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Government Property

This Community serves as a resource for Government Property Administrators and Plant Clearance Officers. The community provides information and resources to support the proper management and oversight of government property. With over $100 billion worth of Government property in the hands of Department of Defense contractors Government property impacts the development and fielding of virtually every major weapon system platform today. It is hoped that this community will help you learn and understand more about this critical acquisition field.

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COMMUNITY / Government Property
Tonya Guy-Green - Community Leader
COMMUNITY / Government Property
Audra Tufts - Community Leader

Feed / Government Property

Discussions / Government Property
New/Combined DFARS 252.245-7005 Management and Reporting of Government Property
0 Replies
View Discussion

Good morning!
I have been doing some research within the DoD Procurement Toolbox (amongst a myriad of other sites) and I have a situation that I would like to run by all of you and get your take on it so that I can ensure that we are compliant to FAR/DFARS regulations and specifically the new 252.245-7005 GFP Reporting clause.
An example would be….

            We have received a Government asset via a DD1149 on an overhaul contract. Lets say it is a Main Landing Gear “assembly” and it that assembly is called out on the contract GFP Attachment (as the end item). Per DFARS PGI 245.103, the GFP attachment is a document listing the anticipated Government Property (created by the DoD) that can be supplied to the contractor as approved by the Contracting Officer. So, once that landing gear arrives at the contractor and it is on the GFP Attachment (as a serially managed item), the contractor is required to report that to PIEE per the 252.245-7005 GP Reporting clause. So far, we are good here.
            Now, that landing gear is going to be overhauled and sub-parts removed and overhauled/replaced. Lets say we take an actuator off of that landing gear “assembly”. That actuator is NOT on the GFP attachment stating the USG can provide it. Now please note, that actuator may be reinstalled at a later date or replaced and the retro processed through the disposition process in PIEE.

My question is…Is that removed actuator considered Government Furnished Property or simply Government Property in the possession of the contractor? Meaning it is not truly “furnished” via a DD1149, DD1348 or any other document or systemAnd if the latter (GP in the possession), it does not fall within the realm of the 7005 GP reporting clause (report receipt of GFP) since it is NOT on the GFP attachment. And it is not the contractors responsibility to update the GFP attachment with any and all removed GP from a furnished asset as far as I can tell.

The term “Furnished” is not defined anywhere within the FAR/DFARS that I can find. But the 52.245-1 Clause defines GFP as Government property…“subsequently”…”furnished”. Those two word allude to the property provided to the contractor after-the-fact in performance of the contract. I can’t seem to find anywhere the FAR discusses residual part removals from a piece of GFP.

I hope all that makes sense. And hoping I can get your take on it and possible a reference to point back to that states residual removals from a piece of Government Furnished Property is considered Government Furnished Property itself and if not on the GFP attachment that the contractor should request that it be added?
Lastly, on the DoD Procurement Toolbox website in the GFP Reports FAQ’s and more specifically the “GFP Attachment” FAQ’s, there is a question (A19) that questioned the GFP Attachment as the full stewardship record of Government Property in the possession of the contractor…

(A19) It has been stated that the GFP Attachment is not the full stewardship record of the Government property in possession of the contractor. Since it is not, how do we get this accounting?

The GFP Attachment identifies the “planned” GFP. To get an accounting of the actual Government property in possession of the contractor, the GFP Position Report in EDA will provide near real time visibility of what the contractor has in its custody. Note that the contractor has a contractor property management system and DoD has an Accountable Property System of Record as the core systems. Events reported to the GFP Module are reflected in the GFP Position Report.


Any help and/or direction would be greatly appreciated.

Discussions / Government Property
FAR 52.245-1 and FAR52.245-2
1 Replies
View Discussion

Under 52.245-1 (d)(2)(iii) states The Government may, at its option, furnish property in an "as-is" condition. The Contractor will be given the opportunity to inspect such property prior to the property being provided. In such cases, the Government makes no warranty with respect to the serviceability and/or suitability of the property for contract performance. Any repairs, replacement, and/or refurbishment shall be at the Contractor’s expense.

Under 52.245-2 states This Government Property listed in paragraph (e) of this clause is furnished to the Contractor in an "as-is, where is" condition. The Government makes no warranty regarding the suitability for use of the Government property specified in this contract. The Contractor shall be afforded the opportunity to inspect the Government property as specified in the solicitation.

(b) The Government bears no responsibility for repair or replacement of any lost Government property. If any or all of the Government property is lost or becomes no longer usable, the Contractor shall be responsible for replacement of the property at Contractor expense. The Contractor shall have title to all replacement property and shall continue to be responsible for contract performance.

(c) Unless the Contracting Officer determines otherwise, the Government abandons all rights and title to unserviceable and scrap property resulting from contract performance. Upon notification to the Contracting Officer, the Contractor shall remove such property from the Government premises and dispose of it at Contractor expense.

