GSA REGULATORY REVIEW -- PROGRESS REPORT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP88G01332R000801000021-0
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 41
• Document Creation Date: December 27, 2016
• Document Release Date: December 2, 2011
• Sequence Number: 21
• Publication Date: January 30, 1986
• Content Type: MEMO

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Administrator
General Services Administration
Washington, DC 20405
January 30, 1986
MEMORANDUM FOR ASSISTANT SECRETARIES FOR MANAGEMENT AND
ADMINISTRATIVE DIRECTORS
FROM : TERENCE C. GOLD
~~Oy
.d`/
ADMINISTRATOR 1(\
SUBJECT: GSA Regulatory Review--Progress Report
Your representatives to the Interagency Advisory Committee on
Regulatory Review (Enclosure 1) and its Supply Sources and Related
Programs Subcommittee (Enclosure 2) have completed their review of
the Federal Property i~ianagement Regulations (FPMR) Subchapter E.
I have accepted their report, approved their recommended revisions,
and authorized publication of a 60-day notice of proposed rule-
making in the Federal Register. I have enclosed for your informa-
tion an advance copy of the proposed revised FPMR Subchapter E
(Enclosure 3) which will be announced in the Federal Register.
Please convey to your representatives on the committee and sub-
committee my appreciation for their participation in this cooper-
ative endeavor to improve the FPMR. Their active support has
contributed not only to regulatory reform but also to better
communication between GSA and its customer agencies.
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Patricia A. Szervo
Emily Karam
Hank Gioia
Bob Gowin
Paul Becker
Barbara Wamsley
Howie Raiken
Gene Fleming
Stormy Friday
Peter Chin
Dan Vellucci
Ed Chase
Dick Daniels
Angelo Picillo
Harry Kenney
Frank Gearde
Clyde Cook
Robert Day
Diane Savoy
Ed Henriksen
Ron Piasecki
Timothy S. Mullen
GSA
GSA
DOD
DOJ
DOL
HHS
DOE
DOE
EPA
OPM
Education
OMB
NASA
DOT
DOT
USDA
VA
State
HUD
Commerce
DOI
Treasury
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GENERAL SERVICES ADMINISTRATION
Washington, DC 20405
FEDERAL PROPERTY MANAGEMENT REGULATIONS
AMENDMENT
T0: Heads of Federal agencies
SUBJECT: Change to Subchapter E -- Supply and Procurement
1. Purpose. This amendment transmits revised Subchapter E -- Supply
and Procurement -- Part 101-25, General; Part 101-26, Procurement
Sources and Programs; and Part 101-27, Inventory Management.
2. Effective_Date. The regulation transmitted by this amendment is
effective upon publication in the Federal Register.
3. Background. The Interagency Advisory Committee on Regulatory
Review was established on October 5, 1982, to assist GSA in reviewing
and recommending revision to the Federal Property Management
Regulations (FPMR) A subcommittee of the interagency committee was
subsequently established to review and recommend changes to Part 101-
26, Procurement Sources and Programs. The work of the subcommittee
has now been completed and the attached revised Part 101-25, Part
101-26, and Part 101-27 reflect the changes that were recommended.
4. Explanation of__chanc~es. The revised Part 101-25, Part 101-26,
and Part 101-27 transmitted by this
following:
amendment
will accomplish the
a.
b.
Eliminate unnecessary text;
Rearrange the remaining text
to
provide better continuity;
c.
Rewrite portions of the text
to
clarify the content;
d.
Eliminate requirements that
are
a burden on the agencies;
e.
Reflect current GSA organization structure, titles, and
addresses; and
f. Provide current references.
Specific changes are as follows:
a. Subpart 101-25.1--General Policies
(1) Section 101-25.100 is redesignated as ? 101-25.100-1.
(2 ) Section 101-43.302 (a) (1 ) is redesignated as new ? 101-
25.100-2.
(3) The resultant Section 101-25.100 is recaptioned "Agency
responsibilities."
b. Subpart 101-25.3--Use Standards
(1) Section 101-25.303 is deleted and the text included in
? 101-38.401-1.
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(?.) Sections 101-25.304, 101-25.304-1, and 101-25.304-2 are
deleted and the text included in S 101-38.104-2.
c. Subpart 101-25.4--Replacement Standards
Section 101-25.402 is revised to update a reference to Part
101-38.
d. Subpart 101-26.1--General
(1) Section 101-26.000 is revised to condense the text and
to replace a reference to the Federal Procurement Regulations (FPR)
with a reference to the Federal Acquisition Regulation (FAR).
(2) Section 101-26.100 is deleted to eliminate unnecessary
(3) Section 101-26.100-1 is redesignated as ?101-26.102 and
the text revised to eliminate explanatory material that is not
considered necessary.
(4) Section 101-26.100-2 concerning waiver requests is
replaced by ?101-26.103 which contains new provisions on waiver
requests issued in FPMR Temp. Reg. E-82, Federal Register, January
15, 1986.
(5) Section 101-26.100-3 is deleted to eliminate text
relating to warranties that is not essential.
(6) Section 101-26.101 is deleted to eliminate text relating
to utilization of long supply and excess personal property that is
already covered in Subpart 101-27.3 and Part 101-43.
(7) Sections 101-26.102 thru 101-26.102-3 are deleted and
the text formerly contained therein condensed to
clarify
the
content
and redesignated as ?101-26.104.
(8) Section 101-26.102-4 is deleted to
2
1
eliminate
a
.
.
nonessential reference to Subpart 101-
(9) Sections 101-26.103, 101-26.103-1,
and 101-26.103-2 are
redesignated as ??101-26.105, 101-26.105-1, and
101-26.105-2 and the
text is condensed.
(10) Section 101-26.104 is redesignated as ?101-26.106 and
most of the text transferred to the GSA Handbook, "FEDSTRIP Operating
Guide (FPMR 101-26.2)."
(11) Section 101-26.105 is redesignated as ?101-26.107,
recaptioned, and the text revised to describe information needed by
GSA contracting offices.
(12) Section 101-26.106 is redesignated as ?101-26.108 and
the text slightly modified to clarify the content.
(13) Section 101-26.107 is redesignated as ?101-26.101, and
the text augmented to include FAR references and to cite Federal
Supply Service Bureaus as a source of assistance from GSA.
e. Subpart 101-26.2--Federal Requisitioning System, and Subpart
101-26.3--Procurement of GSA Stock Items
(1) Subparts 101-26.2 and 101-26.3 are combined and
redesignated as Subpart 101-26.2--Obtaining GSA Stock or Special
Order Items.
(2) Sections 101-26.200 and 101-26.300 are replaced by a new
?101-26.200 that describes the scope of the Subpart 101-26.2.
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(3) Section 101-26.201 is condensed, modified, and
redesignated as ?101-26.202.
(4) Section 101-26.202 is deleted to eliminate text that is
not considered necessary.
(5) Section 101-26.203 is revised to delete text that is not
considered necessary.
(6) Section 101-26.206 is deleted to eliminate text that is
not considered necessary.
(7) Section 101-26.301 is redesignated as ?101-26.201 and
the text condensed and modified to clarify the content.(8)Section
101-26.301-1 is redesignated as ?101-26.204 and the text is revised
to eliminate unnecessary material.
(9) Section 101-26.301-2 is redesignated as ?101-26.206 and
the text condensed.
(10) Section 101-26.302 is redesignated as ?101-26.205 and
the text condensed to eliminate specific details that are not
considered necessary.
(11) Section 101-26.303 is redesignated as ?101-26.207 and
the text condensed to eliminate specific details that are not
considered necessary.
(12) Section 101-26.304 is redesignated as ?101-26.208 and
the text revised to eliminate material that is not considered
necessary.
(13) Section 101-26.305 is deleted to eliminate text that is
not considered necessary and the text in par. (c) is redesignated as
?101-26.210.
(14) Section 101-26.306 is redesignated as ?101-26.209, the
title recaptioned, and the text modified to broaden the applicability
and clarify the content.
(15) Section 101-26.307 is redesignated as ?101-26.211 and
the text revised to eliminate portions that are not considered
necessary.
(16) Section 101-26.308 is deleted to eliminate text that is
not considered necessary.
(17) Section 101-26.309 is redesignated as ?101-26.212, the
title recaptioned, and the section revised to delete unnecessary text
and to add references to Subpart 101-27.5 and GSA Handbook,
"Discrepancies or Deficiencies in GSA or DOD Shipments, Material or
Billings (FPMR 101-26.8)."
(18) Section 101-26.310 is redesignated as ?101-26.214 and
the text revised to include minor changes to clarify the content.
(19) Section 101-26.311 is redesignated as ?101-27.508.
(20) Subpart 101-26.3 is reserved.
f. Subpart 101-26.4--Purchase of Items from Federal Supply
Schedule Contracts
(1) The title of Subpart 101-26.4 is changed to read
"Ordering from Federa7~Supply Schedules."
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(2) Section 101-26.401 is revised to delete text that is not
considered necessary or which appears in FAR 8. 4, to transfer text to
revised ?101-26.401-7, and to include text from ?101-26.401-1.
(3) Sections 101-26.401-1 and 101-26.401-2 are reserved.
(4) Section 101-26.401-3 is deleted, that portion of the
text relating to features of schedule items placed in ?101-26.401-6
and the remaining text eliminated.
(5) Section 101-26.401-4 is deleted to eliminate material
that is now in FAR 8.404, establish par. (c) as ?101-26.401-4, and
establish par. (d) as ?101-26.401-3.
(6) Section 101-26.401-5 is revised to consolidate and
simplify the text and to delete material now in FAR 8.404-2.
(7)
Section 101-26.402-1 is revised to eliminate text that
is not considered necessary and to add text on the types of Federal
Supply Schedules.
(8)
Section
101-26.402-2 is deleted.
(9)
Section
101-26.402-3 is recaptioned and revised to
clarify
the
(10)
content.
Section
101-26.402-4 is deleted to eliminate text that
is not considered necessary.
(11) Section 101-26.402-5 is redesignated as 101-26.402-4.
(12) Section 101-26.403 is deleted to eliminate text covered
in FAR 8.405.
