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LIABILITY

FOR LOSS OF GOVERNMENT


PROPERTY
Prime and Sub!
Presented by:
Dr. Douglas N. Goetz, CPPM, CF
President, GP Consultants LLC

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LOSS
• Liability for Loss of Government Property in the 
possession of the contractor  ‐‐ takes MANY 
different forms.
• This presentation will cover:
– Loss of “Pure” Government Property
• This presentation will NOT cover other liability 
provisions such as:
– Loss of Progress Payments Inventory
– Loss of Delivered End Items
– Loss under the Ground and Flight Risk clause
» Well save THOSE for another time!

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LOSS
FAR 52.245‐1(a)
• DEFINITION of LOSS:
– “Loss of Government Property” means unintended, 
unforeseen or accidental loss, damage or destruction to 
Government property that reduces the Government’s 
expected economic benefits of the property. Loss of 
Government property does not include purposeful destructive 
testing, obsolescence, normal wear and tear or manufacturing 
defects. Loss of Government property includes, but is not 
limited to—
1) Items that cannot be found after a reasonable search:
2) Theft:
3) Damage resulting in unexpected harm to property requiring repair 
to restore the item to usable condition; or
4) Destruction resulting from incidents that render the item useless 
for its intended purpose or beyond economical repair.

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SIMPLY PUT…
LOSS HAPPENS!!!

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GOVERNMENT’s OVERARCHING POLICY
45.104

• Generally, contractors are NOT held liable 
for loss of Government Property under the 
following types of contracts:
– COST REIMBURSEMENT contracts
– TIME AND MATERIAL contracts
– LABOR HOUR contracts
– NEGOTIATED Fixed Price contracts for which 
price is NOT based upon an exception at FAR 
15.403‐1:

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LOSS POLICY
45.104
• Therefore, by process of elimination, without 
the policy stating such, under WHAT TYPE of 
contract is the contractor held liable for Loss, 
theft, damage, or destruction?
– FIXED PRICE for which there IS an exception at 
FAR 15.403‐1
– In other words where there is no requirement for 
a certificate of Current Cost and Pricing Data
• Or what in the “old days” we called a Fixed Price 
Competitive contract, or a one step process.

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LIABILITY FOR LOSS

• SO, in ESSENCE there are TWO FORMS of 
LIABILITY:
– LIMITED RISK OF LOSS PROVISIONS
• Found at 52.245‐1(h) 
And the 
– FULL RISK OF LOSS PROVISIONS
• Found at 52.245‐1 (Alternate I)

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FULL RISK OF LOSS

• FIXED PRICE Contract
– (Under a COMPETITIVE contract)
– (52.245‐1 Alternate I)
– “The contractor assumes the risk of, and shall be 
responsible for,  ANY loss of Government property 
upon its delivery to the contractor as Government‐
furnished property.  However, the contractor is NOT 
responsible for reasonable wear and tear to 
Government property or for Government property 
properly consumed in performing this contract.”
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FULL RISK OF LOSS

• IN ENGLISH…
CONTRACTOR IS LIABLE FOR 
“ANY” 
LOSS, THEFT, DAMAGE OR DESTRUCTION 
EXCEPT FOR:
– REASONABLE WEAR AND TEAR OR
– REASONABLE AND PROPER CONSUMPTION

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FULL RISK OF LOSS

• YOU SOLVE THE PROBLEM!!!
• SCENARIO:
– CONTRACTOR HAS 1 ITEM OF ST
– ACQUISITION COST ‐ $200
– AGE ‐ 10 Years Old
• CONTRACTOR LOSES THE ST
• TWO QUESTIONS:
– IS THE CONTRACTOR LIABLE?
• ____________________ (Simple yes or no answer.)
– FOR HOW MUCH IS THE CONTRACTOR LIABLE?
• ____________________
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LIABILITY FOR LDD&T

• QUANTUM
– ACQUISITION COST?
– APPRECIATED VALUE?
– DEPRECIATED VALUE?
– SCRAP VALUE?
– REPLACEMENT COST?

