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Procedures

MSC-PRO-FPROP-133Property Management Processes

Revision 3, Change 0

Published: 07/10/2018Effective: 07/10/2018

Program: Property and Warehouse ManagementTopic: Facilities & Property

Subject Matter Expert: Baird, LaurieFunctional Manager: Shoemake, Billy

Use Type: Administrative

*MSAPS.MSC-PRO-FPROP-133*

Not Required : Excluded from USQExclusion Reason: MSA Facilities are non-nuclear, exempt from USQ

JHA: Administrative Periodic Review Due Date:07/10/2023Publication Correction:08/09/2018Rev. 3, Chg. 0

Change Summary

Description of Change

Revision 3: 15584 (7/10/2018) Enhancements to improve usabilityPublication Correction :19043 (8/6/2018)fix bookmarks

NOTE: Employees may print off this document for reference purposes but are responsible to check MSA PS toensure the most current version is used to prevent unintended use of obsolete versions.

AdministrativeUse

Rev. 3, Chg. 0 MSC-PRO-FPROP-133 Page i of i

Property Management ProcessesPublished Date: 07/10/2018 Effective Date: 07/10/2018

Rev. 3 MSC-PRO-FPROP-133 Page 1 of 24

Property Management Processes Published Date: 07/10/2018 Effective Date: 07/10/2018

NOTE: Employees may print off this document for reference purposes but are responsible to check

MSA PS to ensure the most current version is used to prevent unintended use of obsolete versions.

Administrative

TABLE OF CONTENTS

1.0 PURPOSE ............................................................................................................................ 3

2.0 SCOPE ................................................................................................................................. 3

3.0 RESPONSIBILITIES .......................................................................................................... 4

4.0 INSTRUCTIONS ................................................................................................................ 4

4.1 Tagging Requirements for Property Received On-Site ........................................... 4

4.1.1 Tagging Requirements for Government Property ....................................... 4

4.1.2 Tagging Requirements for Non-Government Property ............................... 6

4.1.3 Requirements for De-Tagging Government and Non-Government

Property........................................................................................................ 6

4.2 Transferring Government Property within Mission Support Alliance and

Subcontractors ......................................................................................................... 7

4.2.1 Electronic Property Transfer Utilizing Sunflower Asset Management

System (SAMS) ........................................................................................... 7

4.2.2 Transfer of Facilities (Including Mobile Offices) Within MSA/

Subcontractors ............................................................................................. 8

4.2.3 Transfer of Items to the PC Nationalization Program ................................. 8

4.3 Transferring Government Property between Other Hanford Contractors, Other

DOE Sites, and/or Federal Agencies ....................................................................... 9

4.3.1 Transferring Government Property to Other Hanford Contractors (OHC)10

4.3.2 Receiving Government Property from Other Hanford Contractors (OHC)10

4.3.3 Transferring Government Property between Other DOE Sites and/or

Federal Agencies ....................................................................................... 11

4.4 Removing Government Property from the Site for Official Purposes .................. 11

4.5 Loans of Government Property ............................................................................. 12

4.5.1 Loans of Government Property between MSA Organizations or MSA

Subcontractors ........................................................................................... 12

4.5.2 Loans of Government Property to Non-MSA Contractors and Other

DOE Sites, or Other Agencies ................................................................... 12

4.5.3 Loans of Government Property from Non-MSA Contractors and Other

DOE Sites, or Other Agencies ................................................................... 14

4.6 Lost, Damaged, or Destroyed Property ................................................................. 15

5.0 RECORD IDENTIFICATION .......................................................................................... 16

6.0 SOURCES ......................................................................................................................... 17

6.1 Requirements ......................................................................................................... 17

6.2 References .............................................................................................................. 17





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APPENDIX A. REQUIREMENTS .............................................................................................. 18

A-1 Tagging Requirements for Property Received On-Site ......................................... 18

A-2 Transferring Government Property within Mission Support Alliance and

Subcontractors ....................................................................................................... 20

A-3 Removing Government Property from the Site for Official Purposes .................. 21

A-4 Loans of Government Property ............................................................................. 21

A-5 Loss, Damage, or Destruction of Personal Property .................................................. 22

APPENDIX B. PROPERTY TAGGING MATRIX ..................................................................... 24





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1.0 PURPOSE

This procedure addresses guidance and processes contained in CRD O 580.1A, Chg. 1,

Department of Energy Personal Property Management Program; DOE G 580.1-1, Department

of Energy Personal Property Management Guide; 41 CFR 109, Department of Energy

Property Management Regulations; and CRD M 470.4-2A (Suppl. Rev 0), Physical Protection,

for the specified property management activities.

