New Science and Management Resources, Inc. PROPERTY … · 2019. 11. 1. · SMR Property Management Plan Patrick AFB . Initial, 1 November 2019 . Science and Management Resources,

SMR

Property Management Plan Patrick AFB

Initial, 1 November 2019

Science and Management Resources, Inc.

PROPERTY MANAGEMENT PLAN (CDRL A005)

Air Force Enterprise Contracted Precision Measurement Equipment Laboratories Services

Patrick AFB

CONTRACT # FA489019D1004 TO # FA489019FA071

INITIAL

November 1, 2019

Submitted to: Submitted by: HQ ACC AMIC/PMSP Science and Management Resources, Inc 11817 Cannon Blvd, Suite 306 2801 E. Olive Road Newport News, VA 23606 Pensacola, FL 32514

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The Property Management Plan is accessible through internal controlled distribution. The Program Manager is responsible for ensuring that effective Property Management are developed, implemented, and maintained at each operating location under the AFEC PMEL Services contract.

President’s Statement: “I hereby indicate that the Property Management Plan will be implemented as approved and take personal responsibility for its implementation.”

Approved and Signed by: 10/30/2019

X Donald R RobertsonDonald R RobertsonPresidentSigned by: ROBERTSON.DONALD.R.1213661660

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Key Points of Contact:

Primary Property Management Coordinator: Brian MacDonald Alternate Property Management Coordinator: Peter Newlun

Office Title Phone Number

Wing Safety 321-494-2114

HazMart 321-494-9663

Squadron Safety POC 321-494-2222

CE Trouble Call Desk 321-494-2778

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REVISION HISTORY

Rev Description of Changes Author Effective Date

n/a

Initial

D. Robertson

1 Nov 19

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Preface

This plan provides Science and Management Resources, Inc. (SMR) property control policies and procedures to ensure the proper control and protection of PMEL facilities, Government-Furnished Equipment (GFE), Property (GFP) and Material (GFM), and contractor-acquired property in support of AFEC contract FA489019D1004. The purpose of this instruction is to provide an overview of primary property control requirements and to outline preventive procedures to maintain, operate, and safeguard all Precision Measurement Equipment Laboratory (PMEL) systems, equipment, supplies, and real property in the best possible condition, in constant readiness, and in the absolute minimum quantities necessary to accomplish assigned tasks.

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Table of Contents 1. PROPERTY CONTROL PROCEDURES

1.1. Responsibilities 1

1.1.1. Program Manager 1

1.1.2. Facility Manager 1

1.1.3. Equipment Custodian 1

1.1.4. Information Technology (IT) Equipment Custodian 2

1.1.5. PMEL personnel 2

2. OVERVIEW 2

2.1. Facility Manager 2 2.2. Property Control 2

2.3. Tool Control 3 3. FACILITY (REAL PROPERTY) CONTROL PROCEDURES

3.1. Facility (Real Property) Control 3

3.1.1. Facility Management 3

3.1.2. Facility Environmental Control System (ECS) Management 4

3.1.3. Facility Maintenance 5

3.1.4. Facility Key and Lock Control 5

3.1.5. Facility Energy Conservation 6

3.1.6. Facility Security 6

3.1.7. Facility Inspection 7

3.1.8. Initial and Refresher Facility Custodian/Management Training 7

3.2. Property (Personal Property) Control Procedure 7

3.2.1. Acquisition 7

3.2.2. Receiving 8

3.2.3. Identification and Control 9

3.2.4. Records 12

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Table of Contents (Continued)

3.2.5. Movement, Loan or Transfer 13

3.2.6. Storage/Security 13

3.2.7. Physical Inventory Performance 13

3.2.8. Reports 14

3.2.9. Consumption 14

3.2.10. Utilization 14

3.2.11. Maintenance 14

3.2.12. Subcontractor Control 15

3.2.13. Disposition (Disclosure of Excess) 15

3.2.14. Contract Property Close Out 15

3.2.15. Initial/Refresher Property Control Training 16

3.3. Information Technology (IT) Equipment Control Procedure 16

3.4. Consolidate Took Kit (CTK) and Tool Control Procedure 17

3.4.1. CTK Accountability and Control 17

3.4.2. CTK Inventory 17

3.4.3. Missing or Damaged Tools 18

List of Tables

3.2 Property Control Classifications ...............................................................................10

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Initial, 1 November 2019 1

1.0 PROPERTY CONTROL PROCEDURES

Science and Management Resources, Inc. provides property control policies and procedures to ensure the proper control and protection of PMEL facilities, Government-Furnished Equipment (GFE), Property (GFP) and Material (GFM), and contractor-acquired property in support of AFEC contract FA489019D1004. The purpose of this instruction is to provide an overview of primary property control requirements and to outline preventive procedures to maintain, operate, and safeguard all Precision Measurement Equipment Laboratory (PMEL) systems, equipment, supplies, and real property in the best possible condition, in constant readiness, and in the absolute minimum quantities necessary to accomplish assigned tasks. 1.1 Responsibilities

This section outlines the general property control responsibilities of PMEL personnel as follows:

1.1.1 Program Manager

The President/Program Manager is responsible for planning, implementing, monitoring, and enforcing all appropriate facility management and property control policies/procedures in conformance with all applicable USAF requirements, the AFEC PMEL contract Statement of Work (SOW), and this operating instruction. The Program Manager shall appoint primary and alternate PMEL Facility Managers (FM) in writing; a copy of the appointment document shall be provided to the base civil engineer. The Program Manager shall appoint primary and alternate PMEL Equipment Custodians (ECs) in writing. The Program Manager shall appoint primary and alternate PMEL IT Asset Equipment Custodians in writing. The Program Manager shall ensure that all personnel are properly trained. The Program Manager is ultimately responsible to ensure all actions of this instruction are accomplished.

