Presolicitation requirements
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.