DoIt Surplus RFP - Attachment A - Acronyms and Workflows.pdf

Attachment A

ACRONYMS

LESO – Law Enforcement Support Office

LEA – Law Enforcement Agencies

GSA – General Services Administration

FS – Federal Surplus

SS – State Surplus

SF123 – Federal Government Surplus Form #123. Transfer Order

RTD ‐ Reutilization, Transfer, Donation. A website that allows registered users to view and request excess DOD property for their Law Enforcement Agency.

FEPMIS ‐ Federal Excess Property Management Information System

DLA – Defense Logistics Agency

AMPS ‐ Accounts Management and Provisioning System. This website gives access to many applications, for LESO customers, specifically the RTD website via the External Business Portal.

The AMPS website also allows users to reset RTD passwords for should they become locked out.

SPO – State Plan of Operation

FAMWEB ‐ National Fire and Aviation Management Web Site

DEMIL ‐ Demilitarization (DEMIL) code indicates the degree of required physical destruction, identifies items requiring specialized capabilities or procedures, and identifies items which do not require DEMIL but may require Trade Security Controls. It is used throughout the life cycle to identify control requirements required before release from DoD control.

DD200 – Financial Liability Investigation of Property Loss Form ‐ To officially report the facts and circumstances supporting the assessment of financial charges for the loss, damage, or destruction of DoD‐controlled property

PCR ‐ Program Compliance Reviews

State Surplus Property ‐ Surplus Property (not Law Enforcement, not vehicles, not TSA, not GSA) (SS 1.0, 1.1, 1.2, 1.3, 1.4) St at e Su rp lu s P ro pe rt y

Ag en cy Pr op er ty C oo rd in at or

As se tW or ks

/ R ec ou p

SA

P‐

ER

P Au th or iz ed re cy cl er

Intake (SS 1.0, 1.1) Staging (SS 1.2) Duration of 2 weeks of being listing on virtual warehouse website (SS 1.3)

After 2 weeks being listed on virtual warehouse website until 30 days after being listed on virtual warehouse website, item is available to local governments, state universities, and nonprofits. Items are still available to State Agencies. (SS 1.4) Ibid (SS1.5) start

Create Transfer Order

Accept and Approve transfer Order

Schedule pickup

Enter in SAP yes

Does Agency need a pickup?

yes

Schedule dropoff no

Pick up surplus property

Reconcile to Transfer Order

Does Transfer Order match assets?

Agency Amends Transfer Order no yes

Is property electronics?

Does Agency Use SAP ERP?

Enter in Recoup no no

Perform Surplus Electronics Agency subroutine

Trigger: Agency has property that is no longer needed.

List on virtual warehouse website

Is property Transferable?

Bundle as scrap no

Schedule pickup for recyclers

Pick up by recyclers

Does State Surplus

Manager want to retain item?

yes end

Update assets in Recoup to “received”

Was equipment left at Agency yes no

Did Agency recycle all electronics?

no yes

Is Property electronics yes no

State Warehouse Manager assigns an industry value

Does a priority agency want item?

yes State Surplus Manager issues invoice

Nonprofit pays by approved check or money order no

Does priority agency have active account?

Refer to front desk staff no

Does an Agency want item?

Update assets in Recoup yes no yes no Perform ibid sales subroutine

Transfer to

CMS

authorized recycler

Recycler marks assets as received in

Recoup

Recycler uploads certificates of destruction

Is agency eligible for property?

yes no

Issue 0 dollar receipt to Agency yes

Update assets in Recoup yes

State Surplus Property ‐ Surplus Electronic Property Transfers (SS 1.19, 1.20, 1.21) at e Su rp lu s

Pr op er ty

Ag en cy Pr op er ty

Co or di na to r

As se tW or ks

/R ec ou p

SA

P‐

ER

P Au th or ize d re cy cl er

Sub routine of State Surplus start

List received by

Electronics Coordinator

Create detailed list

Electronics Coordinator Reviews list

Transfer to

CMS

authorized recycler noIs equipment being resold?

yes end

Separate monitors and

TVs

Recycler marks assets as received in

Recoup

Recycler uploads certificates of destruction

Electronics Coordinator determines recycling or reselling

Enter in SAP yes

Does Agency Use SAP ERP?

