INITIAL SANITATION AUDIT REQUESTS
FOR
The European Area of Responsibility
(Revision dated 14 November 2023)
1. The supplier/manufacturer must write a letter on letterhead stationery requesting the Initial sanitation audit. The owner or an authorized representative of the establishment processing the product(s) must sign the letter. The supplier/manufacturer must address the letter to the purchasing or contracting agency he/she wishes to conduct business with. The request must contain, as a minimum, the following information:
a. The full name of the processing establishment, street address (or geographical location), city, and county where the establishment is located (physical location of establishment.) If different, include the mailing address.
b. The name, title, telephone and fax numbers, and e-mail address of the person to contact at the establishment and the normal operating and processing hours.
c. A list of the specific products to be furnished (such as bread, rolls, milk, eggs, etc.)
d. A list of the federal, state, and local regulatory agencies that currently inspect/audit the establishment. If there is a federal or state establishment number, please provide that number.
e. If the establishment is a caterer, indicate where the food is prepared, the military facilities, installations or DOD agencies that will be served, and if the meals will be contracted.
2. The purchasing or contracting agency is required to review the Initial audit request and determine if the supplier is eligible. If the agency wishes to purchase the firm's products, the agency must write a cover endorsement memorandum and enclose the supplier's request along with the completed Pre-Audit Questionnaire. Email endorsements from purchasing or contracting agencies are not accepted in accordance with AR 40-657. The memorandum must include the following purchasing/agency information: a correct mailing address; a point of contact, telephone and fax numbers; and an e-mail address. Requests submitted from the following agencies will be reviewed by the following point-of-contacts (POCs) prior to submission to Public Health Command Europe (PHCE), Veterinary Services Division (VSD):
· AAFES EUROPE POC: HQ, Exchange Europe & SW Asia, Army & Air Force Exchange Service, Staff Veterinarian:
hansonka@aafes.com
· DeCA Europe POC: Chief, Contracting Branch Europe
DeCAEuropeContracting@deca.mil
· DLA Troop Support Europe and Africa POC: Chief, Food Safety and Quality Assurance Officer: DLATroopSupportEAFoodSafetyQAUQ@dla.mil
· U.S. Transportation Command/TCAQ-CM (USTRANSCOM)
24/7 Duty Phone (618) 402-2369Org Box: TRANSCOM Scott AFB TCAQ
Mailbox Operation: transcom.scott.tcaq.mbx.operations@mail.mil
Initial audit requests in the European Area of Responsibility also require a Pre-Audit Questionnaire (PAQ) be completed (in English only), and included in the Initial audit request packet, as well as all PAQ supporting documents (see attached). The purchasing or contracting agency will ensure that all sections of the PAQ are completed in accordance with the instructions. Submit the completed PAQ in Word format, not PDF. Failure to submit accurate/complete questionnaires may result in delays in the Initial audit process. Note: If requesting an initial audit of a Dairy establishment, an additional PAQ is required to be completed and submitted as well as the attached PAQ. Please contact PHCE, VSD and request the Dairy Audit PAQ.
Expectation for Directory listing of an establishment is between 90-120 days, depending on the location of the establishment and the establishment’s availability for scheduling the audit. In some cases, Directory listing of an establishment may occur earlier. If a procurement agency determines that the request is “urgent” due to a food shortage (food insecurity) the audit can be expedited. If so, the procurement agency must state the urgency and reason in the request memo.
The agency POC should submit requests via e-mail to: usarmy.landstuhl.medcom-ph-e.mbx.veterinary-services-division@health.mil
3. For questions or more information, contact the PHCE, VSD at DSN: 314-590-9748/9903, Commercial: +49 (0) 6371 9464 9748/9903, or via Email: usarmy.landstuhl.medcom-ph-e.mbx.veterinary-services-division@health.mil
Pre-Audit Questionnaire for use by the European and AFRICOM Area of Responsibility (AOR) ONLY:  PHCE-VSD PAQ_Dairy.doc PHCE-VSD PAQ_Standard.doc |