REGULATIONS OF THE GENERAL SERVICES ADMINISTRATION TITLE 1, PERSONAL PROPERTY MANAGEMENT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-04718A001500150007-4
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 21
• Document Creation Date: December 12, 2016
• Document Release Date: April 1, 2002
• Sequence Number: 7
• Content Type: REGULATION

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GENERAL SERVICES ADMINISTRATION
Washington 25, D. C.
TRANSMITTAL LETTER 90.
44U
REGULATIONS CF TO GENERAL SERVICES ADMINISTRATION
TITLE 1,, PERSONAL PROPERTY MANAGEMENT
To: Heads of Federal Agencies
1. Material Transmitted
Transmitted herewith are revised section 309.00, Chapter II; revised
subsection 204.01, new subsection 204.07, and revised subsections
301.05, 302.02, 303.03, 303.05, and 303.06, Chapter III; revised
Exhibit 7a, Appendix A; new Exhibit 23, Appendix C; and revised
pages L and 6 of the Table of Contents, Title 1, Personal Property
Management, Regulations of the General Services Administration.
2. Nature of Revisions and Additions
Chapter II
Section 309.00 is revised to require the referral to the General
Services Administration of purchase orders for the rental of type-
writers for a period of more than 30 calendar days.
Chapter In
Subsection 201.01 is revised to clarify the responsibility of
executive agencies with respect to use standards for personal
property.
Subsection 2014.07 is a now-subsection Mich prescribes use
standards for portable computing machines.
Subsection 301.05 is revised to include a statement that formal
circularization of listings of property not required to be re-
ported is not authorized.
Subsection 302.02 is revised as follows:
Paragraph a.l. excepts from reporting excess items having
an acquisition cost up to $300 with the exception of of-
fice furniture, and certain listed categories of property
having an acquisition cost of $100 or more.
Paragraph a.2. excludes property in Condition Code N-b
from the classes of excess property that are not to be
reported.
:reply is not received by that date, your :
:concurrence will be assumed.
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Paragraph a.6. refers to the. United States Munitions List
of the Secretary of State rather than to the proclamation
issued under the Neutrality Act of 1939, as amended. This
list is published in 22 CFR, 1955 Supp., 75.0 and 75.2;
consequently, Exhibits 1 and la, Appendix C of this Title,
which contain similar lists, should be removed.
Paragraph a.13. is deleted. This paragraph excepted the
reporting of excess property that was transferred under
the provisions of GSA Reg. 1-I11-303.06, which also is
revised.
Paragraphs a.14. through a.38. are renumbered a.13. through
a.37., respectively.
Subsection 303.03 is revised to include in Fair Value Code C, prop-
erty reported to be in N-4 condition.
Subsection 303.05b, is revised to require that the acquisition cost
also be shown on purchase orders for the transfer of excess property.
Subsection 303.06 is revised to authorize the direct transfer of
that property not required to be reported and to provide that a copy
of the transfer document for such property be submitted to the,
General Services Administration. This revision revokes the author-
ity to make direct transfers of property required to be reported by
section 302.00.
appendix A
Exhibit 7a is revised to clarify instructions concerning the prep-
aration of amendments and withdrawals.
3. Effective Date
EDMUND F. MANSURE
Administrator
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DRAFT - FOR DISCUSSION PURPOSES ONLY GSA Reg. 1-11-309.01
SECTICN 309.00 PURCHASE OR RENTAL CF TYPEWRITERS
309.01 General. This section prescribes policies and methods governing
the purchase or rental of typewriters by executive agencies for use within
the continental United States. It does not apply to typewriters purchased
by the Veterans Administration to be used for the rehabilitation of blinded
veterans.
309.02 Purchase of Typewriters. executive agencies shall purchase type-
writers in accordance with this subsection only after compliance with the
provisions for the utilization and replacement of Government-owned personal
property contained in Part 2, Chapter III, of this Title.
National Federal Supply Schedule contracts are available for the purchase
of typewriters.
a. Submission of Orders.
1. Requests for purchase of manually operated typewriters,
whether for replacement purposes or otherwise, shall be
submitted by purchase orders, in duplicate, to the appro-
priate regional office of the Administration. These pur-
chase orders shall not include any other commodity.
2. Purchase orders for electrically operated typewriters
(including varitypers, flexowriters, and jostowriters)
need not be submitted to the Administration prior to pur-
chase; however, prior authorization must be obtained from
the joint Committee on Printing for all machines to be
used for printing as defined in the Government Printing
and Binding Regulations of the Joint Committee on Printing.
b. Processing of Orders. The Administration will furnish suitable type-
writers., av Valle, from excess stocks priced in accordance with
the current "Excess Typewriter Fair Value List" issued by the Adminis-
tration. Reasonable substitutions in filling purchase orders may be
made.
