Ordering from Government supply sources
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.