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less than the estimated cost of protection for a one-year period;
(c) Facilities of little value located within public fire and police department limits, which can be locked or boarded up;
(d) Facilities where the major buildings are equipped with automatic sprinklers, supervised by American District Telegraph Company or other central station service, which do not contain large quantities of readily removable personal property, and which are in an area patrolled regularly by local police; and
(e) Facilities where agreements can be made with a lessee of a portion of the property to protect the remaining portions at nominal, or without additional cost.
2. Properties Requiring a Resident Custodian. A resident custodian or guard only 1s required at facilities of the following classes:
(a) Facilities containing little removable personal property but having a considerable number of buildings to be sold for off-site use when (a) the buidings are of low realizable value and so spaced that loss of more than a few buildings in a single fire is improbable, or (b) the buildings are so located that water for firefighting purposes is available and municipal or other fire department services will respond promptly;
(b) Small, inactive industrial and commercial facilities which must be kept open for inspection and which are so located that public fire and police protection can be secured by telephone;
(c) Facilities where the highest and best use has been determined to be salvage; and
(d) Facilities of little, or salvage, value but potentially dangerous and attractive to children and curiosity seekers where the posting of signs is not sufficient to protect the public.
3. Properties Requiring Continuous Guard Service. One guard on duty at all times (a total of 5 guards required) is required at facilities of high market value which are fenced; require only one open gate which can be locked during patrols; all buildings of which can be locked; and where local police and fire protection can be secured by telephone.
4. Properties Requiring High Degree of Protection. More than one firefighter-guard will be required to be on duty at all times at facilities of the classes listed below. The number, and the assignment, of firefighterguards in such cases should be determined by taking into consideration all pertinent factors.
(a) Facilities of high market value which are distant from public assistance and require an on-the-site firefighting force adequate to hold fires in check until outside assistance can be obtained.
(b) Facilities of high market value which can obtain no outside assistance and require an on-the-site firefighting force adequate to extinguish fires.
(c) Facilities of high market value at which the patrolling of large areas is necessary.
(d) Facilities of high market value not fenced and containing large quantities of personal property of a nature inviting pilferage.
(e) Facilities of high market value at which several gates must be kept open for operating purposes. 5. Standards for All Protected Properties.
(a) All facilities within the range of municipal or other public protection, but outside the geographic limits of such public body, should be covered by advance arrangements with appropriate authorities for police and fire protection service, at a monthly or other service fee if necessary.
(b) Patrolling of all facilities with large areas to be protected should be accomplished by use of automotive vehicles.
(c) At fenced facilities, a minimum number of gates should be kept open.
6. Firefighter-Guards. Firefighters and guards are the normal means for carrying out the fire protection and security programs at excess and surplus real properties where both such programs are required. The duties of firefighters and guards should be combined to the maximum extent possible in the interest of both economy and efficiency. Such personnel would also be available in many cases for other miscellaneous services, such as, removing grass and weeds or other fire hazards, servicing fire extinguishers, and other activities related to general protection of property.
7. Operating Requirements of Protection Units. Firefighter-guards or guards, should be required to make periodic rounds of facilities requiring protection. The frequency of these rounds would be based upon a number of factors; such as, location and size of the facility, type of structures and physical barriers, and the amount and type of activity at the facility. There may be instances where some form of central station supervision, such as American District Telegraph Company, will effect reduction in costs by reducing the number of firefighter-guards, or guards, required to adequately protect the premises.
8. Watchman's Clock. To insure adequate coverage of the entire property by the guards, or firefighter-guards, an approved watchman's clock should be provided, with key stations strategically located so that, in passing from one to the other, the guards will cover all portions of the property.
9. Protection Alarm Equipment. Automatic fire detection devices and allied equipment and services may materially assist in minimizing protection costs. However, use of devices of this type, like guards, are purely secondary fire protection and are primarily a means of obtaining fire and police protection facilities at the property in an emergency. There are various types of devices, each of which can be considered separately
or in combination as supplementing guard patrols, which may assist in reduction of costs and, in some instances, it may be possible to eliminate all guards.