1.1.2 Facility Manager (FM)

The FM shall implement procedures and comply with existing requirements to ensure that government furnished facilities are properly controlled, maintained, and provide the appropriate degree of security as required by local conditions. Primary functions of the position include facility management, maintenance, security, key control, energy conservation, and inspection IAW contract, applicable USAF requirements and this instruction.

1.1.3 Equipment Custodian (EC)

The EC, synonymous with the term Property Custodian, is ultimately responsible for the proper allocation, control, maintenance, utilization, and protection of property in their possession. Primary functions of the position are planning and forecasting requirements to meet mission goals, preparing and forwarding materiel requests to the proper agency or individuals, signing custody receipts or listings for property charged to their account, reporting losses or irregularities

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relating to property to PMEL management, and taking action to reconcile and correct property records. The EC provides evidence of responsibility for management of government property by properly documenting and itemizing physical inventories taken at required intervals, maintaining a copy of each document or computer record that confirms acquisition or movement of property, and maintaining certificates of transfer between responsible/accountable personnel IAW contract requirements; FAR Part 52-245-1; AFMAN 23- 122; AFI23-101, USAF Supply Manual; and this instruction.

1.1.4 Information Technology (IT) Asset Equipment Custodian (EC)

The IT EC is ultimately responsible for the proper allocation, control, use, and safeguarding of all accountable IT property. Primary functions of the position are planning and forecasting requirements to meet PMEL requirements, preparing and forwarding materiel requests to the proper agency or individuals, signing custody receipts or listings for property charged to their organization, inventory and accounting for all assigned IT assets, reporting losses or irregularities relating to property to PMEL management, and taking action to reconcile and correct IT property records IAW contract requirements; AFI 33-112, Information Technology Hardware Asset Management; applicable USAF requirements; and this instruction.

1.1.5 PMEL Personnel

The procedures outlined in this instruction represent the minimum requirements for the receipt, consumption, control, maintenance, preservation, and security of PMEL facilities and government-furnished property. All assigned individuals shall comply with the applicable requirements of this instruction.

2.0 OVERVIEW

This section provides a brief description of the subject programs as follows:

2.1 Facility Management

Facility management includes the utilization, maintenance, preservation, and security of all government-furnished real property. The objective is to maintain PMEL facilities in the best possible condition and to effectively utilize real property resources to ensure maximum support of mission requirements.

2.2 Property Control

Property control includes functions involving the receipt, consumption, control, maintenance, preservation, and security of all government-furnished and company-owned property. The objective is to operate and maintain systems, equipment, and materials in the best possible condition, in constant readiness, and in the absolute minimum quantities necessary to accomplish assigned tasks. Science and Management Resources, Inc. ’s philosophy regarding control of GFE, GFP, and GFM, encompasses the full spectrum of activities commencing with proper acquisition procedures for procurement of an item through final disposition of the item; therefore, references

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regarding “Control of Government Property” include property management, acquisition, receiving, identification, records, movement, storage, physical inventory, reports, consumption, utilization, maintenance, sub-contractor control, disposition, and contract property close out. Property and equipment are broken down into two subcategories: real property and personal property. Real Property is land and real estate. Personal property consists of various equipment and operational assets. IT equipment, tools, and vehicles are also categorized as personal property, although they are managed under separate programs.

2.3 Tool Control

The objective of the Science and Management Resources, Inc.’s tool accountability, control, and inventory program is to prevent foreign-object damage (FOD) and to realize long-term cost benefits associated with improved inventory control and accountability. An additional function of this program is to eliminate the use of damaged tools and the proliferation of duplicate, excess, or infrequently used tools. The primary focal point of this program is the individual tool user; however, it is necessary to have support, training, and constant emphasis from all levels of management. This program also serves to support the control of sensitive items and the salvage of precious metals in accordance with DoD 4160.21, Defense Materiel Disposition Manual. This program is applicable to all Science and Management Resources, Inc. managed Precision Measurement Equipment Laboratories (PMELs) governed by the referenced contract.

3.0 FACILITY (REAL PROPERTY) CONTROL

3.1 Facility (Real Property) Control Procedures

The PMEL Facility Manager (FM) shall perform the primary functions and general procedures for PMEL facility management and maintenance as follows:

3.1.1 Facility Management

Ensure all PMEL facility users/occupants are aware of their FM point(s) of contact for all matters pertaining to facility Base Civil Engineer (BCE) squadron support. The PMEL FM is responsible for: ensuring that the tenants in their assigned facility are informed of all planned utility outages; briefing the facility occupants on their collective responsibility for the care and protection of the property; and ensuring users do not alter, move or remove any water, heating, lighting, ventilation, air conditioning, plumbing and related fixtures, or other real property installed equipment without BCE approval. The PMEL FM shall: Identify facility maintenance/repair requirements to the BCE squadron. Submit routine facility work requests through the host BCE to correct deficiencies. An AF Form 332, Base Civil Engineer Work Request, is used to request routine maintenance and repair work to preserve or restore an existing facility such as repainting, replacing floor tile, or light fixtures, etc., or to request new construction work including an entire new building, or modifying, addition to, or otherwise altering the existing facility. All self-help projects identified on an AF Form 332 must be approved prior to accomplishing the work.

