Buying and shipping humanitarian project equipment

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1. Check the excess catalog first

Humanitarian assistance and mine action projects paid for from the Overseas Humanitarian, Disaster, and Civic Aid (OHDACA) appropriation may buy equipment and supplies. Specialized demining equipment has its own buying guidance, under the Security Assistance Management Manual (SAMM) (SAMM C12.3.7). Before proposing a purchase, planners must check the excess property catalog in the humanitarian information system for items that could meet the partner’s need (SAMM C12.3.7.1). Combatant Commands (CCMDs) buy under the procedures of the contracting office concerned, and coordinate the project with it before submitting (SAMM C12.3.7.2).

Two sustainment tests apply. The project form must confirm that the partner is ready to operate and maintain the equipment, and any specialized operator or maintenance training goes into the project’s scope and cost (SAMM C12.3.7.3). Computers and other technology needing periodic licenses or user fees are often hard for a partner to sustain, so the Defense Security Cooperation Agency (DSCA) approves them only by exception (SAMM C12.3.7.4). How excess property projects are nominated and sourced is covered in mine action and excess property.

2. Planning the shipment

CCMDs must plan shipping, timelines, customs, any staging in transit and final delivery when they estimate project costs (SAMM C12.3.7.5). Every cost of moving cargo to carry out a project under the humanitarian authorities in title 10 belongs in the project’s total cost. Cargo may go by the vendor, by surface transport or by airlift, and should go by the most cost-effective route. Cargo for a relief operation approved by the Secretary of Defense follows the separate disaster relief transport rules. A vendor may deliver the cargo by air or surface as part of the purchase contract (SAMM C12.3.7.5.1). If vendor shipping is not available or costs more, the CCMD may arrange surface transport (SAMM C12.3.7.5.2).

3. When military airlift is allowed

CCMDs should use the cheapest mode available (SAMM C12.3.7.5.3). Without DSCA’s prior approval, Defense airlift of OHDACA-bought cargo is limited to foreign disaster relief approved by the Secretary of Defense. Prior approval is needed outside a relief mission whether the aircraft belongs to the command or is bought through the transportation command, such as its heavyweight services contract. Minimal cost projects approved by a CCMD may not use OHDACA-funded airlift. A command wanting airlift for cargo whose value falls within that approval threshold must nominate a full project to DSCA instead.

The nomination must show that airlift will cost less than the cargo is worth and less than surface transport, or that the extra cost serves a significant national security interest (SAMM C12.3.7.5.3). The project form must state the intent to use Defense airlift and name the component or contract that will provide it (SAMM C12.3.7.5.3.1). Three documents go with it. One is a worksheet estimating airlift cost, explaining the method and comparing it with surface transport. Another is a cargo manifest with quantities and purchase costs. Where airlift costs more than the cargo or than surface shipping, a memorandum gives the compelling security justification.

If circumstances change and a command later wants airlift for an approved project, it revises the form’s transport details and cost, uploads the same documents and gets DSCA’s concurrence (SAMM C12.3.7.5.3.1). DSCA checks the documents and the cost analysis, and that airlift does not conflict with relief authorities, and gets the global partnerships office in the Policy organization to review. Approved airlift is paid either straight to the air transport service, or through DSCA onto a transportation account code, for space on a shared mission or for a whole dedicated mission (SAMM C12.3.7.5.3.2). The CCMD coordinates and tracks the airlift and makes sure the final project cost shows actual transport costs.

4. Give to institutions

As far as possible, supplies such as medicines and school materials go to the partner’s hospitals, schools or ministries, not to individuals (SAMM C12.3.7.6). The manual explains that handing aid directly to the public generally does little to build partner capacity, and makes it harder for the Defense Department to monitor results.

5. Shipping excess property

Once an excess property project is approved, DSCA’s excess property manager checks whether the items are in the warehouse or can be sourced from the Defense Logistics Agency’s disposition service (SAMM C12.5.5). Projects approved alongside disaster relief may get priority but must still meet the normal rules. DSCA pays to ship excess property (SAMM C12.5.5.4). The warehouse agrees shipping dates with the CCMD and ships at the lowest cost in the government’s interest, usually by surface or sea, unless DSCA grants an exception because of the nature or urgency of the requirement. Defense personnel must not promise a donation to the partner before shipment is confirmed.

Receipt needs close coordination among the warehouse, the CCMD, the Security Cooperation Organization (SCO), the project manager and the State Department representative (SAMM C12.5.5.5). A project is marked received when the items reach the partner’s port. The SCO or project manager coordinates receipt with partner and State officials, which usually includes customs clearance and unloading, and plans multi-stop deliveries in advance, for example vehicles that must pass several inspection and registration offices. The State representative should help with customs and tax exoneration, since OHDACA funds may not pay import taxes.

6. Handing over through the State Department

By law, excess property arriving in the partner’s territory must pass from Defense custody to an authorized State representative, who takes control and is responsible for distributing it (SAMM C12.5.5.6). The SCO or project manager produces the custody transfer document in the information system, gets the representative’s signature, and the CCMD makes sure the document is uploaded. The State Department distributes the items to the intended recipient and arranges a handover ceremony (SAMM C12.5.5.7). The project is complete when the SCO or project manager confirms distribution in the final part of the project form.

Key terms

Excess property catalog	The list of available excess items planners must check before buying.
Airlift worksheet	The cost estimate and comparison with surface transport needed to propose airlift.
Transportation account code	A funded code used to pay for space on Defense airlift.
Custody transfer document	The signed record moving excess property from Defense to State Department control.
Multi-stop delivery	Delivery through several inspection and registration offices, planned before arrival.

Every statement above links to the document behind it. The full source list for this piece is on the sources page.

This page describes public United States government programs for general information. It is not legal, regulatory or procurement advice, and it does not address the facts of any particular case.

How Sentfore supports this

Equipment delivered to a partner needs secure movement and proper handover. Sentfore works at the delivery end of defense programs in difficult environments, providing secure movement, protective security, facilities and life support. Requirements can be sent through the contact page.