Attachment 5 Government Furnished Property Plan Template.pdf

Source Selection Information -- See FAR 2.101 and 3.104 – CONTROLLED UNCLASSIFIED INFORMATION

SSP Attachment 7

Government Furnished Property Plan Template

(Insert Name of Company)

Property

Management

Plan

Source Selection Information -- See FAR 2.101 and 3.104 – CONTROLLED UNCLASSIFIED INFORMATION Attachment 5

Government Furnished Plan Template

FA9304-22-R-5004

Table of Contents

Section Page

1. Introduction 3

2. Scope 3

3. Purpose 3

4. FAR 52.245-1 Property Outcomes 4

1. INTRODUCTION

(Insert Company Name in blanks unless otherwise specified) will manage property under its stewardship responsibility, regardless of ownership, in accordance with contractual requirements, industry leading practices (ILP), voluntary consensus standards (VCS), customary commercial practices, and continuous

Attachment 5 Government Furnished Plan Template process improvement. Where existing processes do not meet the criteria of ILP, VCS, or customary commercial practices, we have developed a plan and timeline to reach these objectives or determine them to be, in whole or in part, not applicable to our business. ____ will perform comprehensive self-assessments at regular intervals and will operate to performance-based standards.

In managing property, 10 performance based outcomes are addressed in addition to the overall health of the property management system. These outcomes are:

1. Acquisition

2. Receiving

3. Records

4. Physical Inventory

5. Subcontractor Control

6. Reports

7. Relief of Stewardship Responsibility

8. Utilization

9. Maintenance

10. Property Closeout

The _____________________________ Property Council or Responsible Department/Functional Area is responsible for and has agreed upon this process standard for managing property for ____. (Adapt this paragraph as needed)

2. SCOPE

This document applies to property managed by ____. It includes property currently managed by ____ as well as future acquisitions. The _________ property management system will be used to monitor and track property accountable to Government contracts

3. PURPOSE

This document is the process standard for managing property for ____. ____’s property management system. It meets the performance requirements driven by the property owner’s need to protect, preserve, and maintain its investment using practices that are both efficient and accurate. In addition, the intent of the Property Management System’s is to meet the requirements set forth in the FAR 52.245-1.

This property management plan will be reviewed periodically and updated as necessary.

4. FAR 52.245-1 Property Outcomes

Outcome 1 – ACQUISITION

FAR 52.245-1(f)(1)(i)

____ will ensure that acquisitions are contractually authorized and consistent with its engineering, production planning, and material management operations. The Government may furnish property or may authorize ____ to acquire property for the performance of a contract, the costs of which are allocable or properly chargeable to the contract as a direct cost. Property furnished by the Government will be listed in the contract, or other authorizing documents. If ____ is authorized to acquire property through use of

Attachment 5 Government Furnished Plan Template the MILSTRIP or other agency acquisition system, the applicable policies, procedures and forms, will be utilized.

Outcome 2 – RECEIVING

(FAR: 52.245-1(f)(1)(ii) DFARS 252.245-7001

____ will ensure controlled receipt for all property. Sites will establish a process for identifying items received for purpose of creating a record for and managing customer owned items and company capital assets. In addition, a process will be established for recording and managing materials. The methods chosen will be validated and concurred with by the appropriate ______ Property Management organization.

A process will be established to record the receipt of incoming shipments, including a process to report any discrepancies, or damage, through the appropriate channels back to the sender or shipper as required by terms of the contract and FAR 52.245-1.

Outcome 3 – RECORDS

FAR 52.245-1(f)(1)(iii)

Property Management System Records

____ will establish a property management system to maintain complete, current, and accurate auditable records for property accountable under ______ stewardship in accordance with the established capital threshold.

Each property management record will contain at a minimum the following information, unless otherwise authorized:

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 (actual or estimated)

4. Unique-item identifier or equivalent (if available and necessary for individual tracking

5. Unit of measure

6. Accountable contract number or equivalent code designation.

7. Location (as a minimum site)

8. Disposition

9. Posting reference and date of transactions

Attachment 5 Government Furnished Plan Template

10. Date placed in service (if required in accordance with the terms and conditions of the contract)

Outcome 4 - PHYSICAL INVENTORY

FAR 52.245-1(f)(1)(iv) & DFARS 252.242-7004 MMAS

____ will conduct physical inventories of Government/Customer property on a periodic basis (i.e.

Annually) and upon contract completion or termination as required in accordance with industry practices

(ILP) and standards unless specified in contract provisions...

The Physical Inventory process will consist of 4 steps: Planning, Data Collection, Reconciliation and

Reporting. Physical Inventory reporting will be required for contracts with accountable property. Results will be reported to the Government or customer in accordance with Site Specific Procedures.

