LMM Volume II - Shore-Based Logistics Management - 25 NOV 2013.pdf
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- Solicitation number
- 693JF723R000002
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This federal solicitation seeks logistics support and spare parts procurement services for the Ready Reserve Force and Maritime Administration's Division of Logistics Support. Contractors will provide material management, configuration management, logistics overhaul support, and spare parts procurement utilizing the RRF Management System software. The contractor must have in-depth knowledge of the American Bureau of Shipping's Nautical Systems Enterprise software and related tools. The purpose is to support the RRF and ensure vessels are operational and compliant with regulatory standards. The Department of Transportation Maritime Administration is listed as the contracting agency.
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Volume II: November 25, 2013
Table of Contents i
RRF Logistics Management Manual
Volume II: Shore-Based Logistics Management
Chapter 10: Excess Management .......................................................................... 10-1
10.0 Definition of Excess. ....................................................................................................................................... 10-1
10.0.1 Non-NDRF/RRF Excess Property. ............................................................................................................... 10-1
10.0.2 Disposal of Non-NDRF/RRF Excess Property through EPP. ....................................................................... 10-1
10.1 Reporting of Excess ......................................................................................................................................... 10-1
10.2 Screening of Excess by the Operating Division ............................................................................................... 10-1
10.2.1 Classified Computers ...................................................................................................................... 10-2
10.3 Screening by Excess by MARAD Headquarters ............................................................................................. 10-2
10.3.1 Screening of Marine Equipment and Non-functional Computers ................................................... 10-2
10.3.2 Screening of Functional Computer Equipment ............................................................................... 10-2
10.4 Screening by Other Government Activities ..................................................................................................... 10-3
10.4.1 Transferring Screened Items ........................................................................................................... 10-3
10.5 Methods of Disposal ........................................................................................................................................ 10-3
10.5.1 Disposal of Hazardous Waste ......................................................................................................... 10-3
10.6 Transfer to an Authorized GSA Scrap Recycler .............................................................................................. 10-6
10.6.1 Distribution of a GSA Form R3-1784 ............................................................................................ 10-6
10.6.2 Management and Control of Scrap Delivery Orders ...................................................................... 10-7
10.7 Disposal via a Certificate of Destruction (COD) ............................................................................................. 10-9
10.7.1 Criteria for Destruction ................................................................................................................... 10-9
10.7.2 Production of the Certificate of Destruction ................................................................................... 10-9
10.7.3 Abandonment ................................................................................................................................. 10-9
10.7.4 Returning Completed Certificates .................................................................................................. 10-9
10.8 Donation of RRF Assets ................................................................................................................................. 10-11
10.8.1 Donation of Equipment to Maritime Schools ................................................................................ 10-11
10.8.2 Donation of Artifacts ..................................................................................................................... 10-11
10.8.3 Donation of Computers to Non-Profit Activities ........................................................................... 10-11
10.8.4 Transfer and Transportation of Donated Items .............................................................................. 10-11
10.9 Sale by GSA ................................................................................................................................................... 10-12 ii
10.9.1 GSA Sale Documentation .............................................................................................................. 10-12
10.9.2 Warehouse Responsibilities during GSA Sales ............................................................................. 10-12
10.9.3 Items GSA Does Not Market ......................................................................................................... 10-15
10.9.4 Transportation Costs for Items Sold by GSA ................................................................................ 10-15
10.10 Disposal Records .......................................................................................................................................... 10-15
10.11 Property with Special Handling Requirements ............................................................................................. 10-15
10.11.1 Abandoned or Unclaimed Property ............................................................................................. 10-15
10.11.2 Safes and Locking File Cabinets ................................................................................................. 10-15
Chapter 11: Warehouse Safety and Security ......................................................... 11-1
11.0 Facility Safety Plan .......................................................................................................................................... 11-1
11.1 Safety Inspections ............................................................................................................................................ 11-1
11.1.1 Safety Inspections of SBS Warehouses .......................................................................................... 11-1
11.1.2 Imminent Danger ............................................................................................................................ 11-1
11.1.3 Monthly Inspection of Fire Suppression Equipment ...................................................................... 11-1
11.1.4 Annual Inspection of Facility Fire Suppression Equipment ........................................................... 11-1
11.1.5 Safety Communication ................................................................................................................... 11-2
11.2 MARAD Safety Shoe Program ........................................................................................................................ 11-2
11.3 Smoking in MARAD Warehouses ................................................................................................................... 11-2
11.4 Forklifts ........................................................................................................................................................ 11-2
11.4.1 Authorization to Operate a Forklift in MARAD SBS Warehouses ................................................ 11-2
11.4.2 Forklift Mishaps ............................................................................................................................. 11-2
11.4.3 Refresher Training .......................................................................................................................... 11-2
11.4.4 Daily Inspection ............................................................................................................................. 11-2
