Instructions For Populating GFP Attachments

Transcription

1 Instructions For Populating GFP Attachments August 2014 The two attachments for GFP serve multiple purposes in the contract. They document the agreement between the Government and the contractor on what property the Government will furnish to the contractor for the performance of the contract, they identify what property the contractor is authorized to requisition from the supply system and whether the Government or contractor pays for that requisitioned property, they establish which items of property are serially managed for the clause and they identify which items are subject to the requirements of DFARS clause As identified in PGI the two GFP attachment formats are: The Requisitioned Government-furnished property. This format is a listing of Government Property to be authorized for contractor requisition from DoD supply sources in accordance with the clause at FAR The fillable PDF format for this attachment is available at PGI (b). The Scheduled Government-furnished property. This format is a listing of the Government property to be provided, including when major end items are being provided under a modification or upgrade contract; or when reparables are being provided under a repair, modification, or overhaul contract. The fillable PDF format for this attachment is available at DFARS PGI (c). When using either attachment enter a numerical sequence number for the attachment in accordance with PGI (b)(5). Scheduled Government Furnished Property The Scheduled Government Furnished Property format has three distinct parts The first section identifies the Attachment Number and the Contract Number. Identify the Attachment Number when the form is used in solicitations, contract awards, and contract modifications. When used as an attachment to a solicitation, place the Solicitation number in the non DoD Number field. When the Scheduled GFP Attachment is included during contract award or modification, include component parts of the contract number for DoD FAR type contracts. For Non-DoD or non-standard contract numbers, enter the complete contract number in the Non-DoD Number field. Enter only one contract number format.

2 The other two sections, Serialized Items List and Non-Serialized Items List, are very similar and have significant overlap in their data fields. The difference is that the Serialized Items List is used to list serially-managed items (See DFARS (a)) and the Non-Serialized Items List is for items that are not serially-managed. There are data fields that are required for both lists. These are Item Number, Description, Nomenclature, Quantity, Unit of Measure and Use As is. The definition and source of the definition for all data fields can be found in Table 1, Data Elements for Government Furnished Property (GFP) Identification. Note that Quantity cannot be zero and Unit of Measure must exist in the drop down list. The Unit Acquisition Cost is a data element required to be identified by the Government in the contract per FAR However, it may not be available at the time of contract award. If the Unit Acquisition Cost is not available, the field can be left blank, but the attachment should be modified to add the Unit Acquisition Cost once it becomes available. Both lists also have a number of optional fields to further specify and identify the items of property. These are, Manufacturer CAGE, Model Number, National Stock Number, Part Number, Part or Identifying Number, and Type Designation. Any combination of these data elements may be used for a given item of property. There is one additional data field on both lists within the Scheduled Government Furnished Property format. That is Marking Instructions. Marking Instructions is a mandatory field for all items on the Serialized Items List. A value of YES in the field identifies that the item must be tagged, labeled or marked in accordance with the clause A value of NO means the items do not require tagging, labeling or marking. If an item has the value YES, the Government should provide marking instructions in the contract. The Non-Serialized Items List also includes this data field, but it is not used at this time and should be left blank. Finally, there are two additional optional data fields that appear only on the Serialized Items List. These are Serial Number and Unique Item Number. All serially managed items should have a serial number, but those serial numbers may not be known at the time of contract award. For example, the number of items to be repaired on a contract may be known, but the exact items that will be sent for repair may not have been determined. Or GFP engines may be identified as being provided to incorporate into the deliverable end item, an aircraft, but the serial numbers and UIIs of the engines are not known at contract award because they have not been manufactured yet. In these situations, identify the quantity of the item and leave the Serial Number and Unique Item Number fields blank. If the serial number is known, but the UII is not, enter an Item Number line for each item including its Serial Number, and leave the Unique Item Number field blank.

3 Requisitioned Government Furnished Property The Requisitioned Government Furnished Property Format also consists of three distinct parts. Like the Scheduled Government Furnished Property format, the first section identifies the attachment number and contract number when used as an attachment to a solicitation or award in accordance with PGI (b)(5). Identify the Attachment Number when the form is used in solicitations, contract awards, and contract modifications. When used as an attachment to a solicitation, enter the Solicitation Number in the Non-DoD Number field. When the Scheduled GFP Attachment is included during contract award or modification, include component parts of the contract number for DoD FAR type contracts. For Non-DoD or non-standard contract numbers, enter the complete contract number in the Non-DoD Number field. Enter only one contract number format. The other two parts of the Requisitioned Government Furnished Property format are the Reimbursable List and the Non-Reimbursable List. The Reimbursable List is a list of parts that the contractor can requisition from the supply system that they must pay for. Requisitioned parts paid for by the contractor are not GFP. On cost reimbursable contracts they are Contractor Acquired Property (CAP). On Fixed-Price Contracts those parts become Contractor Furnished Material (CFM). The Non-Reimbursable List is a list of parts the contractor can requisition that the contractor does not have to pay for. These items become GFP when received by the contractor. There is significant overlap in the data elements for the two lists. Item Number, Description, Nomenclature, Quantity, Unit of Measure and Use As Is are required field for both lists. Note that Quantity cannot be zero and the Unit of Measure must exist in the drop down list. For items on either list, quantity refers to the maximum number of that particular item the contractor is authorized to requisition. To increase the quantity authorized, the list must be amended through a contract modification. Part or Identifying Number and National Stock Number are optional fields for both lists; however, one or the other of those numbers must be included for each line in the Requisitioned GFP Attachment. For the Non-Reimbursable List Unit Acquisition Value is also a required field. This represents the unit cost to the Government of the item.

