals, or recalls.

Do not complete the gray section on page one marked “For Laboratory Use Only.” The

lab will complete these sections. The only exception to this is the shipping carrier

tracking number block. When the inspector has the tracking number available, it can be

entered in the appropriate block.

Do not complete the “Completed Results Attached” portion at the bottom of page one.

This section is for the laboratory to attach completed laboratory result reports.

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CHAPTER 17

SUBJECT MATTER TRAINER PROGRAM

17-1. INTRODUCTION. This chapter establishes procedures for the Operational

Ration(OPRATS), Red Meats, and Fresh Fruit & Vegetable(FF&V) Subject Matter

Trainer (SMT) Program. The purpose of the program is to provide units with individuals

that assist Commanders with training and mission challenges.

17-2. PROCEDURES.

a. Commanders should utilize SMTs to ensure success of the unit’s mission in the

different areas of OPRATS, FF&V, and Red Meats inspection and training. This will

include involving the SMT in training unit personnel, reviewing respective inspection

database reports, and conducting internal evaluations of unit food inspection programs

as directed by the District or Regional Commander.

b. Further SMT progression requires a commitment to excellence by the SMT, along

with the pursuit of additional training. Commanders are encouraged to facilitate

continued SMT development. Examples of experiences that may enhance further

development include:

(1) Attending or taking distance learning courses offered by the US Department

of Agriculture, Food and Drug Administration, or other government or non-government

agencies with related missions and subjects.

(2) Cross-training with other professionals working in the subject matter area to

include food safety, quality assurance, procurement, and receiving official/accountable

officers.

(3) Becoming a member and participating in related professional organizations.

(4) Reading and writing reports based upon professional literature and related

documents.

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CHAPTER 18

SHIPRIDER PROGRAM

18-1. INTRODUCTION. The U.S. Army Veterinary Service supports Military Sealift

Command (MSC) Combat Stores Ships with an Army Veterinary Food Inspector

Shiprider during scheduled deployments.. This chapter provides basic guidance for

management and oversight of the shiprider program.

18-2. GUIDELINES.

a. The basic duties and responsibilities of a shiprider shall entail the following:

(1) Receipt and surveillance inspections of subsistence.

(2) Training of foodservice personnel in sanitation.

(3) Receipt and surveillance inspection of operational rations.

(4) Shelf-life extensions as appropriate in conjunction with surveillance

inspections.

(5) Inspecting for and recognizing insect/rodent infestations and inspection of

subsistence involved in active infestations.

(6) Overview of the Navy ALFOODACT Hazardous Food Recall Program.

(7) Participation in Navy fire and abandon ship drills and in other general military

training as directed and required.

b. Basic administrative guidelines include:

(1) The shiprider is assigned to the ship for the duration of the deployment,

orders should state as such. This includes billeting and meals.

(2) Sea Pay is authorized in lieu of temporary duty (TDY) pay.

(3) A deployment checklist should be developed and furnished to the shiprider

no less than ninety days prior to deployment.

(4) The following equipment and regulations shall be furnished to the shiprider

by the host Army district prior to deployment:

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(a) Equipment

Vacuum Gauge 2

Egg Candling Kit 1

Can Opener 1

Ruler 1

Clipboard 1

DOD Surveillance

Stamp and Inkpad 1

Number Set for Stamp 1

Box cutter 2

Thermometers 4

Flashlight 1

Notebook 2

Laptop Computer 1 – w/Formflow and Lotus Notes

Disks or Thumb Drive 1

Calculator 1

Digital Camera 1

Insect Vials 3

Ziploc Sample Bags as many as required

Strapping Tape as many as required

Small Scale 1

Uniform Items host unit will publish a list

(IPFUs, BDUs, Class As/Bs, etc)