(13) Sections 101-26.404 thru 101-26.405 are deleted to
eliminate text that is not considered necessary.
(14) Sections 101-26.406 thru 101-26.406-6 are deleted and
the text transferred to Part 101-38.
(15) Sections 101-26.406-7 thru 101-26.407-4 are deleted to
eliminate text that is not considered necessary.
(16) Section 101-26.408-1 is revised to delete material
appearing in the FAR.
(17) Section 101-26.408-2 is consolidated with Section 101-
26.408-3, revised to delete text not considered necessary, and the
whole transferred to 101-26.102.
(18) Section 101-26.408-3 is transferred to 101-26.102 to
broaden the requirement for justification of purchases at other than
lowest price, and revised to delete material appearing in FAR 8.405.
(19) Sections 101-26.408-4 and 101-26.408-5 are deleted to
eliminate text covered by FAR 8.405.
g. Subpart 101-26.5--GSA Procurement Programs
(1) Section 101-26.500 is revised to exclude procurement of
motor vehicles from the scope of subpart to reflect transfer of
material to Part 101-38.
(2) Sections 101-26.501 thru 101-26.501-8 are deleted and
the text transferred to Part 101-38.
(3) Sections 101-26.505 thru 101-26.506-5 are deleted to
remove text that is not considered necessary.
(4) Section 101-26.507 is redesignated as ?101-26.501 and an
unnecessary reference deleted.
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(5) Section 101-26.507-1 is redesignated as ?101-26.501-1
and unnecessary text is eliminated.
(6) Section 101-26.507-2 is redesignated as ?101-26.501-2.
(7) Section 101-26.507-3 is redesignated as ?101-26.501-3,
recaptioned, and minor changes made to the text to clarify and update
the content.
(8) Section 101-26.507-4 is
redesignated
as ?101-26.501-4.
(9) Sections 101-26.508 thru
101-26.509-3
are deleted to
eliminate text that is not considered
necessary.
(10) Section 101-43.303-1 is
redesignated
as ?101-26.502 to
reflect transfer of text from Part 101-43.
h. Subpart 101-26.6--Procurement Sources Other Than GSA
(1) Subpart 101-26.6 is incorporated into Subpart 101-26.5.
(2) Section 101-26.600 is deleted to eliminate the
description of the scope and applicability of Subpart 101-26.6 which
is no longer necessary.
(3) Section 101-26.602 is redesignated as ?101-26.503 and
the text condensed.
(4) Section 101-26.602-1 is redesignated as ?101-26.503-1
and par. (d) is deleted to eliminate text that is not considered
necessary.
(5) Section 101-26.602-2 is redesignated as ?101-26.503-2
and par. (a) is revised and par. (c) is deleted to eliminate coverage
that is included in the GSA Handbook, "FEDSTRIP Operating Guide (FPMR
101-26.2)."
(6) Section 101-26.602-3 is redesignated as ?101-26.503-3,
paragraphs (g) and (h) are deleted, and the text is revised to
clarify the content.
(7) Section 101-26.602-4 is redesignated as ?101-26.503-4,
paragraph (e) is deleted, and the text is revised to clarify the
content.
(8) Section 101-26.603 is redesignated as ?101-26.504, the
title of the section changed, and the text revised to eliminate
unnecessary material.
(9) Section 101-26.605 is redesignated as ?101-26.505 and
the text condensed.
(10) Section 101-26.606 is redesignated as ?101-26.506 and
the text revised to clarify and condense the content.
(11) Sections 101-26.607 thru 101-26.607-3 are deleted to
eliminate text that is not considered necessary.
i. Subpart 101-26.7--Procurement Sources other than GSA and the
Department of Defense
(1) Subpart 101-26.7 is incorporated into Subpart 101-26.5.
(2) Section 101-26.700 is deleted to eliminate the
description of the scope and applicability of Subpart 101-26.7 which
is no longer necessary.
(3) Section 101-26.701 is redesignated as ?101-26.507.
(4) Section 101-26.702 is redesignated as ?101-26.508,
recaptioned, and the text reorganized.
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(5) Section 101-26.703 is redesignated as ?101-26.509 and
the text is revised to condense and clarify the content.
(6) Section 101-26.704 is redesignated as ?101-26.510,
recaptioned, and revised to clarify the content.
(7) Section 101-26.511 is added to the material formerly
contained in Subpart 101-26.7 and provides for the purchase of
medical items.
(8) Section 101-26.512 is added to the material formerly
contained in Subpart 101-26.7 and provides for the purchase of gas
and liquid helium.
j. Subparts 101-26.6 and 101-26.7 are reserved.
k. Subpart 101-26.8--Discrepancies or Deficiencies in GSA or DoD
Shipments, Material, or Billings
(1) Section 101-26.803-1 is revised to eliminate unnecessary
text and replace it with a reference to the GSA Handbook,
"Discrepancies or Deficiencies in GSA or DoD Shipments, Material, or
Billings (F PMR 101-26.8)."
(2) Section 101-26.803-2 is redesignated as ?101-26.513 and
text is deleted that is not considered necessary.
1. Subparts 101-26.9 thru 101-26.47 are not changed. Subpart
101-26.48 is deleted and the motor vehicle text transferred to ??
101-38.104-5 and 101-38.104-6; the remaining procurement leadtime
text is transferred to the GSA Handbook, "FEDSTRIP Operating Guide
(FPMR 101-26.2)."
m. Subpart 101-26.49--Illustrations of Forms
(1) Sections 101-26.4901 thru 101-26.4901-149 are deleted
and the text transferred to Part 101-38.
(2) Sections 101-26.4902-1424 and 101-26.4902-2891 are
deleted to eliminate forms made obsolete by the FAR. Section 101-
26.4902-1398 is redesignated as ? 101-38.4909. Section 101-26.4902-
1781 is redesignated as ? 101-38.4910.
(3) The remaining text is not changed.
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GENERAL SERVICES ADMINISTRATION
41 CFR Part 101-25, Part 101-26, and Part 101-27
(FPMR AMENDMENT E -
SUPPLY AND PROCUREMENT
AGENCY: Federal Supply Service, GSA.
ACTION: Final rule.
SUMMARY: This regulation is a revision of Part 101-25, Part 101-
26, and Part 101-27 of FPMR Subchapter E that provides policy and
procedures by which Federal agencies obtain personal property and
nonpersonal services. This regulation was developed by a
subcommittee of the Interagency Advisory Committee on Regulatory
Review and is designed to clarify the content, eliminate
duplication, and remove obstacles in obtaining personal property
and nonpersonal services.
FOR FURTHER INFORMATION CONTACT: Emily Karam, Office of
Acquisition Policy, [phone].
SUPPLEMENTARY INFORMATION: The General Services Administration
has determined that this rule is not a major rule for the
purposes of Executive Order 12291 of February 17, 1981, because
it is not likely to result in an annual effect on the economy of
$100 million or more; a major increase in costs to consumers or
others; or significant adverse effects. The General Services
Administration has based all administrative decisions underlying
this rule on adequate information concerning the need for, and
consequences of, this rule; has determined that the potential
benefits to society from this rule outweigh the potential costs
and has maximized the net benefits; and has chosen the alternate
approach involving the least net cost to society.
Subjects in 41 CFR 101-25, 101-26, and 101-27 are:
Sources of supply, procurement programs, shipments and
billings, inventory management, and reporting requirements.
a. Recaption the entry for Section 101-25.100 and to add
entries for Sections 101-25.100-1 and 101-25.100-2;
b. Delete the entry for Section 101-25.303; and,
c. Delete the entries for Sections 101-25.304, 101-25.304-
1, and 101-25.304-2 as follows:
101-25.100 Agency responsibilities.
101-25.100-1 Use of Government personal property and nonpersonal
services.
101-25.100-2 Utilization of excess.
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2. The authority citation for Part 101-25 reads as follows:
AUTHORITY: Section 205(c), 63 Stat. 390; 40 U.S.C. 486(c).
SUBPART 101-25.1--GENERAL POLICIES
3. Subpart 101-25.1 is amended to redesignate Section 101-
25.100 as ?101-25.100-1, to redesignate Section 101-43.302(a)(1)
as new ?101-25.100-2, and to recaption the resultant Section 101-
25.100 as "Agency responsibilities."
? 101-25.100 Agency responsibilities.
? 101-25.100-1 Use of Government personal property and
nonpersonal services.
Except in emergencies, Government personal property and
nonpersonal services shall be used only for those purposes for
which they were obtained or contracted for or other officially
designated purposes. Emergency conditions are those threatening
loss of life and property. As used in this section "nonpersonal
services" means those contractual services, other than personal
and professional services (as defined in 40 U.S.C. 472). This
includes property and services on interagency loan as well as
property leased by agencies. Agency heads shall ensure that the
provisions of this ? 101-25.100-1 are enforced to restrict the
use of Government property/services to officially designated
activities.
Before procuring new property, careful and receptive
consideration shall be given to the use of known usable excess
property of a similar type, including the possibility of
substitution or adaptation of excess items not identical with
requested items, whether the excess items are unused,
rehabilitated, or in used condition, and regardless of whether
the intended new procurement would be from GSA stock or other
sources of supply. Executive agencies shall accept, to the
fullest extent practicable, the reasonable substitution of such
excess property instead of new procurement. See Part 101-43.
4. Section 101-25.402 is revised to update a reference to Part
101-38.
Replacement of motor vehicles shall be made in accordance with
the standards prescribed in Subpart 101-38.4.
5. The table of contents for Part 101-26 is revised to read as
follows:
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101-26.000 Scope of part.
101-26.101 Priorities for use of supply sources.
101-26.102 Obtaining the lowest cost item.
101-26.103 Request for waivers.
101-26.104 Special buying services.
101-26.105 Establishing essentiality of requirements.
101-26.105-1 Policy for personal property.
101-26.105-2 Restriction of personal convenience items.
101-26.106 End-of-year submission of requisitions for action by
101-26.107 Information needed by GSA contracting offices.
101-26.108 Consolidation of requirements.
101-26.200 Scope of subpart.
