13 - GFM and Instructions (Attachment 13).docx

Attachment 13

GOVERNMENT PROPERTY MANAGEMENT / GFM INSTRUCTIONS

CONTRACT DEPOT MAINTENANCE

HILL AIR FORCE BASE

25 September 2025

Contract Designation is: GFM

TABLE OF CONTENTS

Section Page

LIST OF ATTACHMENTS

Attachment Page

PURPOSE STATEMENT

This document is part of the contract and provides detailed instructions pertaining to the management and control of government-owned property and instructions/guidance on how the property is obtained, maintained, protected, controlled, accounted for, and disposed of. These instructions expound the general guidance given in the Federal Acquisition Regulation (FAR), which is incorporated by reference and made part of this contract. If the provisions of this document conflict with existing FAR or other government directives, the contractor will contact the contracting officer at Hill Air Force Base for guidance.

1. TERMS EXPLAINED: Terms and definitions are included in the regulations referenced as cited in this document and are supplemented for clarification as they apply within this document:

1.1. Administrative Contracting Officer (ACO): A contracting officer assigned the responsibility for the post award functions related to the administration of a government contract in the field. The ACO is normally located in the Defense Contract Management Agency (DCMA) office. The ACO is responsible for ensuring the contractor performs in accordance with the terms of the contract.

1.2. Commercial Asset Visibility Air Force (CAV AF): A web-based Government off-the-shelf (GOTS) application developed by the Navy Supply Command (NAVSUP). CAV AF allows commercial contract repair facilities to report End Item repair and GFM transactions on a daily basis. CAV AF shall be the management control authority (MCA) for contract repair End Items and GFM located at contractor facilities. The connection between CAV AF and commercial facilities shall be via the internet.

1.3. Contractor Furnished Equipment (CFE): Equipment furnished by the contractor, title to which remains with the contractor.

1.4. Contractor Furnished Materiel (CFM): Materiel provided by the contractor, as a part of the maintenance service provided. All non-AF managed materiel with an expendability, recoverability, and reparability category (ERRC) code of ‘N’ or ‘P’ (also known as consumables) will be CFM. This materiel is incorporated into, or attached to, an end item to be delivered under the contract or may be consumed in the performance of a contract.

1.5. Contractor Furnished Property (CFP): Property other than government-furnished property (GFP) or government-furnished materiel (GFM) which is furnished and funded by the contractor per the terms of the contract, title to which remains with the contractor.

1.6. Expendability, Recoverability, and Reparability Category (ERRC) Code: The code assigned to an Air Force item which designates the extent of repair for the item.

1.7. Facilities: Industrial property (other than materiel, tooling, agency-peculiar property, and test equipment) for production, maintenance research, development, or test, including real property and rights therein; buildings, structures, improvements and plant equipment.

1.8. Government-Furnished Equipment (GFE): An all-inclusive term to define all types of equipment defined in the FAR. It includes facilities, plant equipment, agency peculiar property, special tooling, and special test equipment. For the purpose of annually reporting dollar values on Department of Defense (DoD) property in the custody of contractors (DD Form 1662, DOD Property in the Custody of Contractors), items must be categorized according to the specific FAR property definitions.

1.9. Government-Furnished Materiel (GFM): Government property supplied to the contractor, for incorporation into an end item to be delivered under the contract or which may be consumed in the performance of the contract. It includes, but is not limited to, raw and processed materiel, parts, components, and assemblies. GFM is also referred to as materiels and direct materiels under the terms of the contract.

1.10. Government-Furnished Property (GFP): All property acquired using government funds and/or in the possession of the government which is subsequently delivered or otherwise made available to the contractor. GFP also includes GFE and GFM.

1.11. Julian Date: A method used by the government to track days according to a system usually covering one year and referring the days to a numerical sequence of the calendar year. Example: Julian Date 6133. Number 6 refers to the year 2006, and 133 refers to the one hundred thirty-third day of the year, the thirteenth day of May, (May 13, 2006).

1.12. Management Control Activity (MCA): DoD component designated activity or system that initially receives and controls requisitions for GFM supplied from the wholesale DoD supply system to support defense contracts or requirements.

