AFPS RFP Attachment 8 Work Center Description.pdf

Attachment 8 Work Center Descriptions

Work Center Descriptions Page 1

WORK CENTER DESCRIPTIONS

The following work center descriptions provide a general outline for the requirements of the major components that have been using contract support services for the Asset Forfeiture Program. These descriptions are provided to complement the specific support referenced in Section C.3. The descriptions provide additional detail to illustrate how the Section C.3 requirements are implemented by individual components.

These descriptions list required support activities. They can be and are accomplished by both Government and contract employees depending on the agency and location. The work center descriptions provide a better understanding of the specific type and variety of work that is being accomplished by labor categories at the individual components.

In addition to work center descriptions for each component, a definition of "Agency Support", "Shared Agency and Asset Forfeiture Support" and "Asset Forfeiture Support" is provided.

* The definitions of Agency Support and Asset Forfeiture Pre-Seizure Support are especially relevant to investigative agencies.

* The definition of Shared Support is especially relevant to the US Attorney's Office and all components which share the use of receptionists, and contract administrative employees between Agency Support and Asset Forfeiture Support.

* These definitions are important for determining the proper funding of labor hours delivered by the Contractor.

* Direct implies specific areas of support and expertise required.

* Indirect implies support required across all labor categories, regardless of specific duties.

Work Center Descriptions Page 2

AGENCY SUPPORT AND ASSET FORFEITURE SUPPORT DEFINITIONS

Part I: Agency Support

Tasks which do not meet the criterion of technical and administrative support to the identification and processing of assets may ultimately result in the identification and seizure of assets. Agency support tasks are defined as those tasks which do not have a clear focus on an asset/assets or are not generated to further the seizure or forfeiture of a particular asset/assets.

1.0 Investigative Support:

Includes all tasks performed prior to the identification of an asset or assets for possible seizure.

(1) Investigative research to determine if a crime has been committed.

(2) Investigative research to document the underlying crime.

(3) Investigative research to determine if there are unknown assets associated with the case.

(4) Investigative research conducted to advance the underlying case rather than the seizure or forfeiture of an asset or assets.

2.0 General Database Research

Includes general analysis (e.g. seized documents, vehicle purchases, real estate transactions, bank records, etc.) and commercial/government/telephone data base search/analysis aimed at initial identification of unknown assets.

3.0 Personal Investigative Research

Includes investigative research, personal history research, or data base analysis of an individual or individual records--rather than an asset/assets, and not in furtherance of the seizure or forfeiture of a previously identified asset.

4.0 General Agency Support

Includes general office administrative and functional support not related to asset forfeiture --receptionist, operation of 1-800 numbers.

Work Center Descriptions Page 3

Part II: Shared Agency and Asset Forfeiture Support

Tasks which support both Agency and Asset Forfeiture Programs and cannot efficiently and effectively be separated meet the criterion of "Shared Support." Such tasks are normally performed by one individual, and in the performance of a specific task, both programs are supported. Examples of such tasks include:

1.0 Judicial Case Related Research

Research, investigation, and documentation wherein a case may involve a number of separate counts -- a number of counts include assets.

2.0 Administrative Support

Includes general office administrative support where tasks may support or respond to Agency or Asset Forfeiture Programs -- e.g. a receptionist, mail clerk, file clerk supporting an office which performs both Agency and Asset Forfeiture tasks.

Part III: Asset Forfeiture Support

Tasks meet the criterion of technical and administrative support to the identification and processing of assets. Asset Forfeiture support tasks are those tasks which have as a clear focus an asset/assets or are generated to further the seizure of a particular asset/assets.

1.0 Pre-seizure Planning:

A. All research, analysis, and other support tasks necessary to document the asset for possible forfeiture. This can include associating the asset with the individual or crime for purposes of seizure.

B. Review investigative report/respond to inquires/requests for assistance. Perform database search, investigative research, and telephone toll analysis. Prepare affidavits for seizure and assist with preparation of affidavits, warrants, letters rogatory, treaty requests, for seizure.

C. Review documents obtained pursuant to subpoenas and international requests;

CTRs, etc.; seized documents; personnel history; and draft database input form.

Perform data base search and prepare package for adoptive seizures.

D. In support of the seizure, assist with preparation of investigative reports. Prepare graphics; prepare tabulations, analyses, and documentation of targeted assets.

E. Seizure Report: Assist in drafting seizure report; Review/update seizure report; prepare various status reports.

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ASSET FORFEITURE AND MONEY LAUNDERING SECTION

OF THE CRIMINAL DIVISION (AFMLS)

DIRECT:

1.0 Initial Case Entry

The case is entered into CATS. The cover letter is printed and attached and the sharing package is copied. Quality control is performed on each package and the hard file is created.

Envelopes are addressed, stuffed and mailed.

2.0 Close-out

The case file is brought up on the computer for analysis and review of DAG signatures and orders. CATS is updated, the cover letter is printed and the package is prepared. Quality control is performed through review of the package. Envelopes are addressed, stuffed and mailed. The case folder is retrieved and stamped "closed". The folder is filed in the "closed" cabinet.