(b) Regulations & References

AR 40-656

AR 40-657

AR 40-660

MIL STD 904

NAV SUP 4355.6A

MIL STD 909

NAV SUP 486

DLAD 4155.37, APP S

FM 8-30

DSCPH 4155.2, APP A and B

GUIDE TO THE SALVAGE OF CHILLED/FROZEN

FOODS EXPOSED TO REFRIGERATION FAILURE

TM 38-400

Can Defects Guide

European and Middle East Approved Source Listing

DSRE Egg Specifications

USDA Quick Reference Manual for FF&V

Produce Identification Guide

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Pocket Guide for the Inspection of Subsistence on Board

Combat Logistics Force Ships, Apr 94

VETCOM HBK 40-2

DSCP Website Address – for ALFOODACTS/Other Info

c. Liaison guidance – The shiprider shall maintain appropriate contact/liaison with

the veterinary units in the geographical areas where deployed. This contact may be

electronic via Lotus Notes, e-mail, or in person when arriving at ports of embarkation.

Specific local information for approved sources and important food safety concerns shall

be disseminated once deployment contact is initiated by the shiprider. Basic contact

information is as follows:

(1) CENTCOM AOR/ Persian Gulf – ARCENT Veterinary Services for Bahrain,

Kuwait, United Arab Emirates, Egypt, Yemen, Djbouti, Kenya, Seychelles, Oman, Qatar,

Saudi Arabia, Somalia, Eritrea, Sudan, Jordan, Iraq, Pakistan, Afghanistan,

Kazakhstan, Uzbekistan, Turmenistan, and Syria.

(2) EUCOM AOR/ Europe – 100

Medical Detachment for all countries in

EUCOM area of responsibility except Azores, Russia, Greenland, and all African

countries not designated to CENTCOM area of responsibility.

(3) PACOM/Pacific Rim – Stateside ports contact Western Regional Veterinary

Command contacts in San Diego, Los Angeles, Oakland, San Francisco, Bangor,

Whidbey Island, Alaska; contact Pacific Regional Veterinary Command for Hawaii,

Japan, Guam, Australia, New Zealand, Singapore, Philippines, Thailand, Vietnam, or

other Southeast Asian port.

(4) Central America/South Atlantic – contact Southeast Regional Veterinary

Command

(5) North Atlantic, to include the Azores – North Atlantic Regional Veterinary

Command

(6) Korean Peninsula – contact 106

Medical Detachment, Seoul, South Korea

d. Program continuity and “Lessons Learned”- All inspectors will supply the DVC

Commander with a detailed After Action Review (AAR), in accordance with Field

Manual 7-1, Appendix C, upon completion of the shiprider tour of duty. The review will

include, at a minimum, an account of things that went well, things that can be done

better and special challenges to include lack of appropriate support and resources. The

report shall be sent to the DVC Commander within a period of thirty days upon

completion of shiprider duties. A copy of the AAR will be forwarded to the RVC

Commander and Warrant Officer within 45 days of mission completion.

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CHAPTER 19

AUDITOR CERTIFICATION PROGRAM

19-1. INTRODUCTION. This chapter establishes procedures for the commercial

sanitation auditor certification program. This program supplements the sanitation

auditor credentialing program for reserve officers. This program helps to ensure that

Veterinary Service personnel have the knowledge and ability to conduct commercial

sanitation audits. This program is intended for use in CONUS and OCONUS with

supplementation by the OCONUS commanders as required.

19-2. PROCEDURES.

a. The District Commander and/or primary trainer will conduct an initial interview of

all VCOs, WOs, or other potential auditing personnel. The purpose of the interview is to

introduce the training program to the auditor, and to validate current auditor credentials.

The concept behind this program is one that centers on career development that

sustains growth up to and beyond the point in which the Commander authorizes the

auditor trainee to conduct audits without supervision. The District Commander may

decide that a Soldier is capable of performing unaccompanied audits if the candidate

possesses at a minimum: completion of Phase I below; in the process of completing

Phase II below; and/or has previous audit experience. The District Commander will

review and monitor the individual’s documented training programs and completed audit

reports.

b. Phases of training are as follows:

(1) Phase I – AMEDD Center and School Training, either a or b and c below:

(a) Officer Basic Course (OBC)

(b) Warrant Officer Basic Course (WOBC)

OBC/WOBC or as part of VETCOM/RVC/DVC training)

(2) Phase II – District Training.

