(c) Transferring to Federal Records Centers or approved agency records centers (to the extent that facilities are made available) inactive records not needed in daily business but not yet ready for disposal, when filing equipment can be released by such action.

(d) Shifting less active files, not transferable to approved records centers, to fiberboard storage boxes, using filing cabinets only when files are constantly used.

(e) Using filing cabinets with locks only when required by special needs that cannot be satisfied less expensively.

(f) Using letter-size filing cabinets instead of legal-size whenever possible.

(g) Using 5-drawer filing cabinets whenever available in lieu of 4-drawer cabinets.

[29 FR 15993, Dec. 1, 1964, as amended at 53 FR 11848, Apr. 11, 1988; 61 FR 14978, Apr. 4, 1996]

§§ 101-25.302-3-101-25.302-4 [Re

served]

§ 101-25.302-5 Carpeting.

(a) Carpeting is authorized for use where it can be justified over other types of floor covering on the basis of cost, safety, insulation, acoustical control, the degree of interior decoration required, or the need to maintain an environment commensurate with the purpose for which the space is allocated.

(b) In connection with new construction or alteration of space, if it is known that the area will eventually require carpeting, then resilient floor covering should be omitted and the carpeting installed initially.

[43 FR 18673, May 2, 1978, as amended at 49 FR 48546, Dec. 13, 1984]

§ 101-25.404 Furniture. Furniture (office, household and quarters, and institutional) shall not be replaced unless the estimated cost of repair or rehabilitation (based on GSA term contracts), including any transportation expense, exceeds at least 75 percent of the cost of a new item of the same type and class (based on prices as shown in the current edition of the GSA Supply Catalog, applicable Federal Supply Schedules, or the lowest available market price). An exception is authorized in those unusual situations in which rehabilitation of the furniture at 75 percent or less of the cost of a new item would not extend its useful life for a period compatible with the cost of rehabilitation as determined by the agency head or his designee.

[38 FR 28566, Oct. 15, 1973]

§ 101-25.404-1 Limitation.

Nothwithstanding the provisions in § 101-25.404, agencies shall limit acquisition of new office furniture to essential requirements as provided in § 101-25.104. Replacement of correspondence filing cabinets will be governed by the provisions of § 101-26.308.

[61 FR 14978, Apr. 4, 1996]

§ 101-25.405 Materials handling equipment.

(a) Materials handling equipment will not be replaced unless the estimated cost of necessary one-time repair or reconditioning of each piece of equipment exceeds, at lowest available cost, the applicable percentage of acquisition cost as shown in column 3 of the following table. Equipment eligible for replacement under the criteria es

Column 1-Type of unit

tablished by this standard may be repaired provided the expected economical life is extended commensurate with the expenditure required. Prior to incurring repair costs for equipment eligible for replacement, consideration should be given to the continuing availability of repair parts.

(1) Years in use shall be determined in accordance with the following:

(i) An operating month is considered equal to 100 operating hours. For materials handling equipment in storage, one month in storage equals 50 hours of operation.

(ii) The number of years in use is determined by dividing the number of operating months by 12. The fractional years in use resulting from this computation will be rounded to the nearest full year.

(2) In using the maximum allowable one-time repair limits in column 3 of the table, costs such as parts, labor, and transportation incident to the repairs, are to be included in computing one-time repair costs. However, operating expenses such as fuels and lubricants, replacement tires and batteries, and antifreeze will not be included in the one-time repair cost estimate.

(b) Notwithstanding the limitations prescribed in § 101-25.405(a), materials handling equipment may be replaced under the following conditions provided a written justification supporting such replacement is approved by the agency head or an authorized designee.

The justification shall be retained in the agency files.

(1) When the cumulative repair costs on a piece of equipment appears to be excessive as indicated by repair records. However, because an item of equipment accrues repair costs equal to the acquisition cost, it is not necessarily indicative of the current condition of the equipment. For example, a substantial repair expenditure included in the cumulative cost may actually have resulted in restoring the equipment to as good as new condition. While cumulative repair costs suggest an area for investigation, they should not be used as the principal ingredient

101-26.505-3 Requests to procure similar items from sources other than GSA supply sources.

101-26.505-4-101-26.505-6 [Reserved]

101-26.505-7 GSA assistance in selection of furniture and furnishings.

101-26.506 Interior planning and design services.

101-26.506-1 Types of service. 101-26.506-2 Limitations.

101-26.506-3 Submission of requests.

101-26.506-4 Acceptance and processing of requests.

101-26.506-5 Reimbursement for services. 101-26.507 Security equipment.

101-26.507-2

101-26.507-1 Submission of requisitions. Procurement time schedule. 101-26.507-3 Purchase of security equipment from Federal Supply Schedules. 101-26.507-4 Quantities in excess of the maximum order limitation.

