INITIAL SANITATION AUDIT REQUESTS FOR
THE UNITED STATES, CANADA, MEXICO, CENTRAL AMERICA, SOUTH AMERICA, THE CARIBBEAN, AND THE PACIFIC REGION (Excluding Korea)
1. Vendors supplying/preparing food strictly for a one-time event or special event on a military installation are not required to be Directory listed. Food truck vendors who prepare the food on a military base in the truck are not required to be Directory listed, but do require an on-base sanitation inspection performed by local military Public Health/ Preventive Medicine and Veterinary Service personnel. Food truck vendors who prepare the food off-base at a restaurant, central kitchen or catering kitchen do require Directory listing.
Food Truck decision flow chart: Food Truck & Mobile Catering Flow Chart.pdf
If the vendor is a distributor or broker of finished products from other DOD approved sources and acts within the geographic limits of the continental United States (CONUS), Alaska, or Hawaii, then the vendor is exempt from listing in this Directory, unless the vendor stores Government-owned foods.
2. Vendor. The vendor or supplier must write a letter (preferably on letterhead) requesting an initial food protection audit. The owner or an authorized representative of the establishment processing the product(s) must sign the letter. The supplier must address the letter to the U.S. Government purchasing agent or contracting agency. The request must contain, at a minimum, the following information:
a. The full name of the processing facility, street address (or geographical location), city, state, zip code, and county or country where the establishment is located. Include the mailing address if different from the physical facility address.
b. The name, title, telephone and e-mail address of the person to contact at the establishment, and the normal operating hours of the facility.
c. A list of the specific products to be procured by the Department of Defense (DOD) (e.g., novelty ice cream or catered meals).
d. A list of the federal, state, and local regulatory agencies currently inspecting the facility. If the facility has a federal or state establishment number, please provide the number.
e. If the vendor is a caterer, restaurant, or central kitchen, indicate where the vendor prepares the food, which military installations the vendor will serve, and if the meals will be contracted or retail sale.
3. Purchasing/Contracting Agency. The purchasing or contract agency should review paragraphs 2 and 3 above before moving forward with the audit request process. If the agency wishes to purchase the firm's products, the agency will send a Pre-Audit Questionnaire (PAQ) to the company Point of Contact (POC). Once completed, the purchasing or contracting agency must prepare a cover memorandum or official email endorsement and enclose or attach the supplier's signed request and the completed PAQ. For establishments located within Japan, please use the PAQ with English and Japanese translation. For establishments classified as restaurants, caterers (except airline catering), and central kitchens, please use the PAQ for restaurants.
The endorsement must include the following agency information: a point of contact, a correct mailing address, telephone numbers, and a government agency e-mail address.
The agency should submit the audit request packet to:
U.S. Army Public Health Center
Food Protection & Public Health Sanitation Division
8252 Blackhawk Rd
Aberdeen Proving Ground, MD 21010-5403
OR via e-mail: firstname.lastname@example.org
The following initial commercial audit request completion time frames should be considered by procurement agencies:
- Establishments located within the 50 United States, Guam, Singapore, Japan, and Korea – submit requests 70 days prior to requirement.
- Establishments located at all other locations – submit requests 80 days prior to requirement.
4. The U.S. Army Public Health Center (USAPHC). USAPHC will perform a technical review of the packet and determine eligibility in accordance with paragraphs 2 and 3 above and MEDCOM Circular 40-1, Appendix A, Summary of Product Listing Requirements, before proceeding with tasking the audit. If the PAQ is not included, is incomplete, or if the letter of request or endorsement email are not included, the packet will be returned to the purchasing or contracting agency. USAPHC will establish initial contact with the vendor to ensure that the scope of the audit is communicated and to ensure the POC communication details are valid. The audit is then tasked to the responsible Public Health Command Activity. The assigned Lead Auditor will contact the establishment to schedule the audit date. When the audit is completed, USAPHC will furnish the purchasing or contracting agency with a copy of the vendor approval or disapproval letter.
For questions or more information, contact the Approved Sources section at the U.S. Army Public Health Center address above, telephone 410-417-3725 or DSN 867-3725, or e-mail: email@example.com.
Pre-Audit Questionnaire for establishments located in the United States, Canada, Mexico, Central America, South America, the Caribbean, and the Pacific Region (excluding Korea):
PAQ APHC_24OCT2019.DOCXPAQ E&J (Japanese).docxPAQ_Restaurant_Caterer_Kitchen (b).docx