11.5 Safety Training ................................................................................................................................................ 11-2
11.5.1 Warehouse Safety Training Program .............................................................................................. 11-2
11.5.2 Training Records ............................................................................................................................ 11-3
11.6 Mishaps ........................................................................................................................................................ 11-3
11.7 Hazard Communications Program ................................................................................................................... 11-3
11.7.1 Written Hazardous Communications Program ............................................................................... 11-3
11.7.2 Management of Material Safety Data Sheets .................................................................................. 11-3
11.7.3 Hazardous Material Inventories ...................................................................................................... 11-4
11.7.4 Safe Storage of Hazardous and Other Special Materials ................................................................ 11-4
11.8 Warehouse Security ......................................................................................................................................... 11-4
11.8.1 Warehouse Fire and Security Systems ............................................................................................ 11-4
11.8.2 Key Control Procedures.................................................................................................................. 11-4
11.8.3 Monthly Key Inventory .................................................................................................................. 11-4
11.8.4 Re-Keying of the SBS Warehouse ................................................................................................. 11-4
11.8.5 Retention of Security Video Tapes ................................................................................................. 11-4
11.9 Theft of Government Property ......................................................................................................................... 11-4
11.9.1 Reporting of Suspected Theft of Government Property ................................................................. 11-4 iii
11.9.2 Survey of Shore-Based Spares........................................................................................................ 11-5
11.10 Small Arms and Ammunition ........................................................................................................................ 11-5
Chapter 12: Shore-Based Spares Management ..................................................... 12-1
12.0 Shore-Based Spares ......................................................................................................................................... 12-1
12.1 Sources ........................................................................................................................................................ 12-1
12.1.1 Procurement of Shore-Based Spares ............................................................................................... 12-1
12.1.2 Removal of Spare Parts from NDRF Scrap Vessels ....................................................................... 12-1
12.1.3 Items Donated to MARAD ............................................................................................................. 12-1
12.2 Inventory Valuation ......................................................................................................................................... 12-1
12.2.1 Valuation of Items when Pricing Data is Unavailable .................................................................... 12-2
12.3 Inventory Records ............................................................................................................................................ 12-2
12.4 Repair of SBS Equipment ................................................................................................................................ 12-2
12.5 Certification and Testing ................................................................................................................................. 12-3
12.5.1 Testable Equipment Inventory ........................................................................................................ 12-3
12.5.2 Certification and Testing Standards ................................................................................................ 12-3
12.5.3 Issuing Equipment for Testing or Certification .............................................................................. 12-3
12.5.4 Repair and Testing Documentation ................................................................................................ 12-3
12.6 Inventory Accuracy Standards ......................................................................................................................... 12-3
12.7 Required Files .................................................................................................................................................. 12-4
12.8 Unauthorized Use of SBS Warehouses and Material....................................................................................... 12-4
12.8.1 Private Use of Warehouse Facilities ............................................................................................... 12-4
12.8.2 Private Use of SBS Material ........................................................................................................... 12-4
12.9 Loan of MARAD Property. ............................................................................................................................. 12-4
12.9.1 Temporary Loan of Marine Equipment or Spare Parts to Non-Governmental Activities ............... 12-4
12.9.2 Temporary Loan of Marine Equipment or Spare Parts to Governmental Agencies ........................ 12-5
Chapter 13: Shipping and Receiving ...................................................................... 13-1
13.0 SBS Policy Guidance ....................................................................................................................................... 13-1
13.1 Use of NS5 to Ship and Receive Material ....................................................................................................... 13-1
13.1.1 Outbound Shipments ...................................................................................................................... 13-1
13.1.2 Items Not Managed by NS5 ........................................................................................................... 13-1
13.1.3 Receiving Shipments ...................................................................................................................... 13-1
13.1.4 Authorization to Ship Items from SBS Warehouses ....................................................................... 13-1
13.1.5 Distribution of the DD1149 fro Outbound Shipments .................................................................... 13-1
13.2 Shipments which Occur Outside of NS5 ......................................................................................................... 13-2
13.2.1 Use of DD1149 Shipping Document .............................................................................................. 13-2 iv
13.2.2 Recording Tracking Numbers on DD1149s ................................................................................... 13-2
13.2.3 Authorization to Ship Items from SBS Warehouses ....................................................................... 13-2
13.2.4 Distribution of the DD1149 for Outbound Shipments .................................................................... 13-2
13.2.5 Receiving Non-NS5 Shipments ...................................................................................................... 13-2
13.3 Transient Cargo ............................................................................................................................................... 13-4
13.4 Non-Conforming Shipments. ........................................................................................................................... 13-4
