Overview
FAR Subpart 51.2 outlines the policies and procedures governing how contractors can access and use the Interagency Fleet Management System (IFMS) vehicles and related services (such as fuel, maintenance, and storage). The primary intent is to provide cost-reimbursement contractors with a cost-effective means of transportation when it serves the Government's interest and achieves demonstrable economies.
Key Rules
- Contract Type Restriction: Authorization is generally limited to cost-reimbursement contracts. Use for fixed-price contracts requires specific approval from the GSA Administrator.
- Official Use Only: Vehicles and services must be used exclusively for the performance of the specific Government contract.
- Liability Insurance: Contractors must provide evidence of motor vehicle liability insurance (bodily injury and property damage) that protects both the contractor and the Government against third-party claims.
- Written Authorization: All use must be authorized in writing, citing the contract number, duration, and any specific limitations.
- Major Repairs: The rebuilding of major components on contractor-owned or -leased equipment using IFMS services requires individual approval from the Contracting Officer.
- Subcontractor Access: Subcontractors are eligible but must obtain authorization through and with the approval of the prime contractor.
Responsibilities
- Contracting Officer (CO):
- Determines if IFMS use provides "demonstrable economies" to the agency.
- Verifies the contractor’s insurance coverage.
- Conducts periodic checks to ensure vehicles are used exclusively for contract performance.
- Issues the formal written authorization and inserts FAR clause 52.251-2 into the contract.
- Contractor:
- Provides proof of insurance.
- Establishes and enforces penalties for employees who misuse Government vehicles.
- Submits written requests for vehicles to the GSA Regional Fleet Manager (or GSA Washington DC if requesting more than five vehicles).
- Assumes all costs for any use not related to contract performance without the right to reimbursement.
- General Services Administration (GSA):
- The Regional Fleet Manager processes vehicle requests.
- The Washington DC office (FBF) handles requests for quantities exceeding five vehicles.
Practical Implications
- Cost Efficiency: By using IFMS, contractors can often reduce the overhead costs associated with commercial vehicle rentals or fleet ownership, which ultimately lowers the total cost to the Government under a cost-reimbursement arrangement.
- Administrative Burden: Contractors must maintain rigorous logs and oversight to comply with "official use" requirements. Misuse by an employee can result in the contractor being forced to absorb the cost of the vehicle and potential disciplinary actions or contract disputes.
- Strict Liability Management: Because the Government agency assumes certain liabilities under 41 CFR 101-39.4, Contracting Officers are often very stringent about verifying the contractor's private insurance limits before granting access.
- Advance Planning: Contractors cannot expect immediate vehicle availability; the regulation explicitly requires requesting "unusual quantities" far in advance to ensure GSA can meet the demand.