Authorization
Contracting officers must ensure strict prerequisites and written documentation before authorizing contractors to use IFMS vehicles, safeguarding government interests and ensuring proper vehicle use.
Overview
FAR 51.202 outlines the conditions and procedures under which a contracting officer may authorize a cost-reimbursement contractor to use Interagency Fleet Management System (IFMS) vehicles and related services. The regulation ensures that such authorizations are granted only when they support agency objectives, provide cost savings, and include safeguards to protect both the government and the contractor from liability and misuse. The section details the prerequisites for authorization, including insurance requirements, usage monitoring, penalties for misuse, and written statements from contractors regarding non-reimbursable costs. It also specifies the format and content of the written authorization, the process for subcontractor authorizations, and the agency’s liability for accidents and claims under 41 CFR 101-39.4.
Key Rules
- Authorization Criteria
- Contracting officers must determine that IFMS vehicle use is justified, cost-effective, and properly insured, with controls in place to prevent misuse.
- Written Authorization Requirements
- Authorizations must be documented in writing, reference the contract, specify limitations, and instruct compliance with relevant policies.
- Subcontractor Authorizations
- Any authorization for subcontractors must go through the prime contractor and receive their approval.
- Agency Liability
- Agencies assume certain responsibilities and liabilities for accidents and claims when authorizing IFMS vehicle use.
Responsibilities
- Contracting Officers: Must ensure all prerequisites are met, issue written authorizations, monitor compliance, and consider contractor recommendations.
- Contractors: Must obtain required insurance, enforce penalties for misuse, provide written statements on non-reimbursable costs, and ensure vehicles are used only for contract performance.
- Agencies: Must oversee compliance and accept liability as outlined in 41 CFR 101-39.4.
Practical Implications
- This section ensures government vehicles are used appropriately and cost-effectively by contractors, with clear accountability and risk management. Failure to comply can result in penalties, loss of authorization, or increased liability for both contractors and agencies.