How to Use the Government Furnished Property Attachments: A Step-by-Step Tutorial

Transcription

1 How to Use the Government Furnished Property Attachments: A Step-by-Step Tutorial Presented by: Defense Procurement and Acquisition Policy (DPAP) 1

2 This information:» Should not be construed as changing or modifying any statute, regulation, DoD policy or guidance, or any term(s) of any contract with the U.S. Government or any department or agency of the U.S. Government. 2

3 Background As set forth in PGI , when GFP is anticipated, specific GFP attachment forms must be completed. The attachments are:» Requisitioned Government Furnished Property» Scheduled Government Furnished Property Purpose: The attachments serve multiple purposes in the contract:» 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» Identify what property the contractor is authorized to requisition from the supply system and whether the Government or contractor pays for that requisitioned property» Establish which items of property are serially managed for the DFARS clause » Identify which items are subject to the requirements of DFARS clause

4 Types of GFP Attachment Formats Requisitioned Government-Furnished Property (RGFP):» Lists Government Property to be authorized for contractor requisition from DoD supply sources in accordance with the clause at FAR Scheduled Government-Furnished Property (SGFP):» Lists 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. 4

5 Requisitioned Government- Furnished Property: Step-by-Step Tutorial 5

6 Requisitioned GFP Attachment Requisitioned Government- Furnished Property format consists of three distinct parts: 1. Attachment Number and Contract Numbers Identification 2. Non-Reimbursable List 3. Reimbursable List Attachment Number and Contracts Number Identification Non-Reimbursable List Reimbursable List 6

7 RGFP Step 1: Attachment Number Identifies the Attachment Number when used as an attachment to a solicitation or award. The GFP Attachment number is a numeric field up to 5 characters that is the next sequential contract attachment number. 7

8 RGFP Step 2: Contract Number When the Requisitioned GFP Attachment is included during contract award or modification, include component parts of the contract number for DoD FAR type contracts. When used as an attachment to a solicitation, enter the solicitation number in the Non-DoD Number field. When used as an attachment to an award or modification to a Non-DoD or non-standard contract number, enter the complete contract number in the Non-DoD Number field. Enter only one contract number format. 8

9 RGFP Step 3: Non-Reimbursable List 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. 9

10 Definitions: Non-Reimbursable List Item #: Numerical sequence number of an item listed in an attachment. Description: Collection and compilation of data to describe an item. The descriptive noun of the item nomenclature. Marking Instructions: Tag, label or permanent marking instructions. The requiring activity should determine if the item will be marked with a unique item identifier (UII). Part or Identifying Number: 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. CAGE: 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. National Stock Number (NSN): 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) Nomenclature: 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.) 10

11 Definitions: Non-Reimbursable List Quantity: The maximum number of items that may be requisitioned. This field cannot be zero. Type Designator: A combination of letters and numbers arranged in a specific sequence to provide a short, significant method of identification for an item. Unit Acquisition Cost: For Government-furnished property, the dollar value assigned by the Government and identified in the contract. Unit of Measure: Requisitionable Unit of Measure. Ensure that the UoM is in the drop down list. The full text list is on olbox.com/site/detail/id/ 26 Use As Is: The Government may, at its option, furnish Government property in an as-is condition. If furnished asis select true. 11

12 RGFP Step 4: Non-Reimbursable List REQUIRED: Item Number, Description, Nomenclature, Quantity, Unit of Measure, Use As Is, Unit Acquisition Cost OPTIONAL: CAGE and Type Designation are optional fields that can be used to more specifically identify items. 12

13 RGFP Step 5: 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). 13

14 Definitions: Reimbursable List Item #: Numerical sequence number of an item listed in an attachment. Marking Instructions: Tag, label or permanent marking instructions. The requiring activity should determine if the item will be marked with a unique item identifier (UII). Nomenclature: (1) Combination of a Govt-assigned type designation & an approved item name. (2) Names assigned to kinds and groups of products. (3) Formal designations assigned to products by customer or supplier. Quantity:. The maximum number o f items that may be requisitioned. This field cannot be zero. Description: Collection and compilation of data to describe an item. The descriptive noun of the item nomenclature. National Stock Number (NSN): 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) Part or Identifying Number: 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. Unit of Measure: Requisitionable Unit of Measure. Ensure that the UoM is in the drop down list. The full text list is on nttoolbox.com/site/d etail/id/26 Use As Is: The Government may, at its option, furnish Government property in an as-is condition. If furnished asis select true. 14

15 RGFP Step 6: Reimburseable List REQUIRED: Item Number, Description, Nomenclature, Quantity, Unit of Measure and Use As Is OPTIONAL: $ Limit Authorized is available if a dollar limit as well as a quantity needs to be identified. 15

