AS PART G: PREPARATION OF PURCHASE ORDERS AND CONTRACTS 55300 PURCHASE ORDERS 1. The Purchase Order, Form NAVMC 18SD, when properly executed, constitutes the acceptance in cases of purchases made under written bids and acceptance not involving the execution of a formal contract, as well as the order for the articles or services offered by the successful bidder. The purchase order shall include reference to the Quartermaster Authority and the expenditure account number under which the purchase is made. It will be prepared in quadruplicate, addressed to the bidder whose bid has been accepted, the original and duplicate being signed by the purchasing officer. The original and quadruplicate must be attached to the first voucher submitted for payment, the duplicate forwarded to the person, firm, or corporation to whom it is addressed (the vendor) and the triplicate retained. This form will also be used when emergency purchases are made on bids obtained orally, either in person or by telephone. 2. In placing orders for supplies or services, the purchase orders will make request on contractors that their bills be rendered in quadruplicate or in accordance with the number of copies of the bills required. 55301 NUMBERING CONTRACT AND AGREEMENTS 1. All contracts exceeding $1,000 and all leases and board and lodging agreements will be assigned contract numbers. On awards where more than one payment is to be made a contract number will be assigned. For purposes of classification in the General Accounting Office, the number will be preceded by a symbol consisting of the capital letter "N" standing for the Navy Department as a whole, a numeral identifying the contracting office, and the small letter "m" standing for the Ma 55301 rine Corps as a whole. Contract symbol num- The Quartermaster General of the Marine 2. The symbol will in every case be prefixed to the serial number and separated therefrom by a hyphen, the two together constituting a symbol number by which the origin of the contract may be readily identified, the serial numbers under each authorized symbol beginning with number 1, and continuing in a consecutive series of numbers, without reference to fiscal year, and regardless of changes of purchasing officers, until the numbers reach the limit of five digits, i. e., 99999. When the numbers under a symbol reach the limit of five digits a new series will be used, beginning with number 1 and distinguished by the use of the capital letter "A" at the end of the number, e. g., "N50m-1A." Likewise, any additional series necessary under the same symbol will be distinguished by the capital letter "B", "C", "D", etc., as may be required. The following examples illustrate the numbering of contracts: a. Contract No. 2155 executed in the office of the Quartermaster General of the Marine Corps will bear the symbol number NOm-2155, the next will be numbered NOm-2156, and so on. b. Contract No. 947 executed by the Depot Quartermaster, San Francisco, will bear the symbol number N52m-947, the next will be numbered N52m-948, and so on. 3. Supplemental agreements, renewals of leases and other contracts, extensions of time limit, and other authorized forms of modification of original contracts will be given the same number as the original contract, lease or agreement. 4. All informal contracts and agreements, on which more than one payment is made, will be numbered in the office of the local disbursing officer paying the account, using the symbol assigned to the post involved. Should it develop that unnumbered contracts or agreements received by disbursing officers involved more than one payment, or in case of doubt as to whether more than one payment will be required thereunder, they will be numbered and transmitted direct to the General Accounting Office by letter at least once a month (Gen. Reg. 51, Sup. 4). 1. Contracts for supplies and services will be made in the name of the United States, and will be signed by the Contracting Officer or other officer designated by him. They will not be made at posts unless authorized by the Quartermaster General of the Marine Corps. 2. When a contract is entered into with a partnership the firm name should be given in the body of the instrument, and it may be signed with the name of the firm by one of the partners, who will append his own signature over the remark "Member of firm." 3. A contract with a corporation should have the name of the corporation written in the body of the instrument, as one of the parties thereto, and should be signed by the officer or person authorized to contract in its behalf, who should sign the corporate name and his own, followed by his official designation. Evidence of his authority to sign contracts on behalf of the cor poration must be furnished and filed in the of fice of the contracting officer (unless already on file there) whenever the contract exceeds $1,000. In all such cases the contract will be indorsed or stamped immediately following the signature thereto, "Authority for signature on file in the office of (official designations of contracting officer)." 