Enter in Recoup no

Create Transfer Order

Has hard drive been wiped

Remove hard driveno yes

Trigger – Agency has surplus electronic property to be transferred to Surplus Warehouse

State Surplus Property – State Surplus‐Vehicles (SS 1.6, 1.7, 1.8, 1.9) at e Su rp lu s

Pr op er ty

Ag en cy Pr op di na to r

As se tW or ks

Re co up

SA

P‐

ER

P Au th or iz ed re cy cl er

Intake (SS 1.6) For 30 days, DOV has opportunity to review and choose vehicle(s)

During the 30 days that DOV has opportunity to claim vehicle, other entities express interest in vehicle by sending an email to the State surplus vehicle coordinator. If DOV does not select vehicle during the initial 30 days, vehicle is offered to interested parties in order of entity priority: (1) State Universities and (2) local governments and non‐profit organizations, At the end of 30 days, if DOV, State Universities, local governments, and nonprofits have declined possession of the vehicle, vehicle is listed on iBid (SS 1.8, 1.9) start Trigger: Agency has vehicles that are no longer needed.

end

Schedule appointment with state surplus vehicle coordinator

Create Vehicle Acquisition Change Report

Create Odometer Satement

Display Vehicle Equip

Num in windshield

Remove Items and Decals

State Surplus Vehicle Coordinator signs Vehicle Acquisition

Report

Deliver vehicle to CMS Surplus or nearest state garage

Tag keys Create file for vehicle

Does DOV desire vehicle?

DOV takes possession of vehicle yes

Does state University desire vehicle?

no

University exchanges for vehicle in their fleet

Vehicle Acquisition

Change Report is created for Turn‐ in Vehicle

Odometer Statement is created for turn‐ in vehicle

Turn‐in Vehicle title is signed over to

CMS

Vehicle Transfer Request is created for surplus vehicle and signed by Univ

Rep

Vehicle Transfer Request is signed by state surplus vehicle coordinator yes

Does non Profit or local govt desire vehicle?

no Does non profit or local govt have active account?

yes

Referred to front desk staff no yes

Create vehicle transfer request

State Surplus Vehicle coordinator signs vehicle transfer req no

Confirm VIN number

Check keys with vehicle

Retrieve Title/ add to vehicle file

Perform ibid sales subroutine

Are the vehicles in good condition

Notify DOVyes no

Title is requested from

DOV

University takes vehicle.

Title is requested from

DOV

Nonprofit or local govt takes vehicle.

State Surplus Property ‐ Surplus Property‐TSA (SS 1.10, 1.11, 1.12, 1.13, 1.14) at e Su rp lu s P ro pe rt y

Ag en cy Pr op di na to r

As se tW or ks

Re co up

SA

P‐

ER

P

N on pr of its

TSA Transfers and intake (SS 1.10, 1.11) Sorting (SS 1.12) Agency Use (SS 1.13) Ibid (SS1.14) start end

Perform ibid sales subroutine

Driver picks up unclaimed and donated items from airports items are put into carts and bins

Items are stored in locked areas

Items are sorted

Put in garbage bags

Coats, clothes, and shoes

Donate to non‐profits

Store in warehouse

Does agency need tool?

no Track item by description, person’s name, agency on spreadsheet yes

Everything else Brought back to warehouse donate sell

Throw away

Useful for agencies

State Surplus Property – Ibid Sales (SS 1.5, SS1.15, SS1.16, SS1.17) at e Su rp lu s P ro pe rt y

Ag en cy

Pr op di na to r

As se tW or ks

/ R ec ou p

SA

P‐

ER

P Bu ye r

List Property in on‐line auction (Link2gov) Items must be listed for 7 calendar days (Link2gov) Pickup and payment within 5 business days from end of auction 5 business days after end of auction 24 hours after notification to customer is sent start

Enter property title and description into on‐line auction system

Does warehouse manager approve listing?

end

Take 1 – 5 photos of item

List start/end date/time of auction

Record auction Lot number

Upload photos

Warehouse Manager reviews listings no

Auction is conducted within IBid yes

Pay online Print paid invoice

Pick up equipment

Cu st om er p ay s an d pi ck s u p ite m s

Is asset a vehicle?

Take 5 photos of item yes no

Is customer paying online?

yes

Notify Surplus Property via email

Bring cashier’s check, bank draft, or money order to

CMS

Create list of items not picked up by winning bidder

Did customer pay?

Customer doesn’t pick up item or doesn’t pay

Notify bidder they have 24 hours to pick up or fee will be assessed yes

Notify bidder they have 24 hours to pay and pick up or fee will be assessed no Did customer pay and pickup items?

Did customer pay and not pickup items?