101-26.508 Electronic data processing (EDP) tape and instrumentation tape (wide and intermediate band).

101-26.508-1 Requisitioning data processing tape available through Federal Supply Schedule contracts.

101-26.508-2 Requisitioning data processing tape not available from Federal Supply Schedule contracts. 101-26.508-3 Consolidation of requisitions. 101-26.509 Tabulating machine cards. 101-26.509-1 Requisitioning tabulating machine cards available from Federal Supply Schedule contracts. 101-26.509-2 Requisitioning tabulating machine cards not available from Federal Supply Schedule contracts. 101-26.509-3 Consolidation of requisitions.

Subpart 101-26.6-Procurement Sources Other Than GSA

101-26.600 Scope and applicability of subpart.

101-26.601 [Reserved]

101-26.602 Fuels and packaged petroleum

products obtained from or through the Defense Logistics Agency.

101-26.602-1 Procurement of lubricating oils, greases, and gear lubricants.

101-26.602-2 Procurement of packaged petroleum products.

101-26.602-3 Procurement of gasoline, fuel oil (diesel and burner), kerosene, and solvents.

101-26.602-4 Procurement of coal. 101-26.602-5 Procurement of natural gas from the wellhead and other supply

sources.

101-26.603 Electronic items available from the Defense Logistics Agency. 101-26.605 Items other than petroleum products and electronic items available from the Defense Logistics Agency.

Subparts 101-26.9-101-26.48 [Reserved]

Subpart 101-26.49-Illustrations of Forms 101-26.4900 Scope of subpart. 101-26.4901 Standard forms. 101-26.4901-149 Standard Form 149, U.S. Government National Credit Card. 101-26.4902 GSA forms.

101-26.4902-457 GSA Form 457, FSS Publications Mailing List Application. 101-26.4902-1398 GSA Form 1398: Motor vehicle purchase and inspection label. 101-26.4902-1424 GSA Form 1424, GSA Supplemental Provisions.

101-26.4902-1781 GSA Form 1781, Motor Vehicle Requisition-Delivery Order. 101-26.4902-2891 GSA Form 2891, Instructions to Users of Federal Supply Schedules. 101-26.4904 Other agency forms. 101-26.4904-416 DD Form 416: Purchase Request for Coal, Coke, or Briquettes.

AUTHORITY: Sec. 205(c), 63 Stat. 390; 40 U.S.C. 486(c).

§ 101-26.000 Scope of part.

This part prescribes policies and procedures which govern the procurement of personal property and nonpersonal services by Federal agencies from or through GSA supply sources as established by law or other competent authority. The specific subparts or sections covering the subject matter involved 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 resale, unless otherwise authorized by the individual Federal agency and concurred in by GSA. Policy and procedures pertaining to purchasing of property or tracting for services from commercial sources, without recourse to established GSA supply sources, are provided in the Federal Acquisition Regulation (FAR) (48 CFR chapter 1). [56 FR 12455, Mar. 26, 1991]

Subpart 101-26.1-General

§ 101-26.100 Scope of subpart.

con

of the various ordering agencies. Therefore, in submitting requisitions or placing delivery orders for similar items obtainable from GSA sources, agencies shall utilize the source from which the lowest cost item can be obtained which will adequately serve the functional end-use purpose.

[56 FR 12455, Mar. 26, 1991]

§ 101-26.100-2 Request for waivers. Waiver requests, when required by § 101-26.102-1 (special order program established source items), §101-26.301 (GSA stock items) or $101-26.401-3(b) (Federal Supply Schedule items), shall be submitted to the Commissioner, Federal Supply Service (F), General Services Administration, Washington, DC 20406. Waiver requests will be approved if considered justified. Approval of a waiver request does not constitute authority for a sole source procurement. Depending on the basis for the waiver request, each request shall contain the following information:

(a) Waiver requests based on determination that the GSA item is not of the requisite quality or will not serve the required functional end-use purpose of the agency requesting the waiver shall include the following information with each request:

(1) A complete description of the type of item needed to satisfy the requirement. Descriptive literature such as cuts, illustrations, drawings, and brochures which show the characteristics or construction of the type of item or an explanation of the operation should be furnished whenever possible.

(2) The item description and the stock number (NSN if possible) of the GSA item being compared. Inadequacies of the GSA items in performing the required functions.

(3) The quantity required. (If demand is recurrent, nonrecurrent, or unpredictable, so state.)

(4) The name and telephone number of the person to be contacted when questions arise concerning the request. (5) Other pertinent data, when applicable.

(b) Waiver request based on determination that the GSA item can be purchased locally at a lower price shall include the following information with each request. However, the price alone