Program Support Center

Administrative Operations

Federal Property Assistance Program & McKinney-Vento Act Title V Program

APPLICATION INSTRUCTIONS FOR PURCHASE OF REAL PROPERTY AT PUBLIC BENEFIT ALLOWANCE FOR OFF-SITE

Note: Homeless providers interested in acquiring property for homeless purposes through the McKinney-Vento Act Title V Program must respond, in writing, to PSC within 60 days following the Federal Register notice. Providers interested in acquiring property for public health purposes through the Federal Property Assistance Program (FPAP) must submit a written expression of interest to PSC prior to submitting an application. An application is only to be submitted after the written expression of interest has been acknowledged by PSC. All unsolicited applications will be returned without consideration.

NOTE: Please study entire outline before preparing application.

INSTRUCTIONS: An application for Federal surplus real property must provide all of the information called for under each of the below numbered requests for information. In your responses, please use complete sentences and cite at the beginning of each response to a request for information, the number and the heading to which you are responding. In an instance where a request for information is not applicable to your program, please include the heading and state “Not Applicable.” You must submit an original and two (2) copies of the application.

Applications should be submitted to the Department of Health and Human Services office listed below:

Real Property Section
Program Support Center, DHHS/PSC
Room 5B-17, Parklawn Building
5600 Fishers Lane
Rockville, MD 20857
Phone: (301) 443-2265
E-Mail: rpb@psc.gov

1. Identification of Applicant
   
   
   1. The legal name of government entity or nonprofit institution to which conveyance is to be made and a statement whether applicant is State, political subdivision of the State, or a private nonprofit institution, tax exempt under section 501(c)(3) of the 1986 Internal Revenue Code must be shown. (If tax exempt, include copy of formal exemption letter from the Internal Revenue Service.)
      
      
   2. The applicant must provide a copy of the document showing statutory or other authority under which it is authorized by law to acquire and hold title to real property for the purpose for which it is to be conveyed. If the applicant is a nonprofit corporation, evidence must be presented that said corporation is authorized, under its charter, to hold title to the real estate for which it has applied.
      
      
   3. The person authorized to complete purchase (name, title, and address) should be listed. The authorized representative must be the same as named in resolution.
      
      
   4. Give the address and telephone number of applicant institution.
      
      
2. Federal Installation
   
   Name of the Federal installation where property is located.
   
   
3. Description of Real Property Desired
   
   
   1. Identify buildings and other improvements on the land as follows:
      
      

      Bldg. No.

      Name of Bldg.

      Size

      Type of Construction (Wood frame, one-story, etc.)

      
      
      NOTE: Include a statement that the construction of the building(s) desired will meet the State and local building regulations for the proposed program of use when relocated on the new site. Indicate if funds are available to move, relocate, and reconstruct property. State where property is to be relocated. (If site is not owned by applicant, minimum 5-year lease from date of conveyance is required.)
      
      
4. Personal Property
   
   Related personal property included with the available real property may generally be acquired if the need and program of use is specifically included and justified in the application. It is subject to the same discount allowance for which the real property applied. Such related personal property is to be identified by an inventory attached to each copy of the application showing description, serial number, or other adequate identification.
   
   
5. Need for Property
   
   Describe the need for the property and set forth the program of utilization for each building requested, including salvage or conversion plans.
   
   
6. Site Clearance
   
   Indicate that the applicant is able, willing, and authorized to perform site clearance work as required by the Department and/or holding agency having jurisdiction over the premises. A performance bond may be required to guarantee satisfactory performance of site clearance.
   
   
7. Public Benefit Allowance
   
   Property for off-site use is conveyed at a Public Benefit Allowance. Indicate that the applicant is able, willing, and authorized to pay the unearned public benefit allowance.
   
   
8. Implementation Time
   
   State the time required to move the property and to reconstruct and place it in use.
   