10. Sentry Dogs. Frequently there are facilities of high market value, or which cover large areas, or are so isolated that they invite intrusion by curiosity seekers, hunters, vagrants, etc., which require extra or special protection measures. This has usually been taken care of by staffing with additional guards so that the "buddy system" of patrolling may be used. In such cases, the use of sentry dogs should be considered in arriving at the appropriate method of offsetting the need for additional guards, as well as possible reductions in personnel. If it is determined to be in the Government's interest to use this type of protection, advice should be obtained as to acquisition (lease, purchase, or donation), training, use, and care, from the nearest police department using sentry dogs. When sentry dogs are used, the property should be clearly posted "Warning-This Government Property Patrolled by Sentry Dogs.”
C. Maintenance Standards. The following standards or criteria are furnished as a guide in connection with the upkeep of excess and surplus real properties:
1. Temporary Type Buildings and Structures. Temporary buildings housing personal property which cannot be readily removed to permanent type storage should be maintained only to the extent necessary to protect the personal property. Vacant temporary structures should not be maintained except in unusual circumstances.
2. Permanent Type Buildings and Structures.
(a) No interior painting should be done. Where exterior wood or metal surfaces require treatment to prevent serious deterioration, spot painting only should be done when practicable.
(b) Carpentry and glazing should be limited to: work necessary to close openings against weather and pilferage; making necessary repairs to floors, roofs, and sidewalls
a protection against further damage; shoring and bracing of structures to preclude structural failures; and similar operations.
(c) Any necessary roofing and sheet metal repairs should, as a rule, be on a patch basis.
(d) Masonry repairs, including brick, tile, and concrete construction, should be undertaken only to prevent leakage or disintegration, or to protect against imminent structural failure.
(e) No buildings should be heated for maintenance purposes except in unusual circumstances.
3. Mechanical and Electrical Installations. These include plumbing, heating, ventilating, air conditioning, sprinkler systems, fire alarm systems, electrical equipment, elevators, and similar items.
(a) At facilities in inactive status, maintenance of mechanical and electrical installa
tions should be limited to that which is necessary to prevent or arrest serious deterioration. In most cases, personnel should not be employed for this work except on a temporary basis at periodic intervals when it is determined by inspections that the work is necessary. Wherever possible electrical systems should be deenergized, water drained from all fixtures, heat turned off, and buildings secured against unauthorized entry. Sprinkler systems should be drained during freezing weather and reactivated when danger of freezing has passed.
(b) At facilities in active status, such as multiple-tenancy operations, equipment should be kept in reasonable operating condition. Operation of equipment to furnish services to private tenants, as well as the procurement of utility services for distribution to tenants, should be carried on only to the extent necessary to comply with lease or permit conditions, or in cases where it is impracticable for tenants to obtain such services directly from utility companies or other sources.
(c) At facilities where elevators and/or high-pressure boilers and related equipment are in operation, arrangements should be made for periodic inspections by qualified and licensed inspectors to insure that injury to personnel, loss of life, or damage to property does not occur.
(d) Individual heaters should be used, when practicable, in lieu of operating heating plants.
4. Grounds, Roads, Railroads, and Fencing.
(a) Maintenance of grounds should be confined largely to removal of vegetation where necessary to avoid fire hazards and to control poisonous and noxious plant growth in accordance with local and State laws and regulations; plowing of fire lanes where needed; and removal of snow from roads and other areas only to the extent necessary to provide access for maintenance, fire protection, and similar activities. Wherever practicable, hay crops should be sold to the highest bidders with the purchaser performing all labor in connection with cutting and removal. Also, agricultural and/or grazing leases may be resorted to, if practicable, as other means of reducing the cost of grounds maintenance. Any such leases shall be subject to the provisions of $ 101-47.203–9 or $ 101-47.312.
(b) Only that portion of the road network necessary for firetruck and other minimum traffic should be maintained. The degree to which such roads are to be maintained should be only that necessary to permit safe passage at a reasonable speed.
