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GSA Personal Property Management Update

GSA Personal Property Management Update. Topics. FY 16 Performance Reorganization Firearms GSAXcess Changes On line Inventory Verification Additional Inventory Verification LEA Certification SASP Visits GSAXcess HMMWVs Terminology. FY 16 Performance.

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GSA Personal Property Management Update

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  1. GSA Personal Property Management Update

  2. Topics • FY 16 Performance • Reorganization • Firearms • GSAXcess Changes • On line Inventory Verification • Additional Inventory Verification • LEA Certification • SASP Visits • GSAXcess • HMMWVs • Terminology

  3. FY 16 Performance

  4. FY 16 Performance—Top 10 SASPs • Texas 3,207 • Pennsylvania 1,548 • Missouri 1,456 • Arkansas 1,158 • South Dakota 1,115 • Alabama 1, 099 • Oregon 869 • Tennessee 863 • Virginia 786 • Washington 776 • 54.80% • Florida $62.8 M • Texas $36.1 M • Oregon $20.2 M • Alabama $17.7 M • Arkansas $16.2 M • North Carolina $14.7M • Oklahoma $ 9.7 M • North Dakota $ 9.7 M • Pennsylvania $ 9.6 M • Arizona $ 9.5 M • 57.18%

  5. FY 15 Performance—Top 10 Commodities • 7110 2,088 • 5120 1,419 • 8465 942 • 5180 678 • 7710 672 • 2320 668 • 8415 627 • 6115 524 • 7125 524 • 5130 499 • 36.75% • 1520 $ 55.0 M • 2320 $ 54.0 M • 1510 $ 38.9 M • 6115 $ 24.0 M • 3930 $ 12.5 M • 6530 $ 10.9 M • 3805 $ 8.2 M • 2330 $ 7.9 M • 2420 $ 7.4 M • 7110 $ 6/7 M • 62.52%

  6. Reorganization • Zonal Structure • Mid Atlantic Zone • Combination of Regions 1, 2, and 3 • Located in Philadelphia • Southeast-Great Lakes Zone • Combination of Regions 4 and 5 • Located in Atlanta • Southwest-Central Zone • Combination of Regions 6, 7, and 8 • Located in Fort Worth • Pacific Rim Zone • Combination of Regions 9 and 10 • Located in San Francisco • National Capital Zone

  7. Firearms • How we got here • OIG Limited Evaluation • “Inadequate Controls May Leave Firearms Vulnerable to Theft, Loss, and Unauthorized Use” • Congressional Hearing • “Firearms Lost: GSA’s Administration of the Surplus Firearm Donation Program”

  8. Firearms • Corrective Actions Completed for OIG Evaluation • Modified GSAXcess to expand data fields and created status records • Reconciled FY 16 inventory results to GSAXcess database • Established procedure for LEAs/SASPs to notify GSA of any additional firearms not on GSA provided inventory • Developed robust search capabilities in GSAXcess (e.g. state, LEA, serial number, firearm status) • Created on line inventory function/capability • Conducted sample inventory within GSAXcess • Completed all actions on revised corrective action plan and reported to OAS on time, per plan

  9. Strengthening Inventory Verification OIG Actions Created Inventory Verification in GSAXcess Status: Completed LEAs verify possession or provide brief explanation on firearm status GSA provides more accurate inventory to LEAs (active status only) Sample Pilot Inventory Status: Completed (100% for 6 States: CA, GA, MA, MS, OK, WV) Feedback: Change in LEA POCs caused issues with email notification and assignment of user ID Internet issues/computer access for some small remote LEAs Confusion with certifications and terminology System is easy to use Mitigation: Slight terminology revision in GSAXcess Webinars offered to SASPs and LEAs for FY 17 inventory

  10. Strengthening Inventory Verification Beyond OIG Inventory Certification Statement Represent under penalty of law that reported inventory results are true, accurate, and complete, signed by Chief or Senior Official of LEA FY 16 Certifications Status: Ongoing (April – Present) Initially, 27 SASPs with completed inventories 3 SASPs with late inventories, certification now underway Feedback: Confusion with DLA’s Law Enforcement Support Office (LESO) certifications and GSA FY 16 inventory Some states already had local certifications Mitigation: Clear communication tying certifications to inventory completion and explanation of two part process FY 17 and beyond Certifications To be provided within 10 days of inventory completion in GSAXcess To be signed by Chief or Senior Official of LEA

