(3) Each issuing office shall be responsible for monitoring the purchases made under each authorization, and for requiring the maintenance of procurement records needed for audit purposes. (b) (1) Public Law 85-934 (72 Stat. 1793; 42 U.S.C. 1892) authorizes the vesting of title to equipment purchased with Federal funds pursuant to grants or contracts for the conduct of basic or applied scientific research at nonprofit institutions of higher education or at nonprofit organizations whose primary purpose is the conduct of scientific research (205 DM 9). (2) This authority to vest title to scientific research equipment shall be used to reduce the Government's cost and administrative burden of accounting, shipment, storage, disposition, and otherwise treating the equipment as Government property. (3) Office of Management and Budget Circular No. A-101, dated January 9, 1971, recognizes the need for reducing such costs and burden while furthering the overall Government objective of strengthening the scientific capability of educational institutions. The policy set forth in OMB Circular No. A-101 shall be used to determine when title to equipment should be vested in such institutions. This policy applies to educational institutions only. § 114-26.705 tion. Preparing the authoriza (Name and address of grantee) GENTLEMEN: The Property Management Officer for (name of appropriate office) has been given the responsibility to serve as the property administrator for your grant. He will, in this capacity, be able to provide advice and guidance concerning the physical control, maintenance of accountability records, and disposition of property. For the duration of your grant and any extension thereof, the services of the General Services Administration (GSA) are available for assistance in the procurement of equipment and supplies. As a general rule, the use of GSA sources of supply is voluntary for grantees, but there may be occasions when you will be required to use Government sources of supply. The sources of supply authorized for your use are: (1) GSA's Stores Stock, (2) Federal Supply Schedule contracts, (3) GSA Shelf-Service Stores, and (4) other available GSA contracts. A copy of this letter is being sent to the GSA regional office in your geographic area since it constitutes your authority to deal directly with that office. Please contact that office for information on how to place orders. GSA and Federal Supply Schedule contractors will bill you directly, and you are obligated for the payment of such bills. This authorization may be used only for equipment and supplies purchased directly by your organization for the purpose of carrying out the above cited grant program. Any question about procurement procedures, maintenance of accountable property records, and disposition of property should be directed to the Property Management Officer, (name, address, and telephone number). Your grant number is to be cited prominently on all correspondence. Sincerely yours, (Appropriate official) § 114-26.707 Acquisition of GSA stock. (a) Grantees and contractors, including subgrantees and subcontractors, should obtain FEDSTRIP system orientation from the GSA Regional Supply Service Officer. AUTHORITY: The provisions of this Part 114-27 issued under sec. 205(c), 63 Stat. 390; 5 U.S.C. 301, 40 U.S.C. 486(c). SOURCE: The provisions of this Part 114-27 appear at 36 F.R. 19026, Sept. 25, 1971, unless otherwise noted. Subpart 114-27.2-Management of Shelf-Life Materials § 114-27.206 Control and inspection. § 114–27.206-1 Agency controls. The head of each bureau and office shall establish procedures and controls as necessary to: (a) Identify those items carried in inventories which have a shelf life of 36 months or less. (b) Insure that items identified in accordance with paragraph (a) of this section are readily identifiable from inventory records. (c) Insure that items having a shelf life are stored in such a way that the oldest stock will be issued first. (d) Provide for periodic analyses of shelf-life materials to determine whether or not quantities on hand will be issued prior to expiration of the designated shelf life. (e) Install procedures which will insure maximum utilization of shelf-life items prior to deterioration, either by the holding office or through available or excess property utilization channels. (f) Schedule, insofar as practicable, procurement of self-life items so as to minimize the risk of losses through deterioration. Subpart 114-27.3-Maximizing Use of Inventories fer values agreed to by the transferor and transferee offices. (4) Bureaus and offices should not request transfer of any "long supply" items circularized as above, unless they have a specific need for the property and acquisition will not create a "long supply" inventory at the transferee office. (5) Bureaus and offices to which "long supply" inventory circularization notices are sent shall maintain a file of such notices. In the event a subsequent need arises for any items listed, inquiry shall be made of the holding bureau or office to determine whether the items are still available for transfer before initiating new procurement. PART 114-32-GOVERNMENT-WIDE AUTOMATED DATA MANAGEMENT SERVICES Subpart 114-32.4-Procurement and