(a) Staff Auditor Phase– Minimum of three sanitation audits in different

types of facilities as a staff auditor. Differing types of facilities should include the

following: water and ice, fresh fruits and vegetables processing, bakery, and frozen

desserts. Training, other than in-plant, will include public health risks associated with the

defects found in 21 CFR 110, microbial criteria and interpretation of laboratory results,

obtaining and shipping laboratory samples in accordance with the Laboratory Sample

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Submission Guide, and Hazardous Analysis Critical Control Points (HACCP) review

procedures.

1 Trainer performs the audits, to include in/out briefing.

2 Trainee accompanies the auditor through the facility.

3 Trainee writes methodology for all audits, regardless of audit type.

(b) Lead Auditor Phase – Minimum of three sanitation audits in different

types of facilities as a lead auditor. The trainer will accompany the trainee during the

audit.

1 Trainee performs the audits, to include in/out briefing.

2 Trainee is responsible for completing audit documentation.

3 Trainer evaluates and reports the trainee’s performance to the District

Commander.

(3) Phase III – Establishing proficiency. This section is included for new officers

with little prior experience as auditors. The auditor will assist the District Commander

with the task of documenting audits performed in order to establish proficiency. Despite

District Commander approval to conduct unaccompanied audits, the auditor must

perform a number of audits independently in order to develop initial expertise. The

number of audits required can vary from auditor to auditor and will be ultimately

determined by the District Commander and documented in the individual’s local record

and the Lotus Note’s Audit Credentialing Database. Variety in types of establishments

is recommended.

(4) Phase IV – Dairy certification (overseas). This is a two part program. Part

one consists of certifying all auditors for manufactured dairy establishments where the

requirements of the Pasteurized Milk Ordinance (PMO) may not apply. This portion of

the certification is relatively simple and can be accomplished at the unit level. If

pasteurization equipment testing is required, the auditor must complete the second part

of the dairy certification program which consists of the Milk Pasteurization Controls and

Tests course offered by the FDA State Training Branch, or equivalent office and

accompany a state or federal inspector on a minimum of two audits that focus on

conducting inspections and testing pasteurization systems. Regional and District

Veterinary Commanders will ensure that all officers scheduled to transfer overseas

attend this training prior to their departure from CONUS. Once arriving overseas, the

auditor will accompany a fully certified dairy auditor on at least two audits in order to

complete this phase and be authorized to assess the proper operation of pasteurization

equipment independently, to include understanding the “authorized deviations.” This

phase may include accompanying Host Nation inspectors if feasible. The overseas

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MACOM Veterinary Commander will develop at least two officers that are certified dairy

auditors.

(5) Phase V – Specialization. Overseas assignments offer an opportunity to

inspect types of processing facilities that may not be inspected in CONUS. These

facilities might include slaughterhouses, fluid egg plants, powdered milk plants, canning

plants. To enhance the professional development of the auditor, the following training is

recommended:

(a) Slaughterhouse Sanitation

(b) Better Process Control School

Processors Institute, and other similar organizations

(6) Phase VI – Maintaining proficiency. It is recommended that auditors

continue to perform audits throughout the year in order to maintain proficiency.

Depending upon other responsibilities and duties, the District Commander may exercise

discretion to determine whether an auditor is maintaining proficiency.

(7) Phase VII – Professional certification and/or affiliation. All auditors are

encouraged to join a professional organization and/or to maintain certification in at least

one of the following:

(a) National Environmental Health Associates Certified Food Sanitarian.

(b) American Institute of Baking Certified Sanitarian.

(d) National Sanitation Foundation Auditor.

(e) Membership, Institute of Food Technologists.

(f) Membership, International Association for Food Protection.

(g) American Society of Quality Auditors.

(8) Noncommissioned Officers selected into the Warrant Officer program will

begin the certification process to perform sanitation audits. District Commanders will

integrate Warrant Officer Candidates into the audit certification process immediately in

order to allow for maximum experience prior to reporting to Warrant Officer Candidate

School. Candidates in this category are to be entered into the database as “WOC”

auditors for tracking purposes.

