Attachment_0007_-_PWS_7_-_Government_Property_in_Possession_of_the_Contractor.pdf

Attachment 0007

June 20, 2018

PWS 7 – GOVERNMENT PROPERTY IN POSSESSION OF THE CONTRACTOR

(INDIRECT)

1. INTRODUCTION

This PWS provides additional information on the Contractor’s stewardship responsibilities found in FAR 52.245-1, DFARS clauses and the contract. This PWS also establishes tasks that the Contractor will perform in support of the Army’s

Accountable Property Officers (APOs) to assure accuracy of Government Property (GP) records for accountability and fiduciary compliance. The property discussed in this section is Government Real Property (RP), Personal Property/General Equipment

(PP/GE), Plant Equipment, Special Tooling, Special Test Equipment, and Ammunition

Peculiar Equipment (APE).

1.1. Stewardship records of Government Furnished Property (GFP)/Property in the

Possession of Contractor (PIPC): Contractor shall be responsible and accountable for all GFP provided under the contract and shall comply with; Federal Acquisition

Regulation (FAR) 52.245-1, and applicable Defense FAR Supplement clauses cited in the contract pertaining to acquisition, use, management and disposition of GFP.

1.2. Government Asset Records. In coordination with the Government APOs and

Government Property Administrator (GPA), the Contractor shall perform actions necessary to create, update, correct and sustain records for acquisition through disposition of all PP/GE and RP asset documentation and the Government’s

Accountable Property Systems of Records (APSRs), which comprise the official

Government records for GP. This encompasses all Government records for all GP located at LCAAP to include both PIPC and property used by the Government staff.

1.3. The Contractor shall separately maintain accountability and records for the following:

1.3.1. List of Government Furnished Equipment (GFE) requiring Contractor stewardship records and support in maintaining Government records

(documentation and APSR)

1.3.2. List of Incidental items

1.3.3. List of Table of Distribution and Allowances (TDA) equipment (Technical

Exhibit)

1.3.4. List of Real Property assets

1.3.5. List of Ammunition Peculiar Equipment (APE)

1.3.6. List of Equipment used by Government personnel requiring contractor support in maintaining Government records (documentation and APSR)

2. RESPONSIBILITIES:

Contractor shall be responsible for establishing and maintaining a Contractor Property

Management System (CPMS) that includes the Property Plan and detailed procedures for processes used to manage the Contractor stewardship records and the Government records as defined in this PWS.

2.1. Contractor is responsible for accurate accountability, care, and maintenance of all GP IAW FAR, DFARS, Property and Maintenance PWS requirements and the

Contractor’s approved Property and Maintenance Plans.

2.2. Contractor will supply information to the GPA and/or the Government APO as appropriate for the type of asset (RP, PP/GE, and APE), by timeframes necessary to complete various site and higher headquarters’ taskers, information requests, and audit tests on RP and GE asset records.

2.2.1. Contractor shall provide auditable support documentation (i.e. contract, contract modification, invoice, etc.) for real and personal property assets acquired/improved through modernization projects and other acquisition methods. The support documents will identify the final cost (to include allowable costs per DOD 7000.14-R) that substantiates the cost of each asset identified on applicable acceptance forms; i.e. DD Form 1354 for Real Property and DD Form

250 (or alternate form designated by GPA) for Personal Property/General

Equipment.

2.2.2. Documentation for Contractor stewardship and formal Government records are often the same. Unless otherwise approved by the Procuring Contracting

Officer (PCO), separate sets of records will be maintained IAW with requirements of FAR, DOD policy/instructions, and Army regulations for audit compliance.

Annually a reconciliation between the Contractor’s GP inventory, the Government inventory, and the contract GP listings will be conducted with the appropriate

APO and GPA to assure record adjustments resulting from any GP acquisitions, modernization/capital improvements and disposals are accurately maintained.

(CDRL A093)

2.3. Contractor shall utilize the Invoicing, Receipt, Acceptance Property Transfer

(iRAPT) application of WideAreaWorkFlow e-Business Suite for submission of invoices, government inspections, and acceptance documents.

