The regulations in this part apply to all executive agencies which occupy space in or are prospective occupants of multioccupant Federal buildings located in the United States. In appropriate circumstances, the centralized services provided pursuant to this part may be extended to agencies occupying nearby Federal buildings. For purposes of this part, reference to Federal buildings may be deemed to include, when appropriate, leased buildings under the control of GSA.

§ 101-5.102 Definitions.

(a) "Centralized services" means those central supporting services and facilities provided to occupying agencies in Federal buildings in lieu of each agency providing the same services or facilities for its own use. It does not include such common buildings features as cafeterias, blind stands, auditoriums, dumbwaiters, incinerators, loading platforms, or similar facilities. Excluded, also, are interagency motor vehicle pools established pursuant to Public Law 766, 83d Congress, and covered by Part 10139 of this chapter.

(b) "Occupying agency" means any Federal agency assigned space in a building for which GSA has responsibility for the functions of operation and maintenance in addition to space assignment. § 101-5.103

Policy.

To the extent practicable, GSA will provide or arrange for the provision of centralized services whenever such serv

GSA is currently providing various centralized services to Federal agencies in such fields as office and storage space, supplies and materials, communications, records management, and transportation services. Centralization of other supporting services or activities such as health units, printing and duplicating plants, use of training devices and facilities, pistol ranges, and central facilities for receipt and dispatch of mail, is frequently feasible with resulting economies in personnel, equipment, and space. Opportunities to effect economies through planned consolidation of such services occur particularly during the design stage of the construction of new Federal buildings.

§ 101-5.104-2 Basis for determining economic feasibility.

(a) Whenever possible, determination of the economic feasibility of a proposed centralized service shall be based upon standard data on the relationship of the size of the Federal building, the number of occupants, location, and other factors pertinent to the type of centralized service being considered.

(b) In the absence of standard data on which a determination of economic feasibility can be based, or where such data must be supplemented by additional factual information, a formal feasibility study will be made by GSA prior to a final determination to proceed with the furnishing of a centralized service. Generally, a formal feasibility study will be made only if provision of the proposed centralized service would involve the pooling of staff, equipment, and space which

occupying agencies otherwise would be required to utilize in providing the service for themselves. Examples of centralized services which require formal studies include printing and duplicating plants, self-service stores, and similar facilities.

(c) On the basis of experience under the centralized services program, GSA will develop criteria as to cost comparisons, production needs, building population, number of agencies involved, and other appropriate factors for consideration in determining the practicability of establishing various types of centralized services.

§ 101-5.104-3 Data requirements for feasibility studies.

(a) The data requirements for feasibility studies may vary from program to program, but shall be standard within any single program. Such data shall disclose the costs resulting from provision of the service on a centralized basis as compared to the same service provided separately by each of the occupying agencies, including the costs of personnel assigned to provide the service, comparative space needs, equipment utilization, and any other pertinent factors.

(b) Wherever feasible and appropriate, data will be secured directly from the prospective occupying agencies, subject to necessary verification procedures. Suitable standard formats and necessary instructions for submission of data will be prescribed in applicable subchapters of Chapter 101.

(c) Agencies required to submit data for a feasibility study will be furnished with copies of the prescribed reporting forms and such assistance as may be needed to assure their accurate and timely completion.

§ 101-5.104-4 Scheduling bility studies.

feasi

bility stud, will be requested to designate one or more officials at the location where the study will be made who may consult with authorized GSA representatives. Such information and assistance as is required or pertinent for an adequate review of the feasibility of the proposed centralized service shall be made available to GSA through the designated agency representatives.

§ 101-5.104-6 Conduct of feasibility studies.

An initial meeting of the representatives of prospective occupying agencies will be held to discuss the objectives and detailed procedures to be followed in the conduct of each feasibility study. Arrangements will be made at this meeting for securing all necessary data in accordance with § 101-5.104-3. § 101-5.104-7 nation.