   
9. Assurance of Compliance with Nondiscrimination Requirements
   
   The applicant must certify in writing that it will comply with section 606 of the Federal Property and Administrative Services Act of 1949; the Fair Housing Act (42 U.S.C. § 3601- 19) and implementing regulations; and as applicable, Executive Order 11063 (Equal Opportunity in Housing) and implementing regulations; Title VI of the Civil Rights Act of 1964 (42 U.S.C. § 2000d to d - 4) (Nondiscrimination in Federally Assisted Programs) and implementing regulations; Title IX of the Education Amendments of 1972 (20 U.S.C. § 1681) and implementing regulations; the prohibitions against discrimination on the basis of age under the Age Discrimination Act of 1975 (42 U.S.C. § 6101 - 07) and implementing regulations; and the prohibitions against otherwise qualified individuals with handicaps under Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. § 794) and implementing regulations and the Uniform Federal Accessibility Standards (UFAS), 41 CFR Subpart 101 -19.6, Appendix A.
   
   The applicant must state that it will not discriminate on the basis of race, color, national origin, religion, sex, age, familial status, or handicap in the use of the property, and will maintain the required records to demonstrate compliance with Federal laws.
   
   

Environmental Compliance

Submit factors for consideration of anticipated environmental impact, in accordance with the outline, Environmental Questionnaire, furnished herewith.

(Signature) ____________________________

(Title) ________________________________

(Date of Application) ____________________

The application, properly dated, shall be signed by the official authorized by the Governing Board Resolution to act for the applicant institution. A certified copy of the Board Resolution shall be attached to the original and each copy of the application, in the form attached hereto. The certifying Officer cannot be the representative authorized to perform actions required to consummate proposed transfer.

NOTE: Approval of any application by the Department of Health and Human Services (HHS) to acquire surplus Federal real property for homeless or health purposes does not constitute final authorization of the transaction. The decision whether property should be assigned to HHS for its conveyance for homeless or health purposes or whether other disposition of the property should be made is vested by law in the disposal agency.

Paperwork Reduction Act Statement

A Federal agency may not conduct or sponsor, and a person is not required to respond to, a collection of information unless it displays a currently valid OMB control number. Public reporting burden for this collection of information is estimated to vary from 20 to 1,000 hours with an average 200 hours per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data necessary, and completing and reviewing the collection of information. Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden to:

Program Support Center Reports Clearance Officer
Room 17A-08, Parklawn Building
5600 Fishers Lane
Rockville, MD 20857

OMB #0937-0191
Exp. date: 05/31/2001

ASSURANCE OF COMPLIANCE

ASSURANCE OF COMPLIANCE WITH TITLE VI OF THE CIVIL RIGHTS ACT OF 1964, SECTION 504 OF THE REHABILITATION ACT OF 1973, TITLE IX OF THE EDUCATION AMENDMENTS OF 1972, AND THE AGE DISCRIMINATION ACT OF 1975

The Applicant provides this assurance in consideration of and for the purpose of obtaining Federal grants, loans, contracts, property, discounts or other Federal financial assistance from the Department of Health and Human Services.

THE APPLICANT HEREBY AGREES THAT IT WILL COMPLY WITH:

1. Title VI of the Civil Rights Act of 1964 (Pub. L. 88-352), as amended, and all requirements imposed by or pursuant to the Regulation of the Department of Health and Human Services (45 C.F.R. Part 80), to the end that, in accordance with Title VI of that Act and the Regulation, no person in the United States shall, on the ground of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity for which the Applicant receives Federal financial assistance from the Department.
   
   
2. Section 504 of the Rehabilitation Act of 1973 (Pub. L. 93-112), as amended, and all requirements imposed by or pursuant to the Regulation of the Department of Health and Human Services (45 C.F.R. Part 84), to the end that, in accordance with Section 504 of that Act and the Regulation, no otherwise qualified handicapped individual in the United States shall, solely by reason of his handicap, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity for which the Applicant receives Federal financial assistance from the Department.
   
   
3. Title IX of the Educational Amendments of 1972 (Pub. L. 92-318), as amended, and all requirements imposed by or pursuant to the Regulation of the Department of Health and Human Services (45 C.F.R. Part 86), to the end that, in accordance with Title IX and the Regulation, no person in the United States shall, on the basis of sex, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any education program or activity for which the Applicant receives Federal financial assistance from the Department.
   
   
4. The Age Discrimination Act of 1975 (Pub. L. 94-135), as amended, and all requirements imposed by or pursuant to the Regulation of the Department of Health and Human Services (45 C.F.R. Part 91), to the end that, in accordance with the Act and the Regulation, no person in the United States shall, on the basis of age, be denied the benefits of, be excluded from participation in, or be subjected to discrimination under any program or activity for which the Applicant receives Federal financial assistance from the Department.