(d) Except as provided in this clause, Government property furnished under this contract shall be governed by the Government Property clause of this contract.

(e) Government property provided under this clause:

 

 52.245-2(b) states The Contractor shall have title to all replacement property and shall continue to be responsible for contract performance.

 

So my question is does the contractor still own title under 52.245-1 (d)(2)(iii)?

Resource / Government Property
9 - Respond to Special Requests
View Resource

 

Pre-Award stage

Performance stage

Sustainment/Disposal stage

 
  1. Review Contract and Accept Contract Assignments
  2. Establish Property Admin Records
  3. Report Contract Deficiencies
  4. Construct a Risk Analysis
  5. Establish Property Audit Objectives
  6. Plan a PMSA
  7. Conduct a PMSA
  8. Respond to Reports of Property Loss
  9. Respond to Special Requests
  10. Dispose of property that is no longer required
 

PURPOSE:

Respond to unplanned events such as contract modification, such as requests for non-interference use (FAR 52.245-9); contract termination, contractor bankruptcy, a need for corrective action, and a need for a change of limited risk.

DETAILED GUIDANCE AND POLICY:

OVERVIEW OF GOVERNMENT TASKS:

Analyze requests for property specialist assistance

Accept or decline requests for assistance using these means:

  • Letter accepting request and identifying points of contact
  • Correspondence to define parameters for task completion
  • Letter explaining reason for declining

Deliver assistance

  • Plan project milestone calendar
  • Create checklist of resources needed
  • Execute

Document completion

  • Summary letter with return receipt

Disclaimer: The information contained in this resource should not be construed as official guidance. This job aid is a work in progress. Please submit suggestions to [email protected] for how this tool can better support your performance

 

Resource / Government Property
8 - Respond to Reports of Property Loss
View Resource

 

Pre-Award stage

Performance stage

Sustainment/Disposal stage

 
  1. Review Contract and Accept Contract Assignments
  2. Establish Property Admin Records
  3. Report Contract Deficiencies
  4. Construct a Risk Analysis
  5. Establish Property Audit Objectives
  6. Plan a PMSA
  7. Conduct a PMSA
  8. Respond to Reports of Property Loss
  9. Respond to Special Requests
  10. Dispose of property that is no longer required
 

PURPOSE:

Authorizes repairs or replacement to restore property that is required in the event of a property loss, or closes the account, with a determination of liability.
 

DETAILED GUIDANCE AND POLICY:

OVERVIEW OF GOVERNMENT TASKS:

  1. Receive contractor report of loss (formerly known as a LTDD report) via Property Loss eTool (Note: Contractors create report IAW the DFARS 252.245-7002 by registering for EWAM)
  2. Review report in Property Loss eTool for acceptability, and if appropriate, open a property loss case
     
  3. Investigate circumstances of loss; coordinate investigation if lost property is sensitive
  4. Analyze cause to determine liability and determine how to mitigate risk of further loss
  5. Review applicable contract terms and conditions
  6. Complete case summary in the Property Loss eTool
  7. Document contractor implementation of corrective actions and identify undue risks for contracting officer attention
  8. Distribute findings through LTDD eTool and to contracting office
  9. Annotate contractor property file in order to track trends in loss
  10. Support repair or replacement if necessary
  11. Update property record to reflect current status

OTHER RESOURCES:

Contributions will be appreciated to post examples for: 

  • Letter documenting undue risks to Contracting Office
  • Correspondence notifying contracting office of findings
  • Documenting trends in loss

Disclaimer: The information contained in this resource should not be construed as official guidance. This job aid is a work in progress. Please submit suggestions to [email protected] for how this tool can better support your performance. 

 

Discussions / Government Property

Discussions / Government Property
New/Combined DFARS 252.245-7005 Management and Reporting of Government Property
0 Replies
View Discussion
May 16, 2024 - 03:43pm
QUESTION

Good morning!
I have been doing some research within the DoD Procurement Toolbox (amongst a myriad of other sites) and I have a situation that I would like to run by all of you and get your take on it so that I can ensure that we are compliant to FAR/DFARS regulations and specifically the new 252.245-7005 GFP Reporting clause.
An example would be….

            We have received a Government asset via a DD1149 on an overhaul contract. Lets say it is a Main Landing Gear “assembly” and it that assembly is called out on the contract GFP Attachment (as the end item). Per DFARS PGI 245.103, the GFP attachment is a document listing the anticipated Government Property (created by the DoD) that can be supplied to the contractor as approved by the Contracting Officer. So, once that landing gear arrives at the contractor and it is on the GFP Attachment (as a serially managed item), the contractor is required to report that to PIEE per the 252.245-7005 GP Reporting clause. So far, we are good here.
            Now, that landing gear is going to be overhauled and sub-parts removed and overhauled/replaced. Lets say we take an actuator off of that landing gear “assembly”. That actuator is NOT on the GFP attachment stating the USG can provide it. Now please note, that actuator may be reinstalled at a later date or replaced and the retro processed through the disposition process in PIEE.