Administrator's determi

(a) The Administrator of General Services will determine, on the basis of the feasibility study, whether provision of a centralized service meets the criteria for increased economy, efficiency, and service, with due regard to the program and internal administrative requirements of the agencies to be served. The Director of the Bureau of the Budget and the head of each agency affected will be advised of the Administrator's determination and of the reasons therefor. Each determination to provide a centralized service shall include a formal report containing an explanation of the advantages to be gained, a comparison of estimated annual costs between the proposed centralized operation and separate agency operations, and a statement of the date the centralized facility will be fully operational.

(b) While a formal appeals procedure is not prescribed, Bureau of the Budget Circular No. A-68 provides that any agency desiring to explain its inability to participate in the use of a centralized service may do so through a letter to the Director of the Bureau of the Budget, with a copy to the Administrator of General Services.

§ 101-5.105 Operation of the centralized facility.

(a) GSA will continually appraise the operation of centralized facilities to in

sure their continued justification in terms of economy and efficiency. Centralized services provided pursuant to this regulation may be discontinued or curtailed if no actual savings or operating improvements are realized after a minimum operating period of one year. Occupying agencies will be consulted regarding the timing of curtailment or discontinuance of any centralized services and the heads of such agencies notified at least 60 days in advance of such action.

(b) Where mutual agreement is reached, an agency other than GSA may be designated by the Administrator of General Services to administer the centralized service.

(c) Arrangements with regard to financing will conform to the special requirements of each type of centralized service and to existing law. Normally, reimbursement will be made for the use of established services except where the cost is nominal or where reimbursement may not be practicable.

§ 101-5.106 Agency committees.

(a) Establishment. An occupying agency committee will be established by GSA to assist it, or such other agency as may be responsible, in the cooperative utilization of the centralized services, as defined in § 101-5.102(a), provided in a Federal building. Generally, such a committee will be established when the problems of administration and coordination necessitate a formal method of consultation and discussion among occupying agencies.

(b) Membership. Each occupying agency of a Federal building is entitled to membership on an agency committee. The chairman of each such committee shall be a GSA employee designated by the appropriate GSA Regional Administrator, except that if another agency has been designated to administer the centralized service, the chairman shall be an employee of such other agency as designated by competent authority within that agency.

will be forwarded by the chairman to the appropriate GSA officials for consideration and decision.

(d) Reports. A résumé of the minutes of each meeting of an agency committee shall be furnished to each member of the committee and to the appropriate GSA Regional Administrator. Subpart 101-5.2-Centralized Field Duplicating Services

SOURCE: The provisions of this Subpart 101-5.2 appear at 30 F.R. 4358, Apr. 3, 1965, unless otherwise noted.

§ 101-5.200 Scope of subpart.

This subpart states general guidelines and procedures for the establishment and operation of centralized field duplicating services on a reimbursable basis. These services may be provided in multioccupant Federal buildings.

§ 101-5.201 Applicability.

This subpart is applicable to all executive agencies which occupy space in or are prospective occupants of a multioccupant Federal building located in the United States.

§ 101-5.202 Types of centralized field duplicating services.

With due regard to the rules and regulations of the Joint Committee on Printing, the types of centralized field duplicating services made available by GSA to occupying agencies in a Federal building will be as follows:

(a) Services will include stencil, spirit, and offset reproduction; photographic reproduction; photocopying, distribution, bindery services, and other closely related services as requested or required.

(b) Qualified specialists will be available for advice and guidance on publications management.

§ 101-5.203 Economic feasibility of centralized field duplicating services. § 101-5.203-1 Scheduling of feasibility studies.

(a) Based upon available data on the proposed size, location, the number of agencies scheduled for occupancy, and other factors pertinent to a proposed new

Federal building, GSA will determine whether or not to provide for a centralized field duplicating plant in the space directive covering the new building. A feasibility study thereafter will be scheduled and coordinated with the Federal building program of the Public Buildings Service, GSA, so as to occur during the period following the appropriation of funds by the Congress for site acquisition and prior to development of final working drawings for the building. The final decision to provide centralized field duplicating services in a new Federal building will be subject to subsequent determination by the Administrator of General Services based upon the formal feasibility study.