2.0 SCOPE

This Level 2 Management Control Procedure applies to all Mission Support Contract (MSC)

team employees performing MSC scope of work. The property management functions

addressed in this procedure are as follows:

Tagging Requirements for Property Received On-Site

o Tagging Requirements for Government Property

o Tagging Requirements for Non-Government Property

o Requirements for De-Tagging Government and Non-Government Property

Transferring Government Property within Mission Support Alliance and Subcontractors

o Electronic Property Transfer Utilizing Sunflower Asset Management System

(SAMS)

o Transfer of Facilities (Including Mobile Offices) Within MSA/Subcontractors

o Transfer of Items to the PC Nationalization Program

Transferring Government Property between Other Hanford Contractors, Other DOE Sites,

and/or Federal Agencies

o Transferring Government Property to Other Hanford Contractors (OHC)

o Receiving Government Property from OHC

o Transferring Government Property between Other Department of Energy (DOE)

Sites and/or Federal Agencies

Removing Government Property from the Site for Official Purposes

Loans of Government Property

o Loans of Government Property Between MSA Organizations or MSA

Subcontractors

o Loans of Government Property to Non-MSA Contractors and Other DOE Sites,

or Other Agencies

o Loans of Government Property from Non-MSA Contractors and Other DOE

Sites, or Other Agencies

Lost, Damaged, or Destroyed Property

Note that this procedure does not address the disposition of excess government property, which

is covered in MSC-PRO-FPROP-144, Disposition of Excess Property.

http://msc.ms.rl.gov/msaps/procedure.cfm/MSC-PRO-FPROP-144





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3.0 RESPONSIBILITIES

3.1 Property Management Specialists

Asset Control organization employees responsible for oversight of regulatory and contractual

Property Management related requirements. Responsibilities include providing interpretations

of requirements; administering the Sunflower Asset Management System (SAMS) application

and providing training in the use of the application to end users; capturing record data for input

into SAMS; and scheduling annual inventory campaigns and managing bar code scanners for

use in conducting those campaigns.

3.2 Property Representatives

Individuals in an organization, assigned by management, that act as the primary point of

contact for property related subjects in their designated organization. Responsibilities include

assisting Property Management Specialists in the administration of personal property; perform

property record updates, transfers, etc.; and support MSA’s annual inventory campaigns.

3.3 Assigned Managers/Property Custodians

Management and the end users within their organization that are accountable for any

government property assigned to that organization and/or to them individually.

Responsibilities include informing Property Representatives of any relocation, reassignment or

transfer of property in their custody and control.

4.0 INSTRUCTIONS

4.1 Tagging Requirements for Property Received On-Site

4.1.1 Tagging Requirements for Government Property

Actionee Step # Action

Requester, in

coordination with

Contract Specialist or

P-card Holder

1. When purchasing property from off-site sources or receiving

property transferred from other DOE sites or other federal

agencies:

a. Determine if tagging is required (either with numbered,

bar-code tags or generic tags) per the criteria listed in the

Property Tagging Matrix (Appendix B). If so, include

appropriate property tagging clause(s) in procurement

documents for direct buy items, or select “Tagging

Required” when in the Electronic Bill of Material

(eBOM) or Supply Ordering System (SOS).





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b. Determine if the property meets the following definition

of high risk personal property:

Property that, because of its potential impact on public

health and safety, the environment, national security

interests, or proliferation concerns, must be controlled,

and dispositioned in other than the routine manner. The

categories of potential high risk property are:

especially designed or prepared property

export controlled property

hazardous property

nuclear weapon components or weapon-like

components

proliferation sensitive property

radioactive property

firearms, ammunition, pyrotechnics, and explosives

If so, or if there are any questions as to whether the property

meets this definition, contact a Property Specialist for

guidance.

Receiving

Storekeeper 2. When boxes or other packages are received at the warehouse

and the tagging clauses are in their purchasing documents, or

“Tagging Required” is specified in the eBom or SOS

Systems, affix the applicable tag to the property.

Property Specialist 3. Enter pertinent information from the property tagging

documents received from the Storekeeper into SAMS for any

property requiring a numbered, bar-code tag.