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Report emergency or urgent work to BCE customer service call section immediately. An emergency condition is detrimental to the overall mission and always includes, but is not limited to, failure of any utility, fire protection, environmental control or security alarm system.

Report facility deficiencies that could impact contract requirements through the PMEL Manager to the Strategic Sourcing Office (SSO).

Verify that the facility grounding system is inspected and documented as outlined in TO 00-20-14 Section 8, and AFI 32-1065. Submit a written request to the BCE to have the facility ground inspection accomplished.

Develop and maintain facility custodial records that include, but are not limited to:

• A Facility Trouble Call Log that chronologically lists all BCE work requests, date

discovered, date and time reported, CE work order number, brief description of the problem, and date completed.

• Copies of active AF Form 332, Base Civil Engineer Work Request(s).

• Facility layout plans, floor plans, blueprints, drawings, etc. as provided by the

Government.

3.1.2 Facility Environmental Control System (ECS) Management

The PMEL FM or PMEL Manager appointed designee shall perform the following functions in support of effective PMEL ECS operation:

• Monitor and assess the adequacy of the facility environmental system.

• Ensure that temperature and humidity recording devices are located IAW TO 00-20-

14; Section 8.

• Maintain environmental ECS temperature and humidity recording devices as required.

• Maintain PMEL environmental data, logs, and charts since the last AFMETCAL

certification evaluation. Upload, at least monthly, the electronic environmental data provided by the temperature and humidity recording devices to a location specified by the SSO. Minimum information provided will detail the specific outage times as well as a cumulative record of temperature and humidity out of tolerance conditions.

• Notify the BCE Service Call desk when the facility Environmental Control System (ECS)

fails or has caused an out-of-tolerance condition as defined in TO 00-20-14, Section 8. Notification shall be within 1 hour of an out-of-tolerance indication on any environmental recording device. If the ECS failure or out-of-tolerance condition occurs during non-duty hours, notification shall be not later than 0830 the next duty day.

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3.1.3 Facility Maintenance

PMEL facilities shall be maintained in a clean, safe, and sanitary condition IAW TO 00-20-14 and contract requirements. At a minimum, the PMEL FM shall ensure that the following actions are accomplished:

• Maintain optimum cleanliness in the calibration area of the PMEL.

• Remove trash from all the work areas, inventory all toolboxes, store all flammables in an

approved flammable storage container and ensure the area is left in an orderly manner at the end of the duty day.

• Clean floors as necessary to remove visible dirt or dust.

• Clean and stock restrooms as required.

• Clean around facility entrances, exits, and sidewalks to maintain a neat and clean facility

appearance always. Cleaning includes removing debris and cigarette butts from the area and removing snow and ice from sidewalks and entryways adjacent to the facility.

• Ensure good housekeeping standards are maintained both inside and outside the facility.

3.1.4 Facility Key/Lock Control

The PMEL FC shall initially accept keys to all facility locks and lockable spaces assigned for PMEL use or responsibility. Enough keys shall be obtained from the Government for issue to designated personnel; a minimum of two keys shall be initially obtained and subsequently maintained for each facility lock. The PMEL FM shall:

• Comply with all PMEL contract key-control requirements.

• Ensure that keys are not duplicated or released to unauthorized personnel; this applies to

Government-furnished and any company-provided keys.

• Maintain positive/proper facility key control. Maintain spare keys in a secure lock box or safe and suitably identify them. Retain custody of at least one key for each secured space. Establish and maintain a key log/register for all facility keys identifying the applicable lock and total quantity of keys maintained for each lock.

• Maintain a sign in/out log for all keys issued on a temporary and/or sub-custody basis to

authorized personnel. Ensure that keys are only issued to personnel with a valid need for them; such individuals shall sign for keys using the signature log sheet. Ensure that personnel being issued keys are briefed that keys shall not be duplicated. Ensure that all PMEL employees are briefed on key control procedures as part of new hire orientation training and during recurring security training events. Reclaim keys from personnel upon reassignment or resignation/termination.

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• Perform a visual inventory of all facility keys at least annually to ensure that they have not

been lost or misplaced; annotate the key log/register to document this inspection.

• Ensure that each key holder understands that they are responsible for immediately reporting any incident of lost or misplaced facility keys to the PMEL Manager; the PMEL Manager shall go through the Science and Management Resources, Inc. Program Management Office (PMO) to notify the SSO/CO of all such incidents. Ensure that locked areas where keys have been lost shall are not left unattended until the lock has been changed, or the area otherwise physically secured. In the event a master key is lost, ensure that all areas that the master key unlocks are not left unattended until all affected locks have been re-keyed, or the area otherwise secured.

• Employees will not unlock or open areas to permit entrance of persons other than company

employees engaged in the performance of assigned duties or government personnel on official business (Civil Engineering performing work on facilities, fire department inspections, or other similar events).

• Ensure that lock combinations for security containers are strictly controlled and only issued to

employees with a need to frequently access the container. Ensure that all such authorized individuals are identified and annotated on Standard Form 700. The PMEL Manager shall ensure that combinations are changed when personnel authorized access resign, are reassigned, or are terminated; or annually, whichever comes first. Should compromise of a combination be suspected, an inventory of all contents shall be promptly performed and the combination changed immediately.

3.1.5 Facility Energy Conservation

The FM is responsible for energy management and conversation within their facility. Reducing the amount of energy used by a facility saves valuable tax dollars and resources. Ensure all energy-conservation practices are complied with. Implement energy saving programs, policies, and practices within their assigned facility. Ensure windows and doors are closed when the HVAC system is in use. Turn off unnecessary lights; ensure exterior lights are off during daylight hours.

