BOP-006.0506, Coordination and Approval Process (CAP) for Personal Property Action

NNSA Policy Letter: BOP-003.0506 Date: June 28, 2005 TITLE: Coordination and Approval Process (CAP) for Personal Property Action I. OBJECTIVES: A. To establish a coordination and approval process that: 1. Ensures compliance with laws, executive orders, regulations, policy issuances and procedures, and sound business practices; 2. Provides appropriate checks and balances and reasonable assurances against fraud, waste, and abuse; 3. Facilitates maintaining a high quality of personal property actions through the exercise of sound business judgment and the inclusion of advice from subject matter experts; and, 4. Drives down decision making by using risk based coordination and approval thresholds in conjunction with well-reasoned functional based requirements. B. To convey performance expectations to personal property specialists relative to consultation and coordination/approval of their work; and, C. To provide guidance for the development oflocal implementing procedures. II. APPLICABILITY: A. This Policy Letter applies to all organizations and elements of the Administration having personal property authority and to personal property actions taken by NNSA property officials obligating NNSA or non-NNSA to specific actions. For the purpose ofthis policy letter, the term "personal property actions" includes actions relating to property inventory management, disposal of property, sales of property, fleet management, transfer of property (foreign and domestic) and property loan agreements. Aspects of this policy letter implement coordination and approval for actions that are covered by other policy issuances of NNSA. Those other policies may exempt certain NNSA organizations or elements from those provisions. Organizations and elements that believe they are exempt from some aspects of this policy due to exemption granted from another policy issuance ofNNSA shall request exemption from those 1 aspects of this policy in writing to the Director, Office of Acquisition and Supply Management (NA-63). The Director, Office of Acquisition and Supply Management will grant any exemptions of applicability in writing. B. Contractors. If contractors have a requirement to obtain contracting officer consent or property specialist approval for certain personal property actions, the contracting officer shall ensure the contractor provides documentation equivalent to that required for Federal submissions. Ill. REQUIREMENTS: A. All organizational elements within NNSA responsible for personal property actions must comply with the following requirements: Adhere to the NNSA Headquarter (HQ) Coordination and Approval Process (CAP) at Exhibit #1 unless otherwise exempt under Paragraph II.A above. IV. RESPONSIDILITIES: A. Office of Acquisition and Supply Management (NA-63) is responsible for: 1. Establishing policy for coordination and approval of property actions at the Headquarters level. Guidance below HQ level is established by the Service Center and the Site Offices and is incorporated into the attached Coordination and Approval Process (CAP) matrix. 2. Oversight of all property functions used by organizational elements within NNSA to ensure compliance with laws, regulations, sound business practices, and policy. 3. Selecting property actions for HQ coordination and approval or waiving coordination and approval. 4. Coordination of Service Center personal property actions as applicable. B. Associate Director, Office ofBusiness Services, NNSA Service Center is:

1. Responsible for coordination and approval process of personal property actions performed by the Service Center. 2 2. Responsible for establislunent of a documented processes to assure all HQ policies are implemented. C. Department Manager, Office of Business Services, NNSA Service Center 1. Are responsible for property management actions over which they have cognizance or as depicted in the matrix in Exhibit# 1. 2. Performing the "Department Head (Service Center)" duties (coordination and approval for personal property activities) specified in Exhibit 1. 3. The Organizational Property Management Officer (OPMO) is responsible for: a. Identifying property functional elements to be evaluated in the upcoming fiscal year, prior to the start of each fiscal year. b. Notifying the Supply Management Officer (SMO) (NA-63) of all property actions requiring approval above the Service Center management chain. c. Reviewing and approving all HQ selected Service Center property actions. d. Is responsible for updating the CAP Matrix, Exhibit #1. D. Site Office Manager/Deputy Site Managers/Assistant Managers for Business and Administration 1. Implementing coordination and approval process for personal property actions under the cognizance of their office. This responsibility extends to assuring independent review of actions so that individuals responsible for initiating an action do not approve that action. 2. Performing the "Manager/Site Office" duties specified in Exhibit 1 (negotiated sales, inventory write-off, etc. that may require a warrant). E. Personal Property Officers, Service Center direct operations or Site Office I. Ensuring that personal property actions receive the level of coordination and approval required by this policy letter. 3 2. Managing the planning of personal property actions to preclude · the need for expedited coordination and approvaL V. NNSA COORDINATION AND APPROVAL PROCESS: A. The NNSA Coordination and Approval Process Flowchart (Exhibit #2) illustrates the processes that personal property actions must follow in order to obtain the required coordination and approval prior to signature and execution. Coordination and approval levels will vary according to the nature and type of the personal property action (sales, leases, transfers, etc.). The type of the personal property action would be used to determine the appropriate coordination and approval level. A. Personal property actions shall not be executed until the appropriate coordination and approval steps in this policy letter have been accomplished. VII. POINT OF CONTACT FOR ADMINISTRATION POLICY LETTER: Supply Management Officer, Office of Acquisition and Supply Management (NA-63) 202.586.5144. BY ORDER OF THE ADMINISTRATOR: ~L-~.J........_.- ~bert C. Braden Senior Procurement Executive National Nuclear Security Administration Exhibits: 1. Coordination and Approval CAP Matrix 2. NNSA CAP Process Flowchart 4 Exhibit 1 Coordination and Approval Cap Matrix for Perso~al Property Actions ACTION CODES: ... A-Approval .i CD Ill - < i c 6 c 8 Ill CD ~ C- Coordination & t; 'ii ... e:;( 'ii- c c en Ill s 'ii 'ii 0 e CP 8 _;rg t; Ill ·- ... z CP C .... ·~ ::& I! ... _ (..) '-W E ~>o z "C uo = Review u; ... 13 Cii CP(.) 0< <Pen <Po gb fCP o- I ·~;; .. 1::.2 en. - cen CP cz ic Ill I! - e P-Preparation CP a. oo C'- Ill ep_. t) ! ~~~- .., <Pz :1~ ... ::1: Oll) a. en olll c C>- ·~ E~ .., C)_. C)= C·- u- ~iii 0 CP ._ ..