The Applicant agrees that compliance with this assurance constitutes a condition of continued receipt of Federal financial assistance, and that it is binding upon the Applicant, its successors, transferees and assignees for the period during which such assistance is provided. If any real property or structure thereon is provided or improved with the aid of Federal financial assistance extended to the Applicant by the Department, this assurance shall obligate the Applicant, or in the case of any transfer of such property, any transferee, for the period during which the real property or structure is used for a purpose for which the Federal financial assistance is extended or for another purpose involving the provision of similar services or benefits. If any personal property is so provided, this assurance shall obligate the Applicant for the period during which it retains ownership or possession of the property. The Applicant further recognizes and agrees that the United States shall have the right to seek judicial enforcement of this assurance.

The person or persons whose signature(s) appear(s) below is/are authorized to sign this assurance, and commit the Applicant to the above provisions.


Date ____________

Signature and Title of Authorized Official ______________________________

Name of Applicant or Recipient _____________________________________

Street ________________________________________________________

City, State, Zip Code_____________________________________________

Mail Form to:

DHHS/Office for Civil Rights
Office of Program Operations
Humphrey Building, Room 509F
200 Independence Ave., S.W.
Washington, D.C. 20201
Form HHS-690
5/97

RESOLUTION FORMAT FOR OFF-SITE REAL PROPERTY

Whereas, certain real property owned by the United States, located in the County of _____________ , State of _____________ , has been declared surplus and is subject to assignment for disposal for homeless or public health purposes by the Secretary of Hea1th and Human Services under the provisions of Section 203(k)(1) of the Federal Property and Administrative Services Act of 1949, as amended, and rules and regulations promulgated pursuant thereto, more particularly described as follows [Please insert property name and description below (full legal description is not required at this time)]:

Whereas, ______________________________________ (Legal name of applicant) has need for said property and will promptly utilize the same for public health purposes in accordance with the requirements of said Act and the rules and regulations promulgated there under of which this Board is fully informed, including commitments regarding use and time such use shall commence.

Now, Therefore, Be It Resolved, that ______________________________ (Legal name of applicant) shall make application to the Secretary of Health and Human Services for and secure the transfer to it of the above-mentioned property for said use upon and subject to such exceptions, reservations, terms, covenants, agreements, conditions, and restrictions as the Secretary of Health and Human Services or his/her authorized representative(s), may require in connection with the disposal of said property under said Act and the rules and regulations issued pursuant thereto: and

Be It Further Resolved, that ________________________________ (Legal name of applicant) has legal authority, is willing, and is in a position financially and otherwise to assume immediate care and maintenance of the property, and that _________________________________________ , (Name of Official(s) legally authorized) ___________________________________ (Title of Official(s)), _____________ (is/are) hereby authorized for and on behalf of the ___________________________________ (Legal name of applicant) to do and perform any and all acts and things which may be necessary to carry out the foregoing resolution, including the preparing, making, and filing of plans, applications, reports, and other documents; the execution, acceptance, delivery, and recordation of agreements, deeds and other instruments pertaining to the transfer of said property; and the payment of any and all sums necessary on account of the purchase price thereof, including fees (including the service charge, if any, assessed by the State Agency for Surplus Property) or costs incurred in connection with the transfer of said property for surveys, title searches, appraisals, recordation of instruments, or escrow costs, together with any payments by virtue of nonuse or deferral of use of the property, dismantling and removal, and site clearance guarantee deposits or bonds, transporting and delivery and re-erection.

_________________________________________
Legal Title of Governing Body of Applicant

_________________________________________
Address

_________________________________________
City, State Zip Code

I, __________________________ (Name of Certifying Officer), hereby certify that I am the ________________________ (Title of Certifying Officer), of the _________________________ (Title of Governing Board) and that the foregoing resolution is a true and correct copy of the resolution adopted by the vote of a majority of members of said ______________________ (Title of Governing Board) present at a meeting of said Board on ___ day ___________ , 20__ at which a quorum was present.

__________________________________________
(Signature of Certifying Officer)

Note: The person named in the Resolution cannot sign as the Certifying Officer.