3.1.6 Facility Security

Science and Management Resources, Inc. ’s PMEL Managers are ultimately responsible for the security of all assigned GFF. The PMEL Manager shall:

• Ensure that all PMEL personnel are aware of building security requirements. Ensure

compliance with all facility security requirements.

• Establish and maintain liaison with the squadron security manager and base security forces.

• Inspect all buildings, facilities, and containers to ensure compliance with physical security requirements.

• Ensure facility is secured at the end of each work period.

• Ensure keys are controlled through a log and hand receipt system (see Key Control above).

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• Perform random, periodic tours of the facilities and buildings at the end of each workday

to ensure that proper physical security measures have been implemented.

3.1.7 Facility Inspections

The FM is responsible for conducting an initial facility(s) inspection upon initial appointment and before accepting a facility previously assigned to another organization; accompanying Civil Engineering personnel during facility inspections; accompanying the Fire Inspector during scheduled fire prevention inspections; and conducting ongoing/routine facility inspections as follows: Ensure all lighting systems are operational. Failed lamps or bulbs safely reachable from a 6 foot ladder are PMEL responsibility. If lights or fixtures are higher than 10 feet, BCE will provide the service.

3.1.8 Initial/Refresher Facility Custodian/Management Training

Local FC/FM course. During periodic refresher training, all applicable PMEL personnel shall review the contents of this instruction and any other relevant documentation as deemed necessary by the PMEL Manager.

3.2 Property (Personal Property) Control Procedures

The PMEL Equipment Custodian (EC), synonymous with the title Property Custodian (PC), or PMEL Manager-appointed designee shall maintain effective PMEL property control and custodial protection of all Government and company-owned assets IAW FAR Part 52-245. AFI23-101 provides procedures on appointing equipment custodians, setting up the proper accounts, ordering, and maintaining equipment items. The PMEL EC shall perform the primary functions and general procedures for PMEL property control as follows:

3.2.1 Acquisition

Acquisition of PMEL property begins with identification of operational requirements, existing equipment/property authorizations, and mission requirements. AFMAN23-122, Chapter 2 and 5 provides a categorization of equipment assets and describes the acquisition process. PMEL equipment/property resources shall be acquired as follows:

• Utilize the appropriate USAF Allowance Standard(s) (AS) and Allowance Source Code(s)

(ASC) to identify all equipment assets authorized for the assigned PMEL. Continually review equipment items needed for mission accomplishment. PMEL ECs shall research and prepare documents for gaining authorizations and ordering equipment items. Equipment custodians shall request equipment and tools using AF IMT 601, Equipment Action Request, or AF IMT 2005, Issue Turn-In Request. The CA/CRL lists all authorized and in-use equipment for each account. Check the appropriate AS for authorizations and verify that the correct standard routing designator (SRD) codes are loaded. Ensure compliance with capitalized equipment procedures IAW AFMAN23-122.

• Prepare and forward requests using the Air Force Equipment Management System (AFEMS)

for authorization and allowance changes and other property transactions subject to Equipment Authorized In-Use Detail (EAID) management.

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• Utilize the Standard Base Supply System (SBSS) IAW AFMAN23-122 USAF Supply Manual to identify, submit, and control equipment, parts, and supply requisitions as necessary for PMEL operations. Maintain a physical and electronic log of all open/closed Work Orders using the PMEL Automated Management System (PAMS) database. Ensure that items and quantities are reasonable, contractually authorized, and based on firm requirements. Validate SBSS and local purchase (LP) requirements against PAMS listing. Ordering practices should be economically sound and monitored until assets are received.

• Account for Property Listed on the CA/CRL (R14). When an item is issued or turned- in, the

Supply system automatically posts the transaction and generates a Daily Document Register. Supply sends the property custodian a copy of the Daily Document Register to notify them that their account has been updated. However, the system does not automatically produce a new CA/CRL. A new CA/CRL is only generated if the property custodian requests an updated copy, if there is a change in custodian, or when the annual inventory takes place.

• Obtain prior authorization from the SSO for new non-EAID items and tools if contract

funding is required. SSO approval is required for an order to be considered a reimbursable expense; this expense would include General and Administrative (G&A) but be exclusive of fee (referring to straight profit). Requests for new authorizations shall only be submitted if they are advantageous to the government.

3.2.2 Receiving

When property is received, the responsible PMEL personnel should inspect the property and compare it to the receiving document to ensure it matches what has been ordered before accepting the delivery. Items shall be inspected for any discrepancies related to transit impact. The property should be inspected to ensure it is in good condition and is the make and model ordered (or a suitable replacement product of equal or greater value). The quantity delivered should also be the same as the quantity on the receipt document. The following actions shall be taken upon receipt of a damaged, incomplete, or unanticipated order/shipment:

• If there is a problem with the order, the custodian should annotate the discrepancies on the

receiving document. If the Government Purchase Card was used, the PMEL EC should immediately notify the vendor of the problem. If a Form 9 was used to purchase the property, the PMEL EC should contact base contracting and ask them to contact the vendor. All receiving documents indicating a discrepancy should be separately maintained and follow-up taken until resolution. Occasionally, the vendor will not be able to fill an order completely. Upon delivery, the PMEL EC should identify what is missing from the original order on any certificate of acceptance made and on any file copies the custodian is maintaining. If the reason for partial shipment is not provided upon delivery, the PMEL EC should contact the vendor (for Government Purchase Card purchases) or ask base contracting (for AF Form 9 purchases) to contact the vendor for a status report. The PMEL EC should validate that the order is eventually completed, rescinded, or amended and file the final documents in the property file.