101-26.201 Applicability.
101-26.202 Federal Standard Requisitioning and Issue Procedures
(FEDSTRIP).
101-26.203 Activity address codes.
101-26.204 Similar items.
101-26.205 Standard and optional forms.
101-26.206 Issue of used, repaired, and rehabilitated items in
serviceable condition.
101-26.207 Out-of-stock items.
101-26.208 Substitution policy.
101-26.209 Consolidation of requirements.
101-26.210 Export surcharge.
101-26.211 Processing overages, shortages, and damages.
101-26.212 Cancellation, errors, and returns of GSA stock items.
101-26.213 [Reserved]
101-26.214 Ordering errors.
SUBPART 101-26.3--[Reserved]
101-26.401 Applicability.
101-26.401-1--101.26.401-2 [Reserved]
101-26.401-3 Legislative and judicial agencies.
101-26.401-4 Maximum order limitations.
101-26.401-5 Non-mandatory use provisions.
101-26.401-6 Additional features.
101-26.401-7 Lower priced similar and suitable products.
101-26.402 General.
101-26.402-1 Schedule method of contracting.
101-26.402-2 (Reserved]
101-26.402-3 Obtaining Federal Supply Schedules.
101-26.402-4 Contract provisions.
101-26.403--101.26.407 [Reserved]
101-26.408 Multiple-award contracts.
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101-26.408-1 Description.
101-26.408-2--101.26.408-5 [Reserved]
101-26.500 Scope and applicability of subpart.
101-26.501 Security equipment.
101-26.501-1 Submission of requisitions.
101-26.501-2 Procurement time schedule.
101-26.501-3 Ordering from Federal Supply Schedules.
101-26.501-4 Quantities in excess of the maximum order
limitation.
101-26.502 Acquisition of mercury.
101-26.503 Fuels and packaged petroleum products obtained from
or through the Defense Logistics Agency.
101-26.503-1 Procurement of lubricating oils, greases, and gear
lubricants.
101-26.503-2 Procurement of packaged petroleum products.
101-26.503-3 Procurement of gasoline, fuel oil (diesel and
burner), kerosene, and solvents.
101-26.503-4 Procurement of coal.
101-26.504 Electronic items.
101-26.505 Other items.
101-26.506 Supply support available from the inventory control
points of the military departments.
101-26.507 Purchase of products and services from the blind and
other severely handicapped persons.
101-26.508 Products manufactured by the Federal Prison
Industries, Inc.
101-26.509 Marginally punched continuous forms.
101-26.510 Nonperishable subsistence (NPS) items.
101-26.511 Medical items.
101-26.512 Helium - gas or liquid.
101-26.513 Adjustments.
SUBPARTS 101-26.6--101-26.7--[Reserved]
SUBPART 101-26.8 DISCREPANCIES OR DEFICIENCIES IN GSA OR DOD
SHIPMENTS, MATERIAL, OR BILLINGS
101-26.800 Scope of subpart.
101-26.801 Applicability.
101-26.802 Exclusions.
101-26.803 Discrepancies or deficiencies in shipments, material,
or billings.
101-26.803-1 Reporting discrepancies or deficiencies.
SUBPARTS 101-26.9--101-26.48--(Reserved]
101-26.4900 Scope of subpart.
101-26.4901 [Reserved]
101-26.4902 GSA forms.
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101-26.4902-457 GSA Form 457, FSS Publications Mailing List
Application.
101-26.4904 Other agency forms.
101-26.4904-416 DD Form 416: Purchase Request for Coal, Coke,
or Briquettes.
6. The authority citation for Part 101-26 reads as follows:
AUTHORITY: Sec. 205(c), 63 Stat. 390; 40 U.S.C. 486(c).
7. Part 101-26 is revised to read as follows:
PART 101-26 SUPPLY SOURCES AND RELATED PROGRAMS
~ 101-26.000 Scope of part.
This part prescribes policies and procedures by which Federal
agencies obtain personal property and nonpersonal services from
established Government supply sources. Specific subparts or
sections prescribe the extent to which the sources of supply are
to be used by Government agencies. Certain civilian and military
commissaries and nonappropriated fund activities are also
eligible to use GSA supply sources for their own use, not for
resa]e unless otherwise authorized by the individual Federal
agency and concurred in by GSA. Policies and procedures
pertaining to purchasing of property or contracting for services
from commercial sources, not covered by established Government
agency supply sources, are provided in the Federal Acquisition
Regulation (FAR).
? 101-26.101 Priorities for use of supply sources.
(a) Except as required by Federal Acquisition Regulation (FAR)
8.002, or as otherwise provided by law, agencies shall satisfy
requirements for supplies and services from or through the
sources and publications listed below in descending order of
priority:
(1) Supplies.
(i) Agency inventories;
(ii) Excess from other agencies (see FAR 8.1);
(iii) Federal Prison Industries, Inc. (see FAR 8.6);
(iv) Procurement lists of products available from the
Committee for Purchase from the Blind and Other Severely
Handicapped (see FAR 8.7);
(v) Wholesale supply sources, such as stock programs of the
General Services Administration (GSA) (see ~ 101.26.2), the
Defense Logistics Agency (see ? 101-26.5), the Veterans
Administration (see ? 101-26.510), and military inventory control
points (see ? 101-26.506);
(vi) Mandatory Federal Supply Schedules (see FAR 8.4);
(vii) Optional use Federal Supply Schedules (see FAR 8.4); and
(viii) Commercial sources (including educational and nonprofit
institutions).
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(2) Services.
(i) Procurement lists of services available from the Committee
for Purchase from the Blind and Other Severely Handicapped (see
FAR 8.7) ;
(ii) Mandatory Federal Supply Schedules (see FAR 8.4) and
mandatory GSA term contracts for personal property rehabilitation
(see Subpart 101-42.1);
(iii) Optional use Federal Supply Schedules (see FAR 8.4) and
optional use GSA term contracts for personal property
rehabilitation (see Subpart 101-42.1); and
(iv) Federal Prison Industries, Inc. (see FAR 8.6) or other
commercial sources (including educational and nonprofit
institutions).
(b) Sources other than those listed in paragraph (a) may be
used as prescribed in ? 101-26.201 and in an unusual and
compelling urgency as prescribed in FAR 6.302-2 and 101-25.101-5
of this title.
(c) Agencies may obtain assistance in resolving a problem or
in determining the applicable source for obtaining a product or
service by contacting the Federal Supply Service Bureau in the
applicable GSA region.
? 101-26.102 Obtaining the lowest cost item.
GSA provides lines of similar items to meet particular end-use
requirements under its stock, special order, and Federal Supply
Schedule programs. Agencies shall utilize the sources from which
the lowest cost item can be obtained which will adequately serve
the functional end-use purpose and which can be obtained within
the time required.
(a) The ordering office shall fully justify in its delivery
order file, or other appropriate file, any orders over $500 per
line item placed at other than the lowest price.
(b) Justification for purchases made at prices other than the
lowest delivered price available should be based on specific or
definitive needs which are clearly associated with the
achievement of program objectives. Mere personal preference
cannot be regarded as an appropriate basis for a justification.
Justifications should be clear and fully expressed. Examples of
factors that may be used in support of justifications when used
with assertions that are fully set forth and documented appear in
FAR 8.405-1(a). Mere recital or reference to factor(s) set forth
in that subpart is not sufficient.
(c) Justifications which incorporate features of the following
examples must be based on objective factors which adequately
establish the advantages inherent in purchase of the higher
priced item when:
(1) Probable life of the item selected as compared with that
of a comparable item at a lower cost is sufficiently greater so
that the additional purchase price is economically warranted;
(2) Warranty conditions of a higher priced item are
sufficiently advantageous to justify the added cost;
(3) Greater maintenance availability, lower overall
maintenance costs, or the elimination of problems anticipated
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with respect to machines or systems, especially at isolated use
points, will produce long run savings greater than the difference
in purchase prices.
(d) When an agency, pursuant to an agreement with GSA, submits
a request for GSA to purchase an item under a Federal Supply
Schedule which is other than the lowest priced item on the
schedule, the request shall be accompanied by a complete
justification to support the procurement. Justification for such
purchases need not accompany requests from overseas activities
for overseas deliveries. However, GSA will construe such
requests to mean that the justification is in fact in the
ordering installation's file.
? 101-26.103 Request for waivers.
(a) When an item or service provided by GSA stock, Federal
Supply Schedules, or the GSA-managed-NSN special order program
will not serve the required functiona] end-use purpose, a request
for waiver of the requirement to use a GSA supply source shall be
submitted to GSA. The waiver process protects the integrity of
competitive bidding for Governmentwide contracts and makes it
possible to monitor requirements for items not currently
available from GSA. Personal preference, subjective evaluation,
and lower cost are not sufficient justification for waiver.
Agencies need not submit a request for waiver when:
(1) The required item is available from another GSA supply
program as set forth in ~ 101-26.102; or
(2) The agency has entered into an interagency agreement (IA)
with GSA establishing policy and procedures to enable that agency
to make its own waiver determinations. At a minimum, the IA
sha]1 require the agency to reimburse GSA for any cost arising
out of a breach of contract by the agency authorized to grant
waivers.
(b) All requests for waiver shall be submitted to the
Commissioner (F), Federal Supply Service, General Services
Administration, Washington, DC 20406. If the request contains
all necessary information and is properly justified, it will be
granted. Whether granted or denied, the requesting office will
be so notified. Requests for waiver shall contain the following
information.
(1) A complete description of the item requested. Descriptive
literature such as cuts, .illustrations, drawings, and brochures
which show the characteristics or construction of the item or
explain its operation shall be provided wherever possible in
satisfaction of this requirement.
(2) The noun description, including the specific common name
and the national stock number and/or schedule item number when
available, of the GSA item being compared.
(3) A comparison of price and pertinent technical differences
between the item requested and the GSA item, including statements
covering the inadequacies of the GSA item in performing required
functions, and the advantages (such as technical, economic, or
other) of the item requested.
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(4) The quantity required. State whether the demand is
recurrent (if so, include estimated annual usage), non-recurrent,
or unpredictable.