Requester,

Custodian, Property

Representative,

and/or P-card Holder

4. Review items upon delivery to ensure property tags required

per Property Tagging Matrix (Appendix B) have been

applied. Notify a Property Specialist immediately upon

receipt of items that require (or may require) property

tagging, but were delivered untagged.

5. Provide the name of the person who is to be designated as the

custodian (owner) of the property to a Property Specialist

upon receipt of the item. This information will also be

entered into SAMS by the Property Specialist.

http://msc.rl.gov/ims/?page=379



http://msc.ms.rl.gov/ims/?page=379





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4.1.2 Tagging Requirements for Non-Government Property


Requester 1. When planning to use non-government owned property from

off-site sources for on-site activities, determine if property

meets the tagging criteria listed in the Property Tagging

Matrix (Appendix B). If so, notify a Property Specialist.

NOTE: Any non-government owned computer equipment

which requires direct HLAN access is required to have a

“PX” numbered, bar-code property tag affixed before

connection to HLAN. “PX” numbered, bar-code tags

designate property as non-government owned.

Property Specialist 2. Affix, or cause to be affixed, a “PX” numbered property tag

to the property, which identifies it as non-government owned.

Requester 3. When non-government owned property is no longer required

for use on-site, contact a Property Specialist.

NOTE: When non-government owned property with memory

or data storage capability is no longer required for use on-

site, the property is required to be sanitized prior to release

per MSC-PRO-CS-595, Transferring or Excessing Automatic

Data Processing Storage Media.

Property Specialist 4. Remove, or cause to be removed, the “PX” tag from the

property and enter final event information into SAMS.

4.1.3 Requirements for De-Tagging Government and Non-Government

Property

Contact a Property Specialist for guidance on de-tagging and record keeping requirements for

any tagged property (either with numbered, bar-code tags or generic tags) leaving the Hanford

site (e.g., property returned to a vendor, property transferred to another site, etc.).

NOTE: This requirement does not apply to property removed from the site per section 4.4,

Removing Government Property from the Site for Official Purposes, below, or to property

being excessed per MSC-PRO-FPROP-144, Disposition of Excess Property.



http://msc.ms.rl.gov/msaps/procedure.cfm/MSC-PRO-CS-595







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4.2 Transferring Government Property within Mission Support Alliance

and Subcontractors

4.2.1 Electronic Property Transfer Utilizing Sunflower Asset

Management System (SAMS)

NOTE: This is the preferred method of transfer for all property items in SAMS within MSA

and Subcontractors except capital items, facilities, and those items transferred to the PC

Nationalization program.


Releasing Custodian 1. Identify property items that are to be transferred to other

organizations within MSA/subcontractors and coordinate the

transfer with the receiving organization’s custodian.

Releasing and

Receiving Custodian

2. Notify their respective organization’s Property Representative

and/or Property Custodian of the property that is to be

transferred.

Releasing Property

Representative or

Property

Representative

3. Enter information into the “Request to Transfer” screen in

SAMS to reflect any changes in steward, custodian, and/or

location resulting from the transfer of the property. Notify

receiving Property Representative that this transaction has

occurred in SAMS.

Receiving Property

Representative or

Property

Representative

4. Access the “Approve or Deny Request” screen in SAMS to

accept or deny changes entered by Releasing Property

Representative or Custodian.

NOTE: Transfer of items not in the SAMS property database

may be documented for organizational purposes using the

Plant and Equipment Transfer form (PET, A-6001-578).

There are no property reporting requirements for these items.





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4.2.2 Transfer of Facilities (Including Mobile Offices) Within MSA/

Subcontractors


Releasing

Organization

Representative

(Custodian, Property

Representative, etc.)

1. Identify facilities (including mobile offices), any related fixed

assets, and any non-fixed assets to be transferred to other

organizations within MSA/subcontractors. Coordinate the

transfer with the receiving organization’s representative.

Store any non-fixed items to be transferred so as to reduce the

possibility of reuse without proper record updates.

2. Complete the Plant and Equipment Transfer (PET) form

(A-6001-578), including the receiving manager’s

information.

3. Submit the completed PET form to ^Property Management

for a Property Management Control Number. Once the

Property Management Control Number is received, insert the

number on the form where indicated, then forward to

releasing manager for review.

Releasing Manager 4. Review PET, resolve any issues, sign where indicated, and

forward to Receiving Manager.

Receiving Manager 5. Review PET, resolve any issues, sign where indicated, then

forward the PET to ^Property Management or to Property

Management, MSIN G1-40 for processing and record

updates. Keep a copy of the PET for record purposes.

