Defense Procurement and Acquisition Policy (DPAP)

Presented by:

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Government Furnished

Property

Process Implementation

Training

Carol Vigna, OSD AT&L DPAPcarol.a.vigna.civ@mail.mil

Pam Rooney, Support to OSD AT&L DPAPwww.dodprocurementtoolbox.com

May 2016

Topics

Policy and Guidance

Planned GFP – The Attachments

Actual GFP – Shipment and Receipt

GFP Reconciliation – The Registry

Service and Contractor Actions

Scorecarding

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Policy and Guidance

PGI 245.103-72 » Directs creation and inclusion of GFP Attachment

FAR 52.245-1» Establishes core GFP requirement

DFARS 252.211-7007» Directs contractors to report receipt of ALL GFP

» Requires updates for serially managed GFP

» 4 other DFARS clauses are required (252.245-7001 – 7004)

Scorecard Memo

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Background on 252.211-7007

Published in August 2012

Replaced a previous version of

252.211-7007 Reporting of

Government-Furnished Equipment

Two public meetings and extensive

public comment

Implementation was phased becoming

fully effective 1 January 2014.4

Basic Requirement

Reporting Government-furnished

property to the IUID Registry.

The Contractor shall report

Government-furnished property

(equipment and material) to the

IUID Registry

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Exceptions

The Contractor does not report to the IUID Registry the

following items:

(1) Contractor-acquired property*

(2) Property under any statutory leasing authority

(3) Property to which the Government has acquired a

lien or title solely because of partial, advance,

progress, or performance-based payments

(4) Intellectual property or software;

(5) Real property

*Once CAP is delivered and accepted by the Government it ceases to be CAP

and if provided on the same or a different contract is GFP and subject to

reporting

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Policy:

Property Clauses in ContractMANDATORY

FAR 52.245-1 Government Property, in all cost type and T&M solicitations and contracts, and in labor hour and fixed-price solicitations and contracts when the Government will provide property.

FAR 52.245-9 Use and Charges, in solicitations and contracts when the clause at 52.245-1 is included.

DFARS 252.245–7001 Tagging, Labeling, and Marking of Government-Furnished Property

DFARS 252.245–7002 Reporting Loss of Government Property

DFARS 252.245-7003 Contractor Property Management System Administration

DFARS252.245–7004 Reporting, Reutilization, and Disposal

DFARS 252.211-7007 Reporting of Government-Furnished Property

PGI

PGI 245.103-72 Directs creation and inclusion of GFP Attachment7

Topics

Policy and Guidance

Planned GFP – The Attachments

Actual GFP – Shipment and Receipt

GFP Reconciliation – The Registry

Service and Contractor Actions

Scorecarding

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The GFP Attachment

Identifies the type and quantity of Government

Property the contractor is allowed to have

Identifies which items of GFP are serially

managed (to support DFARS reporting

requirements)

Establishes the Unit Acquisition Cost that will be

reported by the contractor

Identifies if property is used “as-is”

Transmitted to the Registry as the “planned”

GFP

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This information is required to be provided by DoD

GFP Attachments

Added to solicitations and awards of contracts that may provide Government Furnished Property

Two types of Attachments» Scheduled GFP (items that will be “pushed” to the

contractor

» Requisitioned GFP (items that will be requisitioned by the contractor)- non-reimbursable section items are GFP; reimbursable section

is CAP/CFM

ONE format – “readable” PDF » Can be manually entered (small number of items)

» OR created from Excel conversion (large number of items)

Attached to contract or mod when distributed to EDA

Attachment data automatically transmitted to and captured in IUID Registry

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Find the GFP Attachment templates at:

http://dodprocurementtoolbox.com/site-pages/gfp-attachments

SGFP Attachment

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Required fields and format edits are documented in the “GFP

Attachment Tutorial” on the Toolbox

GFP Attachment Resources

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GFP Attachment Tips

GFP Attachment for large amounts of

GFP should be created by Excel to PDF

conversion available on the Toolbox» Download and Populate the GFP Attachment Excel

» Run the conversion tool to create the PDF

For each 10,000 rows create a new file

with the SAME attachment number

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Topics

Policy and Guidance

Planned GFP – The Attachments

Actual GFP – Shipment and Receipt

GFP Reconciliation – The Registry

Service and Contractor Actions

Scorecarding

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Transactional GFP Reporting

Per DFARS 252.211-7007 Contractors

are compelled to report GFP» Receipt only of non-serially managed GFP

» Receipt, shipment, consumption, disposal, and

transfer of serially managed GFP

Non-serially managed GFP receipt is

via iRAPT only

Serially managed GFP Reporting is

variable

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What Gets Reported

Serially-Managed Non-Serially

Managed

Receipt X X

Delivery or Shipment X *

Consumed or

Expended

X

Disposal X **

Transfer to Another

Contract

X

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*May still be subject to Appendix F

**May still be subject to 252.245-7002 or 252.245-7004

Serially Managed GFP Reporting

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Reporting path varies depending on whether the GFP is UII’d, Serially

