Property Requirements-08-MAY-2025.PDF

PD-150 May 8, 2025

Control of Government-Owned Property- Contractor Requirements

This document states the requirements with which a contractor must comply to control government-owned personal property acquired for the performance of a contract.

The requirements are set forth in the following subject areas:

Definitions

Sources of Government–owned Personal Property

Specifications of Property Acquired

Documentation of Acquisitions

Identification

Records

Physical Inventories

Disposition Of Government-owned Property

Contractor Procedures

DEFINITIONS:

accountable personal property/equipment: nonexpendable personal property whose expected life is two years or longer and whose acquisition value (>$10,000 and <$500,000) warrants tracking within the Laboratory’s system; including capital (>$500,000) and sensitive personal property. (Property label

POXXXXX)

administratively controlled personal property/equipment: government-owned property acquired at $5,000 to <$10,000 are controlled and tracked within the Laboratory’s property management tracking system. (Property label- ACXXXXX) capital personal property/equipment- property with an original acquisition cost of $500,000 or more that is entered on the general ledger as a major investment or asset. (Property label POXXXXX) equipment- a tangible asset that is functionally complete for its intended purpose, durable, nonexpendable, and needed for the performance of a contract. It is not intended for sale, and does not lose its identity or become a component part of another article when put into use.

excess personal property/equipment- property no longer needed to carry out contractor use and transferred to Argonne National Laboratory for disposal or transfer to another contractor.

government-owned personal property- any item acquired with government funds under the terms of the contract. (Property label or “U.S. Government Property” label) high risk property (HRP) personal property/equipment- because of its potential impact on public health and safety, the environment, national security interests, or proliferation concerns, must be controlled and disposed of in other than a routine manner. (Property label and export restriction notice) sensitive personal property/equipment- all items, regardless of value, that require special control and accountability due to unusual rates of loss, theft, or misuse, or due to national security or export control considerations. (Property label CSIXXXXXX)

SOURCES OF GOVERNMENT-OWNED PERSONAL PROPERTY

Government-owned personal property is acquired from the following sources:

1. Property that is transferred by Argonne from one contractor to another.

2. Property that is purchased by Argonne and delivered to the contractor.

3. Property that is purchased by the contractor.

4. Property that is fabricated by the contractor.

SPECIFICATION OF PROPERTY REQUIRED

The contractor will prepare a detailed list of government-owned personal property items, with estimated costs and recommended sources, that must be acquired for the performance of the contract and submit them to the Procurement Department as part of the contract proposal.

DOCUMENTATION OF ACQUISITIONS

Acquisitions of equipment by the contractor, from any source, must be recorded on the attached

Form ANL-661, Government Property Acquisition Record, to provide the following information.

This form must accompany all invoices for payment under this contract or purchase order.

a. Argonne contract number

b. Source of the acquisition

c. Reference number of the acquisition document, that is:

1. Argonne's shipping order number

2. Transferring contractor's shipping order number

3. Contractor's purchase order number

4. Contractor's Work Order number (fabrication)

d. Description of the item

e. Model number, if any

f. Serial number

g. Identification number or special markings

h. Location of the item

i. Cost of the item, including, where applicable:

1. Materials cost

2. Direct labor cost

3. Overhead cost

4. Transportation cost

IDENTIFICATION

The contractor must identify government-owned personal property in accordance with the following guidelines for the stated category of property:

1. Personal Property/Equipment (cost of $5,000 or greater} including sensitive items

(regardless of dollar value)

Acquired from any source, i.e., contractor's P.O., contractor's fabrication, Argonne drop shipments, etc. Property tags will be provided and affixed by the contractor. These tags must clearly identify the personal property/equipment as accountable, administratively controlled, capital, high risk property, and/or sensitive, as U.S. government property purchased by Argonne to the contractor, or transferred from one contractor to another.

2. Non-Consumable Property (personal property/equipment <$5,000)

Items in these categories must be marked upon receipt by the contractor to identify them as government property (“U.S. Government Property” label). The method of marking

(printing, stenciling, tagging, etching, etc.) may be chosen by the contractor as long as it effectively identifies the property throughout the life of the contract. If it is not practicable to mark an item due to its nature, the contractor must use other means to identify it as government property.