Assess fee and refund purchase price

No, items remain in warehouse yes

Review for recommendation to ban bidder

Assess fee

N ot p ai d an d ite m s r em ai n in w ar eh ou se

Relist in next online auction

Auction is concluded

General Services Administration (GSA) Federal Surplus (FS) Property‐Donee Application (FS 1.0, 1.1) at e Su rp lu s

Pr op er ty

Do ne e As se tW or ks

Re co up

SA

P‐

ER

P Au th or ize d re cy cl er

Complete Application (FS 1.0) Put Donee into Recoup (FS 1.1 start endTrigger – Donee expressed interest in creating a federal account

Completes federal application and checklist

Review for completeness

Is application and checklist complete and accurate?

Review for appropriate documentation

Review for donee signatures

Correct or complete application no

Create Donee Acct in Recoup yes Create folder for Donee

SASP sends approval letter, nondiscrimination poster, and Assoc Member form

Div mgr or Fed Prog Mgr signs the app

General Services Administration (GSA) Federal Surplus Property‐Receive Federal Surplus (FS) Property (FS 1.1, 1.2) – Rarely Used.

St at e Su rp lu s P ro pe rt y

Do ne e As se tW or ks

Re co up

SA

P‐

ER

P

Fe de ra l A llo ca tio n O ffi ce

Acquire Federal assets (FS 1.1, 1.2) Display property (FS 1.2) start end

Trigger –Surplus property requests Fed Surplus

GSA completes SF 123 ‐description of allocated property

Division Manager signs for SF123 confirm item availability

Fed Surplus property arrives at Warehouse

Reconcile property with

SF 123

Tag items and display on floor

Are items still available?

Schedule Delivery no yes

Pick up or ship property

Sign acceptance packet

Enter assets in Recoup

GSA allocates items to SOI

File documents in the donation file

General Services Administration (GSA) Federal Surplus (FS) Property‐Warehouse sales (FS 1.3, 1.7) – Rarely used at e Su rp lu s

Pr op er ty

Do ne e As se tW or ks / R ec ou p

SA

P‐

ER

P

Fe de ra l

Al lo ca tio n O ffi ce

Asset review (FS 1.3) Aged Property (FS 1.7)Create donation document (FS 1.3) start end

Trigger – Donee needs asset

Donee rep checks in at reception

Donee rep arrives at Warehouse

Donee rep browses warehouse

Is Donee rep authorized?

no yes

Does Donee want asset?

yes Create donation document

Donee rep signs donation document

Print 4 copies of donation document

2 copies

To accountant Store In allocation folder no

Has asset been in warehouse 12 months or more?

no yes

Set up items in lots

Catalog and photograph the lots

List lots with photos and description on GSA website

GSA

conducts auction

Within 45 days, GSA pays State Surplus 50% of sales

General Services Administration (GSA) Federal Surplus (FS) Property‐Direct Sale (Donation) (FS1.3) at e Su rp lu s P ro pe rt y

Do ne e As se tW or ks

Re co up

SA

P‐

ER

P

Fe de ra l

Al lo ca tio n O ffi ce

Direct Sales (FS 1.3, 1.5) start end

Trigger – Donee needs an asset

Donee emails a property request form

Donee locates item on GSAXcess website

GSA generates

SF 123

(transfer document)

Is item trailer, ATV, or vehicle?

Store keeper requests item for Donee in GSAXcess

Print listing from screen

Create allocation folder

Division manager approves request

(Form 123)

Send acceptance packet through PANDADOC (property listing, acceptance letter, terms and conditions, and SF 123 donation document, LOAR) to Donee

Send pickup packet using PANDADOC(includes property pickup notification, invoice upload, and all signed documents from the acceptance packet)

Donee signs acceptance packet

Store in allocation folder for storekeeper

Store in donation folder under donee file yes no

Sent to storekeeper

Receives approved

Donee signs pickup packet

Store in donation folder under donee file

Receives copy of signed documents through PANDADOC

Send in‐use packet (includes in‐use document, invoice, utilization survey, and prior documents)

Donee signs in‐ use packet

Store in donation folder under donee file

Receives documents

Schedule Continuous Use Document for signature in outlook for 9 months out

Complete GSA SF 97 request

Complete DLA SF 97 Request

Is item coming from GSA?

no yes

GSA ends

SF97

DLA sends

SF97

Receives

SF97

Donee can pick it up or have it mailed and pay for it.