(c) Railroads should not be maintained except as might be required for protection and maintenance operations, or as required under the provisions of a lease or permit.
(d) Ditches and other drainage facilities should be kept sufficiently clear to permit surface water to run off.
(e) Fencing, or other physical barrier, should be kept in repair suficiently to afford protection against unauthorized entry.
(a) At inactive properties, water systems, sewage disposal systems, electrical distribu. tion systems, etc., should be maintained only to the extent necessary to provide the minimum services required. Buildings or areas not requiring electrical service water should be deenergized electrically and the water valved off. Utilities not in use, or which are serving dismantled or abandoned structures, should not be maintained.
(b) At active properties, water supply, electrical power, and sewage disposal facilities frequently must be operated at rates much below designed capacities. Engineering studies should determine the structural and operating changes necessary for maximum economy. Where leakage is found in water distribution lines, such lines may be valved off rather than repaired, unless necessary for fire protection or other purposes.
(C) Where utilities are purchased by contract, such contracts should be reviewed to determine if costs can be reduced by revision of the contracts.
6. Properties to be Disposed of as Salvage. No funds should be expended for mainte
nance on properties where the highest and best use has been determined to be salvage.
D. Repairs. Repairs should be limited to those additions or changes that are necessary for the preservation and maintenance of the property to deter or prevent excessive, rapid, or dangerous deterioration or obsolescence and to restore property damaged by storm, flood, fire, accident, or earthquake only where it has been determined that resoration is required.
E. Improvements. No costs should be incurred to increase the sales value of a property, and no costs should be incurred to make a property disposable without the prior approval of GSA. (See § 101-47.401-5.) [29 F.R. 16126, Dec. 3, 1964, as amended at 30 F.R. 11281, Aug. 2, 1965) § 101-47.4914 Executive Order 11508.
NOTE: A copy of Executive Order 11508 was filed with the Office of the Federal Register as part of the Original Document. Executive Order 11508 appears in full text at 35 F.R. 2855. [35 F.R. 5262, Mar. 28, 1970]
PART 101-48-PART 101-49
CHAPTER 103—DEPARTMENT OF HEALTH,
EDUCATION, AND WELFARE
SUBCHAPTERS B-F (RESERVED]
SUBCHAPTER G- -TRANSPORTATION AND MOTOR VEHICLES
103-40 Transportation and traffic management.
SUBCHAPTER A GENERAL
103-1.5003 General. Subpart 103-1.1-Regulation System
103–1.5004 Primary responsibility. Sec.
103-1.5005 Assignment of responsibilities 103-1.100 Scope of subpart.
and delegations of author103-1.101 HEW Property Management
ity. Regulations System.
103-1.5006 Responsibilities of Depart103-1.103 Temporary-type HEWPMR.
ment officials. 103-1.104 Publication of HEWPMR.
103-1.5007 Responsibilities of property 103-1.105 Authority for HEWPMR.
management officers. 103-1.106 Applicability of HEWPMR. 103-1.5008 Responsibilities of individ103-1.109 Numbering HEWPMR.
uals for public property. 103-1.110 Deviation. 103-1.151 Exclusion.
Subpart 103–1.99—Illustrations 103-1.152 Citation.
103-1.9901 Supplementary part number
AUTHORITY: The provisions of this part
103–1 issued under 5 U.S.C. 301; 40 U.S.C. 103-1.5001 Applicability.
486(c). 103-1.5002 Definitions. 103-1.5002-1 Acquire (acquisition).
SOURCE: The provisions of this part 103-1 103-1.5002–2 Board of survey.
appear at 35 F.R. 13645, Aug. 27, 1970, unless 103–1.5002–3 Capitalization (capitalize, otherwise noted.
to). 103-1.5002-4 Capitalized property.
Subpart 103–1.1-Regulation System 103-1.5002-5 Department. 103–1.5002-6 Equipment.
§ 103–1.100 Scope of subpart. 103-1.5002-7 Head of the agency.
