Download - Managing Government and Contractor Owned Assets at an OCONUS Location Ron C. Lobo, CPPM CF
Managing Government and
Contractor Owned Assets at an OCONUS
Location
Ron C. Lobo, CPPM CF
Many Contractors must provide a process and methodology for accounting/controlling Government owned Property at various OCONUS sites around the world. Most of these sites are considered austere in nature and can present quite a challenge in managing the property. Let’s spend a few minutes talking about the logistics of such a monumental task as well as the complications that can arise throughout the process. We’ll use the “ten outcomes” of Property management as our guide for discussing the particulars.
Presentation Objectives:•Discuss Elements of Procedure & Processes for:
• Authorization & Consent• CAP/GFP Shipments & Risk• CAP/GFP Receipts & Identification• Records• Inventories/Self-Audits• Relief Of Stewardship• Reports• Storage & Utilization• Maintenance• Subcontract Management• Disposal/Close-outs
In an OCONUS Environment
Authorization & Consent– Contract
• Agreements• Statement Of Work (SOW)
– Regulations• FAR Clauses• Agency Supplement Regulations• Publications/Instructions
– Statutory Requirements• US Laws, Customs & Agreements• Host Country Local Laws & Customs
CAP/GFP OCONUS Shipments & Risk
–US Export Control (Licenses, Agreement, Authorities)–Host Country Local Laws & Customs–Shipping methodologies/restrictions–Risk Mitigation
• Corruption• Environment• Security
OCONUS Shipment
ECO weighs-in on License requirements
ECO weighs-in on License requirements
OCONUS Shipments
Recipient Receives/Verifies Shipment
Risk Identification Risk Impact
Assessment
Risk Tracking
Risk Mitigation
PlanRisk Analysis
OCONUS Shipment Risk
Probability
Criticality
Risk Mitigation
Reevaluate events and ID new Risk
Monitor Activities
Consequences
CAP/GFP Receipts & Identification•Receipt of GFP & CAP
– Matching types and quantities to shipment– Management of any discrepancies incident to
shipment– Recording of information necessary to meet the
record requirements
•Identifying GFP & CAP as Government Owned– Stamp, tag, mark, or other identification as required
OCONUS Receiving Area
CONUS Receiving Area
Records– The Contractor shall have a process to create &
provide reports of discrepancies; LTDD, Physical Inventory results, Audits & Self-Assessments, Corrective Actions, & other property related reports as directed by the Contract and/or Applicable Regulations
– Due to OCONUS environment and conditions Recording Methodologies will vary.
• Manual (Property Books, Excel files, Etc.)• Computerized (Local PC program, WEB Based
application)
Elements of a Record“Property records shall enable a complete, current, auditable record of ALL transactions!”
•The name, part number and description, National Stock Number Unique-item identifier or equivalent (if available and necessary for individual item tracking).•Data elements as necessary and required in accordance with the terms and conditions of the contract.•Quantity received, issued, and BOH.•Unit acquisition cost/UOM/Location/Disposition.•Contract number or equivalent code designation.
•Posting reference and date of transaction.
Records
Relief Of Stewardship•The Contractor shall have a process to enable the prompt recognition, investigation, disclosure and reporting of loss of Government property, including losses that occur at subcontractor or alternate site locations.
•Date of incident (if known).•A statement indicating current or future need.•Estimated repair or replacement costs.•All known interests in commingled material of which includes Government material.•Cause and corrective action taken or to be taken to prevent recurrence and last known location.
Relief Of Stewardship
Relief Of Stewardship
• Physical Inventories & Audits– Cyclic
• Contract Driven • Regulatory
– Non-Cyclic• ITAR/Etc.• AES• Hazmats• Host Country Customs
Physical Inventories/Audits•The FAR said…..
– The Contractor shall periodically perform, record, and disclose physical inventory results. A final physical inventory shall be performed upon contract completion or termination.
•A SOP should include…………– A process for physically locating and counting Government
property and comparing it to records of such property, including the posting of findings and adjustments and the reporting of adjustments to the Customer. Outcomes should demonstrate processes that periodically perform, record, and disclose physical inventory results. Physical inventories can be performed upon contract completion, termination or “as specified in a contract.”
CSTC-A Combined Security Transition Command-AfghanistanOIG Office of Inspector GeneralRSO Regional Security OfficerPMR Program Management ReviewPMIA Property Management Internal Audit
Reports
Contractual & Regulatory
•The preparation and submission of reports reflecting the status of Government property as required by contract or regulation.
Reports
– SPOT– PMR– CDRLs– Property Losses– Inventory– Other Agencies
Storage & Utilization
• Access/Responsible Personnel • Secured Storage Facilities• Segregation of Property• Documented Transactions i.e. receipts,
disbursements, consumptions, BOH, etc.• Locations
OCONUSStorage & Utilization
OCONUSStorage & Utilization
Maintenance•Preventative
– Access– Resources
•Regular– Obtainable
•Repair– Resources
Subcontract Management•Scope•Purpose/Service Level provided•Oversight Capabilities•Reporting•Accountabilities•Close Out
• Disposals & Close-outs– Property Losses– Obsoleted– Disposals
• PCARSS/DRMO• Destruction• Abandonment• Local Government Donations
– Transfers– Security
CONUS Close-Out Inventory
OCONUS Close-Out Inventory
Questions? Please Contact:
Ron C. Lobo, CPPM CFACADEMI, Government Property Asset
Manager(C) 252.384.3312