ODS_Support_Reclamation_Tracking__Accounting_Procedure.docx

DEPARTMENT OF DEFENSE

OZONE DEPLETING SUBSTANCES RESERVE

RECLAMATION/REFURBISHMENT TRACKING AND ACCOUNTING PROCEDURES

DECEMBER 2014

ODS RECLAMATION/REFURBISHMENT TRACKING/ACCOUNTING PROCEDURE

Procedures for Outbound Shipments to Reclamation/Refurbishment Contractors:

1. To prepare for shipments of recovered and unreclaimed (dirty) Ozone Depleting Substances (ODS) to the Reclamation/Refurbishment Contractor’s facility, the ODS Reserve Program Support Contractor personnel (hereafter referred to as Support Contractor) will ensure material is picked and staged in advance of the Reclamation/Refurbishment Contractor’s freight carrier’s scheduled arrival. To accomplish this task, Support Contractor will, in coordination with the ODS Program Office and based on the total number of cylinders required by the reclamation contract, determine where the product is stored. To pick the stock, Support Contractor will obtain a DSS locator printout of all recorded DSS storage locations for all NSNs specified in the contract Statement of Work (SOW).

2. Following contract award, the Reclamation/Refurbishment Contractor Point of Contact (POC) will coordinate with the Government to arrange for pick up of all ODS cylinders, coordinating scheduled pickup dates and provide information regarding the size of the carrier’s trailer.

3. After receiving notification of a scheduled freight carrier pickup, the Support Contactor will arrange with the ODS Reserve Program Resolution Specialist to process Material Release Orders (MROs) against specified NSNs and locations. The MROs will produce Pick Tickets from DSS that can be obtained from the DDRV Cylinder Operations Office.

4. For reference and tracking purposes, truck loads will be assigned a sequential number. The last truck load number used will be incremented by one to create the next truck load number (e.g. if the last truck load number was 38, the next one would be 39). This truck load numbering system is infinite, and will continue across all contracts, fiscal years and calendar years. Individual pallets for a specific truck load will also be assigned a sequential number, starting with pallet number 1 and continue consecutively until the last pallet is numbered. A typical numbering system may look like the example below:

5. All pallets for a specific truck will be weighed prior to staging. Weighed pallets will be tagged/placarded with the pallet number (e.g. 68-4) and gross pallet weight. Tags/placards will be placed on either the pallet or one of the cylinders on the pallet.

6. To ensure the intended truck load will fit inside the Carrier’s trailer, pallets will be staged in a designated area in truck load lots. The Support Contractor will determine the dimensions of the staging area according to the interior dimensions of the Carrier’s trailer.

7. The Support Contractor will generate a spreadsheet used to track and verify the number of pallets, cylinders and pallet weights received by the Reclamation/Refurbishment Contractor by truck load. This spreadsheet (Figure 1 below) will account for each ODS shipment by:

9. Support Contractor will include a copy of the tracking spreadsheet with the shipment and upon request will e-mail a copy to the Reclamation/Refurbishment Contractor POC. The support contractor shall e-mail a copy of the tracking spreadsheet to the Contracting Officer’s Representative for each truck shipment. When the Reclamation/Refurbishment Contractor has received the shipment and weighed each pallet, the Contractor’s Pallet Gross Weight column will be filled in and sent via e-mail to the ODS Reserve POC. This weight data will be reviewed by the Support Contractor. If weight discrepancies are found, they will be turned over to the ODS Reserve Program government personnel for resolution.

Procedures for Inbound Shipments from Reclamation/Refurbishment Contractors:

1. Support Contractor will track the amount of reclaimed or recovered product owed by the Reclamation/Refurbishment Contractor by Contract Number, and periodically report the status to the assigned ODS Reserve Government Contracting Officer’s Representative (COR).

2. Upon receipt of reclaimed product from the Reclamation Contractor, cylinders will be unloaded and staged in the designated receiving area of Open Shed (OS) 5 by Support Contractor.

3. Once offloaded and staged in the receiving area, Support Contractor will remove delivery paperwork (Bills of Lading (BOL) and/or DD250s) and verify the number and type of cylinders actually delivered matches the BOL/DD250. Copies of the BOL/DD 250 will be provided to DDRV contractor. The DDRV Contractor uses the BOL/DD250 to receipt the reclaimed product into DSS.

Shipment(s) will remain in the receiving area overnight. Support Contractor will perform leak checks on all delivered product cylinders. Cylinders determined to be leaking will be marked IAW leak monitoring procedures. Rubber band encapsulating devices will be installed on all non-leaking half ton cylinders at time of leak check completion. Non-leaking cylinders requiring storage in encapsulated plastic bags will be installed at time of placement in storage location. After leak checks are performed, Support Contractor will conduct a receipt inspection in accordance with (IAW) reclamation/refurbishment contract(s). See Figure 2, Shipment Receiving Checklist.