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APPENDIX A

REFERENCES

Section I

Publications

AR 1-201, Army inspection Policy

AR 11-2, Management Control

AR 30-22, The Army Food Program

AR 40-905/SECNAVINST 640.1A/AFI 48-135, Veterinary Health Services

AR 40-656/NAVSUPINST 4355.10/mco 10110.45, Veterinary Surveillance Inspection of

Subsistence

AR 40-657/NAVSUPINST 4355.4c/AFRT 163-2/MCO P10110310, Veterinary/Medical

Food inspection and Laboratory Service

AR 40-660/DLAR 4155.26/NAVSUPINST 10110.8c/AFR 161-42/MCO 10110.38c, DOD

Hazardous Food and Nonprescription Drug Recall System

AR 525-13, Antiterrorism

AR 530-1, Operations Security

DA Pam 30-22, Operating Procedures for the Army Food Program

DeCA Directive 40-3, Meat Department Operations

DeCA Directive 40-4, Produce Department Operations

DeCA Directive 40-5, Grocery Department Operations

DLAR/DLAD 4155.37, Appendix S, Materiel Quality Storage Standards Policy for Shelf-

Life Material

DOD Directive 2000.12, DOD Antiterrorism Program

DOD Directive 5010.38, Management Control Program

DOD O-2000.12-H, DOD Antiterrorism Handbook

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DOD Instruction 2000.16, DOD Antiterrorism Standards

DOD Instruction 5010.40, Management Control Program Procedures

DPSCH 4155.2, Inspection of Composite Operational Rations

Exchange Service Regulation 1-2, Veterinary, Preventive Medicine and Military public

Health Services

FDA Food Code

http://www.cfsan.fda.gov/~dms/fc01-toc.html

FM 7-1, Battle Focused Training

FM 100-14, Risk Management

Joint Service Manual for Storage and Materials

MEDCOM Reg 40-28, U.S. Army Veterinary Command Policies and Procedures

MIL-STD 904, Guidelines for Detection, Evaluation, and Prevention of Pest Infestation

of Subsistence

OMB Circular A-123, Management of Federal Information Resources

Veterinary Command Food Analysis and Diagnostic Laboratory Submission Guide

http://vets.amedd.army.mil/vetlab/Guide.pdf

Veterinary Command Circular 40-1, Worldwide Directory of Approved Food

Establishment for Armed Forces Procurement

Section II

Prescribed Forms

MEDCOM Form 57a, Sample Removed by Quality Assurance Representative

MEDCOM Form 770-R, Refrigeration Failure Report

Section III

Referenced Forms

DA Form 7538, Subsistence Serviceability Certificate

DA Form 7539, Request for Veterinary Laboratory Testing & Food Sample Record

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DA Form 7566, Composite Risk Management Worksheet