13.5 Shipping Costs ................................................................................................................................................. 13-4
Chapter 14: Physical Inventory of Shore-Based Spares ....................................... 14-1
14.0 Purpose of Physical Inventories. ...................................................................................................................... 14-1
14.1 SBS Inventory Requirements ........................................................................................................................... 14-1
14.1.1 Annual Inventory ........................................................................................................................... 14-1
14.1.2 Required Cyclic Inventory .............................................................................................................. 14-1
14.2 Types of Inventories ........................................................................................................................................ 14-1
14.2.1 Wall-to-Wall Inventories ................................................................................................................ 14-1
14.2.2 Spot Inventories .............................................................................................................................. 14-1
14.2.3 Cyclic Inventories ........................................................................................................................... 14-1
14.3 Inventory Preparations ..................................................................................................................................... 14-1
14.4 Inventory Count Procedures ............................................................................................................................ 14-2
14.5 Reconciliation .................................................................................................................................................. 14-2
14.5.1 Quantity Differences ...................................................................................................................... 14-3
14.5.2 Differences in Other RMS Data ..................................................................................................... 14-3
Chapter 15: Packaging, Preservation, Handling and Transportation .................. 15-1
15.0 Preservation ..................................................................................................................................................... 15-1
15.1 Packaging ......................................................................................................................................................... 15-1
15.2 Material Identification ..................................................................................................................................... 15-2
15.2.1 Marking .......................................................................................................................................... 15-2
15.2.2 Barrels, Drums and Other Cylindrical Containers .......................................................................... 15-2
15.2.3 Miscellaneous Items ....................................................................................................................... 15-2
15.2.4 Assorted Items ................................................................................................................................ 15-2
15.2.5 Labels ............................................................................................................................................. 15-3
15.2.6 Tags ................................................................................................................................................ 15-3
15.3 Storage ............................................................................................................................................................. 15-3
15.4 Transportation .................................................................................................................................................. 15-3 v
Chapter 16: Inventory Adjustments ........................................................................ 16-1
16.0 Adjusting SBS Inventory Balances .................................................................................................................. 16-1
16.1 Overages and Shortages in the SBS Physical Inventory .................................................................................. 16-1
16.1.1 LBI and GBIs ................................................................................................................................. 16-1
16.2 Administrative Adjustments ............................................................................................................................ 16-1
16.2.1 Authority to Make Administrative Adjustments ............................................................................. 16-1
16.3 Removing Items for Disposal .......................................................................................................................... 16-2
16.3.1 Items to be Destroyed ..................................................................................................................... 16-2
16.3.2 Items to be Sold by GSA ................................................................................................................ 16-2
16.3.3 Items to be Transferred to the GSA Scrap Contractor .................................................................... 16-2
Appendix A: Stowage of Hazardous and Other Special Materials ........................ A-1
Index Sections I and II ................................................................................................. i-1
Chapter 10: Excess Management
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10.0 Definition of Excess
“Excess material” is that portion of the NDRF/RRF spare parts, equipment or Accountable Property inventory that cannot be justified for retention. Normally this consists of items that are beyond economic repair or no longer have an application in any MARAD program. This chapter collectively refers to these items as “excess.”
This chapter applies only to NDRF/RRF spare parts, equipment or Accountable Property. Excess that is not a part of the NDRF/RRF will be reported to MAR-392.
10.0.1 Non-NDRF/RRF Excess Property
Non-NDRF/RRF property that cannot be justified for retention is also considered excess property. The MARAD Office of Management and Administrative Services (MAR-392) is responsible for this category of government property. MAR-392 may elect to dispose of excess property through the Office of Ship Operations, Division of Logistics Support’s Excess Processing Program’s (EPP) interface with the General Services Administration (GSA). The scope of these Non-NDRF/RRF excess property transactions are limited to locations where the RRF maintains storage facilities (Norfolk/Williamsburg, New Orleans, Beaumont and Alameda/San Francisco).
MAR-392 will handle disposal transactions for excess personal property at MARAD Headquarters and Gateway Locations outside of the four areas discussed above.
10.0.2 Disposal of Non-NDRF/RRF Excess Property through EPP
The following guidance is provided for disposal of this category of excess property:
If excess property is to be transferred from a Fleet site or Area Division Office to their respective Area Division LMO for disposal using EPP, an Excess Property Report will be generated from Cenotrack to track the MARAD internal transfer. The attending APO (fleet site or division office) will complete the form and submit it to MAR-392 for approval. A separate report shall be generated for any items not entered into Cenotrack.
a. MAR-392 will review the form and enter an approval signature on Line 14a. MAR-392 will then scan the approved form and return an electronic copy to the APO and Area Division LMO.
b. The APO will then attach a copy of the completed form to the excess property and arrange for transfer of the property to the Area Division Warehouse for disposal. (Note: The LMO/Warehouse Manager must reject any property that is not accounted for on this form.)
c. Once the LMO/Warehouse Manager takes custody of the excess property, disposal action can be initiated within EPP.
d. When entering these excess items into EPP, the “Ship Name” block will be left blank.
