51.203
Means of obtaining service
Contractors must follow specific written procedures and provide detailed documentation when requesting IFMS vehicles and services from GSA, especially for large or unusual requests.
Overview
FAR 51.203 outlines the procedures authorized contractors must follow to obtain vehicles and related services from the General Services Administration’s (GSA) Interagency Fleet Management System (IFMS). The regulation specifies the required documentation, submission process, and points of contact for requests, including special instructions for requests exceeding five vehicles. It also emphasizes the need for advance planning when requesting large quantities of vehicles to ensure availability.
Key Rules
- Written Requests
- Contractors must submit written requests for IFMS vehicles and services to the appropriate GSA regional office, except for requests exceeding five vehicles, which must be sent to the GSA headquarters in Washington, DC.
- Required Documentation
- Each request must include two copies of the agency authorization, details on the number and period of vehicle use, a list of authorized contractor employees, equipment details, and billing information.
- Advance Notice for Large Requests
- Requests for unusually large quantities of vehicles should be made as early as possible to help ensure availability.
Responsibilities
- Contracting Officers: Ensure contractors are properly authorized and informed of submission requirements.
- Contractors: Prepare and submit complete, accurate requests with all required documentation to the correct GSA office.
- Agencies: Provide necessary authorizations and oversee contractor compliance.
Practical Implications
- This section ensures a standardized, auditable process for contractors to access government fleet resources, reducing misuse and administrative confusion.
- Contractors must be diligent in preparing requests and coordinating with their agencies to avoid delays, especially for large or urgent needs.
- Missing or incomplete documentation can result in processing delays or denial of service.