DD Form 1225, Storage Quality History Report

DD Form 1232, Quality Assurance Representative’s Correspondence

DD Form 1237, Shell Egg Inspection

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GLOSSARY

Section I

Abbreviations

ALDVC

Allegheny District Veterinary Command

AAFES

Army and Air Force Exchange Service

ALFOODACT

All Food Activities

BPA

Blanket Purchase Agreement

CIA

Complete Inspection Approval

CONUS

Continental United States

CTT

Common Task Testing

CVR

Customer Visit Report

DeCA

Defense Commissary Agency

DFAC

Dining Facility

DLA

Defense Logistics Agency

DLAR

Defense Logistics Agency Regulation

DOD

Department of Defense

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DODMWDVS

Department of Defense Military Working Dog Veterinary Service

DODVSA

Department of Defense Veterinary Service Activity

DOP

Date of Pack

DSCP

Defense Supply Center Philadelphia

DSO

Defense Subsistence Officer

DVC

District Veterinary Command

EHO

Environmental Health officer

FADL

Food and Drug Laboratory

FDA

Food and Drug Administration

FF&E

Fresh fruits and vegetables

HDR

Humanitarian Daily Rations

Headquarters

Inspection Procedures

ISP

Installation Support Plan / Program

ITD

Inspection Test Date

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LAN

Local Area Network

MCP

Management Control Process

MEPRS

Medical Expense and Performance Reporting

METL

Mission Essential Task Lisk

MOS

military occupational specialty

MRE

Meals, Ready-to-Eat

MTF

military treatment facility

MWR

Morale, Welfare, and Recreation

NAF

Nonappropriated Funds

NCDVC

Northern California District Veterinary Command

NCOIC

Noncommissioned officer in charge

NEX

Navy Exchange

OCONUS

Outside the Continental United States

OIC

Officer-in-Charge

OIP

Organizational Inspection Program

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OPRATS

Operational Rations

PBO

Produce Buying Office

PHF

potentially hazardous foods

Preventive Medicine

POC

point of contact

QAE

Quality Assurance Element

QOL

Quality of Life

RTE

Ready-to-Eat

RVC

Regional Veterinary Command

SOP

Standing Operating Procedures

TDA

Tables of Distributions and Allowances

TDS

Technical Data Sheet

TDY

temporary duty

TISO

Troop Issue Subsistence Officer

UCMJ

Uniform Code of Military Justice

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UGR-A/-B

Unitized Group Rations, Type A or B

USDA

United States Department of Agriculture

VCO

Veterinary Corps Officer

VETCOM

U.S. Army Veterinary Command

Veterinary Service

Section II

Terms

Accountable Officer: The person in-charge of or responsible for the retail activity or

department within the retail activity. Examples include: Commissary Director, Produce

Department Manager, Meat Manager, Grocery Manager, DSO/PBO Chief, Exchange

Manager, and Food Court Manager.

Adulterate: To make impure by adding extraneous, improper, or inferior ingredients

(also adulteration).

Approved Source: An establishment listed in the - VETCOM Circular 40-1, Worldwide

Directory of Sanitarily Approved Food Establishments for Armed Forces Procurement;

or an establishment which meets the criteria for exemption as defined by VETCOM Cir

40-1 Para 3.c.; or a locally approved food establishment.

Closed-Package Inspection (CPI): There are two types of closed-package

inspections:

(1) Nondestructive closed-package inspection: Examination of packing and

packaging material without destroying the inner packaging material. These

examinations are completed before the start of an open-package inspection. Following

CPI, the sample unit will normally be returned to the lot from which drawn, unless it is

subsequently used for the open-package phase of inspection.

(2) Destructive inspection: Examination of the internal contents of a package

showing external major or critical defects to identify the defects and/or extent of the

defect. Destructive inspection should be kept to a minimum and not related to or

confused with the open-package phase of inspection.

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Condition: The appearance, feel, smell, taste and sometimes sound characteristics of

the product.

Destructive Open Package Inspection (DOPI): An inspection of the individual unit,

piece or item of product to determine identity, condition and quality, which destroys the

protective packaging or product, or alters product characteristics precluding intended

use.

Exchange Services: A retail establishment on an installation operated by Army and Air

Force Exchange Services (AAFES), Navy Exchange (NEX) or Marine Corps Exchange

Services.

Frozen Desserts: Products that include ice cream, mellorine, sherbert, ice milk, ice

cream mix, ice milk mix, milk shake mix, and other similar frozen desserts, including

frozen novelties.

Infestable Food Items: Food items (to include dry pet food) whose nature and method

of packaging make them subject to actual or potential pest infestation. In some

locations, all grains may be considered infestible.

Inspection for Condition: A determination that the product's appearance, feel, smell

or taste at the time of delivery, are as required by the contract, and applicable regulatory

documents.

Inspection for Identity: A determination that the item delivered conforms to

contractual requirements for product characteristics. It is also a determination that, if

the item was inspected at origin, it is in fact the item produced, inspected, and shipped

for the contract.

Inspection for Quality: To determine that the product conforms to required quality

factors (e.g. quality assurance provisions, degree of excellence or grade, customer

appeal, etc.).

Inspection for Quantity: To determine that the product conforms to cited contractual

documents (e.g. net weight, drained weight, volume, or count per shipping container).

