NASA Procedural Requirements

NPR 4300.1C Effective Date: June 27, 2013 Expiration Date: June 27, 2025

Subject: NASA Personal Property Disposal Procedural Requirements

Responsible Office: Office of Strategic Infrastructure

Chapter 1. Property Disposal Responsibilities

1.1 Background

1.1.1 The Integrated Asset Management (IAM), Property, Plant, and Equipment (PP&E) System, herein referred to as the NASA PP&E System, shall be used throughout the Agency to identify, control, and account for Government-owned equipment acquired by or in use by NASA and its onsite NASA contractors under the Installation Accountable Government Property (IAGP) clause and NFS. The NASA PP&E System is part of the Agency-wide, Web-based business software applications network, SAP, and is hosted at the NASA Enterprise Application Competency Center (NEACC) at NASA's Marshall Space Flight Center.

1.1.1.1 The NASA PP&E System consists of a user property data management component (N PROP); a property disposition component (DSPL); a property inventory query and report component, Business Warehouse (BW); an Asset Accounting component containing Asset Master Records (AMR); and a Plant Maintenance component containing Equipment Master Records (EMR).

1.1.1.2 Throughout this document the term "property" means "personal property" as defined in Appendix A, unless otherwise specified.

1.2 Agency Responsibility

1.2.1 The Director, Logistics Division (LD), as delegated by the Assistant Administrator for the Office of Strategic Infrastructure (OSI), is responsible for establishing NASA property utilization and disposal management policies and regulations and for assessing the effectiveness of their implementation.

1.2.2 The Center Director of each NASA Center shall appoint a Property Disposal Officer (Center PDO) to implement an effective property utilization and disposal management program.

1.2.3 Each operating location shall follow the procedures contained in this NPR and develop appropriate local procedures that conform to the requirements of the NPD 4300.1.

1.2.4 It is the responsibility of all individuals having access to or around Federal property to report any fraud or suspicion of fraud. All individuals involved in disposition of property shall report any fraud or suspicion of fraud to the NASA Inspector General's Fraud, Waste and Abuse Hotline: http://oig.nasa.gov/hotline.html.

1.3 Deviations

1.3.1 The Director, LD may authorize deviations to NASA requirements when special circumstances identify such deviations as clearly in the best interest of the Government.

1.3.1.1 Requests for deviation from NASA Centers shall be submitted to the Director, LD after they have been approved by the Center logistics organization chain of command.

1.3.1.2 All deviations shall be properly documented and available for inspection.

1.3.2 Any deviations to NASA policies and regulations that affect safety shall require concurrence by the resident Center Safety Office in accordance with the deviation process and in coordination with the Center PDO. The requirements and process for obtaining deviations and waivers to NPD, NPR, and NASA-STDs managed by the Office of Safety and Mission Assurance is contained in NPR 8715.3 and is implemented in NASA-STD 8709.20.

1.3.3 Any deviation to NASA policies and regulations that affect export controls shall require concurrence by the Center Export Administrator (CEA) in accordance with the deviation process and in coordination with the Center PDO.

1.3.4 Any deviations to Federal Government-wide procedures or regulations that require other Federal agency officials' approval shall be submitted through the Center Logistics Organization to the NASA Headquarters LD Director.

1.3.5 Any deviations to NASA policies and regulations that affect the disposal of digital media as defined in NPR 2810.1, shall be coordinated with the Agency Office of the Chief Information Officer (CIO) and the NASA Headquarters LD Director.

1.3.6 Any deviations to NASA, Government-wide policy, or Federal Statutory Requirements that affect Sensitive But Unclassified (SBU) or Controlled Unclassified Information (CUI) information (electronic or non-electronic), including Personally Identifiable Information (PII), shall be coordinated with the Center Information Security Officer (CISO) or Center Privacy Managers (for PII), in accordance with the deviation process and in coordination with the Center PDO.

1.4 Property Disposal Officer Assignment

1.4.1 The Center PDO shall be a civil service employee who is appointed by the Center Director and has responsibility for implementation of all duties listed in section 1.5 of this NPR.

1.4.2 The Center PDO shall forward notification of their assignment to the NASA Headquarters, Director, LD, and include their mailing and electronic mail addresses, fax, and telephone numbers.

1.5 Property Disposal Officer Responsibilities

1.5.1 The Center PDO is responsible for the screening, internal reuse, and marketing activities of NASA-held excess, surplus property in compliance with all Federal Government-wide property laws and regulations, including FMR and the Defense Disposal Manual as applicable, and for ensuring that Center policies and procedures necessary to comply with this NPR are developed, implemented, and maintained. These responsibilities include internal screening, reporting, transfer, donation, sale, recycling, and abandonment or destruction of NASA-held property, as well as acquiring other Federal agencies' excess property for NASA's use to avoid new procurement costs. Figure 1-1 provides a flowchart of the typical excess property disposition process. The Center PDO shall:

a. Use DSPL for accounting and tracking NASA-held excess property.

b. Maximize utilization to minimize the procurement of new items.

c. Search for excess property in the Plant Clearance Automated Reutilization Screening System (PCARSS) or manual lists, to determine the availability of NASA contractor inventory and excess property in GSAXcess^®, when requests for property are received from NASA programs or procurement activities (see Chapter 2).