2. CONTRACT DESIGNATION: GFM

2.1. This contract has been designated as a GFM contract as indicated on the cover of this appendix and as detailed in the basic contract. Under the terms of GFM, only materiel listed on the Attachment 2 of this appendix (Authorized GFM Listing) can be provided to the contractor in support of the repair requirement.

2.2. Any NSN or quantity changes to the Authorized GFM Listing (Attachment 2) shall require a contract modification identifying the change. Changes must be coordinated through the appropriate managing ALC offices. NOTE: The PM must provide any changes to this documents Authorized GFM Listing (Attachment 2) to the PCO for documentation until contract modification can be accomplished at an appropriate time.

3. GOVERNMENT-FURNISHED PROPERTY:

3.1. Contractor requisition/procurement of GFP/GFM is limited to only initial AF managed NSN and quantities authorized as listed on the attachment(s) to this document. ,

3.1.1. It is DoD policy that contractors should furnish all materiel required for the performance of government contracts. GFM is authorized on CDM contracts only when it is in the best interest of the government by reason of economy, standardization, the expediting of production, or other appropriate circumstances.

3.2. Only authorized AF managed GFM may be listed in Attachment 2 of this document to be provided to the contractor. The contractor shall not requisition, procure, nor be provided with, any other materiels by the government. All GFM, as government property, will be retained by the contractor in a secured storage area.

3.2.1. The Authorized GFM Listing (Attachment 2) of this document will be prepared in accordance with AFMCI 21-149, chapter 3 and maintained in CAV AF by the PM and/or CAV AF Contract Monitor. Upon execution of the contract any changes to the initial Authorized GFM Listing (Attachment 2) will be provided by the PM to the PCO for documentation until bi-lateral contract modification can be accomplished at an appropriate time.

3.2.2. Only Air Force and other military services (Navy, Army) managed exchangeable and consumable (BC 8) items, where the AF or other military service is the sole source shall be identified as GFM. Defense Logistics Agency (DLA) and GSA managed items shall be considered CFM. Contractors are encouraged to procure these items online through DOD EMALL, (https://dod-emall.dla.mil/acct/). When possible provide National Stock number to insure receipt of proper item.

3.3. Within 30 days of all CAV AF GFM Issue transactions of Air Force source of supply managed, ERRC Code T/Budget Code 8 assets, contractor will submit corresponding CAV AF GFM Turn-in transaction for the physical return of an unserviceable unit of the same or alternate NIIN, as determined by Interchangeable & Substitute (I&S) grouping or by Statement of Work (SOW) and/or Technical Order (TO) specification.

3.4. Contractor shall use a 2L advice code for all normal GFM requisitions. In the event of production stoppage due to delayed GFM, the contractor shall submit a 2C (fill or kill) advice code and notify the PCO and PM of the shortage. The requisition quantity should not exceed the quantity required to relieve the production slippage or work stoppage.

3.8. Supply Status Codes:

3.8.1. An advice code must be entered in the Advice Code block of the requisition screen in CAV AF to provide instructions to the SOS when such data is considered essential to a supply action. A status code is inserted in the same field by the SOS to advise the contractor of the action taken after the requisition was processed.

3.8.2. Once requisitions are input, there is a continuing need to monitor the returned status codes. This is because each requisition must pass an edit check to ensure the item and quantity is valid under the terms of the contract. Also, some supply status codes may ask the requisitioner to revalidate, provide additional information, or further justify the request for the item or quantity requisitioned. Failure to reply can cause the requisition to be cancelled.

3.9. Physical Inventory Control:

3.9.1. Physical inventory control of all GFP and end items in the possession of the contractor must be performed IAW DoD 4000.25-1.M, DoD 4140.1-R and AFI 23-101, Air Force Materiel Management. Physical inventory of all applicable GFP against CAV AF records must be conducted at least annually to verify accurate inventory balances. The inventory accuracy goal for all GFP with a unit price > $1000.00 is 99% and 95% for all other materiel IAW D0D 4000.25-M. It is highly recommended the inventory sampling be conducted throughout the year to ensure proper processing of inventory records is occurring.