Note: If property is to be excessed directly from a Fleet site or Area Division Office using EPP, the same Excess Property Report is utilized to track MAR-392 approval of the disposal action.
10.1 Reporting of Excess
All RRF excess will first be reported to the Operating Division LMO.
10‐2
10.2 Screening of Excess by the Operating Division
After an item has been identified or reported as excess by a ship, the LMO will screen the item against existing requirements within their operating area. If retention is justified, the item will be transferred to a new end user or stored in an SBS warehouse. If redistribution or retention is not justified by the cognizant Surveyor, the LMO will report the item to MAR-614 via the Excess Processing Program (EPP formerly the Excess Material System - EMS) along with the Division’s recommended disposition (local destruction, sale by GSA, or transfer to a local scrap dealer under contract to GSA). All items identified as excess will not be removed from inventory until completion of the disposal process.
10.2.1 Classified Computers
All Government computers that have been used onboard RRF vessels are considered to have held classified information and will not be turned over to GSA for sale, or transferred to any other activity outside of MARAD without the hard drive having been removed and destroyed. Please note that re-formatting the hard drive is not sufficient to purge a computer of classified information.
10.3 Screening of Excess by MARAD Headquarters
MAR-611 and MAR-614 will jointly screen and coordinate the disposition of excess material reported by Operating Divisions.
10.3.1 Screening of Marine Equipment and Non-functional Computers The vast majority of RRF excess consists of machinery, spare parts and electronic equipment. These items will be screened as follows:
a. MAR-611 will determine if the item can be utilized within the RRF. If an application is found, MAR-614 will direct the transfer of the excess material to the end user.
b. If no application is found, MAR-614 will make the item available for screening by other federal agencies (via GSAXcess®, see 10.4) for twenty-one (21) days.
c. If a redistribution request is not forthcoming from GSA within twenty-one (21) days, MAR-614 will determine the appropriate method of disposal.
d. The Operating Division will then dispose of the item using the approved method.
10.3.2 Screening of Functional Computer Equipment
Executive Order 12999 requires all agencies to review their excess computer equipment for possible donation to public schools. Accordingly, all RRF functional1 excess computers will be screened as follows:
a. MAR-611 will screen the computer against existing RRF requirements.
b. If no application is found, MAR-392 will screen the item for use within MARAD or for donation to an educational institution in accordance with Executive Order 12999.
c. If all attempts to donate or redistribute the computer equipment within MARAD are unsuccessful, MAR-614 will make the item available to other agencies via GSAXcess®.
1 Broken, damaged or non-functioning computer equipment will not be reported for donation.
10‐3
d. If a redistribution request is not forthcoming from GSA within twenty-one (21) days, MAR-614 will determine the appropriate method of disposal.
e. The Operating Division will then dispose of the item using the approved method.
10.4 Screening by Other Government Activities
As discussed above, if redistribution or retention within the RRF is not justified, MAR-614 will make the item available to other agencies by posting it on GSA’s GSAXcess® Web site. The GSAXcess® Web site serves as a central clearinghouse for all excess federal property. By law, excess Government property must be made available for redistribution to other Government agencies for a period of twenty-one (21) days. If another agency desires an item of MARAD excess, GSA will forward one of the following documents to either the region or MAR-614:
a. A Notice of Allocation (see Figure 10-1), or
b. A copy of the original Transfer Order (SF-122, see Figure 10-2).
10.4.1 Transferring Screened Items
Once a Notice of Allocation or a Transfer Order has been received the Operating Division will:
a. Take no further action to dispose of the item,
b. Stage the item for pick-up by the requesting agency, and
c. Prepare a DD1149 to transfer the item to the requesting agency.
Please note that it is the responsibility of the requesting agency to provide transportation from the MARAD RRF warehouse or vessel, to the facility of the activity requesting the item.
If, after the mandatory twenty-one (21) day screening period has passed, and no Government activity has requested the item; the Division is free to properly dispose of the item in the manner approved by MAR-614 in EPP. For items that will be sold by GSA, no further action is required. The item will automatically be removed from the GSAXcess® Web site and reported to GSA Marketing for sale to the public.
10.5 Methods of Disposal
Depending on the type and condition of the item, excess material can be disposed of in one of three possible ways:
a. Local disposal documented on a properly completed Certificate of Destruction (MA-1029).
b. Transfer to an authorized GSA scrap recycler.
c. Sale by GSA.
10.5.1 Disposal of Hazardous Waste
Items that are deemed to be “Hazardous Waste” are beyond the scope of this manual. All questions about the disposal of hazardous waste should be referred to the Division Safety Representative.