When the Administration does not furnish machines from its stock of
excess typewriters, the purchase order will be returned to the agency
with a Certificate of Unavailability. The following notification
shall be placed on each purchase order submitted to a contractor for
typewriters covered by the received Certificate of Unavailability:
"This order is covered by General Services Administration Certificate
of Unavailability No. TC on
309.03 Rental of Typewriters. Purchase orders for the rental of manually
or electrrica operated typewriters for periods longer than 30 calendar
days shall be submitted, in duplicate, to the appropriate regional office
of the Administration. The Administration, taking into consideration
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GSA Reg. 1-II-309.0
transportation and other factors, will furnish, when available from excess
stocks, typewriters desired for a temporary period, either by transfer or
on a rental basis, whichever is more economical. Reasonable substitutions
in filling purchase orders may be made. When the Administration does not
arrange for the transfer or rental of machines from excess stocks, the pur-
chase order will be returned to the agency with a Certificate of Unavail-
ability.
309.04 Cost-type Contractors.
a. Federal agencies in certain cases authorize commercial concerns in
connection with cost-type contracts to purchase typewriters for the
account of the Government. Purchase orders submitted or placed by
such concerns in these instances are Government purchase orders and
are entitled to the Government price.
be Federal agencies shall instruct cost-type contractors to submit pur-
chase orders in accordance with subsection 309.02 above. Each pur-
chase order shall:
1. Be signed by an official of the concern having authority to do
so and must cite or attach the authority delegated by the
Federal agency;
2. State that it is issued for the account of the Federal agency.,
in furtherance of the contract with that agency;
3. State that, in the event of any inconsistency between the terms
and conditions of the purchase order submitted and those of the
applicable Federal Supply Schedule contract or other Government
term contract, the Government contract terms and conditions will
govern*
c.r In the event that manually operated typewriters cannot be supplied
from Administration excess stocks, cost-type contractors are author-
ized to place purchase orders with Federal Supply Schedule contractors,
accompanied by or citing the applicable Certificate of Unavailability.
The Administration will inform cost-type contractors, upon request, of
such Federal Supply Schedule contractors.
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GSA Reg. 1-II1-2011.01
SECTION 204.00 USE STANDARDS
201.01 General. This section prescribes minimum use standards for certain
Governmendowned personal property which shall be applied by all executive
agencies. Agencies should establish additional criteria above these mini-
mum standards whenever necessary to provide for special internal operations.
Additional use standards should be established by all executive agencies for
other Government-owned property under their control whenever use standards
will effect economy and efficiency in the use of such property.
All items of property determined to be excess to the needs of an agency as
a result of the application of use standards shall be promptly reported in
accordance with section 302.00 of this Chapter.
204.02 Office Furniture, Furnishings, and Equipment.
a. Each executive agency shall establish criteria for the use of office
furniture, furnishings, and equipment. Such criteria shall be limited
to the minimum requirements as established by the agency head for
authorized functions and programs which will, beyond a reasonable
doubt, be in operation within the following six months.
be In developing such criteria, a distinction shall be made between the
requirements of organizational elements concerned with purely admin-
istrative functions, and those of a technical, scientific, or spe-
cialized nature,
c. Items of office equipment used only occasionally should be pooled
within an agency and made available to activities of the agency
when and as necessary.
201.03 Executive Type Office Furniture and Furnishings. The use of exec-
utive type office desks., tables, telephone stands and cabinets, wardrobes,
fully upholstered leather chairs and davenports, and executive type office
lamps, smoking stands, desk trays, receptacles, and similar furnishings,
including rugs (for aid in the identification of executive type office fur-
niture and furnishings reference may be made to the series of Federal Supply
Schedules designated "Special Furnishings, Executive Type"), shall be
limited to personnel in the following categories:
a. Grade GS-15, and above; and
b. Chiefs of bureaus or other major organizational elements correspond-
ing to the bureau level. For the purpose of this subsection, the
term "bureau" is used in conformity with the following standardized
structure for executive departments and agencies recommended in
Senate Report No. 213, 80th Congress, June 6, 191+7: bureau, divi-
sion, branch, section, and unit.
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In cases where executive furniture actually in use cannot be replaced by
other types within an agency, or in other special circumstances, excep-
tions to this limitation on the use of executive furniture and furnish-
ings may be granted under criteria established by the head of the agency.