Releasing and

Receiving

Organization

Representatives

6. Coordinate and perform physical transfer/turnover of

facilities.

4.2.3 Transfer of Items to the PC Nationalization Program

NOTE: Any equipment that may contain electronic memory/data storage, including

computers, computer peripherals (monitors, printers, plotters, keyboards, mice, etc.), PDAs,

cell phones, fax machines, and digital cameras should be transferred to the PC Nationalization

Program. All other excess items should be processed per MSC-PRO-FPROP-144, Disposition

of Excess Property.

mailto:%5eProperty%20Management%20%[email protected]%3e







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Releasing

Organization

Representative



1. Identify property items to be transferred to the PC

Nationalization program. Store items so as to reduce the

possibility of reuse without proper record updates.

2. Complete the Plant and Equipment Transfer (PET) form

(A-6001-578), except for the Receiving Managers

information, which should be left blank.

3. Submit the completed PET form to ^Property Management

for a Property Management Control Number. Once the

Property Management Control Number is received, insert the

number on the form where indicated, then forward to

releasing manager for review.

Releasing Manager 4. Review PET, resolve any issues, sign where indicated, and

return to originator.

Releasing

Organization

Representative

5. Securely affix original PET to items being transferred to the

PC Nationalization program in a position where it can be

easily seen and read. Group items such that they are easily

distinguishable from items that are not to be transferred.

Keep a copy of the PET for record purposes.

6. Arrange for transportation of items to 2355 Stevens Drive

(formerly 1163 Warehouse), North Dock.

Property Specialist 7. Upon arrival of items at warehouse, review PET, resolve any

issues, and update information in SAMS, as applicable.

4.3 Transferring Government Property between Other Hanford Contractors, Other DOE

Sites, and/or Federal Agencies

NOTE 1: Any transfer of facilities or mobile offices must be coordinated with the MSA

Contracts and Real Estate Services organizations prior to transfer.

NOTE 2: Due to a difference in DOE funding sources, transfers between MSA, WRPS and

PNNL require special handling. Contact a Property Specialist for guidance prior to taking any

action on PNNL or WRPS transfers.







Administrative

4.3.1 Transferring Government Property to Other Hanford Contractors (OHC)


Releasing

Organization

Representative



1. Identify property items or facilities (including mobile offices)

to be transferred to another Hanford Contractor and designate

whether the item is capital or non-capital. Complete separate

form for capital and non-capital assets. If a facility, also

identify any related fixed assets and any non-fixed assets to

be transferred with the facility. Complete an Inter-Contractor

Transfer Order (ICTO, A-6001-751), then forward to

releasing organization manager for review.

Releasing

Manager

2. Review ICTO, resolve any issues, and sign where indicated.

3. Forward ICTO to OHC Receiving Manager. Request

completion of any OHC specific information, signature, and

return of the ICTO to Releasing Manager.

Releasing

Organization

Representative



4. Review document completed by Receiving Manager; resolve

any issues, then forward signed document to ^Property

Management or to Property Management, MSIN G1-40.

Releasing Property

Specialist 5. Assign a property management control number, complete the

applicable data in the description and accounting information

fields, and sign in applicable block. Return copy of

completed ICTO to Releasing Manager, and forward copy to

OHC Receiving Property Management group for processing.

Releasing

Organization

Representative



6. Coordinate and perform physical transfer of property items

and/or facilities to OHC.

4.3.2 Receiving Government Property from Other Hanford Contractors (OHC)

NOTE: If property being received is a building, structure, or mobile office, refer to MSC-

PRO-54133, Facility Transfers to MSA.

mailto:[email protected]








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Receiving

Organization

Representative



1. Coordinate with OHC releasing organization to identify

property items to be transferred from OHC. Assist in the

completion of an Inter-Contractor Transfer Order

(A-6001-751).

Receiving Manager 2. Receive ICTO from OHC, signed by OHC Releasing

Manager. Review ICTO, resolve any issues, and sign where

indicated. Return ICTO to OHC Releasing Manager, and send

a copy to ^Property Management or to Property Management,

MSIN G1-40.

Property Specialist 3. Enter information in SAMS, as applicable.

Releasing

Organization

Representative



4. Coordinate and perform physical transfer of property items

from OHC.

4.3.3 Transferring Government Property between Other DOE Sites and/or Federal Agencies


Releasing or

Receiving MSA

Organization

Representative



1. Contact a Property Specialist for guidance when considering

transferring items to another DOE site or Federal agency, or

when considering receiving items transferred from another

DOE site or Federal agency.