10‐4
Figure 10-1: Sample GSA Notice of Allocation (E-mail)
Notice of Allocation to Holding Activity
Date: 05/31/02
To: XXXXXXXX Phone: 504-589-2150 Fax: 504-589-2167
From: Federal Supply Service
Dear Holding Activity:
Attached is an unsigned computer generated Transfer Order 56 2 2008 20 for property held by your agency at the following location:
DOT Maritime Administration
New Orleans, LA-70146
We have allocated the items on the Transfer Order to the following Government activity:
BP PERUMAL
703-305-6008
M
M
Property allocated by FSS should not be sold or transferred without specific FSS authority. The agency indicated on both the Notice and Transfer Order has seven calendar days to return the signed Transfer Order to FSS. At that time, FSS will approve it and the agency should contact you to coordinate pickup.
Property should not be released unless the acquiring activity presents a copy of the attached Transfer Order that is signed by FSS. If you do not hear from the agency within a reasonable period of time, you can inquire about the status of the allocation from the following FSS allocating official:
XXXXXXX
GSA/FSS (7FBPU)-RO
PROPERTY MANAGEMENT BRANCH
819 TAYLOR STREET
FT. WORTH, TX. 76102
817-334-2343 (Fax) 817-978-8738
10‐5
Figure 10‐2: GSA Transfer Order
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10.6 Transfers to an Authorized GSA Scrap Recycler
If approved by MARAD Headquarters, and after an item has been posted on the GSAXcess® Web site for twenty-one (21) days, the Division LMO is free to transfer the item to an authorized GSA scrap recycler. NOTE: It is the responsibility of the LMO to ensure that the recycling contractor is operating under a valid contract issued by their local GSA region office.
The transfer of scrap metal from the Division to a GSA scrap recycler will be documented on a GSA Scrap Delivery Order (SDO), Form R3-1784. This form will be completed by the scrap contractor and reviewed by the Division representative. In addition, the scrap contractor must provide a certified weight (or scale) ticket for the truck weighed empty. If the recycler fails to provide a certified weight (or scale) ticket, the items will not be transferred until one is obtained. The weight should have been obtained by the scrap contractor within three hours of their arrival at the pick-up site. In accordance with CFR 102-36.220(b) (4) Scrap does not have to be reported to GSA.
However, always use a GSA approved Scrap Dealer to dispose of material. Using an approved Scrap Dealer protects MARAD and the Ship Manager from unscrupulous individuals who may attempt to make a profit from the sale of Government Scrap. If the Scrap Metal has a significant intrinsic value such as copper, platinum, gold or titanium, or a significant volume with unknown metal content, report the scrap metal to GSA via the Excess Processing Program
(EPP).2
The Division representative will inspect the “Tare Weight” block and compare it to the weight listed on the scale ticket. The information provided on the weight ticket will be compared to the information provided by the contractor on the SDO. If the information is not correct (or blank), the Division representative will request that the document be corrected. If the recycler fails to correct the SDO the items will not be transferred. A sample GSA Form R3- 1784 is provided as Figure 10-3.
10.6.1 Distribution of a GSA Form R3-1784
The Form R3-1784 will be distributed as follows:
a. The scrap contractor will retain copies #1 and #2.
b. Copy #3 will be forwarded by the Operating Division to the GSA at the address listed in the upper right-hand corner of the form.
c. Copy #4 will be retained in Division warehouse files along with a copy of the certified weight (or scale) ticket for the truck weighed empty.
A summary of the scrap disposal process is provided in Figure 10-4
2 CFR 102-36.220(b)(4)
10‐7
10.6.2 Management and Control of Scrap Delivery Orders
SDOs can be printed locally or ordered from the GSA Region Office, if available. Regardless of how the forms are obtained, all Forms R3-1784s will be sequentially numbered and the LMO will hold unused forms under lock and key.
The Scrap Disposal Process
1. A vessel or warehouse identifies an excess item.
2.
If redistribution within the operating area is not warranted, the LMO submits an EPP document to MARAD Headquarters along with a recommendation that the item be transferred to a GSA scrap recycler.
3. MAR-611/614 reviews the EPP document for possible redistribution within the RRF.
4. MAR-614 transmits the EPP document to GSAXcess® if redistribution or retention within the RRF is not warranted.
5. GSA, via GSAXcess®, makes the item available for redistribution to other Government agencies for 21 days.
6.
If GSA has not requested redistribution of the item after 21 days, the Division is free to arrange for pick-up by an authorized GSA scrap recycler.
7. Scrap recycler arrives, completes the R3-1784 and provides the Operating Division with a copy of the weight or scale ticket for their truck weighed empty.
8.
The contractor’s representative retains copies #1 and #2. Copy #3 is mailed to GSA. The Operating Division retains copy #4 along with a copy of the weight scale ticket.
