Contractor Property Management for Maintenance

NCMS Project #: 140491

Problem: Government Furnished Policy states that when contractors are performing maintenance on DoD items, the items are in a GFP status and require contractors to perform GFP reporting on these items in AIS (e.g., UID Registry, SPOT) regardless of whether the activity is in theater or in CONUS.

The Marine Corps is seeking to ensure that the actions that it takes to support the emerging Contractor missions are fully compliant with the governing regulations.  Marine Corps participation in a 2011 OSD-funded GFP study identified gaps in Marine Corps GFP practices, which are common across DoD.  These gaps need to be closed to be fully compliant with existing GFP policy, with new regulations managing GFP weapons and vehicles and new emerging requirements for contractor property in theater.  Discussions with Marine Corps SMEs indicate that potential noncom­pliance is focused in two areas;  a) noncompliance with GFP that are outside the normal Material Control Activity (MCA) process flow, including in-theater transfers for maintenance operations, and  b) noncompliance due to the manual data entry errors in the WAWF transactions for outbound GFP from MCA.

Benefit: This effort will reduce the cost of items that are unaccounted for due to their status as GFP with no trace­ability to reclaim the items from or knowledge of their whereabouts.  This also will reduce the cost of GFP management and contract administration through improved integration using IUID.

Solution/Approach: Identify and document maintenance processes, data exchanges and systems used by the USMC as representative of practices used to provide accountability and auditability for GFP, CAP, and further to provide the visi­bility for contractor property in theater.  Establish relevant scenarios and develop solutions/processes to be proven out through CONUS demonstration in Phase I and then in Phase II those successful demonstrations from Phase I will be employed in-theater and validated.  This enhanced process will improve compliance and enhance visibility of relevant government and contractor property to government stakeholders.  Improvements will be demonstrated using scenarios that exemplify the current process challenges.  The project will include integration of new processes through modification of current GFP/CAP, automated armory, MCA, and weapons reporting procedures.  Technically feasible solutions will be employed in an in-theater demonstration for final refinement and validation.  The in-theater demonstration will leverage the USMC Automated Armory system (AIM) residing in-theater as a capability to manage equipment accountability between USMC and contractors, as well as the means to initiate messages and data transfers to the various AIS and repositories to assure compliance with the policy directives.

Impact on Warfighter:

  • Closing those gaps that exist in reporting of items in the GFP status will improve accountability and auditability of DoD financial statements. This will result in less burden­some practices commonly associated with increased external oversight due to distrust.
  • Improved knowledge of contractor property requirements for in-theater GFP allows DoD to better prepare staging and distribution areas. Greater fidelity into GFP and CAP requirements in and out of theater will allow DoD to include these assets in the Joint Operational Planning and Execution System (JOPES) process and associated information systems for strategic movement and maintenance of materiel.

DOD Participation:

  • U.S. Marine Corps I&L
  • OSD Defense Procurement and Policy
  • U.S. Marine Corps LOGCOM

Industry Participation:

  • Nexus LCM
  • TOP Inc.
  • TopLine Technology Solutions, LLC
  • PORTAC Consulting
  • Black & Rossi, LLC
  • RW Appleton & Company
  • NCMS

Final Report