3. Consumable Property

Marking items in this category is not required. However, physical storage and control measures must be followed to ensure that such property is used solely for performance of the contract.

4. Excess Personal Property/Equipment

Marking is not required, but property in this category must be kept physically separated from other property until final disposition.

RECORDS

The contractor must establish and maintain the following records for government-owned personal property:

1. Personal property/equipment and Non-Consumable Property.

The contractor must maintain the following information for each item of government property in these categories:

a. Argonne contract number

b. Identification number - Argonne property tag number when applicable

c. Description

d. Source from which acquired

e. Source document number

f. Acquisition date

g. Cost

h. Location

i. Disposition action

j. Disposition date

2. Consumable Property The contractor must maintain inventory records for consumable property in sufficient detail to account for quantity and dollar value of receipts, issues, and balances on hand.

3. Excess Personal Property/Equipment (Scrap/Salvage)

The contractor must maintain records for this property in sufficient detail to account for government-owned personal property that is damaged, destroyed, excessed, lost, stolen, etc.

PHYSICAL INVENTORIES

The contractor must perform an annual and/or closeout inventory of all government property and submit a report, Personal Property/Equipment Inventory, ANL-550 form, of the results to

Property@anl.gov, with a copy to the Procurement Department, based on the following schedule:

Personal property/equipment, including Sensitive Items -12 month cycle

• Annual Inventory –within 30 days of notification

• Contract Close Out- physical inventory within 30 days of contract closeout mailto:Property@anl.gov

1. Reporting for all personal property/equipment (accountable, administratively controlled, capital, high risk, and sensitive), and Non-Consumable Property.

The report for these categories of property will be divided into the categories above and list each individual line item with the following information on the ANL-550 form, Personal

Property/Equipment Inventory:

a. ANL Number- (When applicable- Argonne property tag number)

b. Generic name

c. Manufacturer

d. Model

e. Serial number

f. Acquisition cost

g. Date received

h. Quantity/weight

i. Item used or stored in a radiologically controlled area?

j. How acquired?

A photo of each accountable, administratively controlled, capital, high risk, and sensitive item will be sent along with the completed ANL-550 to Property@anl.gov and the

Procurement Department.

2. Reporting for Consumable Property

The report for this category of property will briefly describe the types and quantities of items and their value.

3. Reporting for Excess Personal Property/Equipment

The report for these categories of property will briefly describe the materials, quantities, estimated value and justification for this classification.

DISPOSITION OF GOVERNMENT-OWNED PERSONAL PROPERTY

Upon completion of the contract the contractor must contact the Property Management department and Procurement Department for direction of any government-owned personal property to be dispositioned. The contractor must also contact the Property Management department and Procurement Department if any government-owned personal property is damaged, destroyed, or needs to be excessed, while the contract is open.

mailto:Property@anl.gov

Some disposition pathways include:

• Return government-owned personal property back to Argonne National Laboratory

• Transfer of government-owned personal property to another active contractor

• Abandon in place

CONTRACTOR PROCEDURES

The contractor must establish and maintain a system for the management of government-owned personal property, that states the actions that will be taken to fulfill the requirements for control of government property set forth above. The procedures will be submitted to the

Procurement Department as part of the contract proposal. The contractor will maintain a government-owned personal property system that:

1. Maintains adequate records of all acquisitions, fabrications, physical inventories, consumed items, and disposition.

2. Maintains controls over acquisitions (documentation of cost, date acquired, source of acquisitions, etc.)

3. All items, including items identified as accountable, administratively controlled, capital, high risk, and sensitive, must have a label that states “U.S. Government Property” or

“Property of the U.S. Government”.

4. Perform annual and close out physical inventories; to include photos of identified government-owned personal property.

5. Provide proper care, maintenance, and protection of all government-owned personal property.

6. Establish and maintain controls over items requiring special handling (i.e., nuclear related, proliferation-sensitive, or contaminated property)

7. Reporting, redistribution, and disposal of excess and surplus government-owned personal property

8. Account for government-owned personal property that is lost, damaged, destroyed, stolen, abandoned, or worn out.

9. Maintain periodic reports of annual and closeout inventories and total acquisition costs of government-owned personal property.

10. Perform an internal surveillance program, to include periodic reviews, to ensure that government-owned personal property is being managed in accordance with established procedures.