204.04 Filing Cabinets. Executive agencies shall make every effort to
effect maximum use of filing cabinets and to limit the purchase of new
equipment. Filing cabinets should be replaced only in accordance with
the standards in subsection 203.04 of this Part. Purchase of filing
cabinets shall be in accordance with GSA Reg. 1-11-302.07-
Maximum utilization of equipment should be obtained by:
a. Disposing of all records that have been authorized for disposition
by the Congress or, where such authorization has not been obtained,
through the preparation and obtaining of authorized disposal sched-
ules with the assistance of the Records Management Service, General
Services Administration (National Archives and Records Service for
departmental offices and agencies in Washington, D. C.).
b. Removing office supplies, publications, and other nonrecord material
from filing cabinets to more suitable storage equipment except where
the quantity of such material is small (as a rule, less than half a
cabinet).
c. Transferring to Federal Records Centers or approved agency records
centers, to the extent that facilities are made available, inactive
records not needed in daily business but not yet ready for disposal,
when filing equipment can be released by such action.
d. Shifting less active files, not transferable to approved records
centers, to wood cabinets or transfer cases when available, using
steel filing cabinets only when files are constantly used.
e. Ordering filing cabinets with locks only when required by special
needs that cannot be satisfied less expensively.
f. Using letter-size filing cabinets instead of legal-size whenever
possible.
g. Ordering 5-drawer filing cabinets in lieu of 4-drawer cabinets.
204.05 Gasoline for Use in Motor Vehicles.
a. Each agency shall, except as provided in paragraph b* below, use
regular grade gasoline in the operation of its motor vehicles, the
majority of which have engines designed to render unimpaired per-
formance with use of regular grade gasoline.
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GSA Reg. 1-III-204.06
b. The use of premium grade gasoline shall be restricted to:
1. Vehicles whose engines are specifically designed for and re-
quire a higher octane fuel than regular grade gasolines
(manufacturers' printed specifications or operating instruc-
tions shall be the determining factor for such use);
2. Unusual operating conditions, such as a vehicle passing from
a zone of very high altitude to one of very low altitude in
the course of routine operation, or in operation requiring
high torque at low speed and elevated air temperature;
3. Special services where accelerated pickup or sustained speed
is required, such as law enforcement, fire fighting, and
emergency vehicles; and
1. Specific situations where regular grade gasoline is unobtain-
able.
20.06 Electric Typewriters,
a. Each agency shall restrict the use of each electric typewriter to a
typing station, which is an assigned post filled by an experienced
operator for the purpose of preparing typewritten material, where
one or more of the following standards are met:
1. The typing time averages four hours or more of routine typing
per machine daily.
2. The typing time averages two hours or more per machine daily
in the preparation of one or more of the following:
(a) Forms requiring an original and S or more carbons, or
correspondence requiring an original and 7 or more
carbons.
(b) Reproduction copy, such as photo masters and stencils.
(c) Statistics and reports requiring decimal tabulation.
3. The machine is used in the preparation of copy for printing.
The assignment of proportional spacing machines shall be
limited to this use, unless otherwise specifically justified
under paragraph b. below.
4. The machine is used by the physically handicapped.
b. Exceptions to the above criteria may be granted upon written justifi-
cation approved by the head of the agency or his authorized repre-
sentative and made a part of the purchase file,
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GSA R9g. 1-III-20.07
201i.07 Portable Co utingMachines. Standards for the use of portable
computing machwnes ssall efestablished by each agency, using as a base
the minimum standards prescribed in this subsection.
Portable computing machines include adding machines, calculators, and
comptometers, manually or electrically operated, listing or nonhisting,.
but do not include posting or accounting machines.
a. When the neea for a machine has been determined, the following
standards shall be used in determining the type of machine to
be acquired:
1. Manual machines should be used where electric current is not
conveniently available or portability is required, where
reasonable protection is desired against emergency shutdown
(for example, in the event of continued power failures or
civil defense dispersal), or where limited requirement does
iot warrant electric machines.
Electric machines should be used in all other instances.
2. Listing machines should be used where it is definitely deter-
mined that a printed result is necessary to the operation.
3. Calculators or comptometers shall be used where the operation
to be performed contains a volume of work which is impractical
of accomplishment by the use of slide rules, computation tables,
or adding and subtracting machines.
Features required in a machine for a particular operation should be deter-
mined in advance and makes and models of machines having such features
should be charted and evaluated. See sample chart for adding machines in
Exhibit 23, Appendix C, which may be adapted for use in evaluating other
office machines.
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GSA
'~u ~- 1FIQ-301
c. Acceptance of Excess Property, Acceptance of excess property shall
required the using agency submits a full and convincing
written justification that such transfers or substitutions would
result in serious hardship or impairment of its operations programs.