After completion of the receipt inspection the DD 250 shipment number will be written on each non-leaking individual half ton cylinder or pallet label for reference using a black permanent marker. Cylinders determined to be leaking one to seven (1-7) ounces per year will not be receipted for, and the reclamation/refurbishment contractor will be notified. The reclamation/ refurbishment contractor will be given the option to replace the leaking cylinder and/or have the ODS Cylinder Operations transfer the product to a non-leaking cylinder. If the product is transferred the new cylinder must meet the contract requirements in order for the receipt to be processed. The failed empty cylinder will be returned to the contractor. Cylinders leaking greater than eight (8) ounces per year will be sent to the DDRV Cylinder Operations Maintenance Facility in Warehouse 3 to be pumped/transferred to non-leaking cylinders. These cylinders will not be receipted for prior to the reclamation/refurbishment contractor being contacted and verification by ODS Cylinder Operations that the transferred cylinder(s) contains the proper amount of product IAW the reclamation/refurbishment contract. The replacement cylinder(s) must meet all contract requirements in order for the receipt to be processed. The ODS Leaking Cylinder Ticket, Figure 3, will be used to transfer the leaking cylinder from receiving to DDRV Cylinder Operations. All cylinders failing to meet contract requirements will be deleted from the DD 250 and the cost adjusted accordingly.

4. After verifying the accuracy of the documentation associated with the reclaimed product delivery, Support Contractor will verify the DD 250 has the following correct contract information:

a. Contract number

b. Contract item number per the contract

c. Quantity

d. Unit price

e. Amount

The DD 250 will be taken to the ODS Reserve Contracting Officers Representative (COR) for signature and date in blocks 21b and 22. The ODS COR will sign and date when the invoice was received. A signed copy of the DD 250 will be given to the ODS COR for file along with any supporting documentation.

A signed copy of the DD 250 will be given to the DDRV contractor for receipt processing actions and input into the DLA’s DSS Receiving Screen. The DDRV contractor creates and prints Materiel Movement Documents (“put-away” tickets) for the reclaimed product cylinders which are given to the Support Contractor for action. Support Contractor moves the material to storage locations where other material of same NSN is stored. Support Contractor coordinates the completion of the product put-away with the DDRV contractor.

5. The Support Contractor will maintain an ODS contract working file for each ODS contract which will contain the following:

a. Copy of ODS contract and any changes.

b. Copy of all ODS shipping documents.

c. Copy of all completed DD 250’s and any supporting documentation.

[Type text]

Figure 1. SAMPLE ODS RECLAMATION/REFURBISHMENT TRACKING/ACCOUNTING WORKSHEET Contract Number: SP4703-09-C-XXXX Product: R-114

Company: REMTECDATE

TRUCK #

PALLET #

MIL SVC

NSN

# CYL

GOVT GROSS PALLET WT

CONTRACTOR GROSS WT

COMMENTS

5/15/2007 67-1 N/A 8120-01-356-1247

5/15/2007 67-2 N/A 8120-01-356-1247

67-3 N/A 8120-01-356-1247

67-4 N/A 8120-01-356-1247

67-5 N/A 8120-01-356-1247

67-6 N/A 8120-01-356-1247

67-7 N/A 8120-01-356-1247

67-8 N/A 8120-01-356-1247

67-9 N/A 8120-01-356-1247

67-10 N/A 8120-01-356-1247

67-11 N/A 8120-01-356-1247

67-12 N/A 8120-01-356-1247

67-13 N/A 8120-01-356-1247

67-14 N/A 8120-01-356-1247

67-15 N/A 8120-01-356-1247

67-16 N/A 8120-01-356-1247

67-17 N/A 8120-01-356-1247

67-18 N/A 8120-01-356-1247

67-19 N/A 8120-01-356-1247

67-20 N/A 8120-01-356-1247

67-21 N/A 8120-01-356-1247

67-22 N/A 8120-01-356-1247

67-23 N/A 8120-01-356-1247

67-24 N/A 8120-01-356-1247

67-25 N/A 8120-01-356-1247

67-26 N/A 8120-01-356-1247

TOTAL

9,292

Figure 3 ODS Leaking Cylinder Ticket Date:_____________________

Product: Halon 1211/ Halon 1301/R-11/R-12/R-22/R-113/R-114/R-500/R-502/1,1,1 Other:____________ (Circle One)

Cylinder Size: 10# 15# 30# 42# 50# 150# 1000# 2000# Other:______________ (Circle One)

NSN:________________________________

Condition Code: __________________________

Cylinder Serial Number: ____________________________________

Leak Rate: __________________________

Weight of cylinder at time of delivery to shop: _______________________ NOTE: Record weight on cylinder.

Tare weight of cylinder: ______________________

Product Weight: ________________________________

Weight of cylinder at time of return to ODS: _________________________ Note: Record weight on cylinder.

Tare weight of cylinder: ______________________

Product Weight: ________________________________

Product loss: ________________________________ NOTE: Subtract product weight at time of pick-up from product weight when taken to shop to get product loss.

ODS employee turning in cylinder: _______________________________

ODS employee picking up cylinder: ______________________________

Instructions:

1) Contact shop at 279-2055/3603/ to coordinate movement of cylinder.

2) Brief ODS lead on situation.

3) Provide copy of completed form to ODS lead for file.