• If PMEL Test, Measurement, and Diagnostic Equipment (TMDE) is found to have

deficiencies related to transportation handling, the PMEL EC shall prepare a draft Deficiency Report (DR) IAW TO 00-35D-54 and tag the exhibit with a completed DD Form 1575 and DD Form 2332. The affected TMDE and DR documents may then be submitted to the appropriate local DR office for action. If customer TMDE is found to have deficiencies related to transportation handling, the discoverer of the deficiency shall prepare a draft DR

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IAW TO 00-35D-54 and tag the exhibit with a completed DD Form 1575 and DD Form 2332; the affected TMDE and DR documents will be returned to the owning organization who will in turn submit the report.

• When government property is found to be in the possession or control of Science and

Management Resources, Inc. ’s PMEL personnel but was not provided for, under this contract, notify the SSO; the notification will include all known circumstances, including the data pertaining to its receipt, and all necessary actions required to relieve Science and Management Resources, Inc. of property responsibility IAW AFMAN23-122, AF Material Management Procedures.

3.2.3 Identification and Control

Government and contractor owned PMEL equipment/property is identified and controlled according to the classifications detailed in Table 3.2. Where government inventories do not exist, Science and Management Resources, Inc. has developed inventory formats to be used. Master inventories shall be maintained by the PMEL EC and shall be made available for government inspection at any time. In certain instances (i.e. tools), working copies of the inventories may be used daily; however, the master copy shall serve as the official record. Some items may be also managed under other programs (i.e. hazardous materials, precious metals) and shall comply with all applicable requirements. The PMEL EC is responsible for the proper control of all GFP including the following specific functions:

• Ensure all GFP is readily identified per contractual requirements and complete, current

records enough to support an audit of all transactions are maintained and safeguarded from tampering or destruction.

• Ensure a system is employed to facilitate the location of any item of GFP within a

reasonable period.

• Ensure appropriate financial accounting of all applicable GFP.

• Ensure periodic inventories are accomplished for all applicable GFP in accordance with the contract and applicable regulatory requirements.

• Ensure that GFP is only used for the purposes authorized in the contract.

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Table 3.2. Property Control Classifications.

Property Classification Narrative Definition Control Tool(s) Equipment Authorization Inventory Data (EAID)

These equipment items, typically designated as Equipment Management Code (EMC) 2, 3, 4, and 5, require formal supply property accountability and must be reflected on the relative R14 Custodian Authorization/Custody Receipt List (CA/CRL) IAW AFMAN23-122.

USAF R14 CA/CRL and associated labels

Non-EAID These equipment items, typically designated as EMC NF1 or XB3, do not require formal supply property accountability. Normally, these assets do not appear on the CA/CRL. However, Non-EAID assets with an initial cost of over $250 shall be recorded and controlled on a Science and Management Resources, Inc. ’s Non- EAID spreadsheet as defined in the “inventory” portion of this

Science and Management Resources, Inc. ’s PMEL Non-EAID listing/spreadsheet and associated labels

Automated Data Processing Equipment (ADPE)/Information Technology (IT) Equipment

A comprehensive and current reference list identifying Information Technology (IT) hardware assets that must be accounted for in the Asset Inventory Management (AIM) system is posted and maintained on the Air Force Portal (https://www.my.af.mil) under the Enterprise IT Initiatives section.

USAF AFEMS AIM control system listing and associated labels

Furnishings PMEL furnishings include USAF R15 or administrative/office furniture, laboratory benches

and cabinets, seating, tables, appliances, and other items that have an initial cost of over $250. Local policy may

SMR’s PMEL Furnishings listing/spreadsheet and associated labels

require that some items be included on a R15 Organizational Visibility List.

Bench Stock PMEL Mangers determine the need for and the contents of their bench stock. Examples of bench stock items include: nuts, bolts, cotter keys, washers, resistors, capacitors, light bulbs, sealants and batteries. If used, bench stocks shall be established, maintained, and reviewed IAW AFMAN23-122.

USAF Supply System Bench Stock control system listing and associated labels

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Table 3.2. Property Control Classifications.

Property Classification Narrative Definition Control Tool(s) Operating Stock Includes connector dust covers, adapters, cables,

hoses, hydraulic line caps/plugs, and similar items that are normally recovered after use and re- used. Monitor operating stock to prevent it from becoming excessive or outdated. Identify, tag, and turn in items with no forecasted use IAW AFMAN23-122. Clearly identify items as “Operating Stock” and label their primary locations with noun, national stock number or part number (if applicable), unit of issue, and shelf-life, if applicable.

Science and Management Resources, Inc. ’s PMEL Operating Stock listing/spreadsheet and associated labels

Shop Stock Includes gas cylinders, random length bar stock, sheet metal, plastic, fabric, electrical wire, and similar items not normally included in bench stocks. Maintain shop stock for day-to-day operations. Monitor shop stock to prevent materials from becoming excessive or outdated. Clearly identify materials as “Shop Stock” and label them or their primary locations with noun, national stock number or part number, unit of issue, and shelf-life, if applicable.

Science and Management Resources, Inc. ’s PMEL Shop Stock listing/spreadsheet and associated labels

Work-Order Residue Includes expendable bit/piece items left over from maintenance work orders or bench stock deletions. Ensure excesses are consolidated for turn-in to the Logistics Readiness Squadron (LRS) at least annually. Clearly identify items as “Work Order Residue” and label them with noun, national stock number or part number, unit of issue, and shelf-life, if applicable.