My question is…Is that removed actuator considered Government Furnished Property or simply Government Property in the possession of the contractor? Meaning it is not truly “furnished” via a DD1149, DD1348 or any other document or systemAnd if the latter (GP in the possession), it does not fall within the realm of the 7005 GP reporting clause (report receipt of GFP) since it is NOT on the GFP attachment. And it is not the contractors responsibility to update the GFP attachment with any and all removed GP from a furnished asset as far as I can tell.

The term “Furnished” is not defined anywhere within the FAR/DFARS that I can find. But the 52.245-1 Clause defines GFP as Government property…“subsequently”…”furnished”. Those two word allude to the property provided to the contractor after-the-fact in performance of the contract. I can’t seem to find anywhere the FAR discusses residual part removals from a piece of GFP.

I hope all that makes sense. And hoping I can get your take on it and possible a reference to point back to that states residual removals from a piece of Government Furnished Property is considered Government Furnished Property itself and if not on the GFP attachment that the contractor should request that it be added?
Lastly, on the DoD Procurement Toolbox website in the GFP Reports FAQ’s and more specifically the “GFP Attachment” FAQ’s, there is a question (A19) that questioned the GFP Attachment as the full stewardship record of Government Property in the possession of the contractor…

(A19) It has been stated that the GFP Attachment is not the full stewardship record of the Government property in possession of the contractor. Since it is not, how do we get this accounting?

The GFP Attachment identifies the “planned” GFP. To get an accounting of the actual Government property in possession of the contractor, the GFP Position Report in EDA will provide near real time visibility of what the contractor has in its custody. Note that the contractor has a contractor property management system and DoD has an Accountable Property System of Record as the core systems. Events reported to the GFP Module are reflected in the GFP Position Report.


Any help and/or direction would be greatly appreciated.

SCENARIO
COMMENTS
Discussions / Government Property
FAR 52.245-1 and FAR52.245-2
1 Replies
View Discussion
February 7, 2024 - 08:41pm
QUESTION

Under 52.245-1 (d)(2)(iii) states The Government may, at its option, furnish property in an "as-is" condition. The Contractor will be given the opportunity to inspect such property prior to the property being provided. In such cases, the Government makes no warranty with respect to the serviceability and/or suitability of the property for contract performance. Any repairs, replacement, and/or refurbishment shall be at the Contractor’s expense.

Under 52.245-2 states This Government Property listed in paragraph (e) of this clause is furnished to the Contractor in an "as-is, where is" condition. The Government makes no warranty regarding the suitability for use of the Government property specified in this contract. The Contractor shall be afforded the opportunity to inspect the Government property as specified in the solicitation.

(b) The Government bears no responsibility for repair or replacement of any lost Government property. If any or all of the Government property is lost or becomes no longer usable, the Contractor shall be responsible for replacement of the property at Contractor expense. The Contractor shall have title to all replacement property and shall continue to be responsible for contract performance.

(c) Unless the Contracting Officer determines otherwise, the Government abandons all rights and title to unserviceable and scrap property resulting from contract performance. Upon notification to the Contracting Officer, the Contractor shall remove such property from the Government premises and dispose of it at Contractor expense.

(d) Except as provided in this clause, Government property furnished under this contract shall be governed by the Government Property clause of this contract.

(e) Government property provided under this clause:

 

 52.245-2(b) states The Contractor shall have title to all replacement property and shall continue to be responsible for contract performance.

 

So my question is does the contractor still own title under 52.245-1 (d)(2)(iii)?

SCENARIO
COMMENTS
Guy-Green, Tonya February 13, 2024 - 01:34pm

FAR 45.107(b) states the contracting officer must insert FAR 52.245-2 in fixed-price service contracts to be performed on a Government installation when GFP will be provided for initial provisioning only and the Government isn’t responsible for repair or replacement.

I’ve underlined four conditions that must be met for the KO to insert this clause: 1) must be a FP kt, 2) must be a service kt, 3) must be performed on a Government installation, 4) there is GFP that will be provided initially that the Government does not accept risk of loss.

The next thing I want to point out is that FAR 52.245-2 is not a stand-alone clause. It must be used in conjunction with FAR 52.245-1. FAR 52.245-2 doesn’t cover all GFP being provided. It only covers GFP listed in FAR 52.245-2(e). This would be items identified on the GFP attachment as “as-is.”