This subpart sets forth introductory 103–1.5002-8 Maintenance.
material concerning the Department of 103-1.5002-9 Materials. 103–1.5002–10 Operating agency.
Health, Education, and Welfare Prop103–1.5002–11 Property.
erty Management Regulations (referred 103–1.5002–12 Property management.
to herein as HEWPMR) in terms of the 103–1.5002–13 Property management officer.
establishment, authority, publication, 103-1.5002–14 Secretary.
applicability, implementation, and sup
plementation of the Federal Property Management Regulations (referred to herein as FPMR). It establishes the method of numbering, and provides the procedure for obtaining authority to deviate from regulations prescribed herein. § 103-1.101 HEW Property Manage
ment Regulations System. (a) This subpart establishes the Department of Health, Education, and Welfare Property Management Regulations System, Chapter 103 of the Federal Property Management Regulations System. It states its relationship to the Federal Property Management Regulations (41 CFR Ch. 101), and provides instructions governing the property management operations of the Department of Health, Education, and Welfare (referred to herein as HEW). To effectively provide selective material to specialized groups from the wide range of subject matter covered by the FPMR, the HEWPMR System is divided into segments and published as HEW Manuals, e.g., Materiel Management, Telecommunications, Real Property Management, Facilities Planning and Construction.
(b) The effective date of FPMR throughout HEW will be the date indicated in the respective FPMR unless otherwise provided in the HEWPMR. HEWPMR will be effective on the date of the transmittal notice by which distributed unless otherwise indicated in the respective transmittal notice.
(c) The HEW Property Management Regulations shall include regulations deemed necessary for business concerns, and others, to be informed of basic and significant HEW property management policies and procedures which implement, supplement, or deviate from the FPMR. § 103–1.103 Temporary-type HEWPMR.
HEWPMR include a temporary-type, issued as Circulars, for use under circumstances similar to those specified in FPMR 101-1.103 (a) and (b). Conversion to permanent type HEWPMR shall be m as soon as possible, in most instances within 180 days. $ 103–1.104 Publication of HEWPMR.
(a) The HEWPMR appear in the Code of Federal Regulations as Chapter 103 of Title 41, Public Contracts and Property Management, and are published in cumulative form.
(b) Policies and procedures which directly affect the public will be published in the FEDERAL REGISTER. However, related material, not affecting the public, may also be published in the FEDERAL REGISTER, when its inclusion will provide a logical comprehensive statement of HEW property management policies and procedures.
(c) HEWPMR will be issued in looseleaf form for use by employees of HEW. The material published in the FEDERAL REGISTER will be identified by a solid vertical line to the left of the text. The length of the line will coincide with the length of the text.
(d) All material for issuance at the Department level is published by the Office of General Services, OS-OASA. Original approved and signed manuscripts are filed with that Office. § 103–1.105 Authority for HEWPMR.
HEWPMR are to establish uniform policies and procedures in the Department within the area of property management. They are prescribed by the Assistant Secretary for Administration, under authority of 5 U.S.C. 301 and section 205(c), Federal Property and Administrative Services Act of 1949, as amended (40 U.S.C. 486(c)), delegated by the Secretary.
103–1.106 Applicability of HEWPMR.
FPMR and HEWPMR apply to all HEW activities unless otherwise specified, or unless a deviation is approved as provided in § 103–1.110. § 103–1.109 Numbering of HEWPMR.
(a) HEW has been assigned Chapter 103 for use in publishing its implementing and supplementing regulations. These regulatiors shall be numbered as provided in FPMR 101–1.109(«). Implementary material is that which expands upon related Federal Property Management Regulation material. Supplementary material is that for which there is no counterpart in the FPMR. Tlustration § 103–1.9901 identifies the numbering of supplementing parts assigned to each subchapter. Where material in the FPMR requires no implementation, there is no corresponding number in the HEWPMR. Thus, there are gaps in the HEWPMR sequence of numbers where the FPMR, as written, are applicable to HEW property management functions.
(b) Material issued by operating agencies and staff offices of HEW to comple