2.4. Contractor shall comply with applicable local, state and Federal codes, laws, and Executive Orders (EO) in execution of this contract.

3. CONTRACTOR PROPERTY MANAGEMENT SYSTEM (CPMS):

3.1. Within 60 days after operational control, the Contractor shall submit their

Contractor Property Management System (CPMS) for both GP stewardship and the

PWS tasks. The CPMS shall be submitted through the GPA for concurrence by the

PCO. The CPMS shall be reviewed and updated by 31 August each year, or more frequently if required by operational or equipment changes. Proposed revisions to the CPMS will be highlighted in red and submitted to the GPA for review and PCO approval. (CDRL A094)

3.2. The CPMS will comprise of plans, systems and detailed operating procedures utilized to accomplish tasks for the 10 lifecycle outcomes addressed in FAR 52.245-

1(f); i.e., Acquisition, Receipt, Records, Physical Inventory, Subcontractor Control, Reports, Relief of Stewardship Responsibility, Utilization, Maintenance, and Property

Closeout. It will provide procedures for the stewardship processes of accountable

GFP, processes that track incidental assets, and processes supporting the

Government APOs management of GP asset, fiduciary, and APSR records IAW

DODI 5000.64.

3.3. GFP is furnished “as is” IAW FAR 52.245.1(d)(2) (iii). Generally, the

Government will not replace GFP provided ‘as is, where is’ when it becomes uneconomical to maintain. Replacement of any item by the Government is discretionary; Contractor will submit formal request to the PCO and approval will be determined on a case-by-case basis.

3.4. Contractor’s GFP inventory, the Government’s APSR inventory, and the contract GFP listings will be conducted with the APOs to assure record adjustments resulting from any GP acquisitions, capital improvements, and disposals are accurately maintained. (CDRL A095)

3.5. The Contractor shall maintain control of GP furnished to its subcontractors, vendors, and tenants IAW FAR 52.245-1(f)(1)(v). The Contractor will track when equipment is shipped, received, and returned. The item will be tracked by property tag number and/or serial number utilizing DD1149. DD1149 must be approved by the GPA before GFP is shipped off plant.

3.6. The Contractor will conduct self-assessments of the CPMS processes on an annual basis to assure the 10 life cycle outcomes listed in 3.2 above to assure adequate controls are in place. Results are to be submitted to the GPA by 30 June each year. (CDRL A096)

4. REPAIRS/MODIFICATIONS:

4.1. Any repair or modification of property furnished “as is” shall not affect the title of the Government unless expressly agreed to by the Administrative Contracting

Officer (ACO). Unless approved as temporary, or for a specific/limited time period identified by the ACO, modifications are considered to be permanent. The

Government shall take complete ownership of the property and any associated intellectual property (IP) for any permanent changes. For modifications approved by the ACO as temporary or for specific/limited time periods, the modifications shall be removed and item shall be returned to its original condition, less reasonable wear and tear, for acceptance by GPA at end of the contract. Should the Contractor modify GP without GPA or ACO approval, the Government may take complete ownership of the property and any associated IP, or require the Contractor to restore the GP to its original condition, at the PCO’s sole discretion.

4.2. Prior to any modification of GP, the Contractor will submit a written request to the GPA for ACO approval of the proposed modification. The request shall include:

property number, location, and a description of the item to be modified to ensure identification. The following circumstances do not require advance approval but do require advance notification to the GPA and ACO via email prior to the modification.

4.2.1. Modifications that are incidental to product conversions and necessary to meet prime contract delivery schedules.

4.2.2. Modifications authorized by the contract for separate initiatives; i.e., Production Base Support (PBS) projects, Contractor Investment

Plan/Commercial Utilization Plan (CIP/CUP) projects, Armament Retooling and

Manufacturing Support (ARMS), and other program sources of improvement projects.

4.2.3. Modifications that are incidental to routine maintenance or repair of

Government property.

4.2.4. Modifications that improve, enhance, or extend the useful life of

Government property which do not change the basic use, function, or capacity of the Government property; and, in the case of real property, do not require major or structural changes or result in a change in real property category code.

