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Salvage Guidelines and Property Reuse

    Title:

    Salvage Guidelines and Property Reuse

    Publication date:

    12/5/2012

    Effective date:

    1/2/2012

    BRIEF

    Policy Summary

    Berkeley Lab policy promotes the reuse of Laboratory property such as equipment and furniture. Functional equipment and furniture no longer needed by a Berkeley Lab division, department, group, office, or program may be available for use by Berkeley Lab staff, U.S. Department of Energy Management and Operations contractors, and General Services Administration staff. All radioactive items must receive Environment, Health, Safety, and Security (EHSS) Division clearance before they are picked up by Facilities Division Transportation drivers.

    Who Should Read This Policy

    This policy applies to all Berkeley Lab personnel in possession of equipment and materials that are no longer needed by a program but still functional.

    To Read the Full Policy, Go To:

    The POLICY tab on this wiki page

    Contact Information

    Warehouse, Materials, and Shipping Manager
    Facilities Division

    Title:

    Salvage Guidelines and Property Reuse

    Publication date:

    12/5/2012

    Effective date:

    1/2/2012

    POLICY

    A. Purpose

    This policy provides appropriate guidance to process and excess personal property assets for employees of Lawrence Berkeley National Laboratory (Berkeley Lab or LBNL).

    B. Persons Affected

    This policy applies to Berkeley Lab employees and guests who are responsible for determining the status of Laboratory property and equipment no longer needed by the custodian of the asset.

    C. Exceptions

    Not applicable

    D. Policy Statement

    Per Department of Energy (DOE) Order 580.1A, DOE/Berkeley Lab personal property must be screened for departmental reuse using the Laboratory Equipment Donation Program (LEDP). LEDP tracks property as it moves through the internal screening process. Items no longer required by divisions to support the Laboratory's mission are sent to the Facilities Excess Turn-In Center (FETC) located in Building 79. Excess material and equipment items are evaluated by the FETC and redeployed for Berkeley Lab reuse. All items are screened using the DOE Energy Asset Disposal System (EADS). Within EADS, items may be reused by another DOE agency, donated to a learning institution, or, based on specific timetables, authorized by the General Services Administration (GSA) for sale.
    This procedure describes the process of how excess personal property is evaluated and screened at Berkeley Lab.