4. When the contract does not exceed $1,000 and in cases of service contracts with publicservice corporations, such as telegraph and telephone companies, etc., executed by officers or officials thereof who are authorized to and do sign service contracts on behalf of such corporations with the public generally, it is not necessary to file with the contract the evidence of authority to sign called for in the preceding paragraph. In all such cases the contracting officer must satisfy himself that the persons signing on behalf of the corporation is authorized to do so, and place on or attached to the contract the following certificate: I certify that I have satisfied myself that the (offcer, or official, as the case may be) who signed this contract has authority to do so, being an (officer, or official, as the case may be) who signs similar contracts on behalf of the corporation with the public generally. 5. The contract will be prepared in sufficient copies to enable the following disposition after the contract has been executed: The original will be forwarded immediately to the General Accounting Office, Audit Division, Cleveland, Ohio; 1 copy will be forwarded to the Commandant of the Marine Corps (Code CHD); 1 copy to the Contractor; 1 copy to the Disbursing Office designated to pay the account; and 1 copy to the Receiving Officer. Ch. 3 3/52 ། ཡུམ་ PART K: PAYMENT OF BURIAL EXPENSES 1. The remains of officers and enlisted personnel and accepted applicants for enlistment, including retired officers and retired enlisted personnel who die while on active duty, members of the Marine Corps Reserve who die while **on active or training duty or while performing authorized travel to or from such duty, will be buried at Government expense, subject to the provisions of paragraphs 55501 and 55502. Accepted applicants will be considered such after rejection and up to the time of their arrival at the recruiting station where they were originally accepted. Where the remains of retired officers or enlisted personnel, or inactive members of the Fleet Marine Corps Reserve, who have died in a naval hospital are unclaimed, burial will be made under the annual contract of the hospital as set forth in the Manual of the Medical Department, U. S. Navy. neral and burial may be allowed not to exceed (1) $125 if burial is in a private cemetery or (2) $75 if burial is in a national or naval cemetery, applicable to the usual and customary services, such as hearse hire, carriages or automobiles for local transportation for immediate relatives to cemetery, undertaker's services, clergyman's services, cost of single grave site (when burial in a private cemetery), opening and closing of grave, etc. Claims may be submitted to the Bureau of Medicine and Surgery or to the Commandant of the Marine Corps (Code CAF) covering such expenses for burial of deceased personnel of the respective services, accompanied by properly certified and itemized bills, in duplicate. 3. When death occurs at a place where a contract undertaker is not available, and interment is made locally, expenses for preparation and encasement may be allowed not to exceed $300 and an amount not to exceed $125 may be allowed toward interment expenses as specified in subparagraph 2. Under conditions making it impossible to furnish suitable preparation, encasement, and interment within above allowance, such allowances may be exceeded but only by prior approval of the Commandant of the Marine Corps (Code DN). 4. When primary expenses are defrayed by the Government through a local contractor and remains are delivered to the family in the same city for private interment, the funeral expenses specified in subparagraph 2 are authorized. 5. If the remains are shipped to a naval hospital or to a naval activity having a contract for care of the dead for interment in a national or naval cemetery in the vicinity, or are consigned direct to a national or naval cemetery (such as Arlington National Cemetery), the necessary expenses incident thereto are normally borne by the Government, in which case no allowance is made to the next of kin. If the remains are shipped to a national or naval cemetery where necessary burial services are not pro vided by the Government, an amount not to exceed $75 may be allowed to the next of kin toward interment expenses as specified in subparagraph 2. 