3.9.2. The PM will coordinate with DCMA to actively participate in a review of inventory records before processing inventory adjustments. Note: The contractor will not be given authority to process inventory adjustment (D8/D9) transactions in CAV AF.

4. CONTRACTOR PROPERTY CONTROL RECORDS:

4.1. The official property records are described in the FAR. The contractor shall establish a property control record for each line item. Property records shall be kept current at all times, and an audit trail shall be maintained from property acquisition to consumption in use or final disposition. Property accounting records, including debit and credit support documentation, are considered part of the official government contract records.

4.2. In addition to FAR requirements, the following data shall be maintained and provided by the contractor to the government contracting officer upon request to enable better requirements planning and stock control on future repairs:

(1) Name, description, and National Stock Number (NSN)

(2) Unique item ID or equivalent (if available and necessary for individual item tracking)

(3) Quantity received (or fabricated in house), issued, on hand, and on order

(4) Unit of Issue (each, feet, etc.)

(5) Unit price (from receipt document or stock list data)

(6) Contract or project number relating to contract

(7) Location

(8) Posting references (to include but not limited to support documentation such as issues, receipts, inventory recording and dates of transactions)

(9) Disposition

(10) Quantity due in (on order or being fabricated)

(11) Expendability, recoverability, reparability category (ERRC) code per NSN

(12) Stock levels and reorder points per GFM NSN

(13) Quantity per assembly (QPA) from Materiel Requirements Listing (MRL) or Technical Order (TO)

(14) Replacement percentage factor experienced from actual repair processes for each individual NSN

(15) Commercial and Government Entity (CAGE) code number per GFM NSN

(16) Posting references (to include but not limited to support documentation such as issues, receipts, inventory recording and dates of transactions

(17) Disposition

4.3. In addition to the above, a separate record of requisition numbers shall be maintained and shall include the NSN of the item requisitioned, the unit of issue, quantity, document number, and the date the item was received by the contractor. This record shall be kept current at all times. Other reports may be required in accordance with the FAR and the Contract Data Requirements List (CDRL), DD Form 1423.

4.4. The FAR describes the annual report, which gives the acquisition cost of all Government property in the contractor‘s possession. Details for completing this report are on the reverse side of DD Form 1662, DoD Property in the Custody of Contractors. This form is available from PA.

4.5. Property control record accuracy must represent actual physical inventory at all times in support of customer requirements and readiness. Security coded items, such as; classified, sensitive or pilferable will adhere to required periodic regulator inspections.

4.6. Contractors shall follow all Nuclear Weapon Related Material (NWRM) management requirements outlined in AFI 20-110, NWRM Management to include but not limited to packaging, marking, labeling, storage, transportation and receipt of all NWRM assets, with emphasis on positive inventory control (PIC) and records management by the contractor and government to assure compliance. The semiannual inventory takes precedence over other mission support activities.

5. PRODUCTION PROBLEMS:

5.1. The contractor shall report all potential supply support deficiencies that could cause a production slippage or work stoppage to the ACO, PCO, and PM at the managing ALC. If problems are not resolved, the contractor shall follow up with a written request/report of potential problems and impact to the ACO, PCO and PM.

6. DISPOSITION OF GOVERNMENT PROPERTY:

6.1. These instructions apply to all government owned property, or property procured with government funds, which is determined to be excess by the contracting ALC for the fulfillment of this contract.

6.2. If a follow-on contract is being awarded or, is in the negotiation or solicitation stage, the existing GFP may be retained to the extent required to support the current contract and the follow-on contract.

6.2.1. Within 90-days prior to contract expiration, the contractor shall submit a letter to the managing ALC requesting retention and transfer of GFM to the follow-on contract. The letter must contain the following information: noun, NSN, part number, ERRC code, dollar value, condition code, and quantity on hand.

6.2.2. If the retention/transfer of GFM is approved, the contractor shall submit a ship in place document to the property administrator (PA) and PCO. Copies of transfer documents shall be furnished through the ACO and PCO to the PM.

6.2.3. If the managing ALC disapproves retention of the GFM, disposition instructions will be provided to the contractor. All disposal procedures should be completed within 60 days from receipt of instructions.