301.02 Suspension of Procurement. Executive agencies shall, as directed
by the Administrator, suspen_ a initiation of new procurement of items
when excess property of the same type, or of a type which can be substi-
tuted or adapted, is available for transfer.
301.03 Retention of Custody. The Administration may direct the holding
agency to retain custody o excess property, or order custody of whole
or part transferred to other executive agencies, with their consent.
301.04 Property Covered by Other Regulations. The following categories
of property are covered by other regulations and, therefore, this Part
shall apply to them only to the extent not precluded by the provisions
of such regulations:
a. Strategic and critical materials. (Governed by Emergency Procure-
ment Regulation No. 1, dated August 14, 1951, as supplemented,)
b. Excess related personal property and excess airport property.
(Governed by Title 2, Real Property Management, Regulations of the
General Services Administration.)
301.05 Property Not Required to be Reported. Executive agencies hav-
ing property not required to e reported by this Part shall, to the
fullest extent practicable or economical, solicit Federal agencies known
to use or distribute such property and arrange for transfers in accord-
ance with subsection 303.06 of this Part. Formal circularization of
listings of this type property is not authorized.
301.06 Le_gi.slative and Judicial Federal_Agencies. Federal agencies in
the legislative and judicial branches are encouraged to report and trans-
fer excess property and fill requirements from excess property of other
Federal agencies, in accordance with the provisions of this Chapter. In
reporting property as excess, each Federal agency shall comply with the
provisions of this Chapter.
301.07 Assistance in Major Disaster Relief. Excess property shall, in
accordance E-fEe-rec ons of the Federal Civil Defense Administrator
or of any officer in his agency designated by him, be utilized in behalf
of, or loaned to, and excess medicines, food, and other consumable supplies
may be distributed to, States and local governments,, with or without com-
pensation therefor, pursuant to Public Law 875, 81st Congress (64 Stat.
1109), as amended (42 (U.S.C. 1855 et. seq.), and Executive Order 10427,
January 16, 1953, to provide assistance to such States and local govern-
ments in alleviating suffering and damage resulting from major disasters.
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GSA Reg. 1-111-302.01
SECTION 302.00 REPORTING EXCESS PROPERTY
302.01 Reporting Requirements,
a. Reporting. Excess property shall be reported promptly as provided in
this section., subject to exceptions and modifications set forth in
subsections 302.02 and 302.03 below.
b. Form and Distribution of Reports. Reports of excess property shall be
made on Standard Form 120, Report of Excess Personal Property, and
Standard Form 120a, Continuation Sheet (Exhibits 7 and 8, Appendix A),
in accordance with the instructions in Exhibit 7a, Appendix A. Reports
to the Administration shall be submitted in three copies to the appro-
priate Administration regional office for the region in which the prop-
erty is located. (See Exhibit 2, Appendix C.)
C. ewriters. Typewriters shall not be included on a Standard Form 120
with any other personal property and the following additional descrip-
tive information shall be provided: make, model, type (standard, silent,
noiseless, portable, or electric), carriage width, type face, and serial
number.
d. Excess Personal Property on or Within Excess Real Property. Excess re-
lated personal' proper y shall be reported to the i.nis ration in
accordance with GSA Reg. 2-IV-201.00. Excess personal property, other
than related personal property, located on or within excess real prop-
erty, shall be governed by this Part. The fact of location on excess
real property shall be noted on the report.
e. Property at Installations Due to be Discontinued. Executive agencies
a have installations which are due to be scontinued, closed, or
abandoned and at which there will be excess property shall, unless
inadvisable in the interest of national security, give advance notice
of such situations as early as possible by letter to the appropriate
Administration regional office. In such cases, agencies shall state
that the installation is to be discontinued, the scheduled date for
the removal of personnel from the location, and the last date when the
property will be needed. As soon as possible after filing the advance
notice, the excess shall be reported in accordance with this section.
302.02 Exceptions.
a, Unless otherwise directed by the Administration, the following excess
property shall not be reported:
1. All property having an acquisition cost of less than $300 per line
item except:
(a) Office furniture under Federal Supply Classification Group 71
which, regardless of acquisition cost shall be reported; and
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GSA Reg. -ZI-.~5 ont2d.