(5) The name, telephone number, and location of the person to
be contacted when questions arise concerning the request.
(6) Any other pertinent data.
(c) When GSA enters into an IA authorizing another agency to
effect its own waiver decisions, GSA will provide policy and
procedural guidance to ensure that the agency has a thorough
knowledge of items and services available from GSA and a complete
understanding of the proper conditions for a waiver. Agencies
entering into IAs to process their own waivers shall provide
quarterly reports to GSA describing all waiver requests in terms
of the number of requests, item names, Federal supply classes,
quantities, unit prices, and dispositions of the requests. The
reports shall be sent to the General Services Administration,
Federal Supply Service (FCM), Washington, DC 20406.
(d) Except for the conditions provided for in paragraph (a) of
this section, agencies shall not initiate action to procure
similar items from non-GSA sources until a waiver has been
granted by GSA. Premature action to procure from a non-GSA
supply source will not influence GSA action on a request for
waiver.
(e) When an urgent requirement exists, the submitter first
should check the provisions of FAR 6.302-2 and FPMR 101-
26.201(c), because a waiver is not required under the
circumstances provided for therein. If a waiver is required
because neither regulation can be applied, urgent requests may be
telephoned to GSA. Such requests shall provide all the
information required by paragraph (b) of this section. Telephone
requests shall be followed, within 5 work days, by a written copy
of the request sent to GSA.
(f) A waiver shall be requested whenever the item or service
needed will serve a similar (but not identical) functional end-
use purpose as a GSA stock item, a Federal Supply Schedu]e item
or service, or a GSA-managed NSN special order item. "Similar,"
in this context, is defined broadly, to include a resemblance to
the GSA item or service in many respects, a general likeness or
sameness in most essential particulars, and/or having the same
specific common name (e.g., room air conditioner).
(g) When it is not clear whether a waiver request should be
submitted, the agency shall submit a request so that GSA can
determine on a case-by-case basis whether a waiver is required
and appropriate.
(h) When the requested item has a lower unit cost than the
most similar GSA item, GSA will vigorously seek technical
justification for a waiver, beginning with the comparisons
provided by the submitting agency under paragraph (b) of this
section. Although lower cost by itself is not sufficient
justification because a waiver would violate the competitive
nature of the original GSA contract, a large difference in unit
cost often signifies an important difference in technical or
economic (e.g., trade-in value or life cycle cost)
characteristics, which might justify granting a waiver.
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(i) When a waiver is granted, it will specify a limited
quantity and/or a date on which the waiver will expire. This
requirement permits GSA to monitor use of the waiver procedures
and ongoing agency requirements.
(j) GSA will respond in writing to every request for waiver
within 5 work days of receipt in the evaluating GSA office.
~ 101-26.104 Special buying services.
(a) GSA is a nonmandatory source of supply for activities of
executive agencies in the United States (including Hawaii and
Alaska) for nonstock centrally procured items managed by GSA when
the total value of the line item requirement is less than $100.
Agencies shall not divide orders to avoid requisitioning items
from GSA.
(b) Upon request, GSA will perform purchasing services in
addition to those specified in this Part 101-26. Any Federal
agency, mixed-ownership corporation, the government of the
District of Columbia, the Senate, the House of Representatives,
or the Architect of the Capitol, and any non-Federal agency, when
the function of a Federal agency authorized to procure for it is
transferred to GSA, may arrange for these special buying services
to be performed by GSA.
(c) Military activities shall utilize the buying services of
GSA when:
(1) GSA has agreed with the Secretary of Defense, or with the
Secretary of a military department in connection with the
requirements of that department, to perform such buying services;
and
(2) The items involved are not obtainable from GSA stock or
Federal Supply Schedules.
(d) When GSA performs the purchasing services for other
agencies, calculation of the delivery dates should be based on
the procurement leadtime table illustrated in the GSA Handbook,
"FEDSTRIP Operating Guide (FPMR 101-26.2)."
(e) Special buying services shall be performed in compliance
with FAR Parts 5 and 6.
~ 101-26.105 Establishing essentiality of requirements.
~ 101-26.105-1 Policy for personal property.
To obtain maximum benefit from Government funds available for
personal property, each executive agency shall:
(a) Ensure that personal property currently on hand is being
utilized to the fullest extent practical and provide supporting
justification prior to effecting new procurement for similar type
property. (When the proposed procurement is for similar items
from non-GSA sources, the provisions of ~ 101-26.103 also apply.)
(b) Obtain the minimum quantity and quality of property which
is required to support the mission of the agency and to satisfy
the function for which the property is required.
(c) Limit procurement of different varieties, types, sizes,
colors, etc., of required items to those essentia] in satisfying
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the functional end-use purpose. To this end the quantity,
quality, and variety of personal property required to adequately
perform the end-use function should be determined prior to
initiation of procurement processes.
? 101-26.105-2 Restriction of personal convenience items.
Government funds may be expended for pictures, objects of art,
plants, or flowers (both artificial and real), or any other
similar type items when such items are included in a plan for the
decoration of Federal buildings approved by the agency
responsible for the design and construction. Government funds
shall not be expended for pictures, objects of art, plants,
flowers (both artificial and real), or any other similar type
items intended solely for the personal convenience or to satisfy
the personal desire of an official or employee. These items fall
into the category of "luxury items" since they do not contribute
to the fulfillment of missions normally assigned to Federal
agencies.
? 101-26.106 End-of-year submission of requisitions for action
by GSA.
Requisitions submitted on or before the last day of the fiscal
year may be chargeable to appropriations expiring on that date
provided the ordering agency is required by law or GSA regulation
to use GSA supply sources. Requests for nonstocked items or
special buying services which require GSA to award a contract not
later than the last day of the fiscal year, in order to obligate
the appropriation of funds of the ordering agency, shall be so
identified.
? 101-26.107 Information needed by GSA contracting offices.
The Federal Acquisition Regulation (FAR) requires the
contracting officer to prepare determinations and findings or
justifications to support certain actions; e.g., to solicit on
the basis of other than full and open competition or full and
open competition after exclusion of a source, thereby restricting
competition so that fewer than all responsible sources are
permitted to compete. (See FAR Subparts 6.2 and 6.3.)
It may be necessary to support these types of actions with
information from the requesting agency; e.g., input regarding the
Government's minimum needs from technical or requirements
personnel which is certified as to accuracy and completeness.
The agency shall promptly supply such specific information as may
be requested by the GSA contracting officer. The contracting
officer will suspend the procurement action pending receipt of
the needed information.
~ 101-26.108 Consolidation of requirements.
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Full consideration shall be given to the consolidation of
individual small volume requirements to enable the Government to
benefit from lower prices normally obtainable through volume
procurements. This policy pertains to procurement from
commercial sources, either via schedules or direct, and does not
apply to GSA stock items or small volume requirements normally
obtained from a GSA self-service store or customer supply center.
Each agency shall establish procedures that will permit planned
requirements consolidation on an agency-wide basis. When it is
impractical to plan requirements on an agency-wide consolidated
basis, the requirements consolidation effort may be limited to a
bureau, to other agency segments, or to a program, if such
limited consolidation will provide significant price advantages
when procurement is effected on a volume basis. Requisitions for
items requirements exceeding maximum order limitations in Federal
Supply Schedule contracts shall be submitted to GSA in accordance
with the applicable instructions in the respective schedules.
Special buying services desired by agencies for procurement of
other consolidated item requirements shall be requested from GSA
in accordance with ? 101-26.104.
SUBPART 101-26.2--OBTAINING GSA STOCK OR SPECIAL ORDER ITEMS
~ 101-26.200 Scope of subpart.
This subpart prescribes policy and procedures for obtaining
items of supply and equipment from GSA.
? 101-26.201 Applicability.
All executive agencies within the United States (including
Hawaii and Alaska) shall requisition from GSA needed stock items
available from GSA supply distribution facilities. This includes
items needed by activities located outside of the United States
which are required, by agency instruction or otherwise, to be
requisitioned in the United States. Federal agencies not
required to requisition stock items from GSA are encouraged to do
so.
(a) Except for standard and optional forms, the Department of
Defense (DOD) will use this source of supply for all items which
have been identified as GSA supply support items pursuant to
GSA/DOD agreements. DOD requirements for standard and optional
forms are obtained as provided in ~ 101-26.205.
(b) GSA is a nonmandatory source of supply for items listed in
the GSA Supply Catalog when the total value of the line item
requirement is less than $25, except for requirements for
standard and optional forms (see ? 101-26.205), items produced by
the Federal Prison Industries, Inc., or items listed in the
Procurement List published by the Committee for Purchase from the
Blind and Other Severely Handicapped. Agencies shall not divide
orders to avoid the requirement to requisition from GSA. GSA
will process all requisitions for stock items, regardless of
value.
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(c) Procurement of items from other sources may be made in
case of an unusual and compelling urgency. (See FAR 6.302-2.)
(d) Small purchases as specified in (b) above, other than
those made as a result of an unusual and compelling urgency, may
be made at the site of work or point of need in satisfaction of
immediate requirements that cannot be foreseen. Such purchases
shall be made in accordance with FAR Part 13 and the quantities
procured shall not exceed immediate needs.
(e) For marginally punched forms, agencies may utilize
contracts issued by the Government Printing Office (GPO).
However, marginally punched standard forms must be ordered from
GSA in accordance with ? 101-26.205. Blank paper and envelopes
used for printing may be ordered from the GPO catalog for
delivery in the District of Columbia.
(f) Procurement from Federal Supply Schedule contracts shall
be made in accordance with Subpart 101-26.4 and FAR Subpart 8.4.
? 101-26.202 Federal Standard Requisitioning and Issue Procedure
(FEDSTRIP).
FEDSTRIP is the requisitioning and issue system to be-used by
civilian agencies in obtaining support from GSA's stock and
special order programs. FEDSTRIP is compatible with the Military
Standard Requisitioning and Issue Procedures (MILSTRIP) and
enables GSA and other supply sources to automate the processing
of requisitions. Detailed instructions for implementing FEDSTRIP
are in the GSA Handbook, "FEDSTRIP Operating Guide (FPMR 101-
26.2) ."
