Appendix B to Part 1130 - Terms and Conditions for PROP Article II, “Property Management System”
2:1.2.8.6.14.6.64.6.36 : Appendix B
Appendix B to Part 1130 - Terms and Conditions for PROP Article II,
“Property Management System”
Unless a DoD Component reserves sections of the article, as
provided in §§ 1130.205 through 1130.215, a DoD Component's general
terms and conditions must use the following wording for PROP
Article II.
PROP Article II. Property Management System. (December 2014)
Section A. Insurance coverage for real property and
equipment. You must, at a minimum, provide the equivalent
insurance coverage for real property and equipment acquired or
improved under this award as you provide for real property and
equipment that you own.
Section B. Other property management system standards for a
State.
1. Equipment. Your property management system for
equipment acquired or improved in whole or in part under this award
must be in accordance with your State laws and procedures.
2. Federally owned property. You may use your own
property management system for any federally owned property for
which you are accountable, as long as it meets the following
minimum standards:
a. Records. Your records must include for each item of
federally owned property:
i. A description of the item.
ii. The location of the item.
iii. The serial or other identification number.
iv. Which Federal agency holds title.
v. The date you received the item.
vi. Any data on the ultimate disposition of the item, such as
the date of disposal.
vii. The Federal award identification number of the award under
which you are accountable for the item.
b. Inventory. You must take a physical inventory of
federally owned property annually.
c. Control system. You must:
i. Maintain an internal property control system with adequate
safeguards to prevent loss, damage, or theft of federally owned
property.
ii. Investigate any loss, damage, or theft of federally owned
property and promptly notify the award administration office.
d. Maintenance. You must maintain the property in good
condition.
Section C. Other property management system standards for an
institution of higher education, nonprofit organization, local
government, or Indian tribe. Your procedures for managing
equipment (including replacement equipment) acquired or improved in
whole or in part under this award and any federally owned property
for which you are accountable under this award must, as a minimum,
meet the requirements in this section.
1. Records. You must maintain records that include for
each item of equipment or federally owned property:
a. A description of the item.
b. The serial or other identification number.
c. Who holds title (e.g., you or the Federal Government
and, if the latter, which Federal agency).
d. The source of funding for the equipment, including the
Federal award identification number, or the source of the federally
owned property, including the award number of the award under which
you are accountable for the property.
e. The acquisition date and cost of the equipment (or
improvement to the equipment) or the date you received the
federally owned property.
f. The location, use, and condition of the equipment or
federally owned property.
g. Information from which one can calculate the amount of the
Federal interest in the acquisition or improvement of the item
(this amount is zero after you compensate us for the Federal
interest in the item or improvement).
h. Any data on the ultimate disposition of the item including
the date of disposal and sale price.
2. Labelling. You must ensure that property owned by the
Federal Government is labeled to identify it as federally owned
property.
3. Inventory.
a. You must take a physical inventory of equipment in which
there is a Federal interest and reconcile the results with your
records at least once every 2 years.
b. You must take an annual inventory of any federally owned
property for which you are accountable under this award.
4. Control system. You must:
a. Maintain an internal property control system with adequate
safeguards to prevent loss, damage, or theft of equipment and
federally owned property.
b. Investigate any loss, damage, or theft and notify the award
administration office if it involved equipment in which there is a
Federal interest under the award or federally owned property.
5. Maintenance. You must maintain equipment acquired or
improved in whole or in part under the award and federally owned
property in good condition.