Overview
This section outlines the mandatory certifications and procedural steps a contracting officer must verify before soliciting bids for the leasing of motor vehicles, emphasizing fuel efficiency, mission necessity, and the exhaustion of internal government resources.
Key Rules
- Mandatory Certification: For leases of 60 days or more, the contracting officer must receive written certification that the vehicles meet fuel economy standards and are the minimum size necessary for the mission.
- Mission Justification: Any request for passenger vehicles larger than compact (Type II) requires specific certification from the agency head or a designee stating the larger size is essential to the agency’s mission.
- GSA First Policy: Agencies must confirm with the General Services Administration (GSA) that the required vehicles cannot be furnished through government sources before seeking a commercial lease.
- Short-Term Lease Exemptions: Requirements for leases under 60 days are exempt from the formal certification process for small/compact vehicles, or if the agency has existing case-by-case approval procedures for larger vehicles.
- Model Year Restrictions: Solicitations generally cannot be restricted to current-year models unless the head of the contracting office approves the restriction based on "overall economy."
Practical Implications
- Administrative Burden: Contracting officers cannot proceed with a procurement until the requiring activity provides a formal "paper trail" justifying the need and confirming internal approvals.
- Market Research Requirement: This regulation enforces a "government-first" sourcing strategy, making the GSA the mandatory first point of contact for vehicle needs.
- Cost and Sustainability Oversight: The rules prevent "gold-plating" by requiring high-level justification for larger, less fuel-efficient vehicles, ensuring that taxpayer funds are spent on the most economical options available.