51.103 Ordering from Government supply sources
Source: FAR 51.103 on acquisition.gov
Contractors must strictly follow authorization terms and specific documentation procedures when ordering from Government supply sources to ensure compliance and avoid procurement issues.
Overview
FAR 51.103 outlines the procedures contractors must follow when ordering from Government supply sources, such as Federal Supply Schedules and Government stock, under proper authorization. The section details documentation, procedural, and compliance requirements to ensure that contractors act within the scope of their authorization and maintain consistency with Government procurement rules.
Key Rules
- Ordering from Federal Supply Schedules
- Contractors must adhere to the terms of the applicable schedule and their specific authorization. Each order must include a copy of the authorization (unless already provided) and a specific statement referencing the written authorization and clarifying that Federal Supply Schedule contract terms take precedence over order terms in case of inconsistency.
- Ordering Government Stock
- Contractors must follow the contracting officer’s authorization, use FEDSTRIP or MILSTRIP procedures as appropriate, use the correct Government activity address and access codes, and only order items necessary for contract performance.
Responsibilities
- Contracting Officers: Issue proper authorizations, provide necessary codes, and ensure contractors understand ordering procedures.
- Contractors: Follow all terms of the authorization, include required documentation and statements with orders, use correct ordering procedures and codes, and limit orders to contract-required items.
- Agencies: Oversee contractor compliance and provide guidance on proper ordering processes.
Practical Implications
This section ensures that contractors use Government supply sources responsibly and in accordance with established procedures, preventing misuse or over-ordering. Failure to comply can result in order rejection, audit findings, or loss of authorization. Contractors must pay close attention to documentation and procedural requirements to avoid compliance issues.
(a) Contractors placing orders under Federal Supply Schedules shall follow the terms of the applicable schedule and authorization and include with each order-
(1) A copy of the authorization (unless a copy was previously furnished to the Federal Supply Schedule contractor); and
(2) The following statement: This order is placed under written authorization from ______ dated ______. In the event of any inconsistency between the terms and conditions of this order and those of your Federal Supply Schedule contract, the latter will govern.
(b) Contractors placing orders for Government stock shall-
(1) Comply with the requirements of the contracting officer’s authorization, using FEDSTRIP or MILSTRIP procedures, as appropriate;
(2) Use only the Government activity address code obtained by the contracting officer in accordance with 51.102(e) along with the contractor’s assigned access code, when ordering from GSA Customer Supply Centers.
(3) Order only those items required in the performance of their contracts.