Defense Procurement and Acquisition Policy (DPAP)
Presented by:
Government Furnished Property
Attachment
TrainingCarol Vigna, OSD AT&L [email protected]
Pam Rooney, Support to OSD AT&L DPAPwww.dodprocurementtoolbox.com
June 2016
1
Topics
Policy and Guidance
Attachment Architecture
Creating the Attachment
» Directly into PDF
» Via Excel conversion
Upload PDF GFP Attachment to EDA
View from the IUID Registry
Resources2
Policy and Guidance
PGI 245.103-72
» Directs creation and inclusion of GFP
Attachment
3
The Attachment
Formalizes the “deal” of what property
will be provided to the contractor
Authorizes contractors to have
custody of government property
Indicates which items are serially
managed versus non-serially managed
for contractor reporting under DFARS
252.211-7007
Required by PGI 245.103-724
Topics
Policy and Guidance
Attachment Architecture
Creating the Attachment
» Directly into PDF
» Via Excel conversion
Upload PDF GFP Attachment to EDA
View from the IUID Registry
Resources5
Attachment Architecture
DoD Procurement Toolbox
Local Store
Download;
Populate
GFP
Attachment
Populate
Excel;
Convert to
OR
EDA
Upload
Award or Mod and
GFP Attachment
to EDA
IUID Registry
GFP Module
GFP Attachment data
Automatically transmitted to
IUID Registry
6
Topics
Policy and Guidance
Attachment Architecture
Creating the Attachment
» Directly into PDF
» Via Excel conversion
Upload PDF GFP Attachment to EDA
View from the IUID Registry
Resources7
2 Attachment Creation Options
GFP
Attachment
Manual data
Entry
Few Items Many Items
CWS
Excel
Template
Conversion
Process
GFP
Attachment
8
Topics
Policy and Guidance
Attachment Architecture
Creating the Attachment
» Directly into PDF
» Via Excel conversion
Upload PDF GFP Attachment to EDA
View from the IUID Registry
Resources9
Downloading the
PDF Attachment
10
Downloading the
PDF Attachment
Remember
11
Complete the PDF
Click “Enable all Features”
Ignore the “Submit Form”!
12
Legend for the tutorial
Legend:
(R) = Required Field
(C) = Conditional Field
(O) = Optional Field
Required field Conditional field
Optional field
Format Examples:
13N = 13 Numeric characters
5AN = 5 Alpha-numerics
Information
13
Attachment Information
Enter all data
Click to validate
Save Attachment
14
Header Information
Attachment Number (R):
1-5 Numeric; in accordance with
DFARS PGI 204.7105 (b) (5)
Attachment Date (R):
Use the dropdown box to select
the date
Government Contracting Officer (R):
Enter the name of the Contracting
Officer up to 25 characters
Attachment File (R):
Number of this file and Number of
total files (e.g., 1 of 3 up to 999).
Create a new file for every 10,000
rows of data.
Email (R):
Enter the email of the
Contracting Officer up to
50 characters
Phone (R):
Enter the phone number of the
Contracting Officer up to 25
characters
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Contract InformationSelect 1 Action type (R):
“Contract Award” when the Attachment accompanies an initial award
“Contract Modification” when Attachment accompanies a mod – requires Modification Number (2N or 6AN)
“Solicitation” when the Attachment accompanies an initial solicitation
“Amendment” when Attachment accompanies a solicitation amendment – requires Amendment Number (4N)
Enter the Solicitation or
Contract Number elements. All
elements are required. Do not
include dashes. DoDAAC=6AN;
Year=2N; Type=1A; Seq=4AN
If the GFP is associated with
an Order under a contract,
enter either (but not both):
- The constituent elements of
an “F” order
- The 4 character Order
Number 16
Serially Managed Items
Line Number (R):
A sequential number to
distinguish between rows. NOT
a part number, NOT a CLIN.
Item Name (R) and
Description (R):
Provide sufficient detail
for future traceability
Must include at least one of:
- NSN (13N), Manufacturer -
CAGE (5AN) and Part
Number (50)
- Model Number (50) (C)
Enter Serial
Number (O) and/or
UII (O) if known. If
entered ensure that
Qty =1
Enter Quantity (R) that
will be provided to the
contractor over PoP.
4N.2N
Enter Unit
Acquisition cost (O).
If not known at
award, this field
must be added with
a modification
Enter Unit
Acquisition cost (O).
If not known at
award, this field
must be added with
a modification
Use the drop down
boxes to select Unit
of Measure (R) and
Use As-Is.
