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Federal Electronic Challenge Getting Results Is It A Problem or a Gold Mine?

Federal Electronic Challenge Getting Results Is It A Problem or a Gold Mine?. Freddie Martinez, Office of Acquisition and Materiel Management, Materiel Policy, Training and Operation. We Know The Facts.

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Federal Electronic Challenge Getting Results Is It A Problem or a Gold Mine?

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  1. Federal Electronic Challenge Getting ResultsIs It A Problem or a Gold Mine?

    Freddie Martinez, Office of Acquisition and Materiel Management, Materiel Policy, Training and Operation
  2. We Know The Facts The Federal Government is largest purchaser of IT in the WORLD - FY 2003 IT budget $54.2 Billion. Computers are as common in Federal offices as telephones. Majority of 1.8 million employees in the FederalGovernment have PCs. More rapid and powerful computers are quicklyreplacing previous ones on an average cycle ofevery 2 to 3 years.
  3. We Know More Facts The Government discards approximately 10,000 computers each week. IT equipment is the fastest growing portion of the municipal waste stream. In 1999, more than 29 million computers were discarded, only 14 % were reutilized/recycled. For 2004, as many as 325 million obsolete computers are expected to be disposed in landfills.
  4. Environmental Laws and Rules IT equipment is considered as hazardous waste in accordance with 40 CFR Part 261 and Resource Conservation and Recovery Act (RCRA) RCRA IT equipment contains hazardous substances e.g., mercury, chromium, cadmium, beryllium and lead (computer monitors contain about 6 lbs) Cathode ray tubes (CRTs) will fail the Toxicity Characteristic Leaching Procedure (TCLP) for “lead” TCLP Testing of IT Components - Testing of whole computer (CPU), keyboards and peripherals find 8 RCRA metals EPA: Regions 4 and 5 funded research at the University of Florida
  5. Knowing the Facts, Can Get Results? General Efforts: Participated In Electronic Stewardship Summit Signed MOU Promoting Sustainability Enrolled In the FEC Issued Department Memorandum Encouraging Administrations and Staff Offices to Partner In FEC Offered To Beta Test The FEC Annual Reporting Form Submitted FEC Article In “Closing the Circle” News Letter Actively Participated in Federal Electronics Stewardship Working Group
  6. Knowing the Facts, Can Get Results? Efforts in Acquisitions: Issued VA Directive & Handbook 0052 Provided Energy Star Requirements In VA’s New IT VA-Wide Contract Served on FESWG Subgroup to Develop “Green” Contract Language. Participated & Provided Feedback to “EPEAT” Arranged FEC and EPEAT Briefings by EPA Provided suggested Contract Language to EPA for EPEAT
  7. Knowing the Facts, Can Get Results? Efforts In Operations and Maintenance: Stand-by-Power Functionally Enabled on an Average of 98% Computers in VA Promoted IT Energy Saving Requirements on Nation-wide Broadcast System Average Life-Span is 4 years versus 3 years Incorporated Electronics Stewardship at Training Conferences
  8. Knowing the Facts, Can Get Results? Efforts for End-of-Life Management: Encouraged Donations to CFL Program Issued Property Managers Instruction Sheet, that Provides Schools with Proper Disposal Instructions Promoted Reuse over Destruction Entered MOU with Federal Bureau of Prisons (UNICOR) for Recycling Services Ensure Property Managers are on IT Policy Development Working Groups Establish a National Property Managers Email Group
  9. VA’s Office of Inspector General ReportReport No. 7D2-E06-018 Dated February 12, 1997 VA needs to maximize receipts derived from the Federal Exchange/Sale Program of property. VA facilities need to take availableopportunities to retain proceeds from the sale or exchange of unneeded equipment.
  10. Excess No CFL Yes Screen locally Trade-in Sell (VA Handbook 7343) Auction (dot.com) Local Sale GSA Sale/Auction Links to FEDS Report to GSA Proceeds Retained Federal Screening for New Purchase (FPMR: 101-43.302) If Unsold, Property Reverts to Excess Process Is IT Item Being Disposed of a Replaced? Unrequired Exchange/Sale (FPMR: 101-46.002-3,4) Screen VA wide (VA Handbook 7343) FPMR: 101-43.302 FPMR: 101-44.101 Donation (FPMR: 101-44.101) Sell (FPMR: 101-45) Includes GSA On-line Auctioning Abandonment or De-manufacturing Destruction if Unsold (FPMR: 101-45.9)
  11. Required Determination Set Forth by 41 CFR Agencies must determine, which Exchange or Sale will bring the maximum return to the Government Considerations Trade-in: Disposes of item faster Federal Contracting Officers should make every attempt to obtain “trade-in” agreement during acquisitions Sale: Normally brings higher return Sales Contracting Officers need to be trained in environmental end-of-life laws, regulations and “Due diligence” rules.
