41 C.F.R. PART 109–43—UTILIZATION OF PERSONAL PROPERTY
Title 41 - Public Contracts and Property Management
Authority: 40 U.S.C. 486(c).
Source: 63 FR 19640, Apr. 20, 1998, unless otherwise noted.
DOE screening period means the period of time that reportable excess personal property is screened throughout DOE for reutilization purposes and, for selected items, through the Used Energy-Related Laboratory Equipment (ERLE) Grant Program. DOE offices and designated contractors are responsible for continuously surveying property under their control to assure maximum use, and shall promptly identify property that is excess to their needs and make it available for use elsewhere. The DPMO is designated as the DOE National Utilization Officer. Heads of field organizations may authorize designated contractors to perform the functions pertaining to the utilization of excess personal property normally performed by a Federal agency, provided the designated contractors have written policies and procedures. (a) Prior to reporting excess personal property to GSA, reportable personal property shall be screened for reutilization within DOE through the Reportable Excess Automated Property System (REAPS) for a 30-day period. REAPS also provides for a 15-day expedited screening period for certain categories of personal property for economic development and to satisfy urgent conditions. (b) An additional 30-day screening period shall be allocated for items eligible for screening by educational institutions through ERLE. (c) Items in FSCG 66 (Instruments and Laboratory Equipment), 70 (General Purpose Information Processing Equipment (including firmware)), and 99 (Miscellaneous) are reportable when the unit acquisition cost is $1,000 or more. (d) In exceptional or unusual cases when time is critical, screening of excess property may be accomplished by telegram or facsimile with due consideration given to the additional costs involved. Examples of situations when this method of screening would be used are when there is a requirement for quick disposal actions due to unplanned contract terminations or facilities closing; to alleviate the paying of storage costs; when storage space is critical; to process exchange/sale transactions; property dangerous to public health and safety; property determined to be classified or otherwise sensitive for reasons of national security (when classified communications facilities are used); or for hazardous materials which may not be disposed of outside of the Department. (e) Concurrent DOE and Federal agency screening generally shall not be conducted. Transfers within DOE generally shall be effected by completion of a SF–122, Transfer Order Excess Personal Property. Except for those designated contractors authorized by the DOE contracting office to execute transfer orders, transfers to DOE contractors must be approved by the cognizant DOE property administrator for the contractor receiving the property. Reportable property will be electronically reported by REAPS directly to GSA following internal DOE and ERLE screening. When closing installations, DOE offices shall work with the appropriate GSA regional offices to develop site utilization and disposal programs: (a) In developing a disposal program, property shall be determined to be excess to DOE needs before reporting it to GSA. (b) If a deviation from DOE policy or procedures is required, prior written approval of the Deputy Assistant Secretary for Procurement and Assistance Management shall be obtained. (c) When deviation from existing GSA regulations is involved, approval by the appropriate GSA regional office will be sufficient to validate the disposition. A copy of the GSA approval should be forwarded for information to the DPMO. (a) [Reserved] (b) Equipment, parts, accessories, jigs and components which are of special design, composition, or manufacture and which are intended for use only by specific DOE installations (such as spare parts for equipment used in atomic processes) are not reportable and shall not be formally screened within DOE or reported to GSA. Nuclear-related and proliferation-sensitive property is not reportable and shall not be formally screened within DOE or reported to GSA. To provide assurance that hazardous personal property is not being inadvertently released from the site by transfer or sale to the public, all hazardous or suspected hazardous personal property shall be checked for contamination by environmental, safety, and health officials. Contamination-free personal property will be tagged with a certification tag authorizing release for transfer or sale. Contaminated personal property will be referred back to the program office for appropriate action. Excess or surplus hazardous personal property shall not be commingled with non-hazardous personal property while waiting disposition action. The Director, Office of Administrative Services and heads of field organizations shall take appropriate action as required when conditional gifts are offered. The Director, Office of Administrative Services and heads of field organizations shall take appropriate action as required when conditional gifts are offered. (a) When personal property that is subject to export controls is being exported directly by DOE (e.g., a transfer of nuclear equipment or materials as part of a program of cooperation with another country), DOE or the DOE contractor must obtain the necessary export license. (b) When personal property subject to export controls is transferred under work-for-others agreements, co-operative agreements, or technical programs, the recipients will be informed in writing that: (1) The property is subject to export controls; (2) They are responsible for obtaining export licenses or authorizations prior to transferring or moving the property to another country; and (3) They are required to pass on export control guidance if they transfer the property to another domestic or foreign recipient. Classified personal property which is excess to DOE needs shall be stripped of all