Science and Management Resources, Inc. ’s PMEL Work- Order Residue listing/spreadsheet and associated labels (if applicable)

Tools All devices used to perform or facilitate manual or mechanical/electro- mechanical PMEL work are classified and controlled as tools. All items traditionally included in a Consolidated Took Kit (CTK) shall be controlled and monitored daily.

Science and Management Resources, Inc. ’s PMEL CTK/Tool listing/spreadsheet

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Test Fixtures Test fixtures/break-out boxes specifically fabricated or purchased for repair or calibration of the associated TMDE. Test Fixtures are managed IAW TO 00-20-14 paragraph 3.10.2.v.

Science and Management Resources, Inc. ’s PMEL Test Fixture listing/spreadsheet and associated labels

Contractor Purchased Equipment (IUID/VII Requirements)

Material managed through SBSS, such as EAID equipment on a Customer Authorization/Custody Receipt Listing (CA/CRL), is not subject to IUID/VII requirements under this contract. This clause applies only to contractor acquired property.

Ensure newly purchased equipment and repairables meet the UID requirement IAW DFARS clause 252.211- 7003

Science and Management Resources, Inc. ’s Property

All equipment/property purchased and owned by Science and Management Resources, Inc. and tracked in the Science and Management Resources, Inc. ’s Property Inventory

Science and Management Resources, Inc. ’s PMEL/PMO Property Inventory listing/spreadsheet and

3.2.4 Records

Maintain an EC file IAW AFMAN23-122, Chapter 5, Section 5.4.17. The section describes how to maintain the custodian file and list the forms and management products that are required to be maintained in the file. In addition, this section describes stock number relationships regarding the issue of an equipment item as a suitable substitute. The PMEL EC maintains this file on each account for which he or she is responsible. Complete records must be maintained for all GFP accountable to the contract, including Government-furnished and contractor-acquired property. As a minimum, records related to the control listings in Table 3.2 shall always be maintained and made accessible to authorized Government personnel. Property records shall enable a complete, current, auditable record of all accountable transactions and shall, unless otherwise approved by the contract Property Administrator, contain the following:

• The nomenclature, model/part number, manufacturer, serial number, and National Stock Number

(if needed for additional item identification tracking and/or disposition).

• Quantity received (or fabricated), issued, and balance-on-hand.

• Unit acquisition cost.

• Unique-item identifier or equivalent (if available and necessary for individual item tracking).

• Unit of issue/measure.

• Accountable contract number or equivalent code designation (if applicable).

• Location.

• Disposition.

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• Posting reference/date of transaction.

• Date placed in service.

Note: Use of a Receipt and Issue System for Government Material. When approved by the contract Property Administrator, the PMEL EC may maintain, in lieu of formal property records, a file of appropriately cross-referenced documents evidencing receipt, issue, and use of material that is issued for immediate consumption.

3.2.5 Movement, Loan, or Transfer

The PMEL EC shall comply with all contract transportation support and property distribution requirements. Coordinate suggested Redistribution Order (RDO) actions with the SSO. GFP shall not be released for loan or transfer without the approval of the SSO. When support requirements would be satisfied through the temporary loan between PMELs, this requirement will be identified to the SSO; the request will contain the expected benefit to the Government that will result from this loan and provide the necessary information for the SSO to evaluate the merits of the request. The primary and preferable method for solving GFP shortages will remain transfer of the item requiring support to a facility that has the required standard, rather than moving the GFP to the site that has the support requirement. Complete documentation supporting the approval of any loan of GFP will be provided to the PMEL EC, placed on file with property records, and be retained for the life of the contract. When using the Traffic Management Office (TMO) to transport GFE, prepare and track all shipment processing and movement IAW AFI 24-203, Preparation and Movement of Air Force Cargo and TO 00-20-14. Ensure GFE shipment using a commercial carrier is traceable. Comply with public law, policy, agreements and AFI 24-203, Preparation and Movement of Air Force Cargo, when processing, handling, and shipping GFE that may include hazardous materials (HAZMAT).

3.2.6 Storage/Security

Property storage areas shall be well maintained, clean, and free of hazards and debris. Science and Management Resources, Inc. personnel shall escort all PMEL visitors when in PMEL work areas and storage locations. Appropriate physical security and safeguards shall be provided for all assets to prevent unauthorized access or removal. When necessary, a classified storage safe shall be maintained IAW contract requirements. Written procedures shall be utilized to prevent unauthorized access to the classified material. Ensure that precious metals recovery containers remain locked when not in use. Maintain Electrostatic Sensitive Devices (ESD) in appropriate protective packaging and identify them with ESD protective labels. Store reusable containers in an orderly manner, ensuring ready access to materials when needed. Periodically check physical controls to ascertain effectiveness.

3.2.7 Physical Inventory (Performance)

Inventories shall be conducted annually for EAID, Custodian Authorization/Custody Receipt Listing (CA/CRL), Non-EAID, ADPE, and CTK (tool) items. All inventory listings shall be generated in an electronic format compatible with Microsoft Office Excel.

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3.2.7.1 Initial Inventory. The PMEL EC, or designated alternate, will conduct an initial inventory of all GFP. Shortages, overages, and damage discovered during the inventory will be immediately reported to the Government Property Administrator through the SSO/CO.

