1. GSA Personal Property Management
Update

2. Topics FY 16 Performance Reorganization Firearms GSAXcess Changes
On line Inventory Verification
Additional Inventory Verification
LEA Certification
SASP Visits
GSAXcess
HMMWVs
Terminology

3. FY 16 Performance

4. FY 16 Performance— Top 10 SASPs
To6 6 by L/I are same as last year, with some slight rearrangement
Overall, 7 of top ten L/I are same as last year…..about same %
$ value, top 10
6 of top 10 same as FY 15
FY 16 Performance— Top 10 SASPs
Texas ,207
Pennsylvania 1,548
Missouri ,456
Arkansas ,158
South Dakota 1,115
Alabama , 099
Oregon
Tennessee
Virginia
Washington
54.80%
Florida $62.8 M
Texas $36.1 M
Oregon $20.2 M
Alabama $17.7 M
Arkansas $16.2 M
North Carolina $14.7M
Oklahoma $ 9.7 M
North Dakota $ 9.7 M
Pennsylvania $ 9.6 M
Arizona $ 9.5 M
57.18%

5. FY 15 Performance— Top 10 Commodities
L/I 9 of 10 are same as last year, not same placing in list though
About $75M drop in aircraft $ value
About $30M drop in vehicle $ value
FY 15 Performance— Top 10 Commodities
,088
,419
36.75%
$ M
$ M
$ M
$ M
$ M
$ M
$ M
$ M
$ M
$ 6/7 M
62.52%

6. Reorganization Zonal Structure Mid Atlantic Zone
Combination of Regions 1, 2, and 3
Located in Philadelphia
Southeast-Great Lakes Zone
Combination of Regions 4 and 5
Located in Atlanta
Southwest-Central Zone
Combination of Regions 6, 7, and 8
Located in Fort Worth
Pacific Rim Zone
Combination of Regions 9 and 10
Located in San Francisco
National Capital Zone

7. Firearms How we got here OIG Limited Evaluation
“Inadequate Controls May Leave Firearms Vulnerable to Theft, Loss, and Unauthorized Use”
Congressional Hearing
“Firearms Lost: GSA’s Administration of the Surplus Firearm Donation Program”

8. Firearms Corrective Actions Completed for OIG Evaluation
Modified GSAXcess to expand data fields and created status records
Reconciled FY 16 inventory results to GSAXcess database
Established procedure for LEAs/SASPs to notify GSA of any additional firearms not on GSA provided inventory
Developed robust search capabilities in GSAXcess (e.g. state, LEA, serial number, firearm status)
Created on line inventory function/capability
Conducted sample inventory within GSAXcess
Completed all actions on revised corrective action plan and reported to OAS on time, per plan

9. Strengthening Inventory Verification OIG Actions
Created Inventory Verification in GSAXcess
Status: Completed
LEAs verify possession or provide brief explanation on firearm status
GSA provides more accurate inventory to LEAs (active status only)
Sample Pilot Inventory
Status: Completed (100% for 6 States: CA, GA, MA, MS, OK, WV)
Feedback:
Change in LEA POCs caused issues with notification and assignment of user ID
Internet issues/computer access for some small remote LEAs
Confusion with certifications and terminology
System is easy to use
Mitigation:
Slight terminology revision in GSAXcess
Webinars offered to SASPs and LEAs for FY 17 inventory

10. Strengthening Inventory Verification Beyond OIG
Inventory Certification Statement
Represent under penalty of law that reported inventory results are true, accurate, and complete, signed by Chief or Senior Official of LEA
FY 16 Certifications
Status: Ongoing (April – Present)
Initially, 27 SASPs with completed inventories
3 SASPs with late inventories, certification now underway
Feedback:
Confusion with DLA’s Law Enforcement Support Office (LESO) certifications and GSA FY 16 inventory
Some states already had local certifications
Mitigation:
Clear communication tying certifications to inventory completion and explanation of two part process
FY 17 and beyond Certifications
To be provided within 10 days of inventory completion in GSAXcess
To be signed by Chief or Senior Official of LEA

11. Strengthening Inventory Verification Beyond OIG
Onsite Physical Inventory Verification
Verification by physical inspection of firearms or review of custody card
FY 16 Pilot with 7 Selected SASPs
Status: Pilot Completed
Completed: 3
Incomplete: 2
Declined Participation: 2
Feedback:
Planned timeframe is too short
SASP budget and staffing limitations
Overlap/differing requirements for preset LESO required visits
Need alternatives beyond visits
Mitigation:
Accept date stamped photos with visible serial numbers in lieu of physical visit
Increase timeframe for SASP completion
***An acceptable version of a custody card must contain the following elements: 1) LEA name,
2) Name of individual responsible for physical custody of item, 3) Item nomenclature (Name), 4)
Serial number of item (if applicable), 5) QTY of item (if more than one), 6) Printed name of
individual responsible for physical custody of item 7) Signature of individual responsible for
physical custody of the item and 8) Date.

