This Guide outlines the basic policies and procedures to be followed by contractors in the control, the accounting for, and the use of government property provided, pursuant to the terms of a FAA contract.

This includes Government-Furnished Property (GFP) as well as Contractor-Acquired Property (CAP). This Guide applies to contract property administration for the management of supplies, materials, and real and personal property that is furnished by the Government or acquired by a contractor, including rented or leased items.

When the generic term "property" is used, it refers to personal property; other types of property are specifically identified (e.g. buildings, real estate). This Guide complements the FAA Acquisition Management System (AMS) and the Federal Acquisition Regulation (FAR), for contracts awarded by the FAA and for which FAR provisions apply. It is a summary of FAA's policies and procedures for contract property administration and therefore may not cover every question you have. If you need further assistance or additional information, contact your Contract Property Administrator.

HOW TO USE THE GUIDE

To help you locate the information you need, this Guide is structured within the framework, as shown in the Table of Contents.

Chapter 1 contains an overview of the key players at FAA who will be involved in the property aspects of your contract.

Chapter 2 outlines your responsibilities and liability for government property.

Chapters 3 - 5 are organized around the life cycle of your contract, beginning with start-up and followed by contract administration and close-out.

These chapters apply to all contractors.

Chapter 6 covers additional requirements, which may or may not apply to your contract. If your contract falls under any of these categories, read and comply with the appropriate part of the chapter in addition to the standard life cycle chapters. These special considerations apply to: on-site contractors, non-profit or educational organizations, foreign governments or international organizations, and government vehicles.

In the remainder of this Guide, you will find forms and instructions, a glossary of property terms, an appendix with condition codes, FAA addresses, and an index. It is suggested that you review the glossary to ensure that you understand what is meant by terms used (i.e., personal property, non expendable property and accountable property).

Use of the index is encouraged as well. (For example, if you want to locate information about movement or storage, the appropriate page numbers are listed under "storage and movement or movement".)

The key players at FAA, regarding government property are: The Property Administrator (PA), Technical Officer (TO), Contracting Officer (CO) and Quality Reliability Officer (QRO). Generally, the PA coordinates and manages property requirements. The TO provides technical direction and interfaces with the PA about property requirements, the CO authorizes the transactions and the QRO assures quality and compliance of property, in the Contractor's plant.

This section describes their overall roles in the authorization, administration and oversight of contract property.

The Property Administrator is the designated representative of the Contracting Officer and will be referenced in the contract and/or identified by the CO letter of delegation. References to the Plant Clearance Officer apply to the Property Administrator at FAA. The Property Administrator is delegated by the Contracting Officer to administer the Contract requirements and obligations related to government property, and is responsible for all property administration functions from acquisition of the property to final disposition.

The Contractor should deal directly with the Property Administrator in the administration of your government property. It is the Property Administrator's responsibility to coordinate property issues with the Technical Officer and Contracting Officer. The Property Administrator is also assigned the responsibility of reviewing and approving Property Control Systems and notifying you when your Property Control System (PCS) does not meet FAA requirements; however, the Property Administrator may not obligate government funds, or execute modifications to your contract, or otherwise make changes to your contract.

There are a number of Property Administration office locations within FAA: Use of the term "Property Administrator" in this Guide refers to the Property Administrator at the office designated in your contract, and is appointed pursuant to CO delegated authority.

The Technical Officer is a FAA program official who is designated in the contract as the Contracting Officer Technical Representative (COTR). Technical Officers are trained as required by FAA Acquisition Instructions and are appointed to administer and monitor contract performance.

They are not authorized to obligate government funds or to execute contract modifications. Your Technical Officer cannot grant you approval to acquire property with contract funds, nor can the Technical Officer authorize you to transfer or dispose of any items.

The Technical Officer is responsible for providing a property requirements listing along with a justification to the Contracting Officer, who then coordinates the review, approval and physical transfer of the property with the Property Administrator.

The Contracting Officer is the only FAA official who can authorize you to use government property or acquire property under the Contract. The Contracting Officer's authorization will be stated in your contract, modification, or through the use of a Contracting Officer's Authorization (COA) authorizing contractor organizations to acquire property that arise during the course of the Contract. Your Property Administrator will normally coordinate property matters with the Contracting Officer.

The Quality Reliability Officer is a designated representive of the Contracting Officer and will be referenced in the Contract and/or identified by the CO letter of delegation. The Quality Reliability Officer provides in-plant support to property administration activity by monitoring the Contractor’s operations. The QRO may not authorize contract changes. Any changes to the terms and conditions of the Contract must be authorized by the Contracting Officer.

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