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CASE LAW

• QUANTUM was Determined by a 
Court Case
– Dynalectron Corporation vs U.S.
– ASBCA No 29,831; 
85‐3 BCA Para 18,320

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LIABILITY FOR LDD&T

• The Court used the term                   

“Intrinsic Value”
To define QUANTUM

– The QUANTUM may range from
• Replacement cost where the Government has a need ‐‐either current or 
probable future
• Repair cost for DAMAGED GP where the Government has a need ‐‐ current 
or future need for the GP
• Salvage value for DAMAGED GP where the Government has no need for 
the GP
• Scrap value for LOST GP where the Government  has no need for the GP

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Valuation of Lost, Damaged or
Destroyed Government Property for
Liability Purposes
“INTRINSIC VALUE”
GP is Lost or destroyed. GP is Lost or destroyed.
Government has NO Government still has a
current or probable current or probable
Future need. Future need.
LIABILITY VALUATION: LIABILITY VALUATION:
SCRAP VALUE REPLACEMENT

GP is damaged. GP is damaged.
Government has NO Government still has a
current or probable current or probable
Future need. Future need.
LIABILITY VALUATION: LIABILITY VALUATION:
SALVAGE REPAIR
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QUICK RECAP
• Under the FULL RISK OF LOSS concept
– Fixed Price Competitive Contracts
– Quantum means…
•INTRINSIC VALUE TO THE GOVERNMENT 

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LIMITED RISK OF LOSS
• WHEN IS THE LIMITED RISK OF LOSS CONCEPT 
APPLIED?
– Cost Reimbursement Contracts
– T&M Contracts
– LH Contracts
– FP Contracts awarded on the basis of submission of 
certified cost or pricing data. (In other words 
Negotiated)
• USING the regular version of the GP Clause –
52.245‐1
– In other words we use the regular paragraph (h) in 
the clause
– NOTE – DOD has a variation to this in the DFARS.  See Next 
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LIMITED RISK OF LOSS
• 245.104 Responsibility and liability for 
Government property. 
– In addition to the contract types listed at FAR 45.104, 
contractors are NOT held liable for loss of 
Government property under negotiated fixed‐price 
contracts awarded on a basis other than submission 
of certified cost or pricing data.
• So, for DOD Contracts – NEGOTIATED Contracts 
below the threshold for requiring a Cert of Cost 
and Pricing Data NOW ALLOW/REQUIRE the use 
of the LIMITED RISK OF LOSS Provision within 
the GP Clause (FAR 52.245‐1(h)).

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LIMITED RISK OF LOSS
52.245‐1 (h)
• Unless otherwise provided in the 
contract, the contractor shall       
NOT
be liable for loss of Government 
property EXCEPT…

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LIMITED RISK OF LOSS

• EXCEPT… THE CONTRACTOR SHALL BE LIABLE when one 
of the following applies:
– 1.  The Risk is Covered by INSURANCE
– 2.  WILLFUL MISCONDUCT, LACK OF GOOD 
FAITH ON THE PART OF MANAGERIAL 
PERSONNEL
– 3.  WITHDRAWAL of the Government’s 
Assumption of Risk

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INSURANCE

• Generally we have two instances where 
INSURANCE may come into play:
– INSTANCE # 1 
• INSURANCE that the Government REQUIRES the 
contractor to acquire
• MUST BE SPECIFIED IN THE CONTRACT
• IF Contract is SILENT – INSURANCE IS NOT 
REQUIRED and therefore NOT ALLOWABLE
– Generally, INSURANCE for GP is  NOT an ALLOWABLE 
expense (See FAR Part 31)

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INSURANCE

• INSTANCE # 2 
–“In Fact” Insurance
• Anyone got an example???

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DEFINITIONS

• 2nd allowance where the 
Government MAY hold the 
Contractor Liable has THREE
Components:
– Willful Misconduct
– Lack of Good Faith 
– On The Part Of Managerial Personnel

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DEFINITIONS

• DEFINE:
–Willful Misconduct
• Either a deliberate act or failure to act that causes or results in 
Loss, Damage or Destruction to Government property.

–Lack of Good Faith
• Failure to honestly carry out a duty including gross neglect or 
disregard of the terms of the Government property clause or of 
appropriate directions from the Property Administrator (PA).
Note: These definitions are from the “OLD” DoD Property Manual
4161.2-M. These terms are NOT defined in the FAR.

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ONE MORE DEFINITION

•DEFINE  I’m the


Prez!

