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. Lets spend a few minutes talking about the logistics of such a monumental task as well as the complications that can arise throughout the process. Well use the ten outcomes of Property management as our guide for discussing the particulars.

Presentation Objectives:Discuss Elements of Procedure & Processes for:Authorization & ConsentCAP/GFP Shipments & RiskCAP/GFP Receipts & IdentificationRecordsInventories/Self-AuditsRelief Of StewardshipReportsStorage & UtilizationMaintenanceSubcontract ManagementDisposal/Close-outsIn an OCONUS Environment

Authorization & ConsentContract AgreementsStatement Of Work (SOW)RegulationsFAR ClausesAgency Supplement RegulationsPublications/InstructionsStatutory RequirementsUS Laws, Customs & AgreementsHost Country Local Laws & Customs

CAP/GFP OCONUS Shipments & Risk

US Export Control (Licenses, Agreement, Authorities)Host Country Local Laws & CustomsShipping methodologies/restrictionsRisk MitigationCorruptionEnvironmentSecurity

OCONUS Shipment

OCONUS Shipments

OCONUS Shipment RiskProbabilityCriticalityRisk MitigationReevaluate events and ID new RiskMonitor ActivitiesConsequences

CAP/GFP Receipts & IdentificationReceipt of GFP & CAPMatching types and quantities to shipmentManagement of any discrepancies incident to shipmentRecording of information necessary to meet the record requirements

Identifying GFP & CAP as Government OwnedStamp, tag, mark, or other identification as required

OCONUS Receiving Area

CONUS Receiving Area

RecordsThe 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 RecordProperty 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 StewardshipThe 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 & AuditsCyclic Contract Driven RegulatoryNon-CyclicITAR/Etc.AESHazmatsHost Country Customs

Physical Inventories/AuditsThe 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 includeA 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-ACombined Security Transition Command-AfghanistanOIG Office of Inspector GeneralRSORegional Security OfficerPMRProgram Management ReviewPMIAProperty 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

SPOTPMRCDRLsProperty LossesInventoryOther Agencies

Storage & Utilization

Access/Responsible Personnel Secured Storage FacilitiesSegregation of PropertyDocumented Transactions i.e. receipts, disbursements, consumptions, BOH, etc.Locations

OCONUSStorage & Utilization

OCONUSStorage & Utilization

MaintenancePreventativeAccessResourcesRegularObtainableRepairResources

Subcontract ManagementScopePurpose/Service Level providedOversight CapabilitiesReportingAccountabilitiesClose Out

Disposals & Close-outsProperty LossesObsoletedDisposalsPCARSS/DRMODestructionAbandonmentLocal Government DonationsTransfersSecurity

CONUS Close-Out Inventory

OCONUS Close-Out Inventory

Questions? Please Contact:

Ron C. Lobo, CPPM CF ACADEMI, Government Property Asset Manager (C) 252.384.3312 rlobo@academi.com

*****Has a self audit plan been establishedHow can/should the inventory be conductedAre External Audits performed*