8.1102 Presolicitation requirements
Source: FAR 8.1102 on acquisition.gov
Before soliciting leases for motor vehicles, contracting officers must obtain written certification of need, efficiency, and approvals—unless specific short-term exceptions apply.
Overview
FAR 8.1102 outlines the presolicitation requirements for leasing motor vehicles by federal agencies. It mandates that, before issuing solicitations, contracting officers must obtain a written certification from the requiring activity confirming that vehicle requests are justified, fuel-efficient, and properly approved. The section also details exceptions for short-term leases (less than 60 days) and provides guidance on limiting solicitations to current year models only when justified by overall economy.
Key Rules
- Written Certification Requirement
- Contracting officers must secure a written certification addressing fuel efficiency, necessity of larger vehicles, internal approvals, and GSA’s inability to furnish the vehicles before soliciting leases.
- Exceptions for Short-Term Leases
- For leases under 60 days, certifications are not required for small, subcompact, or compact vehicles, or when agency procedures allow advance approval for larger vehicles.
- Model Year Restrictions
- Solicitations should generally not be limited to current year models unless prior approval is obtained based on overall economy.
Responsibilities
- Contracting Officers: Obtain required certifications, verify internal approvals, and ensure GSA cannot supply vehicles before soliciting. Follow exceptions for short-term leases and seek approval for model year restrictions.
- Contractors: Ensure requests and offers comply with fuel efficiency and vehicle size requirements.
- Agencies: Certify vehicle necessity, approve requests, and establish procedures for exceptions.
Practical Implications
This section ensures government vehicle leases are justified, fuel-efficient, and not duplicative of GSA resources. It prevents unnecessary leasing of oversized or inefficient vehicles and requires proper documentation and approvals, reducing waste and promoting accountability. Common pitfalls include missing certifications or failing to follow exception procedures.
(a) Except as specified in 8.1102(b), before preparing solicitations for leasing of motor vehicles, contracting officers shall obtain from the requiring activity a written certification that-
(1) The vehicles requested are of maximum fuel efficiency and minimum body size, engine size, and equipment (if any) necessary to fulfill operational needs, and meet prescribed fuel economy standards;
(2) The head of the requiring agency, or a designee, has certified that the requested passenger automobiles (sedans and station wagons) larger than Type IA, IB, or II (small, subcompact, or compact) are essential to the agency’s mission;
(3) Internal approvals have been received; and
(4) The General Services Administration has advised that it cannot furnish the vehicles.
(b) With respect to requirements for leasing motor vehicles for a period of less than 60 days, the contracting officer need not obtain the certification specified in 8.1102(a)-
(1) If the requirement is for type 1 A, 1 B, or II vehicles, which are by definition fuel efficient; or
(2) If the requirement is for passenger vehicles larger than 1 A, 1 B, or II, and the agency has established procedures for advance approval, on a case-by-case basis, of such requirements.
(c) Generally, solicitations shall not be limited to current year production models. However, with the prior approval of the head of the contracting office, solicitations may be limited to current models on the basis of overall economy.