(b) Feasibility studies may be initiated by GSA in existing Federal buildings. Such studies will be conducted in accordance with the rules prescribed in § 101-5.203.

§ 101-5.203-2 Notification of feasibility studies.

The Adminstrator of General Services, or his authorized designee, will give at least 30 days' notice to the head of each executive agency that would be served by a proposed centralized field duplicating plant in accordance with § 101-5.104-1, and will request the designation of agency representatives, as provided in § 101-5.104-5.

§ 101-5.203-3 Initiation of feasibility studies.

Each feasibility study will be initiated with a general meeting of designated agency representatives, as provided in § 101-5.104-6.

§ 101–5.203-4 Survey of Duplicating Services-Individual Agency.

Each agency covered by a feasibility study will be requested, through its designated local representative, to complete and furnish to the appropriate GSA regional office one copy of GSA Form 1927, Survey of Duplicating Services-Individual Agency (see § 101-5.4901). Completed GSA Forms 1927 will be due two weeks from the date of request. When necessary, representatives of the GSA regional printing and publications ac

tivity will be available to assist agencies in the completion of the GSA Form 1927. Copies of the GSA Form 1927 will be furnished to the agencies by the GSA regional office at the time the request for completion is made.

§ 101-5.203-5 Uniform space allow

ances.

The space requirements for printing, duplicating, and related equipment under individual agency use as compared to use in a centralized facility will be based upon uniform space allowances applied equally under both conditions. The Table of Space Allowances utilized in making this camparative analysis is set forth in § 101-5.4902.

§ 101-5.203-6 Pooling of equipment and personnel.

(a) In establishing centralized reproduction facilities in Federal buildings, GSA regional offices will make arrangements with participating agencies for the transfer of duplicating and related equipment for the centralized plant. The duplicating equipment for transfer shall be as defined in current Government Printing and Binding Regulations issued by the Joint Committee on Printing Equipment transferred to the agency operating the centralized plant shall be without reimbursement to the owning agency. Nonautomatic copy-processing machines which produce single copies only and require rehandling of the original to produce each additional copy, as well as reproduction, addressing, and automatic copy-processing equipment used in bona fide systems applications, may be retained by mutual agreement with the owning agencies. Transferred equipment which is not used in the centralized plant will be held for a period of 6 months at which time it will be disposed of by GSA in accordance with applicable regulations governing the disposal of excess property.

(b) Personnel employed in the duplicating activity of the affected agency will be identified for transfer to the operating agency upon establishment of a centralized plant, in accordance with Civil Service Commission regulations relating to the transfer of functions.

(c) Space for duplicating equipment in Federal buildings where use of such

The Administrator of General Services will determine the economic feasibility of each proposed centralized field duplicating plant in accordance with § 101-5.104-7. The Director of the Bureau of the Budget and the head of each affected agency will be advised of the Administrator's determination to establish a centralized plant.

§ 101-5.204 Operation of centralized field duplicating plants.

§ 101-5.204-1 Continuity of service.

Each new centralized field duplicating plant will be established in sufficient time to assure occupants moving into the building that there will be no interruption of duplicating service in support of their program activities.

The appropriate GSA regional office will announce the availability of a centralized field duplicating plant approximately 90 days in advance of its activation, including:

(a) The date service will be available;

(b) The services which will be furnished, including technical assistance on reproduction problems;

(c) A current price schedule;

(d) Procedures for obtaining service; and

(e) Billing procedures.

[30 F.R. 4358, Apr. 3, 1965, as amended at 33 F.R. 3228, Feb. 21, 1968]

§ 101-5.204-3 Appraisal of operations.

(a) The appropriate GSA regional office will appraise continually the operation of each centralized field duplicating plant. Proposals to expand, modify, or discontinue a centralized plant shall be made to the appropriate authorities in the Central Office and must be supported by all pertinent information.