? 101-26.203 Activity address codes.
To obtain items from GSA and other Government supply sources,
each ordering activity is required to have an activity address
code which has been assigned by GSA through coordination with a
central contact in each agency. Details on obtaining these codes
are contained in the GSA Handbook, "FEDSTRIP Operating Guide
(FPMR 101-26.2)."
Agencies shall requisition items listed in the GSA Supply
Catalog in lieu of procuring similar items from other sources
when the GSA items will adequately serve the required functional
end-use purpose. When an agency determines that items available
from GSA stock will not serve the required functional end-use
purpose, the waiver procedures in 101-26.103 shall be followed.
? 101-26.205 Standard and optional forms.
Agencies shall obtain standard and optional forms from GSA
unless the Joint Committee on Printing (JCP) has granted
authority for direct procurement or unless the forms have been
approved by GSA to be stocked and distributed by the promulgating
agency.
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(a) The content or construction of standard and optional forms
shall not be altered or modified, except for planning purposes,
without the written approval of the promulgating agency in
accordance with Subpart 101-11.8.
(b) Agencies shall not reproduce or reprint standard and
optional forms without the approval of the JCP except for limited
quantities required for forms management purposes.
(c) Forms or form assemblies which deviate in any manner from
those listed in the GSA Supply Catalog are not stocked or
distributed by GSA. Agencies requiring such nonstock forms shall
prepare and transmit a Standard Form 1, Printing and Binding
Requisition, or Standard Form 1-C, Printing and Binding
Requisition for Specialty Items, to General Services
Administration (WFSI), Washington, DC 20407, for review and
submission to GPO.
(d) Whenever GSA has granted approval to a promulgating agency
to stock and distribute standard forms, printing requisitions for
stock replenishment of these items shall be transmitted to the
address shown in ? 101-26.205(c) on Standard Form 1 or 1-C for
review and submission to GPO.
(e) Certain standard and optional forms are serially numbered
and are required to be accounted for to prevent possible
fraudulent use. The receiving agency shall verify to GSA the
serial numbers of forms contained in the shipment by completing
the verification card and returning the card to the address
preprinted on the face of the card.
(f) Standard and optional forms which are excess to the needs
of an agency shall be reported to GSA in the same manner as other
excess personal property pursuant to Part 101-43.
(1) Reports by the military services of excess standard and
optional forms, with samples of these forms, may be made to the
address shown in ~ 101-26.205(c) by consolidated letter report or
submission of Standard Form 120, Report of Excess Personal
Property.
(2) Obsolete forms should not be reported but should be
determined to be surplus and disposed of under the provisions of
Part 101-45.
? 101-26.206 Issue of used, repaired, and rehabilitated items in
serviceable condition.
Stock items returned to GSA under the provisions of Subpart
101-27.5 will be reissued at the current GSA selling price to all
requisitioning activities without distinction between new, used,
repaired, or rehabilitated items in serviceable condition.
Generally, it is more advantageous to agencies if GSA
backorders out-of-stock items rather than cancels requisitions.
Unless otherwise notified by the agency that a backorder is
unacceptable, the backorder is established and the agency
notified. Ordering activities may prevent a backorder by
entering the appropriate FEDSTRIP advice code in the requisition.
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? 101-26.208 Substitution policy.
GSA may substitute items with similar characteristics without
prior notification. A notice of substitution will be provided by
FEDSTRIP status code to the ordering agency when an item is
substituted for the item requisitioned. Ordering activities may
prevent substitution by entering the appropriate FEDSTRIP advice
code.
? 101-26.209 Consolidation of requirements.
In preparing requisitions for items, agencies shall follow
schedules or cyclical plans for replenishment of stocks so as to
reduce the number of requisitions required while adjusting
ordering frequency to comply with the economic order quantity
principle (See ? 101-27.102).
? 101-26.210 Export surcharge.
GSA will assess a surcharge on all material ordered and
delivered to customers in certain overseas areas. The surcharge
is a percentage of the value of the material shipped.
Information on the specific areas and the current percentage of
surcharge is included in the GSA Handbook, "Discrepancies or
Deficiencies in GSA or DOD Shipments, Material, or Billings (FPMR
101-26.8)."
~ 101-26.211 Processing overages, shortages, and damages.
(a) Transportation-type discrepancies shall be processed in
accordance with Subpart 101-40.7.
(b) Reporting discrepancies or deficiencies in material or
shipments and processing requests pertaining to documenting
adjustments in GSA billings shall be in accordance with the GSA
Handbook, "Discrepancies or Deficiencies in GSA or DOD Shipments,
Material, or Billings (FPMR 101-26.8) ."
? 101-26.212 Cancellation, errors, and returns of GSA stock
items.
(a) GSA will accept requests for cancellation of requisitions
if the items ordered have not been shipped or if items have been
ordered, shipped and the value is greater than $25. If unable to
cancel, the agency will be so notified by status code.
(b) GSA may authorize agencies to return for credit material
that is in long supply or for which no current or future
requirements are anticipated by the agency. If an agency elects
to offer the material to GSA for credit, via the Material Returns
Program (MRP), Subpart 101-27.5 shall apply.
(c) Material shipped in error is subject to the provisions of
the GSA Handbook, "Discrepancies or Deficiencies in GSA or DOD
Shipments, Material, or Billings (FPMR 101-26.8)."
(d) Material ordered in error by an agency is subject to the
provisions of ?101-26.214.
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(e) Frustrated shipments of GSA stock items are subject to the
provisions of ?101-27.508.
?
101-26.213
[Reserved]
?
101-26.214
Ordering errors.
In accordance with the provisions of this ? 101-26.214, GSA may
authorize agencies to return for full credit material that has
been ordered in error by the agency. Credit for material
processed under the Merchandise Return Authorizations (MBA's)
will be based on the selling price billed the agency at the time
shipment was made to the agency, with the adjustment reflected in
future billings. GSA will credit the agency with the selling
price billed for the shipment. Material shall not be returned
until appropriate documents are received from the GSA Discrepancy
Reports Center (DRC) .
(a) The return of material by an agency, to correct ordering
errors, may be authorized and later accepted by GSA, provided:
(1) The value of the material exceeds $25 per line item based
on the selling price billed the customer;
(2) Authorization to return material is requested from the
GSA DRC within 30 days (60 days for overseas points) after
receipt of the shipment. Requests should always contain a
complete explanation of the reasons for the return of the
material;
(3) Each item is in "like-new" condition and is identified by
a National Stock Number (NSN) in the current edition of the GSA
Supply Catalog;
(4) Each item is identified with a specific purchase order or
requisition number;
(5) The condition of the material is acceptable on inspection
by GSA. When it is not acceptable, disposition, without credit,
will be made by GSA. However, when the condition is attributable
to carrier negligence, subsequent credit allowed by GSA will be
reduced by the amount to be paid the agency by the carrier for
damages incurred;
(6) The merchandise to be returned will not adversely affect
the GSA nationwide inventory situation; and
(7) The return transportation costs are not excessive in
relation to the cost of the material.
(b) Transportation costs on material specifically authorized
for return by GSA will be paid by the customer activity. Claims
against carriers for discrepancies in shipment will also be the
responsibility of the customer activity in accordance with the
provisions of Subpart 101-40.7. When appropriate, GSA will
prepare initial documentation to support claim actions.
SUBPART 101-26.3-- [Reserved]
SUBPART 101-26.4--ORDERING FROM FEDERAL SUPPLY SCHEDULES
? 101-26.401 Applicability.
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All executive agencies shall order needed articles and services
from Federal Supply Schedule contracts in accordance with the
provisions of Parts 8 and 38 of FAR and the appropriate Federal
Supply Schedule. Each schedule contains detailed information on
its use, such as whether it is optional or mandatory, maximum
order limitations, etc. Federal Supply Schedules are mandatory
to the extent specified in each schedule.
?? 101-26.401-1--101-26.401-2 [Reserved]
? 101-26.401-3 Legislative and judicial agencies.
Except as may be provided by law or by authorized agreement
with responsible officials of any agency in the legislative or
judicial branches of the Federal Government, no Federal Supply
Schedule will include any such agency as subject to its mandatory
use provisions.
(a) Federal Supply Schedules stipulate maximum dollar
limitations above which agencies may not submit orders and
contractors may not accept orders.
(b) Unless specified otherwise in the schedules, agencies
required to use Federal Supply Schedules, including the
Department of Defense (DOD) where the requirement falls within
DOD-GSA Interagency Purchase Assignments, shall forward to the
GSA support region MILSTRIP/FEDSTRIP requisitions for items
included in the schedule which exceed the schedule's applicable
maximum order limitations. Non-mandatory users of Federal Supply
Schedules, including authorized non-appropriated funded
activities and other activities for which GSA is authorized by
law to procure, may, at their option, forward MILSTRIP/FEDSTRIP
requisitions to the appropriate GSA support region.
? 101-26.401-5 Non-mandatory use provisions.
(a) Agencies not subject to the mandatory use provisions of
Federal Supply Schedules are encouraged to use the schedule
contracts as primary sources of supply.
(b) When an executive agency determines that one or more non-
mandatory schedules are suitable for use by the agency as
mandatory sources of supply, the agency should notify the GSA
office issuing the schedule.
Agencies shall not request Federal Supply Schedule contractors
to furnish items under the contract having characteristics
exceeding those specifically covered by the contract.
? 101-26.401-7 Lower priced similar and suitable products.
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Whenever an agency finds that the price of a product listed in a
Federal Supply Schedule is higher than a similar and fully suitable
product available from a noncontract source, the agency should notify
the Commissioner, Federal Supply Service (mailing address: General
Services Administration (F), Washington, DC 20406) as soon as
practicable. This section does not authorize the purchase of similar
and fully suitable products in place of products quoted in Federal
Supply Schedules.
?
101-26.402
General.
?
101-26.402-1
Schedule method of contracting.
(a) The schedule method of contracting is used to simplify the
purchase processes for commonly used items which are readily
available without the necessity of definite quantity consolidated
buying or handling through a Government warehouse system. Federal
Supply Schedule contracts are entered into and schedules are prepared
and issued by, or under assignment from, C?SA.
