Archive

April 1997 Draft

APPENDIX E

Explanation of Potential Administrative Services Flexibilities

A. SUPPLY AND LOGISTICS

1. Existing flexibilities and authorities
   • agencies are free to purchase supplies such as those available from the GSA stock and special order programs, up to $5000 per line item, with the exceptions noted below.
   • The Federal Supply Schedules program is mostly non-mandatory; this process began in 1987, a few schedules each month, and completion is expected in 1997. The information technology schedules have always been non-mandatory.
2. Provisions that may, and on occasion are, waived by the Administrator of General Services or his/her delegatees
   • Purchase of supplies above $5000 per line item
3. Areas for which legislative relief might be requested
   • None
4. Areas where mandatory provisions are likely to remain
   • Purchase of passenger vehicles and light, medium, and heavy duty trucks (FPMR 101-26.5)
   • Purchase of products from the National Institute for the Blind and NISH (formerly National Institute for the Severely Handicapped) under the Javits, Wagner, ODay Act (41 U.S.C. 46 - 48c)
   • Purchase of products from the Federal Prison Industries (18 U.S.C. 4124)
   • Contracting for credit card services
5. Strategies, processes and tools that may be useful to PBOs
   • GSA Advantage! GSAs new on-line ordering system for supplies and services, at http://www.gsa.gov
   • GSAs MUFFIN ordering system for Federal activities with computers and modems but no Internet access
   • Telephone ordering for next-day shipment of office supplies through GSAs Customer Supply Centers
   • Credit cards for travel, purchase of supplies, and purchase of motor vehicle supplies and emergency repairs
   • GSAs new desk-top delivery contracts for office supplies, which went into effect in mid- June 1996
6. Point of contact for supply and logistics:

   Henry Maury

   Telephone: 202-208-7928

   Internet: Henry.Maury@GSA.GOV

B. EXCESS AND SURPLUS PROPERTY

1. Existing flexibilities and authorities
   • The basic rules are found in the 41 CFR Chapter 101, Parts 42-49 (except Part 47).
   • The FPMR allows for flexibility by applying to the Administrator of General Services (GSA) for deviations of specified provisions.
   • Agencies may also donate excess computer equipment directly to educational institutions by authority of the Stevenson-Wydler Act and the new Executive Order 12999, "Educational Technology: Ensuring Opportunity for All Children in the Next Century".
   • Agencies are also encouraged to give schools in the Empowerment Zones and Enterprise Communities preference when transferring excess ADP equipment under Executive Order 12999.
   • Agencies are free to offer (i.e., screen) excess ADP equipment with a value of less than $1 million directly to other Federal agencies for re-utilization (A change to thefederal Information Resources Management Regulations is pending that will permit agencies to screen all ADP equipment, regardless of value).
2. Provisions that may, and on occasion are, waived by the Administrator of General Services or his/her delegatees
   • Although all of the parts of the FPMR listed above allow for deviation requests, those most frequently applied for pertain to:
   • The Exchange/Sale Prohibitions in 41 CFR, 101-46.202(a), and
   • The one-for-one rule in 41 CFR 101-46.202(b)(3).
3. Areas for which legislative relief might be requested
   • Agencies have included language in appropriation bills giving their secretary, commissioner, administrator (i.e., agency head) the authority for selected types of disposal actions.
4. Areas where mandatory provisions are likely to remain
   • Utilization screening
   • Donation of Surplus property
   • Exchange/Sale of weapons and aircraft
5. Strategies, processes and tools that may be useful to PBOs
   • FEDS automated screening system.
   • Active participation in the interagency committee for Property Management (ICPM) and the reinvention teams operating within the ICPM.
   • The Personal Property Utilization and Disposal Guide

6. Point of contact for excess and surplus property:

   Martha Caswell

   Telephone: (202) 501-3846

   Internet: Martha.Caswell@GSA.GOV

7. Website for excess and surplus property:
   • http://www.policyworks.gov/org/main/mt/homepage/mtp/mtphp.htm

C. TRAVEL AND MAIL

1. Existing Flexibilities and Authorities

   Mail - All agencies are required to perform the functions of incoming, internal and outgoing mail for themselves or to cause these functions to be performed for them through some form of outsourcing.

