Overview
This section prescribes the formal procedures and documentation required for authorized contractors to request vehicles and related services from the GSA Interagency Fleet Management System (IFMS).
Key Rules
- Submission Format: All requests must be submitted in writing to the General Services Administration (GSA).
- Routing Protocols:
- Requests for five or fewer vehicles are sent to the appropriate GSA Regional Fleet Manager.
- Requests for more than five vehicles must be sent directly to GSA Headquarters in Washington, DC.
- Required Documentation: Each request must include:
- Two copies of the formal agency authorization.
- Specifics on the quantity of vehicles and the anticipated period of use.
- A roster of contractor employees authorized to request services.
- Identification details (make, model, serial number) for any contractor-owned or leased equipment requiring service.
- Complete billing instructions and addresses.
- Lead Time: Contractors are required to provide significant advance notice when requesting "unusual quantities" of vehicles to ensure availability.
Practical Implications
- Administrative Compliance: Contractors must maintain meticulous records of agency authorizations and authorized personnel to avoid delays in vehicle procurement.
- Logistical Planning: Large-scale project mobilizations requiring more than five vehicles require centralized coordination with GSA headquarters rather than local regional offices, necessitating longer lead times for approval and delivery.