3.0 Write-up

Retrieve the hard copy of the case file. Update CATS and initiate the correspondence tracking system. Type cover/decision forms and prepare "write-up". Perform quality control and forward to executive secretary. Update CATS to reflect changes and run USMS cover letter. Perform quality control and mail to USMS.

4.0 Add/Update

Pull hard file and bring up computer to perform analysis and insure appropriate signatures are included. Update CATS, perform quality control and file case.

5.0 Petition for Remission/Mitigation

Review file to insure all documents are present. Enter into CATS and create decision memorandum on Word Perfect citing property violations, addresses of properties, etc.

Analyze and write summaries of petitions, allegations and facts governing AFMLS decision.

Create letter informing petitioner of AFMLS decision and submit to supervisor for quality control. Submit to AFMLS decision-maker for review and decision. Make copies of documents and address, stuff and mail envelopes.

Work Center Descriptions Page 5

6.0 General Counsel and Litigation

A. Paralegal Support: Assist in responding to Congressional and other inquiries. Provide paralegal support to Equitable Sharing and Forfeiture support. Provide AFMLS training on procedures and requirements.

B. Provide Secretarial Support to AFP Attorneys: Provide clerical and receptionist requirements, including phone services, making appointments, and filing and sorting of documents.

7.0 Publications and Training

Prepare the AFP Newsletter, "Quick Release", and other publications. Prepare for and conduct training conferences, and prepare training publications. Provide systems management and support to AFMLS.

INDIRECT:

8.0 Personnel

Train new employees. Attend AF training and provide supervision.

Work Center Descriptions Page 6

ASSET FORFEITURE SECTION OF DRUG ENFORCEMENT ADMINISTRATION

(DEA) HEADQUARTERS, DOMESTIC OPERATIONS ASSET FORFEITURE (DOA)

DIRECT

• Program Management/File Construction

Retrieve Standard Seizure Forms (SSF) each day from the Consolidated Asset Tracking System (CATS) and assemble asset seizure files.

Review for completeness.

Upload data into the Asset Forfeiture Management System (AFMS).

Update CATS and AFMS.

Retrieve statistical reports as appropriate.

Process monthly statistical reports.

• Paralegal /Legal Review

Analyze seizure files received from File Construction for accuracy and probable cause for forfeiture.

Communicate with field offices as it pertains to additional information, correction to SSF and CATS modifications.

Confer with Chief Counsel Forfeiture (CCF) attorneys on legal issues as they pertain to probable cause and notification of parties.

Monitor and maintain statistical reports.

Maintain files pending delay status.

Prepare Declarations for CCF attorneys.

Update CATS and AFMS.

Daily communication with OMA staff, CCF attorneys and field offices.

Monitor and maintain seizure files as they pertain to the disposition of Quick Releases and FIRE.

• Certification and Advertisement

Receive and review seizure files for time constraints and priority.

Prepare legal notice to interested parties on seized property.

Download and prepare seizure files into an electronic format for public notification in accordance with DOJ and DEA guidelines.

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Verify public notification document for accuracy.

Update CATS and AFMS.

• Mail Room

Coordinate incoming and outgoing mail daily.

Receive and stamp receipt date on all incoming correspondence for OMA.

Log documents by category into appropriate database for tracking.

Route all correspondence to appropriate recipients.

Retrieve and route all incoming documents received from secure fax.

• File Room

Seizure files are stored for various actions to include but not limited to: Judicial, FIRE, Award, and Closed files.

Maintain and stored specifically in geographic order.

Respond to file retrieval, filing documents, archiving and retrieval from the government records center.

Research and provide documentation for legal action from archived files.

Obtain, maintain and provide office supplies for OMA.

• Claim Processing

Review legal instrument for accuracy, timeliness and proper execution as required in the SOP.

• Record Processing

Maintain and monitor files according to SOP.

Ensure return of certified and registered mail receipt cards for notice letters.

Consult with CCF attorneys and field offices for additional information.

Request additional legal notices as necessary.

• Property Management

Receive and process documents for disposal of forfeited assets.

Process official use vehicles and property.

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Update CATS.

Communicate with field offices.

• Support to DEA Groups and Paralegal Analysis

Receive and analyze all incoming petitions, letters, and other legal documents daily.

Receive and analyze seizure files for probable cause, forfeiture, equitable sharing, petitions & process appropriate actions as verified in SOP.

Recommend petition ruling for CCF attorneys.

Consult with OMA staff, CCF attorneys, field offices, and other DOJ components.

• Group Assistant

Type correspondence to include petition responses and letters.

Update CATS , AFMS and ADSS.

Prepare documents for mailing (certified, Federal Express and first class).

File documents in seizure files.

Provide legal documents to field offices.

• Contractor - Operations Supervisor Support

Manages and executes the contract for the office.

Supervises subordinate supervisors assigned to the office.

Executes quality control program.

Recruits and hires all subordinate supervisors within office.

Provides monthly statistical reports to Program Manager.

• Contractor - Project Director Support

Communicates regularly with the DEA Program Manager (PM) and Assistant Contracting Officer’s Technical Representative (ACOTR).

Performs as documented in labor category description and DEA’s SOP.

Issues relating to personnel or hiring of personnel are coordinated through the ACOTR as soon as the issue is identified.

