C5.1. LETTER OF REQUEST SUBMISSIONS

C5.1.1. General. The Foreign Military Sales (FMS) process begins when an eligible foreign country or international organization requests information on defense articles or services being considered for purchase. All requests, generally referred to as Letters of Request (LORs), whether provided through formal correspondence, requests for proposal (RFPs), or via discussions, electronic mail (e-mail), letters, or messages, must be answered consistent with the legal provisions under which the FMS program operates. All requests for information require the same channels of submission (see paragraph C5.1.3.).

C5.1.2. LOR Format. Although no specific format is required for an LOR, the purchaser shall ensure that the request is complete. The LOR shall identify the desired defense articles and/or services in sufficient detail for the United States Government (USG) to prepare an accurate cost estimate. The request shall include the proposed method of financing. The LOR should indicate whether Price and Availability (P&A) data, a Letter of Offer and Acceptance (LOA), an LOA Amendment, or an LOA Modification is desired. Requests for blanket order LOAs must include the desired materiel and services value or the desired total case value. The LOR must contain the name and address of the originator and a traceable reference number (e.g., letter serial number). If the request is received verbally, a memorandum for record (MFR) must document the conversation and outline the required information. If the request is received during a meeting or conference, the minutes should specify the action requested and be signed by an appropriate purchaser representative. LORs transmitted by United States (U.S.) Embassies or Security Cooperation Organizations (SCOs) should refer to the country letter or message requesting the data.

C5.1.3. LOR Submission Procedures

C5.1.3.1. Significant Military Equipment (SME) Requests. SME requests that originate in-country are addressed to the cognizant Department of Defense (DoD) Component with information copies to the DoS (Bureau of Political-Military Affairs) (DoS (PM)), the Defense Security Cooperation Agency (DSCA) (Operations Directorate), and the Combatant Command. Requests regarding SME that originate with purchaser representatives in the United States are also addressed to the cognizant DoD Component with information copies to DoS (PM), DSCA (Operations Directorate), and the SCO. If it appears that the DoS (PM), DSCA (Operations Directorate), and the SCO are not on distribution for a purchaser's request, the DoD Component must furnish copies to these organizations as quickly as possible.

C5.1.3.2. Non-Significant Military Equipment Requests. Non-SME requests that originate in-country are transmitted either by the purchaser's authorized representative or the DoD element of the U.S. country team to the appropriate DoD Component with information copies to the Combatant Command and DSCA (Operations Directorate). Requests originated by foreign representatives of the purchaser in the United States, are sent to the appropriate DoD Component with information copies to DSCA (Operations Directorate) and the SCO. If it appears that the DSCA (Operations Directorate) and the SCO are not on distribution for a purchaser's request, the DoD Component must furnish copies to these organizations as quickly as possible.

C5.1.3.3. Major Defense Equipment (MDE) Requests. For Major Defense Equipment (MDE) items, the DoD Component provides the applicable Combatant Command and SCO with a copy or details of the purchaser's request, as appropriate. The U.S. Embassy or SCO must provide the information in Table C5.T1., commonly referred to as the "country team assessment," in the request transmission.

1

Reason the purchaser desires the articles or services.

2

How the articles or services would affect the recipient's force structure.

3

How the articles or services would contribute to both the U.S. and the recipient's defense/security goals.

4

Justification for the type and quantity of articles or services requested.

5

Combatant Commander's concurrence to the introduction of a new warfighting capability to the nation or region. Combatant Commander's assessment can be provided separately.

6

Anticipated reactions of neighboring nations.

7

Assessment of the nation's ability to account for, safeguard, operate, maintain, and support the articles.

8

Training required either in-country or in the United States and anticipated reactions resulting from the presence of U.S. trainers in-country.

9

Possible impact of any in-country U.S. presence that might be required as a result of providing the article.

10

Source of financing and the economic impact of the proposed acquisition.

11

Human rights considerations relevant to the proposed acquisition.

12

A plan for end-use monitoring for sensitive and advanced warfighting technology and the SCO's plan for compliance verification.

13

Recommendation whether the USG should approve transfer of the article and justification.

14

If the request is for Night Vision Devices (NVDs), the following information must be provided:

• Justification for the type and quantity of NVDs requested (LOR development may require coordination with MILDEP for recommended model/quantity).
• The operational plan for use and specific end-users to include:
• Description of the primary mission for the units to receive the NVDs
• Extent of military interoperability missions/training with U.S. Forces
• Extent of anti-terrorist missions for the units to receive the NVDs
• Assessment of the purchaser's capacity to afford substantially the same degree of security and accountability protection as given by the
• United States and willingness to accept the NVD physical security and accountability note contained in Table C5.T5.
• The SCO plan for EUM and compliance verification.
• Additional information in support of the transfer request (e.g., status of previous NVD transfers and results of past U.S. security inspections/inventories).