NOTE: For Property Received Only Ensure that a Property Specialist is notified when items

physically arrive on site in order to properly tag and enter

information into SAMS, as applicable.

4.4 Removing Government Property from the Site for Official Purposes

Government owned property may be removed from the Hanford Site for official business use.

It is the property custodian’s and his or her manager’s responsibility to ensure the

property is adequately protected from loss, theft, damage, or destruction while off-site.








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MSA is responsible for all government owned property in its custody, and can be held

contractually and financially liable for the loss, damage, or destruction of such property.

4.5 Loans of Government Property

4.5.1 Loans of Government Property between MSA Organizations or MSA Subcontractors

An MSA organization/subcontractor may borrow property belonging to another MSA

organization/subcontractor, with the custodial organization retaining “ownership” of the

property.


Lending and

Borrowing

Organization

Representatives

(Custodians, Property

Custodians, etc.)

1. Determine property to be loaned/borrowed. (See Requirement

A-4 for criteria).

NOTE: The loan may be documented on an On-Site

Property Loan Agreement form (BC-6000-831). The lending

organization may generate its own Property Management

Control Number for tracking purposes.

2. Coordinate physical movement of property.

Lending

Organization

Representative

3. Update the Location and User fields in SAMS for property

that was loaned, as applicable.

4. Upon return of the borrowed property, again update the

Location and User fields in SAMS for property that was

returned, as applicable.

NOTE: The lending/custodial organization remains

responsible for any loaned property.

4.5.2 Loans of Government Property to Non-MSA Contractors and Other DOE Sites, or Other

Agencies

An MSA organization may loan temporarily underutilized property in its custodianship to

another DOE contractor, DOE site, or agency if such a loan is in the best interest of DOE and

the Government.





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Lending MSA and

Borrowing

Organization

Representatives


Custodians, etc.)

1. Determine property to be loaned. (See Requirement A-4 for

criteria)

Lending MSA

Organization

Representative

2. Prepare a Personal Property Loan Agreement form

(DOE-F-4420.2), including authorizing signature, and

forward the Agreement to the borrowing organization

representative for review and signature.

3. Upon return of signed Agreement from borrowing

organization representative, review, resolve any issues, and

forward original to a Property Specialist.

Property Specialist 4. Review Agreement, resolve any issues, assign control

number, and obtain appropriate DOE signature.

5. Update offsite location information in SAMS, as applicable.

Forward a copy of the completed Agreement to the

originating MSA organization.

Lending MSA

Organization

Representative

6. Forward a copy of the completed Personal Property Loan

Agreement to the Borrowing Agency.

Lending MSA and

Borrowing

Organization

Representatives

7. Coordinate physical movement of the loaned property to the

Borrower’s location.

Lending MSA

Organization

Representative

8. Monitor the loaned property to validate the continued need

for loan.






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9. Inform the Property Specialist as soon as government

property has been returned to MSA custodianship, and then

update location information in SAMS, as applicable.

NOTE:The lending/custodial organization remains

responsible for any loaned property.

4.5.3 Loans of Government Property from Non-MSA Contractors and

Other DOE Sites, or Other Agencies

An MSA organization may borrow temporarily underutilized property in another DOE

contractor’s, DOE sites, or agency’s custodianship if such a loan is in the best interest of DOE

and the Government.


Lending and

Borrowing MSA

Organization

Representatives


Custodians, etc.)

1. Determine property to be borrowed. (See Requirement A-4

for criteria)

Lending

Organization

Representative

2. Prepare a Personal Property Loan Agreement form

(DOE-F-4420.2), including authorizing signature, and

forward the Agreement to the borrowing organization

representative for review and signature.

Borrowing MSA

Organization

Representative

3. Review Agreement, resolve any issues, sign where indicated,

and then return original Agreement to lending organization

representative.

Lending and

Borrowing MSA

Organization

Representatives

4. Coordinate physical movement of the loaned property to the

Borrower’s location.

Borrowing MSA

Organization

Representative

5. Return borrowed property to lending organization as soon as

the terms of the loan agreement are met or property is no

longer needed.






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4.6 Lost, Damaged, or Destroyed Property

It is all employees’ responsibility to promptly report any of the following:

Missing property

Suspected thefts of property

Property damaged beyond economical repair

Destroyed property

NOTE: MSA will be held responsible for any lost, damaged or destroyed property and may be

required to reimburse DOE the cost of such property.


