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NASA
Procedural
Requirements

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

COMPLIANCE IS MANDATORY FOR NASA EMPLOYEES

Subject: Administration of Property in the Custody of Award Recipients

Responsible Office: Office of Strategic Infrastructure

Preface

P.1. Purpose

a. The largest quantities and values of government-owned and acquired property for execution of NASA programs are in the hands of NASA’s award recipients. This NASA Procedural Requirements (NPR) document concerns all property furnished by NASA or acquired by an award recipient on behalf of NASA and describes the responsibilities and requirements for ensuring uniformity and consistency in the administration of award provisions relating to the government property (GP) being used by and in the possession or custody of award recipients. This NPR refers to all NASA award recipients as award recipient(s) vs. contractor(s) because not all entities with NASA awards are contractors (i.e., universities, grant and cooperative agreement recipients, etc.). Recipients are entities that receive NASA awards.

b. This NPR provides specific procedures and techniques for the administration of GP consistent with award requirements, voluntary consensus standards (VCS), customary commercial practices (CCPs), and industry leading practices and standards (ILPS) to ensure performance of property management to protect the interests of the government at best value through uniform administration of NASA and other Agency award property practices.

c. Generally, this NPR is intended to address administration of property that has been provided to award recipients under the requirements of the Federal Acquisition Regulation (FAR) Solicitation Provision and Contract Clause for Government Property, 48 Code of Federal Regulations (CFR) § 52.245-1; the United States (U.S.) Office of Management and Budget (OMB) Guidance for Grants and Agreements, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, 2 CFR Part (pt.) 200; and NASA Policy Directive (NPD) 9680.1, Use and Authority of the GCAM, which establishes policy for the applicability, use, and maintenance of the NASA GCAM. However, when award recipients are required to perform within NASA Centers and Installations, management of property used by recipients and record-keeping is predominantly conducted in accordance with the NASA FAR Supplement (NFS) Solicitation Provision and Contract Clause for Installation-Accountable Government Property (IAGP), 48 CFR § 1852.245-71 and the NPDs and NPRs cited therein.

P.2 Applicability

a. This NPR is applicable to NASA Headquarters (HQ) and NASA Centers, including Installations, Component Facilities, and Technical/Service Support Centers. This procedural requirement is applicable to the Jet Propulsion Laboratory, a Federally Funded Research and Development Center (FFRDC); other contractors, recipients of grants or cooperative agreements, or parties to other agreements only to the extent specified in contracts, grants or cooperative agreement, or other agreements.

b. Policy and procedures for the conduct of property administration and plant clearance when delegated to individuals from other agencies are contained in their own guidance and within official LODs.

c. In this NPR, all mandatory actions (i.e., requirements) are denoted by statements containing the term “shall.” The terms “may” or “can” denote discretionary privilege or permission, “should” denotes a good practice, and is recommended, but not required, “will” denotes expected outcome, and “are/is” denotes descriptive material.

d. In this NPR, all document citations are assumed to be the latest version unless otherwise noted.

e. This NPR is applicable to contractors, recipients of grants or cooperative agreements, or parties to other agreements only to the extent specified in contracts, grants or cooperative agreements, or other agreements with GP associated to their NASA awards.

f. If a portion of this document conflicts with the requirements of the FAR (48 CFR Chapter (ch.) 1) or the NFS (48 CFR ch. 18), the requirements of the CFR, GCAM, FAR, or NFS take precedence.

g. A document categorized and listed as an authority (P.3), an applicable document (P.4), or a reference (Appendix C), may be cited in the text using language appropriate to its function in the specific context.

h. In this directive, the FAR, 48 CFR ch. 1, is referred to as “FAR” when cited.

i. In this directive, the NASA FAR Supplement (NFS), 48 CFR ch. 18 is referred to as “NFS” when cited.

P.3 Authority

a. The National Aeronautics and Space Act, 51 United States Code (U.S.C.) et seq.

b. OMB Guidance for Grants and Agreements, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, 2 CFR pt. 200.

c. FAR for Grants and Agreements, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, 2 CFR pt. 1800. This is the NASA supplement to 2 CFR pt. 200.

d. Public Contracts and Property Management, Federal Property Management Regulations System, Federal Management Regulation (FMR), 41 CFR ch. 102.

e. FAR, Government Property, 48 CFR pt. 45.

f. FAR, Solicitation Provisions and Contract Clauses, 48 CFR pt. 52.

g. NFS, Government Property, 48 CFR pt. 1845.

h. NFS, Solicitation Provisions and Contract Clauses, 48 CFR pt. 1852.

i. NPD 4500.1, Administration of Property in the Custody of Award Recipients.

P.4 Applicable Documents and Forms

a. Public Money, Property or Records, 18 U.S.C. § 641.

b. Federal Property and Administrative Services Act, 40 U.S.C. § 101 et seq.

c. Applicability, 2 CFR § 200.101.

d. Federally-Owned and Exempt Property, 2 CFR § 200.312.

e. Equipment, 2 CFR § 200.313.

f. Supplies, 2 CFR § 200.314.

g. Closeout, 2 CFR § 200.344.

h. Written Approval, 2 CFR § 200.407.

i. Equipment and Other Capital Expenditures, 2 CFR § 200.439.

j. Applicability, 2 CFR § 1800.3.

k. Federally-Owned and Exempt Property, 2 CFR § 1800.312.

l. Cross-Waiver of Liability, 14 CFR pt. 1266.

m. FAR, Deviations Pertaining to Treaties and Executive Agreements, 48 CFR, § 1.405.

n. FAR, Required Sources of Supplies and Services, 48 CFR pt. 8.

o. FAR, Cost Accounting Standards Administration, 48 CFR pt. 30.