(b) The term "GSA office issuing the schedule" as used in this
subpart includes another executive agency identified in the schedule
as the preparing and issuing office.
(c) There are three types of Federal Supply Schedules:
(1) Single Award Schedules;
(2) Multiple Award Schedules; and
(3) New Item Introductory Schedules.
?
101-26.402-2
[Reserved]
?
101-26.402-3
Obtaining Federal Supply Schedules.
Agency offices desiring to receive current copies of Federal Supply
Schedules and catalogs or to be placed on distribution lists for
Federal Supply Schedules and catalogs shall execute GSA Form 457, FSS
Publications Mailing List Application (illustrated at ?101-26.4902-
457), and forward the completed GSA Form 457 to General Services
Administration, Centralized Mailing List Services, Building 41,
Denver Federal Center, Denver CO 80225. Copies of GSA Form 457 may
be obtained from the above address or from GSA regional offices.
? 101-26.402-4 Contract provisions.
Each Federal Supply Schedule provides information as to the
contractual provisions with which agencies should be familiar in
order to properly administer orders with contractors. Special
provisions pertinent to a particular schedule and any necessary
exceptions to the general provisions are printed in the schedule.
?? 101-26.403--101-26.407 [Reserved]
? 101-26.408 Multiple-award contracts.
? 101-26.408-1 Description.
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Federal Supply Schedule contracts are made on a multiple-award
basis when doing so is to the advantage of the Government in
providing effective utilization of industry production and
distribution facilities or in providing selectivity from among
comparable items when there are no prescribed standards or
specifications.
?? 101-26.408-2--101-26.408-5 [Reserved]
? 101-26.500 Scope and applicability of subpart.
(a) This subpart prescribes policies and procedures relating to
specia] procurement programs other than the GSA stock and the Federal
Supply Schedule programs. Also excluded are the policies and
procedures relating to the procurement of automatic data processing
equipment and services set forth in the Federal Information Resources
Management Regulation (FIRMR) and the procurement of motor vehicles
set forth in Part 101-38.
(b) The policies and procedures in this Subpart 101-26.5 are
applicable to executive agencies. Federal agencies other than
executive agencies may participate in these programs and are
encouraged to do so.
? 101-26.501 Security equipment.
Procurement of security equipment for executive agencies shall be
accomplished in accordance with the provisions of this ? 101-26.501.
Government contractors and subcontractors eligible to purchase
security equipment (see FAR 51.1) and other Federal agencies may
participate in this program.
? 101-26.501-1 Submission of requisitions.
Requisitions for security equipment covered by the latest edition
of Federal specifications AA-F-357, AA-F-358, AA-F-363, AA-S-1518,
and AA-D-600, and interim Federal specifications AA-F-00364 and AA-C-
001697 shall be submitted in FEDSTRIP format. GSA will consolidate
requisitions for these items for procurement on a definite quantity
basis.
Requisitions for security equipment will be consolidated by GSA on
January 31, April 30, July 31, and October 31 of each year. The
consolidated requisitions will be used in executing definite quantity
contracts. To ensure inclusion in the invitation for bids,
requisitions shall be submitted to GSA on or before January 1, April
1, July 1, or October 1, as appropriate. Requisitions received after
any of these dates normally will be carried over to the subsequent
consolidation date. Approximately 180 calendar days following the
consolidation dates should be allowed for initial delivery.
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Requisitions shall include a required delivery date which reflects
anticipated receipt under the time schedule.
? 101-26.501-3 Ordering from Federal Supply Schedules.
To ensure that a readily available source exists to meet unforeseen
demands for security equipment, indefinite quantity Federal Supply
Schedule contracts will remain in effect to satisfy urgent
requirements which are not appropriate for consolidated procurement
and do not exceed the maximum order limitations. Items of security
equipment are available through Federal Supply Schedule, FSC group
71, part III, section E, for agencies to order direct from the
contractor. These sources may also be used by Government contractors
and subcontractors (at any tier) meeting the requirements of FAR 51.1
for purchases within the specified maximum order limitation.
? 101-26.501-4 Quantities in excess of the maximum order limitation.
Quantities exceeding the maximum order limitation on Federal Supply
Schedules will also be consolidated and procured by GSA pursuant to
~ 101-26.501-2. Where quantities are required to be delivered before
the time frames established for the quarterly consolidated
procurement, the requisition must indicate the earlier required
delivery. As necessary, separate procurement action will be taken by
GSA to satisfy the requirements.
? 101-26.502 Acquisition of mercury.
(a) Executive agencies of the Federal Government are prohibited
from purchasing mercury in quantities of 76 pounds or more from
commercial sources without prior clearance from GSA.
(b) Mercury, which is at least 99.9 percent pure (not triple
distilled), is available for transfer from GSA stocks at fair market
value. Requests for mercury by an agency for direct use or for use
by its cost-reimbursement-type contractors shall be made to the
General Services Administration (DSD), Washington, DC 20405. The
Program Manager, Stockpile Disposal Division, will furnish the
current fair market value to the requesting agency, which then
submits a request to the Program Manager for the transfer of the
quantity required. The unit of issue is a 76-pound flask.
(c) Requests for clearance to purchase quantities of 76 pounds or
more from sources other than GSA must be accompanied by a statement
of the reasons that make the available mercury unsuitable for the
purposes of the requesting agency. Requesting agencies will be
notified as to the approval or disapproval of such requests.
(d) From time to time mercury, in quanties of less than 76 pounds
and in lesser degrees of purity, may become excess to the needs of a
Federal agency. Upon advice of the availability of such mercury, GSA
will offer it for utilization without reimbursement in the same
manner as other property is offered.
~ 101-26.503 Fuels and packaged petroleum products obtained from or
through the Defense Logistics Agency.
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(a) Civilian agencies shall be governed by the provisions of this
section in satisfying requirements of coal, petroleum fuels, and
certain petroleum products from or through the Defense Logistics
Agency (DLA) .
(b) The Defense Logistics Agency has been assigned the supply
responsibility for fuel and certain petroleum products. These items
will be available either from contracts (or contracts summarized in
contract bulletins) issued by the Defense Fuel Supply Center,
Alexandria, VA or through FEDSTRIP requisitions placed on the Defense
General Supply Center, Richmond, VA in accordance with instructions
contained in the GSA Handbook, "FEDSTRIP Operating Guide (FPMR 101-
26.2)." Agencies submitting estimates of requirements which are
summarized in the Defense Fuel Supply Center contract bulletins are
obligated to satisfy such requirements from these contracts.
Estimates submitted shall not include requirements normally obtained
through service station deliveries utilizing the U.S. Government
National Credit Card.
? 101-26.503-1 Procurement of lubricating oils, greases, and gear
lubricants.
(a) The Defense Fuel Supply Center will make annual procurements
of lubricating oils, greases, and gear lubricants for ground type
(nonaircraft) equipment and of aircraft engine oils on an annual
program basis. Estimates of requirements for items covered by these
programs will be solicited annually from agencies on record with the
Defense Fuel Supply Center in time for the requirements to arrive at
the Center on the following schedule:
___
____ ___
Purchase
program __
Due on or
before
Lubricating oils
(nonaircraft)
4.1
November 15
Aircraft engine
oils............
4.2
June 15
Grease and gear
oils............
4.4
October 15
(b) Activities not on record but requiring procurement support
shall submit requests to: Commander, Defense Fuel Supply Center,
Attn: DFSC-PG, Cameron Station, Alexandria, VA 22314, on or before
the requirement due dates specified in ?101-26.503-1(a). Submission
of requirements is not required if:
(1) The maximum single order is less than the minimum quantity
obtainable under the bulletin;
(2) Container sizes are smaller than those available under the
bulletin; or
(3) Purchase without regard to existing Defense Fuel Supply Center
contracts is otherwise authorized.
(c) Agency requirements will be consolidated and solicited for
procurement by the Defense Fuel Supply Center. Contractual action to
obtain coverage for these programs will be summarized in a contract
bulletin for program 4.1 and 4.4. Copies of the bulletins (copies of
contracts for program 4.2) will be distributed to addressees provided
by the agencies or contract bulletins.
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? 101-26.503-2 Procurement of packaged petroleum products.
(a) Packaged petroleum products listed in the Federal Supply
Catalog for Civil Agencies shall be obtained by submitting
requisitions prepared in accordance with the GSA Handbook, "FEDSTRIP
Operating Guide (FPMR 101-26.2)."
(b) Activities may effect local purchase of any DLA-managed,
centrally procured item, commercially available, provided the
purchase:
(1) Is limited to immediate-use requirements generated by
emergency conditions (e.g., work stoppage, etc.); or
(2) Is to satisfy a routine requirement having a total line value
not in excess of $25 and is determined to be the most economical
method of supply.
(c) DGSC may return requisitions for local purchase action citing
FEDSTRIP/MILSTRIP status code CW with the concurrence of the
requisitioning activity when it is deemed that a local purchase
action would be the most economical method of supply. A
determination will be based on recognition of excessive costs
(procurement, transportation/shipping, and special packaging
considerations) as compared to those costs associated with local
purchase action. Requisition priorities, backorder situations,
procurement and required delivery dates (PDD/RDD), and requisition
line item dollar values shall not be a basis or consideration for a
Status Code CW reject action. Requisitions from overseas activities
will not be returned to overseas activities for a local purchase
action.
? 101-26.503-3 Procurement of gasoline, fuel oil (diesel and
burner), kerosene, and solvents.
(a) Estimates of annual requirements will be solicited annually by
the Defense Fuel Supply Center from agencies on record so as to reach
that activity approximately 45 calendar days before the due date
shown in the Defense Fuel Supply Center geographic alignment of
States set forth in ~ 101-26.503-3 (d) and (e). The requirements call
will be accomplished by mailing a computer-produced record of the
file data for each delivery point that has been identified to each
submitting addressee; instructions for validation and return will be
included. Activities not on record but requiring procurement support
shall prepare and submit estimates on DFSC Form 15:18 to the Defense
Fuel Supply Center, Cameron Station, Alexandria, VA 22314. Forms may
be obtained on request from: Commander, Defense Fuel Supply Center,
Attention: DFSC-OD, Cameron Station, Alexandria, VA 22314.