4.2.5. Modifications incidental to product conversions to produce commercial or

3rd party orders approved by the ACO or PCO under a specific facility use request, where Contractor accepts responsibility to retain accountability of the conversion parts and restore the property to its former product configuration upon the completion of the order or before the end of the contract (unless otherwise directed by the ACO or PCO).

4.2.6. Except for first time conversions, modifications incidental to product conversions to produce commercial or 3rd party requirements pursuant to a blanket facility use approval, where Contractor accepts responsibility to retain accountability of the conversion parts and restore the property to its former product configuration upon the completion of the order or before the end of the contract (unless otherwise directed by the ACO or PCO).

4.2.7. Contractor agrees to grant rights to technical data associated with the modifications or modified Government property in accordance with requirements of the basic contract.

4.2.8. Product conversions involving only machine adjustments and/or perishable tooling changes are not considered modifications.

4.3. Prior to any movement of GP, the GPA shall be notified. Notification will include:

property number, location, and a description of the item to be moved.

4.4. Cannibalization of equipment is not permitted. Contractor must submit a parts borrowing request to the GPA for approval and if approved, procedures will be developed and incorporated in the Contractor’s PP and CPMS.

5. GOVERNMENT REVIEWS:

5.1. LCAAP Government Staff shall have access to all GP, including GP in possession of subcontractors/tenants, for purposes of reviewing, inspecting, and evaluating the Contractor’s PMS. This shall include plans, records, systems, and supporting documentation that pertain to accountability, preventative maintenance, and protection of GP.

5.2. Contractor shall support pre-visits, on-site visits, and follow-up activities. Before the visit, the Contractor may be required to review past findings, gather information and maps, plan meetings, and arrange escorts. During the visit, the Contractor may be required to discuss its programs, provide information and maps, plan and participate in meetings, and escorts visitors to various locations on the installation.

6. PERSONAL PROPERTY:

6.1. Contractor shall maintain stewardship records for GFP IAW with FAR 52.245-1 requirements, includes but not limited to the following:

6.1.1. Contractor shall submit an initial report to the GPA within 3 hours after GP has been Lost, Theft, Damaged, or Destroyed under this contract. A quarterly report in Excel format will be submitted to the GPA indicating: description of loss, date occurred, date closed, and if open provide status of investigation/resolution and estimated completion date. (CDRL A097)

6.1.2. Physical Inventories: Contractor shall perform required inventories and make all adjustments to property APSR in coordination with the Government

APO and GPA. Contractor shall provide status on progress of inventory as requested by the Government in the Excel format annotated within DFARS PGI

245.103-72. The inventory frequency is listed below:

6.1.2.1. Joint inventory will be conducted by outgoing and incoming

Contractors and the Government Representatives for 100% accountability of

Government property.

6.1.2.2. General Equipment – Once every 3 years. This pertains to accountable assets (i.e. mission critical, serially managed, and pilferable items). Performance of the physical inventory will be IAW with DOD and

Army Guide and will entail verification of numerous elements, to include but not limited to:

Visual verification that items recorded in the APSR exist and verification that all existing assets are recorded in the APSR

(completeness);

Photographing of capital equipment, Verification that APSR data is correct, Document the physical verification and asset data review on a checklist with signature and date. Complete appropriate documents

(i.e., Memorandums for Record, Loss of GP, PCARSS cases, etc.) to support data element changes/corrections that where needed. Assure copies of the checklist and support documents are added to the asset file.

Updating of the APSR with the inventory date. If available, the next cyclic inventory due date will also be scheduled. This inventory will be conducted by calendar year with completion prior to COB 30

September of each year.

Final results of the inventory will be provided to the GPA and APO within 30 days of completion, signed and dated by the Contractor

Property Manager

6.1.2.3. If the Contractor’s Property Management System is in an unapproved status, the Contractor shall be required to inventory and report all equipment, special tooling, special test equipment, and all incidentals annually.