Contracting in Sec. (a) "Long supply" as defined FPMR 101-27.301(a) is further defined as that portion of the inventory which meets all of the following conditions: (1) Is in excess of normal requirements for a given period; (2) Is being retained because it will ultimately be used; (3) Is more economical to retain than to dispose and reacquire when and as needed; but (4) which the holding bureau or office is willing to transfer to fill specific needs within the bureau or within the Department. § 114-27.303 Reducing long supply. (a) The head of each bureau and office is responsible for establishing procedures to identify "long supply" items as herein defined. Such procedures shall include, as a minimum: (1) Periodic review of inventories or inventory records to identify those items falling into the "long supply" category. (2) Circularization of "long supply" items to other bureaus and offices in accordance with IPMR 114-43.1, except that such circularization should be without regard to whether the items are reportable or nonreportable property and should be limited to those offices known to use the items being circularized. (3) The circularization notice should indicate that the items listed are in "long supply" and whether or not reimbursement is required. Bureaus and offices may elect to require reimbursement at trans 114-32.407 Use of Federal Supply Schedules for ADPE, software and maintenance services. 114-32.408 Procurement guidance. AUTHORITY: The provisions of this Part 114-32 issued under sec. 205 (c), 63 Stat. 390; 5 U.S.C. 301, 40 U.S.C. 486 (c). § 114-32.407 Use of Federal Supply Schedules for ADPE, software and maintenance services. FPMR 101-32.407 contemplates that ADP equipment should be procured from a number of different sources whenever such action is both feasible and in the best interest of the Government. Accordingly, future solicitations for such equipment should stipulate this possible course of action. In order to achieve the desired result, the following paragraph, or modification thereof, shall be incorporated in solicitations for ADP equipment. ALTERNATE SOURCES PROCUREMENT CLAUSE The Government does not commit itself to procure any supply or service from any particular offeror by the issuance of this solicitation. The Government reserves the right to reject any and all offers received, or any part or parts thereof and to satisfy its total requirements, or any part thereof, from other sources. Such alternate sources include but are not limited to: (a) Equipment becoming excess to the Government's needs which is owned by the Government, or in which the Government has accrued equity due to past rentals paid. (b) Equipment obtained by lease or purchase from sources other than the manufacturer thereof. (c) Equipment which, because there is a substantial number of like individual components, lends itself to separate procurement (e.g. tape drives, disc drives, disc packs, etc.). Offerors are requested to state in their proposals the extent to which such courses of action would affect any commitment made by the offeror as to performance of the proposed system, or as to any aspect of pricing. The preceding paragraph will be both legally and substantively sufficient for most ADPE procurement actions. It may be modified, however, if necessary or desirable to meet a particular need or a specific procurement. [36 F.R. 15438, Aug. 14, 1971] § 114-32.408 Procurement guidance. Any solicitation for data processing equipment shall contain the information necessary to enable a prospective offeror to prepare a proposal or quotation properly. Offerors should be informed of all evaluation factors and of the relative weights to be attached to each factor (44 CG 493; 47 CG 242; 47 CG 336; CG Decision B-166052-(2) dated May 20, 1969). The mere arrangement of the factors in order of priority is not sufficient. A meaningful indication such as dollar value is required to permit each vendor to evaluate the effect of each individual factor in the preparation of his proposal. [36 F.R. 15438, Aug. 14, 1971] PART 114-35-TELECOMMUNI- Subpart 114-35.2-Major Changes and New Installations § 114-35.204 Submission of changes. (a) All requests for major changes or new installations of telecommunications services, except radio service, shall be submitted through the Bureau Telecommunications services, except radio service, shall be submitted through the Bureau Telecommunications Coordinator, to the Departmental Communications Specialist, Telecommunications Staff Office, Office of Managemert Operations, Department of the Interior, Washington, D.C. 20240, for transmittal to the General Services Administration as appropriate. In addition to the items listed in the Federal Property Management Regulations (FPMR 101-35.2), the following shall also be deemed major changes or new installations of telecommunication facilities which shall be submitted to the Departmental Communi cations Specialist for review and approval prior to installation: (1) Automatic Call Distributing Systems or any communication device which automatically distributes incoming calls. (2) 20-40 Dial Paks or any automatic dial intercommunicating system with more than two communicating paths. (3) Addition of switch or line capacity to