Scenario: The Government has awarded a fixed-price service kt for landscaping to be performed on a Government installation. The Government provides 10 riding mowers for initial provisioning only (once in an "as-is, where is" condition). The 10 riding mowers need to be identified in FAR 52.245-2(e). For DoD, that means that means the riding mowers need to be identified on the GFP attachment as being provided “as-is.” 

You asked does the contractor still own [have] title under 52.245-1 (d)(2)(iii)?

In the scenario above, if one of the riding mowers becomes unserviceable during the life of the contract, then any expenses associated with getting the riding mower back to a serviceable/useable condition is the contractor’s cost to bear. If the contractor needs to replace or repair the riding mower, they will do so at their own expense because it’s a fixed-price contract. Costs for the repair/replacement isn’t reimbursable unless there is a cost-reimbursable contract line item for it. Therefore, if the contractor chooses to replace the riding mower, it comes out of their funds, and they own it. 

If other GFP is provided and it not identified as “as-is” per FAR 52.245-2, FAR 52.245-1(d)(2)(iii) does not apply to it.

Discussions / Government Property
PMSA Records Retention
1 Replies
View Discussion
October 25, 2023 - 06:07pm
QUESTION

Is there a regulation that can tell me the retention schedule for this particular type of contract property record?  

SCENARIO

I have PMSA records for several years on multiple contracts that have completed their period of performance. I don't know if and when I can dispose them. I have found some an AFI and a DAFMAN but those seem to pertain to different types of records, other than contract records. 

COMMENTS
Guy-Green, Tonya February 13, 2024 - 09:13pm

Yes, FAR subpart 4.8 prescribes requirements for establishing, maintaining, and disposing of contract files. See FAR 4.802 and 4.803 for the types of documents and content that are normally included in contract files. FAR 4.805 Storage, handling, and contract files, includes Table 4-1, which identifies various records and their retention periods. DFARS 204.802 Contract files, states:

Any document posted to the Electronic Data Access (EDA) system is part of the contract file and is accessible by multiple parties, including the contractor. Do not include in EDA contract documents that are classified, too sensitive for widespread distribution (e.g., personally identifiable information and Privacy Act and Health Insurance Portability and Accountability Act), or attachments that cannot be practicably converted to electronic format (e.g., samples, drawings, and models). Inclusion of any document in EDA other than contracts, modifications, and orders is optional.


It is recommended that ask within your organization which PMSA files, if any, are uploaded to EDA. Your organization may also have policies in place for retaining PMSA records such as working papers, narratives, and Business System Analysis Summaries.
 

Discussions / Government Property
IP Addresses added to GFP/GFX List
1 Replies
View Discussion
June 2, 2023 - 01:20pm
QUESTION

Is there instance where IP Addresses would need to be added to the GFP/GFX List? Or is there something that might prohibit the IP Address from being added to the GFP/GFX list? My vendor is requesting that they should be added and I can't find anything that would suggest they are prohibited or even needed.  The only place I can think to add this detail would be in the Notes section, but the characters are limited in this field.  Thanks for your help!​

SCENARIO
COMMENTS
Content Author… June 2, 2023 - 03:34pm

I don't know of any circumstances that would require documenting an IP address to the GFP attachment. There is no requirement for the Government to provide IP addresses to the GFP Attachment. It isn't required by DoD Instruction (DoDI) 5000.64 or DoDI 8320.04. Also, the IP Address is not one of the DoD recognized IUID equivalents as defined in MIL-STD-130N. ​I'll spare you of my novice understanding of IP addresses and how they are assigned. :-)

Discussions / Government Property
Material Disposition
1 Replies
View Discussion
March 27, 2023 - 03:18pm
QUESTION

​I have over 2500 line items of material (some containing multiple qtys).

 Total value around $7 million

I have prepared my first flat file but can only add 200 lines to a flat file so there will be about 12 schudules to create. This material is mostly small electrical componants that go into a deliverable end item. They are outdated and of no use other than the project they were used for. I have classified it as scrap and PLCO says a FSC code is required but on the file it says FSC is not needed for scrap classification.

Like I said this is my first flat file. I have submited multiple cases in the last 23 years but always manual. Any comments or suggestions are welcome.

  Thank you.

SCENARIO
COMMENTS
Guy-Green, Tonya February 21, 2024 - 09:56pm

This answer was provided by a DCMA HQ SME.

The individual posting the question is correct. The FSC is not required for items in scrap condition per DFARS 252.245-7004 (now 7005). The FSC is certainly a helpful data element for PLCOs in identifying items, but according to the clause, it is not required. Use caution when classifying the items as scrap. Just because the items are “outdated” and not needed for the current requirement does not mean that they meet the definition of scrap. Outdated is a subjective term, meaning that just because it’s not the current technology for the program they are allocable to, does not mean that other programs are not still utilizing that technology. The condition of the item should reflect the actual condition of the item itself. If it works, it is not scrap. Even if it doesn’t work, it may not be considered scrap. It may be economically repairable. 