DEPARTMENT OF HEALTH AND HUMAN SERVICES
PROGRAM SUPPORT CENTER
FEDERAL PROPERTY ASSISTANCE PROGRAM
ENVIRONMENTAL INFORMATION

PROPERTY NAME: ____________________________________

APPLICANT NAME: ___________________________________

Why is this information required?

The Department of Health and Human Services (HHS) is required to include environmental information in its decision making activities, including the consideration of applications for the use of excess and surplus real property for public health purposes under the Federal Property Assistance Program. It is, therefore, necessary for you, the applicant, to submit environmental information for use by HHS in reaching a decision on your application. The following guidance is provided to assist you in that effort. If difficulty is encountered in acquiring the information or if questions arise, please call 301-443-2265.

How will this information be used?

This information will be used by HHS to evaluate the potential environmental impacts of your proposed program of use, as described in your application.

Hasn't this already been done by GSA?

The General Services Administration (GSA), as well as other agencies, have included environmental information in their management of the property, including the decision to make it available for this program.

HHS must now consider your application, including your proposed program of use. Your specific proposal may include various actions and/or activities which were unknown to the other agencies.

Must I repeat what has already been done?

No. Please do not duplicate any efforts that may have been made elsewhere. If an environmental assessment has been prepared on the proposed project for another local, state, or Federal agency which addresses all of the following information requirements, then simply include that assessment in your application package. Otherwise, using the resources available to you, answer the attached questions completely.

What is HHS’s responsibility in this?

Because this application is a request for HHS action, HHS retains the responsibility to evaluate independently the adequacy and accuracy of the information submitted, and to make its own evaluation of the environmental issues which may arise. Therefore, please provide all the information requested. Failure to provide this information will necessitate returning the application to you for completion.

ENVIRONMENTAL INFORMATION AND DOCUMENTATION

Property: ________________ Location: _______________ Applicant: _________________

Property: ________________ Location: _______________ Applicant: _________________

Property: ________________ Location: _______________ Applicant: _________________

I certify that to the best of my knowledge and ability the information presented herein is true and correct.

Applicant’s signature ________________________

Title or Position ____________________________

Date _________________

Supplemental Instructions

Basis for Determination and Documentation

The basis for determination and documentation information must be traceable and establish the factual data to support the response to each question. Types of information to be included in this column are outlined below:

1. PRINTED MATERIALS. These are useful sources of detailed information materials such as comprehensive land use plans, zoning maps, city master plans, environmental baseline survey, environmental assessments, environmental impact statements and studies. Information must be current and must represent accepted methodologies, i.e., not so old that changing conditions make them irrelevant. Citations for the material should include enough information so that outside reviewer can locate the specific reference, e.g. author, document title, publication date, and page number.
   
   Examples include the Record of Decision, Finding of Suitability to Transfer, Finding of Suitability to Lease, GSA Property Suitability Determination Form, Federal Property Information Checklist, Environmental Baseline Surveys, Preliminary Assessments Reports, Environmental Assessments, draft or final Environmental Impact Statements, and City/County master plan or zoning map.
   
   Possible sources of the above document include as appropriate, GSA, HUD, the property owner, military base environmental office, local governmental organizations, local public library, and City/County planning office.
   
   
2. PERSONAL CONTACT. Personal contacts are useful when the individual contacted is an accepted authority on the subject(s), and the interview is documented. Supporting documentation should include the name, organization, and title of the person contacted and the date of the conversation. Examples include officials from State and local planning offices and environmental offices, or an environmental officer of the agency that owns the property.
   
   
3. SITE VISIT. A site visit does not usually involve any testing or measurements. A site visit is an important method for initial screening of the issues, but for some of the categories it may be inadequate for final evaluation. Supporting documentation should include date of the site visit, by whom, and the support observation.

Pollution Prevention. The applicant is urged to include pollution prevention considerations in the siting, design, construction, and operation of the project or facility.

Are there any pollution prevention activities that can be included in the applicant’s program of use (e.g., source reduction, recycling, etc.)?

The questionnaire items on sedimentation and erosion control measures and storm water control plan are also pollution prevention related.

101-47.4913 Outline for protection and maintenance of excess and surplus real property.