Inspection for Packing, Packaging, Marking, and Labeling: A determination that the

packaging, packing, marking, and labeling are as required by contractual documents

and federal law.

Multi-line Items: A delivery of food subsistence that contains numerous different types

of food subsistence. (e.g. A delivery containing eggs, milk, yogurt, cheese, biscuits,

juice).

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Obvious Defect: A defect that would result in finding the product to be nonconforming

to contract requirements or otherwise unacceptable if a full destination inspection was

performed.

Off-Condition: Any variation from the expected appearance, feel, smell, or taste

characteristics of a product.

Open Package Inspection (OPI): An inspection of the individual unit, piece or item of

product to determine identity, condition and quality, without causing any loss,

destruction, or alteration of product characteristics affecting intended use. Upon

completion of the inspection, the product shall be replaced in its original primary

container, sealed, and returned to the master container for future use.

Percent (%) Defective: The percent defective of any given quantity of units of product

is one hundred times the number of defective units of product contained there in divided

by the total number of units of product.

Perishable Food Items: Food items that under normal conditions must be chilled or

frozen in order to prevent spoilage/deterioration.

Potentially Hazardous Foods: Any food that consists in whole or in part of milk or milk

products, eggs, meats, poultry, fish, shellfish, edible crustacean (shrimp, lobster, crab,

etc.) or other natural or synthetic ingredients capable of supporting rapid and

progressive growth of infectious or toxigenic microorganisms.

Primary Container: The immediate container in which the product is packaged and

which serves to protect, preserve, and maintain the condition of the product. It may be

metal, glass, fiber, wood, textile, plastic, paper, or any other suitable type of material

and may be supplemented by liners, over wraps, or other protective material.

Quality Assurance Provisions (QAPs): Documents which includes all requirements

for quality and reliability assurance, both administrative and technical (e.g. Blank

Purchase Agreement (BPA), Technical Data Sheet (TDS), Contract, etc.).

Representative Sample: Sample items drawn from various locations throughout the

load or lot.

Retail Activity: Any establishment or section of an establishment where food and food

products are offered for issue or resale to the final consumer (e.g. commissary stores,

Morale, Welfare & Recreation (MWR) facilities, exchanges, shoppettes, Troop feeding

facilities, etc.).

Sampling Plan: A written method for determining sample size and associated

acceptance criteria.

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Semi-Perishable Food Items: Food items that are canned, dried, dehydrated, or

otherwise processed to the extent that they do not require refrigeration.

Shipping (Master) Container: The external container that protects the primary

container. It affords adequate protection against corrosion, deterioration, and physical

damage during shipment, handling, and intermediate storage.

Troop Feeding Activities: Government food preparation facilities such as: Dining

Facilities, Galley’s, Ship’s Mess, etc.

Unwholesome: Food that may be injurious or unsafe to the health of the consumer

and may cause illness or death to the consumer.

Wholesale Activity: Any establishment storing perishable or semiperishable

subsistence that requires preparation or distribution to a government agency (e.g.

Defense Subsistence Operation (DSO), DSO Supply Point, Produce Buying Office

(PBO), Terminal Market Buying Office (TMBO), Defense Depot, etc.

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The proponent of this publication is the U.S. Army Veterinary

Command. Users are invited to send comments and suggested

improvement on DA Form 2028 (Recommended Changes to

Publications and Blank Forms) to Commander, U.S. Army Veterinary

Command, ATTN: MCVS, 2050 Worth Road, Fort Sam Houston, TX

78234-6005.

FOR THE COMMANDER:

WILLIAM H. THRESHER

Chief of Staff

CHARLES C. HUME

Colonel, MS

Assistant Chief of Staff for

Information Management

DISTRIBUTION:

This publication is available in electronic media only and is intended for MEDCOM

distribution Aa, Ba, Ca, Da, Ea, and Fa.

SPECIAL DISTRIBUTION:

MCHC (Stockroom) (1 cy)

MCHS-AS (Forms Mgr) (2 cy)

MCHS-AS (Editor) (2 cy)