The GFP Module provides a variety of condition codes for the Contractors to choose from when reporting excess property. The code should reflect the actual condition of the item itself.

Table of Government property condition codes and descriptions.

 

 

 

Discussions / Government Property
Topics for Monthly Web Events
9 Replies
View Discussion
November 29, 2022 - 05:12pm
QUESTION

​Does anyone have any suggestions for topics for the monthly Government Property Matters office hours events? We welcome your input.

SCENARIO
COMMENTS
Content Author… May 11, 2023 - 03:12pm

Yes, the FAR and DFARS clauses relative to Government property would be beneficial; especially since the DFARS clauses relative to property will be consolidated in the near future. Thank you.​

Content Author… May 11, 2023 - 03:07pm

Great suggestions! Thank you.​

Content Author… May 10, 2023 - 12:25pm

Long time listener, first time caller...I'd love a presentation on the importance and impact of Contractor's Self Assessment.  Also, Contract Closeout and role the Property Administrator has in that process, especially overage and exceeding the FDD. I've only been to Property Matters event and it was very informative (Audra 's Acquisition presentation 10 May 23). Looking forward to the next one.

Content Author… March 2, 2023 - 12:57pm

I think it would be beneficial for all to cover the mandatory FAR and DFARS clauses in solicitations/contracts related to Government Property.  Also, it would be great to cover optional clauses that can be included in solicitations/contracts when applicable.

Content Author… March 2, 2023 - 12:25pm

I'll see when we can address this topic.​

Content Author… February 10, 2023 - 10:05am

The topic for the next Government Property Matters web event is CAP. Thanks again for your suggestion! ​

Content Author… January 17, 2023 - 01:10pm

I would love to cover on FAR 45.201 and FAR 45.202 requirements. How is language addressed in the solicitation? How does the Contracting Officer evaluate the CPMS? 

Content Author… December 5, 2022 - 12:42pm

Thanks Daniel! Maybe we can make this a collaborative effort with DPC.​

Content Author… December 1, 2022 - 04:45pm

I would like a deep dive into the delivery of CAP not anticipated at the begining of a contract. The process start to finish, what forms and papeerwork is required, and how PIEE can or must be utilized. Additionally, perhaps we can include the process of returning GFP to the government once it is no longer needed for contract performance before the end of the contract's period of performance. 

Discussions / Government Property
GFP Attachement Updates
2 Replies
View Discussion
August 18, 2022 - 09:25am
QUESTION

When adding GFP to the GFP attachment does the attachment need to be updated with only what is being added or do I need to recreate the existing GFP attachment and add to that what is being added? Does the GFP get overwitten with each update or is it cumulative? ​

SCENARIO
COMMENTS
Content Author… August 18, 2022 - 05:14pm

​Thank you very much. 

Content Author… August 18, 2022 - 03:42pm

Hi Daniel. Pam Rooney had an answer to your question. "... the Attachment needs to be a conformed version showing ALL the GFP, NOT just the changes. The user can use the “Create from Existing Attachment” creation option to easily add items. But remember, a contract modification is required for any change to the Attachment."



 ​

Discussions / Government Property
PCARSS SUBMISSIONS
1 Replies
View Discussion
August 4, 2022 - 09:44am
QUESTION

​All DCMA administered contracts have been modified to incorporate DFARS 252.245-7004 deviation which requires the use of the GFP Module Plant Clearance Capability in GFP Module in PIEE to report excess property in lieu of PCARSS. Beginning on 15 August 2022, all property reported into PCARSS as excess to DCMA administered contracts will be rejected. Users will be notified upon rejection and provided instructions for submission to the GFP Module. All DCMA administered schedules entered into PCARSS prior to 15 August 2022 will be accepted and worked to completion within PCARSS. Schedules accepted into PCARSS prior to 15 August 2022 should not be duplicated within the GFP Module.  

If your contract is not administer by DCMA or is adminstered by DCMA, but has not been modified, please notify the appropriate contracting personnel (GPA, ACO) to modify the contract to incorporate the class deviation. 



SCENARIO
COMMENTS
Content Author… August 4, 2022 - 10:01am

Thanks for the info!

Events / Government Property

Office Hours
View Event

Office Hours for Government Property Matters

Announcements / Government Property

Community Announcement / Government Property
Industrial Contract Property Management Credential Deployed
View Announcement


CIND 001, the Industrial Contract Property Management Credential, was deployed August 27, 2021. This credential will provide fundamental knowledge of the provision, management, surveillance, and disposal of contract Government property for those involved in any of tasks within the life cycle phases of contract Government property as well as those who have a general interest in the topic. CIND 001 consists of the following training courses and a comprehensive final assessment.

