NASA Procedural Requirements

NPR 4500.1A Effective Date: April 10, 2024 Expiration Date: April 10, 2029

Subject: Administration of Property in the Custody of Award Recipients

Responsible Office: Office of Strategic Infrastructure

Accountable Property System of Record. An auditable system of record in which all NASA recipients report annual and final property submissions for Government property in the hands of award recipients.

Accounting Standards Codification. A systematic framework used in the United States to organize and present accounting stands and principles. It is the current single source of United States Generally Accepted Accounting Principles. It is maintained by the Financial Accounting Standards Board.

Acquired Property. Property acquired, fabricated, or otherwise provided by the contractor, grants, and cooperative agreement recipient for performing an award and to which the Government has title. (See the FAR sections Policy, 48 CFR § 45.102, 48 CFR § 45.106, and 2 CFR pt. 200.)

Administratively Controlled Equipment. Equipment located within a NASA Center that does not meet the criteria for record-keeping within NASA’s property management information systems.

Center Transportation Officer. A NASA civil servant who serves as a technical advisor to the Center Director for all transportation assets and traffic management activities and serves as the focal point for all transportation and traffic management functions at the Center in accordance with NPR 6200.1 and other applicable references.

Contracting Officer. A NASA civil servant with the authority to enter, administer, and/or terminate contracts and make related determinations and findings. The term includes certain authorized representatives of the CO acting within the limits of their authority as delegated by the CO. (See the FAR section Definitions, 48 CFR § 2.101.)

Contracting Officer’s Representative. Exercise technical direction within the scope of the contract. Assist CO/GO with completion of the performance evaluations, inspect, and accept completed work on behalf of the Government.

Contractor Acquired Property. Property acquired, fabricated, or otherwise provided by the contractor for performing an award and to which the Government has title. (See the FAR sections Policy, 48 CFR § 45.102, and 48 CFR § 45.106, and 2 CFR pt. 200).

Controlled Equipment. Equipment that meets the criteria for control and record-keeping under NPR 4200.1.

Cooperative Agreement. A legal instrument of financial assistance between a Federal awarding agency and a recipient or a pass-through entity and subrecipient that is consistent with 31 U.S.C. § 6302-6305 that is used to enter into a relationship the principal purpose of which is to transfer anything of value to carry out a public purpose authorized by the law of the United States, 31 U.S.C. 6101(3), and not to acquire property or services for the Federal Government or pass-through entity’s direct benefit or use. A cooperative agreement is different from a grant in that it provides for substantial involvement of the Federal awarding agency in carrying out the activity contemplated by the Federal award.

Cooperative Research and Development Agreement. An instrument that provides authority for and sets the terms and conditions for Federal laboratories to conduct collaborative research and development activities with other governmental entities, persons, or corporations.

Corrective Action Plan. Helps prevent the same issues from happening again. It strengthens business processes, products, and employee performances to avoid errors that cause nonconformities.

Cost Accounting Standards. Regulations governing the treatment of award costs. (See 48 CFR pt. 31.)

Cultural Resource Manager. The manager of NASA’s historic architectural and archeological resources. Architectural resources mainly refer to real property such as buildings, test stands, and launch pads; however, these resources can also include personal property assets that are considered historically significant such as rockets, equipment, and airplanes. Archeological resources include assets and artifacts from past uses of a property.

Customary Commercial Practice. A documented practice or standard accepted across an industry and developed through a consensus process limited to that industry.

Determination Letter. Highlights the overall health and any risk of the award recipient’s property system based on the result of the PMSA. Additional information captures non-compliances, deficiencies, and corrective actions identified throughout the audit. This letter is only signed by the CO/GO after the GPA concludes the PMSA.

Export Administration Regulations. (See NPR 2190.1, NASA Export Control Program.)

Federal Acquisition Regulation. The codification and publication of uniform policies and procedures for acquisition by all executive agencies. (See 48 CFR § 1.101.)

Federal Automotive Statistical Tool. An automated system developed to assist U.S. Federal Government fleets in meeting the data reporting requirements of Executive Order 13990, Protecting Public Health and the Environment and Restoring Science to Tackle the Climate Crisis of 2021, 86 FR 7037; the Energy Policy Act of 1992; the Energy Policy Act of 2005; the Energy Independence and Security Act of 2007 (EISA); GSA’s SF 82 Agency Report of Motor Vehicle Data, and OMB’s Circular A-11, Preparation, Submission and Execution of the Budget.

Federal Industry Partner. For the purposes of this NPR, a partnership between NASA and another Federal agency that assists NASA with off-Center property administration and plant clearance as specified in a LOD that provides the other Federal agency with limited authority to perform a function for NASA. The other Federal agency is considered a Federal Industry Partner (FIP) once delegated to an award.

Federal Management Regulation. The successor regulation to the Federal Property Management Regulation (FPMR). It contains updated regulatory policies originally found in the FPMR. (See the FMR at 41 CFR § 102-2.5.)