6.3. In the event this contract or any delivery order placed against this contract is terminated, disposition of GFM determined to be excess, the PM will provide the contractor disposition instructions, in writing, for all NSN/part numbers and quantities to be eliminated from stock.

6.4. The contractor shall review stock positions on all GFM every 90-days. The contractor shall initiate disposition actions within 30-days following the determination of excess GFM.

6.5. When the contract is within 60 days of completion, the contractor shall review all requisition control records. All back order requisitions for which a positive supply action has not been received will be cancelled and a new requisition with an advice code 2C (fill or kill) will be submitted if the item is still needed to fulfill repair order. The new requisition quantity will be limited to the amount required to complete the contract.

6.6. Return of serviceable GFM determined to be excess to the needs of the contract:

6.6.1. Serviceable DLA managed materiel shall be processed for return to the SOS using the DLA Materiel Returns Program (MRP) as outlined in the DLA Customer Assistance Handbook. Final disposition of non-returnable DLA materiel shall be provided to the contractor by the PM or ES through the PCO.

6.6.2. Serviceable AF managed items with a $50 or more total line item value will be returned to the funding ALC. Items valued at less than $50 total per line item shall be disposed of by the contractor using plant clearance procedures. Questions regarding the disposition of serviceable AF managed items should be directed to the PM.

6.7. The contractor shall obtain disposition instructions from the PM for unserviceable investment (ERRC T) items that are removed from the end item and will not be repaired under the terms of this contract.

6.9. Directed Disposal:

6.9.1. Contracting ALC representatives, during a visit, may direct on the spot disposition of excess materiel discovered. Representatives of the ALC, the contract administration activity, and the contractor must be in agreement that such items are excess to total contract requirements prior to disposal action.

6.9.2. The PM will give the contractor disposition instructions, in writing, for all NSN/part numbers and quantities to be eliminated from stock.

6.10. Package and Shipment of Items:

6.10.1. Expense items in their original packaging shall be shipped as is. All remaining items to be returned shall be packaged Level A and shipped Level B IAW the current version of MIL-STD 2073-1E, Standard Practice for Military Packaging or as specified in the AFMC Form 158. All items are to be identified with the appropriate NSN/Part Number.

6.10.2. The contractor will comply with preservation, packaging, and packing instruction as specified in the basic contract and/or on the AFMC Form 158. The contractor will also comply with the current version of MIL-STD 129P(4), Military Marking for Shipment and Storage.

6.10.3. The contractor should refer to the basic contract for cost of packaging and shipping.

7. DISCREPANCIES INCIDENT TO SHIPMENT:

7.1. There are transportation and item discrepancies, each having different reporting requirements. Detailed information for each report and requirements shall be followed and adhered to IAW the basic contracts Technical Reqirements Document (TRD) and associated appendices.

8. DISPOSITION OF CONDEMNED GOVERNMENT PROPERTY:

8.1. Disposition instructions for all ERRC T, such as critical items, MSD and save list items that are condemned during the performance of this contract, shall be requested through the PCO from the managing ALC.

8.2. Contractor condemnation reporting transactions (Survey/Scrap) within CAV AF represent “on-hand balances” of assets in condition code “H” status at the contractor’s facility. They are reflected as such within CAV AF condition count report, under Scrap (H), awaiting a disposition action. These “on-hand balances” represent physically condemned assets at the contractor’s facility awaiting sale or disposal action. Once condemnation/scrap assets are physically and contractually; sold or disposed of, the contractor shall submit a CAV AF shipment transaction for the “H” condition code asset(s). Shipment will generate D7 transaction to the inventory control point (ICP). Shipment transactions decrease CAV AF condemnation (survey/scrap) “on-hand balances” providing real time information to inventory management accounts, which drive potential future “buy” and/or “repair” actions. NOTE: Timeliness and accuracy in reporting actual occurrences within CAV AF are of the utmost importance in support of the war fighter.

9. CONTRACTOR REPORTING:

9.1. The contractor shall comply with DD Form 1423-1, Contract Data Requirements List (DI-MGMT-81634B) and Attachment 4 herein, entitled 'CAV AF Transaction Reporting Statement of Work.' Reporting shall be via the internet using online web access.

