Requirements
Agencies must submit comprehensive utility service information to GSA at least 120 days in advance to ensure timely and compliant acquisition or renewal of utility contracts.
Overview
FAR 41.301 outlines the detailed requirements for agencies requesting General Services Administration (GSA) contracting authority or assistance with utility service contracts. It specifies the information and documentation that must be submitted to the appropriate GSA regional office, including technical specifications, service proposals, rate information, and cost analyses. The regulation also sets strict timelines for submission (at least 120 days before new service is needed or an existing contract expires) and differentiates requirements for new versus existing utility services. For new services, agencies must provide detailed forecasts, diagrams, and cost data, while for existing services, historical usage and cost data are required. This ensures GSA has all necessary information to assist in acquiring or renewing utility services efficiently and compliantly.
Key Rules
- Submission to GSA Regional Office
- All requests and required information must be sent to the GSA region where service is needed.
- 120-Day Advance Submission
- Requests for utility contracting assistance must be submitted at least 120 days before service commencement or contract expiration.
- Detailed Information Requirements
- Agencies must provide technical, financial, and operational details, including service specifications, supplier rates, cost-effectiveness analyses, and facility diagrams, depending on whether the service is new or existing.
Responsibilities
- Contracting Officers: Ensure timely and complete submission of all required documentation to GSA.
- Contractors: Provide accurate technical and cost information as requested by the agency.
- Agencies: Gather, analyze, and submit all required data, and coordinate with GSA for utility service acquisition or renewal.
Practical Implications
- This section exists to streamline and standardize the process for obtaining GSA assistance with utility contracts, reducing delays and ensuring compliance.
- Agencies must plan well in advance and maintain thorough records to meet submission deadlines and information requirements.
- Common pitfalls include late submissions, incomplete data, or missing cost analyses, which can delay service acquisition or renewal.