Delivery Information (O): Either Delivery
Date OR Duration/Time Unit/Event may
be entered. If Event-based data is
entered, use the drop downs for Time
Unit and Delivery Event
c
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Non-serially Managed Items
• All of the rules of serially manage apply
• No Serial Number or UII elements
• If an item is serially managed, but you don’t know the SN/UII still include with the
Serially Managed items
Click “ADD” to add a row to that section
Click remove to delete a row Enter notes related to contract provisions
or other comments. 250 AN.
Remember: UoM and Use As-Is
must be from dropdown menu
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Requisitionable GFP
Must include at least one of:
- NSN (13N)
- Manufacturer CAGE (5AN) and Part
Number (50)
Items in this section of the GFP Attachment may be requisitioned
independently by the Contractor from the DoD supply system. By including
the items here, the Contractor is notified DoD will pay for the items. This is
not Contractor Furnished Material that is paid for by the contractor.
19
Validate and Save
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When entry is complete, click “Validate” button on top right of Attachment Info
Page. If errors exist, they will be identified. If not, no response.
Save the PDF locally. The Adobe Reader message will be displayed. Click okay
but DO NOT click “submit”.
Topics
Policy and Guidance
Creating the Attachment
» Directly into PDF
» Via Excel conversion
Upload PDF GFP Attachment to EDA
View from the IUID Registry
21
Download the Excel Template
22
Download the Excel Template
Remember: Only the Excel from the web
site can be used to create the Attachment
23
Populate the Excel
Move to other tabs
Government Contracting Officer (R):
Enter the name of the Contracting
Officer up to 25 characters
Attachment Number (R):
1-5 Numeric; in
accordance with DFARS
PGI 204.7105 (b) (5)
Attachment Date (R):
Enter in format
CCYY-MM-DD
Email (R):
Enter the email of the
Contracting Officer up to
50 characters
Attachment File (R):
Number of this file and Number of
total files (e.g., 1 of 3 up to 999).
Create a new file for every 10,000
rows of data.
Phone (R):
Enter the phone number of the
Contracting Officer up to 25
characters. If entering
international number with “+”,
enter “ ‘ “ first.Do NOT change the format
of the Excel Template24
Contract Information
Enter the Solicitation or
Contract Number elements. All
elements are required. Do not
include dashes. DoDAAC=6AN;
Year=2N; Type=1A; Seq=4AN
If the GFP is associated with
an Order under a contract,
enter either (but not both):
- The constituent elements of
an “F” order
- The 4 character Order
Number
Select 1 Action type (R):
“Contract Award” when the Attachment accompanies an initial award
“Contract Modification” when Attachment accompanies a mod – requires Modification Number (2N or 6AN)
“Solicitation” when the Attachment accompanies an initial solicitation
“Amendment” when Attachment accompanies a solicitation amendment – requires Amendment Number (4N)
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Serially Managed Items
Tips
Create 10,000 row files
Cells that are conditional are highlighted
red
Note the Required and Conditional
indicators on header row
Pop up boxes provide formatting
Use drop down boxes – other data will fail
Data Entry
Drop Down
Date Field
Column Colors
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Enter Serially Managed Items
Line Number (R):
A sequential number to
distinguish between rows. NOT
a part number, NOT a CLIN.
Item Name (R) and
Description (R):
Provide sufficient detail
for future traceability
Must include at least one of:
- NSN (13N)
- Manufacturer CAGE (5AN) and Part
Number (50)
- Model Number (50) (C)
Enter Serial
Number (O) and/or
UII (O) if known. If
entered ensure that
Qty =1
Manufacturer CAGE and
Part Number are a pair.
Entry of one will flag the
other red until it is
entered.
c c c
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Enter Serially Managed Items
Enter Quantity (R) that will
be provided to the
contractor over the PoP.
4N.2N
Use the drop down
boxes to select Unit
of Measure (R) and
Use As-Is.
Use the drop down
boxes to select Unit
of Measure (R) and
Use As-Is.
Enter Unit
Acquisition cost (O).
If not known at
award, this field
must be added with
a modification
Delivery Information (O): Either Delivery
Date OR Duration/Time Unit/Event may
be entered. If Event-based data is
entered, use the drop downs for Time
Unit and Delivery Event
Each cell has a pop
up with format and
conditional
requirements.
