Overview
FAR 41.301 outlines the mandatory procedures and documentation requirements for federal agencies seeking contracting assistance or delegated authority from the General Services Administration (GSA) regarding utility services. It establishes strict timelines and data submission standards for both new service requirements and the continuation of existing utility contracts.
Key Rules
- Submission Channel: All requests for GSA assistance or delegation must be sent to the specific GSA regional office where the service is required.
- 120-Day Lead Time: Agencies must submit requests for contracting assistance at least 120 days before the new service start date or the expiration of a current contract.
- Minimum Information Package: Every request must include technical specifications, proposed contract terms, current utility rates, and a cost-effectiveness analysis of all available supply sources.
- New Service Documentation: For new requirements, agencies must provide 12-month demand projections, schematic diagrams of delivery points, and detailed connection charge estimates (including a comparison of utility-provided vs. agency-constructed facilities).
- Existing Service Documentation: For contract renewals or continuations, agencies must submit 12 months of historical invoices and consumption tabulations, along with technical details regarding equipment ownership (e.g., transformers and meters).
- Financial Data: Agencies are required to provide complete accounting and appropriation data to ensure funds are available for both service consumption and connection charges.
Practical Implications
- Advance Planning Required: The 120-day submission window is a critical milestone; failure to meet this deadline can lead to lapses in service or emergency procurement scenarios that lack optimal pricing.
- Heavy Administrative Burden: Agencies must maintain meticulous utility records and technical drawings, as the GSA requires granular historical and projected data to validate the cost-effectiveness of the acquisition.
- Make-vs-Buy Decision: The requirement to estimate the cost of agency-constructed connections forces a formal "make-or-buy" analysis, ensuring the government does not overpay for utility-owned infrastructure when internal resources might be cheaper.