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INDIRECT

• Contractor - Training Support

Includes assisting the Government with Asset Forfeiture training, assisting in CATS training, and training new contract employees in Basic Asset Forfeiture. The contractor is responsible for providing throughout the term of this contract and at no cost to the Government, adequate and proper training of all personnel working under this contract such that they meet the required qualifications indicated for their labor category. In addition, the contractor shall educate its employees on “contract specific” issues such as DOJ ethics, conflict and confidentiality requirements, DEA security requirements and understanding the importance of the quality and performance standard.

• Travel

Travel is anticipated outside duty station to include division asset forfeiture training, asset forfeiture conferences and testimony in court but not limited to these.

Travel must be approved by Program Manager (PM), Assistant Contracting Officer’s Technical Representative (ACOTR) and/or Group Supervisor (GS) prior to undertaken.

• General Administration

Maintain work area in an organized fashion.

Possess working knowledge of word processing techniques.

Monitor and maintain monthly statistical reports utilizing existing databases.

Utilize various databases to track and receive information.

Utilize HQ Standard Operating Procedures for processing seizure files.

Assist in special projects consistent with labor categories.

Provide quality control/data analysis by verifying files for accuracy for forfeiture and closure.

Update DOJ and DEA file tracking systems.

Other duties as assigned consistent with labor category.

• Personnel Support

Contract personnel matters.

Security Support.

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General Correspondence.

• Telephone Services

Respond and route incoming calls to appropriate section.

• Management Data

Each month the Project Director will provide reports documenting compliance with DEA processing directives to the Section Chief to include the Standard Operating Procedures (SOP). Report will include average number of days to process seizure files by labor category as well as any processing issue.

The Project Director each quarter will meet with the Section Chief to discuss contract performance and assess the needs of OMA.

The Project Director bi-annually will meeting with the Section Chief to discuss job positions to determine actual needs to DEA.

• Contractor - Regional Director Support

Communicates regularly with PM and ACOTR.

Performs as documented in labor category description.

Regularly conducts onsite inspections to Divisional Asset Removal Groups (DARG) with ACOTR to assist in job productivity.

Regularly reports to ACOTR regarding performance and personnel issues.

Communication with DEA Field Offices is coordinated through the ACOTR.

All issues relating to contract personnel are coordinated through the ACOTR as soon as identified.

DEA FIELD OFFICES

• Pre-Seizure Planning:

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All research, analysis, and other support tasks necessary to document the asset for possible forfeiture. This can include associating the asset with the individual or crime for purposes of seizure.

Review investigative report/respond to inquires/requests for assistance. Perform data base search, investigative research and telephone toll analysis. Prepare affidavits for seizure and assist with preparation of affidavits, warrants, letters rogatory, treaty requests, etc., for seizure.

Review documents obtained pursuant to subpoenas and international requests, CTRs, etc., seized documents, draft DEA Standard Seizure Form (SSF). Perform NADDIS search and prepare package for adoptive seizures.

In support of the seizure, assist with preparation of DEA Investigative Form (DEA-6) and other investigative reports. Prepare graphics; tabulations, analysis and documentation of targeted assets.

Assist in drafting seizure reports; review and/or update seizure report; and prepare various statistical reports.

• Appraisal

Prepare purchase order for contract appraisal and/or title search.

• Seizure

SSF Preparation: Assist Special Agents in preparing SSFs, review for completeness, confirm VIN number, legal description of property, count, share state, etc. Input SSF into CATS. Retrieve hard copy and proof. Create and maintain physical seizure file, case files for adoptive seizures; SSF and printout to file and agent. Obtain Lien information for vehicles and real property. Correct/modify SSF for deficiencies.

Analyze asset, party, probable cause, and held as evidence information to SSF. Process Quick Release for vehicles. Expedited seizure notice to registered owner for vehicles.

Evidence only property to DEA custody. Personnel Use seizure document to Party.

• Preparation for Forfeiture

Analysis of evidence necessary to support the forfeiture including telephone records, telephone books, bank records; real estate records; records documenting other assets;

CTRs; CMIR; testimony; tax records; seized documents; business records; reports;

Work Center Descriptions Page 12 reports and records documenting related criminal activity; evidence linking the assets to the activity; evidence linking the asset to the related drug activity; drug ledgers; computer records; discovery materials; etc.

Assist in the preparation of testimony, evidence and graphics for court, grand jury, depositions, etc.

Assist in the preparation of affidavits and exhibits to support motions to the court, etc.

Documentation and analysis of testimony and evidence obtained during forfeiture proceedings to support forfeiture proceedings and appeals.

• DEA Custody (Held for Evidence)

Assist Special Agents in obtaining funding for contract storage. Prepare DEA 19 for purchase order for contract maintenance and storage. Prepare DEA custody information.

Perform all necessary duties to include acceptance of seized vehicles, maintenance of records, and transfer of custody to the United States Marshals Services (USMS).

Perform all necessary duties to include acceptance of seized items, maintenance of records, and transfer of custody to USMS. Update CATS and establish appraisal service for jewelry, etc. Reconcile asset inventories pending final deposition with the USMS and USAO. Establish lines of communication with GSA on abandoned properties. Perform reconciliation of lost/stolen property. Send disposition letters to USMS.

• Data Analysis

Analyze/manipulate and retrieve statistical data from CATS. Prepare all special reports.