  • CLC 011, Contracting for the Rest of Us
  • CON 0510, Managing Government Property in the Possession of Contractors
  • CLM 037, Physical Inventories
  • IND 105V, Contract Property Fundamentals

To learn more or enroll go to https://icatalog.dau.edu/onlinecatalog/CredentialConceptCard.aspx?crs_id=21 or visit the DAU Credentials page at https://www.dau.edu/training/pages/credentials.aspx.


Resources / Government Property

Community Resource / Government Property
9 - Respond to Special Requests

 

Pre-Award stage

Performance stage

Sustainment/Disposal stage

 
  1. Review Contract and Accept Contract Assignments
  2. Establish Property Admin Records
  3. Report Contract Deficiencies
  4. Construct a Risk Analysis
  5. Establish Property Audit Objectives
  6. Plan a PMSA
  7. Conduct a PMSA
  8. Respond to Reports of Property Loss
  9. Respond to Special Requests
  10. Dispose of property that is no longer required
 

PURPOSE:

Respond to unplanned events such as contract modification, such as requests for non-interference use (FAR 52.245-9); contract termination, contractor bankruptcy, a need for corrective action, and a need for a change of limited risk.

DETAILED GUIDANCE AND POLICY:

OVERVIEW OF GOVERNMENT TASKS:

Analyze requests for property specialist assistance

Accept or decline requests for assistance using these means:

  • Letter accepting request and identifying points of contact
  • Correspondence to define parameters for task completion
  • Letter explaining reason for declining

Deliver assistance

  • Plan project milestone calendar
  • Create checklist of resources needed
  • Execute

Document completion

  • Summary letter with return receipt

Disclaimer: The information contained in this resource should not be construed as official guidance. This job aid is a work in progress. Please submit suggestions to [email protected] for how this tool can better support your performance

 

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LAST MODIFIED:
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Community Resource / Government Property
8 - Respond to Reports of Property Loss

 

Pre-Award stage

Performance stage

Sustainment/Disposal stage

 
  1. Review Contract and Accept Contract Assignments
  2. Establish Property Admin Records
  3. Report Contract Deficiencies
  4. Construct a Risk Analysis
  5. Establish Property Audit Objectives
  6. Plan a PMSA
  7. Conduct a PMSA
  8. Respond to Reports of Property Loss
  9. Respond to Special Requests
  10. Dispose of property that is no longer required
 

PURPOSE:

Authorizes repairs or replacement to restore property that is required in the event of a property loss, or closes the account, with a determination of liability.
 

DETAILED GUIDANCE AND POLICY:

OVERVIEW OF GOVERNMENT TASKS:

  1. Receive contractor report of loss (formerly known as a LTDD report) via Property Loss eTool (Note: Contractors create report IAW the DFARS 252.245-7002 by registering for EWAM)
  2. Review report in Property Loss eTool for acceptability, and if appropriate, open a property loss case
     
  3. Investigate circumstances of loss; coordinate investigation if lost property is sensitive
  4. Analyze cause to determine liability and determine how to mitigate risk of further loss
  5. Review applicable contract terms and conditions
  6. Complete case summary in the Property Loss eTool
  7. Document contractor implementation of corrective actions and identify undue risks for contracting officer attention
  8. Distribute findings through LTDD eTool and to contracting office
  9. Annotate contractor property file in order to track trends in loss
  10. Support repair or replacement if necessary
  11. Update property record to reflect current status

OTHER RESOURCES:

Contributions will be appreciated to post examples for: 

  • Letter documenting undue risks to Contracting Office
  • Correspondence notifying contracting office of findings
  • Documenting trends in loss

Disclaimer: The information contained in this resource should not be construed as official guidance. This job aid is a work in progress. Please submit suggestions to [email protected] for how this tool can better support your performance. 

 

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LAST MODIFIED:
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Community Resource / Government Property
7 - Distribute History

 

Pre-Award stage

Performance stage

Sustainment/Disposal stage

   
  1. Require or waive the final inventory
  2. Confirm updates to the Property Record
  3. Assist with Shipments
  4. Administer FAR 45.6 Disposal
  5. Coordinate Demilitarization
  6. Certify completion
  7. Distribute history

PURPOSE:

Complete property and plant clearance administrative delegations by delivering contract property file to CAO for distribution to stakeholders

DETAILED GUIDANCE AND POLICY:

No specific guidance

OVERVIEW OF GOVERNMENT TASKS:

  1. Organize property file and remove outdated or redundant documents
  2. Deliver the Property Contract File to the ACO
  3. Input property file closeout date to workload management system

Disclaimer: The information contained in this resource should not be construed as official guidance. This job aid is a work in progress. Please submit suggestions to [email protected] for how this tool can better support your performance.