Managed but not yet UII’d or Non Serially Managed

Note that to receipt a UII’d GFP item in iRAPT, it must already be in the

Registry

iRAPT supports GFP

iRAPT=Invoice, Receipt, Acceptance, Property Transfer

» Wide Area Workflow (WAWF) is the umbrella suite under which

many enterprise systems fall – EDA, CORT, IUID Registry, My

Invoice, etc

Property Transfers Between:

» DoD to Contractor

» Contractor to DoD

» DoD to DoD (not transmitted to Registry)

» Contractor to Contractor (based on formal contract action)

Shipment of GFP to Contractor should be entered in

iRAPT by DoD

Receipt of GFP by Contractor must be reported

» Non-UII/Non-Serially managed GFP can ONLY be receipted in

iRAPT18

Overview of iRAPT Property Transfers

Property to Contractor from DoD» DoD can and should input the Property Transfer (PT) into

iRAPT to alert contractor of inbound items

» Contractor receipts items in iRAPT- Based on preceding DoD iRAPT PT document

- Unilaterally if no iRAPT PT document was created by DoD

» Custody transfer flows to IUID/GFP Registry and APSR

Property to DoD from Contractor (returned GFP including Reparables)» Contractor inputs PT into iRAPT (via PT or RRR)

» DoD acknowledges receipt of item

» Custody transfer flows to IUID/GFP Registry and APSR

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APSR=Accountable Property System of Record

RRR=Reparable Receiving Report

iRAPTMCAContractor

ReceiverItems received

IUID

Registry

Items received

Email notice

Property

Accountability

GFP From DoD to Contractor

Property Transfer input can be manual web input or system electronic message

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This step must

happen even if

DoD does not

enter the shipment

Contract

w/GFP

GFP Shipment

Notification

Email Notice of

Inbound GFP

MCA – Materiel Control Activity

iRAPT Roles

DoD Roles

» To enter shipment of GFP Property Transfer DoD user must

have “Government Property Shipper” role

» For contractor to return GFP DoD user must have

“Government Property Receiver” role

Contractor Roles

» To receipt GFP, must have “Contractor Property Receiver”

role

» To return GFP, must have “Contractor Property Shipper” role

Email recipient(s) are related to the receiver DoDAAC

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Benefits of using the iRAPT

process for GFP visibility

Early notification of inbound GFP items » Both to Contractors and upon return to DoD

Assurance of receipt» Or the ability to follow up on shipments that are

not overtly received

The only method for Contractors to report non-UII’d/non-serially managed GFP» UII’d GFP can be receipted, returned, and

updated via direct submission to the IUID Registry

Supports FIAR related processes and visibility

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FIAR=Financial Improvement and Audit Readiness

Harmonization of iRAPT and DLMS

DLMS 856S Shipment Transactions from

DoD to Contractor will be copied to iRAPT

DLMS 527R Receipts from Contractors

will be routed to iRAPT and update the

Registry» Satisfies DFARS; No duplicate entry required of

Contractor

DLMS 856S from Contractor to DoD will

be copied to iRAPT and update the

Registry23

DLMS = Defense Logistics Management Standards

WAWF Line Item

View of Property

Transfer for UID’d

and non UID’d items

iRAPT Property Transfer Receipt

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Topics

Policy and Guidance

Planned GFP – The Attachments

Actual GFP – Shipment and Receipt

GFP Reconciliation – The Registry

Service and Contractor Actions

Scorecarding

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Planned and Actual GFP

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PLANNED ACTUAL

IUID Registry

Captures planned GFP from GFP Attachment

Captures custody history of UII’d items throughout their lifecycle» Via iRAPT Property Transfer

» Via Direct Submit (web, XML, Flat File)

Captures non-UII/non-serially managed GFP» Via iRAPT Property Transfer

» Via DLMS transactions

Provides reporting for visibility of GFP in Contract/Contractor custody

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IUID and GFP are not the same. All GFP is reported by

custodial Contractor; some if it MAY have UII

Item Custody for IUID’d Iem

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GFP Custody for Non-Serially

Managed/Non-UID’d Item

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iRAPT & the IUID Registry

Transfer of Property

Contractor Receipt of

GFP

Delivery & Shipment

of Reparables

Government Receipt

iRAPT

Records for UII’d items and

non-UII’d GFP

IUID Registry

Records about a

Component’s Property for

financial reporting

APSRGEX

Electronic capture of valuation and movement to establish Existence and Completeness for Auditability

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GFP Attachment

GFP Data Flow Architecture

Contract Writing

EDA

IUID Registry

iRAPTGFP Property

Transfer

GFP list as XML

Record of property transfer

GFP Receipt & Shipment Notice Property Transfer

PCARSS/ PLT

Property loss or

disposalComponent Accountable

Property Systems

Shipment Notice

Shipment Notice

Contract Deficiency Reports for missing GFP

terms or data

DCMA

BI Reports of GFP Status

DLA

DLA

Note: DPAS Operational

DLA

GFP List(attachment

in fillable PDF - TBD

Industry

DoD (Materiel Control Activities)