“Managerial 
Personnel?”
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MANAGERIAL PERSONNEL

• As used in this clause means:
– the Contractor’s directors, officers,  managers, 
superintendents, or equivalent representatives 
who have supervision or direction of…
– ALL OR SUBSTANTIALLY ALL of the contractor’s 
business;
– ALL OR SUBSTANTIALLY ALL of the contractor’s 
operation at any one plant or a separate and 
complete major industrial operation connected 
with performing the contract

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CASE LAW

• Fairchild Hiller Corporation ASBCA No. 14387 (1971)
– Contract for the Stripping, Washing, and Cleaning of C‐130 
Aircraft
• The burning of aircraft No. 1
• The burning of aircraft No. 2
– Methylethyl‐ketone & Naptha Based Solution
• The court was concerned with the actions of the 
CONTRACTOR’S MANAGERIAL 
PERSONNEL.   
Not  its lower level employees!

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LIMITED RISK OF LOSS

• LAST OPTION TO HOLD A CONTRACTOR 
LIABLE…
– The Contracting Officer has, in writing, revoked the 
Government's assumption of risk for loss of 
Government property due to a determination 
under paragraph (g) of this clause that the 
Contractor's property management practices are 
inadequate, and/or present an undue risk to the 
Government, and the Contractor failed to take 
timely corrective action. 
ACO Authority
Must be in WRITING!
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LIMITED RISK OF LOSS

• When the Government “REVOKES” its 
ASSUMPTION OF RISK – the contractor 
becomes liable for “ANY” Loss, theft, 
damage, or destruction of Government 
Property, regardless of how it occurs,

UNLESS…

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LIMITED RISK OF LOSS

• Contractor may be granted relief  if…
– If the Contractor can establish by clear and 
convincing evidence that the loss of Government 
property occurred while the Contractor had:
• adequate property management practices or 
• the loss did not result from the Contractor's failure to 
maintain adequate property management practices, 
– the Contractor shall NOT be held liable.

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WHY?

• Why does the Government have this 
policy?  
• It is an economically advantageous 
methodology to have the Government 
act as a Self Insurer.  So long as the 
Contractor is a “Good Insurance Risk.”  
(In other words, maintains an 
adequate Property Management 
System!)
– In point of fact YOU – each and every one of 
you – does the same thing in your PERSONAL 
LIVES!!!
– EXAMPLE???

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SUBCONTRACTOR 
CONTROL AND 
LIABILITY
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SUBCONTRACTOR CONTROL
IS A CONTRACTUAL REQUIREMENT:
FAR 52.245‐1(b) “Property management”
(1) The Contractor shall have a system of internal controls to manage 
(control, use, preserve, protect, repair and maintain) Government property 
in its possession….
(2) The Contractor’s responsibility extends from the initial acquisition and receipt of 
property, through stewardship, custody, and use until formally relieved of responsibility 
by authorized means, including delivery, consumption, expending, disposition, or via a 
completed investigation, evaluation, and final determination for lost, damaged, 
destroyed, or stolen property.  This requirement applies to all Government 
property under the contractor’s accountability, stewardship, 
possession or control, including its vendors or subcontractors (see 
(f)(1)(v)). 
(3) The Contractor shall include the requirements of this clause in all 
subcontracts under which Government property is acquired or 
furnished for subcontract performance. 

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SUBCONTRACTOR CONTROL

IS A CONTRACTUAL REQUIREMENT:
FAR 52.245‐1(f)(1) “Contractor Plans and Systems”
Contractors shall develop property management plans, systems, and 
procedures at the contract, program, site or entity level to enable 
the following outcomes:…
(v) Subcontractor control. 
(A) The Contractor shall award subcontracts that 
clearly identify assets to be provided and shall ensure 
APPROPRIATE flow down of contract 
terms and conditions, (e.g., limited liability for loss of 
Government property).  
(B) The Contractor shall assure its subcontracts are 
properly administered and reviews are periodically 
performed to determine the adequacy of the 
subcontractor’s property management system. 
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SUBCONTRACTOR CONTROL

• It is the CONTRACTOR’S responsibility to 
establish the PROCESS, i.e., the methods and 
methodologies, to accomplish this process in 
accordance with & using:
– ILPs and
– VCSes and
– CCPs!