IS SF97

shipped to Federal Surplus yes

Donee picks up property

Update In‐use date into Recoup

Donee puts property into use

Is Donee eligible for item?

no

General Services Administration (GSA) Federal Surplus (FS) Property‐Compliance checks at e Su rp lu s P ro pe rt y

Do ne e As se tW or ks

Re co up

SA

P‐

ER

P

Fe de ra l

Al lo ca tio n O ffi ce

Quarterly and Annual Reports (FS 1.2)Compliance Check (FS1.6) start Trigger – continued compliance check on donees who acquire GSA Federal Surplus

Compliance surveys are emailed to donees automatically through

Recoup

Donee completes Compliance survey

Is Donee compliant?

yes no end

Is GSA item still covered by restriction period?

yes

Store in allocation folder

For items with original acquisition cost of less than $5,000, Donees must keep items for 12 months.

For items with original acquisition cost of more than $5.000, donees must keep items for 18 months

For aircraft (except combat type) and vessels (50 ft or more in length), donee must keep item for 5 years..

Combat type aircraft are perpetual property and will never be owned by the donee.

Photos of combat aircraft must be taken once per year and placed in the allocation files.

Site visits with donees are done as needed.

Federal Surplus receives compliance survey

Is item a combat aircraft?

no

Attach pictures

3040 report is generated quarterly, and a rectification of assets is completed every 12‐18 months.

3040 INSTRUCTIONS:

PART 1:

1. Go to Assetworks

2. Go to Reports

3. Go to Federal 3040 Form

4. Date Range by quarter (ex. 01/01/2019 3/31/2019)

5. Choose Excel

PART 2:

6. Go to N: Cfds

7. Cfds is password

8. Click Reports

9. Choose 3040 Quarterly Allocation

10. Click run

11. Begin & End Date for Quarter

12. Click View 3040

13. Plug #’s in for cfds into 3040 Assetworks Excel Document

PART 3:

14. Go to GSAxcess

15. Go to Menu

16. State 3040 Menu

17. Click create data report

18. Plug #’s from 3040 and CFDS in and submit

PART 4:

19. Email Kevin Stallings both 3040 and CFDS

20. Email SBA to Randy Greene yes

Notify GSA no

Law Enforcement Support Office (LESO) Property‐LEA Application (LS 1.0, 1.1)

LE

SO

LE

A

As se tW or ks

Re co up

SA

P‐

ER

P

DL

A

Complete Application (LS 1.0) LEA RTD Screeners (LS 1.1) start end

Trigger – LEA expresses interest in becoming a LESO participant or LEAs have a change in the information provided on the application

Complete enrollment documents (Application, State Plan of Operation, etc.)

via PANDADoc

Review for completeness

Receives notification that app is approved

Receives application packet

Are enrollment documents complete and accurate?

Correct or complete enrollment documents no

Review enrollment documents yes

Was something missing?

yes

Does DLA approve application?

yes no no

Screener creates their own account

Relays approval and Sends instructions to create account

Law Enforcement Support Office (LESO) Property – Request for property (LS 1.2)

SO

LE

A

As se tW or ks

Re co up

SA

P‐

ER

P

DL

A

Request for property (LS 1.2) start end

Trigger – LEA needs an item(s)

Prerequisite – LEA must have a current application, SPO and addendum on file and be an active LEA.

LEA must have an account in AMPS, RTD and FEPMIS.

LEA Screener searches RTD for needed equipment

LEA Screener selects items and adds to cart

Approval requested

Does LESO approve request?

LEA Screener submits request(s) for approval in

RTD

Approval requested no

Does DLA approve request?

LEA picks up property or has it shipped

Is this a transfer request for small arms, aircraft, or armored vehicle?

Excess DoD property is typically allocated one item per officer

LEA must have a Point of Contact (POC) and State Plan of Operation (SPO) uploaded in

FEPMIS

Justifications for property must meet the following 3 requirements Property must be for use by the requesting agency

Property must be for a law enforcement purpose/use

The justification itself must be persuasive

Complete special request packetyes yes yes

Enter Receipt for property in

FEPMIS

Is excessive property being requested yes Request is modified no

Request is denied no

Request is denied no

Is request denied no

Law Enforcement Support Office (LESO) Property – DEMIL requirements (LS 1.3)

SO

LE

A

As se tW or ks

Re co up

SA

P‐

ER

P

DL

A

LS 1.3

start end

Is property DEMIL A or Q6 (not controlled)?

no yes

Are modifications made to property?

Keep original components

Is a LESO obtain part permanently installed in a LESO property?