DoD Supply System

Receipt

DLA

Operational

Distribution Standard System

(reparable return)

DLA

Incremental deployment Future Capability

Requiring Systems

CDRs

DCMA

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Topics

Policy and Guidance

Planned GFP – The Attachments

Actual GFP – Shipment and Receipt

GFP Reconciliation – The Registry

Service and Contractor Actions

Scorecarding

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DoD Actions

Ensure GFP Clauses are in contract

Ensure GFP Attachment is created and attached to contract

Establish internal process for which organization is responsible for entry of Property Transfers

Enter Property Transfers into iRAPT» Register for Role “Government Property Shipper”

Acknowledge receipt of returned GFP» Registry for Role “Government Property Receiver”

» The contractor can NOT return GFP in iRAPT unless there is a Government Receiver

Establish group email to receive notifications of contractor receipt and of inbound returning GFP

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Contractor Actions

Establish business processes for GFP

receipt

Report Receipt of ALL GFP» Via iRAPT, Registry or DLMS

» Register for role of “Contractor Property Receiver”

in iRAPT

» Ensure only one method for each receipt

Report Return of Serially Managed GFP» Via iRAPT, Registry or DLMS

» Register for role of “Contractor Property Shipper”

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Topics

Policy and Guidance

Planned GFP – The Attachments

Actual GFP – Shipment and Receipt

GFP Reconciliation – The Registry

Service and Contractor Actions

Scorecarding

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Scorecarding

Ginman memo 19 Sept 2014 directs

GFP Clause Compliance scorecard

Calculated quarterly by DPAP

Based on GFP Clause inclusion in

newly awarded cost-type contracts

Memo found here:

http://www.acq.osd.mil/dpap/policy/p

olicyvault/USA005553-14-DPAP.pdf

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GFP FAR Clause 52.245-1 when

Cost Reimbursable

Scorecard Goal

Status Lower Upper

Green 92 100

Yellow 85 < 92

Red 0 < 85

GFP Clause Compliance

*No cost-type contracts during the quarter.

GFP DFARS Required

Clauses (All contracts with

FAR GFP Clause)

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Component2014-

Q12014-

Q22014-

Q32014-

Q42015-

Q12015-

Q22015-

Q32015-

Q42016-

Q1

Air Force 88% 88% 80% 81% 92% 93% 94% 89% 95%

Army 83% 66% 79% 73% 84% 86% 81% 80% 76%

DLA N/A* 50% N/A* N/A* N/A* N/A* N/A* N/A* N/A*

Marine Corps

75% 100% 86% 92% 0% 80% 100% 89% 67%

Navy 83% 72% 76% 62% 86% 71% 78% 69% 84%

ODA 60% 89% 93% 96% 100% 80% 93% 95% 50%

Total 84% 75% 79% 74% 88% 81% 87% 82% 84%

Component2014-Q1

2014-Q2

2014-3Q

2014-Q4

2015-Q1

2015-Q2

2015-Q3

2015-Q4

2016-Q1

Air Force 38% 45% 57% 65% 67% 72% 73% 78% 89%

Army 17% 16% 36% 32% 41% 41% 43% 44% 45%

DLA 66% 33% 0% 13% 67% 0% 87% 95% 99%

Marine Corps

7% 24% 30% 41% 14% 26% 16% 38% 83%

Navy 20% 20% 33% 28% 40% 16% 72% 86% 97%

ODA 19% 17% 48% 45% 54% 37% 58% 51% 55%

Total 24% 23% 39% 38% 45% 21% 69% 77% 93%

Contractor Compliance

DCMA has asserted to DPAP that

they will focus on contractor

compliance with the property

clauses in FY2016.

Will issue corrective action

requests (CAR) when contractual

nonconformances with the

property clauses are identified.

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For more information

http://www.acq.osd.mil/dpap/pdi/gfp/index.html www.dodprocurementtoolbox.com

or

Contact Carol Vigna at carol.a.vigna.civ@mail.mil or 703-697-4373

GFP Policy Training, Procedures,

Tools

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Resources

DoD Procurement Toolbox

(www.dodprocurementtoolbox.com)

» GFP Standard Operating Procedures

» Electronic transaction guide

» Training for contracting professionals

» GFP Attachments

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GFP Attachment Resources

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GFP Attachment Info: http://dodprocurementtoolbox.com/site-pages/gfp-attachments

Attachment Population Tutorial: Information Tab bottom entry

GFP Training

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Training available

on the DoD

Procurement

Toolbox

(http://dodprocurem

enttoolbox.com/site-

pages/gfp-training)

Any Questions?

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Training Certificates

Please send your request to Niki Sollinger:

Niki.Sollinger@us.ibm.com

Please include the date of the webinar and if

you want to be on the GFP Training email

distribution list.

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