C5.1.3.4. LORs Submitted by Electronic Mail. To send LORs via electronic means, purchasers must provide a list of authorized signers and senders to the Implementing Agency. LORs submitted using electronic means must be submitted through appropriate channels required in sub-paragraphs C5.1.3.1., C5.1.3.2., and C5.1.3. 3. Purchasers who wish to submit LORs electronically should contact the U.S. Implementing Agency to determine if a file naming convention should be used. Electronic mail attaching the signed LOR is the preferred means of transmission. Information copies of electronic LORs for DoS (PM) should be sent to: pm-rsat-lor@t.state.gov. To submit electronic information copies of LORs to the DSCA (Operations Directorate), purchasers should contact their DSCA Country Program Director (CPD) for the individual e-mail addresses.

C5.1.3.5. The DoD Components Authorized to Receive LORs. Certain USG organizations (Implementing Agencies) are authorized to receive and respond to LORs. Table C5.T2. identifies these agencies and their addresses.

Army

B

Action Address for LORs other than those for Training and Construction

Commander, U.S. Army Security Assistance Command (USASAC)
Attention: USASAC LOR-Inbox
7613 Cardinal Road
Redstone Arsenal AL 35898-5000

Messages for LORs other than those for Training and Construction

CDRUSASAC FORT BELVOIR VA//AMSAC-PW-PO//

E-Mail Address for LORs other than those for Training and Construction

USASAC-LOR-INBOX@conus.army.mil

Action Address for LORs for Training

Security Assistance Training Field Activity (SATFA)
HQ TRADOC SATFA
173 Bernard Road, Building 139
Fort Monroe VA 23651-1003

Messages for LORs for Training

DIR SATFA FT MONROE//VA///

E-Mail Address for LORs for Training

Contact individual SATFA Country Program Managers for e-mail address.

Action Address for LORs for Construction

U.S. Army Corps of Engineers
HQUSACE
441 G Street NW
ATTN: CEMP-M
Washington DC 20314-1000

Messages for LORs for Construction

CDRUSACE WASHINGTON DC\\CEMP-M\\

E-Mail Address for LORs for Construction

Contact individual USACE point of contact (POC) for e-mail address.

Information Address for all LORs

Department of the Army
Deputy Assistant Secretary of the Army for Defense Exports and Cooperation
ATTN: SAAL-NP
1777 North Kent Street, Suite 8200
Arlington VA 22209

Message Information Address for all LORs

DA WASHINGTON DC//SAAL-NP//

Navy

P

Action Address for all LORs

Department of the Navy
Navy International Programs Office
ATTN: 02C1
2521 South Clark Street, Suite 800
Arlington, VA 22202-3928

Messages for all LORs

NAVY IPO WASHINGTON DC

E-Mail Address for all electronic LORs

NAVYIPOLORS@navy.mil, with copy to Country Program Director's e-mail address.

Air Force

D

Action Address for LORs for Communications, Electronics, Aircraft, and Missile Systems

SAF/IAR
1080 Air Force
Washington DC 20330-1080

Message Address for LORs for Communications, Electronics, Aircraft, and Missile Systems

OSAF WASHINGTON DC//IA//IAPX//

E-Mail Address for electronic LORs for Communications, Electronics, Aircraft, and Missile Systems

Europe/NATO/Eurasia Division: safiare.workflow@pentagon.af.mil
Americas Division: safiarl.workflow@pentagon.af.mil
Mid-East/Africa Division: safiarm.workflow@pentagon.af.mil
Pacific Division: SAF/IARP W safiarp.workflow@pentagon.af.mil
Gulf Cooperation Council Division: safiarg.workflow@pentagon.af.mil
Security Assistance Policy and International Training and Education Division: safiapx.workflow@pentagon.af.mil

Action Address for LORs for Follow-On Support

555 IGP
1822 Van Patton Drive
Wright-Patterson AFB OH 45433-5337

Message Address for LORs for Follow-On Support

AFSAC WRIGHT PATTERSON AFB OH//CC//GB//

E-Mail Address for electronic LORs for Follow-On Support

afsac.loa@wpafb.af.mil

Action Address for LORs for Training

AFSAT/CCA 315 J Street West Randolph AFB TX 78150-4354

E-mail Address for electronic LORs for Training

afsat.loa@randolph.af.mil

DCMA - Defense Contract Management Agency

F

Action Address for LORs for Contract Administration Services (CAS)

Defense Contract Management Agency
Attn: DCMA-FBFR
6350 Walker Lane Suite 300
Alexandria VA 22310

Message Address for LORs for CAS

DCMA ALEXANDRIA VA//FBFR

E-Mail Address for electronic LORs for CAS

dodccp@dcma.mil

DISA - Defense Information Systems Agency

C

Action Address for applicable LORs

Defense Information Systems Agency
Attn: IN32
5600 Colombia Pike
Falls Church VA 22041-2717