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CAREFUL ON FLOW DOWN!!!
• LIMITED RISK OF LOSS FLOWDOWN
– Simplest analysis – if the Prime flows down the 
requirement for Cert of Current Cost and Pricing 
data – They may flow down the “Limited” R of L
– FAR 52.215‐12 or 52.215‐13 for Mods
• Subcontractor Cost and Pricing Data
– Other Applications:
• It depends…  Some examples:
• Large quantity of GP
• High Dollar Value of GP
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CAREFUL ON FLOW DOWN!!!
• FULL RISK OF LOSS – 52.245‐1
– Simple answer – flow down FULL R of L to the SUB 
when ALT. I (Full R of L) is in the PRIME contract.
– If Limited R of L is in the Prime then the PRIME must 
make a CONSCIOUS DECISION as to the APPLICATION 
of the FULL R of L.
• Competitive Contracts
– Multiple bidders
– No Negotiations
• Where situation WARRANTS FULL R of L
RHETORICAL QUESTION – For a company’s property, if
they “loan” it out, what do THEY require? Full…Limited?
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A DECISION TREE APPROACH!
Let me show you these concepts in 
greater specificity!

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FIRST FAR APPLICATION
FIXED PRICE (COMPETITIVE)
PRIME CONTRACT/CONTRACTOR
WITH NO
Requirement for a Cert of Current Cost and Pricing Data)
WITH GOVERNMENT PROPERTY CLAUSE
Of FAR 52.245-1 (Alternate I)
FULL RISK OF LOSS

REGARDLESS OF THE PRICING ARRANGEMENT


OF THE SUBCONTRACT
PRIME WOULD AUTOMATICALLY
FLOW DOWN THE
FULL RISK OF LOSS
TO ITS
SUBCONTRACTORS AND VENDORS
WHEN
GP IS PROVIDED TO SUB
+
GP MANAGEMENT REQUIREMENTS.

Why is it simple? IF Prime has Full risk of loss –


Sub should have Full Risk of Loss!
NOTE: If Prime flows down LIMITED Risk of Loss to its sub
-- A RARITY -- it does NOT effect the liability of the prime.
The Prime is still liable.
SECOND FAR APPLICATION
1. COST REIMBURSEMENT NEGOTIATED or
2. FIXED PRICE NEGOTIATED
PRIME CONTRACT/CONTRACTOR
EXCEEDING $700,000
(Requiring a Cert of Current Cost and Pricing Data)
AND FAR 52.215-12*
AND
PRIME HAS GOVERNMENT PROPERTY CLAUSE
Of FAR 52.245-1
LIMITED RISK OF LOSS

Automatically Flow Down the


Limited Risk of Loss
GP Provision
COST REIMBURSEMENT FIXED PRICE
SUBCONTRACTOR SUBCONTRACTOR
Being awarded a Being awarded a
NEGOTIATED subcontract NEGOTIATED subcontract
Exceeding $700,000 Exceeding $700,000
AND AND
Containing 52.215-12* Containing 52.215-12*
AND AND
Providing Government Providing Government
Property + Property +
GP MANAGEMENT GP MANAGEMENT
REQUIREMENTS REQUIREMENTS

* NOTE: There are exceptions at 15.403-1 where this clause is NOT required.
THIRD FAR APPLICATION
1. COST REIMBURSEMENT NEGOTIATED or
2. FIXED PRICE NEGOTIATED
PRIME CONTRACT/CONTRACTOR
EXCEEDING $700,000
(Requiring a Cert of Current Cost and Pricing Data)
AND FAR 52.215-12* or
AND (For all above)
WITH GOVERNMENT PROPERTY CLAUSE
Of FAR 52.245-1
LIMITED RISK OF LOSS

Flow Down
The FULL Risk of Loss
GP Provision to a

FIXED PRICE
SUBCONTRACTOR
Being awarded a
COMPETITIVE subcontract
Regardless of $ Value
AND
Providing Government Property +
GP MANAGEMENT REQUIREMENTS

* NOTE: There are exceptions at 15.403-1 where this clause is NOT required.
FOURTH FAR APPLICATION
1. COST REIMBURSEMENT NEGOTIATED
PRIME CONTRACT/CONTRACTOR UNDER $700,000
(NOT Requiring a Cert of Current Cost and Pricing Data)
AND WITH GOVERNMENT PROPERTY CLAUSE
Of FAR 52.245-1
LIMITED RISK OF LOSS

In Awarding a FIXED PRICE COMPETITIVE Contract,


PRIME WOULD FLOW DOWN FULL RISK OF LOSS
TO ITS SUBs and VENDORS WHEN GP
IS PROVIDED TO SUB
+ GP MANAGEMENT REQUIREMENTS.