4 On the Non-Reimbursable List Manufacturer s CAGE and Type Designation are also optional fields that can be used to more specifically identify items. For the Reimbursable List the optional data field Dollar Limit Authorized is available if a dollar limit as well as a quantity needs to be identified. Finally, both lists contain the field Marking Instructions. This field will always be blank for reimbursable items. For non-reimbursable items the field may be used, with a value of YES in the field meaning that the item must be tagged, labeled or marked in accordance with the clause and that marking instructions must be included in the contract.

5 Table 1. Data Elements for Government Furnished Property (GFP) Identification Data Element Definition Source Document Procurement Instrument Identification Number (PIIN) Supplementary Procurement Instrument Identification Number (SPIIN) CAGE Code Item Number Description Marking Instruction A 13 character alpha-numeric number assigned to the solicitation/contract instruments described in DFARS Subparts and by using the uniform procurement instrument identification (PII) numbering system prescribed by DFARS Subpart (a). As specified in DFARS (a), the supplementary number is used with the basic PII number, to identify (1) Amendments to solicitations; (2) Modifications to contracts and agreements, including provisioned item orders; and (3) Calls or orders under contracts, basic ordering agreements, or blanket purchase agreements, issued by the contracting office or by a DoD activity other than the contracting office, including DoD orders against Federal supply schedules. The formats for these uses are specified in DFARS (b) through (e). (1) A code assigned by the Defense Logistics Information Service (DLIS) to identify a commercial or Government entity; or (2) A code assigned by a member of the North Atlantic Treaty Organization (NATO) that DLIS records and maintains in the CAGE master file. This type of code is known as an NCAGE code. (DFARS ) As defined in the Federal Logistics Information System (FLIS) Glossary, the CAGE Code is a five character data element assigned to establishments which are manufacturers or have design control of items of supply procured by the Federal Government. In the U.S, the first and last positions of a CAGE Code will be numeric. The numerical sequence number of an item listed in an attachment. A collection and compilation of data to describe an item. The descriptive noun of the item nomenclature. Tag, label or permanent marking instructions. The requiring activity should determine if the item will be marked with a unique item identifier (UII) in accordance with DFARS DFARS , Uniform Procurement Instrument Identification Numbers DFARS , Uniform Procurement Instrument Identification Numbers DFARS , PGI Furnishing Government property to contractors. PGI Furnishing Government property to contractors

6 Model Number National Stock Number (NSN) National Item Identification Number (NIIN) Nomenclature Part Number Part or Identifying Number Quantity An alphanumeric identifier, unique within the issuing organization that is used to differentiate a specific version of a product from other versions or within a line of products. A 13-digit stock number used to identify items of supply. It consists of a 4-digit Federal Supply Code (FSC) and a 9-digit National Item Identification Number (NIIN) The last 9 digits of the NSN that differentiates each individual supply item from all other supply items. The first 2 digits signify the National Codification Bureau that assigned the NIIN, while the last 7 digits are non-significant and are sequentially assigned in the FLIS. All U.S. manufactured items have a National Codification Bureau Code of "00" (cataloged before 1975) or "01" (cataloged in 1975, or later). 1) The combination of a Government-assigned type designation and an approved item name. In certain cases, the designation root serves as the basis for assignment of serial and/or lot numbers. (2) Names assigned to kinds and groups of products. (3) Formal designations assigned to products by customer or supplier (such as model number, or model type, design differentiation, specific design series or configuration.) An alphanumeric number assigned by a manufacturer to an item of production. For purposes of the Military Standard Contract Administration Procedures (MILSCAP) the part number includes: a. In the first five positions, the CAGE code to identify the manufacturer. b. Beginning in the sixth position, the identifying number the manufacturer has assigned to the item. The identifier assigned by the original design activity, or by the controlling nationally recognized standard, that uniquely identifies (relative to that design activity) a specific item. A numeric value for such characteristics as dimensions, measure, magnitude, electrical rating, etc. Also, the numerical designator for a unit of issue described in Table 53, Unit of Issue codes, DoD M Vol 10. From the definition of model identifier in ANSI/EIA STD 649A, National Consensus Standard for Configuration Management. DoD M, Military Standard Contract Administration Procedures

7 Serial Number An assigned designation that provides a means of identifying a specific individual item. a combination of letters and numbers arranged in a specific sequence to provide a short, significant method of identification for an item. The various type designators are as follows: (i) Electronics: MIL-STD-196, Joint Electronics Type Designation System, February 17, (ii) Aerospace Vehicles: DoD L, Model Designation of Military Aerospace Vehicles, May 12, Type Designation (iii) Aerospace Engines and Equipment: MIL- HDBK-1812, Type Designation, Assignment and Method of Obtaining, February 14, (iv) Ships: SECNAVINST , Classification of Naval Ships and Craft, November 21, (v) Army Watercraft: AR 56-9, Watercraft, February 7, 2002 (vi) Army Nomenclature: MIL-STD-1464A (AR), Army Nomenclature System, May 15, (vii) Navy Nomenclature: MIL-STD-1661(OS), Mark and Mod Nomenclature System, August 1, Item Unique Identifier (UII) Unit Acquisition Cost A set of data elements marked on items that is globally unique and unambiguous. The term includes a concatenated unique item identifier or a DoD recognized unique identification equivalent. (1) For Government-furnished property, the dollar value assigned by the Government and identified in the contract; and DFARS Clause FAR Government Property Unit of Measure A measurement term used in conjunction with unit of measure of related national stock numbers and unit of issues, as listed in Table 81, Unit of Measure Designations, Volume 10, DoD M.

8 Use As Is The Government may, at its option, furnish Government property in an as-is condition. In such cases, the Government makes no warranty with respect to the serviceability and/or suitability of the Government property for contract performance. Any repairs, replacement, and/or refurbishment shall be at the contractor's expense. As-Is