3.2.7.2 Recurring Inventories. Perform subsequent inventories annually (unless otherwise specified in AFMAN23-122, Chapter 5, Section 5G). This involves a physical count of all assets within a given work area and reconciling them with a property book record. In other words, ensure all assets can be traced back to a CA/CRL or other record if the property requires accountability, (i.e. Non-EAID). Ensure that all items are on-hand and serviceable. Assist supply personnel when inventories are performed by LRS. Prepare and forward requests using the AFEMS for authorization and allowance changes and other property transactions subject to EAID management. Perform periodic physical inventories of Non-Equipment Authorized In-Use Detail (Non-EAID) Equipment Authorized In-Use Detail (EAID), Automated Data Processing Equipment (ADPE), tools (including CTKs); conducted spot checks of various bench stock and work residue storage locations. All assets shall be properly identified, tagged, marked and correctly located per database/spreadsheet inventory list. All tags shall be legible and sound inventory practices were followed. All tool kits shall be accounted for and properly identified, tagged, and marked. Each CTK shall have an inventory binder including inventory list, and an inventory completion spreadsheet (showing last completed inventory). Spot check PMEL inventories and focus special attention on items determined to be pilferable.

3.2.8 Reports

The PMEL EC shall utilize and maintain supply reports and reports of discrepancies; loss, damage, destruction, or theft; physical inventory results; audits and self- assessments; corrective actions; and other property related reports as necessary or as directed by the SSO/CO. All reports referenced throughout this instruction shall be prepared, utilized, and maintained to satisfy all contract material management requirements.

3.2.9 Consumption

All consumable type items will be monitored to ensure consumption or usage rates coincide with maintenance workloads. If a formal Bench Stock is maintained, monitor shelf-life and current inventory levels to established minimum and maximum levels IAW AFMAN 23-122 requirements. If abuse is suspected, the discovering individual will inform the PMEL Manager who will thoroughly investigate each incident and report the findings to the Program Manager. The Program Manager and PMEL Manager will take action necessary to prevent further abuse.

3.2.10 Utilization

The PMEL EC shall ensure that Government Property is effectively utilized only for the purposes authorized in the contract. The PMEL EC shall promptly disclose and report Government property in its possession that is excess to contract performance (see Disposition).

3.2.11 Maintenance

The PMEL Manager has the responsibility for the proper care, processing and maintenance of all GFE in each PMEL, and will ensure that all periodic maintenance is performed and documented as required for all applicable GFE and leased or rented equipment. If any government property

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requires special attention or maintenance that is not supported by a documented procedure, a written Science and Management Resources, Inc. policy or procedure will be developed to cover these requirements.

3.2.12 Subcontractor Control

Science and Management Resources, Inc. is responsible for all government property transferred to a subcontractor in support of contract requirements. When required, the PMEL Manager will ensure that all requirements relating to the timely inventory, proper care, and control of government property by Science and Management Resources, Inc. are levied on the subcontractor at the time of transfer. These requirements will remain in effect until the final disposition and return of that property to the government.

3.2.13 Disposition (Disclosure of Excess)

When government provided equipment, property, or materials is/are determined to be in excess of a local PMEL requirement, notify the PMO and all other Science and Management Resources, Inc. AFEC PMELs on this contract by e-mail that the property is available for possible redistribution. If the equipment is an EAID item and required by another PMEL, it will be reported to the SSO for approval of Redistribution Order (RDO) action. If the property is Non-EAID and the SSO approves, it may be shipped to the PMEL that has a requirement. If the EAID or Non-EAID equipment is no longer necessary for fulfillment of contract requirements, the PMO will approve the turn-in request. All necessary turn-in documents will be prepared in accordance with the contract and applicable AF directives. All completed DD Forms 1348() will be maintained in accordance with applicable supply regulations to show traceability of all actions taken involving disposition of equipment and accountability of parts as required (i.e. issue, receipt, turn-in).

Report mishaps and/or damage to government-furnished property to the CO within 24 hours of discovery. Additionally, an investigation of all Government Furnished Property lost, damaged or destroyed will be conducted and a report provided through the PMO to the SSO/CO and Government Property Administrator as soon as the facts are known. The report will contain a complete disclosure of the investigative finding to include federal stock number, part number, date discovered, cost of the item and the contractor’s position concerning liability. The Government Property Administrator may determine company relief from (stewardship) responsibility in the area of reasonable and proper consumption of property in the performance of the contract. This may include reasonable inventory adjustments of material as determined by the Property Administrator or when property is delivered or shipped from the Contractor’s site, under SSO instructions, except when shipment is to a subcontractor or other location of the Contractor. In all other cases, the CO will determine liability. Science and Management Resources, Inc. will cooperate fully and assist Government personnel investigating mishaps involving Government property. Damage to GFP occurring in shipment will be reported to the applicable base TMO.

3.2.14 Contract Property Close Out

PMEL ECs shall comply with all property close-out procedures as defined by the SSO and the PMO during contract transitions to include reporting, investigating and securing closure of all loss, damage, destruction, or theft cases; physically inventorying all property upon termination or completion of this contract; and disposing of items at the time they are determined to be excess to contractual needs.

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3.2.15 Initial/Refresher Property Control Training

Supply Manual Block III training. During periodic refresher training, all applicable PMEL personnel shall review the contents of this instruction and any other relevant documentation as deemed necessary by the PMEL Manager.

3.3 Information Technology (IT) Equipment Control Procedures

The PMEL IT Equipment Custodian (EC) is responsible for all assigned IT hardware assets IAW AFI 23-111, Management of Government Property in Possession of the Air Force, and AFMAN33-153, Information Technology Hardware Asset Management, and shall:

• Perform, at a minimum, an annual physical inventory of all items in the account.