characteristics which cause it to be classified, or otherwise rendered unclassified, as determined by the cognizant program office, prior to any disposition action. The cognizant program office shall certify that appropriate action has been taken to declassify the personal property as required. Declassification shall be accomplished in a manner which will preserve, so far as practicable, any civilian utility or commercial value of the personal property. (a) Recognizing that property disposal officials will not have the technical knowledge to identify nuclear-related and proliferation-sensitive personal property, all such personal property shall be physically tagged with a certification signed by an authorized program official at time of determination by the program office of the personal property as excess. Such an authorized official should be designated in writing with signature cards on file in the property office. (b) Nuclear-related and proliferation-sensitive personal property which is excess to DOE needs shall be stripped of all characteristics which cause it to be nuclear-related or proliferation-sensitive personal property, as determined by the cognizant program office, prior to disposal. The cognizant program office shall certify that appropriate actions have been taken to strip the personal property as required, or shall provide the property disposal office with adequate instructions for stripping the items. Such action shall be accomplished in a manner which will preserve, so far as practicable, any civilian utility or commercial value of the personal property. All ADPE shall be sanitized before being transferred into excess to ensure that all data, information, and software has been removed from the equipment. Designated computer support personnel must indicate that the equipment has been sanitized by attaching a certification tag to the item. Sanitized ADPE will be utilized and disposed in accordance with the provisions of the FPMR. Personal property that is considered defective or unsafe must be mutilated prior to shipment for disposal. (a) [Reserved] (b) It is DOE policy for designated contractors to use Government excess personal property to the maximum extent possible to reduce contract costs. However, the determination required in 41 CFR 101–43.312(b) does not apply to such contracts, and a DOE official is not required to execute transfer orders for authorized designated contractors. The procedures prescribed in 41 CFR 101–43.309–5 for execution of transfer orders apply. (a)–(c) [Reserved] (d) Heads of field organizations shall ensure that required records are maintained in a current status. (a)–(e) [Reserved] (f) Heads of field organizations shall ensure that the records required by 41 CFR 101–43.314(f) are maintained. (a)–(c) [Reserved] (d) Contracting officers shall maintain a record of the number of certified non-Federal agency screeners operating under their authority and shall immediately notify the appropriate GSA regional office of any changes in screening arrangements. (a) [Reserved] (b) Property which remains excess after utilization screening within the general foreign geographical area where the property is located shall be reported to the accountable field office or Headquarters program organization for consideration for return to the United States for further DOE or other Federal utilization. The decision to return property will be based on such factors as acquisition cost, residual value, condition, usefulness, and cost of transportation. (a)–(b) [Reserved] (c) The annual report of personal property furnished (e.g., transfers, gifts, loans, leases, license agreements, and sales) to non-Federal recipients, including elementary and secondary schools, is furnished to GSA by the DPMO. Feeder reports, using the format illustrated below, shall be submitted to the DPMO by November 15 of each year. (1) Field office feeder reports shall include the following: (i) Data for all excess personal property obtained from other Federal agencies and furnished to any DOE offsite or designated contractor or financial assistance recipient; (ii) Data for all DOE personal property no longer needed by a DOE direct operation and subsequently furnished to any DOE offsite or designated contractor or financial assistance recipient. (iii) Data for all personal property furnished to elementary and secondary schools and non-profit organizations under initiatives to support science and mathematics education. (2) Field office feeder reports shall not include data for contractor inventory which is declared excess and subsequently redistributed through REAPS (or other means within DOE) to other DOE contractors or designated contractors' subcontractors. (3) The feeder report from the Office of Science Education Programs, using the following format, will include data for all personal property furnished to non-federal recipients and institutions of higher learning under the ERLE Grant Program. This subpart supplements 41 CFR part 101–43 by providing policies and procedures for the economic and efficient utilization of personal property associated with facilities placed in standby status. Facility in standby means a complete plant or section of a plant, which is neither in service or declared excess. Procedures and practices shall require an initial review at the time the plant is placed in standby to determine which items can be made available for use elsewhere within the established start-up criteria; periodic reviews (no less than biennially) to determine need for continued retention of property; and special reviews when a change in start-up time is made or when circumstances warrant. Such procedures should recognize that: (a) Equipment, spares, stores items, and materials peculiar to a plant should be retained for possible future operation of the plant; (b) Where practicable, common-use stores should be removed and used elsewhere; and (c) Uninstalled equipment and other personal property not required should be utilized elsewhere on-site or be disposed of as excess.
