BOP Program Statement 6010.06 § 6

a. Budget. The HSA or designee is the Cost Center Manager for the health services and

continuing professional education (CPE) budgets at the institution level.

The HSA is responsible for budget and procurement activities including controlling purchases,

maintenance, and distribution of equipment, materials, and facilities of the HSU. This includes

preparing all budgetary submissions and maintaining records of all budgetary transactions. The

only fund control system authorized is the applicable Bureau financial management system.

The HSA will write the statement of work for Health Services contracts and is required to obtain

Contracting Officer Representative (COR) 1 within one year of appointment, and COR 2 within

three years of appointment. Refer to DOJ Policy Instruction Acquisition Career Management

Program Federal Acquisition Certification for Contracting Officer’s Representatives and

the Program Statement Human Resource Management Manual.

The HSA must be knowledgeable about medical supplies and equipment, and their procurement

sources. They must also be familiar with medication procurement and appropriate use of the

pharmaceutical prime vendor contract. The HSA plans HSU budgetary requirements and

maintains fiscal control over HSU contracts. The HSA or designee is responsible for ensuring

obligations are accurately controlled, recorded, and reported. The HSA or designee is responsible

for notifying leadership of budgetary shortfalls and working to resolve these issues in a timely

manner that prevents delays/access to care.

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The HSA approves invoices for payment submitted in connection with consultant care or other

outside medical services to verify their accuracy. Invoices will also be reviewed with respect to:

 Were the billed services authorized and appropriate, and have the services been

completed?

 Were the billed services actually provided?

 Are the amounts invoiced correct within the terms of the contract; or, if there was no

contract, are they commensurate with customary fees in the community?

 Is the billing or payment a duplication that must be prevented?

Services rendered by outside vendors will have the advance approval of the Contracting Officer

or the Contracting Officer Representative (COR) except in emergencies, which require prior

notification.

The HSA is responsible for all fiscal matters and for certifying that funds are available in their

respective cost centers prior to the creation of obligations. Refer to the Program Statement

Budget Execution Manual for use of the applicable Bureau financial management system that

provides detailed up-to-the-minute funds accountability to ensure funds are available for

obligation.

The fund control records must be reconciled monthly with the cost center reconciliation report in

the applicable Bureau financial management system. This reconciliation must be presented to

the Business Administrator through the respective Associate Warden by the 10th working day of

the following month or as determined by local authority.

b. Property. Annually, major equipment needs will be submitted to the Budget and Planning

Committee for inclusion on the institution’s priority list. The preparation of major HSU

equipment priority lists is delegated to the HSA in coordination with the institution’s Business

Administrator

c. Procurement Procedures. All requests for purchase card orders and purchase cards will be

prepared in accordance with the regulations described in the Federal Acquisition Regulation

(FAR), Federal Property Management Regulations (FPMR), and Justice Acquisition Regulation

(JAR). The following priority list, pursuant to priorities for use of mandatory government

sources, will be used for purchasing all medical and dental supplies:

 Medical/Surgical Prime Vendor contract (MSPV).

 Pharmaceutical Prime Vendor contract (PPV).

 Agency inventories.

 Excess from other agencies (Veterans Affairs (VA), General Services Administration

(GSA), U.S. Public Health Services (USPHS), and Department of Defense (DOD)).

 Federal Prison Industries.

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 Committee for the Purchase from People who are Blind or Severely Disabled.

 Wholesale supply (GSA, VA, etc.).

 Mandatory Federal Supply Schedules.

 Optional use Federal Supply Schedules.

 Commercial Sources.

d. Major Medical/Dental Equipment. Major medical/dental equipment is defined as

equipment costing more than the capitalized personal property criteria stated in the Program

Statement Property Management Manual. If the equipment being purchased meets the criteria

for major equipment, the following must occur:

 A BP-A0101, Request for Purchase (Delivery-Task Order) form must be prepared which

adequately and clearly describes the required item(s).

 Personal preference items or brand names will not be requested unless a “brand name or

equal” provision is included.

 The provision will sufficiently describe all the prominent characteristics of the brand

name item.

 A BP-A0135, Major Equipment Justification form must accompany the BP-A0101,

Request for Purchase (Delivery-Task Order) form and initiating request in the applicable

Bureau financial management system, to include required support documents uploaded as

attachments. These forms can be found in the Forms Directory on the Bureau’s intranet

site.

 Both forms will be forwarded by e-mail to the Health Services Division at Central Office

to the attention of the National Health Systems Administrator.

 The National Health Systems Administrator or designee will review the request for

approval to send to the Budget Execution Branch, Administration Division to secure

funds unless funded locally or at the region approved by the Regional Director.

 If approved, the National Health Systems Administrator will provide written

authorization, and the documentation will be returned for appropriate action.

 Once procured, all relevant equipment information will be entered into the electronic

tracking system (e.g. TMS).

e. Durable Medical Equipment. Inmates transferring or releasing will be authorized to retain

durable medical equipment that is prescribed as part of their treatment plan (diabetes technology

devices, Continuous Positive Airway Pressure (CPAP), non-motorized wheelchair, crutches,

custom shoes, orthotic devices, etc.). Durable medical equipment will be coded in the electronic

health record using Medical Duty Status (MDS) categories.

7. PREVENTIVE MAINTENANCE SERVICES

The HSU will have a written comprehensive preventive maintenance plan for all HSU equipment

that follows the manufacturers’ recommendations. The plan will include a procedure for

reporting and documenting equipment failure.

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Unless the manufacturer specifies, preventive maintenance actions will be documented and

provided at least twice a year by the applicable bio-medical service.