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purchase program number is to be en- are submitted. Copies of the results of tered in the upper right hand block of each analysis will be furnished by the DD Form 416.

Bureau of Mines to offices responsible (2) The section of DD Form 416 enti- for payment for comparison with the tled "Analytical Specifications Re- analytical limits guaranteed by the quired" shall reflect minimum require- contractor. In the event that the samments based on heating engineering ple does not meet the minimum redata applicable to the particular equip- quirements of the analytical limits ment in which the coal will be used.

specified in the contract, the using (c) Contractual information covering

agency shall compute the amount, if these requirements will be furnished any, to be deducted from the contract each participating agency by the De- price. fense Fuel Supply Center after con

(34 FR 19978, Dec. 20, 1969, as amended at 42 tracts are awarded. As shipments of

FR 58749, Nov. 11, 1977) coal are required, each activity shall direct the contractor to make delivery. $ 101-26.602–5 Procurement of natural Payment for deliveries shall be ar- gas from the wellhead and other ranged for by the ordering activity di

supply sources. rectly with the contractor. Should esti- (a) Natural gas requirements shall be mated requirements not be needed due satisfied from sources that are most to changes or conversions in heating advantageous to the Government in equipment or other reasons, activities terms of economy, efficiency, and servshall notify the Defense Fuel Supply ice. A cost/benefit analysis shall be reCenter of such changes as soon as pos- quired by the procuring Federal agency sible.

if the natural gas procurements at a fa(d) Copies of DD Form 416 may be ob- cility exceed 20,000 mcf annually and tained from: Commander, Defense Fuel the facility can accept interruptible Supply Center, Attention: DFSC:PE, service. If sources other than the local Cameron Station, Alexandria, VA public utility are the most advan22314.

tageous to the Government, agency re(e) Requirements for coal at loca- quirements may be satisfied through tions other than as identified in this the Defense Logistics Agency (DLA). $ 101-26.602–4 may be obtained by sub- Arrangements for DLA procurements mitting requests directly to the De- on behalf of civilian agencies shall be fense Fuel Supply Center, if centralized made through GSA. GSA will forward procurement is desired.

agency requests to DLA after assuring (f) Each participating agency may that necessary requirements data are elect to collect coal samples, for analy- included. sis purposes, in accordance with the (b) Agency requests for DLA natural latest edition of the Handbook on Coal gas shall be forwarded to the Public Sampling issued by the Department of Utilities Division (PPU), Office of Prothe Interior, Bureau of Mines. Copies of curement, General Services Administhis Handbook on Coal Sampling may tration, 18th and F Streets, NW., Washbe obtained upon request from: Coal ington, DC 20405. The requests shall inSampling and Inspection, Division of clude for each facility for which natuMineral Studies, U.S. Bureau of Mines, ral gas is required: The name, address, College Park, Md. 20740.

and telephone number of the request(g) Coal samples shall be forwarded ing agency representative; the name, by the agency to the Bureau of Mines, address, and telephone number of the 4800 Forbes Avenue, Pittsburgh, Pa. facility representative; the name of the 15213. A charge for each sample submit- local distribution company; the exted will be assessed by the Bureau of pected usage (in mcf) at the facility for Mines for performing such analysis, or each month during the next year of agencies may enter into an agreement service; the expected peak day usage in with the Bureau of Mines for services mcf at the facility; a statement of and testing on an annual flat rate funds availability; and documentation basis. Agencies shall furnish the Bu- of the cost analysis performed that jusreau of Mines laboratory complete bill- tifies the alternative source procureing instructions at the time samples ment.

(c) Agency requests for procurements by DLA shall be forwarded to GSA at the time the information specified in $ 101-26.602-5(b) becomes available.

(d) Agencies should anticipate that actions required by DLA to establish a natural gas contract will take 5 to 7 months.

Guide. 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.

(42 FR 58750, Nov. 11, 1977]

(57 FR 21895, May 26, 1992)

8 101-26.603 Electronic items available

from the Defense Logistics Agency. 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 Electronic Supply Center (DESC), DLA. Requisitions shall be prepared in accordance with the FEDSTRIP Operating Guide and submitted to DESC, 1507 Wilmington Pike, Dayton, Ohio 45444, using routing identifier code SIE. 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), Richmond, Va. 23297. Electronic items may be obtained from local purchase sources when such action is authorized under the provisions of 8 101-26.602-2(b). DESC may return requisitions for local purchase under the same conditions governing the return of requisitions by DGSC set forth in 8101–26.602-2(c).

8 101-26.606 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. A list of ICP's and their corresponding commodity areas is in the FEDSTRIP operating Guide. Agencies should also refer to the FEDSTRIP op erating Guide for additional information concerning supply support from the ICP's and for instructions on obtaining items from these sources.

[42 FR 58750, Nov. 11, 1977]

[42 FR 58749, Nov. 11, 1977)

8 101-26.605 Items other than petro

leum products and electronic items available from the Defense Logis

tics Agency. 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. By agreement with the Defense Logistics Agency, the catalog will contain only those items in Federal supply classification classes which are assigned to them for Governmentwide 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 FEDSTRIP Operating

8 101-26.607 Billings.