(1) Estimated annual requirements for any delivery point which
total less than the following minimums shall not be submitted to the
Defense Fuel Supply Center, unless the activity does not have
authority or capability to procure locally.
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Minimum annual
requirement
(gallons)
____ _ _ _
Gasoline .......................... ............ 10,000
Burner fuel oil ................................ 10,000
Diesel oil ..................................... 10,000
Kerosene ....................................... 10,000
Solvents. ...... ... ........................ 500
(2) Estimates shall not be submitted when the minimum quantities
to be delivered to any one point on a single delivery are less than
the following minimums, unless the activity does not have the
authority or capability to procure locally.
Minimum quantity
furnished on a
Delivery method single deliver
Drums ................ 4 drums (200-220 gallons).
Tank wagon........... 50 gallons.
Transport truck...... Full truckload (5,200-7,500 gallons).
Tank car ............. Full carload (8,000-12,000 gallons).
(b) Agency requirements will be solicited for procurement by the
Defense Fuel Supply Center. Contracts resulting from these
solicitations will be summarized (separately for each Defense Fuel
Supply Center geographic region) in contract bulletins and will be
distributed to agencies on record. Activities requiring additional
contract bulletins shall submit requests to: Commander, Defense Fuel
Supply Center, Attention: DFSC-OD, Cameron Station, Alexandria, VA
22314.
(c) The items covered in contract bulletins issued by the Defense
Fuel Supply Center are in accordance with the latest issues of the
applicable Federal specification. Agency requirements submitted for
products not under a Federal specification must include accurate and
complete product laboratory analysis.
(d) The following illustrates the Defense Fuel Supply Center
geographic alignment of the States, the delivery periods covered for
each region, the identification of purchase programs, and the due
dates for submission of requirements for motor gasoline, fuel oil
(diesel and burner), and kerosene.
MOTOR GASOLINE, FUEL OILS (DIESEL AND
HEATING), AND KEROSENE
State Delivery period Requirements
due date
Alaska-Purchase Program 3.91. July 1 to June 30 Jan. 1
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Hawaii-Purchase Program 3.1.
July 1
DFSC Region 1-Purchase Program 3.21:
Connecticut
Maine
Massachusetts
New Hampshire
Rhode Island
Vermont
DFSC Region 2-Purchase Program 3.22:
New Jersey
New York
Pennsylvania
DFSC Region 3-Purchase Program 3.23:
Delaware
District of Columbia
Indiana
Kentucky
Maryland
Ohio
Tennessee
Virginia
West Virginia
DFSC Region 4-Purchase Program 3.24:
Alabama
Arkansas
Florida
Georgia
Louisiana
Mississippi
Missouri
North Carolina
South Carolina
Puerto Rico
Virgin Islands
DFSC Region 5-Purchase Program 3.25:
Illinois
Iowa
Michigan
Minnesota
Wisconsin
DFSC Region 6-Purchase Program 3.26:
Colorado
Kansas
Nebraska
New Mexico
North Dakota
Oklahoma
South Dakota
Texas
Wyoming
DFSC Region 7-Purchase Program 3.27:
Arizona
California
Sept . 1 to Aug . 31
do
do
do
do
do
Oct. 1 to Sept. 30
do
do
Aug. 1 to July 31
do
do
do
do
do
do
do
do
Apr . 1 to Mar . 31
do
do
do
do
do
do
do
do
do
do
May 1 to Apr . 30
do
do
do
do
June 1 to May 31
do
do
do
do
do
do
do
do
Nov . 1 to Oct . 31
do
Mar. 1
Do .
Do .
Do .
Do .
Do .
Apr. 1
Do .
Do.
Feb. 1
Do .
Do .
Do.
Do .
Do .
Do .
Do .
Do .
Oct. 1
Do .
Do .
Do .
Do .
Do .
Do .
Do .
Do .
Do .
Do .
Nov. 1
Do .
Do .
Do .
Do.
Dec. 1
Do .
Do .
Do.
Do .
Do .
Do .
Do.
Do.
May 1
Do .
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Nevada do Do.
Utah do Do.DFSC
Region 8-Purchase Program 3.28:
Idaho July 1 to June 30 Jan. 1
Montana do Do.
Oregon do Do.
Washington do Do.
1 Includes solvents.
NOTE: Program 3.23 does not include requirements for those
activities supported by the GSA Region 3 Fuel Yard.
(e) Estimates of requirements for solvents to be delivered in the
continental United States, Puerto Rico, and the Virgin Islands during
the period January 1 through December 31 shall be submitted to arrive
at the Defense Fuel Supply Center by the preceding July 1. The
purchase program identification is 3.11.
(f) Estimates of requirements for aviation fuels for delivery in
the United States shall be submitted in accordance with Section II,
Chapter 1, of DOD 4140.25-M, Procedures for the Management of
Petroleum Products.
(a) Federal agencies desiring to participate in the Defense Fuel
Supply Center coal contracting program for carload delivery outside
the District of Columbia and vicinity may obtain coal through this
program by submitting estimates as provided in this ? 101-26.503-4.
(b) Estimates of coal requirements shall be prepared on DD Form
416, Requisition for Coal, Coke, or Briquettes (illustrated as ? 101-
26.4904-416), clearly marked "Estimate Only", and submitted in
original and one copy to arrive at the Defense Fuel Supply Center,
Cameron Station, Alexandria, VA 22314, before the following
requirement due dates:
Purchase program
For activities
Reqts. due
For
delivery
located in
in DFSC by
beginning
5.5
Indiana, Illinois, Iowa, June 1
December 1
Kansas, Missouri,
South Dakota, West
Tennessee, West Kentucky,
Wisconsin.
5.9(Lignite)
North Dakota June 1
December 1
5.3
Alabama, East Kentucky, August 15
April 1
East Tennessee, Ohio,
Georgia, North Carolina,
South Carolina, West
Virginia
5.8(Anthracite)
Connecticut, District November 1
May 1
f C
l
bi
M
d
l
o
um
o
a,
ary
an
,
Massachusetts, New Jersey,
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5.4
New York, Pennsylvania,
Virginia, South Carolina
Michigan, Minnesota,
November 1
May 1
5.7
North Dakota, Wisconsin
Alaska
November 1
May 1
5.2
District of Columbia,
January 15
August 1
5.1
Maryland, New Jersey,
Pennsylvania, Virginia
Connecticut, Maine,
April 1
October 1
5.6
Massachusetts, New
Hampshire, New York,
Vermont
Arizona, California,
April 1
October 1
Colorado, Idaho, Montana,
New Mexico, Oregon, Utah,
Washington, Wyoming
NOTE;
Except for purchase programs 5.8 and 5.9, all programs refer
to requirements for bituminous coal.
(1) A separate requirement form shall be prepared for each
delivery point and for each size and kind of coal, such as
bituminous, anthracite, or lignite. The purchase program number is
to be entered in the upper right hand block of DD Form 416.
(2) The section of DD Form 416 entitled "Analytical Specifications
Required" shall reflect minimum requirements based on heating
engineering data applicable to the particular equipment in which the
coa 1 wi 11 be used .
(c) Contractual information covering these requirements will be
furnished each participating agency by the Defense Fuel Supply Center
after contracts are awarded. As shipments of coal are required, each
activity shall direct the contractor to make delivery. Payment for
deliveries shall be arranged for by the ordering activity directly
with the contractor. Should estimated requirements not be needed due
to changes or conversions in heating equipment or other reasons,
activities shall notify the Defense Fuel Supply Center of such
changes as soon as possible.
(d) Copies of DD Form 416 may be obtained from: Commander,
Defense Fuel Supply Center, Attention: DFSC -PE, Cameron Station,
Alexandria, VA 22314.
(e) Each participating agency may elect to collect coal samples,
for analysis purposes. Coal samples shall be forwarded by the agency
to the Department of Energy, Pittsburgh Energy Technology Center,
P.O. Box 10940, Pittsburgh, PA 15236. A charge for each sample
submitted will be assessed by the Department of Energy for performing
such analysis, or agencies may enter into an agreement with the
Department of Energy for services and testing on an annual flat rate
basis. Agencies shall furnish the Department of Energy laboratory
complete billing instructions at the time samples are submitted.
Copies of the results of each analysis will be furnished by the
Department of Energy to offices responsible for payment for
comparison with the analytical limits guaranteed by the contractor.
In the event that the sample does not meet the minimum requirements
of the analytical limits specified in the contract, the using agency
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shall compute the amount, if any, to be deducted from the contract
price.
~ 101-26.504 Electronic items.
Executive agencies shall satisfy their requirements for electronic
items listed in the Federal Supply Catalog for Civil Agencies (FSC
Group 59, except classes 5940, 5970, 5975, 5977, and 5995) from the
Defense Electronics Supply Center (DESC), DLA. Items listed in
classes 5940, 5970, 5975, 5977, and 5995, unless managed as
exceptions by GSA, shall be obtained from the Defense General Supply
Center (DGSC), DLA. Requisitions shall be prepared in accordance
with the GSA Handbook, "FEDSTRIP Operating Guide (FPMR 101-26.2)."
Electronic items may be obtained from local purchase sources when
such action is authorized under the provisions of 101-26.503-2(b).
DESC may return requisitions for local purchase under the same
condition governing the return of requisitions by DGSC set forth in
~ 101-26.503-2 (c) .
Agencies required to use GSA supply sources should also use Defense
supply centers (DSc's) as sources of supply for items listed in the
Federal Supply Catalog for Civil Agencies, Identification and
Management Data List, published by DLA. The catalog will contain
only those items in Federal supply classification classes which are
assigned to them for Government-wide integrated management, or
exception items in other classes similarly assigned. A list of DSc's
and their corresponding commodity areas along with requisitioning
instructions are published in the GSA Handbook, "FEDSTRIP Operating
Guide (FPMR 101-26.2)." As additional items are assigned to managers
other than GSA for Government-wide integrated material management,
GSA will announce the changes through the Federal Catalog System and
GSA's regular supply publications.