   Travel -The Federal Travel Regulation (FTR) gives the agencies certain flexibilities/authorities to determine the manner and conditions in which their employees may be reimbursed for official travel and relocation allowances.

   The distinguishing language in the FTR is differentiated by the terms "shall" and "may"

   For example:

   shall

   1. - § 301-6.4(a) Official communications: "Charges for local telephone calls on official business shall be allowed as a transportation expense."
   2. - § 301-10.1(c) Government contractor-issued charge cards: "Agencies shall offer Government contractor-issued charge cards to all employees who are expected to travel at least twice a year (frequent travelers), consistent with each agencys internal travel regulations."

   may

   1. - § 301-1.201(a) Authorization of travel. "Agencies may pay allowable pre-employment interview travel expenses for individuals determined eligible."
   2. - § 301-8.1(c) "Actual subsistence expenses reimbursement may be allowed for the same types of expenses that are covered by the per diem allowance."
2. Provisions that may, and on occasion are, waived by the Administrator of General Services or his/hers delegates:

   Mail - None.

   Travel - The Joint Financial Management Improvement Program sponsored a team that reviewed all existing travel regulations and recommended a number of regulatory and legislative changes to simplify federal travel. The list immediately below includes a number of these regulatory changes, which GSA is in the process of issuing; the legislative changes are listed in Item 3 below.

   • Simplify recording of travel times for meals and incidental expenses reimbursement and eliminate Meals and Incidental Expenses (M&IE) for the same day travel. Pay a flat 3/4 M&IE rate on first & last days of travel, which exceeds 24 hours. This has now been implemented for the entire Federal government.
   • Allow agencies to determine receipt retention requirements. This has now been implemented for the entire Federal government. No receipt is required for any travel voucher item up to $75.00.
   • Shift expenses review down to the approving official. This has now been implemented for the entire Federal government.
   • Lodgings reimbursed on an actual expense basis. Agencies have this authority today up to 150 percent of per diem. In addition, agencies have obtained authority up to 300 percent for specific situations, and it is expected that this authority will be extended to all agencies in the near future.
   • Allowances in excess of the FTR flat amounts be supported by acceptable statements of fact and either paid bills or other acceptable evidence justifying the amounts claimed under relocation.
   • Temporary quarters subsistence expense ceiling within CONUS to the standard CONUS rate and temporary quarters begin not later than 30 days after the employee reports for duty.
   • Request in writing any needed extension in the period of temporary storage for household goods beyond the initial 90 days.
   • Reimbursable charges for rental of automobiles and special conveyances.

3. Areas for which legislative relief might be requested

   Mail - None.

   Travel: None. However, the President signed the Federal Employee Travel Reform Act of 1996 on September 19, 1996. This Act implements most of the legislative changes recommended by the JFMIP Team. Except as noted below, these changes are expected to be effective in March, 1997.

   • Eliminate telephone call certification requirement and increase use of telephone calling cards.
   • Pay limited relocation allowances for temporary change of station.
   • Use cost reimbursable pricing for relocation service contracts.
   • Pay pre-determined travel cost for temporary quarters.
   • Pay pre-determined travel cost for house-hunting trips.
   • Pay home marketing incentive.
   • Directly reimburse property management expenses.
   • Ship privately owned vehicles (Domestic).
   • Modify the taxability of moving expenses and eliminate the relocation income tax allowance.

4. Areas for which mandatory provisions are likely to remain.

   Mail - None.

   Travel - 5 USC, Chapter 57, except as listed in items 2 and 3 above.