Figure 10‐4: The Scrap Disposal Process
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Figure 10-3: GSA Scrap Delivery Order
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10.7 Disposal via Certificate of Destruction (COD)
In many cases it may not be possible, appropriate or economical for the Government to sell an item of excess. These items are normally destroyed on location or at an SBS warehouse. The destruction of these items will be documented on a MARAD Certificate of Destruction (MA-1029).
10.7.1 Criteria for Destruction
Excess material approved for destruction must meet the following criteria:
a. The item must have no commercial value. Commercial value is defined as having neither utility nor monetary value (either as an item or as scrap).
b. The estimated cost of its continued care and handling must exceed the estimated proceeds from its sale.3
10.7.2 Production of the Certificate of Destruction (COD)
If the Operating Division has requested an item to be disposed of locally (i.e., via a COD), and after the item has been made available in GSAXcess® for twenty-one (21) days, MAR-614 will forward a serialized COD to the Division. No item is to be destroyed without a COD issued by MAR-614 and all items must be destroyed in a manner that is not detrimental to public safety.4 Government property is not to be given to any individual in lieu of destruction. An example of a Certificate of Destruction (MA-1029) is provided as Figure 10-6. The Authorizing Official for the COD is the Division LMO. The Reviewing Official is the Chief, Division of Maintenance and Repair (MAR-611). The authorization and review process occurs in EPP.
10.7.3 Abandonment
RRF property will not be abandoned without written authorization from MAR-614.
10.7.4 Returning Completed Certificates
Once the item(s) have been destroyed, the original COD (properly signed and witnessed) will be returned to MAR-
614. At that time, the item(s) may be removed from the warehouse or the ship’s Accountable records. A summary of the local destruction procedures is provided in Figure 10-7.
3 Federal Property Management Regulations, Chapter 102, 36.305 4 Federal Property Management Regulations, Chapter 102, 36.315
Disposal via COD
1. A vessel or warehouse identifies an excess item.
2.
If redistribution within the Operating Division is not warranted, the LMO will submit an EPP document to MARAD Headquarters with the recommendation that the item be disposed of locally via a COD.
3. MAR-611/614 reviews the EPP document for possible redistribution within the RRF.
4. MAR-614 transmits the EPP document to GSAXcess® if redistribution or retention within the RRF is not warranted.
5. GSA, via GSAXcess®, makes the item available for redistribution to other Government agencies for 21 days.
6.
If redistribution has not been requested by GSA within 21-days, MAR-614 will prepare a COD and forward it to the Operating Division.
7. The Operating Division documents the destruction of the item on the COD.
8. The original COD, signed and witnessed, is returned to MAR-614. The Operating Division retains a copy for their files.
Figure 10‐7: Disposal via COD
10‐10
Figure 10‐6: Certificate of Destruction
10‐11
10.8 Donation of RRF Assets
MARAD may, on occasion, approve the donation of RRF assets to authorized civic or educational institutions.
MARAD Headquarters is the only activity authorized to donate RRF property. Operating Divisions are not to donate Government Property to a civic, charitable or non-profit institution without written approval from MARAD Headquarters.
The following divisions manage the donation of RRF and NDRF assets:
10.8.1 Donation of Equipment to Maritime Schools
The donation of MARAD assets to Maritime schools is managed exclusively by MAR-630. Maritime schools interested in obtaining MARAD assets should be referred to:
Maritime Administration Office of Sealift Support (MAR-630) 1200 New Jersey Ave. SE Washington, D.C. 20590
10.8.2 Donation of Artifacts
The donation of MARAD historical artifacts is managed exclusively by MAR-612. Individuals or civic organizations interested in obtaining MARAD artifacts should be referred to:
Maritime Administration Office of Ship Operations Division of Sealift Operations (MAR-612) 1200 New Jersey Ave. SE Washington, DC 20590
10.8.3 Donation of Computers to Non-Profit Activities
The donation of MARAD computers to non-profit education institutions (other than Maritime schools) is managed exclusively by MAR-392. Schools interested in obtaining MARAD computers should be referred to:
Maritime Administration Division of Management (MAR-392) 1200 New Jersey Ave. SE Washington, DC 20590
10.8.4 Transfer and Transportation of Donated Items
Once approved by the appropriate office, donated assets will be transferred as follows:
a. The MARAD Headquarters division authorizing the donation will forward a copy of the signed authorization letter or lease agreement to the Operating Division.
2 CFR §102-36.220(b)(4).
3Federal Management Regulations, §102-36.305.
4 Federal Management Regulations §102-36.315.
1 Federal Property Management Regulations, Part 101‐48.
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b. The Operating Division will transfer the item(s) to the recipient on form DD1149. A copy of the authorization letter or lease agreement will be retained in the warehouse files along with a copy of the DD1149. A summary of this process is provided as Fig. 10-8.
c. Except when authorized by the Associate Administrator for National Security or the Maritime Administration, the cost to transport donated items is to be borne by the receiving activity. Operating Divisions are not to pay for the transportation of any donated items or equipment unless explicitly authorized by MARAD Headquarters.