  11. Strengthening Inventory Verification Beyond OIG Onsite Physical Inventory Verification Verification by physical inspection of firearms or review of custody card FY 16 Pilot with 7 Selected SASPs Status: Pilot Completed Completed: 3 Incomplete: 2 Declined Participation: 2 Feedback: Planned timeframe is too short SASP budget and staffing limitations Overlap/differing requirements for preset LESO required visits Need alternatives beyond visits Mitigation: Accept date stamped photos with visible serial numbers in lieu of physical visit Increase timeframe for SASP completion

  12. Strengthening Inventory Verification Beyond OIG Onsite Physical Inventory Verification (Continued) FY 17 and beyond Tie to annual inventory process (inventory due to GSA on November 30, 2016) FY 17 inventory is basis for next SASP verification reviews SASP verification should be completed by end of March 2017 Reports of onsite visits Submission of date stamped photos with serial number visible

  13. Firearms Inventory and Verification • Going forward • Annual Inventory • Two part process • GSAXcess on line inventory due end of November • Senior official certification due within 10 days of submission of GSAXcess inventory • SASP follow up inventory verification • Two methods • On site visit to verify by physical inspection or review of custody cards • Collect date stamped digital pictures with serial numbers visible • SASPs must report completion to GSA Zonal Office by end of March

  14. Firearms Inventory and Verification • FY 17 Timeline • September 2016 • Memo from GSA to complete inventories and number of firearms for SASP inventory verification • Webinars for SASPs and LEAs on GSAXcess firearms inventory • October 1- December 10, 2016 • LEA Annual Inventory • GSAXcess inventory to be completed by November 30 • Signed certification by LEA senior official to be submitted to GSA within 10 days of submission of inventory in GSAXcess • Not later than December 10 • December 11, 2016-March 2017 • SASPs to verify firearms inventories • Up to 100 firearms or 20% of inventory in State, whichever is greater • Physical visit or collection of date stamped photos with visible serial number • SASPs report their verification to GSA Zonal Office

  15. GSAXcess Firearms Inventory LEAs will be taken directly to Update LEA User Profile

  16. GSAXcess Firearms Inventory

  17. GSAXcess Firearms Inventory

  18. GSAXcess Firearms Inventory

  19. Webinars To train LEA and SASP staff September and October options Wednesday, Sept 14 at 10 AM EDT Thursday, Sept 22 at 2 PM EDT Wednesday, Sept 28 at 10 AM EDT Thursday, Sept 29 at 2 PM EDT Thursday, Oct 6 at 10 AM EDT Wednesday, Oct 12 at 2 PM EDT Information regarding these webinars and information to register will be sent, via email, to SASPs and LEAs NLT August 31 GSAXcess Firearms Inventory

  20. View only user IDs capability for SASPs Currently, access to want list via offline request Want List Building capability so SASP can also grant access to want list POC Nancy Moses 571-89-0452 GSAXcess

  21. Policy revised earlier in July Slight revision in recommendations of the Law Enforcement Equipment Working Group Acknowledgement there are commercial entities that can retrofit HMMWVs to meet Federal Motor Vehicle Safety Standards (FMVSS) Revisions Removed from hold harmless statement and Conditional Transfer Document Requirement for notification to/approval from GSA for disposition at end of life removed Added to hold harmless statement Requirement for “off road use”/mutilation or destruction does not apply if the donee has written documentation that the HMMWV has been retrofitted to meet FMVSS.” Impact Applicable to donations made since July 7, 2016 To apply to prior donations (not earlier than October 2015) requires revised signed CTD and hold harmless statement High-Mobility, Multipurpose Wheeled Vehicles (HMMWVs)

  22. Suspension Term has unique meanings and in our perspective, ties to requirements in Federal Acquisition Regulation (FAR) for suspension and debarrment Should refer to “deferring” any requests for property; eligibility to receive donations” Similar language in FMR when GSA is dealing with SASPs §102-37.170 What happens if a SASP does not operate in accordance with its plan? If a SASP does not operate in accordance with its plan, GSA may withhold allocation and transfer of surplus property until the nonconformance is corrected. Terminology

  23. Questions/Contact Cindy Gardiner Director Utilization and Donation Division cynthia.gardiner@gsa.gov 703-605-2758 David Robbins Director Office of Personal Property Management david.robbins@gsa.gov 703-605-5609

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