(b) Property having an acquisition cost of $100 or more per line
item in the following Federal Supply Classification Groups
which shall be reported:
FSC Groups Items
51
52
Hand Tools
Measuring Tools
Hardware and Abrasives
Construction and Building Materials
Photographic Equipment
Furniture
Household and Commercial Furnishings
and Appliances
Food Preparation and Service Equipment
Office Machines
Office Supplies
Recreational and Athletic Equipment
Cleaning Equipment and Supplies
Brushes, Paints, Scales, and Adhesives
Clothing and Individual Equipment
2. All property in Condition Codes E-b, 0-L, R-3, and R-Li, except
office furniture which shall be reported;
3. Perishables;
Li. Property dangerous to public health and safety;
5. Scrap and salvage, provided that the property is strictly in
accordance with the definitions for scrap or salvage;
6. Arms, ammunition, and implements of war in the custody of the
Department of Defense as currently listed in the United States
Munitions List of the Secretary of State, 22 CFR, 1955 Supp.,
75.0, and in the supplemental designation by the Secretary of
State, 22 CFR, 1955 Supp., 75.2, of components, parts, acces-
sories, attachments, and related items. However, the following
property, despite its inclusion in the United States Munitions
List and/or in the supplemental designation of the Department
of State, when determined excess, shall be reported;
(a) Store ships; ice breakers; surveying ships; transports;
salvage vessels; naval lighters; naval barges; naval
dredges; labor transportation barracks ships; Coast
Guard cutters; patrol crafts; cargo ships; lightships;
tugs; radio ships; special vessels; auxiliary vessels;
Transportation Corps tugs-100 ft; Transportation Corps
tugs-65 ft; T-boats; barges; cranes, floating; and re-
pair ships, floating, unless such vessels are of 1500
gross tons or more. (From Category IX)
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GSA Reg. 1-III-302.02 (Contd. 3)
(b) Commercial electrical equipment and supplies; photographic
equipment and supplies; fuel oil handling equipment; spe-
cial clothing and personal equipment; shop and warehouse
machinery, tools, and equipment, including materials han-
dling vehicles, and parts for such vehicles and equipment;
paulins; cordage; leather and fabric; and general-purpose
hardware; unless items in these categories are excepted
from reporting by virtue of age or condition pursuant to
other subparagraphs of this subsection 302.02. (From
Category X)
(c) Radio communications equipment, including that bearing
military designations; and parachutes for personnel, cargo,
and deceleration purposes. (From Category XI(a) and XI(e))
7. Vessels of 1,500 gross tons or more;
8. Parts and components which have utility only on or in connection
with the operation of boats or vessels;
9. Animals;
10. Technical hospital and medical supplies (except narcotics) and
equipment. The term "technical" shall be construed to mean only
items peculiar to hospital or medical use. Excess common-use or
general-purpose items, including microscopes, glassware, blankets,
and beds, even though located in hospitals, laboratories, or med-
ical depots, shall be reported;
11. Sand, gravel, and stone quarried products;
12. Standing timber and undressed logs;
13. Property determined by competent authority to be classified for
reasons of national security;
14. Fuel oil resulting from stripping of vessels in preparation for
lay-up by the Federal Maritime Administration, Department of
Commerce;
15. Components, parts, and accessories peculiar and applicable only
to naval vessels of the following categories; battleships,
cruisers, aircraft carriers, destroyers, and submarines;
16. Parts for locomotives;
17. Motor vehicles that qualify for replacement under replacement
standards provided in GSA Reg. 1-111-203.00;
18. Typewriters that qualify for replacement under replacement
standards provided in GSA Reg. 1-I1I-203.00;
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GSA Reg. 1-I11-302.02 (Contd. 4)
19. Materials handling equipment which was manufactured 10 years
or more prior to the date such equipment is determined to be
excess;
20. All automotive parts in other than N-i, N-2, or E-1 condition
and all automotive parts which are peculiar to models manufac-
tured six or more years prior to the date such parts are de-
termined to be excess;
21. All automotive parts peculiar to vehicles not required by
Administration regulations to be reported;
22. All construction equipment parts in other than N-1, N-2, or
E-1 condition and all parts which are peculiar to construc-
tion equipment manufactured 10 years or more prior to the
date such parts are determined to be excess;
23. All materials handling equipment parts in other than N-1,
N-2, or E-i condition and all parts which are suitable for
use only on materials handling equipment, including both
warehouse and yards equipment, manufactured 10 years or
more prior to the date such parts are determined to be
excess;
24. Parts and components for electronic equipment;
25. Aircraft parts and components in the custody of civilian
agencies;
26. Harness and other horse equipment;
27. Blank forms peculiar to the Department of Defense;
28. Forage;
29. Field ranges and stoves peculiar to military operations;
30. "Weasel," 'Water Buffalo.." and "Half-track" type automotive
equipment;
31. Special mobile equipment of the Department of Defense of the
following types: showers, bakeries, laundries, and refrigera-
tion chambers;
32. Cartridge belts and ammunitions carriers;
33. Scabbards;
34. Canvas protective coverings for firearms and other military
type items. (This does not include tarpaulins.);
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GSA Reg. 1-1II-302.03
35.
