11.201 Identification and availability of specifications
Source: FAR 11.201 on acquisition.gov
FAR 11.201 requires clear identification and accessible availability of all specifications and standards cited in solicitations to ensure fair competition and compliance.
Overview
FAR 11.201 outlines the requirements for identifying and making available specifications, standards, and related documents referenced in government solicitations. Its purpose is to ensure that all requirements documents are clearly cited, accessible, and properly referenced to facilitate fair and informed competition among prospective contractors.
Key Rules
- Identification of Requirements Documents
- Solicitations must specify the approval date and any amendments or revisions for each requirements document cited, avoiding vague references like "the issue in effect on the date of the solicitation."
- Availability of Documents
- Cited documents are generally not furnished with the solicitation unless necessary for evaluation, impractical for contractors to obtain, or upon request.
- Non-GSA/ASSIST Documents
- Any pertinent documents not listed in the GSA Index or ASSIST must be clearly identified and either provided with the solicitation or accompanied by instructions for access.
- Referencing Other Documents
- References to other documents must be limited to those applicable, clearly cite their applicability, avoid conflicts, and identify all first-tier references.
- Access to Specifications and Standards
- Provides sources and procedures for obtaining federal, defense, and nongovernment standards, including online resources and contact information.
Responsibilities
- Contracting Officers: Must ensure proper identification, citation, and availability of all requirements documents in solicitations; provide documents or instructions as required; and manage references to avoid conflicts.
- Contractors: Must review cited documents, request copies if needed, and ensure understanding of all referenced requirements.
- Agencies: Oversee compliance, facilitate access to standards, and assist in identifying sources for nongovernment standards.
Practical Implications
- Ensures transparency and equal access to specifications for all bidders.
- Reduces ambiguity and potential disputes over which standards apply.
- Contractors should proactively verify access to all referenced documents to avoid compliance issues or bid disqualification.
(a) Solicitations citing requirements documents listed in the General Services Administration (GSA) Index of Federal Specifications, Standards and Commercial Item Descriptions, available on the DoD Acquisition Streamlining and Standardization Information System (ASSIST) website, or listed in other agency index shall identify each document’s approval date and the dates of any applicable amendments and revisions. Do not use general identification references, such as "the issue in effect on the date of the solicitation." Contracting offices will not normally furnish these cited documents with the solicitation, except when-
(1) The requirements document must be furnished with the solicitation to enable prospective contractors to make a competent evaluation of the solicitation;
(2) In the judgment of the contracting officer, it would be impracticable for prospective contractors to obtain the documents in reasonable time to respond to the solicitation; or
(3) A prospective contractor requests a copy of a Government promulgated requirements document.
(b) Contracting offices shall clearly identify in the solicitation any pertinent documents not listed in the GSA Index of Federal Specifications, Standards and Commercial Item Descriptions or ASSIST. Such documents shall be furnished with the solicitation or specific instructions shall be furnished for obtaining or examining such documents.
(c) When documents refer to other documents, such references shall–
(1) Be restricted to documents, or appropriate portions of documents, that apply in the acquisition;
(2) Cite the extent of their applicability;
(3) Not conflict with other documents and provisions of the solicitation; and
(4) Identify all applicable first tier references.
(d)
(1) The GSA Index of Federal Specifications, Standards and Commercial Item Descriptions, FPMR Part 101–29, may be viewed at the ASSIST website at https://assist.dla.mil" target="_blank">https://assist.dla.mil.
(2) Most unclassified Defense specifications and standards may be downloaded from the ASSIST website at https://assist.dla.mil" target="_blank">https://assist.dla.mil.
(3) Defense documents not available from the ASSIST website may be ordered from the Defense Standardization Program Office by—
(i) Using the ASSIST feedback module at https://assist.dla.mil/feedback" target="_blank">https://assist.dla.mil/feedback; or
(ii) Contacting the Defense Standardization Program Office by telephone at 571–767–6888 or email at assisthelp@dla.mil.
(4) The FIPS PUBS may be obtained from—
http://www.itl.nist.gov/fipspubs/" target="_blank">http://www.itl.nist.gov/fipspubs/, or purchased from the-
Superintendent of Documents, U.S. Government Publishing Office, Washington, DC 20402, Telephone (202) 512-1800, Facsimile (202) 512-2250; or
National Technical Information Service (NTIS), 5285 Port Royal Road, Springfield, VA 22161, Telephone (703) 605-6000, Facsimile (703) 605-6900, Email: orders@ntis.gov.
(e) Agencies may purchase some nongovernment standards, including voluntary consensus standards, from the National Technical Information Service’s Fedworld Information Network. Agencies may also obtain nongovernment standards from the standards developing organization responsible for the preparation, publication, or maintenance of the standard, or from an authorized document reseller. The National Institute of Standards and Technology can assist agencies in identifying sources for, and content of, nongovernment standards. DoD activities may obtain from the Defense Standardization Program Office those nongovernment standards, including voluntary consensus standards, adopted for use by defense activities.