Attachment_0007_Memo_on_Delivery_and_Acceptance_of_Equipment.pdf

U.S. ARMY COMMUNICATIONS - ELECTRONICS

LIFE CYCLE MANAGEMENT COMMAND

SOFTWARE ENGINEERING CENTER

ABERDEEN PROVING GROUND, MARYLAND

* SEC SOP E-09 DATE: 22 April 2012

EQUIPMENT DELIVERY, ACCEPTANCE, AND CONTROL

1. PURPOSE: To provide policy and procedures concerning delivery, acceptance and control of equipment.

2. SCOPE: This Standing Operating Procedure (SOP) applies to Software Engineering Center (SEC) personnel at the Aberdeen Proving Ground, Maryland. SEC off-site locations will develop local implementation procedures in compliance with this policy and local requirements. A copy of the local implementation instructions will be furnished to the SEC Equipment Management Office (EMO).

3. POLICY:

a. Incoming Equipment Delivery (General)

(1) All incoming Material Request (IT purchases over $2,500.) packages for the Software Engineering Center will be delivered to the PBO warehouse, Gadsen Road. Delivery to be coordinated by the Active Equipment Manager.

(2) The AEM will sign for all Fed-Ex packages at the security desk and transfer them from the Lobby of Building 6002, to room D5-328 for processing.

(3) The AEM will separate Credit Card packages from non-Credit Card packages and enter each into the designated section of the “Incoming Package Log”.

(4) Credit Card items will be delivered to Building 6002, Room D5-328, logged in by the AEM, and inspected to determine if bar codes are required. Bar codes will be applied and the appropriate Equipment Coordinator (EC) notified that the package is ready for pick-up.

(5) The AEM will open all non-Credit Card items to determine if they contain equipment. If non expendable equipment, the Equipment coordinator will initiate a DD 250 (Enclosure 1) and submit to the Property Book Officer .

(6) For non credit card equipment, the AEM will contact the Equipment Coordinator to accept and initiate the required ownership paperwork: a loan agreement, DD form 1149 (Enclosure 2) or DA 2062 (Hand Receipt/Annex Number) (Enclosure 3). The EC will provide the required paperwork and sign the Log Book before departing with the package.

* This SOP supersedes SEC SOP E-09, dated 26 Apr 2007 and will remain in effect until superseded or rescinded.

SEC SOP E-09

(7) For non-equipment items, the AEM will notify the EC that the package is ready for pick-up.

The addressee will sign the Log Book prior to departing with the package.

b. Delivery of SEC’s Contractor Owned Equipment to be used at SEC

(1) All contractor owned equipment must be reported to the appropriate EC who in turn must report to the AEM.

(2) Contractor-owned equipment purchased by an SEC contractor must have a gummed property identification tag attached to the front of the equipment bearing the contractor's name and equipment control number, as well as the SEC Point of Contact (POC) and their phone number. The equipment must also be accompanied by documentation proving ownership. On a yearly basis Contractors will provide the SEC AEM an inventory report of contractor owned equipment delivered to SEC. Each piece of equipment will be accompanied by a DD 1149. The report will include description of the item, serial number, manufacturer, model, and location, and is to be reported to the EMO.

(3) The AEM will maintain ownership paperwork on file.

c. SEC Contractor Delivered Equipment to be Turned over to the Government

(1) When a contractor's task is completed, the Contracting Officer's Representative (COR) will ensure that all Government Furnished Equipment (GFE) purchased for that particular task will be returned to the Government in its entirety.

(2) The contractor must coordinate with the COR and obtain a copy of the initial approval routing form that recorded the COR, or [Contracting Officer (KO)] approval for the purchase of the delivered item. This form must be attached to the DD 1149 (Requisition and Invoice/Shipping Document) or DD 250 (Material Inspection and Receiving) as described below.

(3) The contractor shall deliver items in this category to the AEM using either DD 1149 or DD

250. Two copies of the form are required and will be distributed by the AEM after acceptance, as follows: one copy will be retained by the EMO, and one copy will be given to the contractor. The form must contain the contract number, task number, and task completion date.

(4) The AEM will coordinate the delivery of the equipment to Room D5 328 of Building 6002.

The AEM will then notify the Hand-Receipt Holder (HRH) of delivery, and the EC will prepare DA 3161 (Request for Issue or Turn-In) (Enclosure 5). The 3161 must include: item description, serial number, contract number, manufacturer, model or part number, and dollar value. The HRH will sign Block 15 of DA 3161. After the form is signed by the HRH, the AEM will be responsible for ensuring that the item

(s) will be bar-coded and issued to the HRH.