10.9 Sale by GSA
Items that have been approved for sale by GSA must first be posted on the GSAXcess® Web site for twenty-one
(21) days. If after the twenty-one (21) day screening period is complete and no Government agency has requested the item, GSA marketing representatives will remove the item from GSAXcess® and post it for sale on GSA’s personal property disposal Web site.
10.9.1 GSA Sale Documentation
If the item is sold, the transfer will be documented on a Purchaser’s Receipt and Authority to Release Property, which will be provided by GSA directly to the SBS warehouse. The successful bidder will acknowledge receipt of the item by signing Block 8B when they take custody of their purchase item(s). An example of a Purchaser’s Receipt is provided as Fig. 10-9 (see next page).
10.9.2 Warehouse Responsibilities during GSA Sales
After an item has been posted for sale on GSA’s Personal Property Web site, the primary responsibilities of the Operating Divisions are to:
a. Ensure GSA sale items are properly marked and segregated from SBS items.
b. Obtain and transmit photos of sale items if requested by GSA.
c. Provide access to potential bidders.
d. Immediately notify MAR-614 if an item is being retained by the RRF and is no longer available for re-sale by
GSA.
e. Ensure the successful bidder signs in Block 8B of the Purchaser’s Receipt and Authority to Release Property.
The Donation Process
1. The MARAD Headquarters (MAR-630, MAR-612 or MAR-392) approves the donation of an item.
2. A copy of the authorization letter or lease agreement is forwarded to the Operating Division.
3.
The item is transferred using form DD1149. A copy of the DD1149 and the authorization letter are retained in the files at the SBS warehouse.
Figure 10- 8: The Donation Process
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f. Forward the signed original of the Purchaser’s Receipt and Authority to Release Property to GSA and retain a copy for the warehouse files.
g. Provide reasonable assistance (but not shipping services) to successful bidders when they arrive to pickup their purchase.
h. Notify GSA if a successful bidder fails to take custody of their purchase.
A summary of the GSA sale process is provided in Figure 10-10.
The GSA Sales Process
1. A vessel or warehouse identifies an excess item.
2.
The LMO submits an EPP document to MARAD Headquarters if redistribution within the operating area is not warranted.
3. MAR-611 reviews the EPP document for possible redistribution within the RRF.
4.
MAR-614 posts the item in GSAXcess® if redistribution within the RRF is not warranted.
5.
The item is made available for redistribution to other Government agencies for 21 days.
6.
After 21 days GSA removes the item from GSAXcess® and places it for sale on its personal property disposal website.
7.
After a successful bidder is selected, GSA will forward a Purchaser’s Receipt and Authority to Release Property (the sale document) to the SBS warehouse.
8.
The warehouse turns the excess material over to the successful bidder, who then signs the sale document.
9.
The original sale document is forwarded to GSA and a copy is retained in the warehouse files.
Figure 10-10: GSA Sales Process
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Figure 10‐9: GSA Purchaser’s Receipt
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10.9.3 Items GSA Does Not Market
GSA does not market all salable items. If GSA chooses not to the sell an item, or is unable to sell an item, MAR- 614 will:
a. Direct the region to transfer the item to an authorized GSA scrap contractor (see 10.6); or
b. Provide a COD to the Operating Division to destroy the item (see 10.7).
Table 10-1 provides a list of items that GSA does not normally market.
10.9.4 Transportation Costs for Items Sold by GSA
Operating Divisions and SBS Warehouses are not to pay for the shipment of any items that have been sold by GSA.
GSA sales contracts stipulate that the successful bidder is responsible for all transportation costs.
10.10 Disposal Records
In addition to the records maintained in EPP, the Operating Divisions will maintain complete and accurate disposal records. Table 10-2 lists the supporting documentation to be retained by SBS warehouses.
10.11 Property with Special Handling Requirements
The following categories of personal property have special handling requirements associated with their disposal.