• Ensure all accountable IT assets have AIM-generated standard product (bar code) • labels affixed.

• Obtain approval and coordinate all potential transfers of IT assets between EC • accounts with the applicable Equipment Control Officer (ECO) where practical.

• Report all Found on Base (FOB) IT assets to the applicable ECO and accept

accountability or distribute equipment as directed by that ECO.

• Sign for new equipment received through the ECO.

• Take guidance from the ECO on all shipments, transfers, donations, or turns-ins of excess IT assets.

• Provide appropriate documentation to the applicable ECO to clear the account of equipment

that was shipped to another base/location, transferred to another account, or turned-in to the DRMO.

• Conduct a joint physical inventory (outgoing EC with incoming EC) and reconcile any

missing items, via Report of Survey (ROS) or hand receipt, before reassignment or employment termination (minimum of 30 days prior). Contact the individual to whom the equipment was issued, to verify the equipment’s status.

• Initiate the ROS process according to AFMAN 23-220, concerning any lost,

damaged, or destroyed IT assets.

• Notify the applicable ECO of excess IT assets.

• Receive and secure all IT assets, if not received by the ECO, until proper accountability is established.

• Coordinate with the Information Systems Security Officer (ISSO) to ensure the ISSO • sanitizes hard drives according to the procedures outlined in AFSSI 8580.

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• Participate in initial/refresher IT EC custodian training as required. During periodic refresher training, all applicable PMEL personnel shall review the contents of this instruction and any other relevant documentation as deemed necessary by the PMEL Manager.

3.4 Consolidated Tool Kit (CTK) and Tool Control Procedures

Each site PMEL Manager has the overall responsibility for the security and contents of the CTKs and serviceability of the tools in general; however, each PMEL technician is responsible for proper utilization and should report CTK discrepancies. The additional procedures and precautions outlined in this section, and the references provided, are intended to provide guidance regarding accountability, control, and inventory of tools and tool containers used in the PMEL.

3.4.1 CTK Accountability and Control

A PMEL tool control program shall be implemented to establish procedures for control and security of the Consolidated Tool Kits (CTKs), dispatch kits, and the prevention of foreign object damage caused by lost or missing tools. If possible, tools should be etched, scribed, or stamped with identifying marks signifying their container assignment. Tool containers should also be "shadowed," i.e., the bottom of each drawer is foam lined with an outline of the tool cut out to make it easy to identify missing tools. Personnel removing tools or tool containers from the PMEL must complete an AF Form 1297, an appropriate MAJCOM form, or a locally approved form. Completion of the form will ensure accountability and control of individual tools and tool containers when they leave the PMEL. When tools must be removed from the PMEL to provide an on-site service, a special tool kit will be issued specifically for the purpose. All tools and equipment in this kit will be etched or marked, and a designated PMEL supervisor will inventory this tool kit prior to issuance. No other tools will be removed from the PMEL without authorization from the PMEL Manager or designated representative. Any additional tools that may be needed while on-site will be requested from the organizational maintenance technician operating at the site. Upon completion of the on-site calibration and before leaving the site, the PMEL technician will inventory the tool kit to ensure all tools have been returned to the kit. When more than one Science and Management Resources, Inc. PMEL technician is dispatched to the site, each will request the accompanying maintenance technician to verify that the tool kit is complete. Upon return to the PMEL, the Science and Management Resources, Inc. PMEL technician in conjunction with the PMEL supervisor will inventory the tool kit to account for all tools.

3.4.2 CTK Inventory

A PMEL tool control program shall be implemented to establish procedures for control and security of the Consolidated Tool Kits (CTKs), dispatch kits, and the prevention of foreign object damage caused by lost or missing tools. A secure area shall be provided for all tools, and tools shall be secured when they are not in use. If possible, tools should be etched, scribed, or stamped with identifying marks signifying their container assignment. Tool containers should also be "shadowed," i.e., the bottom of each drawer is foam lined with an outline of the tool cut out to make it easy to identify missing tools. PMELs shall have an inventory of tools assigned to each tool container. A copy of this inventory will be kept with the respective container. Inventories are used to open and close toolboxes to ensure all tools are accounted for as follows:

• A daily inventory will be done on tool containers being used that day. Inventories on seldom

used tool containers will be conducted at time of use. As an extra precaution, tool containers and tools within are completely inventoried/inspected at least once a year for appropriate

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location, markings, condition, cleanliness, and availability. Use TO 32-1-101, Maintenance & Care of Hand Tools as guidance.

• A CTK inventory form will be attached to each tool container and used to document the

completion of the inventory process. Daily inventories include ensuring there are no foreign objects in the tool container. The individual doing the inventory will document the date/time and sign or initial the form. When the form is full, the PMEL Manager or designated representative will file it for at least one year.

3.4.3 Missing or Damaged Tools

If a tool is missing and cannot be readily found by the end of the workday, annotate the missing tool on the AF Form 3126, AF Form 140, or equivalent. If tools are missing over 24 hours, an AF Form 146 (Missing/Removed Tools and Equipment form) will be completed. Inspect any equipment the tool may have been used on since it was accounted for on a previous inventory. Notify the PMEL Manager or Lead Technician if the tool is not found. They will take action to contact base personnel as necessary and/or replace the missing tool. When a tool is discovered damaged, the PMEL Manager or designated representative should be notified as soon as possible. The tool will be replaced or removed and documented using AF Form 146.

New Science and Management Resources, Inc. PROPERTY … · 2019. 11. 1. · SMR Property Management Plan Patrick AFB . Initial, 1 November 2019 . Science and Management Resources,

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