office space; physical fixtures such as desks, chairs, storage, and file cabinets; general office telephones; and general office duplicating equipment, calculators, typewriters, and similar office machines.

Data processing facility environment means the aggregate of conditions that influence the performance of a data processing facility, personnel, and equipment.

Data processing facility security means those technological safeguards, physical security measures, and administrative procedures applied to a data processing facility and its equipment, software, data, and operational and user personnel, in order to ensure the protection of organizational assets, proprietary data, market information, individual privacy, etc.

system

Dedicated teleprocessing means the totality of an ADP resource system, or specified ADP resource subsystems thereof, of a teleprocessing system that is specifically reserved and priced on the basis of exclusive use by a single Government user or group of users. The term includes the ADPE configuration, operating system, supporting software, application library and supporting communications interfaces, but normally excludes the data communication network that may be shared.

Determination, as used in subpart 201-6.2 means a written document (usually a letter) that specifies the operational need for listening-in or recording of telephone conversations, indicates the specific system and location where it is to be performed, lists the number of telephones and/or recorders involved, establishes operating times and an expiration date, and justifies the use. It is signed by the agency head or the agency head's designee.

Digital computer means a computer that operates on a discrete data by performing arithmetic and logic processes on these data.

Directive terms include

(a) Directive means a written communication that initiates or governs action, conduct, or procedure. Directives are often issued as circulars, notices, regulations, orders, and handbooks, and include materials usually

issued to multiple addressees in multiple copies for insertion in policy, administrative, or operations manuals. News releases, program announcements, catalogs, price lists, training materials, and correspondence are not included.

(b) Directives management means the effective and efficient development and control of directives and their distribution, maintenance, and use.

(c) External directive means officially prescribed guidance such as rules, notices, and regulations issued to a primary audience outside the originating agency.

(d) Internal directive means officially prescribed intra-agency policy or procedure, delegation of authority, or assignment of responsibility.

Directives Management-see Directive terms.

Driver-see Remote terminal emulation terms.

Electronic features means computercontrolled station equipment features of an electronic switching system (ESS) type telephone system, whether preprogramed or station-user activated by entering codes from the telephone set. Typical electronic features are call forwarding, call pickup, call hold, call park, speed calling, call queuing, etc.

Electronic switching system (ESS) means a computerized telephone system with software control that typically offers a variety of computercontrolled station equipment features called electronic features. The term encompasses both computerized branch exchanges (CBX) with switching equipment located on the customer's premises and electronic switching systems (ESS), which typically have switching equipment located on the vendor's premises.

Emergency traffic means voice, data, or record traffic to emergency facilities or units, to local or State officials, and/or to controlling military or civil groups that have a direct bearing on the safety of life and property.

Equipment performance specification for an ADP system means a statement of minimum user output requirements such as (a) the amount of data that needs to be stored or processed

within a given time, (b) the number of lines of print that must be produced over a given time, and (c) the operational reliability. The statement is supplemented to the extent necessary with (1) those hardware factors, devoid of as much vendor orientation as possible, such as cycle time, computing speed, tape read or write speed, printer speed, size of memory, expansibility (modularity), etc., and (2) the related software factors which are a measure of the operating capability of equipment. These factors when applied to the functional specifications, provide a quantitative measure of the operating time and capacity required to process the applications involved on that equipment.

Essential traffic means voice, data, or record traffic considered necessary to avoid a serious impact on an agency's mission or to provide support to units that are responsible for disaster control or relief.

Evaluated optional features means those technical requirements that are established by the Government but that do not have to be offered to be responsive (acceptable) to the specific solicitation. When set forth in a solicitation, all evaluated optional features must reflect the relative value of each feature to the Government. Each evaluated optional feature may be offered at the discretion of the offeror.

Exception-see Form terms.

Excess means ADPE controlled by a Federal agency but not required for its needs and the discharge of its responsibilities as determined by the agency head.

Exchange/sale ADPE means Government-owned ADPE which is to be replaced pursuant to the exchange/sale authority contained in FPMR part 101-46.

ment (except the Senate, the House of Representatives, and the Architect of the Capitol and any activities under the Architect's direction) (see 40 U.S.C. 472).

Federal agency for purposes of part 201-33 means, in addition to the general definition in § 201-2.001, Government grantees and contractors of Federal agencies who operate ADPE under grants, contracts, or sucontracts and use the equipment in support of these grants, contracts, or subcontracts when ADPE is:

(a) Leased and the total cost of leasing is reimbursed under one or more Government contracts or grants; or

(b) Acquired by a contractor or grantee under a contract or grant pursuant to the terms of which title is either vested in the Government or the Government is obligated or has the option to take over title; or

(c) Furnished to the grantee or contractor by the Government; or

(d) Installed in Government-owned, contractor-operated facilities.