Unless other arrangements have been made between the Defense Logistics Agency and the requisitioning activity, billings for sales will be rendered at least monthly on Standard Form 1080, Voucher for Transfers Between Appropriations and/or Funds, supported by a listing of documents including identification of requisitions and related cards reflecting data pertaining to the gross sale, the retail loss allowance, and any credits for adjustments applicable to prior billings. In addition to these charges, an accessorial charge will be made on shipments destined for overseas to cover expenses incident to overseas packing, handling, and transportation. The Defense supply centers shall be provided with a continental U.S. address for payment of bills for overseas shipments.

[42 FR 28750, Nov. 11, 1977)

8 101-26.607-1 Payments.

Payments are expected to be made within 15 calendar days of receipt of the Standard Form 1080 from the Defense supply centers. Payment shall not be deferred until receipt of shipment or withheld pending resolution of adjustments.

(42 FR 58750, Nov. 11, 1977)

§ 101-26.607-2 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).

lished 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. (See $ 101–26.702(d) for priority accorded to products manufactured by Federal Prison Industries, Inc.)

(c) Products produced by workshops for the blind or 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.

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[39 FR 20599, June 12, 1974, as amended at 40 FR 7619, Feb. 21, 1975]

In cases of public exigency, items available from the Defense Logistics Agency may be procured from other sources as provided in 81-3.202.

[42 FR 58750, Nov. 11, 1977)

Subpart 101-26.7-Procurement

Sources Other Than GSA and the Department of Defense

$ 101-26.700 Scope and applicability of

subpart. This subpart prescribes policy and procedures relating to procurement sources other than those of GSA and the Department of Defense. The provisions of chis subpart 101-26.7 are applicable to executive agencies unless otherwise indicated. Other Federal agencies are encouraged to obtain their requirements in the same manner.

§ 101-26.702 Purchase of products

manufactured by the Federal Pris

on Industries, Inc. (a) Purchases by executive agencies of prison-made products carried in GSA supply distribution facilities must be made as provided in subpart 101–26.3.

(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 § 101–26.301, must be made in accordance with the provisions in the Schedule of Products Made in Federal Penal and Correctional Institutions.

(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.

(d) 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.

(39 FR 20599, June 12, 1974)

[39 FR 20599, June 12, 1974, as amended at 40 FR 7619, Feb. 21, 1975)

$ 101-26.701 Purchase of products and

services from the blind and other

severely handicapped persons. (a) Purchases by executive agencies of products produced by workshops of the blind or other severely handicapped persons which are carried in GSA supply distribution facilities must be made as provided in subpart 101–26.3.

(b) Purchases by all Federal agencies of products and services offered for sale by workshops of the blind or other severely handicapped persons which are not carried in GSA supply distribution facilities, and purchases by executive agencies under exceptions set forth in

101–26.301, must be made in accordance with the Procurement List pub

$ 101-26.703 Marginally punched con

tinuous forms. GSA has delegated authority to the U.S. Government Printing Office (GPO) to procure all marginally punched continuous forms for use by Federal agencies except those procured by GSA for stock. Therefore, all Federal agencies

or

shall submit their requirements for 8101-26.801 Applicability. such forms in accordance with the pro

This subpart is applicable to all civilvisions of this $ 101–26.703.

ian executive agencies, including their (a) Except for those marginally

contractors and subcontractors when punched continuous forms which GSA

authorized. DOD activities should folprocures for stock, all requirements for

low the applicable DOD or military such forms shall be ordered from GPO

service/agency regulations in reporting contracts or other established GPO

discrepancies or deficiencies in shipsources. If an item is available from

ments or material, or requesting adGSA stock, acquisition shall be from

justments in billings from or directed this source.

by GSA unless exempted therefrom, in (b) Requirements for marginally which case the provisions of this $101– punched continuous forms which are 26.801 apply. not available from GPO or GSA sources or which exceed the maximum mone- $ 101-26.802 Exclusions. tary limitations of the GPO contract

The provisions of this regulation are shall be submitted to GPO for appro- not applicable to shipments and bilpriate action. If requirements are less lings related to the stockpile of stratethan the minimum orders/shipment

gic and critical materials or excess or limitations of the GPO contract, agen

surplus property; or to billings for cies may procure them directly from

services, space, communications, and commercial sources.

printing. (39 FR 20600, June 12, 1974]