10.11.1 Abandoned or Unclaimed Property
Abandoned or other unclaimed property may be retained for official use or processed for utilization and disposal as provided in the Federal Management Regulations.5
10.11.2 Safes and Locking File Cabinets
All safes and locking cabinets will be opened and inspected by Operating Division prior to being submitted to GSA for sale
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Surplus Material GSA Does Not Market
Federal Supply Group or Class
Minimum Condition Code** Federal Supply Group or Class
Minimum Condition Code
10* GSA does not sell 4910 GSA does not sell 1005 7 4920 GSA does not sell 1010 7 4930 GSA does not sell
11 GSA does not sell 4935 GSA does not sell 12 GSA does not sell 4940 GSA does not sell 13 GSA does not sell 4960 GSA does not sell 14 GSA does not sell 51 GSA does not sell 15* GSA does not sell 53 GSA does not sell
1510 7 54 7 1520 7 55 GSA does not sell 1560 7 56 GSA does not sell
16 7 58 GSA does not sell 17 GSA does not sell 59 GSA does not sell 18 7 60 GSA does not sell 19 7 61 7
19 Vessels >1500 GT GSA does not sell 62 GSA does not sell 20 63 GSA does not sell 22 7 65 GSA does not sell 23 7 66 GSA does not sell 24 7 67 GSA does not sell 25 GSA does not sell 68 GSA does not sell 26 GSA does not sell 69 GSA does not sell 28* GSA does not sell 70 7
2805 7 71 7 2810 7 72 GSA does not sell 2815 7 73 7 2840 7 74 GSA does not sell
29 GSA does not sell 75 GSA does not sell 30 GSA does not sell 76 GSA does not sell 31 GSA does not sell 77 GSA does not sell 32 7 78 GSA does not sell 34 7 79 GSA does not sell 35 7 80 GSA does not sell 36 7 81 GSA does not sell 37 7 83 GSA does not sell 38 7 84 GSA does not sell 39 7 85 GSA does not sell 40 GSA does not sell 86 GSA does not sell 41 GSA does not sell 87 GSA does not sell 42 7 88 GSA does not sell 43 7 89 GSA does not sell 44 GSA does not sell 91 GSA does not sell 45 GSA does not sell 93 GSA does not sell 46 GSA does not sell 94 GSA does not sell 47 GSA does not sell 95 GSA does not sell 48 GSA does not sell 96 GSA does not sell 49* 7 99 GSA does not sell
* Please note the FSC (four digits) exceptions listed below the primary group.
** See Vol. I Appendix G for condition codes.
Table 10‐1: Items GSA Does Not Market
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Disposal Action
Supporting Documents to Be Retained by the Region
Certificate of Destruction
(MA-1029)
Copy of COD, properly signed and witnessed. The original is sent to MAR-614.
Transfer to GSA Scrap Contractor
SDO Copy #4, and a copy of the contractor’s scale ticket
Sale by GSA
Copy of the “Purchaser’s Receipt and Authority to Release Property” with the signature of the successful bidder. The original is forwarded to GSA.
Donation
Copy of the MARAD authorization letter and the original DD1149 transferring the item.
Transfer to other RRF, MARAD or Federal Government Activities
Copy DD1149 documenting outbound shipment. A copy of the DD1149 received from by ultimate consignee.
Table 10‐2: Supporting documentation for disposal actions.
Chapter 11: Warehouse Safety and Security
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11.0 Facility Safety Plan
Each SBS warehouse will develop, maintain and execute a Facility Safety Plan. This written plan will address the following:
(a) Use of Personal Protective Equipment (PPE)
(b) Facility Emergency Action Plan
(c) The Facility Fire Prevention Plan
(d) Hearing Protection1
(e) Storage of flammable and combustible liquids
(f) Storage and handling of LP gases
(g) Accident prevention signs and tags
(h) Medical services and First Aid
(i) Portable fire extinguishers
(j) Powered industrial trucks (i.e., forklifts and sweepers)
(k) Electrical safety related work practices
(l) Toxic and hazardous substances
(m) Bloodborne pathogens
(n) Hazard communications and Material Safety Data Sheets (MSDS)2
(o) Respiratory Protection3
The LMO will supervise the annual revision of the Facility Safety Plan by the warehouse manager.
11.1 Safety Inspections
11.1.1 Safety Inspections of SBS Warehouses
The SBS Warehouse Manager will conduct a safety inspection of the warehouse once each month using an approved checklist.4 All safety discrepancies uncovered during the inspection will be documented and corrected. A copy of the monthly safety inspection will be forwarded to the Operating Division SOMO via the LMO.
11.1.2 Imminent Danger
Any material condition or circumstance that presents an “imminent danger”5 to employee health or safety will be reported to the Division SOMO and corrected immediately.
11.1.3 Monthly Inspection of Fire Suppression Equipment
The warehouse manager will inspect the facility’s fire extinguishers and fire suppression equipment once each month.
Any malfunction of the facility’s fire suppression system will be reported to the Division SOMO and repaired immediately.
11.1.4 Annual Inspection of Facility Fire Suppression Equipment The warehouse manager will ensure that a qualified technician thoroughly inspects the warehouse fire suppression system annually.
1 Maritime Administrative Order 270-9 May 16, 1990
2 Maritime Administrative Order 270-7 January 1, 1989
3 Maritime Administrative Order 270-10 July 24, 1990
4 Maritime Administrative Order 270-4 January 16, 1984.
5 Maritime Administrative Order 270-4 January 16, 1984
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