Federal Data Processing Center (FDPC) means a data processing center, operated either by GSA or by another agency under a delegation of authority from the Administrator of General Services, performing a variety of data processing or related services for two or more Federal agencies.

Federal Software Exchange Center (FSEC)—see Software terms.

File means an arrangement of records. The term is used to denote papers, photographs, photographic copies, maps, machine-readable information, or other recorded information regardless of physical form or characteristics, accumulated or maintained in filing equipment, boxes, or machinereadable media, or on shelves, and occupying office or storage space.

Firmware means any ADP hardware-oriented programing at the basic logic level of the computer that is used for machine control, error recovery, mathematical functions, applications programs, engineering analysis programs, and the like. Included are firmware that is furnished with ADPE, commercially available proprietary firmware that is acquired separately from ADPE, and all related vendor documentation and manuals.

Flat envelope-see Stationery terms. Form terms include—

(a) Form means a fixed arrangement of captioned spaces designed for entering and extracting prescribed information, including ADP systems forms. (See definition of non-form item.) Examples of ADP systems forms are:

(1) Paper forms designed to collect data for computer input; and

(2) Form layouts that are:

(i) Preprinted on continuous-feed computer paper;

(ii) Contained on overlays used to generate formatted computer outputs;

or

(iii) Programed by a Federal agency and printed by a computer.

(b) Format means a guide, table, sample, or exhibit that illustrates a predetermined arrangement or layout for presenting data.

(c) Exception means GSA approval for an agency to change the content, format or printing specifications of a Standard or Optional form. (Exceptions are not deviations.) Content exceptions apply to Standard forms only, while format and printing exceptions apply to both Standard and Optional forms.

(1) Content exceptions are changes to the data elements of a form (i.e., additions, deletions, or revisions).

(2) Format exceptions are changes made by rearranging the data elements or spacing of entries on a form without change to the data elements.

(3) Printing exceptions are changes in the printing specifications of a form (e.g., changes to paper, including size, and the establishment of sets and marginally-punched constructions) that result in no changes in content or format.

(d) Non-form item means a printed product without spaces for entering information. Such items (instruction sheets and bulletins, pamphlets, notices, contract clause sheets, placards, certain tags and labels, pattern letters, guide letters, and form letters, etc.) may be assigned form numbers and controlled through the forms management program for referencing, printing, stocking, and distributing, but are excluded from statistical reporting of forms, and are identified as non-form or other items.

(e) Optional form means a form developed by a Federal agency for use in two or more agencies and approved by GSA for nonmandatory Governmentwide use.

(f) Overprinting means the printing of pertinent identical entries (e.g., agency name and address, accounting codes and organization codes) in a captioned area on a Standard or Optional form. Overprints are not exceptions.

(g) Promulgating agency means any Federal agency that develops a Standard form as defined in this § 201-2.001 and prescribes the mandatory Governmentwide use of that form in a regulation.

(h) Public-use report form means a form that is used to gather information from the public or from State or local governments.

(i) Report form means a special category of form that is designed for collecting identical information from persons or organizations either inside or outside the collecting agency.

(j) Sponsoring agency means any Federal agency that develops an Optional form as defined in this § 2012.001.

(k) Standard form means a form prescribed by a Federal agency, pursuant to its authority, and approved by GSA for mandatory Governmentwide use.

Format-see Form terms.

Full and open competition means that all responsible sources are permitted to submit sealed bids or competitive proposals on the procurement. (41 U.S.C. 403(7))

Functional ADP system specification means the delineation of the program objectives based on mission needs in a form that the ADP system is intended to accomplish and the data processing requirement underlying that accomplishment. The latter includes a description of the data output and its intended uses, the data input, the data files and record content, the volumes of data, the processing frequencies, timing, and such other facts as may be necessary to provide for a full description of the ADP mission need to be satisfied.

Functional telecommunication system specifications means: (a) The delineation of the requirements that the system is intended to satisfy and

(b) the assumptions and facts underlying the requirements. The actual specification depends on the type of system to be procured; e.g., voice system, data system, or data service.

Government contractor, as used in subpart 201-6.1 means any individual or other entity who provides by a contract for the operation by or on behalf of an agency of a system of records to accomplish an agency function.

Grants means grants-in-aid. Grantsin-aid are grants or subsidies from public resources in aid of public undertakings.

Hold means a reservation placed on reported excess ADPE by GSA in response to a request by a Federal agency.

Holding agency means the Federal agency which has accountability for the property involved.

Hybrid computer means a computer for data processing using both analog representation and discrete representation of data.

Individual, as used in subpart 2016.1 means a citizen of the United States or an alien lawfully admitted for permanent residence.

Information

processing resource means general purpose ADPE as defined in § 201-2.001, special purpose equipment that is excluded under paragraphs (b)(1) of the definition of ADPE, and the software terms defined in § 201-2.001. (An example of special purpose equipment is office information system equipment that is designated as Federal Supply Class (FSC) 7435 in ADP nonmandatory schedule contracts.)

