Authorization to use Government supply sources
Contracting officers must thoroughly document and control contractor access to Government supply sources, ensuring compliance and oversight throughout the process.
Overview
FAR 51.102 outlines the procedures and requirements for authorizing contractors to use Government supply sources. Before granting such authorization, the contracting officer must document a written finding in the contract file, except in certain cases. The decision to authorize is based on factors like administrative costs, item suitability, delivery, and contractor recommendations. Authorizations for subcontractors require contractor approval. Once authorization is decided, the contracting officer must request the appropriate activity address codes or approvals from relevant agencies and include specific information in each request. The authorization itself must cite contract numbers, specify the period, detail requisitioning procedures, and may include additional limitations. The contracting officer must instruct the contractor to follow applicable policies. After authorization, the agency is responsible for ensuring contractor compliance, managing any indebtedness, and updating Government sources on address or contract status changes.
Key Rules
- Written Finding Requirement
- Contracting officers must document a written finding supporting the authorization, except for certain cases under 51.101(c).
- Authorization Process
- Authorizations for subcontractors must go through and be approved by the prime contractor.
- Requesting Activity Address Codes/Approvals
- Contracting officers must request the appropriate codes or approvals from GSA, DoD, VA, or other agencies, including specific contractor and contract information.
- Authorization Content
- Authorizations must cite contract numbers, specify periods, detail requisitioning procedures, and may include limitations or conditions.
- Agency Oversight
- Agencies must ensure contractor compliance, manage indebtedness, and update Government sources on changes.
Responsibilities
- Contracting Officers: Prepare written findings, request necessary codes/approvals, issue detailed authorizations, and instruct contractors on compliance.
- Contractors: Comply with authorization terms, use correct procedures for requisitioning, and follow all applicable policies.
- Agencies: Oversee contractor compliance, handle financial liabilities, and maintain up-to-date records with Government sources.
Practical Implications
- This section ensures that contractors only access Government supply sources when justified and under controlled conditions.
- It impacts daily contracting by requiring thorough documentation, clear communication, and ongoing oversight.
- Common pitfalls include missing documentation, failing to update address changes, or not following proper requisitioning procedures.