Retrieve CATS reports for quality control purposes.

• Delay Processing

Respond to delay reminders from DEA Headquarters, OMA and CCF. Enter data in

CATS.

• Petitions Petitions Investigation Process: Receive, assign and suspend petitions. Respond to adoptive seizure petition. Type Investigative Report, file and forward to OMA. Process expedited release. Suspend investigations for 30 days, process investigations, aid in

Work Center Descriptions Page 13 tracking seizures, file expedited release petitions, and send petition, release and all documents to OMA.

• Awards

Enter CI awards request in data base and maintain forms.

• Sharing Request Processing

Initiate DAG 71’s from State & Local police departments; review and/or correct DAG

71. Prepare and package; DAG 71/72 to field seizure file and log; DAG 71 to USAO and USMS; DAG 71/72 to CCF. Respond to agencies; Update status; Telephone agencies;

Receive sharing checks. Log, prepare DEA 12, distribute to agencies; Shared Decision Letters to agencies; file ruling. Update CATS. Prepare denial letters and correspondence to other division asset groups.

• Official Use

Review seized assets for conversion to official use. Prepare request for official use and convert to official use. Advise USMS and update CATS.

• Forfeiture Status

• Respond to OMA status letters and forward to USAO on judicial seizures. Respond to USAO on inquiries. Respond to USMS on administrative and judicial inquires. Follow up cases and respond to claimants. Copy, distribute and file court documents. Send final decree (Judicial Order) to OMA and update CATS. Coordination with USMS and USAO regarding forfeiture status, sharing and custody.

• AF Program Administration

Provide management with end monthly report; weekly status meeting; monthly Reconciliation of cash on-hand report and/or quarterly report.

• Quality control

Verify case and seizure files through various tracking systems - CATS/local database;

monitor “T” Account.

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• General Administrative

Maintain work area in an organized fashion.

Possess working knowledge of word processing techniques.

Organize and maintain functional files.

Monitor and maintain monthly statistical reports utilizing existing databases.

Utilize various databases to track and receive information.

Assist in special projects consistent with labor categories.

Provide quality control/data analysis by verifying files for accuracy.

Communicate with DOJ components and DEA HQ as it pertains to seizure, forfeiture and disposal of property.

Update DOJ and DEA file tracking systems.

• Contractor - Training Support

Includes assisting in Asset Forfeiture training development, assisting in CATS training, and training new contract employees in Basic Asset Forfeiture. The contractor is responsible for providing throughout the term of this contract and at no cost to the Government, adequate and proper training of all personnel working under this contract such that they meet the required qualifications indicated for their labor category. In addition, the contractor shall educate its employees on “contract specific” issues such as DOJ ethics, conflict and confidentiality requirements, DEA security requirements and understanding the importance of the quality and performance standards.

• Travel

Travel is anticipated outside duty station to include division asset forfeiture training, asset forfeiture conferences and testimony in court but not limited to these.

Travel must be approved by PM, ACOTR and/or GS prior to undertaken.

• Office Support

Answer office calls and route them to the appropriate individuals.

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FBI FIELD OFFICES

1.0 Pre-seizure

Evaluate forfeiture potential and identify assets. Review case and become familiar with the details. Identify assets and owners/liens (vehicles). Review real property records (owners, taxes, liens) and coordinate with USMS on real property. Prepare/summarize investigative results for review by SAC, paralegal, and legal advisor. Prepare affidavit, application for warrant, and warrant of arrest. Review probable cause, enter in data base and perform file review.

2.0 Seizure and Custody

For seized property, provide information to agencies, and prepare Receipt of Property (FD-597) and Notice of Conveyance (vehicles). Input seizure and property data (FBI database) and transfer seized property to custodian. Determine custodian for unique property. Prepare the Inspection Report. Arrange, document and pay for appraisal. Process the Quick Releases. Record and transmit seizure data documents and data (letters, return receipts, FD 634). Track document response and update database. Process judicially forfeited property. Deliver notice of Lis Pendens to Assessor/Registrar and pay the fee for filing. Copy receipts, file, and distribute. Prepare Civil Forfeiture Report and update data base. Perform cash custody process. Determine custodian (FBI custody for evidence).

Count currency and transfer to USMS. Send currency receipt to Bureau and currency release to USMS. Assist in management of Imprest Fund. Update data base and verify notice going to Headquarters.

3.0 Claims Processing

Receive and review claim and prepare claim for USAO. Send Form 634 to Headquarters and Update data base.

4.0 Petition Processing

A. Processing: Review and prepare in standard petition format. Prepare acknowledgement letter of receipt and letter advising transfer to USAO (FD 738). Forward petition to FSPU and USAO and file petition and correspondence. Forward the petition to investigation, and add petition data to FOIMS/FA data base

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B. Petition Investigation: Provide information for preparation, conduct interviews, and participate in discussions. Prepare FSPU cover sheet (FD-738 and FD-667), file petition report in field office case file, and update petition data base.

5.0 Equitable Sharing

Assist agencies and review sharing request/coordinate with agent. Complete decision form and provide status of request/respond to inquires. Copy and distribute documents. Update

CATS.

6.0 Official Use

Prepare recommendation for Official Use, arrange for inspection, add to inventory, and advise USMS.

