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Understanding Contract Requirements Access to contracts – You cannot properly perform if you do not know what is in the contract!
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Fifty Shades of Property
P. Jacklets, CPPM, CFJuly 31, 2013
Why Fifty Shades of Property?
• NOT “one size fits all”• Understand contract
requirements• Understand interrelationship of
organizations • Resources available to you
Understanding Contract Requirements
• Access to contracts– You cannot properly perform if you
do not know what is in the contract!
Understanding Company Structure
• Who are the “players” in your company?– AND do they know the Property
Org?
Outcomes• Acquisition• Receiving/
Identification• Records• Physical Inventory• Subcontract Control• Reports
• Relief of Stewardship/ Disposition
• Utilization/ Consumption /Movement/ Storage
• Maintenance• Property Closeout
Acquisition• GFP• CAP• Authorized Use• Transfers• Lease
Receiving/Identification• Contract Requirement• Classified vs. Non-classified• Safety• Shelf Life• Marking
Records
• Records systems• Data elements• Ownership of records• Record retention• Internal controls
Physical Inventory• Type of Property• Locations of Property• Value of property• Inventory by Exception• Sampling
Subcontract Control• Procurement Process• Flow down of clauses• Property Furnished to or acquired
by Subcontractor? • Alternate Site?• Risk Assessment
Reports• Contractual• Internal Property Reports• Program Reports• Closeout Reports• System Analysis Reports
Relief of Stewardship/Disposition
• Contract direction; delivered/shipped or transferred
• Consumed or expended• Loss reports processed and
relieved• Inventory adjustments; PCARSS• Abandoned
Utilization / Consumption / Movement / Storage
• Authorized Use• Properly Consumed• Moves documented• Where stored• How stored
Maintenance• Type of Property• Calibration• Preventive Maintenance• Responsible Organization• Assessing Compliance
Property Closeout• Contract Clause: 52.245-1(f)(1)
(x)• Funded or Not?• Follow-on Requirements?• Disposal Process Complete?• All Losses addressed and
closed?• Internal Coordination
Summary
• Many shades of property • Important to understand
requirements• Utilize all resources available to
you
Resources• NPMA website: www.npma.org Members Only –
Resources• NPMA SIG website: http://sigs.npma.org• FAR Part 4.7: Contractor Records Retention• FAR Part 45: Government Property• FAR Clause 52.245-1, Government Property, August
2010• DFARS Clause 252.242-7004, Material Management
and Accounting System; May 2011• DFARS Clause 252.211-7007, Reporting of
Government Furnished Property; Aug 2012• DFARS Clause 252.211-7003, Item Identification
and Valuation; June 2011
Resources• DMCA-INST 124, “Contract Property Management”,
Feb 1, 2013; www.dcma.mil/policy/124• DMCA-INST 131, “Contractor Business Systems”,
Aug 15, 2012; www.dcma.mil/policy/131• DCMA DFARS/PGI:
http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html• AIA:
http://www.aia-aerospace.org/resource_center/resources/property_management_etools/
• ASTM: www.astm.org E53 Committee developed standards