Outcome 5 - SUBCONTRACTOR CONTROL

FAR 52.245-1(f)(1)(v)

____ will require subcontractors, who possess or manage Government/Customer property, to adequately manage, care for and maintain the property in accordance with the provisions of the subcontract/purchase order/administrative contract. ____ will ensure that appropriate language and clauses are delineated in the subcontract, purchase order, administrative contract, or internal work order to mutually protect the interest of the Government, Customer and ____. ____ will ensure that contractually required reports include

Subcontractor supplied data as necessary. Each (Enter who makes the determination [i.e.: organizational unit, ex. Site, division, sector, etc.] where the determination is made. Or, it may be determined by who the subcontractor is) will determine whether to use the Subcontractor records as the stewardship records, or to establish duplicate records in the appropriate ____ Property System.

Property Management or its designee will perform subcontractor analysis when required. Initial reviews of the Subcontractor will include review of any or all of the Subcontractor’s property plan, procedures, Government issued approval letter, and any self assessments. Periodically, each subcontractor possessing

Government/Customer property accountable to ____ prime contractors will be required to provide a report of physical inventory results.

____ will require subcontractors to report a loss, including damage, or destruction of property in their possession in accordance with the terms and conditions delineated in the contractual arrangement, and prior to closure of the subcontract, purchase order, administrative contract, or internal work order.

Outcome 6 – REPORTS

FAR 52.245-1(f)(1)(vi) DFARS 252.211-7007

____ will ensure contractually required reports of Government/Customer property are submitted accurately and in a timely manner.

Processes will be established to create and provide as required the following types of reports:

Reports of Discrepancies

Loss, including damage and destruction reports*

Reports of physical inventory results

Reports of audits and self-assessment results

Reports of corrective actions

Other property related reports as required by the contract.

Attachment 5 Government Furnished Plan Template

Outcome 7 - RELIEF OF STEWARDSHIP

FAR 52.245-1(f)(vii) DFARS 252.245-7002

Relief of Stewardship Responsibility

____ will disclose and report excess property to the Government when it is no longer required to fulfill contractual obligations. Relief of Stewardship responsibility will take place when:

a. Property is disposed in accordance with contract instructions

b. Consumed or expended during contract performance

c. Processed through an inventory adjustment

d. Delivered or shipped under Government instructions

e. Relieved of liability through a Loss, including, Damage or Destruction Report

f. Processed as production scrap (unusable material resulting from production, engineering, operations and maintenance, repair, and research and development contract activities).

g. Transferred to fulfill another contract’s requirements

h. Credit the costs of Contractor-acquired property (material only) to the losing contract, and debit the gaining contract with the corresponding cost, when such material is needed for use on another contract.

i. Processed through PCARSS disposal instructions

j. Abandoned in accordance with contract terms

Outcome 8 – UTILIZATION

FAR 52.245-1(f)(1)(viii) 52.245-9 DFARS 252.245-7004

Government/Customer property, whether furnished or acquired, will only be used for the purpose for which it was acquired or as authorized. Systems have been established for ensuring that property is authorized for use. When necessary, rent-free, non-interference use is requested. Property is utilized and or consumed to its maximum capacity, and declared excess when no longer contractually required for retention. Property is moved and stored with proper contractual authority, adequate protection, appropriate documentation, and prompt record updates.

Outcome 9 – MAINTENANCE

FAR 52.245-1(f)(1)(ix)

____ will provide a maintenance program designed to the degree necessary to ensure the optimum useful life of property in its possession. Maintenance is not required for items in disposal. It includes the determination of the need for, and the performance of, maintenance, rehabilitation, and the recording of work accomplished. The four major types of maintenance are Routine Repair and Adjustment, Preventive

Maintenance, Emergency Repair, and Calibration. ____ will disclose and report to the Property

Administrator the need for replacement or capital rehabilitation.

Outcome 10 – PROPERTY CLOSEOUT

FAR 52.245-1(f)(1)(x)

Upon notification from ____ Contracts of contract completion or termination, the following actions will be promptly performed:

Attachment 5 Government Furnished Plan Template

1. Physically inventory property sufficient for disposal purposes unless waived by the Customer.

2. Screen for reutilization, purchasing and excess

3. Investigate, report, and resolve loss, including theft, damage, and destruction cases.*

4. Report excess/residual Government/Customer property.

However, excess/residual property may not be reported when contractual disposal instructions exist.

5. Comply with disposal instructions.

6. Submit property closeout certification.

*A summary report listing all property below the established capital threshold or low risk property not located will be provided.

Upon completion or termination of a subcontract, the subcontractor will be directed by ____ to initiate closeout actions for property in their possession

Attachment 5 Government Furnished Plan Template