 

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Community Resource / Government Property
7 - Conduct a PMSA

 

Pre-Award stage

Performance stage

Sustainment/Disposal stage

 
  1. Review Contract and Accept Contract Assignments
  2. Establish Property Admin Records
  3. Report Contract Deficiencies
  4. Construct a Risk Analysis
  5. Establish Property Audit Objectives
  6. Plan a PMSA
  7. Conduct a PMSA
  8. Respond to Reports of Property Loss
  9. Respond to Special Requests
  10. Dispose of property that is no longer required
 

PURPOSE:

Lets you assess how adequately a contractor manages government property and complies with contract requirements and procurement regulations – and thus fulfill your major responsibility to conduct a property management system audit (PMSA).

DETAILED GUIDANCE AND POLICY:

OVERVIEW OF GOVERNMENT TASKS:  

  1. Conduct an entrance briefing 
  2. Collect and record data for each process using appropriate worksheet (Use appropriate sampling to achieve 90%, 95%, or 97% confidence level) 
  3. Analyze data for compliance to written procedures
  4. Perform qualitative and quantitative analysis of results
  5. Conduct an out-brief (exit conference)
  6. Prepare Audit Report and Business System Analysis Summary

Disclaimer: The information contained in this resource should not be construed as official guidance. This job aid is a work in progress. Please submit suggestions to [email protected] for how this tool can better support your performance.

 

 

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6 - Plan a PMSA

 

Pre-Award stage

Performance stage

Sustainment/Disposal stage

 
  1. Review the Contract
  2. Establish Property Admin Records
  3. Report Contract Deficiencies
  4. Construct a Risk Analysis
  5. Establish Property Audit Objectives
  6. Plan a PMSA
  7. Conduct a PMSA
  8. Respond to Reports of Property Loss
  9. Respond to Special Requests
  10. Dispose of property that is no longer required
 

PURPOSE:

Ensure an efficient and effective audit through determining audit methods, communicating objectives to all participants, and scheduling the audit.

DETAILED GUIDANCE AND POLICY:

OVERVIEW OF GOVERNMENT TASKS:

  1. Schedule
  2. Notifiy the Contractor of the Audit
  3. Set tentative dates for entrance and exit briefings
  4. Prepare worksheets that will be used to conduct PMSA (see list of process worksheets in Conduct a PMSA)
  5. Send official notification letter to contractor 30 days prior to audit in-brief

Disclaimer: The information contained in this resource should not be construed as official guidance. This job aid is a work in progress. Please submit suggestions to [email protected] for how this tool can better support your performance. 

 

 

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5 - Establish Property Audit Objectives

 

Pre-Award stage

Performance stage

Sustainment/Disposal stage

 
  1. Review the Contract
  2. Establish Property Admin Records
  3. Report Contract Deficiencies
  4. Construct a Risk Analysis
  5. Establish Property Audit Objectives
  6. Plan a PMSA
  7. Conduct a PMSA
  8. Respond to Reports of Property Loss
  9. Respond to Special Requests
  10. Dispose of property that is no longer required
 

PURPOSE:

Help ensure successful audit results by establishing what must be accomplished to conclude the audit. This includes appropriate, unbiased criteria for identifying defects in the property management system and justification for the auditing methods.

DETAILED GUIDANCE AND POLICY:

  • How audit objectives are used in reporting: Generally Accepted Government Auditing Standards (The Yellow Book), sections 7.09 through 7.13, “Objectives, Scope, and Methodology”
  • Types of audit objectives for internal controls and compliance: Government Auditing Standards (The Yellow Book), 2.10(b) and (c), “Performance Audits”
  • Explanation of how to set unbiased audit objectives
  • List of processes FAR 52.245-1[f]
     

OVERVIEW OF GOVERNMENT TASKS:

  1. Research audit standards (see ASTM or other consensus standards)
  2. Cite references to procedures and standards for each applicable process
  3. Establish acceptability/rejection parameter for each objective using the appropriate confidence level
  4. Assign a level of significance based on risk if findings reveal a deficiency
  5. Write audit objective clearly. For example, “A receiving inspection is documented within 3 days of receipt.”

Disclaimer: The information contained in this resource should not be construed as official guidance. This job aid is a work in progress. Please submit suggestions to [email protected] for how this tool can better support your performance

 

 

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5 - Coordinate Demilitarization

 

Pre-Award stage

Performance stage

Sustainment/Disposal stage

   
  1. Require or waive the final inventory
  2. Confirm updates to the Property Record
  3. Assist with Shipments
  4. Administer FAR 45.6 Disposal
  5. Coordinate Demilitarization
  6. Certify completion
  7. Distribute history

PURPOSE:

Eliminate risk of mishandling sensitive property, by destroying its military characteristics.

