DISA Enterprise Logistics Division Support Site Visit Report_April 28 2022.pdf

Defense Information System Agency (DISA) Enterprise Logistics Division Support Site Visit and Tour

Location: DISA Headquarters (HQ) 6906 Cooper Avenue, Fort George G. Meade, MD

Date: April 28, 2022 Time: Approximately 9:10 AM EST to 10:30 AM EST

Purpose: The purpose of this document is to report to industry the information that was provided during the DISA Enterprise Logistics Division Support Site Visit and Tour.

During the site visit on April 28, 2022, guest toured locations within DISA HQ where the services would be provided. A description of the locations and the questioned asked during the site visit are broken out below.

Tour of the Fort George G. Meade DISA Laboratories Lab level 2 & 3 (For performance on PWS Task 6.5)

The site visit/tour started in lab level 3. Lab level 3 has secured access. The lab level 3 is located on the 3rd floor of the LAB building within DISA Headquarters.

In lab level 2, guest were able to walk into the lab and see the equipment. Lab level 2 is located on the 2nd floor of the LAB building. It is within lab level 2 that there are two entrances –the front desk and entrance, and an equipment entrance when receiving larger equipment.

The following questions was asked during the site visit/tour:

1. Will the contractor have access to DPAS?

Answer: Yes, the contractor will have access to DPAS.

2. Where does the equipment come from?

Answer: The equipment is picked up from the warehouse and brought to the lab.

3. Will the lab property monitors need to maintain both access areas in the L2 lab, the one in the security vestibule L2C13 and the one in the L2A11.

Answer: We need to have the front desk, lab security vestibule manned 100% while the lab is open, if they need to check a pallet of equipment that needs to come in thru the L2A11 then they would go to that room to verify.

Tour of the Fort George G. Meade Property/Inventory Managers Office Area (For performance on PWS Task 6.2)

The Property/Inventory Managers that perform PWS Task 6.2 have some office space directly across from the Fort George G. Meade warehouse. This space has some cubicles for contractor staff performing PWS Task 6.2. During this part of the tour, the DISA Property Management (MP32) Branch Chief explained that the Property/Inventory Managers support the DISA Enterprise. This means property accountability extends beyond the equipment/shipments received in the Fort George G. Meade warehouse and includes all DISA locations. There are multiple warehouses within the DISA Enterprise. The warehouse support (PWS 6.1) effort on HC104722R0001 is just one of the many DISA warehouses.

Questions asked during this part of the site visit/tour include:

1. What is the asset management density?

Answer: The entire DISA Enterprise, which is currently comprised of approximately 109k assets worth $2.9B.

2. How many accounting property managers?

Answer: There are over 25.

3. Are the assets only in the building or throughout DISA?

Answer: Throughout DISA.

4. Is this building the enterprises central location?

Answer: DISA currently uses decentralized shipping and receiving processes to support offsite locations. The headquarters, Fort Meade warehouse facility will [normally] only conduct shipping and receiving co-located DISA organizations and select National Capital Region elements. Off site locations support their own shipping and receiving. From a strategic perspective, the HQ is responsible for oversight and policy of the enterprised shipping and receiving initiative under the integrated warehousing effort, which encompasses evaluating efficiency and maintaining metrics throughout the enterprise.

5. On the PWS, can there be a distinction between DISA Enterprise vs. Support as it pertains to inventory?

Answer: No. However, the company may decide to distinguish its inventory managers between those that support DISA Headquarters warehouse and those supporting DISA Enterprise.

6. Is inventory done annually?

Answer: Yes, but some are done semi-annually by the Government. Contractors performing this effort only manage an annual inventory schedule.

7. Does all the materiel come through the warehouse (DPAS)?

Answer: All equipment and materiel designated for DISA HQ is received through the Ft Meade warehouse, however Property/Inventory Managers support materiel that is received from different DISA Warehouses.

8. Is the property administration support entering in the inventory to DPAS or does the warehouse perform those duties?

Answer: The inventory managers will enter all equipment/materiel received into the warehouse into DPAS WMS and issue accountable assets to inventory managers for processing into DPAS PA via MRO (DD1348).

9. Is the MP32 Admin support only for the warehouse or for Enterprise?

Answer: It is for the Enterprise.

Tour of the Fort George G. Meade Loading Dock, Warehouse and Office Area (For performance on PWS Task 6.1 and PWS 6.2)

The warehouse part of the tour included the truck shipment loading and receiving dock. All items received in the loading dock go directly to the mailroom. Mailroom employees are responsible for receiving deliveries and will normally meet the delivery driver at the loading area.