Property User and/or

Custodian and/or

Property

Representative

1. Upon confirmation of loss (including theft), damage, or

destruction of property with a numbered, bar-code tag,

complete a Loss/Damage/Destruction Report (LDDR,

A-3000-410) within 60 days of discovery. Include any

documentation that supports the information on the form

and/or may aid in the investigation of the loss (e.g.

Declaration of Excess, Plant and Equipment Transfer, Inter-

Contractor Transfer Order forms, e-mails, pictures, Law

Enforcement Reports, etc.). Attach additional sheet(s) if

necessary.

a. An LDDR is required if theft of any government

owned property, whether tagged or not, is suspected.

The theft must be reported immediately to Patrol

Operations Center (POC) by phone, 373-3800. Be

prepared to provide, as applicable, a description of the

property, property record number, manufacturer’s

name, model and serial number, cost, a description of

the circumstances of loss, the last known location of

the property, and any other information that may be

asked by the POC.

2. Submit an electronic draft copy of the LDDR to the Property

Specialist for review prior to obtaining management

signatures.







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Property User,

Custodial Manager

Next Higher Level

Manager

3. Review completed LDDR, resolve any issues, and sign where

indicated. Managers should pay particular attention to the

managerial commitments detailed in the Administrative

Action section of the form.

Property User and/or

Custodian and/or

Property

Representative

4. Submit completed, signed LDDR to a Property Specialist.

Property Specialist

5. Review LDDR, resolve any issues, investigate the

circumstances of loss as appropriate, forward to DOE for

review/concurrence, and then update information in SAMS,

as applicable.

5.0 RECORD IDENTIFICATION

All records are generated, processed, and maintained in accordance with

MSC-PRO-RM-10588, Records Management Processes.

NOTE: The Sunflower Asset Management System (SAMS) receives information utilized by

various property management personnel. SAMS is not used to generate any record material in

this procedure.

Records Capture Table

Name of Document Submittal Responsibility Retention Responsibility

Plant and Equipment Transfer

(A-6001-578)

For Facilities

For PC Nationalization

Receiving Manager

Releasing Organization

Representative

Asset Control

Inter-Contractor Transfer

Order (A-6001-751)

MSA Releasing

MSA Receiving

Releasing Organization

Representative

Receiving Manager

Asset Control


http://msc.ms.rl.gov/msaps/procedure.cfm/MSC-PRO-RM-10588





Administrative

On-Site Property Loan

Agreement (BC-6000-831)

Lending Organization

Representative


Representative

Personal Property Loan

Agreement (DOE-F-4420.2)


Representative

Asset Control

Loss/Damaged/Destruction

Report (A-3000-410)

Custodian Asset Control

Property Tagging Documents Receiving Storekeeper Asset Control

6.0 SOURCES

6.1 Requirements

CRD O 580.1A, Chg. 1, Department of Energy Personal Property Management Program

41 CFR 109, Department of Energy Property Management Regulations

CRD M 470.4-2A (Suppl. Rev 0), Physical Protection

6.2 References

MSC-PRO-FPROP-144, Disposition of Excess Property

MSC-PRO-CS-595, Transferring or Excessing Automatic Data Processing Storage Media

MSC-PRO-RM-10588, Records Management Processes

MSC-PRO-FPROP-54133, Facility Transfers to MSADOE G 580.1-1, Department of Energy

Personal Property Management Guide

ASTM International VCS, E 2131-09, Standard Practice for Assessing Loss, Damage,

Destruction of Property

DOE O 470.4B, Safeguards and Security Program


http://msc.ms.rl.gov/msaps/procedure.cfm/MSC-PRO-CS-595

http://msc.ms.rl.gov/msaps/procedure.cfm/MSC-PRO-RM-10588






Administrative

APPENDIX A. REQUIREMENTS

A-1 Tagging Requirements for Property Received On-Site

NOTE: For the tables in this section under the requirement "type" column, “V” means verbatim

and “I” means interpreted.

# Requirement Type

Source V or I

1. Identification.

(1) Wherever practical, and in consultation with the OPMO,

property must be identified or tagged as U.S. Government

property (or U.S. DOE).

(2) Government tags must be removed or permanently covered to

the extent practical before formal release from DOE inventory.

V CRD O 580.1A,

Chg. 1

4.a.