6. The local supply officer or recruiting officer will forward to the Commandant of the Marine Corps (Code CAF), a written report of the disposition of the remains, with an itemized statement of all expenses incurred in connection therewith, such as the cost of embalming, casket, transportation, etc. 7. Where necessary, and burials are likely to be sufficiently numerous to warrant it, contract will be made with an undertaker or other competent person for the preparation and encasement of the remains of Marine Corps dead, for shipment or interment, and for authorized service in connection with their burial, during the fiscal year, in like manner as provided for the procurement of other services by annual contract. The Bureau of Medicine and Surgery, Department of the Navy, has issued the necessary instructions covering the burial of retired enlisted men in inactive status who die at naval hospitals. 8. The expenses incident to the preparation and encasement of deceased personnel of the Marine Corps who die at a naval hospital or station having an annual contract for care of the dead, are payable from the appropriation "Medical Department, Navy." 9. Where burial is made at place of demise, or in a post cemetery, and other means are not demise have been such as to require expenditure of funds for expenses incurred by local undertakers or civil authorities in the recovery and delivery of such deceased personnel to naval authorities. An example of reimbursement under these circumstances would be the case of an aircraft crash in which the pilot's body was recovered by the local undertaker and subsequently delivered to a naval activity. In the recovery of the body, the undertaker incurred expenses for phone calls to local rescue squads, fire protection, and for police services, in addition to a delivery charge for ambulance service in delivering the body to the nearest naval activity. Bills for such services and expenses incurred in the recovery of bodies shall be submitted to the Commandant of the Marine Corps (Code CAF), prepared and certified in the same manner as outlined in paragraph 55503. 12. The authorized expenses incurred in preparation, embalming, encasement, and burial of Marine Corps personnel, including transportation of corpse and escort (other than those specified in paragraphs 7 and 8, which are payable by "Medical Department, Navy") are payable from the appropriation "General Expenses, Marine Corps." 55502. CREMATION OF REMAINS 1. Cremation of remains may be undertaken only upon prior authority of the Bureau of Medicine and Surgery when specifically re available, the cost of digging grave may be paid quested by the next of kin, provided the total by the supply officer. cost of the primary expense does not exceed the allowance of $300. The expense of cremation, when ordered as above, will be covered by emergency requisition approved in advance by the commandant, commanding officer, or senior officer present. Transportation of the cremated remains to the place designated by the next of kin may be allowed as an additional expense. The cost of cremation of remains, when incurred by the family, may be allowed as a proper item of expense within the limits of reservations and the circumstances surrounding either the primary or secondary allowance. 10. Pay for services of clergymen at burials of enlisted personnel may be allowed when the services of a Navy chaplain are not available. 11. Payment from the appropriation "General Expense, Marine Corps" is authorized in those cases where Marine personnel have died or been killed under unusual circumstances, outside the jurisdiction of Marine Corps or Navy Ch. 3 3/52 55503 CERTIFICATION REQUIRED ON BILLS 1. Payment of allowance for secondary burial expenses of Marine Corps personnel may be made by the disbursing officer direct to the undertaker or to the person who has paid the undertaker upon receipt of bill showing the total expenses incurred, and certified as follows: Certified correct and just and payment not received. This certificate must be signed with the autographic signature of the person to whom the authorized allowance is to be paid. When payment is to be made direct to the undertaker, the person who procured the services must also certify that the services were rendered as stated and that payment to the undertaker is desired. When payment is to be made to the person who procured the services, the receipted bill signed by the undertaker must show the name of the person who paid the bill and that person must sign the certificate described above, stating that payment has not been received. If total expenses are less than the authorized burial allowances, the full amount of the expenses will be paid to the claimant, or $125 or $75, as appropriate, will be paid if the bill is more than the authorized burial allowance. 2. Form NAVMC 817-SD (Information for Next of Kin Regarding Expenses in Connection with the Preparation, Encasement, Transportation, and Burial of the Remains of Marine Corps Dead), which is forwarded to the next of kin by Headquarters, Marine Corps, contains the necessary information regarding burial allowances, and prescribes the procedure for obtaining such allowances. |