R 291328Z NOV 11



ALCOAST 551/11

COMDTNOTE 5760

SUBJ: 2011 COAST GUARD SHIPMATE FUND DISTRIBUTION

A. THE COAST GUARD NONAPPROPRIATED FUND INSTRUMENTALITIES (NAFI)

MANUAL, COMDTINST M7010.5 (SERIES)

B. THE COAST GUARD MORALE, WELL-BEING, AND RECREATION MANUAL,

COMDTINST M1710.13 (SERIES)

1.  THE 2011 COAST GUARD FOUNDATION SHIPMATE FUND SELECTIONS ARE NOW

COMPLETE.  PLEASE CHECK THE APPROVED SELECTIONS LISTS POSTED AT THE

WEB SITE:  WWW.USCG.MIL/MWR, UNDER THE LINK 2011 COAST GUARD

FOUNDATION APPROVED SHIPMATE FUND SELECTIONS.  NOTE THAT THE

EXTENSIVE 2010 BACKLOG LIST WAS USED TO MAKE SELECTIONS. THERE WAS NO

SOLICITATION FOR NEW REQUESTS IN 2011.

2.  THERE ARE TWO SELECTION LISTS POSTED:  1ST ROUND AND 2ND ROUND.

FUNDS FOR THE 1ST ROUND ARE BEING DISTRIBUTED NOW.  FUNDS FOR THE 2ND

ROUND WILL BE DISTRIBUTED AT A LATER DATE, LIKELY EARLY IN 2012.

PURCHASES WILL BE MADE BY THE UNIT OR ITS CHAIN OF COMMAND THROUGH

THE UNITS MORALE FUND.  FUNDS WILL BE ELECTRONICALLY TRANSFERRED BY

THE COMMUNITY SERVICES COMMAND (CSC) TO THE COGNIZANT AUTHORITY FOR

MWR PURPOSES IN RESPECTIVE AREAS OF RESPONSIBILITY OR DIRECTLY TO

LARGER UNITS SUPPORTED BY THE CSC.

3.  PLEASE EXPEDITE ALL PURCHASES. UNITS EXPECTING FUNDS SHOULD

VALIDATE COSTS AND VENDORS NOW. ALL PROCUREMENTS MUST BE MADE IN

ACCORDANCE WITH REF (A). ITEMS THAT MEET THE REQUIREMENTS FOR

INCLUSION ON UNIT PROPERTY RECORDS SHALL BE RECORDED IN ORACLE FAM AS

GENERAL PURPOSE PROPERTY USING THE ITEM NAME CODE (INC), MWRXX, PER

REF (B).

4.  UNITS MUST RETAIN IN THEIR MWR FILES:  COPIES OF THIS ALCOAST,

THE PURCHASE REQUEST FOR THE PROCUREMENTS, AND THE INVOICE (MARKED

RECEIVED) FOR THE PROCUREMENT.  CSC OR THE COGNIZANT AUTHORITY FOR

MWR PURPOSES IN THE AOR MAY REQUIRE UNITS TO FORWARD COPIES OF THIS

DOCUMENTATION.

5.  UNITS WILL RECEIVE THE EXACT AMOUNT OF MONEY THAT APPEARS ON THE

APPROVED SELECTIONS LISTS.  IF THE ACTUAL COSTS ARE MORE THAN WHAT

WAS AWARDED, THE UNIT MUST COVER THESE EXTRA COSTS.  SHOULD THE UNIT

BE UNABLE TO DO THIS, THE FUNDS SHALL BE RETURNED TO THE CSC THROUGH

THE MWR COGNIZANT AUTHORITY PROCESS.  IF THE ACTUAL COSTS ARE LESS

THAN WHAT WAS AWARDED, AND THE DIFFERENCE IS FIVE PERCENT OR GREATER,

THE UNIT MUST RETURN THE ENTIRE DIFFERENCE TO THE CSC THROUGH THE MWR

COGNIZANT AUTHORITIES.  COMMANDING OFFICERS ARE RESPONSIBLE FOR

VERIFYING THAT EITHER:  ALL PURCHASES ARE WITHIN FIVE PERCENT OF THE

AWARDED AMOUNT, OR THAT THE COST DIFFERENCE IS RETURNED TO THE CSC.

UNITS SHOULD CONSIDER MAKING SHIPMATE FUND PURCHASES THROUGH THEIR

LOCAL COAST GUARD EXCHANGE AS DISCOUNTS ARE PROVIDED FOR PURCHASES

THROUGH UNIT MORALE FUNDS.

6.  UNIT PURCHASES MUST NOT DEVIATE FROM THE ORIGINAL DESCRIPTIONS.

IF A SPECIFIC MODEL NUMBER FOR EQUIPMENT IS NO LONGER AVAILABLE FOR

PURCHASE, IT IS ACCEPTABLE TO MAKE SUBSTITUTIONS FOR THE SAME OR

SIMILAR TYPE OF EQUIPMENT OR PRODUCT.

7.  ALL UNITS SHOULD PROMPTLY ASSEMBLE EQUIPMENT WHEN IT ARRIVES, AND

E-MAIL ONE (1) PHOTO OF UNIT PERSONNEL ENJOYING THE GIFT TO THE

FOLLOWING ADDRESS:  09SA (AT) USCG.MIL.  IT IS NOT NECESSARY TO

PHOTOGRAPH EVERY SINGLE PIECE OF EQUIPMENT IN THE PURCHASE.  UNITS

SHOULD SEND ONE GOOD REPRESENTATIVE PHOTO SHOWING HOW UNIT PERSONNEL

HAVE BENEFITTED.

8.  UNIT COMMANDING OFFICERS WILL PROMPTLY MAIL APPROPRIATE WRITTEN

LETTERS OF APPRECIATION DIRECTLY TO THE COAST GUARD FOUNDATION:

COAST GUARD FOUNDATION, 394 TAUGWONK ROAD, STONINGTON, CT 06378-1807.

9.  THE COAST GUARD FOUNDATION DONORS MAY WISH TO VISIT UNITS THAT

HAVE RECEIVED FUNDS, IN ORDER TO SEE, PERSONALLY, THE GIFTS THAT

THEIR GENEROSITY HAS PROVIDED.  IF SO, UNIT COMMANDING OFFICERS WILL

BE CONTACTED UNDER SEPCOR AND SHOULD PLEASE MAKE ALL EFFORTS TO

ACCOMMODATE SUCH REQUESTS.

10.  IN EARLY CY 2012, ANOTHER ALCOAST WILL INVITE NEW REQUESTS FOR

CG FOUNDATION SHIPMATE FUNDS.   UNITS SHOULD NOT CALL TO INQUIRE

ABOUT THE STATUS OF ANY REQUEST IT MADE IN THE PAST, AND IF ANY UNIT

SUBSEQUENTLY DECIDES TO PURCHASE SOMETHING IT PREVIOUSLY REQUESTED,

THERE IS NO NEED TO NOTIFY THE COAST GUARD FOUNDATION, MWR, OR THE

VICE COMMANDANTS OFFICE.

11.  VADM SALLY BRICE-O HARA, VICE COMMANDANT, SENDS.

12.  INTERNET RELEASE AUTHORIZED.