Attachment 07 - Property Management Questionnaire.docx

Solicitation No. N0016725R1001, Attachment No. 07

GOVERNMENT PROPERTY MANAGEMENT SYSTEM/PLAN/PRACTICES OFFEROR RESPONSE TEMPLATE

Contractor Plans and Systems:

A. The Offeror shall describe their property management plans, systems, and procedures and identify whether Government Furnished Property that is associated with the awarded contract will be managed at the base IDIQ contract, Purchase Order, program, site or entity level to enable the below identified outcomes.

A1: Receipt of Government Property - That the Offeror will receive any Government property under the contract and document the receipt by maintaining property records that enable a complete, current, auditable record of all transactions and that include the following information: (1) The name, part number, and description, National Stock Number (if needed for additional item identification tracking and/or disposition), and other data elements as necessary and required in accordance with the terms and conditions of the contract; (2) Quantity received (or fabricated), issued, and balance-on-hand; (3) Unit acquisition cost; (4) Unique-item identifier or equivalent (if available and necessary for individual item tracking); (5) Unit of measure; (6) Contract number or equivalent code designation; (7) Location; (8) Disposition; (9) Posting reference and date of transaction; (10) Date placed in service (if required in accordance with the terms and conditions of the contract). In addition, that the Offeror will identify property as Government owned in a manner appropriate to the type of property (e.g., stamp, tag, mark, or other identification), and manage any discrepancies incident to shipment.

A1.1: Government Furnished Property: The Offeror shall describe their approach for ensuring that upon the receipt of Government Furnished Property, a written statement will be transmitted to the contract Property Administrator and Contracting Officer containing all relevant facts, such as cause or condition and a recommended course(s) of action, if overages, shortages, or damages and/or other discrepancies are discovered upon receipt of Government-furnished property.

A2: Records of Government Property - The Offeror shall describe their process for creating and maintaining records for all Government property accountable to the contract.

A2.1: Formal Property Records: The Offeror shall describe their process of ensuring that property records are complete, current, auditable record of all transactions and shall contain the following data elements: (1) The name, part number and description, National Stock Number (if needed for additional item identification tracking and/or disposition), and other data elements as necessary and required in accordance with the terms and conditions of the contract; (2) Quantity received (or fabricated), issued, and balance-on-hand; (3) Unit acquisition cost; (4) Unique-item identifier or equivalent (if available and necessary for individual item tracking); (5) Unit of measure; (6) Contract number or equivalent code designation; (7) Location; (8) Disposition; (9) Posting reference and date of transaction; (10) Date placed in service (if required in accordance with the terms and conditions of the contract).

Information for Offerors: Use of a Receipt and Issue System for Government Material: When approved by the Property Administrator, the Contractor may maintain, in lieu of formal property records, a file of appropriately cross-referenced documents evidencing receipt, issue, and use of material that is issued for immediate consumption.

A3: Physical Inventory - The Offeror shall describe their process of periodically performing, recording, and disclosing physical inventory results to the contract Property Administrator and or Contracting Officer. The Offeror shall describe their process of performing a final physical inventory upon contract completion or termination. Note: The contract Property Administrator may waive this final inventory requirement, depending on the circumstances (e.g., overall reliability of the Contractor’s system or the property is to be transferred to a follow-on contract).

A4: Subcontractor Control - A4.1: The Offeror shall describe their process of ensuring that subcontracts clearly identify items to be provided and the extent of any restrictions or limitations on their use. The Offeror shall also describe their process of ensuring appropriate flow down of contract terms and conditions to subcontractors (e.g., extent of liability for loss of Government property).

A4.2: The Offeror shall describe their process of ensuring that awarded subcontracts are properly administered and reviews are periodically performed to determine the adequacy of the subcontractor’s property management system.

A5: Reports - The Offeror shall describe their process of creating and providing reports of discrepancies, loss of Government property, physical inventory results, audits and self-assessments, corrective actions, and other property-related reports as directed by the Contracting Officer.

A6: Relief of Stewardship Responsibility and Liability - The Offeror shall describe their process of ensuring the prompt recognition, investigation, disclosure and reporting of loss of Government property, including losses that occur at subcontractor or alternate site locations.

A6.1: The Offeror shall describe their process of implementing corrective actions necessary to prevent the recurrence of Government Property losses.

A6.2: The Offeror shall describe their process of investigating and reporting to the Government all incidents of property loss as soon as the facts become known. Such reports shall, at a minimum, contain the following information: (1) Date of incident (if known); (2) The data elements identified in Paragraph A2.1 above; (3) Quantity; (4) Contract number; (5) A statement indicating current or future need; (6) Unit acquisition cost, or if applicable, estimated sales proceeds, estimated repair or replacement costs; (7) All known interests in commingled material of which includes Government material; (8) Cause and corrective action taken or to be taken to prevent recurrence; (9) A statement that the Government will receive compensation covering the loss of Government property, in the event the Contractor was or will be reimbursed or compensated; (10) Copies of all supporting documentation; (11) Last known location; (12) A statement that the property did or did not contain sensitive, export controlled, hazardous, or toxic material, and that the appropriate agencies and authorities were notified.

Information for Offerors: Unless the contract provides otherwise, the Contractor shall be relieved of stewardship responsibility and liability for property when:

(1) Such property is consumed or expended, reasonably and properly, or otherwise accounted for, in the performance of the contract, including reasonable inventory adjustments of material as determined by the Property Administrator;

(2) Property Administrator grants relief of responsibility and liability for loss of Government property;

(3) Property is delivered or shipped from the Contractor's plant, under Government instructions, except when shipment is to a subcontractor or other location of the Contractor; or

(4) Property is disposed of in accordance with paragraphs (j) and (k) of FAR Clause 52.245-1.

A7: Utilizing Government Property - A7.1: The Offeror shall describe their process of ensuring that Government Property shall be utilized, consumed, moved, and stored only as authorized under this contract. The Offeror shall describe their process of ensuring that Government property that is excess to contract performance in its possession is promptly disclosed and reported to the Property Administrator and Contracting Officer.

A7.2: The Offeror shall describe their process of ensuring that Government material is not commingled with material not owned by the Government. ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ A8: Maintenance - The Offeror shall describe their process of ensuring that Government material is properly maintained and that the Offeror’s process enables the identification, disclosure, and performance of normal and routine preventative maintenance and repair. In addition, The Offeror shall describe their process of disclosing and reporting to the Property Administrator and Contracting Officer the need for replacement and/or capital rehabilitation.

A9: Property Closeout - The Offeror shall describe their process of promptly performing and reporting to the Property Administrator contract property closeout, to include reporting, investigating and securing closure of all loss of Government property cases; physically inventorying all property upon termination or completion of this contract; and disposing of items at the time they are determined to be excess to contractual needs.

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