Bridge pontons and their supporting accessories and equipment;
36.
Military type headwear, leggings, Navy blue jacket jumpers, and
impregnated protective clothing; and
37.
Antiaircraft searchlights and all parts and components thereof.
302.03
Modifications.
a. Narcotics. Excess opium and opium derivatives regardless of condition
shall be reported by the holding agency to the Administration in accord-
ance with Emergency Procurement Regulation No. 1, as supplemented. All
other excess narcotic drugs and such excess opium and opium derivatives
as have been rejected as strate?gio and critical material for stockpile
purposes under Emergency Procurement Regulation No. 1, may be deter-
mined to be surplus by the holding agency without reporting as excess,
after such agency has complied with the utilization requirements of
subsections 101.03 of this Chapter and 301.08 of this Part.
be xeserved Materials. Excess reserved materials shall be reported to the
Atomic Energy Commission, Washington 25, D. C., in accordance with ap-
plicable regulations issued by the Atomic Energy Commission (see 10 CFR,
1949 ed., Part 40, as amended),
c. Printing, Binding and Blank Book E uipment and Supplies. Excess machin-
ery, equipment., material., and supplies for printing, nding, and blank
book work should be reported to the Public Printer for possible transfer,
as provided in subsection 303.06 of this Part, prior to reporting to the
Administration.
d. Intangible Property. Excess intangible property shall be reported to
the Administration., Washington 25, D. C., and shall not be transferred
or disposed of without prior approval of the Administration. Bonds,
notes, or other securities authorized to be disposed of by the Secretary
of the Treasury under section 5 of the Act of April 3., 1945 (59 State
48; 31 U.S.C. 741a), in the event that such security shall be deemed to
be excess intangible property, shall not be reported to the Administra-
tion.
e. Contractor Inventory. Reports of excess contractor inventory shall be
reported in accordance with section 304.00 of this Part.
302.04 Withdrawals. Subject to the approval of the Administration, or
when in the in-tere of national security, reports of excess property may
be withdrawn or corrected by the reporting agency at any time prior to
transfer to another Federal agency or disposal. (See instructions in
Exhibit 7a, Appendix A.) Request for withdrawals or notices of correction
should be addressed to the Administration regional office to which the re-
port of excess property was forwarded.
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GSA Reg. 1-1II-303.03 Contd.
Percentage of
Fair original or
Value estimated ac-
Code Explanation quisition cost
C Personal property requiring minor repairs, 20%
to put into usable condition, whether used
or unused; and property somewhat below the
condition outlined in Fair Value Code B
above. In general, this would include prop-
erty that would qualify for the following
condition codes:
N-3
New -
Fair
N-4
New -
Poor
E-2
Used - Reconditioned - Good
0-2
Used - Usable Without Repairs - Good
R-1
Used - Repairs Required - Excellent
D Personal property requiring major repairs, 0%
conversion, or rehabilitation, and all other (No Charge)
items which through deterioration, obsoles-
cence, or other factors do not fall within
Fair Value Codes A. B, or C. In general,
this would include property that qualifies
for the following condition codes:
E-3 Used - Reconditioned - Fair
E-4 Used - Reconditioned - Poor
0-3 Used - Usable Without Repairs - Fair
0-4 Used - Usable Without Repairs - Poor
R-2 Used - Repairs Required - Good
R-3 Used - Repairs Required - Fair
R-b Used - Repairs Required - Poor
X Salvage
Scrap
c. In determining fair value pursuant to the formula in paragraph b, above,
where doubt arises as to which fair value code applies to an item, pref-
erence should be given to that fair value code which will facilitate and
encourage maximum utilization by other Federal agencies. Where applica-
tion of the above formula will not achieve the intended purpose because
of special circumstances or the peculiar nature of the property, the
holding agency may use other criteria for arriving at fair value if ap-
proved or directed by the Administration. Where circumstances warrant,
and the agencies concerned agree thereto, fair value prices higher than
those arrived at by use of the formula specified in paragraph b. above
may be used.
d. Disagreement between agencies as to the fair value shall be referred
for final determination to the Administration Regional Director for the
region in which the property is located, or his designated representa-
tive.