16 RGFP Step 7: National Stock Number and Part/Identifying Number Part or Identifying Number and National Stock Number (NSN) 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. 16

17 RGFP Step 8: Marking Instructions Can fill in LEAVE BLANK Marking Instructions: For non-reimbursable items: 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. For reimbursable items: LEAVE BLANK 17

18 Scheduled Government- Furnished Property: Step-by-Step Tutorial 18

19 Scheduled GFP Attachment The Scheduled Government Furnished Property format consists of three distinct parts: 1. Attachment Number and Contract Number 2. Serialized Items List 3. Non-Serialized Items List Attachment Number and Contracts Number Identification Serialized Items List Non-Serialized Items List 19

20 SGPF Step 1: Attachment Number and Contract Number Identify the Attachment Number when the form is used in solicitations, contract awards, and contract modifications. The GFP Attachment number is a numeric field that is the next sequential contract attachment number. When used as an attachment to a solicitation, enter the solicitation number in the Non-DoD Number field. For Non-DoD or non-standard contract numbers, enter the complete contract number in the Non-DoD Contract field. Enter only one contract number format. When used as an attachment to an award or modification, include component parts of the contract number for DoD FAR type contracts. 20

21 Step 2: Serialized Items and Non- Serialized Items Lists 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 seriallymanaged items (See DFARS (a)) and the Non-Serialized Items List is for items that are not seriallymanaged. 21

22 Step 3: Step 2: Serialized Items and Non-Serialized Items Lists REQUIRED: Item Number, Description, Nomenclature, Quantity, Unit of Measure and Use As is. Quantity may not be zero. Unit of Measure must be in the drop down list. OPTIONAL: CAGE, Model Number, National Stock Number, Part Number, Part or Identifying Number, and Type Designation NOTE: Unit Acquisition Cost is 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. 22

23 Step 4: Marking Instructions Only fill in Serialized Items List Marking Instructions Field LEAVE BLANK 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 If an item has the value YES, the Government should provide marking instructions in the contract. A value of NO means the items do not require tagging, labeling or marking. Leave Marking Instructions BLANK in Non-Serialized Items List (not used currently). 23

24 Step 5: 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. GFP engines may be identified as being provided to incorporate into the deliverable end item, an aircraft, but the serial numbers and Unique Item Number 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 Unique Item Number is not, enter an Item Number line for each item including its Serial Number, and leave the Unique Item Number field blank. If know serial number but not UII, enter item number for each item and Serial Number. Leave Unique Item Number Blank. If no serial number and unique item number, enter quantity. 24

25 Submission of the GFP Attachments DPAP has published fillable formats on to collect the required GFP data.» An Excel format is available for convenient PDF creation - The Excel format must be converted to PDF using the PDF converter tool available at the site. Only DoD CAC users can access the conversion tool. The attachments will be included in the contract or mod sent to EDA in accordance with DFARS , IAW local procedures for distributing contract attachments. EDA will make the GFP list available to track data about property provided to the contractor against the property required by the contract. The GFP Attachments MUST be in the prescribed PDF formats 25

26 Data Elements for GFP Identification Data Element Definition Source Document CAGE Code (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. DFARS , Definitions Description A collection and compilation of data to describe an item. The descriptive noun of the item nomenclature. PGI Definitions Item Number The numerical sequence number of an item listed in an attachment. PGI Furnishing Government property to contractors. 26

27 Data Elements for GFP Identification Data Element Definition Source Document Item Unique Identifier (UII) 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. DFARS Clause Marking Instruction Model Number National Stock Number (NSN) 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 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) PGI Furnishing Government property to contractors From the definition of model identifier in ANSI/EIA STD 649A, National Consensus Standard for Configuration Management. PGI Definitions 27

28 Data Elements for GFP Identification Data Element Definition Source Document Nomenclature Part Number Part or Identifying Number 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; and 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. PGI Definitions DoD M, Military Standard Contract Administration Procedures PGI Definitions 28

29 Data Elements for GFP Identification Data Element Definition Source Document Quantity Serial Number 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. An assigned designation that provides a means of identifying a specific individual item PGI Definitions 29

30 Data Elements for GFP Identification Data Element Definition Source Document Type Designation 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, (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, PGI

31 Data Elements for GFP Identification Data Element Definition Source Document Unit Acquisition Cost For Government-furnished property, the dollar value assigned by the Government and identified in the contract FAR Government Property Unit of Measure Use As Is 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. 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. PGI Definitions PGI Definitions As-Is 31

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