? 101-26.506 Supply support available from the inventory control
points of the military departments.
Federal civil agencies may obtain items of supply which are
procured and managed by the inventory control points (ICP) of the
Army, Navy, and Air Force and are available in the United States,
provided that a national stock number has been assigned to the items.
Agencies should refer to the GSA Handbook, "FEDSTRIP Operating Guide
(FPMR 101-26.2)" for information on IC P's and related commodity areas
as well as information concerning supply support from the ICP's and
instructions on obtaining items from these sources.
? 101-26.507 Purchase of products and services from the blind and
other severely handicapped persons.
(a) Purchases by executive agencies of products produced by
workshops for the blind or other severely handicapped persons which
are carried in GSA supply distribution facilities must be made as
provided in Subpart 101-26.2.
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(b) Purchase by all Federal agencies of products and services
offered for sale by workshops for the blind and other severely
handicapped persons which are not carried in GSA supply distribution
facilities, and purchases by executive agencies under exceptions set
forth in ? 101-26.201, must be made in accordance with the
Procurement List published by the Committee for Purchase of Products
and Services of the Blind and Other Severely Handicapped. Products
and services offered by the blind shall be given precedence over
those offered by other severely handicapped persons.
(c) Products produced by workshops for the blind and other
severely handicapped persons which are available from GSA supply
distribution facilities are designated by an asterisk (*) preceding
the national stock number in the Procurement List identified in
paragraph (b) of this section.
~ 101-26.508 Products manufactured by the Federal Prison Industries,
Inc .
(a) Purchases by executive agencies of prison-made products
carried in GSA supply distribution facilities must be made as
provided in Subpart 101-26.2.
(b) Purchases by all Federal agencies of prison-made products not
carried in GSA supply distribution facilities, or supply items
procured under exceptions set forth in ? 101-26.201, must be made in
accordance with the provisions in the Schedule of Products Made in
Federal Penal and Correctional Institutions. Products available from
Federal Prison Industries, Inc., shall be accorded priority over
products offered for sale by the workshops of the blind and other
severely handicapped persons.
(c) Prison-made products which are available from GSA supply
distribution facilities are designated by an asterisk (*) preceding
the national stock number in the product schedule referred to in
paragraph (b) of this section.
? 101-26.509 Marginally punched continuous forms.
(a) Except for those marginally punched continuous forms which GSA
procures for stock, all requirements for such forms shall be ordered
from GPO contracts or other established GPO sources. If an item is
available from GSA stock, acquisition shall be from this source.
(b) Requirements for marginally punched continuous forms which are
not available from GPO or GSA sources or which exceed the maximum
monetary limitations of the GPO contract shall be submitted to GPO
for appropriate action. If requirements are less than the minimum
orders/shipment limitations of the GPO contract, agencies may procure
them directly from commercial sources.
~ 101-26.510 Nonperishable subsistence (NPS) items.
With the exception of condiment packages in Federal supply classes
8940 and 8950, managed by the Defense Logistics Agency's Defense
Personnel Support Center, all nonperishable subsistence items are in
Federal supply group (FSG) 89. Subsistence items are managed by and
available from the Veterans Administration (VA). These items are
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listed in the Subsistence Catalog, which is available from the
Director, Office of Procurement and Supply (92), Veterans
Administration, Washington, DC 20420. Instructions on requisitioning
these items are contained in the GSA Handbook, "FEDSTRIP Operating
Guide (FPMR 101-26.2)."
Except for medical items covered by Forest Service specifications
that are managed by GSA, civilian agencies shall satisfy their
requirements for medical items in FSG 65 from the Veterans
Administration by submitting FEDSTRIP requisitions using routing
identifier Code G36 or mailing them to the Director, VA Supply Depot
(901E), P.O. Box 27, Hines, IL 60141.
? 101-26.512 Helium - gas or liquid.
(a) Federa] agencies are required under the provisions of P. L.
86-777 (50 USC 167a et se q) to obtain all major requirements for
helium from the Secretary of the Interior, Bureau of Mines.
Contractors shall also obtain from the Bureau of Mines helium
required in the performance of Federal contracts.
(b) Federal agencies and their
contractors shall obtain helium
from:
(1) The Bureau of Mines, Divisi
on of Helium Operations, 1100 South
Fillmore Street, Amarillo, Texas
79101, or
(2) Private helium distributors who are eligible to distribute
helium purchased from the Bureau of Mines. A complete listing of
eligible private distributors may be obtained from the above
addressee.
~ 101-26.513 Adjustments.
Requests for billing adjustments should be submitted in accordance
with chapter 5 of the GSA Handbook, "Discrepancies or Deficiencies in
GSA or DOD Shipments, Material, or Billings (FPMR 101-26.8)."
SUBPARTS 101-26.6--101-26.7 [Reserved)
SUBPART 101-26.8 DISCREPANCIES OR DEFICIENCIES IN GSA
OR DOD SHIPMENTS, MATERIAL, OR BILLINGS
? 101-26.800 Scope of subpart.
This subpart prescribes a uniform system for reporting
discrepancies or deficiencies in material or shipments and processing
requests for or documenting adjustments in billings from or directed
by GSA or Department of Defense (DOD) activities.
? 101-26.801 Applicability.
This subpart is applicable to all civilian executive agencies,
including their contractors and subcontrators when authorized. DOD
activities should follow the applicable DOD or military
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service/agency regulations in reporting discrepancies or deficiencies
in shipments or material, or requesting adjustments in billings from
or directed by GSA unless exempted therefrom, in which case the
provisions of this ? 101-26.801 apply.
The provisions of this regulation are not applicable to shipments
and billings related to the stockpile of strategic and critical
material or to excess or surplus property; to billings for services,
space, communications, and printing; or to purchases made from a
self-service store or a customer supply center.
? 101-26.803 Discrepancies or deficiencies in shipments, material,
or billings.
? 101-26.803-1 Reporting discrepancies or deficiencies.
Procedures for documenting discrepancies or deficiencies, including
those for documenting and reporting quality deficiencies, are set
forth in the GSA Handbook, "Discrepancies or Deficiencies in GSA or
DOD Shipments, Material, or Billings (FPMR 101-26.8)," promulgated by
the Assistant Administrator for Federal Supply and Services. Copies
of this handbook may be obtained by submitting a completed GSA Form
457, FSS Publications Mailing List Application (Mail List Code ODDH-
0001). GSA Form 457 may be obtained from GSA regional offices.
SUBPARTS 101-26.9--101-26.48 [Reserved]
SUBPART 101-26.49--ILLUSTRATIONS OF FORMS
? 101-26.4900 Scope of subpart.
This subpart illustrates forms prescribed or available for use in
connection with subject matter covered in other subparts of Part 101-
26.
?
101-26.4901
[Reserved]
?
101-26.4902
GSA forms.
(a) The GSA forms are illustrated in this ? 101-26.4902 to show
their text, format, and arrangement and to provide a ready source of
reference. The subsection numbers in this section correspond with
the GSA form numbers.
(b) Agency field offices may obtain the GSA forms illustrated in
this ? 101-26.4902 by submitting their requirements to their
Washington headquarters office which will forward consolidated annual
requirements to the General Services Administration (BRO),
Washington, DC 20405.
? 101-26.4902-457 GSA Form 457, FSS Publications Mailing List
Application.
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Note: The form illustrated in ?101-26.4902-457 is filed as part of
the original document.
? 101-26.4904 Other agency forms.
This section illustrates forms issued by other agencies which are
prescribed or available for use in connection with subject matter
covered in other subparts of Part 101-26. The issuing activity is
also identified in the section requiring the use of such forms. The
forms are illustrated to show their text, format, and arrangement and
to provide a ready source of reference. The subsection numbers in
this section correspond with the applicable agency form numbers.
? 101-26.4904-416 DD Form 416: Purchase Request for Coal, Coke, or
Briquettes.
Note: The form illustrated in ? 101-26.4904-416 is filed as part
of the original document.
8. The table of contents for Part 101-27 is amended to add the
following entry:
101-27.508 Frustrated shipments.
9. The authority citation for Part 101-27 reads as follows:
AUTHORITY: Sec. 205(c), 63 Stat. 390; 40 U.S.C. 486(c).
SUBPART 101-27.5--RETURN OF GSA STOCK ITEMS
10. Subpart 10127.5 is amended to add the following Section 101-
27.508, redesignated and transferred from ? 101-26.311:
? 101-27.508 Frustrated shipments.
(a) At the request of the ordering agency, GSA may authorize
diversion or return for credit of any shipment consigned to an
overseas destination which, while en route, cannot be continued
onward for any reason and for which the consignee or requisitioning
agency cannot provide diversion instructions:
Provided, The frustration occurs at a water or air terminal and
title to the material has not passed from the Government. Frustrated
shipments located outside the United States are the responsibility of
the consignee or ordering agency. However, GSA will assist the
agency whenever possible in disposing of the material when it cannot
be utilized by the overseas control area of the agency, e.g.,
overseas command or AID area.
(b) Requests to GSA for disposition instructions shall be directed
to the GSA office which made the shipment. Data provided by the
agency shall include the original requisition document number,
purchase order number (if any), supplementary addresses, and present
location of the frustrated shipment. In addition, the agency should
furnish the Government bill of lading number or commercial bill of
lading reference, and the carrier's freight or waybill number.
(c) GSA may direct disposition of such material through any of the
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means listed below. Disposition instructions will include a
determination by GSA as to the responsiblity for payment of
transportation costs.
(1) Shipment of material to another consignee.
(2) Temporary storage pending further instructions.
(3) Return to GSA stock.
(4) Disposal by agency.
(5) Disposition through other means if deemed to be in the best
interest of the Government.
(d) GSA will provide required documentation to accomplish the
desired action and will, if appropriate, initiate necessary
adjustments in billing.
(e) Frustrated shipments involving other than GSA stock items will
be treated in a manner similar to that prescribed in this ? 101-
27.508 on a case-by-case basis.
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