6.1.2.4. Other inventory frequencies as specified by the APO and GPA for mission essential, serially managed, sensitive items or controlled inventory, such as weapons, precious metals, etc. (CDRL A098)

6.2. Contractor performance of additional Government requirements:

6.2.1. Vehicles:

6.2.1.1. The Contractor shall supply their own vehicles (i.e., automobile sedan, class II compact, truck cargo, truck carryall, and truck stake).

6.2.1.2. The quantity of vehicles (i.e., construction and engineering equipment, materials handling equipment, special purpose and special design vehicles) shall be consistent with mission requirements or purposes for which the vehicles were acquired and require approval of a Technical Exhibit to the contract that will be used by HQDA to update in a TDA. Equipment Control

Record and Reports and Usage Reports are required to be established and maintained on all TDA equipment. Usage standards for vehicles shall be on a monthly basis.

6.2.1.3. Contractor shall maintain vehicle information for Government owned vehicles in the Federal Motor Vehicle Registration System data base

(http://fmvrs.fas.gsa.gov/). Contractor shall be responsible for the cost to acquire/ replace vehicle license plates for Government owned vehicles.

6.2.1.4. Contractor shall input inventory, utilization, costs and fuel used for the

Army owned motor vehicles into Federal Automotive Statistical Tool (FAST).

The input shall be completed in accordance with annual tasker each year.

(http://fastweb.inel.gov/). (CDRL A099)

6.2.2. Contractor will support leasing, maintenance, disposition and reporting requirements of GSA vehicles used by the Government staff. Contractor shall be responsible for establishing his own leases of vehicles used by the Contractor, to include GSA vehicle if authorized by the contract.

6.3. Equipment Authorizations

6.3.1. Contractor shall assure accuracy of the Tables of Distribution and

Allowances (TDA) (reference AR 71-32, paragraph 7-3 (3) and supplemental http://fmvrs.fas.gsa.gov/ http://fastweb.inel.gov/

HQDA policy). Contractor shall notify the GPA when mission requirements necessitate increases/decreases to TDA items and shall complete annual review of the TDA by 31 August each year. Results/updates shall be provided to the

GPA for submission to HQ, JMC and HQDA for adjustment of TDA authorizations. (CDRL A100)

6.3.2. The Government generally will not replace TDA equipment currently on-site once they become uneconomical to maintain or repair. Replacement of any item by the Government is discretionary and will be determined on a case-by-case basis with the submission of a justification by the Contractor to the GPA to document the requirement. PCO will determine whether replacements require equitable adjustment.

6.3.3. Contractor will support Taskers/data calls; such as but not limited to datacalls on Baseline Commercial Equipment (BCE), Fire Fighting Apparatus

(FFA), and Vehicle Allocation Methodology/Vehicle Utilization Review Board

(VAM/VURB) to identify condition of LCAAP fleet and to better compete against all Army requirements for any available replacements.

6.3.4. Equipment operators shall possess appropriate licenses prior to operation of GP which is motorized (i.e., vehicles, construction equipment, and TDA equipment). A copy of these licenses must be provided to ACO.

6.3.5. Contractor shall prepare the Report of Disposition of Contractor Inventory

(DD Form 1638) along with supporting documentation and submit to the GPA for review, approval and transmittal to HQ JMC, AMSJM-LG. This report shall be submitted on a quarterly basis (on or before 10 April, 10 July, 10 October, and 10

January). No adjustments are authorized to be made to official records prior to concurrence by the GPA/APO. (CDRL A101)

6.4. Government Asset Records and APSR:

6.4.1. Contractor shall establish and maintain document files with supporting documentation for all GP to facilitate Government financial reporting requirements, such as but not limited to capital asset depreciation reports and

Chief Financial Officer Act financial statements. Asset files will be created that follow DOD and Army guidance and policy for audit compliance. Supporting documentation may include but is not limited to, purchase invoices and procurement contracts and receiving documents such as the DD Form 250, “Material Inspection and Receiving Report (reference DODI 5000.64 and DOD

7000.14-R).

6.4.2. All documentation will be stored on the LCAAP Government shared drive:

Property_Audit_Readiness. All hard copy files will be digitized during the cyclic

Physical Inventory or other points of transactional events. Contractor property staff will need to complete background check to obtain access to the Government computer.

