41 C.F.R. PART 109–28—STORAGE AND DISTRIBUTION
Title 41 - Public Contracts and Property Management
Authority: 42 U.S.C. 7254.
Source: 63 FR 19630, Apr. 20, 1998, unless otherwise noted.
DOE offices and designated contractors shall: (a) Establish storage space and warehousing services for the receipt, storage, issue, safekeeping and protection of Government property; (b) Provide storage space and warehousing services in the most efficient manner consistent with program requirements; and (c) Operate warehouses in accordance with generally accepted industrial management practices and principles. (a) Indoor storage areas should be arranged to obtain proper stock protection and maximum utilization of space within established floor load capacities. (b) Storage yards for items not requiring covered protection shall be protected by locked fenced enclosures to the extent necessary to protect the Government's interest. (c) Storage areas shall be prominently posted to clearly indicate that the property stored therein is U.S. Government property, with entrance to such areas restricted to authorized personnel only. (d) Property in storage must be protected from fire, theft, deterioration, or destruction. In addition certain items require protection from dampness, heat, freezing, or extreme temperature changes. Other items must be stored away from light and odors, protected from vermin infestation, or stored separately because of their hazardous characteristics. (e) Hazardous or contaminated property, including property having a history of use in an area where exposure to contaminated property may have occurred, shall not be commingled with non-contaminated property, but stored separately in accordance with instructions from the environmental, safety, and health officials. (f) Unless inappropriate or impractical until declared excess, nuclear-related and proliferation-sensitive property shall be identified as such by use of a certification tag signed by an authorized program official (designated in writing with signature cards on file in the personal property management office). Such personal property shall not be commingled with other personal property, but stored separately in accordance with instructions from the cognizant program office. DOE offices and designated contractors shall establish internal controls for ensuring that the use of CSC accounts is limited to the purchase of items for official Government use. DOE offices and designated contractors shall establish internal controls for ensuring that the customer access codes assigned for their accounts are properly protected. This subpart provides policies, principles, and guidelines to be used in the management of equipment held for future projects (EHFFP). Equipment held for future projects means items being retained, based on approved justifications, for a known future use, or for a potential use in planned projects. The objective of the EHFFP program is to enable DOE offices and contractors to retain equipment not in use in current programs but which has a known or potential use in future DOE programs, while providing visibility on the types and amounts of equipment so retained through review and reporting procedures. It is intended that equipment be retained where economically justifiable for retention, considering cost of maintenance, replacement, obsolescence, storage, deterioration, or future availability; made available for use by others; and promptly excessed when no longer needed. Records of all EHFFP shall be maintained by the holding organization, including a listing of items with original date of classification as EHFFP; initial justifications for retaining EHFFP; rejustifications for retention; and documentation of reviews made by higher levels of management. Procedures shall provide for the following: (a) The original decision to classify and retain equipment as EHFFP shall be justified in writing, providing sufficient detail to support the need for retention of the equipment. This justification will cite the project for which retained, the potential use to be made of the equipment, or other reasons for retention. (b) The validity of the initial classification EHFFP shall be reviewed by management at a level above that of the individual making the initial determination. (c) Retention of equipment as EHFFP must be rejustified annually to ensure that original justifications remain valid. The rejustifications will contain sufficient detail to support retention. (d) When equipment is retained as EHFFP for longer than one year, the annual rejustification shall be reviewed at a level of management at least two levels above that of the individual making the determination to retain the EHFFP. Equipment retained as EHFFP for longer than three years should be approved by the head of the DOE field organization. OPMOs or on-site DOE property administrators shall conduct periodic reviews to ensure that the EHFFP program is being conducted in accordance with established procedures and this subpart. Included in the review will be proper determinations of property as EHFFP, the validity of justifications for retaining EHFFP, and the inclusion of EHFFP in management walk-throughs as prescribed in §109–25.109–1 of this chapter. It is DOE policy that, where practicable and consistent with program needs, EHFFP be considered as a source of supply to avoid or postpone acquisition. This subpart provides policy guidance to be used in the management of spare equipment. Spare equipment means items held as replacement spares for equipment in current use in DOE programs. The following categories of equipment will not be considered spare equipment: (a) Equipment installed for emergency backup, e.g., an emergency power facility, or an electric motor or a pump, any of which is in place and electrically connected. (b) Equipment items properly classified as stores inventory. (a) Procedures shall require the maintenance of records for spare equipment, cross-referenced to the location in the facility and the engineering drawing number. The purpose for retention shall be in the records. (b) Reviews shall be made based on technical evaluations of the continued need for the equipment. The reviews should be held biennially. In addition, individual item levels shall be reviewed when spare equipment is installed for use, the basic equipment is removed from service, or the process supported is changed. (c) Procedures shall be established to provide for the identification and reporting of unneeded spare equipment as excess property.
Title 41: Public Contracts and Property Management
PART 109–28—STORAGE AND DISTRIBUTION
Section Contents
§ 109-28.000-50 Policy.
§ 109-28.000-51 Storage guidelines.
§ 109-28.306 Customer supply center (CSC) accounts and related controls.
§ 109-28.306-3 Limitations on use.
§ 109-28.306-5 Safeguards.
§ 109-28.5000 Scope of subpart.
§ 109-28.5001 Definition.
§ 109-28.5002 Objective.
§ 109-28.5003 Records.
§ 109-28.5004 Justification and review procedures.
§ 109-28.5005 EHFFP program review.
§ 109-28.5006 Utilization.
§ 109-28.5100 Scope of subpart.
§ 109-28.5101 Definition.
§ 109-28.5102 Exclusions.
§ 109-28.5103 Management policy.
§ 109-28.000-50 Policy.
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§ 109-28.000-51 Storage guidelines.
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Subpart 109–28.3—Customer Supply Centers
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§ 109-28.306 Customer supply center (CSC) accounts and related controls.
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§ 109-28.306-3 Limitations on use.
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§ 109-28.306-5 Safeguards.
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Subpart 109–28.50—Management of Equipment Held for Future Projects
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§ 109-28.5000 Scope of subpart.
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§ 109-28.5001 Definition.
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§ 109-28.5002 Objective.
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§ 109-28.5003 Records.
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§ 109-28.5004 Justification and review procedures.
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§ 109-28.5005 EHFFP program review.
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§ 109-28.5006 Utilization.
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Subpart 109–28.51—Management of Spare Equipment
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§ 109-28.5100 Scope of subpart.
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§ 109-28.5101 Definition.
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§ 109-28.5102 Exclusions.
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§ 109-28.5103 Management policy.
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