Intercity data, facsimile, and record telecommunication services means services which are used primarily to send and/or receive data, facsimile, and record telecommunication transmissions to a location or locations outside the local dialing area in which the transmission originates. This definition includes data, facsimile, and record telecommunication services used for local access to a commercial or Government-provided intercity network. It excludes those telecommunication services integral to the Teleprocessing Services Program (TSP). Severable telecommunication services for the TSP are included.

Internal emulation—see Remote terminal emulation terms.

Joint utilization means the use by two or more organizations, under an agreement, of the same ADP facility with either a common staff or separate staffs, where the data processing needs of the partners are served exclusively.

Letterhead-see Stationery terms. Lettersize envelopes-see Stationery terms.

Listening-in devices, as used in subpart 201-6.2 means such devices that can intercept any telephone communication and be used to listen-in or record telephone conversations without the knowledge of one or more of the parties to the conversation.

Local data, facsimile, and record telecommunication services means services which are used exclusively to send and/or receive data, facsimile, and record telecommunication transmissions to a location or locations within the local dialing area in which the transmission originates.

Local dialing area means the geographical area within which a telephone call can be made for which no commercial long distance toll charge or other similar charge can be assessed.

Lowest overall cost means the least expenditure of funds over the system/ item life, price and other factors considered. Lowest overall costs shall include purchase price, lease or rental prices, or service prices of the contract actions involved, other factors, and other identifiable and quantifiable costs that are directly related to the acquisition and use of the system/ item; e.g., personnel, maintenance and operation, site preparation, energy consumption, installation, conversion, system start-up, contractor support, and the present value discount factor (see also § 201-24.208). The quantifiable cost of conducting the contracting action and other administrative costs directly related to the acquisition process are included.

Lowest overall cost for purposes of telecommunication acquisition means the least expenditure of funds over the systems or items life, price and

other factors considered. Lowest overall costs shall include, but shall not be limited to, such elements as personnel, purchase price or rentals, maintenance, site preparation and installation, programing, and training.

Mail means letters, telecommunications, memoranda, post cards, documents, packages, publications, and other communications received for distribution or dispatch.

Mailing list means an automated address list maintained by GSA for dissemination of the ADPE Availability List. Federal agencies (as defined in § 201-2.001 for purpose of part 201-33) that are eligible for transfer of excess ADPE may request placement on the mailing list.

Maintain, as used in subpart 201–6.1 means maintain, collect, use, and disseminate.

Maintenance services means those examination, testing, repair, or part replacement functions performed to (a) reduce the probability of ADPE malfunction (commonly referred to as preventive maintenance), (b) restore to its proper operating status a component of ADPE that is not functioning properly (commonly referred to as remedial maintenance), or (c) modify the ADPE in a minor way (commonly referred to as field engineering change or field modification). Mandatory

requirements means those contractual conditions and technical specifications that are established by the Government as being essential to meet the Government's needs. When set forth in a solicitation, the mandatory requirements must be met for the offer to be considered responsive (acceptable).

Manifold carbon tissue set-see Stationery terms.

Match list means a GSA maintained list of agency requested outdated ADPE that will be screened against reported outdated ADPE.

Microfilm-see Microform terms.
Microform terms include-

(a) Computer Output Microform (COM) means microforms containing data produced by a recorder from computer generated signals.

(b) Facility means an area set aside for equipment and operations required in the production or reproduction of

microforms either for internal use or for the use of other organizational elements of the Federal Government.

(c) Microfilm means (1) Raw (unexposed and unprocessed) film with characteristics that make it suitable for use in micrographics;

(2) The process of recording microimages of film; and

(3) A fine grain, high resolution photographic film containing an image greatly reduced in size from the original.

(d) Microform means a term used for any form containing microimages.

(e) Micrographics means the science and technology of document and information microfilming and associated microform systems.

(f) Microimage means a unit of information, such as a page of text or a drawing, that has been made too small to be read without magnification.

(g) Micrographics system means a configuration of equipment and procedures for the production, reproduction, maintenance, storage, retrieval, display, or use of microforms. A micrographics system may involve one or more, but not necessarily all, of the functions listed above. Micrographics-see

terms.

Microform

Micrographics system-see Microform terms.

Microimage—see Microform terms. Minimize means an administrative control procedure that restricts or limits voice, data, and record traffic over the FTS to certain areas during an emergency or disaster to facilitate the handling of emergency and essential voice, data, and record traffic.

Monitor-see Remote terminal emulation terms.

Nonconsensual, as used in subpart 201-6.2 means that none of the parties to a telephone conversation has given consent to the interception or recording of the conversation.

Non-form items-see Form terms. Operating document-see Report

terms.

Optional form-see Form terms. Outdated ADPE means any ADPE that is over eight years old (based on the initial commercial installation date of the equipment) and is no longer in current production.