6.4.3. Within 90 days after contract award, the Contractor will complete all necessary training and security requirements required to obtain access to the

Government’s APSR for accountable GE/PP (currently identified as Defense

Property Accountability System).

6.4.4. Contractor will perform actions in coordination with the APO and GPA to assure new and legacy asset documentation is audit sufficient. Contractor will identify discrepancies and coordinate corrective actions needed with the APO and GPA.

6.4.5. Contractor will perform actions necessary to update the APSR for acquisitions, capital improvements transactional document and APSR management actions in coordination with the PP/GE APO and the GPA.

6.4.6. Contractor will use the Army Enterprise Systems Integration Program

(AESIP) to identify, verify, or create National Stock Numbers necessary for property cataloging in the APSR for new items and to correct catalog records where needed.

6.4.7. PP/GE records (documentation and APSR) for accountable assets shall be updated within 7 days of acquisition, disposal, or other data changes to facilitate compliance with Department of Defense Instructions (DoDI) 5000.64 requirements for asset management, accountability, and financial reporting.

6.4.8. Contractor is required to annotate within the APSR the actual acquisitions cost to meet audit readiness guidelines. This would include purchase requests, purchase orders, packing slips, invoices, negotiated contracts, etc. for the equipment to support the acquisition cost of the item. A file asset folder for new acquisitions of general equipment will be established within 7 working days of receipt of the equipment onto the installation.

6.4.9. The Contractor will coordinate with the APO and GPA on changes needed in the Government APSR to reflect correct user of the GP; i.e. Loan Code ‘C’ for

GFP provided to the Contractor and Loan Code ‘G’ GP property used and hand receipted to Government personnel.

6.4.10. Reconciliation will be conducted between the Contractor PMS listing, the

Government furnished property attachment(s) and the APSR on an annual basis to assure audit compliance (CDRL A093).

6.5. Incidental Equipment Items:

6.5.1. Incidental property is Government property identified as incidental to the

Operating Contractor's performance of base operations and production missions at LCAAP that will be available to the Contractor to use until expended, unserviceable or determined excess to requirement. Items identified as incidental may include administrative items such as office space, desks, chairs, telephones, (ref. FAR Part 45.000(b)(5)), as well as industrial items such as hand tools, work benches/tool cabinets, fans, etc. "Incidental" items are not critical or essential to the direct performance of the mission although they may provide indirect support to its accomplishment such as the foregoing examples.

6.5.2. Incidental items will be accounted for separate from Government

Furnished Property. Incidental property will be annotated within the contract on via a listing attached to the contract. Incidental items will be updated by the

Contractor and verified by the Government APO. Contractor’s stewardship records for incidentals items can be managed through same as method as GFE or through property listing similar to the Government’s listing (spreadsheet).

6.5.3. Contractor will coordinate any proposed additions and disposals of incidental items with the GPA. Decisions on whether acquisition of new or replacement items will be recorded as accountable or incidental items will be made in coordination with the Contracting Officer, GPA, and/or APO, as appropriate.

6.5.4. The initial listing of incidental items is subject to further review by the APO to assure property classification. Contractor will coordinate with the APO and

GPA to assure that correction, additions and deletions are properly documented.

6.5.5. Incidental items will be accounted for separate from items tracked in the

APSR. Government will track using a listing attached to the contract.

Contractor’s stewardship records for incidents can be managed through same as method as GFE or property listing similar to the Government’s listing

(spreadsheet).

6.5.6. Annual reconciliation will be conducted between the Contractor list, the

Government and the contract attachment to assure audit compliance. (CDRL

A093)

6.5.7. A listing of non-accountable/incidental property will be maintained by the

Contractor for accountability of Government owned incidental equipment.

Updates to the listing for disposals or other data changes will be made within 7 days.

6.5.8. Upon completion or termination of the contract, the Contractor shall perform a 100% physical inventory in conjunction with the outgoing and incoming

Contractors and the APO and GPA of all personal property to include all incidental property items.