S..Signature -~~~ en ·en 1:: (.).2 :1 -~~~ en ":" ·o > 0 :1 - >- en iii ~>~>.., t) :1 l) ·- CP epll: 0 0~ oCii -o: (.)t; ... t) '-c I! t) -c: lll;o I! a ~ .2: CD CP I: o.2 < ;..;: N-Notification ~ uo (..) en CP eplll epC n,CP o- - c I!·-cc! cas CP:I I: CD a1ii z o< ... >< :..E .!!! CP CPE ~z !. c iE - uo t) c u:l ow ~ 0 as c 0 I'll xE ·- :1 -o "C --c c c-c "C 0 CP iE(.) - c t::o 8(.) c 5.< e (;< ..., ... Numbers reflect order in (..) e ::& t) s as - .. !II CP 1ii 0 e as 0(.) CP CP CP g:e Q. ::& .s "C which to accomplish ...1 :!:: Q. ::1: en Q < actions. en i5 Jilo Domestic Loans Pl/N4 C2 A3 Foreign Loans C4/N6 P1/N7 C2 S3 C5/S5 S4/S6 Transfer of NNSA Title N6 (Foreign) P1/N5 C2 S3 A4 Transfer of DOE Title N6 (Foreign) P1/N7 C2 S3 C4 S5 A6 Abandonment C5/N7 . (Foreign) P1/N8 C2 S3 cs S4/S6 Abandonment (Domestic) P1/N4 C2 A3 Vehicle Approval Request P1/N4/N7 C2 C3/S3 C4/S4 C1 cs A6 C5 (Over authorized threshold) -1- ----··--··----· ··--···---·--··----~ Exhibit 1 Coordination and Approval Cap Matrix for Personal Property Actions ACTION CODES: ... A:- Approval Cl ell <( :!! ... 1: 0 - ell ~ Cl - ell C- Coordination & ell ;:; 11- 1: u 11~ 11-- 1: 1: 'li t/) Is:: .! Cl 0 u !'!.!. ell 8 0~ ;:; ell z iU E ·- ... ... I'll :::E I! (.) CDW u uo z i u 0 c Review 0'- u 1: (i) Ill(.) CIIU) s::O I! e~ o- ·~~ " "t:S I'll s::;D.. - S::U) CD s::z ell I'll - CD E P-Preparation ell :::E oo 1: ... ell Cl)._, u CD 8"i "' CDz CDC -b ~- :c.; ... :X: 0 ell a. OCD 1: (!)- ~ ~ "' (!)= 1:·- U'$ ~ .. S.Signature t)lll t/) i -;"i: B~ :::1 ... CI) 8.§ ~ (!)._. o> >. tn';; Cl) .... 1!5- >. -CII 0 0 :r1 Ill o(i) ol ot; eu '-·c u -c: l!'i' N-Notificatlon t: .:!: Cl (.) t/) Ill z ell ell Cl) 1: Q.CII 0·- - 1: 1!·- Ill-<( -CI) u:: C@ Ill :::1 a'li o< ... :o< >.E .!! CD grx: Cll 8 - !E8 'i:: Cl us:: u~ oW ~ IIIE :tz a. , I'll 1: 0 I'll :x:E 88 -o , _, 1: 1:"0 e ~ - 1: 5o c a< e ~<( ..., .. Numbers reflect order in (.) Ill :::E 0 u I'll .! 101 - .. 3 Cl) e Cl) Cl) Ill C."' which to accomplish Q. - Q. :::E .5 :X: t/) c , =-e 0 i5 <( &lo actions. GSA Vehicle Leases- P1/N4 C2 C3 Replacement- No Increase to Fleet Size Direct Purchase of Vehicles (General P1/N4 C2 A3 Purpose)- No Increase to Fleet Size Direct Purchase of "Special Purpose" P1/N5 C2 A3 A4 VehicJe- No Increase to Fleet Size Increase to Fleet Size P1/N7 P2 C2 C3 C5 C4 A6 C5 -Vehicle Utilization Reports P1 C2 A2 N3 N3 Fleet Management Reports P1 C2 A2 N3 N3 - 2- I (M ] '--z ()I (") 1\) $= ~~~~ ::~IB~i ;. 3 ~.!:!: "'lfiii!IQ oP 111 ::1 .... 'iS' ::!! :;· 'tl iil c 111 ca 3 (II= ('I (II 1J .... '--z .... (") 1\) (") ~ w ('} .... z t8 ~ i en Ill i' (II ., ~ Q ('} N * ~ ~ r» -·z zen'ti::U)>t)lo o::lc z&,~~ o 5"~3 oa:r-.S.o~::! :I -·i !:!::::~~18 0 !I' g. iii gei aaz ... ... Dl -·<0 ~~ -·CiJ!:!: :::11110 0 o a-a C'll!l :I :I -· m na o en l.i- :I .. go ~ .. Contractor/Site Requestor Property Specialist Lead Fleet Manager Division Manager/OPMO Site Office Contracting Officer Patent Counsel (SC) Office of General Counsel (SC) Director/Service Center Manager/Site Office HQ Office of International Affairs NA-133 Office of General Counsel (NNSA) Office of General Counsel (DOE) Head of Contracting Activity Senior Procurement Executive Deputy or Associate Administrator Administrator I NNSA Agency Head General Services Administration Supply Management OfficerNA-63 n g '"1 ~ ~ ct. C> = ~ = Q. ~ "CC '"1 ~ ~ -n ~~ II< ~e: ~ 1:1" ..... -· '"1 ..... s:;· ~ ~ '"1

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