7.0 Property Disposal

Execute FD-737 and FD-597, close out file, and update CATS.

8.0 Initiate Abandonment

In instances where a forfeiture proceeding has been discontinued, send notice letters, clear evidence room, and update CATS.

9.0 Request AFF Reimbursement

10.0 AF Program Administration

Provide management data as requested. Prepare Field Office Reports, Case Status Report, Case Report. Respond to Inspection Report.

11.0 Quality control

Verify case file and CATS.

12.0 General Administrative

Provide word processing (other), maintain logs, and filing (other).

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13.0 Schedule Appointments

14.0 Personnel

Train new employees. Attend asset forfeiture training.

15.0 Telephones

Answer office calls, refer calls, take messages, and answer inquires.

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FBI FORFEITURE AND SEIZED PROPERTY UNIT

A. Provide pre-seizure assistance to field offices. Review investigative reports and respond to ad hoc requests for advice and assistance. Coordinate with LFU and respond to questions of administrative nature. Perform initial input/screen check.

B. Provide on-site assistance for large/complex seizures. Provide preparation and research assistance. Conduct on-site visit and follow-up. Provide administrative support.

2.0 Process Seizure Documents

A. Receive and distribute Seizure documents. Receive mail or go to the post office. Date stamp, log and count mail. Shred material, as directed. Distribute mail or put in boxes.

B. Review Seizure documents: CATS Seizure Forms; Bulky Exhibits (FD-192);

Receipts(FD-597); Investigative Report (FD-302); Other facts and circumstances; Motor Vehicle Inspection Inventory Record (FD-653); Notice of Lis Pendens; Title Documents;

Other investigative results; Appraisal Report; Indemnity Agreement; Occupancy Agreement;

and, Court documents. Review affidavits, verify data entry, and correct errors/omissions.

Enter data and verify support documents. Review for probable cause. Open file, coordinate with LFU, provide instructions to field and correct documentation in case file.

C. Prepare Program Manager Routing Slip to determine if seized property should be retained for official use after forfeiture. Review documentation and prepare/forward routing slip to field. Provide administrative support and update PFA and CATS.

3.0 Produce and Verify Public Notice

Prepare personal notice letters, computer generated, for all interested parties (administratively forfeited property). Deliver letters using certified mail. Prepare "green cards" and file copies of notice letters to Headquarters. Prepare the Case File. Coordinate the advertisement of seizures in a newspaper with national circulation.

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4.0 Monitor Custody

Process invoice for vendor custody or field third party draft office. Monitor expenditures of the third party draft office. Review field office request concerning retention of property, for official use, or transfer to USMS. Receive release form from program manager, notify USMS of custody decision, prepare letter to USMS, and update PFA and CATS.

5.0 Monitor Forfeiture

Receive "green card", determine signature and provide mail room support. Review "Proof of Advertisement", advertisement, and invoice. Provide administrative support. Receive and file documents. Prepare Declaration of Forfeiture for legal review. Prepare civil forfeiture review form and verify green card. Coordinate with LFU and update PFA and CATS.

Receive files from LFU and forward declaration of forfeiture to Property Management Officer for signature. Prepare Program Management Routing Slip. Periodically request field update of judicial forfeiture cases from USAO office.

6.0 Monitor Claims

Review claims received from field offices. Review status of seizure in terms of claim decisions. Respond to field questions.

7.0 Monitor Petition Decisions

Review administrative forfeiture petitions from the field offices and forward to Legal Forfeiture for ruling. Update rulings in PFA and CATS data base and track status of judicial forfeitures from the USAO, AFMLS, or local field office.

8.0 Monitor Equitable Sharing Decisions

A. Review all DAG 71s/72s. Compute shares and correct estimates. Adjust shares based on special requests and adjust shares for liens. Verify entry and correct.

B. Forward completed DAG 72 to Property Management Officer for signature and approval. Update PFA and CATS, generate letter and forward administrative forfeitures to USMS for disposition. Forward judicial forfeiture DAG 71/72 to AFMLS for decision.

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C. Monitor status of judicial forfeiture DAG 71/72s at AFMLS, USAO or local field office.

Respond to inquiries regarding status of sharing requests.

9.0 Disposition Processing

Receives the standard transmittal form with the declaration of forfeiture, petition ruling letter, or DAG-72. Notify Program Manager that property has been forfeited and is ready to be placed into official use. Receive Program Manager's justification and forward declaration of forfeiture to Program Manager. Prepare FD 369 to pay lien and prepare letter to AFMLS.

Forward the letter and file the copy. Notify field office of disposal status. Enter the final disposition results in CATS and PFA and close out the file.

10.0 Process Abandonment

A. Record file/new case on master list.

B. In instances where forfeiture has been discontinued, review adequacy of abandonment where owners are known. Read the file for background/302 information. Review file for sufficiency of information and prepare memo for property/firearms/auto units as required.

Prepare vesting document. If claim is received, forward claim, claim investigation documentation, and recommendation (ruling letter) to PMO for signature. Send ruling letter to claimant. If no claim is received, forward Vesting of Title document to PMO. Prepare routing slips, separate files/vesting documents, prepare ECs, and prepare memos.