6.5.9. Contractor shall support other inventories as directed by JMC, AMC and

HQDA.

6.6. Disposal of Personal Property:

6.6.1. Contractor shall be responsible for identification and disposal of excess personal property IAW requirements of the PP, 52.245-1(j), and DFARS

245.6/71. Excess items shall be initially reported to the Plant Clearance Officer

(PLCO) for screening by HQ JMC and HQ AMC for potential redistribution. The

Contractor shall use the DCMA eTools software application IAW with DFARS

252.245-7004 (Reporting, Reutilization, and Disposal) to initiate Plant Clearance cases in coordination with the LCAAP Government Plant Clearance Officer. The eTools “Plant Clearance Automated Reutilization Screening System” toolset can be accessed from the DCMA home page External Web Access Management application at http://www.dcma.mil/aboutetools.cfm.

6.6.2. Prior to excess action, items will be assessed for potential contaminations, such as asbestos, Polychlorinated Biphenyl, explosives, etc. Contaminated items shall be disposed of IAW applicable laws and regulations.

6.6.3. All proceeds from the sale of GP shall be deposited into an overhead account to be used to offset the cost for disposal efforts and fund additional disposal or other projects as directed by the PCO. Quarterly reports of the fund, showing projects/transactions, receipts and expenses shall be submitted to the

Government. The Government reserves the right to examine all records relating to the sales. Funds are the property of the Government and upon completion or termination of the contract, the balance of the funds in the overhead account shall be reconciled and check may be issued to the US Treasury, deposited into a new account or disbursed in a manner directed by the Contracting Officer.

(CDRL A102)

6.6.4. Scrap:

http://www.dcma.mil/aboutetools.cfm

6.6.4.1. The Contractor shall submit a scrap plan for approval by the PCO with its CPMS.

6.6.4.2. The Contractor will actively pursue the identification of excess and timely disposal of scrap located on the installation through reviews and inspections of facilities and notify plant personnel on a weekly basis of reportable scrap.

6.6.4.3. Any scrap generated that is not covered by an approved scrap procedure shall be reported to the GPA/PLCO for disposition instructions.

6.6.4.4. The Contractor Property Administration Department will maintain direct oversight of the disposal process throughout the installation to ensure appropriate paperwork is submitted and physically assist in disposal actions as required.

6.6.5. Ammunition Peculiar Equipment (APE): The Contractor may request use of APE and Gages, if pre-approved by HQ JMC APO. If use of APE is granted, the Contractor shall (at completion of the work for which use was granted) promptly request disposition from the PLCO. The Contractor is responsible for the cost of receipt of the APE, as well as the cost for packing, crating, handling and transportation to return the APE to the Army’s engineering support depots or other designated destination. The Contractor is responsible for decontamination and coordinating return/disposition of the APE/Gages as directed by the

GPA/PLCO and APO. For Commercial and other users, reference AR 700-20, paragraph 2-2.

7. REAL PROPERTY/REAL ESTATE (RP/RE):

7.1. Contractor performance of additional Government requirements for RP/RE:

7.1.1. The PMS shall include management plans, systems and procedures for accountability, management and inventory of real property. The below must be included in PMS.

7.1.2. Contractor shall establish and maintain document files with source documentation to support the financial and management information on all real property assets IAW the Real Property Handbook, DoDI 4165.14 and other DOD and Army policy.

7.1.3. Contractor shall complete training and security access requirements to take on input and maintenance of the Real Property Inventory (RPI) in the

Government’s APSR (currently identified as General Financial Enterprise

Business System (GFEBS)) website available upon request).

7.1.4. The RP documentation and RPI shall be maintained as transactions occur and IAW statutory and regulatory guidance to facilitate data extractions by JMC, AMC, DA and DoD or routine and special reporting requirements (Facility

Reduction Program and Utilization Survey) (reference AR 405-45 and other policy documents available from the RPAO).

7.1.5. All documentation will be stored on the LCAAP Government shared drive:

Property_Audit_Readiness. All hard copy files will be digitized during the cyclic

Physical Inventory or other points of transactional events. Contractor property staff will need to complete background checks and required training to obtain access to the Government systems.