5. Strategies processes and tools that may be useful to PBOs

   Mail:

   • The FPMR, Amendment A-53, Part 101-9, provides guidance and supporting oversight, administration and coordination, technical leadership, and agency assistance concerning all facets of Federal mail management.
   • Model statement of work for third party presorting and bar-coding vendors (a.k.a.: worksharing).
   • Two training courses (Mail Management and Mail Operations) and/or training concepts/materials are available for personnel who create, prepare and dispatch mail.
   • Technical assistance on an agencys mail program, worksharing, mail list management, etc.
   • Contact GSA for information on the many tools provided by the private sector.

   Travel:

   • Federal Travel Regulations on CD-ROM
   • Per Diem rates on Internet, at http://www.gsa.gov.
   • FEMA approved Fire Safety Act listing of Hotels/Motels
   • Travel Management Centers
   • Travel Charge Card

6. Points of contact for travel and mail:

   Travel	Mail Management
   Sharon Green	Joan Rau
   Telephone: (202) 501-1538	Telephone:(202) 208-7440
   Internet: Sharon. Green@GSA.GOV	Internet: Joan.Rau@GSA.GOV

7. Website for travel, transportation, and mail:
   • http://www.policyworks.gov/org/main/mt/homepage/mtt/mtthp.htm

D. MOTOR VEHICLES

1. Existing flexibilities and authorities

   Executive agencies with statutory authority can acquire, manage, manage, and use government owned, leased or otherwise acquired aircraft. These same agencies have the authority to transfer aircraft intra-departmentally. Transfer and/or exchange/sale of aircraft agencies is not authorized unless a waiver is obtained from GSA. GSA has been designated by the Office of Management and Budget (OMB) as the organization responsible for government-wide aircraft policy.

   Procurement and operation of motor vehicles are primarily governed by Federal Property Management Regulations, Parts 101-26, 101-38, and 101-39; Federal Property and Adminstration Services Act of 1949, as amended, Sections 206 and 211; and Executive Order 10579, Interagency Motor Pools and Systems.

   Additional authorities are Public Law 99-272, Consoliated Omnibus Budget Reconciliation Act of 1986; the Energy Policy Act of 1992; and Executive Orders 12375, Fuel Efficient Vehicles, 12759, Federal Energy Management, and 12844, Federal Use of Alternative Fueled Vehicles.

   Federal agencies have the flexibility of maintaining their own fleets, leasing vehicles from GSA's Interagency Fleet Management System, or leasing vehicles from a private sector provider.

2. Provisions that may, and on occasion are, waived by the Administrator of General Services or his/her delegatees
   • The Exchange/Sale of aircraft and aircraft parts is covered in the Federal Property Management Regulation (FPMR) 101-46.202. Aircraft and aircraft parts are not eligible for exchange/sale unless the Administrator authorizes the action. Aircraft and aircraft parts are on the list of items restricted from exchange/sale.
   • FPMR 101-26.501-1 grants waiver authority for the procurement of motor vehicles from the GSA Automotive Center. Waivers may be requested by letter to Director, Automotive Commodity Center, General Services Administration (FCA), Washington, DC 20406.
   • FPMR 101-38.104 grants waiver authority for fuel economy standards for light trucks or categories of light trucks.
   • FPMR 101-39.107 grants waiver authority to exempt vehicles from inclusion into interagency fleet management systems. Waivers for these last two may be requested by letter to Director, GSA Fleet Management Division (FBF), Washington, DC 20406.
3. Areas for which legislative relief might be requested
   • The March 1996 revision of OMB Circular A-76 restricts the abilities of agencies to change methods for vehicle support (agency-owned, leased from Interagency Fleet Management System, or other optional use arrangements), primarily due to the study process.
   • The Service Contract Act restricts agencies from using private sector national accounts for maintenance and repair of vehicles. Utilization of national accounts might provide lower, more consistent pricing and a nationwide network for repairs and warranty claims.
4. Strategies, processes and tools that may be useful to PBOs
   • Membership in the Interagency Committee for Aviation Policy (ICAP). This group consists of agencies who own, operate, and/or lease aircraft to perform their missions. The ICAP advises the Administrator on his aviation responsibilities including: safety, training, acquisition, use, and disposal.
   • The Life Cycle Cost Analysis Study available through the ICAP/Aircraft Management Policy Division
   • The Cost Accounting Guide issued under the auspices of the ICAP
   • The Fleet Modernization Guide currently being developed by the ICAP
   • The UH-l, OH-58, and OH-06 Aircraft Maintenance Program Guides