2. Accountable Property.

(1) Accountable Property. Accountable personal property is any

property item having an original unit acquisition cost of $10,000

or more, or meeting the sensitive property/High Risk Personal

Property (HRPP) definitions, or precious metals. Accountable

property records must be managed and maintained current in a

property management system of record from inception to formal

disposition and removal from DOE inventory.

Accountable Records.

(2) Accountable property records must include, at a minimum,

the following information:

(a) Property Control Number (agency item unique identification),

(b) Contract number or equivalent,

(c) Receipt or acceptance date,

(d) Description,

(e) Manufacturer and model number, serial number and/or

National Stock Number,

(f) Unit acquisition cost (as appropriate, depreciated value),

(g) Quantity and unit of measure (e.g., received, fabricated,

issued, or on hand),

(h) Owner (custodial or organizational),

(i) Location,

(j) Use status (active, storage, excess, retired, etc.),

V CRD O 580.1A,

Chg. 1

5.a.

4.c.4





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(k) High Risk designation, export control jurisdiction, and

relevant export control regulation citation, as applicable,

(l) Condition code.

3. Sensitive Property.

(1) Sensitive Property. Each DOE element must develop and

maintain a list of personal property items to be controlled as

sensitive, unless the item is otherwise managed by other

policy or agency regulation. A Sensitive Items List must be

approved by the OPMO annually.

Refer to the “Sensitive Property” definition in Attachment 2.

High Risk Personal Property.

(1) This Order only applies to a specific subset of HRPP

(reference 41 CFR 109) defined below.

(2) Export Controlled HRPP is:

(a) Property especially designed or prepared (EDP) for use in the

nuclear fuel cycle illustrative list in the Nuclear Regulatory

Commission regulation 10 CFR part 110, including items listed

in the Nuclear Suppliers Group (NSG) Trigger List (International

Atomic Energy Agency (IAEA) Information Circular 254, Part

1).

(b) Property listed on the Department of Commerce Control List

(15 CFR part 774) because of dual-use applications in the design,

development, production or use of weapons of mass destruction,

and conventional weapons, including property as listed in the

NSG Dual-Use List (IAEA Information Circular 254, Part 2), and

the International Control Lists of the Australia Group, the Missile

Technology Control Regime, and the Wassenaar Arrangement.

(c) Property listed on the Department of State U.S. Munitions

List (22 CFR part 121), and the Atomic Energy Act of 1954,

excluding nuclear weapon components or weapon-like

components that contain nuclear material as listed in DOE O

474.2.

(3) Firearms, Ammunition, Pyrotechnics, and Explosives.

Organizations with approved use of firearms, ammunition,

pyrotechnics, and explosives, and their associated components

must have processes in place to ensure the safe handling, storage,

inventory control, and maintenance of this HRPP. Refer to

Paragraph 4.i (Loaning Personal Property) for loaning of

firearms.

(4) HRPP must be identified at acquisition or, if modified,

whenever it comes under U.S. export controls that makes it

HRPP, and must be controlled through disposition. Additionally,

V

CRD O 580.1A,

Chg. 1

4.d





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any required reviews for classification and controlled unclassified

information (i.e., Official Use Only and Unclassified

Controlled Nuclear Information) must be conducted in

accordance with the applicable DOE directives and Agency

regulations, to include those specified in the References section.

DOE O 580.1A 5 3-30-2012

(5) For the purposes of this Order, nuclear weapon components or

nuclear weapon-like components that do not contain nuclear

material listed in DOE O 474.2, and Trigger List items that are to

be permanently buried must follow the requirements in DOE O

471.6 and other applicable agency directives. Items buried must

be reported as retired in the property system of record.

A-2 Transferring Government Property within Mission Support Alliance and Subcontractors

# Requirement Type

Source V or I

1. Accountable Property

(1) Accountable Property. Accountable personal property is

any property item having an original unit acquisition cost

of $10,000 or more, or meeting the sensitive

property/High Risk Personal Property (HRPP) definitions,

or precious metals. Accountable property records must be

managed and maintained current in a property

management system of record from inception to formal

disposition and removal from DOE inventory.

Other Accountable Property

(1) Accountable property records may also be established for

items that do not otherwise meet the accountable property

threshold or sensitive/high risk definitions or precious

metals, when the PMO has determined that,

notwithstanding its acquisition cost, an item must be

controlled and managed to protect against unauthorized

use, disclosure, or loss; or whenever required by law,

V CRD O 580.1A,

Chg. 1

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policy, regulation, or agency direction. Examples of such

property considerations include:

(2) Property containing Controlled Unclassified Information

(CUI), as determined by the site’s cyber security Risk

Management Approach or appropriate program

management; and

(3) Pilferable items, i.e., designated by each organizational

entity, as especially subject to loss, and if unaccounted

for, present a significant concern for disruption to mission

operations.