12. Strengthening Inventory Verification Beyond OIG
Onsite Physical Inventory Verification (Continued)
FY 17 and beyond
Tie to annual inventory process (inventory due to GSA on November 30, 2016)
FY 17 inventory is basis for next SASP verification reviews
SASP verification should be completed by end of March 2017
Reports of onsite visits
Submission of date stamped photos with serial number visible
***An acceptable version of a custody card must contain the following elements: 1) LEA name,
2) Name of individual responsible for physical custody of item, 3) Item nomenclature (Name), 4)
Serial number of item (if applicable), 5) QTY of item (if more than one), 6) Printed name of
individual responsible for physical custody of item 7) Signature of individual responsible for
physical custody of the item and 8) Date.

13. Firearms Inventory and Verification
Going forward
Annual Inventory
Two part process
GSAXcess on line inventory due end of November
Senior official certification due within 10 days of submission of GSAXcess inventory
SASP follow up inventory verification
Two methods
On site visit to verify by physical inspection or review of custody cards
Collect date stamped digital pictures with serial numbers visible
SASPs must report completion to GSA Zonal Office by end of March

14. Firearms Inventory and Verification
FY 17 Timeline
September 2016
Memo from GSA to complete inventories and number of firearms for SASP inventory verification
Webinars for SASPs and LEAs on GSAXcess firearms inventory
October 1- December 10, 2016
LEA Annual Inventory
GSAXcess inventory to be completed by November 30
Signed certification by LEA senior official to be submitted to GSA within 10 days of submission of inventory in GSAXcess
Not later than December 10
December 11, 2016-March 2017
SASPs to verify firearms inventories
Up to 100 firearms or 20% of inventory in State, whichever is greater
Physical visit or collection of date stamped photos with visible serial number
SASPs report their verification to GSA Zonal Office

15. GSAXcess Firearms Inventory
LEAs will be taken directly to Update LEA User Profile

16. GSAXcess Firearms Inventory

17. GSAXcess Firearms Inventory

18. GSAXcess Firearms Inventory

19. GSAXcess Firearms Inventory
Webinars
To train LEA and SASP staff
September and October options
Wednesday, Sept 14 at 10 AM EDT
Thursday, Sept 22 at 2 PM EDT
Wednesday, Sept 28 at 10 AM EDT
Thursday, Sept 29 at 2 PM EDT
Thursday, Oct 6 at 10 AM EDT
Wednesday, Oct 12 at 2 PM EDT
Information regarding these webinars and information to register will be sent, via , to SASPs and LEAs NLT August 31

20. GSAXcess View only user IDs capability for SASPs
Currently, access to want list via offline request
Want List
Building capability so SASP can also grant access to want list
POC
Nancy Moses

21. High-Mobility, Multipurpose Wheeled Vehicles (HMMWVs)
Policy revised earlier in July
Slight revision in recommendations of the Law Enforcement Equipment Working Group
Acknowledgement there are commercial entities that can retrofit HMMWVs to meet Federal Motor Vehicle Safety Standards (FMVSS)
Revisions
Removed from hold harmless statement and Conditional Transfer Document
Requirement for notification to/approval from GSA for disposition at end of life removed
Added to hold harmless statement
Requirement for “off road use”/mutilation or destruction does not apply if the donee has written documentation that the HMMWV has been retrofitted to meet FMVSS.”
Impact
Applicable to donations made since July 7, 2016
To apply to prior donations (not earlier than October 2015) requires revised signed CTD and hold harmless statement

22. Terminology Suspension
Term has unique meanings and in our perspective, ties to requirements in Federal Acquisition Regulation (FAR) for suspension and debarrment
Should refer to “deferring” any requests for property; eligibility to receive donations”
Similar language in FMR when GSA is dealing with SASPs
§ What happens if a SASP does not operate in accordance with its plan?
If a SASP does not operate in accordance with its plan, GSA may withhold allocation and transfer of surplus property until the nonconformance is corrected.

23. Questions/Contact Cindy Gardiner Director
Utilization and Donation Division
David Robbins
Office of Personal Property Management