Part 11
Describing Agency Needs
FAR Part 11 ensures agencies describe their needs clearly and fairly to promote competition and meet mission requirements while complying with federal acquisition policies.
Overview
FAR Part 11, "Describing Agency Needs," provides the foundational requirements and procedures for federal agencies to accurately and effectively describe their needs when acquiring supplies and services. This part ensures that agencies develop clear, complete, and non-restrictive requirements documents, select appropriate specifications and standards, and consider market capabilities. It covers the development, use, and maintenance of requirements documents, acceptable materials, delivery and performance schedules, liquidated damages, priorities and allocations, variations in quantity, and testing. The goal is to promote competition, meet agency mission needs, and ensure compliance with federal acquisition policies.
Key Rules
- Requirements Development
- Agencies must develop requirements documents that clearly describe the government's needs without being unduly restrictive.
- Order of Precedence and Standardization
- Agencies must follow a specific order of precedence for requirements documents and consider standardization programs.
- Market Acceptance and Brand Name Use
- Agencies must consider market acceptance and avoid specifying brand names unless justified.
- Specifications and Maintenance
- Agencies must identify, use, and maintain appropriate specifications and standards.
- Delivery and Performance Schedules
- Agencies must establish realistic delivery or performance schedules based on mission needs and market capabilities.
- Liquidated Damages and Priorities
- Agencies may include liquidated damages clauses and must follow priorities and allocations procedures when required.
- Variation in Quantity and Testing
- Agencies must address allowable variations in quantity and may require preaward testing or evaluation.
Responsibilities
- Contracting Officers: Ensure requirements are clear, non-restrictive, and compliant with FAR Part 11; apply appropriate clauses and provisions; maintain documentation.
- Contractors: Respond to solicitations that accurately reflect agency needs; comply with specifications, schedules, and any testing or evaluation requirements.
- Agencies: Oversee the development and maintenance of requirements documents; ensure compliance with standardization, priorities, and allocation policies.
Practical Implications
- FAR Part 11 exists to ensure that agency needs are described in a way that promotes competition, efficiency, and mission success.
- It impacts daily contracting by dictating how requirements are written, how specifications are selected, and how schedules and quantities are managed.
- Common pitfalls include overly restrictive requirements, improper use of brand names, unrealistic schedules, and failure to maintain up-to-date specifications.