Contractors performing on this effort are not responsible for receiving the deliveries at the loading dock, however, they provide assistance on unloading of large items that require forklift.

Once screening of the materiel/deliveries has been performed (screening is not part of this contract), the mailroom will notify the contractors performing this effort to receive the materiel/shipments. At that point the contractor is responsible for ensuring distribution to customer/recipient. Although, the contractor supporting this effort normally do not aide the offloading of shipments, the contractor will be responsible for loading the trucks for deliveries to DLA-DS, and outside Fort Meade.

Immediately adjacent to the truck loading dock area is the warehouse. The warehouse serves as temporary storage and doesn’t always have surplus. It was discussed that the warehouse operations are committed to leveraging innovation and technology. As the Government adjusts to a hybrid work environment, the Government is constantly updating internal processes that support current operations and customer needs, which sometimes result in the irregular flow of materiel and equipment, driving the daily workload. Some of the questions below addressed the historical flow of workload.

The warehouse includes office space (called customer service area), which is shared with the materiel handlers and inventory managers that perform PWS 6.2.

Questions asked during this part of the site visit/tour include:

1. Is the contractor delivering the mail throughout the building after received from the loading dock and logged?

Answer: For deliveries within DISA Headquarters the contractor coordinates pick-up with the customer (Government employee) AFTER the mailroom screening. The screening is not part of this contract. The contractor does not delivery the equipment within DISA Headquarters.

For delivery outside of DISA Headquarters, either on Fort George G. Meade or within the national capital region (NCR), the contractor will need to deliver the shipment/equipment directly to the customer.

2. Which carriers mainly come to the loading dock (i.e., USPS, UPS, FedEx)?

Answer: 90% of the deliveries are from FedEx. The remaining are from other freight carriers.

3. After the mail is screened and leaves the mailroom, is the hand receipt attached and provided to the government employees for delivery?

Answer: The mailroom will scan, screen and tally the number of shipments that arrived that day. Mailroom will print a manifest form so the warehouse representative (contractor or government) that are listed on the “Authorized to sign for Accountable Mail” Interoffice Memorandum can sign for them.

4. Do the employees and the contractor have scanners, and what type? Are they zebra scanners?

Answer: Yes, we have handheld zebra scanners. We are working on getting T800 scanners, but we don’t have them right now. We do have wifi to use the zebra scanners.

5. Are the lifts all new?

Answer: Yes, the lifts are new.

6. Where do the labels print?

Answer: The labels are printed in the Property Management office. There are two printers.

7. What is the work order systems. Do you use Remedy? Is DPAS the work order system which will be in use?

Answer: DISA doesn’t use Remedy. DISA warehouse is throughput / storage only and not responsible for configuration management of the IT systems.

8. Is there a times stamp on receiving?

Answer: 72 hours is the time stamp on receiving. However, due to the hybrid workforce, the approximate wait time from receipt to fulfillment is 14 days.

9. Who does location management?

Answer: The warehouse.

10. Is there a surplus kept?

Answer: Headquarters mostly stores surplus. But, we don’t always have surplus.

11. Who does the buffer training? The Cleaning crew or DISA employees?

Answer: The buffer training is not a DISA or OSHA requirement, since the buffer is a new machine, the contractor can request familiarity training from the facility contractor/service provider for DISA.

12. How many employees sit in the offices (cubicles)?

Answer: There are typically 3-4 contracted employees and 1-2 government employees seated in the office daily. The office accommodates up to 12 cubicles and seating was minimized to maintain appropriate social distancing.

13. Who is responsible for the shipping and receiving (inventory managers or the materiel handlers or a combination)?

Answer: The materiel handlers are responsible for the receiving the materiel from the mailroom, operating the forklift, movement of the materiel, and setting up conference rooms. The materiel handlers normally work in the warehouse. The inventory managers (those that perform PWS 6.2) generally sit in the office space with the warehouse materiel handlers, but do not ship or receive. Their role is administrative in nature.

14. Is there need for the access in the conference rooms?

Answer: There is not a need to access the conference rooms. Setting up conference rooms can occur throughout the DISA Headquarters building. There are many conference rooms. When the task is assigned, the contractor will be notified which conference room needs to be set-up.

15. Do the policy and industrial specialist support sit in the same location as the warehouse, lab, and property manager support?

Answer: No, they will likely sit in the Command building and different location. The exact location within DISA Headquarters is still being decided.

16. Will the warehouse and industrial contractors be able to tele-work?

Answer: The warehouse materiel handlers must be on-site and cannot telework. The other positions may telework as determined by the Contracting Officer Representative (see PWS paragraph 9, Place of Performance).