7.1.6. Physical Inventory: Real Property shall be physically inventoried IAW AR

405-45 and Higher HQ guidance; once every five years, except for historic/heritage facilities, which are physically inventoried every three years. The contractor shall document within their PMS how these perpetual inventories will be accomplished.

7.1.6.1. The Contractor will schedule a portion of the asset to inventory each year to be completed by 30 September of each year. Contractor will provide status on progress of performance of physical inventories on a quarterly basis in excel format including all data elements, including any updates made to

GFEBS in the comments tab. Data elements established within DoDI

4165.14 must be updated/verified in GFEBS as part of the inventory process.

All data elements must be validated by supporting documentation.

7.1.6.2. Conducting the RP physical inventory will entail verification of numerous elements, to include but not limited to:

Visual verification that items recorded in the APSR exist

Verification that all existing assets are recorded in the APSR

(completeness)

Verify operational status

Verification of the facility data

Photograph each RP asset

Document the physical verification and asset data review on a checklist with signature and date. Complete appropriate documents

(i.e. Memorandums for Record, 1354s, 337s) to support data element changes/corrections where needed. Assure copies of the checklist and support documents are added to the asset file.

Update the APSR with changes/corrections as necessary.

Update of the APSR with the inventory date as well as the scheduling of the next cyclic inventory.

Update the asset file with inventory information and supporting documentation.

Final results of the inventory will be provided to the GPA and APO within 30 days of completion. Contractor will submit a listing of assets inventoried to the RPAO indicating date inventoried, results/changes required for each asset where applicable and notation that GFEBS updates were completed and a listing of significant changes to the RPI to include additions (acquisitions/ capital improvements/Found on

Site), conversions (category code changes) and disposals/demolition, etc. The inventory listings will be signed and dated by the Contractor

Property Manager (CDRL A103)

7.1.7. Contractor shall conduct annual Utilization Surveys (reference AR 405-70).

7.2. Contractor shall establish and maintain document files with source documentation to support the financial and management information on all real property assets (reference DoDI 4165.14 and the Real Property Handbook).

7.3. Regulation/pamphlets for Real Estate/Property (405- Series) are available at

Army Publication Directorate homepage: http://www.apd.army.mil/ to use as reference and guidance for Real Property acquisition, management/outgrant, inventory, utilization, and disposal. Such actions will be coordinated with the RPAO for Army staffing and approval.

7.4. Disposal of Real Property:

7.4.1. Contractor shall identify excess real property (i.e., land, buildings, or other improvements) not needed for support of assigned mission, facility use or future production planning purposes. Facilities that are not required for assigned mission or future production planning requirements, but have potential future value in the Contractor’s facility use mission, require justification and approval to retain. The Contractor shall provide the information required to prepare Reports of Excess/Disposal Reports or DA Form 337 as stated in AR 405-90 and supplemental guidance.

http://www.apd.army.mil/

7.4.2. The status of excess actions will be maintained in the APSR. The real property accountable records shall be updated within 10 days of a demolition or disposal to reflect the completion of the disposal.

7.5. Reporting/Records:

7.5.1. Contractor shall maintain new and existing installation maps and utility maps. Installation and utility maps prepared under this contract shall be created or maintained in electronic format and available for review on a common drive of the network. The Contractor shall review “as built” property drawings and update when required or when modifications are completed.

7.5.2. Management of RPLANS, ISR, and use of GFEBS Maintenance Module are addressed in other PWSs that are interfacing requirements for RP accountability.

8. CONTRACT CLOSE-OUT

8.1. The Contractor will define in their PMS how final contract close-out actions to include final inventory, loss of GP, and disposition of GP will be accomplished. The

PMS will define established timelines for each of these actions, and procedures for conducting these operations.

8.2. Final reconciliation of stewardship inventories and Government APSRs will be performed to facilitate return transfer of GFP and incidentals through contract mod to a subsequent contractor or return to APO possession. All files pertaining to

Government property will remain on the installation.