51.201
Policy
Only cost-reimbursement contractors may use IFMS vehicles and services, and only with proper contracting officer authorization and approvals.
Overview
FAR 51.201 establishes the policy for authorizing government contractors to use Interagency Fleet Management System (IFMS) vehicles and related services. The regulation allows contracting officers to permit cost-reimbursement contractors to access IFMS vehicles and services (such as fuel, maintenance, and short-term rentals) when it serves the Government’s interest. However, the use of IFMS vehicles is generally restricted to cost-reimbursement contracts unless the Administrator of the General Services Administration (GSA) specifically approves an exception. Additionally, any complete rebuilding of major components of contractor-owned or leased equipment requires contracting officer approval on a case-by-case basis.
Key Rules
- Authorization for IFMS Vehicles and Services
- Contracting officers may authorize cost-reimbursement contractors to use IFMS vehicles and related services for official purposes if it benefits the Government.
- Approval for Major Rebuilding
- Contractors must obtain contracting officer approval before completely rebuilding major components of their owned or leased equipment.
- Restrictions on Use
- Only cost-reimbursement contracts are eligible for IFMS vehicle use, unless the GSA Administrator grants an exception upon agency request.
Responsibilities
- Contracting Officers: Determine if IFMS vehicle use is in the Government’s interest, grant authorizations, and approve major rebuilds of contractor equipment.
- Contractors: Use IFMS vehicles and services only as authorized, seek approval for major rebuilds, and comply with contract type restrictions.
- Agencies: Request GSA Administrator approval for exceptions to the cost-reimbursement contract limitation.
Practical Implications
- This policy ensures government resources are used efficiently and only when justified.
- Contractors must be aware of contract type limitations and seek proper approvals to avoid unauthorized use of IFMS vehicles or services.
- Common pitfalls include assuming all contract types are eligible or failing to obtain necessary approvals for equipment rebuilds.