11.0 Plan and Monitor Assets Forfeiture Fund (AFF) Reimbursements

A. Periodically complete accounting documents to transfer funds from the AFF to the proper FBI account. Review FD 369. Process request for procurement action, and review field invoices. Forward to the Voucher Unit for payment.

12.0 Inventory

Assist with reconciling inventory with USMS and close out file.

13.0 Training

Provide Asset Forfeiture Training Courses for new employees, prepare course material.

14.0 AF Program Administration

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Provide management data, Field Office Reports and related support.

15.0 Quality control

Verify case file and case tracking system.

16.0 General Administrative

Provide word processing (other), maintain logs, file (other), operate closed file room, and prepare power-point presentations.

17.0 Schedule Appointments

18.0 Personnel

Train new contract employees. Attend initial asset forfeiture training. Attend seminars and conferences when appropriate. Provide day-to-day supervision.

19.0 Telephones

Answer office calls, refer calls, and take messages.

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FBI LEGAL FORFEITURE UNIT

A. Monitor major cases and offer assistance. Respond to field offices and provide in-office support, phone assistance, and documentation review. Provide on-site review and support for major cases. Provide on-site programmatic review of major cases. Provide pre-seizure advice and council to all levels of FBI, including case related phone assistance and case related documentation review. Provide program and case related phone assistance and documentation review for DOJ, Federal agencies, state and local agencies.

B. Respond to FSPU by providing legal issues analysis, phone assistance and documentation review. Respond to case specific questions and provide preliminary review of Probable Cause. Perform filing, copying, and preparation of documents. Send and receive documents, perform typing, and provide direct phone assistance.

2.0 Legal Review

A. Open case (copy, record assignments, monitor status, maintain data base) and close file.

Review documentation and determine legal sufficiency.

B. Define and rectify deficiencies. Contact field, seizing agency, USAO, and State attorney to obtain and analyze additional information. Develop recommendation and return to FSPU for deficient notices. Close file and perform filing, copying, typing, direct phone assistance, and prepare, send and receive documents.

3.0 Review Petitions

Open case (copy, record assignments, monitor status, maintain data base, receive petition from FSPU, prepare letter). Monitor investigation and forfeiture status communications concerning investigative reports. Request and receive additional information from field or seizing agency. Receive and review investigation report and supporting documents. Provide net equity calculations (Develop and maintain program; Run program; make ruling).

Receive reconsideration from FSPU (Reconsideration review and investigation, prepare reconsideration ruling letter, close file). Provide filing, copying, typing, direct phone assistance, and prepare, send and receive documents.

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4.0 Provide legal assistance

A. Provide pre-seizure advice and council to all levels of FBI (Case related phone assistance; case related documentation review; program related phone assistance; program related documentation review). Provide pre-seizure advice and council to DOJ, Federal agencies, state and local agencies (Case related phone assistance; case related documentation review; program related phone assistance; program related documentation review).

B. Monitor and address procedures and practices. Review legislation, court rulings, and interpretations. Coordinate legal issues with other organizations and respond to Congressionals, audits, inspections, and consultants. Monitor civil suits against FBI personnel. Perform filing, copying, typing, direct phone assistance, and prepare, send and receive documents.

5.0 Training

Coordinate with FSPU. Research & prepare materials. Provide materials to DEA, federal, state, and local agencies. Perform filing, copying, typing, direct phone assistance, and prepare, send and receive documents.

6.0 LFU Reports

A. Perform filing, copying, typing, direct phone assistance, and prepare, send and receive documents.

B. Legal counsel case management system reports: Case status report; Legal inquiry report;

Case closing report; Training reports; Weekly Division memorandum; Weekly Asset Forfeiture News contributions.

7.0 Maintain "Forfeiture Manual".

8.0 AF Program Administration (Not performed by support personnel in LFU)

9.0 Quality control (Not performed by support personnel in LFU)

10.0 General Administrative (Word Processing (other); File (other))

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11.0 Schedule Appointments (Not performed by support personnel in LFU)

12.0 Personnel

Train new employees; Attend Asset Forfeiture Training; Attend Seminars/Conferences.

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U.S. Attorney Office (USAO)

1.0 Pre-seizure/seizure

A. Initiate Asset Forfeiture Case: Assign AUSA, open file. Review seizure forms, investigative reports, and talk with agents. Request title searches, tax assessments, asset searches, drive-by appraisals. Update data bases (CATS and LIONS). Analyze information. Prepare administrative settlement. Send declination notice to agency. Assist agencies to obtain seizure warrants, delay notice orders.

B. Cost/Benefit Analysis: Perform cost/benefit analysis. Send forfeiture declination notice to agency.

C. Initiate Judicial Process (Civil): Prepare civil complaint forfeiture package (complaint, warrant, notices, lis pendens). File complaint and warrant with court.

Send copies to USMS or Treasury Fund agency. Update CATS and LIONS.

D. Initiate Judicial Process (Criminal): Insure forfeiture allegation in Indictment or

Information. Update CATS and LIONS.

2.0 Notification

A. Generate Notification: Publish notice on the government forfeiture internet site, or in certain circumstances, in newspaper. File proof of publication with court.

Update CATS and LIONS.

B. Lis Pendens: Send lis pendens in cases involving real property to USMS or

Treasury Fund agency for filing in county property records.