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Enter Non-serially managed
items
Edits are the same as for Serially
Managed items
No Serial Number or UII field
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Enter Requisitionable GFP
Must include NSN (13N) or
Manufacturer CAGE (5AN)
and Part Number (50)
Items in this section of the GFP Attachment may be requisitioned
independently by the Contractor from the DoD supply system. By including
the items here, the Contractor is notified DoD will pay for the items. This is
not Contractor Furnished Material that is paid for by the contractor.
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Navigate to the Conversion Tool
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Convert the Excel to PDF
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New Conversion Process
1. Access the Procurement Toolbox GFP
Conversion site
2. Upload saved GFP Excel Template
3. Click “Convert GFP Attachment”
4. Receive notice that Attachment is being
converted
5. Receive email with URL to fetch PDF
Attachment
6. Click URL and download PDF
7. Save PDF to your local drive 33
DoD Procurement Toolbox
Contracting Officer
Conversion Process
Select Completed
Excel Attachment
Upload to
Conversion
Process on
Toolbox
Receive email
with URL
Fetch PDF
Attachment and
Save
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Topics
Policy and Guidance
Creating the Attachment
» Directly into PDF
» Via Excel conversion
Upload PDF GFP Attachment to EDA
View from the IUID Registry
Resources
35
Log In to EDA from WAWF
The following screens illustrate the process for uploading the GFP Attachment manually.
Some Contract Writing Systems do this automatically.
36
Navigate to the Contract or Mod
37
Navigate to the Contract or Mod
Enter the Contract
Number and click
“View”
Click “Add” under
“Attachments”
Browse to the GFP Attachment on
your local storage. Click “Upload File”
38
Upload the GFP Attachment
Confirm the contract info is correct
and click “Upload”
39
Provide Attachment Info
Select “Government Furnished
Equipment List” Attachment Type…
this is VERY IMPORTANT!!
40
Confirm Attachment
Confirm the Attachment and receive
the confirmation from EDA. The
Attachment will be automatically
extracted and transmitted to the IUID
Registry.
41
Topics
Policy and Guidance
Creating the Attachment
» Directly into PDF
» Via Excel conversion
Upload PDF GFP Attachment to EDA
View from the IUID Registry
Resources
42
GFP Attachment
GFP Data Flow Architecture
Contract Writing
EDA
IUID Registry
iRAPTGFP Property
Transfer
GFP list as XML
Record of property transfer
GFP Receipt & Shipment Notice Property Transfer
PCARSS/ PLT
Property loss or
disposalComponent Accountable
Property Systems
Shipment Notice
Shipment Notice
Contract Deficiency Reports for missing GFP
terms or data
DCMA
BI Reports of GFP Status
DLA
DLA
Note: DPAS Operational
DLA
GFP List(attachment
in fillable PDF - TBD
Industry
DoD (Materiel Control Activities)
DoD Supply System
Receipt
DLA
Operational
Distribution Standard System
(reparable return)
DLA
Incremental deployment Future Capability
Requiring Systems
CDRs
DCMA
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View the Attachment
Log on to WAWF and Select the IUID Registry.
GFP Attachments (and transactional receipts and updates) are
viewable in the Registry.
44
Navigate to the Query
45
Enter GFP Attachment Data
Enter Contract Number AND Order (if an Order
number was entered in the Attachment)
Enter Product Identification data if seeking specific
items
46
GFP Attachment Overview
GFP Attachments created using the new process are
Attachment Type “Current”; GFP Attachments created
using the old process are Attachment Type “Legacy”.
47
GFP Attachment Data
Contract/Mod Effective Date, Contractor CAGE, and
RPIN (for F Order contracts) extracted from EDA
48
View Attachment Line Data
Sorted by File number; missing files noted. Ordered by
Serially Managed, Non-serially Managed, Requisitioned
items.
49
Topics
Policy and Guidance
Creating the Attachment
» Directly into PDF
» Via Excel conversion
Upload PDF GFP Attachment to EDA
View from the IUID Registry
Resources
50
GFP Attachment Resources
DoD Procurement Toolbox
(www.dodprocurementtoolbox.com)
» Download the Excel or PDF GFP Attachment
» Execute Excel to PDF conversion
» General GFP Information
» Sign up for updates and ask questions (“Contact Us”)
51
GFP Training
Training available
on the DoD
Procurement
Toolbox
(http://dodprocurem
enttoolbox.com/site-
pages/gfp-training)
52
Any Questions?
53
Training Certificates
Please send your request to Niki Sollinger:
Please include the date of the webinar and if
you want to be on the GFP Training email
distribution list.
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