In Awarding a FIXED PRICE NEGOTIATED Contract,


PRIME MAY* FLOW DOWN LIMITED RISK OF LOSS
TO ITS SUBs and VENDORS WHEN GP
IS PROVIDED TO SUB
+ GP MANAGEMENT REQUIREMENTS
NOTE: FAR 31.2 Incorporated by Reference

In Awarding a COST REIMBURSEMENT NEGOTIATED


Contract,
PRIME MAY* FLOW DOWN LIMITED RISK OF LOSS
TO ITS SUBs and VENDORS WHEN GP
IS PROVIDED TO SUB
+ GP MANAGEMENT REQUIREMENTS
NOTE: FAR 31.2 Incorporated by Reference

* Prime MAY flow down Limited Risk Of Loss if… Prime


requires sub to exclude insurance for GP. See 31.205-19 for
allowability of Insurance costs. If Subktr is unable/unwilling to
exclude insurance then Prime would flow down full!
FIFTH APPLICATION FOR DOD ONLY
1. FIXED PRICE NEGOTIATED
PRIME CONTRACT/CONTRACTOR
(NOT REQUIRING a Cert of Current Cost and Pricing Data
UNDER $700,000)
SEE DFARS 245.107 for Policy
[(6) For negotiated fixed-price contracts awarded on a basis other than submission of
certified cost or pricing data for which Government property is provided,
use the clause at FAR 52.245-1, Government Property, without its Alternate I.]
AND
WITH GOVERNMENT PROPERTY CLAUSE
Of FAR 52.245-1
LIMITED RISK OF LOSS

In Awarding a In Awarding a
FIXED PRICE COMPETITIVE FIXED PRICE NEGOTIATED
Contract, PRIME WOULD Contract, PRIME MAY*
FLOW DOWN THE FLOW DOWN
FULL RISK OF LOSS LIMITED RISK OF LOSS
TO ITS TO ITS
SUBs and VENDORS SUBs and VENDORS
WHEN WHEN
GP IS PROVIDED TO SUB GP IS PROVIDED TO SUB
+ +
GP MANAGEMENT GP MANAGEMENT
REQUIREMENTS. REQUIREMENTS

* Prime MAY flow down Limited Risk Of Loss if… Prime requires
sub to exclude insurance for GP. See 31.205-19 for allowability
of Insurance costs. If Subktr is unable/unwilling to exclude
insurance then Prime would flow down full!
CAREFUL ON FLOW DOWN!!!

• BOTTOM LINE:
– CONTRACTORS ‐‐ You need to speak with 
you SUBCONTRACTS PEOPLE to ensure that 
the RULES your company establishes are:
• KNOWN and
• APPLIED!!!
– CPSR ELEMENT OF REVIEW

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THANK YOU!
Dr. Douglas N. Goetz, CPPM, CF
PRESIDENT, GP CONSULTANTS
OLD AFIT/DAU PROFESSOR
Hopefully a Good Instructor.
233 N. Maple Ave
Fairborn, OH 45324
GPCONSULTANTS@ATT.NET
WWW.GOVERNMENT-PROPERTY.COM
1‐937‐754‐1811
1‐937‐878‐6680
© 2013 GP Consultants LLC
SOME OTHER LIABILITY STUFF!

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CONTRACTOR REPORTS
• RELATIVELY NEW DOD REQUIREMENT
– DFARS 252.245‐7002
– (a) Definitions. As used in this clause—
• “Government property” is defined in the clause at FAR 52.245‐1, Government Property. 
• “Loss of Government property” means unintended, unforeseen, or accidental loss, damage, or 
destruction of Government property that reduces the Government’s expected economic benefits of 
the property. Loss of Government property does not include purposeful destructive testing, 
obsolescence, normal wear and tear, or manufacturing defects. Loss of Government property 
includes, but is not limited to—
– (1) Items that cannot be found after a reasonable search; 
– (2) Theft; 
– (3) Damage resulting in unexpected harm to property requiring repair to restore the item to usable condition; 
or
– (4) Destruction resulting from incidents that render the item useless for its intended purpose or beyond 
economical repair.
• “Unit acquisition cost” means—
– (1) For Government‐furnished property, the dollar value assigned by the Government and identified in the 
contract; and 
– (2) For Contractor‐acquired property, the cost derived from the Contractor’s records that reflect consistently 
applied, generally acceptable accounting principles.