    E. Asset Screening Procedure

    1. Visual Inspection of Excess Material at FETC
      1. Determine whether item appears to be in working condition.
      2. Determine whether all parts of item are present.
      3. Consult with custodian to determine if item is functional.
      4. Determine if item is still usable at the Laboratory.
      5. Review internal reutilization "wish list" for possible redeployment at LBNL.
      6. If personal property is not selected for redeployment, begin internal screening process.
      7. Determine if item meets GSA criteria or condition codes (see Section 2 below).
      8. If item meets GSA criteria, send to warehouse for screening and disposition.
      9. Perform updates to the property-management Sunflower Database before close of business.
    2. Determine Excess Personal Property Disposition Based on GSA Criteria and Condition Codes
      1. Condition Code 1: New
      2. Condition Code 4: Usable
      3. Condition Code 7: Repairable
      4. Federal Supply Class (FSC) 66 is the DOE guidance document used to determine the current depreciated cost value of an asset.
      5. Computer redeploy/reuse/scrapped
      6. Items not meeting GSA criteria or condition codes are placed in bid/scrap sales staging area.
    3. Begin Screening Process at the FETC, Building 79 (Material Specialist)
      1. If personal property is received from the Joint Genome Institute (JGI), contact the Life Sciences Division for possible reuse.
      2. Review internal reuse list for possible asset redeployment at LBNL.
      3. If personal property is not selected for redeployment, begin screening process in GSA.
      4. Stage excess personal property that meets GSA excess personal property criteria and condition codes in processing area.
      5. Assign LBNL Item Control Number (Agency Number 899101 + assigned LBNL item number).
      6. Create placard with LBNL Item Control Number
      7. Attach placard to each piece of equipment in staging area.
      8. Perform and record property status updates in the Sunflower Database.
    4. Personal Property (Excess in Place)
      1. Receive completed excess-in-place property-management form from requester.
      2. Update Sunflower noting "excess in place."
      3. Screen asset in EADS.
      4. Receive award notification from LEDP.
      5. Contact awarded agency.
      6. Arrange for shipping/pickup.
      7. Arrange for removal and return of DOE/LBNL Property Tag.
      8. Retire asset in Sunflower (Final Event).
    5. Data Entry into EADS
      1. Log into GSA main menu.
      2. Choose "report property."
      3. Choose "create report."
      4. Assign/Enter LBNL Agency Control Number.
      5. Enter Agency Control Class 66 in Agency Control field (LEDP).
      6. Enter NA for all computers (Computers for Learning [CFL] field).
      7. Enter NA for all other equipment without Agency Control Class 66.
      8. Enter Supply Class (4 digits).
      9. Enter Agency Control Number.
    6. Required EADS Screening Timetables
      1. EADS: 15 days
      2. LEDP 19 days
      3. GSA: 21 days
      4. CFL: N/A
    7. Notification from GSA Regarding Disposition Options
      1. Available-for-sale notification
        1. Available for disposal/sale/scrap letter received from GSA.
        2. Remove excess personal property from screening area.
        3. Begin LBNL bid sales process.
      2. Property reallocated from GSA/EADS to other DOE agency
        1. "Notice of Allocation to Holding Activity" e-mail is received from GSA.
        2. Place reallocated excess personal property in holding area.
        3. Contact "transfer to" agency.
        4. Receive authorization signature from agency and GSA (fax/e-mail).
        5. Prepare shipping document.
      3. Property reallocated from LEDP
        1. Notice-of-allocation e-mail received from DOE Chicago.
        2. Place reallocated excess personal property in holding area.
        3. Contact "transfer to" agency.
        4. Receive authorization via e-mail from DOE Chicago.
        5. Prepare shipping document.
      4. Property from GSA/CFL reallocated to public school (Computers for Learning Program)
        1. Receive checkout notice for Transfer Control Number from GSA/CFL.
        2. Review CFL to verify that school meets allocation criteria.
        3. If criteria are met, enter "allocate" in the GSA/CFL system.
        4. CFL sends notice-of-transfer (SF-122) form to school agency representative.
        5. Receive signed SF-122 and forward to LBNL property manager for signature.
        6. Receive signed SF-122 form from property manager.
        7. Notify agency regarding shipping/pickup option.
        8. Prepare shipping documents.
      5. Excess personal property not picked up within seven-day time frame
        1. Notify "transfer to" agency by e-mail.
        2. Allow seven more days for response.
        3. If no response, notify GSA by e-mail.
        4. If shown on GSA database, permission to reuse required from GSA.
      6. Excess LEDP personal property not picked up within seven-day extension
        1. Notify "transfer to" agency by e-mail.
        2. Allow seven more days for response.
        3. If awarded agency cancels request, notify DOE Chicago (Mary Cervantes).
        4. DOE re-enters item into LEDP.
        5. DOE notifies LBNL of re-entry into LEDP.
        6. If the LBNL asset is not awarded in 19 days, the property reverts back to GSA.
        7. If notice received from GSA, follow Section 7a–b, above.
      7. Assign excess personal property to LBNL bid sales.

    F. Roles and Responsibilities

    Role

    Responsibility

    Facilities Division

    • Develops internal policy and procedures for processing excess personal property per DOE 580.1 and LBNL Property guidelines
    • Facilities Division property-reuse personnel have primary responsibility for screening excess Berkeley Lab personal property. The screening process is conducted at the FETC.

