Attachment J-4 Example of a Contractors Property Management Plan 11-26-2024.docx

WSIC Screening Information Request Part III – Lists of Documents, Exhibits and Other Attachments SIR No. 693KA8-25-R-00002 Section J – List of Attachments

ATTACHMENT J-4

EXAMPLE OF A CONTRACTOR'S PROPERTY MANAGEMENT PLAN

Contractor’s (NAME OF CONTRACTOR COMPANY) Federal Government Property Management Plan Introduction This Property Management Plan describes the processes and work instructions for managing government property under Contract [Contract Number]. The plan is designed to ensure compliance with Federal Acquisition Regulation (FAR) Part 45, applicable FAA regulations FAA AMS 3.10.3, and contract requirements.

1. Acquisition Objective: Ensure proper procurement of government property in accordance with contract requirements.

Work Instructions:

· Procurement Requests: Initiate procurement requests through a formal requisition process, detailing specifications and requirements.

· Vendor Selection: Evaluate vendors based on cost, quality, and delivery time. Document vendor selection criteria and decisions.

· Purchase Orders: Issue purchase orders with clear terms and conditions. Ensure compliance with FAR, FAA AMS and contract terms.

· Contract Review: Verify that procurement contracts include appropriate clauses for government property management.

2. Receiving Objective: Accurately receive and document government property upon delivery.

Work Instructions:

· Inspection: Inspect all received property for quantity and condition. Compare items against purchase orders and packing lists.

· Documentation: Record receipt of property in the property management system, including details such as item number, description, and condition.

· Tagging: Assign and affix government property tags to all items upon receipt. Ensure tags are securely attached and legible.

· Discrepancy Reporting: Report any discrepancies, damages, or shortages to the vendor and document these issues for resolution.

3. Records Objective: Maintain accurate and complete property records.

Work Instructions:

· Database Entry: Enter property details into the property management database, including acquisition date, cost, and location.

· Record Updates: Update records to reflect any changes in property status, such as movement or maintenance.

· Documentation Storage: Store all relevant documentation (purchase orders, receipts, transfer forms) in an organized and accessible manner.

· Record Retention: Ensure records are maintained for the required retention period as per FAR, FAA AMS and contract requirements.

4. Identification Objective: Properly identify and tag government property.

Work Instructions:

· Tagging Process: Assign unique identification numbers to all government property from Government agencies using property tags. Ensure tags are durable and visible.

· Barcode System: If applicable, utilize a barcode or RFID system for tracking and identification.

· Verification: Verify that all property items are properly tagged and that tags correspond to records in the property management system.

5. Storage Objective: Ensure proper storage of government property to prevent damage and loss.

Work Instructions:

· Storage Areas: Designate secure storage areas with controlled access. Ensure areas are clean, dry, and well-ventilated.

· Storage Conditions: Store property according to manufacturer’s recommendations or specific contract requirements.

· Inventory Management: Use shelving and labeling systems to organize property efficiently and facilitate easy retrieval.

6. Maintenance Objective: Maintain government property in good working condition.

Work Instructions:

· Maintenance Schedule: Develop and implement a maintenance schedule for routine and preventive maintenance.

· Service Records: Document all maintenance activities, including repairs, servicing, and inspections.

· Vendor Coordination: Coordinate with external service providers for specialized maintenance services as needed.

7. Subcontractor Control Objective: Ensure subcontractors adhere to property management requirements.

Work Instructions:

· Subcontractor Agreements: Include property management requirements in subcontractor agreements with flow down instructions from the prime contractors property management plan.

· Oversight: Monitor subcontractors’ compliance with property management procedures through regular audits and inspections.

· Training: Provide property management training to subcontractor personnel as required.

8. Utilization Objective: Ensure government property is used efficiently and effectively.

Work Instructions:

· Usage Guidelines: Develop and communicate guidelines for the proper use of government property.

· Monitoring: Monitor property utilization to identify any misuse or underutilization.

· User Training: Train users on proper handling and operational procedures for government property.

9. Movement Objective: Manage the movement of government property to ensure accurate tracking and accountability.

Work Instructions:

· Movement Requests: Process requests for property movement, including internal transfers and relocations.

· Documentation: Update property records to reflect changes in location or custody.

· Tracking: Use a tracking system to monitor the status and location of property during movement.

10. Consumption Objective: Manage and account for property consumed in operations.

Work Instructions:

· Consumption Records: Maintain records of property consumed, including quantities and purpose.

· Inventory Adjustments: Adjust inventory records to account for property that has been used or consumed.

· Reporting: Report consumption data as required by the contract or regulatory requirements.

11. Physical Inventory Objective: Conduct regular physical inventories to ensure record accuracy.

Work Instructions:

· Inventory Schedule: Develop a schedule for regular physical inventories, at least annually.

· Inventory Procedures: Conduct physical counts of all government property and reconcile with database records.

· Discrepancy Resolution: Investigate and resolve any discrepancies between physical counts and recorded inventory.

12. Disposition Objective: Manage the disposal of government property in compliance with regulations.

Work Instructions:

· Disposition Requests: Submit requests for property disposal through the appropriate channels.

· Disposition Methods: Follow FAR guidelines for methods of disposal, including transfer, sale, or scrap.

· Documentation: Prepare and maintain documentation of all disposition activities, including approval forms and disposal certificates.

13. Contract Property Closeout Objective: Complete property management activities upon contract completion.

Work Instructions:

· Property Review: Conduct a final review of all government property associated with the contract.

· Transfer of Custody: Arrange for the transfer of property to the government or its designee as required.

· Closeout Documentation: Prepare and submit final reports, including property status, condition, and disposition.

14. Reports Objective: Provide accurate and timely property management reports.

Work Instructions:

· Report Preparation: Prepare reports on property status, utilization, and disposition as required by the contract and regulations.

· Submission: Submit reports to FAA Property Administrators and other stakeholders according to the reporting schedule.

· Review and Approval: Obtain necessary approvals and ensure accuracy before submission.

15. Relief of Stewardship Responsibility and Liability (LOSS) Objective: Manage the process for relief from stewardship responsibility and liability for government property.

Work Instructions:

· Request for Relief: Submit formal requests for relief of stewardship responsibility, including supporting documentation and justification.

· Documentation: Maintain records of all relief requests and associated approvals or denials.

· Finalization: Ensure that all property is accounted for and disposed of according to regulations before seeking relief.

Conclusion This Property Management Plan provides comprehensive instructions for managing government property in compliance with FAR, FAA AMS 3.10.3 and contract requirements. All personnel involved in property management will follow these procedures to ensure effective stewardship and accountability.

Approved By:

[Name] [Title] [Date]