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CONTRACTOR REPORTS
– (b) Reporting loss of Government property.
• (1) The Contractor shall use the Defense Contract 
Management Agency (DCMA) eTools software application 
for reporting loss of Government property. Reporting value 
shall be at unit acquisition cost. The eTools “LTDD of 
Government Property” toolset can be accessed from the 
DCMA home page External Web Access Management 
application at http://www.dcma.mil/aboutetools.cfm . 

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CONTRACTOR REPORTS
• (2) Unless otherwise provided for in this contract, the requirements 
of paragraph (b)(1) of this clause do not apply to normal 
and reasonable inventory adjustments, i.e., losses 
of low‐risk consumable material such as common 
hardware, as agreed to by the Contractor and the 
Government Property Administrator. Such losses are 
typically a product of normal process variation. The Contractor shall 
ensure that its property management system provides adequate 
management control measures, e.g., statistical process controls, as 
a means of managing such variation. 
• (3) The Contractor shall report losses of Government property 
outside normal process variation, e.g., losses due to—
– (i) Theft; 
– (ii) Inadequate storage; 
– (iii) Lack of physical security; or 
– (iv) “Acts of God.” 

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PROPERTY ADMINISTRATOR’S 
RESPONSIBILITIES
• RELIEF OF RESPONSIBILITY
– PA has the AUTHORITY to Grant “Relief of 
Responsibility,” where appropriate
• FAR 45.105(d)  When the property administrator determines that a 
reported case of loss, damage, destruction or theft of Government 
property constitutes a risk assumed by the Government, the Property 
Administrator shall notify the contractor in writing 
that they are granted relief of responsibility
in accordance with 52.245‐1(f)(1)(vii) as the risk of loss is the 
responsibility of the Government.

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PROPERTY ADMINISTRATOR’S 
RESPONSIBILITIES
• NOTIFY THE CONTRACTING OFFICER
– Where the property administrator determines 
that the risk of loss is NOT assumed by the 
Government, the property administrator shall 
forward a recommendation requesting that the 
contracting officer hold the contractor liable.

(c) 2013 GP Consultants


CONTRACTING OFFICER’S
RESPONSIBILITIES

• ACO SHALL issue final liability 
determination where contractor is held 
liable
• ACO may make a contract price 
adjustment or withhold financing, 
• ACO SHALL request corrective action for 
contractor’s property control system 
(45.105)
(c) 2013 GP Consultants
So – Ya’ think liability is EASY???

• It’s not!!!
• Not because of the FAR Regulations, but because 
of LAW and COMMERCIAL PRACTICE.
– Things Like the UCC
– Things like the COMMON Law of Bailment
– Things Like the INSURANCE Industry
– And things like Accidents!!!

(c) 2013 GP Consultants


SOME FUTURE PONDERINGS
if you think you know it all about Liability!
 Out the Progress Payments Clause
 52.232‐16
 Out the Loss of Delivered End Items
 52.247‐19
 Out the “Ground and Flight Risk Clause” in the DFARS
 252.228‐7001 (Bonds & Insurance)
 Out the “Protection of Government Buildings, 
Equipment, and Vegetation.”
 52.237‐2 (Service Contracting Provision)
 Out the “Limitation of Liability.”
 52.246‐23 (Quality Assurance Provision)

(c) 2013 GP Consultants


THANK YOU!
Dr. Douglas N. Goetz, CPPM, CF
PRESIDENT, GP CONSULTANTS
OLD AFIT/DAU PROFESSOR
Hopefully a Good Instructor.
233 N. Maple Ave
Fairborn, OH 45324
GPCONSULTANTS@ATT.NET
WWW.GOVERNMENT-PROPERTY.COM
1‐937‐754‐1811
1‐937‐878‐6680
© 2013 GP Consultants LLC

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