1. General. In protecting and maintaining excess and surplus properties, the adoption of the principle of “calculated risk” is considered to be essential. In taking what is termed a “calculated risk,” the expected losses and deteriorations in terms of realizable values are anticipated to be less in the overall than expenditures to minimize the risks. In determining the amount of protection to be supplied under this procedure, a number of factors should be considered; such as, the availability of, and the distance to, local, public, or private protection facilities; the size and value of the facility; general characteristics of structures; physical protection involving fencing, number of gates, etc.; the location and availability of communication facilities; and the amount and type of activity at the facility. Conditions at the various excess and surplus properties are so diverse that it is impracticable to establish a definite or fixed formula for determining the extent of protection and maintenance that should be applied. The standards or criteria set forth in B and C, below, are furnished as a guide in making such determinations.
   
   
2. Protection Standards. The following standards are furnished as a guide in determining the amount and limits of protection.
   
   
   1. Properties not Requiring Protection Personnel. Fire protection or security personnel are not needed at:
      
      
      1. Facilities where there are no structures or related personal property;
         
         
      2. Facilities where the realizable or recoverable value of the improvements and related personal property subject to loss is less than the estimated cost of protection for a one-year period;
         
         
      3. Facilities of little value located within public fire and police department limits, which can be locked or boarded up;
         
         
      4. 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
         
         
      5. 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 is required at facilities of the following classes:
      
      
      1. Facilities containing little removable personal property but having a considerable number of buildings to be sold for off-site use when (a) the buildings 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;
         
         
      2. 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;
         
         
      3. Facilities where the highest and best use has been determined to be salvage; and
         
         
      4. 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 firefighter-guards in such cases should be determined by taking into consideration all pertinent factors.
      
      
      1. 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.
         
         
      2. Facilities of high market value which can obtain no outside assistance and require an on-the-site firefighting force adequate to extinguish fires.
         
         
      3. Facilities of high market value at which the patrolling of large areas is necessary.
         
         
      4. Facilities of high market value not fenced and containing large quantities of personal property of a nature inviting pilferage.
         
         
      5. Facilities of high market value at which several gates must be kept open for operating purposes.
         
         
   5. Standards for All Protected Properties.
      
      
      1. 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.
         
         
      2. Patrolling of all facilities with large areas to be protected should be accomplished by use of automotive vehicles.
         
         
      3. 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, and 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 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 measure. 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.”
       
       
3. 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.
      
      
      1. 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.
         
         
      2. Carpentry and glazing should be limited to: work necessary to close openings against weather and pilferage; making necessary repairs to floors, roofs, and sidewalls as a protection against further damage; shoring and bracing of structures to preclude structural failures; and similar operations.
         
         
      3. Any necessary roofing and sheet metal repairs should, as a rule, be on a patch basis.
         
         
      4. Masonry repairs, including brick, tile, and concrete construction, should be undertaken only to prevent leakage or disintegration, or to protect against imminent structural failure.
         
         
      5. 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.
      
      
      1. At facilities in inactive status, maintenance of mechanical and electrical installations 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.
         
         
      2. 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.
         
         
      3. 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.
         
         
      4. Individual heaters should be used, when practicable, in lieu of operating heating plants.
         
         
   4. Grounds, Roads, Railroads, and Fencing.
      
      
      1. 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.
         
         
      2. 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.
         
         
      3. 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.
         
         
      4. Ditches and other drainage facilities should be kept sufficiently clear to permit surface water to run off.
         
         
      5. Fencing, or other physical barrier, should be kept in repair sufficiently to afford protection against unauthorized entry.
         
         
   5. Utilities.
      
      
      1. At inactive properties, water systems, sewage disposal systems, electrical distribution systems, etc., should be maintained only to the extent necessary to provide the minimum services required. Buildings or areas not requiring electrical service or water should be deenergized electrically and the water valve off. Utilities not in use, or which are serving dismantled or abandoned structures, should not be maintained.
         
         
      2. 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.
         
         
      3. 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 maintenance on properties where the highest and best use has been determined to be salvage.
      
      
      4. Repairs. Repairs should be limited to those additions or changes 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 restoration is required.
         
         
      5. 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 CFR 16126, Dec. 3, 1964, as amended at 30 CFR 11281, Aug. 2, 1965

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Last revised: September 2, 2004

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