INITIAL SANITATION AUDIT REQUESTS

Procedures for DLA Troop Support Prime Vendor CONUS

March 16, 2023

1. The following procedures were modified to fit the DLA Troop Support Operational Rations 

Program. Original, and overriding, procedures are published in the US Army Veterinary Service

Circular 40-1, Worldwide Directory of Sanitarily Approved Sources for Armed Forces 

Procurement.

2. The product manufacturer (not a distributor) must write a letter (on company letterhead 

stationery) requesting an initial sanitation audit.

a. The owner or authorized representative must sign the letter.

b. The letter is addressed to the specific Subsistence Prime Vendor (SPV) the product 

manufacturer wishes to conduct business with. If there are multiple SPVs only one needs to 

complete the request process.

c. The request must contain, as a minimum, the following information:

• The full name of the product manufacturer processing facility, street address (or

geographical location), city, county, state, country, and zip code, where the plant is 

located. Include postal/mailing address if different from processing facility 

address. If there are multiple production locations or any offsite 

storage/warehousing locations, all must be listed.

• The name, title, telephone and fax numbers, and e-mail address of the primary 

person to contact at the facility with the authority to provide additional information

and schedule/conduct the audit. Highly recommend POC be fluent in English.

• The normal operating hours to include office hours and production facility hours. 

If the specific products are only produced on certain days/times, that information

should also be included.

• A list of all products to be furnished. List must be as specific as possible; using

general terms such as “bread,” “bread products,” “cheese,” or “cheese products” 

generally are not acceptable.

• A list of the federal, state, and/or local regulatory agencies that currently inspect

the facility. If they have a federal or state establishment number, please provide the 

number as well.

3. The SPV reviews the request and forwards it to the DLA Troop Support Contracting Officer 

(KO) with a letter of endorsement. The SPV’s letter of endorsement must state clearly that they 

desire to source product from the requestor. If the SPV does not desire to purchase the 

requestor’s product they should not forward it to DLA Troop Support.
4. The KO reviews the manufacturer’s letter and SPV’s endorsement. If the KO determines this 

is in the best interest of the Government, they in turn will endorse the request and forward the 

packet to the DLA Troops Support Food Safety Office. The KO will include an endorsement

memorandum with the packet. It is preferable to the food safety office that the packet be received 

electronically in order to expedite the action. Please forward the complete packet to: 

dscpconssafofc@dla.mil.

5. The Food Safety Office will review the packet to ensure it is complete and forward to the 

applicable U.S. Army Veterinary Service organization responsible for initiating audits.

6. The applicable U.S. Army Veterinary Service will furnish the DLA Troop Support Food 

Safety Office with a copy of the approval or disapproval letter to the vendor. Details of the

inspection are not disclosed to DLA Troop Support or the primary contractor as it is proprietary 

to the facility in question.

7. In CONUS the U.S. Army Veterinary Service requires a minimum of six (6) weeks lead 

time.

8. What typically happens once the Veterinary Service receives the audit request:

a. They ensure the request is complete.

b. They assign the audit to a qualified auditor.

c. Auditor contacts the facility and requests additional information.

d. Auditor generally does NOT schedule an audit until the facility provides all required

additional information.

e. When the auditor has all required information, they begin the process of scheduling the

initial audit, this may be hindered by auditor or company calendar conflicts.

f. Audit is conducted and, in most cases, initial audits require submission of product samples

for laboratory analysis. Depending on the product this may add 4-6 weeks.

9. To view subsistence suppliers that are already listed in the World Wide Directory of

Sanitarily Approved Food Establishment for Armed Forces Procurement use the following link: 

https://phc.amedd.army.mil/topics/foodwater/ca/Pages/DoDApprovedFoodSources.aspx

10. DLA Troop Support personnel, suppliers, and customers should refer all initial audit 

questions to the email dscpconssafofc@dla.mil.