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GSA Reg. 1-III-303.04
303.04 Transfer for Redistribution.
a, Any organizational unit of the Administration authorized to perform
redistribution functions is authorized to make necessary arrangements
for the transfer to it for redistribution of available excess property
in the custody of any Federal agency.
b. Items reported as excess and determined by the Administration to be
suitable for redistribution within the Federal Government may be taken
into physical custody by the Administration and redistributed through
an authorized organizational unit or, when notified, shall be retained
by the holding agency until such time as re'istribution is directed by
the Administration.
c. Items which are identical to, or can be substituted for types listed
in the Administration Stores Stock Catalog shall be supplied to agen-
cies through the stores program of the Administration at prices to be
determined by the Administration.
d. To assure maximum redistribution of items available from excess, the
Administration may require from time to time that all orders for such
items be forwarded to an Administration regional office until excess
stocks are exhausted.
e. Transfers of excess property for redistribution shall be made without
reimbursement representing fair value. Where such property was ac-
quired by use of reimbursable funds or appropriations, the net pro-
ceeds of the transfer, as determined by the redistributing agency,
shall be paid or credited to the transferring agency, when redistri-
bution occurs or prior thereto, as determined by the redistributing
agency. Where the agency which determined the property to be excess
deems it uneconomical or impracticable to ascertain the amount of
net proceeds, such proceeds shall be credited to miscellaneous re-
ceipts.
303.05 Procedure for Effecting Transfers.
a. Submission of Purchase Orders. Agencies desiring excess items not
covered by subsection 3103.06-below shall forward four copies of pur-
chase orders for approval to the appropriate Administration regional
office (Exhibit 2, Appendix C).
b. Information on Purchase Orders. Purchase orders shall show, where
.sac information is available., the number of the applicable report
or circular on which the property is listed as excess, the name of
the holding agency, location of property, the item numbers and
property desired, the acquisition cost, the fair value unit price,
and total amount.
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 Approved For Release 2002/05/08 : CIA-RDP78-04718AO01500150007-4
GSA Reg. 1-III-303.06
c. A roval of Orders. In approving purchase orders, the Administra-
tion will take into consideration national defense requirements,
emergent needs, equitable distribution, transportation costs, and
other appropriate factors. If there are no other compelling fac-
tors, purchase orders will be approved on a "first come, first
served" basis.
d. Distribution of Orders. A copy of each approved or disapproved
purchase order will be returned to the ordering agency by the
Administration regional office with appropriate notation. Two
copies of approved orders will be appropriately noted and trans-
mitted by the Administration regional office to the holding
agency for transfer action. Billing by the holding agency shall
be accomplished in accordance with section 305.00 of this Part.
e. Without Reimbursement. Purchase orders specifying transfers
without rei ursemen for fair value shall cite the authority
therefor.
303.06 Transfers of Excess Property Not Required to be Reported. Unless
otherwise directed by the Administration, each agency may transfer direct
to other Federal agencies excess property not required to be reported
under section 302.00 of this Part: Provided, That a copy of the document
effecting the transfer shall be submitted to the appropriate Administra-
tion regional office immediately following the transfer.
Reimbursement of fair value for property so transferred shall be as pre-
scribed by subsection 303.03 above.
Transfers without reimbursement made under the authority of subsection
303.03 above must be approved by the Administration when required by
that subsection.
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 Approved For Release 2002/05/08 : CIA-RDP78-04718AO00150015Q0a07Append3x A
GSA Reg. 1-III-302.01
INSTRUCTIONS FOR PREPARING STANDARD FORM 120
GENERAL
Standard Form 120 and when continuation sheets are necessary, Standard
Form 120a shall be used to report excess personal property in accordance
with GSA Reg. 1-111-302.00 and to make amendment or withdrawal of prior
reports.
Reports shall be confined to property at one location constituting a
single commodity group, as defined in detailed instructions below. Type-
writers, contractor inventory, reimbursable property, and nonreimbursable
property shall not be included on the same report but shall be the subject
of separate reports. Separate reports shall be submitted also for each of
the types specified in item ) of Standard Form 120.
Legal restrictions (including patent) on the power of the holding
agency to dispose of property being reported excess shall be fully explained
in the listing of such items.
Reports shall be submitted in four copies.
DETAILED
No.. of Pages. Enter here total number of pages in the report.
1 Report Number. Insert the serial number of the report and any
other identifying number or symbol the reporting agency may desire.
the report is an amendment or withdrawal of a prior report, the prior
report number shall be entered, followed by the letter (a), (b), or (c),
etc., to identify the respective successive reports amended and withdrawn.
2.. Date Mailed. Insert the date the report is to be mailed (not date
on which prepared).