Figure 1-1. Generic Property Disposition Flow Path

d. Facilitate the transfer of property identified through PCARSS screening via the Defense Contract Management Agency (DCMA) to ensure appropriate disposition.

e. Make NASA excess property located in the United States available to Federal agencies and eligible non-Federal recipients to the greatest extent possible.

f. To the greatest extent possible, ensure all NASA excess property located in the United States has undergone Agency internal screening and is electronically submitted via DSPL to GSA for Federal agency and eligible donee utilization.

g. Serve as the Center's focal point for access to GSAXcess^®.

h. Monitor the pickup of excess property from Center employees to ensure that excess property is picked up and accounted for in a timely manner in accordance with Center procedures.

i. Prepare disposal cases for NASA excess property located in a foreign country for review by the Center's Supply and Equipment Management Officer (SEMO) and CEA and forward cases to the NASA Headquarters LD for final approval (see Chapter 7).

j. Promote the use of available excess property to the maximum extent practicable, such as through the Stevenson-Wydler Act and Computers for Learning (CFL) programs (see Chapter 4).

(1) All NASA data shall be removed and destroyed prior to going to an external organization or entity.

k. Review and approve the acquisition and disposition of excess property including GSA-approved transfers.

(1) The Center PDO shall not be the one requesting the property in GSAXcess^®.

l. Interface with the CISO and Organization Computer Security Official to ensure that information technology assets are dispositioned (see section 3.2.9) in compliance with NPR 2810.1, Chapter 3.6, Media Protection; associated information technology handbooks; and security best practices.

m. Interface with the Center Environmental and/or Center Health and Safety Office in disposing of all identified hazardous materials and hazardous waste in accordance with applicable Federal, State, and local regulations.

n. Interface with the Center Health/Environmental Office or Program Office to ensure that Material Safety Data Sheets (MSDS) for excess equipment are available upon transfer (when applicable), and require that the Program Office releasing the equipment ensures that the equipment or hardware has been rendered safe.

o. Work closely with the Program Office and the CEA to ensure property requiring demilitarization (DEMIL) (DoD Manual 4160.28) or special handling (Appendix C, Special Handling Guidelines for Export Controlled Personal Property) is disposed of appropriately.

p. Interface with the Center Historical Preservation Officer (HPO), Public Affairs Officer (PAO), and programs to assist in identifying potential historical items, scientific items, or artifacts being dispositioned as excess.

q. Coordinate with the Office of the Chief Financial Officer (OCFO) as needed.

r. Ensure proper care of property as it goes through the disposal process, including contractor-held and grantee-held property returned from the contractor or grantee to NASA (NASA-held property) and that adequate, secured warehouse or outside storage space is available if physical receipt is necessary.

s. Ensure physical inventories are conducted (see section 3.5).

t. Coordinate with GSA Regional Sales Office (NASA Sales Agent) for sale of property (see Chapter 5).

u. Ensure purchasers of Export Administration Regulations (EAR) and International Traffic in Arms Regulations (ITAR) controlled personal property provide proof of U.S. Citizenship and are not on the Department of State Debarred Parties and Department of Commerce Denied Persons Lists (see Chapter 5 and Appendix D).

(1) Controlled personal property shall not be transferred or sold to a non-U.S. person unless otherwise specified by law and NASA procedures and/or policies.

v. Promote maximum return of sales proceeds to NASA to offset cost of replacement property for property meeting the requirements for exchange/sale (see Chapter 6) or to offset the cost of conducting surplus property sales (see Chapter 5).

w. Facilitate all abandon or destroy determinations and ensure that they are properly documented with written justification and public notice (if required) in accordance with provisions of FMR (see Chapter 10).

x. Promote NASA objectives of reducing greenhouse gas emissions through reutilization.

y. Participate in NASA's Recycle Program in accordance with Federal regulations, polices, and Center internal procedures, maximizing sale proceeds, (e.g., the use of precious metal sales proceeds, and maximizing reduction of waste streams (see Chapter 8)).

z. Maintain complete documentation of all disposals in accordance with NPR 1441.1.

aa. Work closely with the Program Office and the Office of Safety and Mission Assurance to ensure that property that has been determined and turned in to the PDO as being nonconforming, defective, or is suspected of being counterfeit (in accordance with NPD 8730.2 and NPR 8735.1 is disposed of appropriately.

1.6 Program Responsibilities

1.6.1 Specific program office or official shall:

a. Ensure that all Center excess or exchange/sale property condition and commercial description is accurately described (see section 3.2).

b. Provide sufficient information for reporting excess property in the DSPL.

c. Consult the Center HPO, PAO, Exhibit Manager, and Center PDO to identify any potential historical, scientific, or artifact interest in property to be dispositioned.

d. Identify or mitigate key characteristics of property reported for disposition, such as safety hazards, export control, NASA or Government-wide policy, or Federal statutory requirements that affect SBU or CUI information (electronic or non-electronic), including PII; other special handling; DEMIL; and digital media sanitization.

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