  12. Exchange (trade-in) Rules Replacement transactions may involve more than one organizational unit of a Federal Agency. May take place at separate locations.
  13. Sales Rules forSales Contacting Officers Property can be sold prior to acquisition of replacement property Proceeds from sale can be held remaining FY of sale, plus one additional Property must have accurate condition code
  14. Federal Condition Codes 1 – New. Property, in new condition or unused condition & can be used immediately without modifications or repairs 4 – Usable. Property, showing some wear, but can be used without significant repair 7 – Repairable. Property,unusable in its current condition, but can be economically repairable. X – Salvage. Property, with value in excess of its basic material content, but repair or rehabilitation is impractical and/or uneconomical. S – Scrap. Property, has no value except for its basic material content.
  15. Excess No CFL Yes Screen locally Trade-in Sell (VA Handbook 7343) Auction (dot.com) Local Sale GSA Sale/Auction Links to FEDS Report to GSA Proceeds Retained Federal Screening for New Purchase (FPMR: 101-43.302) If Unsold, Property Reverts to Excess Process Is IT Item Being Disposed of a Replaced? Unrequired Exchange/Sale (FPMR: 101-46.002-3,4) Screen VA wide (VA Handbook 7343) FPMR: 101-43.302 FPMR: 101-44.101 Donation (FPMR: 101-44.101) Sell (FPMR: 101-45) Includes GSA On-line Auctioning Abandonment or De-manufacturing Destruction if Unsold (FPMR: 101-45.9)
  16. Excess No CFL Yes Screen locally Trade-in Sell (VA Handbook 7343) Auction (dot.com) Local Sale GSA Sale/Auction Links to FEDS Report to GSA Proceeds Retained Federal Screening for New Purchase (FPMR: 101-43.302) If Unsold, Property Reverts to Excess Process Is IT Item Being Disposed of a Replaced? Unrequired Exchange/Sale (FPMR: 101-46.002-3,4) Screen VA wide (VA Handbook 7343) FPMR: 101-43.302 FPMR: 101-44.101 Donation (FPMR: 101-44.101) Sell (FPMR: 101-45) Includes GSA On-line Auctioning Abandonment or De-manufacturing Destruction if Unsold (FPMR: 101-45.9)
  17. CFL No Yes EXCESS Screen locally Trade-in Sell (VA Handbook 7343) Auction (dot.com) Local Sale GSA Sale/Auction Links to FEDS Proceeds Retained for New Purchase If Unsold, Property Reverts to Excess Process Is IT Item Being Disposed of a Replaced? Unrequired (station excess Exchange/Sale (FPMR: 102-39) Screen VA wide (VA Handbook 7343) Report to GSA Federal Screening (FMR: 102-36) Donation (FMR: 102-37) Includes GSA On-line Auctioning Sell (FPMR: 101-45) Proceeds to Supply Fund Proceeds to Treasury (If Purchase connected (FPMR: 101-45.307) to Supply Fund) Abandonment or De-manufacturing Destruction if Unsold (FPMR: 101-45.9) Recycle/waste prevention
  18. WEBSITE TRANSFERS www.gsa.gov www.computers.fed.gov/property/pm1.asp Password required
  19. VA CFL Donations Through GSA $ 2 Million in Acquisition Value Amounts to 1,586 Computers and Peripherals
  20. How To Select Qualified Schools Agencies can set own requirements Register on GSA’s Computers for Learning (CFL) Program Website Must be certified by State Ed. Board School must provide letter requesting IT equipment or needs on website Forms on GSA Website
  21. CFL - PICKUP OR SHIPPING Rules IT equipment may be picked up directly by school Contact CFL partnerships Encourage volunteers
  22. Excess No CFL Yes Screen locally Trade-in Sell (VA Handbook 7343) Auction (dot.com) Local Sale GSA Sale/Auction Links to FEDS Report to GSA Proceeds Retained Federal Screening for New Purchase (FPMR: 101-43.302) If Unsold, Property Reverts to Excess Process Is IT Item Being Disposed of a Replaced? Unrequired Exchange/Sale (FPMR: 101-46.002-3,4) Screen VA wide (VA Handbook 7343) FPMR: 101-43.302 FPMR: 101-44.101 Donation (FPMR: 101-44.101) Sell (FPMR: 101-45) Includes GSA On-line Auctioning Abandonment or De-manufacturing Destruction if Unsold (FPMR: 101-45.9)
  23. Property Reported to GSA As Excess Available to Other Federal Agencies for 21 days Schools not Eligible at this Stage
  24. Excess No CFL Yes Screen locally Trade-in Sell (VA Handbook 7343) Auction (dot.com) Local Sale GSA Sale/Auction Links to FEDS Report to GSA Proceeds Retained Federal Screening for New Purchase (FPMR: 101-43.302) If Unsold, Property Reverts to Excess Process Is IT Item Being Disposed of a Replaced? Unrequired Exchange/Sale (FPMR: 101-46.002-3,4) Screen VA wide (VA Handbook 7343) FPMR: 101-43.302 FPMR: 101-44.101 Donation (FPMR: 101-44.101) Sell (FPMR: 101-45) Includes GSA On-line Auctioning Abandonment or De-manufacturing Destruction if Unsold (FPMR: 101-45.9)