Federal Standard Requisitioning and Issuing Procedures. A requisitioning system available to Federal civilian agencies and authorized award recipients for ordering supplies from the GSA.

Generally Accepted Government Auditing Standards. Auditing standards issued by the Comptroller General of the United States that are applicable to financial audits. (See GAO-21-368G. Government Auditing Standards, 2018 Revision, Technical Update April 2021. U.S. Government Accountability Office (GAO), Comptroller General of the United States.) Also called the Yellow Book. (For the most recent information, see also GAO’s Yellow Book webpage at https://www.gao.gov/yellowbook.)

Government-Furnished Property. Property in the possession of or directly acquired by the Government and subsequently furnished to the recipient for performance of an award. It includes but is not limited to spares and property furnished for repair, maintenance, overhaul, or modification. It also includes contractor-acquired property if such property is a deliverable under a cost award when accepted by the Government for continued use under the award. (See the FAR section Government Property Definitions at 49 CFR § 45.101.)

Government Property. For the purposes of this NPR, all property owned or leased by the Government including both GFP and recipient/contractor-acquired property. GP includes materiel, equipment, ST, STE, real property, and other personal property to which the government has obtained title due to delivery and acceptance. GP does not include intellectual property and software. (See the FAR section Government Property Definitions at 48 CFR § 45.101.)

Government Property Administrator. Term used in this NPR for a Property Administrator. (See the definition for Property Administrator below.)

Grant Agreement. A legal instrument of financial assistance between a Federal awarding agency and a recipient or a pass-through entity and non-Federal entity that is consistent with 31 U.S.C. § 6302-6304. A grant agreement is used to enter a relationship the principal purpose of which is to transfer anything of value to carry out a public purpose authorized by a law of the United States, 31 U.S.C. 6101(3), and not to acquire property or services for the Federal awarding agency or pass-through entity’s direct benefit or use. A grant is different from a cooperative agreement in that it does not provide for substantial involvement of the Federal awarding agency in carrying out the activity contemplated by the Federal award.

Grant Officer. A NASA civil servant, typically a warranted contract specialist, who is assigned the responsibility of negotiating and/or administering grants and cooperative agreements and is the only one who has the authority to enter, administer, and/or terminate contracts related to grants and cooperative agreements and make related determinations and findings. (See the GCAM.)

Industrial Property Officer. A NASA civil servant, typically appointed by the Center Director to manage and coordinate property matters among the various COs, GOs, TOs, recipient officials, delegated property administrators, plant clearance officers, and property disposal officers. Generally, the IPO is responsible for the entire award property management function. (See 48 CFR subpt. 1845.5.)

Industry Leading Practice and Standard. A documented, proven practice or standard that exceeds common industry practice or standard in performance or effectiveness and in cost control. ILPS prove increased performance or effectiveness and decreased or constant cost through their acceptance and publication in refereed, professional journals.

Installation-Accountable Government Property. NASA property that is located within a NASA Center or installation, is accountable to that Center or Installation, and is recorded on that Center or Installation’s property management records, regardless of whether an award recipient or civil servant is using it.

International Traffic in Arms Regulations. Regulations promulgated by the U.S. Department of State that control the import and export of defense-related property and services.

Letter of Delegation. A document that provides an individual with limited authority to perform a function for another individual. For this document, a LOD is given to other Federal agencies who assist NASA with off-Center property administration and plant clearance. These Federal agencies are considered FIPs once delegated to an award.

Materiel. Supplies, parts, components, assemblies, and items that are held in inventory prior to issue that do not meet the criteria for controlled equipment.

Military Standard Requisitioning and Issuing Procedures. Uniform procedures, data elements and codes, formats, forms, and time standards for the interchange of logistics information relating to requisitioning, supply advice, supply status, materiel issue/receipt, lateral redistribution, and materiel return processes.

NASA FAR Supplement. The codification of NASA-specific requirements for award issuance and management and for contractors. This document, along with the FAR, establishes uniform policies and procedures relating to the procurement of property and services. It applies to all purchases and awards made by NASA for property and services that obligate appropriated funds. It does not apply to grant and cooperative agreement award recipients.

NASA Electronic Submission System. NASA’s APSR/NESS is used by award recipients with Government property in their custody off NASA Centers, Facilities, and/or Installations unless otherwise specified in the award. The award recipients submit their annual and final property submissions in this system. Once the completed and submitted report has been fully approved, the system produces an NF 1018 with the result in a pdf file.

NASA Property, Plant, and Equipment System. The Integrated Asset Management (IAM) System used throughout the Agency to identify, control, and account for Government-owned equipment acquired by or in use by NASA and its on-Center NASA award recipients under the IAGP clause, 48 CFR § 1852.245-71.