A-3 Removing Government Property from the Site for Official Purposes

# Requirement Type

Source V or I

1. Administratively Controlled Items.

Administratively controlled items, although not accountable

property, merit deliberate internal controls to prevent loss, theft,

unauthorized removal, and abuse.

V CRD O 580.1A,

Chg. 1

4.g.

2. h. Personnel in possession of a USAccess Credential, DOE

Standard Hanford Site Specific, or Temporary security badge

are authorized to transport government property, excluding

prohibited and controlled articles.

i. All personnel are responsible for ensuring adequate protection

is provided for government property assigned for use in the

performance of job duties.

V CRD M 470.4-

2A, (Suppl. Rev

0), Section IX.

h.,i.

A-4 Loans of Government Property

# Requirement Type

Source V or I





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1. Loaning Personal Property.

(1) The contractor may loan Government personal property if the

loan meets the following criteria:

(a) Not excess.

(b) Used to perform research, studies, and other efforts that result in

benefits to both the U.S. Government and the borrower.

(c) Used by local agencies in support of health, safety, or security

requirements upon appropriate Departmental notification of

emergency conditions.

(d) Loaned to another DOE organization, contractor, Government

agency, or organization that has a valid Federal contract, financial

assistance agreement, treaty international or cooperative agreement.

(2) The contractor must complete an approved DOE F 4420.2, U. S.

Department of Energy Personal Property Loan Agreement, which

must document that high risk, export control, and hazardous

reviews have been completed. For foreign loan package

requirements, refer to Paragraph 5.l. (Foreign Transactions).

(3) The contractor may loan firearms to the local law enforcement

agency for direct safety or protection support to the DOE facility.

The OPMO, or individual as delegated by the CO, must approve the

need to loan firearms.

(4) The OPMO or individual as delegated by the CO must approve

domestic loans.

V CRD O 580.1A,

Chg. 1

4.g.

A-5 Loss, Damage, or Destruction of Personal Property

Requirement Type

Source V or I

Loss, Damage, or Destruction of Personal Property.

(1) Loss (to include theft), damage, or destruction of DOE

personal property is to be reported promptly to the OPMO, and as

appropriate, to law enforcement organizations, in accordance

with local procedures and DOE O 470.4B, Safeguards and

Security Program.

V CRD O 580.1A,

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(2) Reporting of loss, damage, or destruction is essential to the

accountable property record audit trail and is required to formally

reconcile accountable property records when loss has been

experienced.

(3) At a minimum, the property loss report and documentation is

to include:

(a) Circumstances or cause,

(b) Determination of responsibility,

(c) Actions to prevent further loss, damage, destruction of

personal property.

(4) DOE Federal Employees may be subject to administrative

action and financial liability for loss, damage, destruction of

personal property in their possession and control.





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APPENDIX B. PROPERTY TAGGING MATRIX

Item

Numbered,

Bar-Code Tag Required

Generic Tag Required

Specific Item Types

Camcorders, video tape and digital >=$500 <$500

Cameras, film and digital >=$500 <$500

Cellular telephones (voice only, no memory) X

Computers (desktops, laptops, tablets/slates, file servers,

routers, switches (excludes KVM), access points, external

hard drives, controllers and other information technology

equipment with memory capability)

X

Computer peripheral equipment (monitors, fax machines,

printers, plotters, scanners, thin clients) >=$10,000 <$10,000

DVD/DVR and Blu-ray players and/or recorders >=$500 <$500

Fleet Equipment – any non-GSA vehicle or any device

pulled by a vehicle over Hanford or public roads or any

motorized (electric or natural fuel) device costing over

$5000

X

(“HO” number

provided by Fleet

Services)

Generators, portable gas powered (<4.5kw) X

GPS, portable X

Night vision devices X

PDAs, Smartphones X

Projectors, computer driven >=$500 <$500

Radios, (two-way hand held, battery powered) X

RF scanners X

Televisions (LCD/LED/Plasma) >=$10,000 <$10,000

Other Item Types (not covered above)

Any property item that is designated and/or intended to be

used in a “stand alone” capacity and is not part of a larger

system.

>=$10,000 <$10,000, Contact

Property Management

Example of Numbered, Bar-Code Tag Example of Generic Tag

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