The Following Presentation was Provided During the Site Visit

& Tour

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TRUST IN DISA: MISSION FIRST, PEOPLE ALWAYS!

MP3 Enterprise Logistics Division

April 28, 2022

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TRUST IN DISA: MISSION FIRST, PEOPLE ALWAYS!

Enterprise Logistics Division Chief

Logistics Operation Manager / Deputy

Warehouse Management Branch Chief Property Management Branch Chief Property Management Branch Chief Industrial Property Adm Branch Chief

Tony Otey Angela Sherrod Cinthia Jenkins Tracy Helmick

Tony Morgan

Richard Gabriana

MP3 - Enterprise Logistics Division Leadership

Mission:

To provide accurate and reliable Logistics operations support to the Agency by developing and implementing policy, plans, programs and oversight in the areas of property accountability; mail distribution; and warehouse operations that include shipping, receiving, reutilization, and requirements management.

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TRUST IN DISA: MISSION FIRST, PEOPLE ALWAYS!

Direct Issue

Disposition Process

Receiving Process

Knowledge Management

Reutilization

Requirements Management

SOP

GPC

Functional Areas

MISSION:

We are committed to operating our business in a professional manner understanding customer expectation and developing opportunities that enhance the warehouse operation to meet customer needs. Responsible for receiving and distributing equipment, supplies, program and administrative property, lifecycle replacement, and asset disposition, mail management operations for organizations at DISA, Fort Meade, and the National Capital Region. Provides prompt and professional customer service.

MP31 – Warehouse Management Branch

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TRUST IN DISA: MISSION FIRST, PEOPLE ALWAYS!

MISSION:

MP32 Property Management Branch provides asset management oversight, accountability and establishes and implements core competencies for standardized operations, personnel, and training.

Oversees the agency’s Accountable Property Officers (APO’s) who are responsible for maintaining accountability of DISA’s program asset portfolio and endpoint user devices. The APO’s are responsible for the annual inventory of more than 105,000 accountable assets valued in excess of $2.9 billion. It is the division’s responsibility to implement internal controls and performance measures to track and validate record accuracy and completeness, and to maintain a complete audit trail of all property transactions.

MP32 – Property Management Branch

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TRUST IN DISA: MISSION FIRST, PEOPLE ALWAYS!

MP33 – Policy and Compliance Branch

MISSION:

Develop and enforce property management compliance to enhance logistical readiness and asset management annual reconciliation rate throughout the Agency. Increase awareness of external and internal regulations, instructions, and provide management tools to standardize processes and assess operations.

Develops policy and enforces property-management compliance through evaluation, staff-assistance visits, and provide training to the agency Accountable Property Officers and Property Custodians.

Uses various management tools and techniques during semi-annual training and brown-bag discussions to ensure that property professionals’ awareness of external and internal policies, regulations, and instructions are known, understood and followed.

Functions

• Staff Assistance Visits (SAVs) to acclimate APOs to checklist standards

• DISA Asset Compliance Program (DACP)

• Developed / Updated DISA Instructions

• Maintain the DISA Enterprise Logistics Portal (DELP)

• PC Training (300+ Attendees)

• APO Training (60+ Attendees)

• MP3 Financial Liability Board (FLB)

• Manager’s Internal Control Program (MICP)

Priorities Policy Development and Management DEAMS/ DELP Governance DISA Asset Compliance Program (DACP) Training FLIPL Program Management FLIPL Metrics Analysis Process Improvements/ System Enhancements

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TRUST IN DISA: MISSION FIRST, PEOPLE ALWAYS!

MP34 – Industrial Property Management Branch

Responsible for the oversight, administration and disposition of government property that’s in the possession of our contractor workforce. The team advises agency personnel on industrial property management. They assign risk level and conducts property management systems analysis assessments/audit of contractor policies, systems, and internal controls on contracts where property is provided

Functions

• Contractor and contract audits

• Work with PSD to establish and update Incidental Property clause

• Review contracts where personnel are or may be performing Property

Custodian duties to make sure language is in contract to follow DISA policy and loss reporting/potential liability

• Baseline DISA contract report (750 contracts)

Priorities Hire personnel, submitting new Rotation & Billet Request Complete baseline review of contracts, assigning risk Create ongoing new contract review process Map process flows to increase efficiency and collaboration with centers Create and update GFP policy Educate DISA community on new policy/GFP Begin contractor surveillance and oversight

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TRUST IN DISA: MISSION FIRST, PEOPLE ALWAYS!