Complete

DD200

Does property have a serial number?

Take required photos yes yes no yes Is property an exception from executive order?

Has LEA had property for more than 1 year?

no

Yes, property is not controlled Property belongs to LEA yes no

Upload photos into

FEPMIS

no

Request

DD200

Property Is controlled no

Property remains controlled by DLA and must be turned into DLA in original state when service is completed

Law Enforcement Support Office (LESO) Property – Property loss or theft (LS 1.4)

SO

LE

A

As se tW or ks

Re co up

SA

P‐

ER

P

DL

A

Within 24 hours of lost, stolen, or missing property start

Complete DD200 within 24 hours

Was property stolen?

Make a police report yes

Does property have a serial number?

Enter in

LEADS

yes

Does item have a serial number?

no yes end no no Make a memorandum for records (MFR)

Trigger: property is lost, stolen, or missing

Send copy of Police Report, MFR, and/or LEADS entry to LESO

LESO receives copy of Police Report, MFR, and/or LEADS entry

Submit copy of Police Report, MFR, and/or LEADS entry, plus

COS to DLA

Approves

COS

Removes property from LEA’s inventory in FEPMIS

Law Enforcement Support Office (LESO) Property – Property Returns (LS 1.4)

SO

LE

A

As se tW or ks

Re co up

SA

P‐

ER

P

DL

A start

Notify LESO Is it 60 days before inv cert or during inv cert?

no

Complete initial packet end

Returns not allowed at this time yes

LESO initiates the COS. This triggers DLA to take action

Notify DLA

DLA receives notification

Return property to

DLA

Notify LESO of tracking ifo

Enters a Change of status

Notify DLA

DLA approves request and notifies LESO

LESO notifies

LEA

Final LOA and 1348 with instructions

Initial packet is sent with LOA, 1348 document, etc.

Notify LESO Notify LESO

DLA receives notification

DLA initiates final packet

DLA approves and generates

DLA receives property

DLA updates

FIPMIS

Triggers initial packet for

LEA

LESO receives notification

LESO receives notification

LESO receives notification

Is property a small arms, aircraft, or armored vehicle no yes

Is property small arms?

Complete ATF forms

ATF approves forms yes no

LESO receives

Sends instructions to LEA

LEA ships property to

DLA

DLA updates

FEPMIS

Trigger – LEA wants to return property

Law Enforcement Support Office (LESO) Property ‐ LEA Exit from LESO

SO

LE

A

As se tW or ks

/ R ec ou p

SA

P‐

ER

P

DL

A start

Is LEA defunct?

yes

Is LEA requesting removal from

LESO?

Make request in writing to be removed no yes

LESO receives request end

Is LEA non‐ compliant with LESO program?

no no

Should LEA be terminated in

LESO?

LESO notifies

DLA

yes

Suspension from LESO program

Should LEA be suspended in

LESO?

yes no yes no

Does LEA have

LESO

property?

no yes

Does LEA have inexplicable LESO property loss?

yes no

Complete for

DD200

NOTE: Steps to remove LEA from LESO program involves LEA turning in LESO obtained property (See LESO Prop return)

Does LEA have

LESO

property?

no yes Is request during inv cert?

Cannot turn in property until after inventory cert yes

LESO performs Prop return

LEA performs Prop return

DLA removes LEA from program no

LEA performs Prop return

Law Enforcement Support Office (LESO) Property – Inventory Certification (LS 1.5)

SO

LE

A

As se tW or ks

Re co up

SA

P‐

ER

P

DL

A start end

Trigger – July is the period in which the LEAs participate in the annual LESO Inventory Certification.

DLA requires it be completed within 90 days

Complete Station verification

Does LEA have

LESO

property?

Certify inventory in FEPMIS yes no

LEA certifies inventory for agency

LESO certifies inventory for state

DLA sends certification completion notice to LESO

DLA is notified that certification is complete

LESO is receives notification of completion of certification

Law Enforcement Support Office (LESO) Property – Compliance (LS 1.6)

SO

LE

A

As se tW or ks

Re co up

SA

P‐

ER

P

DL

A start end

LESO requests Program

Compliance Review (PCR)

Schedule in‐ person or live‐ feed for the PCR

Verify documents and property, complete survey

Trigger ‐ LEA's must complete Program Compliance Reviews (PCR) at the request of the Illinois LESO.

Illinois is required to complete Program Compliance Reviews on at least 8% of all participating LEA's annually.

Signs PCR document via PANDADoc

File PCR document in LEA file