C. Notice to Possible Claimants/Petitioners/Victims: Send notice package to relevant taxing authorities and other possible claimants/petitioners/victims. Update CATS and LIONS.

3.0 Petitions/Claims: Process petitions for expedited release. Process petitions for remission

(send to agency for report and recommendation); forward agency report and recommendation with USA recommendation to AFMLS). Prepare and finalize stipulations with regard to claims and petitions filed in court. Update CATS and

LIONS.

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4.0 Litigation (Civil)

A. Case Discovery Activities: Prepare and serve notice of depositions, interrogatories, request for production of documents, requests for admissions.

Update CATS and LIONS..

B. Motion Practice: Research applicable law with respect to issues raised by claims.

Prepare motions and proposed orders for dismissal, default, summary judgment, stipulated sale, interlocutory sale, or stay of proceedings. Update CATS and

LIONS.

C. Trial: Prepare exhibits for trial. Prepare jury instructions or findings of fact and conclusions of law. Prepare motions in limine and responses thereto.

5.0 Litigation (Criminal)

A. Criminal Case: Prepare plea agreements and language for factual resumes.

Prepare jury instructions and trial exhibits relating to forfeiture. Prepare motion for preliminary order of forfeiture and proposed order. Prepare forms/instructions to send to USMS or Treasury Fund agency forwarding preliminary order of forfeiture.

Update CATS and LIONS.

B. Ancillary Proceeding: Prepare and serve motion for discovery and proposed order. Prepare notice of depositions, interrogatories, request for production of documents, requests for admissions. Research applicable law with respect to issues raised by petitions. Prepare motions and proposed orders for default, dismissal, summary judgment, stipulated sale, or interlocutory sale. Prepare exhibits for hearing. Prepare and submit proposed final order of forfeiture to court. Update CATS and LIONS.

6.0 Disposal Notification (Civil and Criminal)

Processing of Orders and Judgments: Prepare and submit forms/instructions to USMS or

Treasury Fund agency for executing final orders/judgments. Prepare release of lis pendens and send to USMS or Treasury Fund agency for filing in county property records. Prepare and file bill of costs in cases where cost bond has been submitted; send completed bill of costs to Treasury Fund agency. Coordinate collection of money judgments, restitution, granting of petitions for remission by victims, grants of restoration, with USAO Financial Litigation Unit and court. Update CATS and LIONS.

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7.0 Equitable Sharing

Prepare sharing request package for decision or recommendation and signature. Forward to AFMLS. Apprise LEC Coordinator. Correspondence. Respond to inquiries. Update data bases as appropriate.

8.0 Program administration

Provide management data reports; respond to inquiries/requests from headquarters.

9.0 Quality Control

Verify case files and proof closed cases. Update/correct CATS and LIONS.

10.0 General Administrative

Provide word processing (other), maintain logs (other), file (other), maintain appropriate software, develop standard formats, forms.

11.0 Train new employees. Attend asset forfeiture training. Provide day-to-day supervision.

12.0 Telephones. Answer calls, refer calls, and take messages.

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UNITED STATES MARSHALS SERVICE

USMS HEADQUARTERS

1.0 Procurement/Contracting Support

Develop Statement of Work, Technical Requirements for multi-year contracts. Assist Districts in annual review of multi-year contracts. Assist districts in development of Statement of Work and Technical requirements for one time contracts. Provide Disposal assistance and oversight to Districts. Provide assistance to Districts for Blanket Purchase Orders and Delivery Orders.

2.0 Procurement/Contracting Support (National)

3.0 Provide CATS assistance to Districts

Respond to District requests for assistance.

4.0 Provide Pre-seizure planning assistance to Districts - multi-district seizures and large/complex seizures. Obtain appraisal and title search from contracted services. Forward appraisal and title search information to the district. File documents in case file.

5.0 Provide recommendations/decision regarding Policy Authorization Reviews.

6.0 Management Reviews

Prepare Monthly Reports and Annual Report. Perform analysis of performance. Review and analyze District USMS 101s.

7.0 Official Use Processing

NPA Official Use Request to Headquarters; NPA Official Use Request to District; Process reimbursements to Districts.

8.0 Equitable Sharing

Resolve Equitable Sharing problems for District.

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9.0 Training Assistance for Districts

A. Provide formal training to Districts. Such as CATS Training, on-site Asset Forfeiture training, Region Seminars, and OCDETF Training.

B. Perform staff assistance visits to Districts and Offices.

10.0 Post Seizure

A. Procurement Functions: (same as district - 3.0,A) Establish multi-year contracts for recurring activities. Perform annual review of multi-year contracts. Prepare one-time contracts under Blanket Purchase Order (BPO). Process small purchase agreements, monitor contracts, process invoices/bills, and maintain procurement files.

B. Custodian Documentation: Assign Task Order / Delivery Order for appraisal, maintenance, storage, and property management to contracted services. Forward a copy to the district. Track status and keep file.

C. Data Entry/ Analysis: Enter data into CATS, financial system and other databases.

Reconcile inconsistencies and retrieve Assets On Hand and management reports from CATS.

11.0 Clerical Support

Maintenance and processing of travel authorization / reimbursement vouchers. Make hotel and travel reservations. Maintain, track and order office supplies. Distribute mail and facsimiles.