     NOTE: If the control/monitoring authorities outlined in the FPMR and OMB Circular A-126 are not maintained, the overall goal of working with the ICAP members to develop planning strategies and programs to modernize the government aircraft fleet would be adversely impacted. It is highly recommended that the provisions already in place under these regulations and guidelines remain in place for any PBOs established. This will ensure a consistency of policy and guidelines in the acquisition and operation of aircraft.

   • The Federal Vehicle Management Policy Office within the GSA Office of Policy, Planning, and Evaluation. The office is tasked with establishing Government-wide policies that promote efficiency and economy in the operation of Federal motor vehicle fleets. The office acts as a central focal point to address inefficiencies and cumbersome processes while proposing and implementing effective management practices for Federal fleets worldwide.

5. Points of contact for aircraft and motor vehicles:

   Aircraft:

   Pete Zuidema

   Telephone: (202) 501-4866

   Internet: Peter.Zuidema@GSA.GOV

   Motor Vehicles:

   Bill Rivers

   Telephone: (202) 501-1777

   Internet: Bill.Rivers@GSA.GOV

6. Website for aircraft:

   http://www.policyworks.gov/org/main/mt/homepage/mta/mtahp.htm

7. Website for motor vehicles:

   http://www.policyworks.gov/org/main/mt/homepage/mtv/mtvhp.htm

E. REAL PROPERTY

1. Allowable GSA Delegations
   • Leasing
     • Lease Acquisition: Allows agencies to perform all functions related to the leasing of general purpose space. Leases can be awarded for periods up to 20 years for space requirements that cannot be satisfied within the existing GSA inventory.
     • Lease Administration: Allows agencies to pay rent, escalate rent, pay taxes, perform alterations of space, take rental deductions, and resolve claims and disputes.
     • Lease management: Allows agencies to inspect lessor compliance with terms of leases for services.
   • Property management delegations allow for the day-to-day operations and management of buildings, including repairs, for single tenant buildings.
   • Repair and Alterations
     • Projects > $100,000: Reviewed on a case-by-case basis by GSA and allow for agency funded reimbursable projects that have special needs, timing, or security requirements.
     • Projects < $100,000: Provides agencies the blanket authority to purchase reimbursable alterations up to $100,000 (including Initial Space Alterations) in GSA- controlled space. The $100,000 threshold is tied to the small purchase authority.
   • Security delegations are authorized for specific locations where there is a unique security requirement, critical national security issue, or sensitive intelligence mission.
   • Disposal delegations are granted for specific property that has a low value.
2. Sample Services Provided by GSA Business Lines
   • Requirements Development: Development of an agencys space requirements which define the agencys housing needs.
   • Programming and Layout: Method to achieve optimum space usage at a minimum cost.
   • Integrated Occupancy Services: Provides all services required for initial space occupancy through one point of contact. Services include needs analysis, space planning, telecommunications, furniture purchase, build- out, and move coordination.

   Note: The above represents only a sample of real property services that are available through GSAs business lines. For additional information, please contact the Assistant Commissioner for the appropriate business line.

3. Point of contact for real estate
   Marjorie Lomax
   Telephone (202)501-0856
   Marjorie.Lomax@gsa.gov

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