(5) No equipment will be turned over to the government until at least 6 months after purchase date, or until the task is completed.

d. Non-SEC Contractor-Delivered Equipment to be turned over to the Government

(1) A DD 1149 must be shipped with the equipment. Block 1 of the form should specify the contractor’s address; Block 2 should specify the address of the government agency responsible for the contract that the equipment was purchased under (e.g., PM’s address).

(2) A memo from the government organization which has the contract must be included, stating that they request the equipment to be delivered and turned over to SEC. An attachment delineating purpose, project name, contact name and number, and SEC POC should be attached to the DD 1149.

(3) The Equipment Coordinator (EC) will then notify the AEM of delivery, and the EC will prepare DA 3161, including item description, serial number, contract number, manufacturer, model or part number, and dollar value. The HRH will sign Block 15 of DA 3161. After the form is signed by the HRH, the AEM will be responsible for ensuring that the item(s) will be bar-coded and issued to the HRH.

e. Government Furnished Equipment (GFE)

(1) All Government equipment to be used by a contractor at their site must be identified as GFE in either an appendix or a modification to the contract. Prior to the GFE item(s) being removed from SEC, the following forms must be completed, signed by the HRH, coordinated with the COR and provided to the EMO: DD 1149; DA 3161; and a Property Pass/Optional Form 7 (Enclosure 4). At the time the equipment is being moved, the EC will remove the bar-code from the equipment. All paperwork will then be forwarded to the Property Book Office (PBO) and the equipment will be removed from the HRH's hand receipt.

(2) All GFE returned back to the Government will be delivered to the AEM using a completed

DA 3161 (to include "Return of GFE” and the contract number in box 9). The AEM will then bar-code the equipment and redistribute the equipment. If the equipment is to be turned-in, then the HRH will prepare the necessary forms in accordance with paragraph 3.L (1) below.

f. PM’s and other Government agency project or test equipment to be used at SEC facility

(1) Any equipment being delivered to SEC by a PM or another government organization for use at SEC is to be delivered accompanied by a Property Pass and ownership paperwork. Note: a property pass does not establish ownership.

(2) Four copies of the Property Pass are to be provided to the AEM who will sign all copies and distribute them as follows: 1 copy for the AEM’s file; 1 copy to be attached to the equipment; 1 copy to be sent back to the organization that owns the equipment; and 1 copy to be provided to the SEC POC to whom the equipment will be given.

(3) The equipment must have proper government owner’s identification such as a bar code or an identification gum label that contains: the owner’s organization name; SEC POC; telephone number; and task/project name.

(4) Prior to the equipment being removed from SEC, the SEC POC for the equipment is to inform the AEM as to the anticipated schedule for removal. The AEM will: arrange for the proper removal; escort the equipment out of SEC; and annotate the Property Pass that was used to bring the equipment into SEC with the departure time and date.

g. Bar-coding and Accountability

(1) All Government owned equipment within SEC must be under the accountability of the HRH.

(2) All SEC owned equipment must be properly bar-coded upon delivery.

(3) All equipment not properly accounted for will come under the control of the AEM who will assist the HRH in acquiring the proper accountability for the equipment prior to its return.

h. Removal of Equipment from SEC that is not GFE.

(1) Any hardware or software hand carried out of SEC must have a Property Pass.

The Property Pass should be completely filled out. Its item description should include bar code or owner’s identification and serial number.

(2) The HRH, AEM, and the person removing the equipment will each sign in the designated locations on the Property Pass. The only exceptions are tape media and documentation. The Security Office will be responsible for filling out and signing the Property Pass (in its entirety) for tape media and documentation. Removal of equipment for shipping shall be in accordance with 3.i of this document.

i. Shipping of Government Equipment by SEC.

The HRH shall complete a DA 3161 to include the certifying officer approval to cover shipment costs. The HRH will attach a DD 1149 and a memorandum justification for shipment, provide them to the AEM. The G-4 must approve the shipment of bar coded items. The AEM will obtain document and requisition numbers from Shipping and PBO respectively, and will then arrange for moving the equipment to Packaging and Crating Building. 3660. The AEM will provide the original DD 1149 and DA 3161 to PBO and will file copies in both the HRH’s jacket, and the file jacket for each item. For bar coded items the AEM will also update the Property Inventory database to reflect that the item has been shipped, and whenever possible will include the destination and POC information.

j. Equipment Relocation within SEC

A Property Pass is required every time an item is moved from its present location. This form must be completed to include item description; bar-code; serial number; and the locations that the item is being moved to and from. The AEM must receive a copy of each Property Pass to ensure the currency of the PIM.

k. Equipment to be moved to Storage Areas

Items that need to be held for a period of time may be done so through the AEM. The HRH will provide the AEM with a relocation form, DA 3161. The AEM will then change the location of the item(s) in the Property Inventory Database, and file a copy of the relocation form in the jacket for each item. The EMO will then arrange for the relocation of the equipment to the storage area.

l. Turn-In on Non-IT Equipment.