any switchboard system, manual or dial, operated by a Bureau, Office or Service. (4) Touch-tone service. (5) Long Distance Xerography or similar graphic transmission systems or equipment. (6) Requests for connection to the long distance voice network portion of the FTS where such service cannot be provided locally by the GSA Regional Office, or where provision of such service incurs consolidated switchboard common distributable charges. (7) Installation of any wire telecommunication service, facility or equipment involving a minimum contract period of 1 year or more. Communications The Departmental Specialist will provide, upon request, assistance in any area of wire telecommunications services. Requests for such assistance should be submitted through the Bureau Telecommunications Coordinator, to the Director of Management Operations. (b) Installations involving an extension or major change to existing radiocommunication systems, or the implementation of new radiocommunication systems, shall be submitted to the Communications Engineer, Telecommunications Staff Office, Office of Management Operations, Department of the Interior, Washington, D.C. 20240, for review, frequency assignment, and coordination with other agencies, as appropriate. (Sec. 205 (c), 63 Stat. 390; 5 U.S.C. 301, 40 U.S.C. 301, 40 U.S.C. 486(c)) [36 F.R. 14740, Aug. 11, 1971] 114-38.5315 Disposal of aircraft. Records. Reports. AUTHORITY: The provisions of this Part 114-38 issued under sec. 205 (c), 63 Stat. 390; 5 U.S.C. 301, 40 U.S.C. 486(c). SOURCE: The provisions of this Part 114-38 appear at 35 F.R. 290, Jan. 8, 1970, unless otherwise noted. § 114-38.000 Scope of part. This part establishes basic policies and procedures for the effective and efficient management of motor equipment and is applicable to all motor equipment owned by the bureaus and offices of the Department. The head of each bureau and office shall establish organizational lines of responsibility to control the acquisition of all types of motor equipment and to insure maximum utilization of each unit through preventive maintenance, rotation, and orderly replacement programs. In the absence of other guidelines, such as those for GSA motor pool vehicles, the management principles set forth herein shall be applied to leased motor equipment when such equipment is leased on other than a short-term or emergency basis. [36 F.R. 20293, Oct. 20, 1971] Subpart 114-38.0-Definition of § 114-38.001 motor vehicles shall prepare and submit a consolidated Annual Motor Vehicle Report, Standard Form 82, whether or not it has accountability for 2,000 or more vehicles. (b) Job Corps vehicles. Bureaus participating in the Job Corps program shall submit a separate consolidated annual motor vehicle report covering vehicles assigned for use in such program. This report shall be supplemented with a listing of all Job Corps self-propelled motorized equipment on hand as of June 30 of each year. (See 755 DM 552.) § 114-38.101-1 Date for submission. (a) Annual Motor Vehicle Reports shall be submitted to the Director of Management Operations by September 1 of each year. (b) The report on Bureau-owned vehicles shall be submitted in triplicate. Reports on Job Corps vehicles shall be submitted in triplicate, with a copy to the Office of Job Corps Coordination. § 114-38.103 Records. (a) Accounting records. Bureaus and Offices are responsible for the development and maintenance of motor vehicle cost accounting records as necessary to comply with the requirements of FPMR 101-38.1. (b) Utilization records, Bureau-owned vehicles. Heads of Bureaus and Offices shall establish procedures to ensure that: (1) Records are maintained to reflect utilization data (miles or hours operated) on an individual motor vehicle basis. (2) Utilization data are recorded each day a vehicle is operated. Data covering two or more short trips during a single day may be combined to record total utilization during that particular day. (3) The utilization record of each motor vehicle is analyzed not less frequently than once each year by appropriate management officials, and (4) Any necessary followup action is taken promptly to achieve maximum effective utilization at the minimum cost. (c) Utilization records, interagency motor pool vehicles. Utilization records on interagency motor pool vehicles shall be recorded and reported in accordance with instructions issued by GSA regional offices and individual motor pools. (d) Operator's record. Form DI-120, Operator's Record, may be used for recording utilization data prescribed in IPMR 114-38.103(b). This form is avail able on requisition from the Branch of Subpart 101-38.3-Official § 114-38.301 General requirements. The term "motor vehicle" as used in FPMR 101-38.301, means motor vehicles as defined in 40 U.S.C. 472(1). § 114-38.302 Records. (a) The Director of Management Operations will, upon request, assign "blocks" of U.S. Government tag numbers to Bureaus and Offices and will maintain a current record of such assignments. (b) Each Bureau and Office shall maintain a current record of individual assignments of tags to the motor vehicles under its jurisdiction as required by FPMR 101-38.302. § 114-38.305 Display, assignment, and removal of U.S. Government tags. |