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Standard Operating Procedure Table of Contents
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Purpose
To provide or acquire government property, which is defined as assets
owned by, leased by, or purchased under contract by a contractor using government funds.
Procedure
There are two types of government property. The government owns government-furnished
property and makes it available to a contractor. A contractor acquires
or provides contractor-acquired property. Contractors and subcontractors are liable for government
property unless stated otherwise in a contract. Contractors ordinarily
furnish facilities and property necessary to perform a contract.
Contracting officers and project officers jointly decide, with input
from an NIH property administrator, whether to provide contractors or
subcontractors government property.
Only contracting officers can authorize a contractor to purchase
property. Before award, this authorization is part of a contract.
After award, contracting officers determine whether to use a contract
modification or a contracting officer's authorization. Whether pre-award
or post-award, the authorization process is the same.
Offerors or Contractors
- If you need government property, request it in your proposal, or during contract performance send your request to the contracting officer.
- Provide a written justification, including a statement of how the
purchase relates to fulfilling the work statement, whether there are
funds in the contract for it, and cost quotes from at least three vendors.
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Provide statement indicating why property will not be provided by contractor.
- Provide information on allocation of cost and use if shared equipment.
- Include all property on the contractor's annual property inventory.
Project Officers
- Review property requests and send recommendation of approval or disapproval to contracting officers.
- At least three months before contracts expire, give input to contracting
officers on instructing contractors how to dispose of property, ensuring
maximum practical reutilization.
Contracting Officers
- Review property requests and forward them to project officers to
determine need.
- If project officers recommend approval and contract funds are available,
prepare and sign a determination and findings to provide non-expendable
equipment and forward it to a property administrator in the NIH Property
Management Division. Property administrators determine whether property
is available and forward signed "screening certifications" to contracting
officers.
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If the government purchases facilities, prepare a Determination and Findings to Provide Nonexpendable Equipment to Contractor.
- After receiving screening certifications, authorize purchase by either
including the property in a contract, preparing and signing a contracting
officer's authorization on form
NIH 2321, or executing a contract modification.
- Obtain and review annual property inventory to ensure all items have been added and updated. File inventory in the official contract file.
- Put contractor requests, determination and findings with signed screening
certification, and contracting officer's authorization or contract
modification in the official contract file.
- At least three months before contracts expire, instruct contractors
how to dispose of property and document files accordingly, ensuring
maximum practical reutilization of government property.
Contacts
See the Office of Acquisitions staff listing for the appropriate contract specialist.
If you have knowledge to share or want more information on this topic, email deaweb@niaid.nih.gov with the title of this page or its URL and your question or comment. Thanks for helping us clarify and expand our knowledge base.
Links
Determination and Findings to Provide Nonexpendable Equipment to Contractor
FAR Part
45, Government Property
NIH
Manual 26101-25-2, Personal Property Management Guide
SF-30,
Amendment of Solicitation/Modification of Contract
Contract
Closeout SOP
Contract
Modifications SOP
Contracting
Officer SOP
Project
Officer SOP
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