Title 41: Public Contracts and Property Management
PART 109–43—UTILIZATION OF PERSONAL PROPERTY
Section Contents
§ 109-43.001 Definition.
§ 109-43.101 Agency utilization reviews.
§ 109-43.103 Agency utilization officials.
§ 109-43.302 Agency responsibility.
§ 109-43.302-50 Utilization by designated contractors.
§ 109-43.304 Reporting requirements.
§ 109-43.304-1 Reporting.
§ 109-43.304-1.50 DOE reutilization screening.
§ 109-43.304-1.51 Transfers within DOE.
§ 109-43.304-2 Form and distribution of reports.
§ 109-43.304-4 Property at installations due to be discontinued.
§ 109-43.305 Property not required to be formally reported.
§ 109-43.305-50 Nuclear-related and proliferation-sensitive personal property.
§ 109-43.307 Items requiring special handling.
§ 109-43.307-2 Hazardous materials.
§ 109-43.307-2.50 Monitoring of hazardous personal property.
§ 109-43.307-2.51 Holding hazardous personal property.
§ 109-43.307-3 Conditional gifts for defense purposes.
§ 109-43.307-4 Conditional gifts to reduce the public debt.
§ 109-43.307-50 Export controlled personal property.
§ 109-43.307-51 Classified personal property.
§ 109-43.307-52 Nuclear-related or proliferation-sensitive personal property.
§ 109-43.307-53 Automatic data processing equipment (ADPE).
§ 109-43.307-54 Unsafe personal property.
§ 109-43.312 Use of excess personal property on cost-reimbursement contracts.
§ 109-43.313 Use of excess personal property on cooperative agreements.
§ 109-43.314 Use of excess personal property on grants.
§ 109-43.315 Certification of non-Federal agency screeners.
§ 109-43.502 Holding agency responsibilities.
§ 109-43.4701 Performance reports.
§ 109-43.5000 Scope of subpart.
§ 109-43.5001 Definition.
§ 109-43.5002 Reviews to determine need for retaining items.
§ 109-43.001 Definition.
top
Subpart 109–43.1—General Provisions
top
§ 109-43.101 Agency utilization reviews.
top
§ 109-43.103 Agency utilization officials.
top
Subpart 109–43.3—Utilization of Excess
top
§ 109-43.302 Agency responsibility.
top
§ 109-43.302-50 Utilization by designated contractors.
top
§ 109-43.304 Reporting requirements.
top
§ 109-43.304-1 Reporting.
top
§ 109-43.304-1.50 DOE reutilization screening.
top
§ 109-43.304-1.51 Transfers within DOE.
top
§ 109-43.304-2 Form and distribution of reports.
top
§ 109-43.304-4 Property at installations due to be discontinued.
top
§ 109-43.305 Property not required to be formally reported.
top
§ 109-43.305-50 Nuclear-related and proliferation-sensitive personal property.
top
§ 109-43.307 Items requiring special handling.
top
§ 109-43.307-2 Hazardous materials.
top
§ 109-43.307-2.50 Monitoring of hazardous personal property.
top
§ 109-43.307-2.51 Holding hazardous personal property.
top
§ 109-43.307-3 Conditional gifts for defense purposes.
top
§ 109-43.307-4 Conditional gifts to reduce the public debt.
top
§ 109-43.307-50 Export controlled personal property.
top
§ 109-43.307-51 Classified personal property.
top
§ 109-43.307-52 Nuclear-related or proliferation-sensitive personal property.
top
§ 109-43.307-53 Automatic data processing equipment (ADPE).
top
§ 109-43.307-54 Unsafe personal property.
top
§ 109-43.312 Use of excess personal property on cost-reimbursement contracts.
top
§ 109-43.313 Use of excess personal property on cooperative agreements.
top
§ 109-43.314 Use of excess personal property on grants.
top
§ 109-43.315 Certification of non-Federal agency screeners.
top
Subpart 109–43.5—Utilization of Foreign Excess Personal Property
top
§ 109-43.502 Holding agency responsibilities.
top
Subpart 109–43.47—Reports
top
§ 109-43.4701 Performance reports.
top
---------------------------------------------------------------------------------------------------------------- Original cost of Digit federal supply Name and address of recipient Recipient's status property classification group---------------------------------------------------------------------------------------------------------------- ----------------------------------------------------------------------------------------------------------------
Subpart 109–43.50—Utilization of Personal Property Held for Facilities in Standby
top
§ 109-43.5000 Scope of subpart.
top
§ 109-43.5001 Definition.
top
§ 109-43.5002 Reviews to determine need for retaining items.
top