$ 101-26.803 Discrepancies

defi

ciencies in shipments, material, or 8 101-26.704 Purchase of nonperish

billings. able subsistence (NPS) items. With the exception of condiment 8 101-26.803-1 Reporting discrepancies packages in Federal supply classes 8940

or deficiencies. and 8950, managed by the Defense Lo

Discrepancies or deficiencies in shipgistics Agency's Defense Personnel

ments or material occur in four broad Support Center, all nonperishable sub- categories: Quality deficiencies, shipsistence items in Federal supply group ping discrepancies, transportation dis89, Subsistence Items, are managed by crepancies, and billing discrepancies. and available from the Veterans Ad- When discrepancies or deficiencies ministration (VA). These items are occur, activities shall document them listed in the Subsistence Catalog, with sufficient information to enable which is available from the Director, initiation and processing of claims Supply Service (134A), Veterans Ad- against suppliers and carriers. Proceministration, Washington, DC 20420. dures for documenting discrepancies or

deficiencies are set forth in the GSA (43 FR 29005, July 5, 1978]

publication, Discrepancies or Defi

ciencies in GSA or DOD Shipments, Subpart 101-26.8-Discrepancies Material, or Billings, issued by the or Deficiencies in GSA or DOD

Federal Supply Service, GSA. Copies of Shipments, Material, or Billings the publication may be obtained by

submitting a completed GSA Form 457,

FSS Publications Mailing List ApplicaSOURCE: 41 FR 56320, Dec. 28, 1976, unless otherwise noted.

tion, (referencing mailing list code

number ODDH-0001) to the following § 101-26.800 Scope of subpart.

address: General Services Administra

tion, Centralized Mailing List Service This subpart prescribes a uniform

(CMLS-C), 819 Taylor Street, P.O. Box system for reporting discrepancies or

17077, Fort Worth, TX 76102-0077. deficiencies in material or shipments and processing requests for or docu- NOTE: Copies of the GSA Form 457 may be menting adjustments in billings from obtained by writing the Centralized Mailing

List Service. or directed by GSA or Department of Defense (DOD) activities.

(55 FR 24086, June 14, 1990]

179--165 0–98-11

8 101-26.803–2 Reporting quality defi

ciencies.

(a) Quality deficiencies are defined as defects or nonconforming conditions which limit or prohibit the item received from fulfilling its intended purpose. Quality deficiencies include deficiencies in design, specification, material, manufacturing, and workmanship. Timely reporting of all quality deficiencies is essential to maintain an acceptable quality level for common-use items. GSA relies on agency reporting of quality deficiencies in order to act to remove the defective items from the supply system as well as to document contractor performance files for use in future procurements.

(b) A product deficiency which may cause death, injury, or severe occupational illness, or directly restrict the mission capabilities of the using organization, is called a "category I" complaint. Quality complaints that do not meet the category I criteria are called "category II" complaints. Standard Form (SF) 368, Quality Deficiency Report, or a message in the format of the Standard Form 368, is used to report quality deficiencies.

(c) Standard Form 368 (including SF's 368 submitted in message formats) are required for all product quality deficiencies that involve material (1) shipped to the user from a GSA distribution center (including shipments made directly to the user from GSA distribution centers as well as "indirect" shipments (shipments with intermediate stops between the GSA distribution center and the ultimate user)), (2) shipped to the user from a DOD depot or another Government activity, as directed by GSA, (3) purchased by GSA for the user and inspected by GSA, or (4) ordered from a GSA Federal Supply Schedule contract which specified source inspection by GSA.

(d) Category I complaints are to be reported to GSA by telephone or telegraphic message within 72 hours of discovery. Category II complaints are to be reported within 15 days after discovery.

(e) Standard Forms 368 (in triplicate) should be sent to the following address: GSA Discrepancy Reports Centers (6 FR-Q), 1500 East Bannister Road, Kan

sas City, MO 64131-3088. Communications routing indicator: RUEVFXE (unclassified), RULSSAA (classified), Com: (816) 926–7447, FTS: 926–7447, AUTOVON: 465-7447. In addition, when reporting a category I product quality deficiency condition, an information copy should be sent to the following address: General Services Administration, FSS, Office of Quality and Contract Administration, Quality Assurance Division (FRA), Washington, DC 20406. Communications routing indicator: RUEVFWM (unclassified), RULSSAA (classified), COM: (703) 557– 8515, FTS: 557-8515.

(1) For defective items covered by a manufacturer's commercial warranty, activities should initially attempt to resolve all complaints on these items themselves (examples of items with a commercial warranty are

vehicles, major appliances such as gas and electric ranges, washing machines, dishwashers, and refrigerators). If the contractor replaces or corrects the deficiency, an SF 368, in triplicate, should be sent to the Discrepancy Reports Center at the above address. The resolution of the case should be clearly stated in the text of the SF 368.

(g) If, however, the contractor refuses to correct, or fails to replace, either a defective item or an aspect of service under the warranty, an SF 368, along with copies of all pertinent correspondence, should be forwarded to the GSA office executing the contract (address will be contained in the pertinent contract/purchase order). An information copy of the SF 368 should also be submitted to the Discrepancy Reports Center at the above address.

(h) For items ordered from a GSA Federal Supply Schedule contract when the inspection is performed by an activity other than GSA or when the items are purchased by GSA for the user but not inspected by GSA, activities should initially attempt to resolve all complaints on these items directly with the contractor. If the contractor refuses to correct, or fails to replace a defective item, an SF 368, along with copies of all correspondence, should be forwarded to the GSA office executing the contract (address will be contained in the pertinent contract/purchase order). An information copy of the SF

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