    Laboratory Employees

    • Determine what materials or equipment are no longer needed
    • Inspect and determine if material and equipment are free of all hazards and hazardous chemicals
    • Place a work request to have the material/equipment picked up by Berkeley Lab Transportation (information needed: property location, a detailed list of material and equipment to be picked up, working condition of equipment: functional, nonfunctional)

    Excess Property Workers

    • Off-load excess personal property delivered by LBNL Transportation
    • Prepare and/or sign equipment movement tag and/or sign Transportation electronic device at time of delivery to verify receipt of DOE property tagged assets
    • Determine which items are reusable within the Laboratory
    • Review internal Berkeley Lab reutilization redeployment list prior to screening into EADS
    • Test for operational functionality
    • Segregate scrap metals for sale to contracted vendor
    • Segregate and stage incoming excess personal property for EADS screening
    • Remove hard drives from computers
    • Perform updates to the Sunflower Database

    Excess Material Specialist

    • Manages the screening process for all excess personal property, including assets screened in place
    • Contacts Life Sciences Division for possible internal reuse when excess personal property is received from JGI
    • Enters information into GSA/EADS database
    • Prepares computers for reuse or excess processing
    • Monitors excess activity during specific screening timetables
    • Prepares and coordinates shipment of excess personal property to DOE and private organizations
    • Prepares shipping documents for all excess material leaving the Laboratory
    • Maintains records

    Facilities Operations Manager

    Oversees property reuse/salvage

    Facilities Reuse Supervisor

    Directly oversees excess/salvage

    G. Definitions/Acronyms

    Term

    Definition

    Computers for Learning (CFL)

    A program used by DOE/GSA to provide computers to K-12 schools that meet specific criteria

    Energy Asset Disposal System (EADS)

    A module contained within DOE/GSA that provides automated data systems support for the DOE's nationwide personal property needs. EADS primary goals are to: (1) simplify and (2) improve internal screening. EADS is exclusive to DOE.

    Excess Personal Property

    Personal property no longer required for the needs of the Laboratory

    Internal Redeployment

    Process used for redeployment of assets internally at LBNL

    Laboratory Equipment Donation Program (LEDP)

    A program used by DOE to transfer excess property to learning institutions

    Personal Property

    For property management purposes, any item (material/equipment) of personal property having the potential to maintain its integrity (i.e., not expendable due to use) as an item

    Screening

    The process that controls the flow of excess personal property at the Laboratory

    GSA

    General Services Administration

    DOE

    Department of Energy

    Facilities Excess Turn-In Center (FETC)

    Facilities on-site excess and salvage processing center that handles Berkeley Lab property determined to no longer be needed for science research or to have reached the end of its useful life cycle

    Federal Supply Class (FSC) 66

    A DOE guidance document used to determine the current value of laboratory instruments and equipment

    Sunflower Database

    The Berkeley Lab Property Management asset data system used to track all sensitive property items valued at $10,000 or more

    H. Recordkeeping Requirements

    The Berkeley Lab custodian maintains transfer receipts of excess DOE property assets.
    Excess Salvage personnel log transfer of DOE property assets in the Sunflower Property excess database.

    I. Implementing Documents

    Document Number

    Title

    Type

    PROPREUSE-002

    Facilities Salvage Guidelines

    Guidelines

     

     

     

    J. Contact Information

    Warehouse, Materials, and Shipping Manager
    Facilities Division

    K. Revision History

    Date

    Revision

    By whom

    Revision Description

    Section(s) affected

    Change Type

    1/2/2012

    0

    L. Chen

    Rewrite for wiki (brief)

    All

    Minor

    12/5/2012

    1

    L. Chen

    Rewrite for wiki (policy)

    All

    Minor

    DOCUMENT INFORMATION

    Title:

    Salvage Guidelines and Property Reuse

    Document number

    09.03.002.000

    Revision number

    1

    Publication date:

    12/5/2012

    Effective date:

    1/2/2012

    Next review date:

    1/2/2015

    Policy Area:

    Shipping and Receiving

    RPM Section (home)

    Facilities Management

    RPM Section (cross-reference)

    none

    Functional Division

    Facilities

    Prior reference information (optional)

     

    Source Requirements Documents

    Implementing Documents

    Document Number

    Title

    Type

    PROPREUSE-002

    Facilities Salvage Guidelines

    Guidelines

     

     

     

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