12.0 General Administrative

Word Processing (other); File (other).

13.0 Personnel

Train new employees. Attend Asset Forfeiture Training.

14.0 Telephones

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USMS DISTRICT OFFICE

Obtain Asset identification and estimated appraisal and lien information and title search from agency. Obtain warrants. During pre-seizure planning, coordinate with USAO; and other investigative agencies (OIAs). File documents in case file.

2.0 Seizure

File and notify; Enter data in CATS to generate Seized Property and Evidence Control Report to headquarters (USMS-102). Document to case Record File (USMS-286).

3.0 Post Seizure

A. Procurement Functions: Establish multi-year contracts for recurring activities. Perform annual review of multi-year contracts. Prepare one-time contracts under Blanket Purchase Order (BPO). Process small purchase agreements, monitor contracts, process invoices/bills, and maintain procurement files.

B. Receive assets for custody from other investigative agency (OIA):

Receive/inventory/accept assets from agencies, sign forms.

C. Custodian Documentation: Notify local government of real estate seizure (sheriff, police department). Request real estate information from county/local government (tax information, etc.). Purchase Order/Delivery Order for appraisal, maintenance, storage, property management to contracted services or to headquarters. Invoice/voucher finances USMS accounting. Forward custody documents to case file and maintain financial records.

D. Data Entry/Analysis: Retrieve hard copy from CATS/proof, check CATS for dates, notices, advertisements, sharing - Reconcile inconsistencies and retrieve Monthly Statistics from CATS. Enter data into tracking systems / databases.

4.0 Disposition

A. Transfer from OIAs: File Declaration of Forfeiture and Disposition Documents.

Disposition Information to USA and OIAs. Notify contracted real estate agency to sell.

Review offers and attend Settlement. Prepare/arrange for auctions, obtain property from custody, coordinate auction - Satisfy lien, obtain Bill of Sale, complete USMS 97. Deposit check and update financial management system. Close file and update CATS.

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B. Other Disposition: Delay reminders to Responsible Agency. USMS 101, End of Year Inventory, to Region; Property to purchaser.

5.0 Claims Processing

A. Petitions - Process Cost Bond.

B. Distribution of Funds: Equitable Sharing Documents to region; Property to S/L, OIA, USAO; USMS Official Use to HQ; Lien Disbursement request to USMS Accounting;

Disposal Documents to case record file.

6.0 Status

Respond to USAO on Judicial Forfeiture Inquires; Follow up on all cases as required; Court documents to case record file; Status request letters.

7.0 Contractor - Forfeiture Financial Specialist-Supervisory, Senior and Forfeiture Financial Specialists (FFS) Support

Supervisory FFS:

Direct and supervise the work of Forfeiture Financial Specialists (FFS); monitors work and reports on progress.

Perform liaison functions with headquarters and Finance regarding nationwide financial issues that affect district/office Asset Forfeiture financial operations.

Monitor and analyze the financial operations of assigned districts/offices. Ensures that work meets contract and Government requirement and is delivered on time.

Formulate administrative and technical procedures for accomplishing the tasks.

Perform complex technical and factual research; provides sound recommendations to headquarters management.

Provide advice and assistance with the development and implementation of the financial training curriculum.

Work with headquarters and district management to formalize relationships and integrate FFS staff and functions into the districts/offices.

Senior FFS:

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Support nationwide financial initiatives that affect district/office Asset Forfeiture financial operations such as audit readiness, A-123, etc.

Monitor and analyze the financial operations of assigned districts/offices.

Assist districts/offices by providing: (1) guidance relative to complex financial assets; and (2) support for preparation of annual Asset Forfeiture Fund audit samples.

Formulate administrative and technical procedures for accomplishing tasks.

Perform complex technical and factual research relative to seized financial and business assets.

Submit monthly reports to headquarters documenting the financial status of districts/offices within assigned region.

Provides support in conducting pre seizure analysis. This includes, but is not limited to net equity analysis, developing “exit strategy”, preparation of recommendation to IAs and USAO, etc.

Monitor financial reports submitted by businesses subject to restraining orders/protective orders.

Provide forensic audit and other financial services relative to seized and forfeited businesses.

Forfeiture Financial Specialist:

Monitor and analyze the financial operations of assigned districts/offices.

Assist districts/offices by providing: (1) guidance relative to complex financial assets; (2) support for preparation of annual Asset Forfeiture Fund audit samples; and (3) other support as required.

Identify potential issues, perform technical and factual research, and recommend alternative solutions.

Provides support in conducting pre seizure analysis. This includes, but is not limited to net equity analysis, developing “exit strategy”, preparation of recommendation to IAs and USAO, etc.

Submit monthly reports to headquarters documenting the financial status of districts/offices.

Provide support by monitoring financial reports of businesses managed under seizure or forfeiture actions.

8.0 AF Program Administration

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Provide management data: Assets on-hand by case number, Assets by type of property, Sharing Report, Location of stored property, Report on contract activity.

9.0 Quality control

Verify case file and case tracking system.

10.0 General Administrative

Word Processing (other); Maintain Logs; File (other).

11.0 Personnel

Train new employees; Attend Asset Forfeiture Training.

12.0 Telephones