p. FAR, Contract Cost Principles and Procedures, 48 CFR pt. 31.

q. FAR, Contract Administration and Audit Services, 48 CFR pt. 42.

r. FAR, Novation and Change-of-Name Agreements, 48 CFR Subpart (subpt.) 42.12.

s. FAR, Responsibility and Liability for Government Property, 48 CFR § 45.104.

t. FAR, Contractors' Property Management System Compliance, 48 CFR § 45.105.

u. FAR, Transferring Accountability, 48 CFR § 45.106.

v. FAR, Contract Clauses, 48 CFR § 45.107(a)(2).

w. FAR, Support Government Property Administration, 48 CFR subpt. 45.5.

x. FAR, Reporting, Reutilization, and Disposal, 48 CFR subpt. 45.6.

y. FAR, Solicitation Provisions and Contract Clauses, Allowable Cost and Payment,

48 CFR § 52.216-7.

z. FAR, Solicitation Provisions and Contract Clauses, Cost Accounting Standards,

48 CFR § 52.230-2.

aa. FAR, Solicitation Provisions and Contract Clauses, Progress Payments,

48 CFR § 52.232-16.

bb. FAR, Solicitation Provisions and Contract Clauses, Performance-Based Payments,

48 CFR § 52.232-32.

cc. FAR, Solicitation Provisions and Contract Clauses, Government Property,

48 CFR § 52.245-1.

dd. FAR, Solicitation Provisions and Contract Clauses, Government Property Installation Operation Services, 48 CFR § 52.245-2.

ee. FAR, Solicitation Provisions and Contract Clauses, Use and Charges, 48 CFR § 52.245-9.

ff. NFS, Procedure for Requesting Deviations, 48 CFR subpt. 1801.471.

gg. NFS, Contract Clauses, 48 CFR § 1845.107.

hh. Abandonment or Destruction of Personal Property, 48 CFR § 45.603.

ii. NFS, Support Government Property Administration, 48 CFR subpt. 1845.5.

jj. NFS, Delegation of Property Administration and Plant Clearance, 48 CFR § 1845.503-70.

kk. NFS, Retention of Property Administration and Plant Clearance, 48 CFR § 1845.503-71.

ll. NFS, Responsibilities of the Property Administrator, 48 CFR § 1845.505-70.

mm. NFS, Transfers of Property, 48 CFR § 1845.7101-2.

nn. NFS, Contractor Use of Interagency Fleet Management System (IFMS) Vehicles,

48 CFR subpt. 1851.2.

oo. NFS, Solicitation Provisions and Contract Clauses, Federal Automotive Statistical Tool Reporting, 48 CFR § 1852.223-76.

pp. NFS, Solicitation Provisions and Contract Clauses, Contractor Requests for Government-Furnished Property, 48 CFR § 1852.245-70.

qq. NFS, Solicitation Provisions and Contract Clauses, Installation-Accountable Government Property, 48 CFR, § 1852.245-71.

rr. NFS, Solicitation Provisions and Contract Clauses, Financial Reporting of NASA Property in the Custody of Contractors, 48 CFR § 1852.245-73.

ss. NFS, Solicitation Provisions and Contract Clauses, Identification and Marking of Government Equipment, 48 CFR § 1852.245-74.

tt. NFS, Solicitation Provisions and Contract Clauses, Property Management Changes,

48 CFR § 1852.245-75.

uu. NFS, Solicitation Provisions and Contract Clauses, List of Government Property Furnished Pursuant to FAR 52.245-1, 48 CFR § 1852.245-76.

vv. NFS, Solicitation Provisions and Contract Clauses, Physical Inventory of Capital Personal Property, 48 CFR § 1852.245-78.

ww. NPD 4300.1, NASA Personal Property Disposal Policy.

xx. NPR 4100.1, NASA Supply Support and Materiel Management.

yy. NPR 4200.1, NASA Equipment Management Procedural Requirements.

zz. NPR 4300.1, NASA Personal Property Disposal Procedural Requirements.

aaa. NPR 6200.1, NASA Transportation and General Traffic Management.

bbb. NASA Form (NF) 1018, NASA Property in the Custody of Award Recipients.

ccc. NF 1019, Property Management System Analysis (PMSA).

ddd. NF 1430, Letter of Contract Administration Delegation, General.

eee. NF 1430A, Appendix A-Contract of Administration: Letter of Delegation for NASA Contracts.

fff. NF 1430C, Appendix C-Property Administration: Letter of Delegation for NASA Contracts.

ggg. NF 1430D, Appendix D-Plant Clearance: Letter of Delegation for NASA Contracts.

hhh. NF 1674, Letter of Delegation for Grants and Cooperative Agreements for Property Administration and/or Plant Clearance.

iii. NF 1876, NASA Property Loss Report.

jjj. NASA Official Fleet Management Handbook. https://nodis3.gsfc.nasa.gov/npg_img/Portal/index.htm.

kkk. Department of Defense (DoD) Form (DD) 250, Material Inspection and Receiving Report.

lll. DD 1149, Requisition and Invoice/Shipping Document.

mmm. DD 1593, Contract Administration Completion Record.

P.5 Measurement/Verification

Measurement occurs through various reports defined in Chapter 6 and through the NASA Electronic Submission System (NESS) for NASA award recipients via https://ness.nasa.gov/contractor and for NASA and Federal Industry Partners (FIPs) (e.g., Defense Contract Management Agency (DCMA), etc.) administering NASA awards via https://ness.nasa.gov. NESS is the Agency’s Accountable Property System of Record (APSR) for reporting NASA GP off-Center/Facility/Installation unless otherwise specified in the award.

P.6 Cancellation

NPR 4500.1, Administration of Property in the Custody of Contractors, dated February 24, 2014.