  25. Excess No CFL Yes Screen locally Trade-in Sell (VA Handbook 7343) Auction (dot.com) Local Sale GSA Sale/Auction Links to FEDS Report to GSA Proceeds Retained Federal Screening for New Purchase (FPMR: 101-43.302) If Unsold, Property Reverts to Excess Process Is IT Item Being Disposed of a Replaced? Unrequired Exchange/Sale (FPMR: 101-46.002-3,4) Screen VA wide (VA Handbook 7343) FPMR: 101-43.302 FPMR: 101-44.101 Donation (FPMR: 101-44.101) Surplus Sell (FPMR: 101-45) Includes GSA On-line Auctioning Abandonment or De-manufacturing Destruction if Unsold (FPMR: 101-45.9)
  26. Department of Veterans Affair (VA) Is One of The Largest Civilian Agency Challenge To VA Lack of government-wide standards for environmentally sound management/disposal practices. It Is Important That VA Maximizes Efforts In Its IT Disposal Program: Because data supports hazardous waste determinations
  27. IT Data Challenge The Privacy Act of 1974, 5 U.S.C. 552a protects sensitive, non-public information More recent Federal security/privacy laws are the Gramm-Leach-Bliley Act of 1999 HIPPA, which protect disclosure of non-public financial data and medical information, respectively.
  28. VA Property Office Works With Office of Cyber Security VA “Sanitization Certification Program” Created Sanitizing Software “Data Eraser” Distributed
  29. Accounting for IT disposed Equipment Property Managers are Asked Not to Accept Turn-ins Without Certificates of Data Removal Property Managers Shall Maintain all Disposal Documents
  30. Many IT Technicians Claim Don’t have time to run software Don’t have resources to run software Don’t have space to run software Don’t have software IT Sanitizing contractor claim software does not work
  31. Solution - Use of Keyboard-Video-Mouse Switch Allows multiple computers to controlled by one monitor, keyboard and mouse Most models are scalable in multiples of 8 or 16 Keyboard & mouse emulation permits simultaneous boots
  32. Use of Keyboard-Video-Mouse Switch continued Several computers may be sanitized in a relatively small space Also very useful for software configuration modification, repair and testing In combination with desktop switch multiple computer can access the network through a single drop (very useful for Windows or COTS updates)
  33. Excess No CFL Yes Screen locally Trade-in Sell (VA Handbook 7343) Auction (dot.com) Local Sale GSA Sale/Auction Links to FEDS Report to GSA Proceeds Retained Federal Screening for New Purchase (FPMR: 101-43.302) If Unsold, Property Reverts to Excess Process Is IT Item Being Disposed of a Replaced? Unrequired Exchange/Sale (FPMR: 101-46.002-3,4) Screen VA wide (VA Handbook 7343) FPMR: 101-43.302 FPMR: 101-44.101 Donation (FPMR: 101-44.101) Surplus Sell (FPMR: 101-45) Includes GSA On-line Auctioning Abandonment or De-manufacturing Destruction if Unsold (FPMR: 101-45.9)
  34. No Problem VA Signs MOU With UNICOR Freight Shipments 103 Pallets Weight Cost Total of Shipping 9682 1,341,760 $75,456 Average Cost per shipment is $803 VA Shipments to UNICOR:
  35. Why Did VA Select UNICOR? UNICOR is Another Federal Agency to Support Has Excellent De-manufacturing and Recycling Program Assists with Rehabilitation Program is Cost Efficient Incorporates Safe and Environmentally Sound Practices Security is Top Notched
  36. IT De-manufacturing Requirements Facility Property Management (PM) Should Coordinate Truck Loads with other facilities PM should coordinate transfer with Bill Bardwell, VACO, Traffic Manager; 202-273-6118
  37. Federal IT Challenge Ensure IT Equipment is Being Managed in an Environmentally Sound Manner Keep IT Equipment Out of Waste Stream Minimize the Resources Managing IT Disposal Maximize Reuse/Utilization Purchase “Greener” Electronics Products

  38. Any Better Solutions? Consideration Federal Contract language!

    IT Purchasers need to consider life-cycle Assessment Such considerations need to be implemented during the acquisition planning Include language in the “Statement of work”, “Solicitation”, & “Contract” as to what manufactures should offer in their products?
  39. Federal Acquisition Clause? e.g., The “your organization” will give acquisition preference to contractors that can provide a secure and sustainable method to effective Erasable Hard Drives without the destruction of the original operating software or, that can provide: Separate hard drive for adding data of that of un-writable operating hard drives?
  40. How Does Such Contract Language Assist With Electronic Sustainability? Makes it easier for IT technicians to sanitize data Maintains longer life-span for computers when no longer needed by an organization verses destruction of hard drives Provides method for reuse in an agency as well as in Government Provides much needed computers to CFL Program Eliminates Worms and other Viruses from attacking Operating Software.
  41. Thank You Very Much Freddie Martinez - Chief, Materiel Policy, Training and Operations (202) 273-6119 or Linnie Baker (202) 273-6109 Barbara Matos (202) 273-6121 Email firstname.lastname@mail.va.gov
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