Notice of Funding Opportunity. A formal announcement of the availability of Federal funding through a NASA financial assistance program. It provides information on the award (grant or cooperative agreement), who is eligible to apply, the evaluation criteria for selection of an awardee, required components of an application, and how to submit the application. It is any paper or electronic issuance that NASA uses to announce a funding opportunity, whether it is called a NASA Research Announcement (NRA), a Broad Agency Announcement (BAA), a Cooperative Agreement Notice (CAN), a solicitation, or any other term.

Novation. A mutual agreement among all concerned parties to substitute a new contract/award in place of a valid existing agreement. A novation is often used when the parties find that payments or performance are impossible under the terms of the original agreement, or the debtor will be forced to default or go into bankruptcy unless the debt is restructured. The novation can have a name change and cage code associated with it.

Plant Clearance Officer. A civil servant authorized representative of the CO/GO, appointed in accordance with Agency procedures and responsible for screening, redistributing, and disposing of award recipient inventory from a recipient’s plant or work site. The term “recipient’s plant” includes but is not limited to Government-owned recipient-operated plants, Federal installations, and Federal and non-Federal industrial operations, as may be required under the scope of the award. A PLCO is also a civil servant appointed by a FIP as part of a LOD under NASA awards outside of NASA Centers. In this NPR, PLCOs operate under recipient-owned and operated plants and non-Federal industrial operations. (See the FAR section Definitions, 48 CFR § 2.101.)

Property Administrator. A civil servant authorized representative of the CO/GO appointed in accordance with Agency procedures and responsible for administering the award requirements and obligations relating to GP in the possession of an award recipient. (See the FAR section Government Property, Definitions, 48 CFR § 45.101.) A property administrator is also a civil servant appointed by a FIP as part of a LOD under NASA awards outside of NASA Centers. In this NPR, they are referenced as GPAs. (See the FAR section Support Property Administrator Findings, 48 CFR § 45.503.)

Property Disposal Officer. A civil servant appointed by the Center Director, the PDO is responsible for the Center’s screening, redistribution, and marketing activities of NASA-owned excess, surplus, and exchange/sale personal property. This includes transfer, exchange, sale, and abandonment or destruction of NASA-owned personal property as well as acquisition of other Federal agencies’ excess personal property for NASA’s use to reduce NASA’s new procurement and infrastructure costs. (See NPR 4300.1.)

Property Management Plan. The award recipient’s proposed plan for the management of GP in their possession. This plan may include, but is not limited to, procedures, voluntary consensus standards, performance stands, industry leading practices and standards, as well as customary practices.

Property Management System. The documentation of and performance of property management activities.

Property Management System Analysis. A review of the recipient’s performance of property management to determine compliance with award requirements and the recipient’s documented property management plans, standards, practices, and processes.

Proposed Property Plan. The written consolidation of the recipient’s standards, processes, policies, schedules, metrics, and reports that are provided to NASA in response to the requirements of 48 CFR § 1852.245-80 and other solicitation instructions related to GP management.

Safety Data Sheet. A document containing information about the potential hazards of a product, and how to safely handle it.

Small Business Innovation Research. A highly competitive program that encourages domestic small businesses to engage in Federal Research/Research and Development (R/R&D) that has the potential for commercialization.

Source Evaluation Board. The group responsible for evaluating proposals and presenting the findings to the Source Selection Authority (SSA). The SEB’s findings need to provide sufficient information to allow the SSA the opportunity to make an informed and objective award selection.

Special Test Equipment. Either single or multipurpose integrated test units engineered, designed, fabricated, or modified to accomplish special purpose testing in performing an award. STE consists of items or assemblies of equipment including foundations and similar improvements necessary for installing STE and standard or general-purpose items or components that are interconnected and interdependent so that they become a new functional entity for special testing purposes. STE does not include material, ST, real property, and equipment items used for general testing purposes or property that with relatively minor expense can be made suitable for general purpose use. (See the FAR section Definitions, 48 CFR § 2.101.)

Special Tooling. ST includes jigs, dies, fixtures, molds, patterns, taps, gauges, and all components of these items. These components include foundations and similar improvements necessary for installing ST, which are of such a specialized nature that, without substantial modification or alteration, their use is limited to the development or production of supplies or parts thereof or to the performance of services. ST does not include material, STE, real property, equipment, machine tools, or similar capital items. (See the FAR section Definitions, 48 CFR § 2.101.)

Supply and Equipment Management Officer. The principal official appointed by the Center Director for functional administration of supply and equipment management at the Center. (See NPR 4200.1.)

Technical Officer. A NASA civil servant or IPA Mobility Program, 42 U.S.C. § 4701 et seq., participant responsible for managing the scientific, technical, and programmatic aspects of NASA awards. TO responsibilities include such tasks as evaluating award proposals, recommending proposals for funding, and engaging in certain post-award monitoring activities.

Voluntary Consensus Standards. Standards developed or adopted by voluntary consensus standards bodies, both domestic and international. (See OMB Circular A-119, Federal Participation in the Development and Use of Voluntary Consensus Standards and in Conformity Assessment Activities.)

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