(1) The EC will prepare a DA 2765-1 (Enclosure 6) for each item being turned in and have the card signed by the HRH. Upon completion of the card a copy will be attached to the items in a visible location

(2) The original card will be taken to the AEM who will log the card in and forward to the PBO. Upon processing PBO picks up the item, leaving one copy of the receipt with the AEM.

(3) The AEM logs in that the pick-up has been completed, to include the PB document number. The AEM will then update the Property Inventory Database to reflect that the item has been picked up, file a copy of the receipt in the items file jacket when applicable, and also provide a copy of the receipt to the EC.

m. Turn-In of IT Equipment/Items

(1) Serviceable IT items must be posted for 2 weeks on the reutilization website following the instructions provided at https://www.kc.us.army.mil/homekc.nsf/fsKCPortal

(2) If someone wants an item posted on the website a lateral transfer needs to be completed. If no one makes a claim for the item a Turn-In card needs to be submitted in accordance with paragraph 3.l(1) of this document.

(3) If the IT item has memory the item to be sanitized by the AEM. A copy of the sanitization report “Certification of Hard Drive Disposition”, (Enclosure 7) will be provided to the EC completing the turn-in. If the item is removed from SEC premises for sanitization, a DA 3161 and Property Pass will be completed. When sanitization has been completed laptops will not be returned to the individual, but will be taken to the Turn-In holding area for storage until PBO picks it up.

(4) The EC will complete Turn-In card (DA form 2765-1), Enclosure 6. A copy of the sanitization report will be attached to the Turn-In card. The EC will maintain a copy of the Turn-In card/ sanitization report for his/her own records, and also attach a copy to the item.

n. Personal Property

(1) All personal property must have an identification label affixed to it. The label must contain the owner’s name and contact information.

(2) A property pass must accompany all personal property entering or leaving SEC.

https://www.kc.us.army.mil/homekc.nsf/fsKCPortal

4. POINT OF CONTACT: Point of contact for this action is the Activity Equipment Manager, ATTN: Donna J. Gilbertson, SEC-BOD.

GARY M. LICHVAR

Acting Director, CECOM

Software Engineering Center

7 Encls

DD 250 – Material Inspection and Receiving Report (http://www.dtic.mil/whs/directives/infomgt/forms/forminfo/forminfopage2126.html)

ENCL 1

http://www.dtic.mil/whs/directives/infomgt/forms/forminfo/forminfopage2126.html

DD 1149 – Requisition and Invoice/Shipping Document

(http://www.dtic.mil/whs/directives/infomgt/forms/eforms/dd1149.pdf)

ENCL 2

http://www.dtic.mil/whs/directives/infomgt/forms/eforms/dd1149.pdf

DA 2062 – Hand Receipt/Annex Number

(http://www.apd.army.mil/pub/eforms/pdf/a2062.pdf)

ENCL 3

http://www.apd.army.mil/pub/eforms/pdf/a2062.pdf

Optional Form 7 – Property Pass

(https://medinah.sed.apg.army.mil/PIM/SSO/images/OF7.pdf)

ENCL 4

https://medinah.sed.apg.army.mil/PIM/SSO/images/OF7.pdf

DA 3161 – Request for Issue or Turn-In

(http://www.apd.army.mil/pub/eforms/pdf/a3161.pdf)

ENCL 5

http://www.apd.army.mil/pub/eforms/pdf/a3161.pdf

DA 2765-1 – Turn-In Card

(http://www.apd.army.mil/pub/eforms/pureedge/a2765_1.xfdl)

ENCL 6

http://www.apd.army.mil/pub/eforms/pureedge/a2765_1.xfdl

CERTIFICATION OF HARD DRIVE DISPOSITION

CPU Serial Number

Bar Code

Make and Model

MHZ

External Hard Drive Serial Number

PLEASE CHECK ONLY ONE BOX:

Hard Drive(s) has/have been sanitized Date

Sanitization Software used ______________________

Hard Drive(s) has/have been removed Date

Other (Explain)

Print Name, Rank/Grade and Phone Number

SEC Security Bldg.

Activity Name and Location

Signature and Date

ENCL 7