Appendix_L.5_-_Property_Management_System_Questionnaire.pdf

Appendix L.5 - Property Management System Questionnaire

CONTRACTOR PROPERTY MANAGEMENT SYSTEM DISCLOSURE QUESTIONNAIRE

THE PENALTY FOR MAKING A FALSE STATEMENT IN THIS DISCLOSURE IS PRESCRIBED IN 18

U.S.C. § 1001

Per the Federal Acquisition Regulation (FAR) 45.105(a), Contractors’ Property Management System Compliance, Business entities performing as contractors for the Government must use a property management system that is compliant with contract requirements.

1. The official completing this questionnaire is to describe the contractor and its contract property management practices.

2. The Statement must be signed by an authorized signatory of the Contractor.

3. The questionnaire should be answered by marking the appropriate box, yes or no, which describes the contractor’s property management practices.

4. A number of questions in this Questionnaire may need narrative answers requiring more space than is provided. In such instances, the reporting unit should use the attached continuation sheet provided. The continuation sheet may be reproduced locally as needed. The number of the question involved should be indicated and the same question asked in the Questionnaire should be used in presenting the answer on the continuation sheet. Continuation sheets should be inserted at the end of the

Questionnaire. On each continuation sheet, the Contractor should enter the next sequential page number for that Part and, on the last continuation sheet used, the words "End of Continuation Sheet" should be inserted after the last entry.

5. Where the property management practice being disclosed is clearly set forth in the contractor's existing written property management policies and procedures, such documents may be cited on a continuation sheet and incorporated by reference at the option of the contractor. In such cases, the contractor should provide the date of issuance and effective date for each accounting policy and/or procedures document cited. Alternatively, copies of the relevant parts of such documents shall be attached as appendices to the pertinent Questionnaire response. Such continuation sheets and appendices should be labeled and cross-referenced with the applicable Questionnaire number and follow the page number specified in bullet 4. Any supplementary comments needed to adequately describe the cost accounting practice being disclosed should also be provided.

6. Questionnaire must be amended when Contractor’s property management practices are changed with or without knowledge of the Government.

Company or Reporting Unit

Name: ___________________________________

Street Address: ___________________________________

City, State, & Zip Code: ___________________________________

Division or Subsidiary of (if applicable): ___________________________________

Official to Contact Concerning this Statement

Name: ___________________________________

Title: ___________________________________

Phone number (including area code and extension): ___________________________________

E-Mail: ___________________________________

CERTIFICATION

I certify that to the best of my knowledge and belief this Questionnaire as amended in the case of a revision, is the complete and accurate disclosure as of the above date by the above-named organization of its property management practices.

(Preparer’s Printed Name) (Preparer’s Signed Name)

(Title) (Date)

U.S.C. § 1001

Has your property management system been audited by the Defense Contract Management Agency

(DCMA) or another Government Agency within the past three (3) years?

If Yes, please furnish NOAA with a copy of the DCMA or Government audit report. If No, please answer the questions below.

YES NO

Does the Property Management System perform the following functions?

Record beginning balances, acquisitions, withdrawals, and calculate ending balances expressed in values and physical units, for which all end of period balances are expressed in physical units only.

YES NO

Provide edits (controls) to prevent duplication and reduce the likelihood of creating erroneous property documents/records to ensure the integrity of data recorded in the system.

YES NO

Permit only authorized users to enter, modify, or otherwise alter property records. YES NO

Provide an audit trail for entries to a property record, including the identification of the individual(s) entering or approving the information and/or data.

YES NO

Identify the type of transaction affecting the property item, e.g., initial acquisition, change in location, and disposal.

YES NO

Incorporate adequate security features that prevent unauthorized access to the property system by unauthorized individuals.

YES NO

Enable the transfer of responsibility for property from one authorized manager to another authorized manager.

YES NO

Produce reports in accordance with user defined criteria. Such reports may:

• Provide property information to allow appropriate users to conduct an inventory of current holdings or any subset of those holdings at any time.

• Allow a user to access both summary data and more detailed data.

YES NO

Capture the fact that an environmental or hazardous substance is located on or contained within a property item in accordance with 41 CFR 101-42.202.

YES NO

Distinguish between capitalized property and expensed property tracked in the property management system.

YES NO

Capture property identification number, which may be the item’s serial number. YES NO

Capture location. YES NO

Capture an item’s current ownership status YES NO

Capture the current user YES NO

Capture an item’s current use status whether in-use, in storage, etc. YES NO

Capture identity of property custodian and/or the accountable organization. YES NO

U.S.C. § 1001

Capture in-transit information to establish/maintain accountability and control over Government property.(e.g., name and address of the shipper/vendor, estimated date of delivery, shipping address, item identification, and source information).

YES NO

Provide analytic tools to support analysis and evaluation of annual maintenance status, needs, and costs for effective program planning and budgeting.

YES NO

Support the use of bar code scanners. YES NO

Record maintenance both critical and non-critical. YES NO

Provide the capability to forecast or schedule maintenance requirements for future periods. YES NO

Provide an audit trail for all system transactions. YES NO

Proper records are maintained for equipment acquired with Federal awards, equipment is adequately safeguarded and maintained, disposition or encumbrance of any equipment or real property is in accordance with Federal requirements, and the Federal awarding agency is appropriately compensated for its share of any property sold or converted to non-Federal use.

YES NO

Property tags are placed on equipment YES NO

A physical inventory of equipment is periodically taken and compared to property records. YES NO

Procedures are established to provide reasonable assurance that the Federal awarding agency is appropriately reimbursed for dispositions of property acquired with Federal awards.

YES NO

Policies and procedures are in place covering recordkeeping responsibilities and disposition authority. YES NO

Management reviews the results of periodic property inventories and follow-ups on inventory discrepancies

YES NO

In Accordance with FAR 52.245-1 does your organization perform internal assessments and/or audits on your property management system(s).

YES NO

In order to be compliant able to pass a potential audit, a company must have documented policies and procedures that are followed to the letter. The contractor must also employ a system that is well-managed, effective and efficient; processes produce consistent positive results; cost, schedule, performance or other contractual requirements are not in danger of being compromised, and there are adequate internal controls in place and no known significant deficiencies as well as employees trained in its use.

BASED ON THE ABOVE ANSWERS TO THIS QUESTIONNAIRE, I HEREBY SELF CERTIFY THAT THE PROPERTY

MANAGEMENT SYSTEM USED TO TRACK GOVERNMENT FURNISHED PROPERTY MEETS ALL NECESSARY

REQUIREMENTS OF A CONTRACTOR OF THE UNITED STATES OF AMERICA.

Certification: Under penalties of perjury, I declare that to the best of my knowledge and belief this Questionnaire is true, correct, and complete.

PREPARED AND CONCURRED BY:

PREPARER’S SIGNATURE DATE

CONTRACTOR’S AUTHORIZED SIGNATORY DATE

CONTRACTING OFFICER’S SIGNATURE DATE

ATTACHMENT A – BLANK CONTINUATION SHEET

CONTRACTOR PROPERTY MANAGEMENT SYSTEM

DISCLOSURE STATEMENT QUESTIONNAIRE

CONTINUATION SHEET

NAME OF REPORTING UNIT

Item

No.

Item description

ATTACHMENT B - CONTRACTOR FAR 45.201 (c)(4) PROPERTY MANAGEMENT SYSTEM DISCLOSURE STATEMENT

CONTRACTOR FAR 45.201 (c)(4) PROPERTY MANAGEMENT

SYSTEM DISCLOSURE STATEMENT

NAME OF REPORTING UNIT:

DESCRIPTIVE NARRATIVE