3. Total Cost. Insert the sum of all amounts shown in column (h) of
the property issting except that, when reporting an adjustment or with-
drawal of a prior report, the net amount by which the "Total Cost" of the
prior report is increased or decreased shall be entered, followed, respec-
tively, by the letters "Inc." or "Dec.".
4. Type of Report. Indicate the type of report by inserting an "X"
in the appropriate DOX, If the report is a correction or a withdrawal of
a prior report, enter the number and date of mailing of such prior report
in box 11A. In preparing such reports observe the following:
a. If the report amends a prior report, each line item amended shall
be identified by repeating in column (a) the item number on the
initial report, and in column (b) the stock number and a brief
description adequate to identify the property. Where changes are
being reported in condition code, unit, acquisition cost, or fair
value, complete and correct information shall be entered in columns
(c) through (j). These corrections shall be substituted for origi-
nal entries on the initial report.
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 I chibi-pf aaeApp or R end:L ceA a 2002/05/08 : CIA-RDP78-04718AO01500150007-4
GSA Reg. 1-III-302.01
b. If the report constitutes a partial withdrawal of a prior report,
each line item affected shall be identified by repeating in
column (a) the item number on the initial report, and in column (b)
the stock number, if a stock number was provided in the initial
? report, and a brief description adequate to identify the property
for which withdrawal is requested. The number of units being
withdrawn shall be shown in column (f) and the amount by which the
total cost of the prior report is decreased in columns (g) and (h).
c. If the report withdraws in total a prior report, the word "with-
drawn" should be written across columns (a) through (i).
d. For withdrawals, the amount by which the "Total Cost" of the prior
report is decreased by the withdrawing report shall be entered in
box 3 as a "Dec." amount. On a correcting report, the correct
total shall be entered in box 3.
5. To. Enter name and address of the executive agency and office to
which the report is to be made.
6. From. Enter the name and address of the Federal agency or depart-
ment, and- uureau, office, or other subdivision making the report.
7. Location of Property. Give the warehouse, building, or other spe-
cific location and address at which the property is located.
8. Custodian. Enter name, address, and telephone number of the cus-
todian of the property. If the property is in the custody of another agency,
enter also the name of such agency.
9. Rail Carrier. Indicate by "X" in appropriate box whether location
is served by rai carrier. If so, enter name of carrier. Any clear, com-
monly understood abbreviation may be used.
10. Further Information Contact. Enter name, title, address, and tele-
phone n o e person w o may a contacted for further information
about the property.
U. Send Purchase Orders To. Give name, address, and telephone number
of the person, or office, to w om purchase orders are to be sent.
12. Location to Be Abandoned. If the property is at a location to be
abandoned give date or such a andonment. If located on excess realty indi-
cate such fact by an "X" in the square.
13. Reimbursable. Indicate by "X" in appropriate box whether the prop-
erty is or is not reimbursable and, if reimbursable, enter the appropriation
symbol and title or the name and address of the Government corporation to
receive the net proceeds from disposition.
14. Contractor Inventory. Indicate whether the property is or is not
contractor inven ory.
15. Report Approved roved By. Type the name and title of the person author-
ized to approve the repo signature on the original copy.
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 Approved For Release 2002/05/08 : CIA-RDP78-04718A001500150007-4
ZOUIP.MEW T FEATURES ANALYSIS CHART
MAKE AND MODEL
Addis Machine
Totalling Daily Impressions
ifhlSt)0P
in Du
a
r-r? CO ~a
c
too
5
1-7
o
o~ ~ o'm z ch L
co co ~o. ~~?_~3~
ANAL BY
A.
t4 ma
U03
-h
FEATURES
a ? aciit - Digits in listing-5
8
7
7
7
.
It t Is "' total -
8
8
6
7
7
7
Mathernatics - Add
V
V
V
V
V
V
-' - Subtotal
V
V
/
I/
V
V
Re eat
V
V
V
V
/
v
Key board -Full bank(MuI-0)
V
/
V
V
V
V
Ribbon -I color black
V
V
V
V
V
J
Carrie - Tape
V
d
V
V
V
V
Drive - Mofor
X
X
X
V
V I
)w
Error - Clear all
V
V
/
/
/
V
Direct subtract
X
X
X
V
V
V
c
Nona
X
v
V
/
Credit balance
x
X
V
X
X
X
? N
N G-WOCV4 totals
X
X
V
X
X
X
Lowest price- All required kaAwss
Hb
?his machine wos se/ected >Ior the
erosion
o
cos T
_
! 2.9
175
2$0
81
153
13
pprove or a ease - - -
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Approved For Release 2002/05/08 : CIA-RDP78-04718AO01500150007-4