9.2. Reporting into CAV AF is at the contract and delivery order number (17 digits). The contractor shall ensure transactional reporting is applied to the correct contract and delivery order number and CAV AF reports reflect accurate data for each delivery order.

9.3. GFM inventory discrepancies between the contractor’s physical inventory and the CAV AF GFM Bond Room Inventory must be identified to the PM and CAV AF Contract Manager (CM) within 24 hrs of discovery. Only the CAV AF CM is has capability to make any inventory adjustments within CAV AF.

10. VISITS:

10.1. Surveillance visits will be made by the ACO and/or the contracting ALC representatives when such visits are considered necessary, particularly in relation to contract materiel control and production schedules.

11. OTHER:

11.1. The contractor shall not obtain GFP through the utilization of requisition codes assigned exclusively to this contract for any other contracts.

11.2. The contractor shall not transfer GFP charged to this contract to any other contract, contractor, or activity without the advance approval of the PM through the PCO.

11.3. The government reserves the right to withdraw any GFP in possession of the contractor to supply other urgent USAF requirement. If any item so removed by the government is still required to complete the contract, the contractor shall take appropriate action to replace the removed item.

11.4. When, during the last six months of the contract, it becomes evident that an option shall most probably be exercised, the PCO will notify the contractor through the ACO to maintain stock levels necessary to meet the option workload.

12. REFERENCES:

12.1. Federal Acquisition Regulation (FAR).

12.2. Defense Federal Acquisition Regulation Supplement (DFARS).

12.3. Commercial Asset Visibility (CAV AF), version 7.2 or higher User Manual.

12.4. AFJMAN 23-215, Reporting of Supply Discrepancies.

12.5. AFI 23-101, Air Force Materiel Management.

12.6. FED LOG CD ROM, Fed Log is the logistics information system published by the Defense Logistics Information Service and available by subscription. The Fed Log web site is: http://www.dlis.dla.mil/Fedlog/

12.7. DoD 4000.25-1-M, Military Standard Requisitioning and Issue Procedures (MILSTRIP)

12.8. DLA Customer Assistance Handbook.

12.9. DODI 8520.2, PKI and Public Key (PK) Enabling.

12.10. AFGM 20-1, Air Force Guidance Memorandum on NWRM Management (will be replaced by AFI 20-110 currently in coordination)

12.11. AFH 23-123V2PT1, ILS-S, Materiel Management Operations.

12.12. Other DoD and military service directives; if specifically referenced in the contract, special clauses or appendices.

ATTACHMENT 1

CAV AF GFM CODE REFERENCE

1. General Information:

1.1. The CAV AF GFM menu is used by the contractor to Requisition and Ship GFM which has been authorized on the Authorized GFM Listing, (Attachment 2, below). Requisitions enter the supply system in standard MILSTRIP format and are edited against the contract GFM Allowance table for the NIIN and quantity before being passed to DAASC at the end of each day.

1.2. The CAV AF GFM menu also provides a number of reports to allow the contractor to track activity and view supply status in the CAV GFM environment.

2. GFM Requisition Codes: A0A Requisition Document Type – leave default value of ‘A0A’ or ‘A01’ for overseas shipment Fund Code - CDM Fund Code assigned to contracting Air Logistics Center:

RI To - Routing Identifier of SOS to which the document is being submitted Distribution Code – ‘C99’ Required Media Status – ‘0’ (100% supply and shipment status to Distribution Code) unless otherwise directed Project Code – Blank unless directed by contracting ALC Quantity – enter quantity being requisitioned IPD – ‘05’ or as directed by contracting ALC. Ref. paragraph 3.7 above.

Demand Code – leave default value ‘R’ unless otherwise directed Req’d Delivery Date – Input your required delivery date Supp Add – Leave blank for shipment to requisitioner and use Signal Code ‘C’ (ship to requisitioner, bill to fund code). For shipment to subcontractor, enter DODAAC of subcontractor and use Signal Code ‘L’ (ship to supplementary address, bill to fund code).