DLA - Defense Logistics Agency

R

Action Address for LORs for Excess Property

Defense Reutilization and Marketing Service
74 N. Washington Street
Attn: DRMS-J361
Battle Creek MI 49037-308

Message Address for LORs for Excess Property

DRMS BATTLE CREEK MI//DRMS//J361//

Action Address for LORs for Cataloging Services

Defense Logistics Information Service
74 N. Washington Street
Attn: DLIS-VBC
Battle Creek MI 49037-3084

Message Address for LORs for Cataloging Services

DLIS BATTLE CREEK MI//DLIS/VBC//

DSCA - Defense Security Cooperation Agency

Q

Information Address for all LORs

Defense Security Cooperation Agency
Attn: [insert applicable Operations Directorate]
201 12th Street South, Suite 203
Arlington VA 22202

Message Address for information copies of all LORs

SECDEF//USDP:DSCA//[insert applicable Operations Division]

E-Mail Address for information copies of electronic LORs

Contact individual DSCA CPD for e-mail address

DTRA - Defense Threat Reduction Agency

Z

Action Address for all applicable LORs

Defense Threat Reduction Agency (DTRA)
Attn: RMBP
8725 John J. Kingman Road
MSC 6201
Fort Belvoir VA 22060-6201

NGA - National Geospatial-Intelligence Agency

U

Action Address for all applicable LORs

National Geospatial-Intelligence Agency
Office of International Affairs and Policy
Mail Stop D-120
4600 Sangamore Road
Bethesda MD 20816-5003

NSA - National Security Agency

M

Action Address for all applicable LORs

National Security Agency
9800 Savage Road
Suite 6576
Ft Meade MD 20755-6576

C5.1.3.6. Exceptions. LORs may be submitted directly to DoS (PM) and DSCA if:

C5.1.3.6.1. The U.S. Embassy in-country or the purchaser's representative in the United States believes the request is sensitive and requires a higher level policy determination; or

C5.1.3.6.2. The purchaser or the SCO and/or U.S. Embassy cannot determine the appropriate DoD Component.

C5.1.3.7. LOR Receipt Acknowledgement. Within 5 days of receiving the LOR the Implementing Agency will validate (see Chapter 5.1.4.1.) and enter the LOR data into the Defense Security Assistance Management System (DSAMS) as a Customer Request and will acknowledge receipt of the LOR to the prospective purchaser. The Implementing Agency will provide a copy of the LOR to DSCA (Operations Directorate), as well as the applicable SCO, if neither DSCA nor the SCO was on distribution. Implementing Agencies have a goal of 10 days from LOR Receipt to establish the case document in DSAMS, which creates either a Case Initialized Milestone for Basic LOAs or a Document Initialized Milestone for Amendments and Modifications, and generates an automatic transaction ("S1") to the DSCA 1200 system (see Chapter 13). If the Implementing Agency does not allow automatic transmissions from DSAMS to the DSCA 1200 System, the Implementing Agency will submit the initial S1 transaction for Basic LOAs no later than 10 days after receiving the LOR. The Implementing Agency will also provide the Case Identifier to the prospective purchaser, unless the case meets Congressional Notification thresholds (see paragraph C5.6.).

C5.1.3.8. DSCA and DoS LOR Review. Implementing Agencies should begin performing the activities identified in C5.1.3.7. unless they believe the LOR presents cause for concern that should be addressed to DSCA and/or DoS for guidance. At any time during the LOR to LOA process, DSCA and/or the DoS may initiate coordination to approve or disapprove the request, or advise the Implementing Agency to suspend further correspondence until coordination is complete. If the request is disapproved, DSCA formally advises the Implementing Agency to stop processing the purchaser's request, provides the rationale for the decision, and issues guidance concerning further actions. The Implementing Agency will cancel the Case Identifier in DSAMS if it has already been established.

C5.1.3.9. Completing LORs. Implementing Agencies should strive to allow no more than 20 days to pass from LOR Receipt to LOR Complete. This key step reflects internal review by subject matter experts and assures that the LOR contains sufficient information to begin drafting the LOA. If more than 20 days pass between LOR Receipt and LOR Complete, explanatory remarks will be input to the Customer Request window in the Request Status Comments field in DSAMS. DSAMS automatically cancels LORs that reside in DSAMS one year or longer with no associated LOA document.

C5.1.4. LOR Validation

C5.1.4.1. Purchaser Eligibility. The Implementing Agency must validate the LOR to ensure the potential purchaser is an eligible FMS recipient (see C4.2.), that the item sought may be sold (see C4.3.), and that the request was received through proper channels (see paragraph C5.1.3.). The Implementing Agency also checks to see if any sanctions exist that would prevent an LOA from being prepared and/or offered to this purchaser. See Chapter 6, section C6.6. for more information on sanctions. Once validated, the Implementing Agency enters the LOR data as a Customer Request in DSAMS.