DETAILED GUIDANCE AND POLICY:

OVERVIEW OF GOVERNMENT TASKS:

  1. Identify property that requires demilitarization (see Demil Manual Vol. 2, “DEMIL Coding” Section 3)
  2. Analyze the most efficient method to accomplish demilitarization
  3. Coordinate demilitarization with contractor and Government certifier
  4. Ensure that contractor delegates demilitarization responsibility to trained personnel
  5. Certify and file demilitarization documentation using PCARSS or other designated disposal file

Disclaimer: The information contained in this resource should not be construed as official guidance. This job aid is a work in progress. Please submit suggestions to [email protected] for how this tool can better support your performance.

 

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4 - Construct a Risk Analysis

 

Pre-Award stage

Performance stage

Sustainment/Disposal stage

 
  1. Review the Contract
  2. Establish Property Admin Records
  3. Report Contract Deficiencies
  4. Construct a Risk Analysis
  5. Establish Property Audit Objectives
  6. Plan a PMSA
  7. Conduct a PMSA
  8. Respond to Reports of Property Loss
  9. Respond to Special Requests
  10. Dispose of property that is no longer required
 

PURPOSE:

Manage risk of loss and ensure the best service life and return on investment for Government property.

DETAILED GUIDANCE AND POLICY:

OVERVIEW OF GOVERNMENT TASKS:

  1. Identify property-specific risks by process (see list of processes in FAR 52.245-1[f])
  2. Assign level of risk: low/moderate/high (see See DoD Guidebook for Contract Property Administration
  3. Document risk assessment and place in Property Administration file
    1. Include System Risk analysis
    2. Include Process Risk analysis
  4. Evaluate and monitor contractor’s corrective action plans to manage risks, as needed

OTHER RESOURCES:

  • Training in risk assessment: IND 105: Contract Property Fundamentals and IND 205 Contractor Government Property Management Systems & Audit Concepts
  • Training in risk analysis and differentiating between risks and issues: CLM017: Risk Management

Disclaimer: The information contained in this resource should not be construed as official guidance. This job aid is a work in progress. Please submit suggestions to [email protected] for how this tool can better support your performance.

 

 

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Documents / Government Property

i - Acquisition Work Paper
Document Type:
Document
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Summary

Sample work paper for testing the outcome Acquisition of Government Property during a PMSA.

PMSA Entrance Conference Checklist
Document Type:
Document
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Summary

This checklist can be used when performing an entrance conference with contractor managerial personnel prior to beginning a Property Management System Analysis.

Government Property Justification Documents
Document Type:
Document
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Summary

DFARS Procedures, Guidance, and Information (PGI) 245.103-70, Furnishing Government property to contractors states that the requiring activity (project or program manager, or purchase request generator) is the decision point as to whether or not to furnish property to contractors.  Prior to furnishing Government property to the contractor, the contracting officer shall ensure that each of the requirements of FAR 45.102 are addressed and documented in the contracting file.  Documentation shall address the four elements listed in DFARS PGI 245.103-70(2). These are examples of forms that are completed by contracting officers to document the justification for providing Government property to contractors. The Department of Defense has not established a standard format for this documentation.  The contract file is to be documented in accordance with agency procedures.  The examples will benefit organizations as guides to creating their own format.

Government Property Justification Documents
Document Type:
Document
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Summary

DFARS Procedures, Guidance, and Information (PGI) 245.103-70, Furnishing Government property to contractors states that the requiring activity (project or program manager, or purchase request generator) is the decision point as to whether or not to furnish property to contractors.  Prior to furnishing Government property to the contractor, the contracting officer shall ensure that each of the requirements of FAR 45.102 are addressed and documented in the contracting file.  Documentation shall address the four elements listed in DFARS PGI 245.103-70(2). These are examples of forms that are completed by contracting officers to document the justification for providing Government property to contractors. The Department of Defense has not established a standard format for this documentation.  The contract file is to be documented in accordance with agency procedures.  The examples will benefit organizations as guides to creating their own format.

Government Property Clause Insertion Compliance
Document Type:
Document
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Summary

Memorandum signed by Mr. Richard Ginman, Director, DPAP, reiterating the requirement to include the FAR Government Property Clause 52.245-1 and the associated DFARS clauses is cost-reimbursable and time and material contracts. Reinforces the requirement to include FAR 52.245-1 and associated DFARS clauses in cost-reimbursement and time and material contracts. Reference Link: Government Property Clause Insertion Compliance (http://www.acq.osd.mil/dpap/policy/policyvault/USA005553-14-DPAP.pdf)

Table 90
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Summary

GPG

Table 95
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Summary

GPG

Standard Form 1103
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Summary

U. S. Government Bill of Lading

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