Advice Code – Use 2L. A few cases require a 2C, ref. paragraph 3.4 above.

Signal Code – ‘C’ or ‘L’ as required by Supp Add above RI From – ‘FC2’ Required

3. GFM Shipment Codes: A5 Materiel Release Shipping Doc Nr – shipping document number consisting of the contractor’s 6-digit ‘EZ’ DODAAC, 4-digit Julian date, and 4-digit serial number FSC – FSC from NIIN DOD U/I – Unit of Issue MMAC – MMAC as needed from NIIN SFX – Leave blank Document Type – ‘A5A’ for shipping Condition Code ‘A’ and ‘F’ materiel. Change to ‘A5J’ for shipment of condemned Condition Code ‘H’ materiel Fund Code – CDM Fund Code assigned to contracting Air Logistics Center used in the original GFM requisition:

RI To – Routing Identifier of activity to receive shipment; ‘FGZ’ = Hill AFB, ‘FHZ’ = Tinker AFB or ‘FLZ” = Robins AFB.

Distribution Code – ‘C99’ Required Media Status – recommend ‘Y’ (exception supply/shipment status to Distribution Code) unless otherwise directed Project Code – Blank unless directed by contracting ALC A5 Quantity – quantity to be shipped IPD – ‘13’ or as directed by contracting ALC Demand Code – leave default value ‘R’ unless otherwise directed Required Delivery Date – leave at default value unless otherwise directed.

Supp Add –DODAAC of ‘ship to’ activity Signal Code – ‘M’ (ship to Supp Add, no billing require) RI From – 3-digit routing identifier code (RIC) assigned to the shipping contractor (e.g., ‘E63’) Condition Code – ‘A’, ‘F’, or ‘H’ as appropriate.

Remaining fields may remain blank unless directed otherwise.

4. DD Form 1348 Codes:

Ship To DODAAC – DODAAC of the activity to which the materiel is being shipped. DODAAC will appear in the Supp Add field of the DD Form 1348.

Project Cd – Blank unless directed by contracting ALC.

Mark For – the name/account of the activity to which the materiel is being shipped.

Signal Cd – Signal Code ‘M’ (ship to Supp Add, no billing required).

Ship To Document – defaults to the RCDN of materiel being shipped. When using the Bulk Shipment function the default will be the lead RCDN being shipped. Use default values unless otherwise directed.

Fund Cd – CDM Fund Code assigned to contracting Air Logistics Center or as otherwise directed:

OO-ALC – ‘GD’ OC-ALC – ‘HD’ WR-ALC – ‘LD’

DD1348 Date – defaults to current date. Change to date of actual shipment if different.

Remaining fields may remain blank unless directed otherwise.

ATTACHMENT 2

AUTHORIZED GOVERNMENT-FURNISHED MATERIEL (GFM) LISTING

1. GOVERNMENT FURNISHED MATERIEL:

1.1. Only AF managed materiel items listed below shall be authorized as government furnished materiel (GFM) for the contractor to requisition through standard procedures contained in this document. The listing is based on the Materiel Requirements Listing (MRL) approved and provided by the Equipment Specialist (ES) by National Stock Number (NSN), quantity, SOS, and ERRC usage on contract line item numbers identified for repair.

1.2. Any changes; additions, deletions, modifications to the NSNs listed on the authorized GFM listing shall require a contract modification to this document.

1.3. Authorized GFM Listing: A GFM listing in the below standardized format will be structured for Attachment 13 and provided to the CAV AF Contract Monitor (CM) attached to each new contract delivery order (DO) horizon requiring a CAV AF GFM table of allowance (TOA) to maintain continuity and reduce confusion for contractor requisitioning. Spreadsheets of GFM TOA can be sent to the CM for analysis in the format below (according to ACRNs and subsequent field requirements).

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1620017331630

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1.4.1. The contractual Attachment 13 is a cumulative GFM listing representing authorized quanities required for the life of the contract. Each contract DO will decrement the contractual Attachment 13 GFM authorization by NSN and qty, which shall not be exceeded. It is incumbent upon the PM and CAV AF CM to monitor authorization levels within CAV AF as not to systemically exceed authorization.

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