FAR 11.202—Maintenance of standardization documents.
Plain-English Summary
FAR 11.202 explains how agencies and contractors should handle proposed changes to standardization documents and what happens when an agency uses an existing standardization document but tailors it to its own needs. It covers two related topics: where to send recommendations for changes to standardization documents listed in the GSA Index of Federal Specifications, Standards, and Commercial Item Descriptions, and where to send recommendations for changes to standardization documents available on the ASSIST website. It also addresses the special case where an agency cites a standardization document but modifies it, requiring the agency to follow the Federal Standardization Manual and, for Defense components, DoD Manual 4120.24. In practice, this section helps keep federal standards current, ensures changes are routed to the right authority, and prevents agencies from creating inconsistent or improperly modified standards without following the proper standardization process. For contractors, it signals that changes to standards are not made informally through a contract clause or technical discussion; they must go through the designated standardization channels. For contracting officers and program offices, it is a reminder to coordinate standardization changes carefully and to document any deviations or modifications in accordance with the applicable manuals.
Key Rules
Submit GSA-indexed changes to GSA
Recommendations for changes to standardization documents listed in the GSA Index of Federal Specifications, Standards, and Commercial Item Descriptions must be submitted to the General Services Administration Federal Supply Service Office of Acquisition in Washington, DC. This centralizes proposed changes for documents maintained in that index.
Submit ASSIST changes to preparing activity
For standardization documents available on the ASSIST website, agencies must send recommendations for changes to the cognizant preparing activity. The preparing activity is the office responsible for the document and is the proper point of contact for revisions.
Follow standardization guidance when modifying
If an agency cites an existing standardization document but changes it to meet its own needs, it must follow the Federal Standardization Manual. This ensures the modification is handled through the proper standardization framework rather than by ad hoc editing.
Use DoD procedures for Defense components
For Defense components, modified standardization documents must also comply with DoD Manual 4120.24, Defense Standardization Program (DSP) Procedures. This adds Defense-specific process requirements on top of the general federal guidance.
Responsibilities
Agencies
Submit recommendations for changes to standardization documents through the correct channel: GSA for documents listed in the GSA Index, or the cognizant preparing activity for documents available on ASSIST. When citing and modifying a standardization document, follow the Federal Standardization Manual and any applicable Defense procedures.
Contracting Officers
Ensure that any cited standardization document is used and, if modified, handled in accordance with the required standardization guidance. They should route proposed changes to the proper office and avoid informal deviations from the document.
Program Offices / Technical Personnel
Identify needed changes to standards, prepare recommendations, and coordinate them with the appropriate standardization authority. If a standard is being tailored, they must support compliance with the applicable manuals and procedures.
GSA Federal Supply Service Office of Acquisition
Receive recommendations for changes to standardization documents listed in the GSA Index and process them through the appropriate federal standardization channels.
Cognizant Preparing Activity
Receive and consider recommendations for changes to standardization documents available on ASSIST and manage revisions for the document under its responsibility.
Defense Components
When modifying cited standardization documents, follow both the Federal Standardization Manual and DoD Manual 4120.24, including Defense Standardization Program procedures.
Practical Implications
This section is mainly about process control: if a standard needs to change, the change must go to the right authority rather than being handled informally in a contract file or technical exchange.
A common pitfall is sending a recommendation to the wrong office. Whether the document is in the GSA Index or on ASSIST determines where the recommendation must go.
Another risk is treating a modified standard as if it were the original document. If an agency tailors a standard, it must follow the formal standardization guidance and clearly manage the modification.
Defense organizations have an added compliance layer. They cannot rely only on general federal guidance when modifying standards; DoD procedures also apply.
For contractors, this section is a reminder to distinguish between the government’s authority to revise standards and the contractor’s obligation to comply with the version actually cited in the solicitation or contract.
Official Regulatory Text
(a) Recommendations for changes to standardization documents listed in the GSA Index of Federal Specifications, Standards and Commercial Item Descriptions should be submitted to the- General Services Administration Federal Supply Service Office of Acquisition Washington, DC 20406. Agencies shall submit recommendations for changes to standardization documents available at the ASSIST website to the cognizant preparing activity. (b) When an agency cites an existing standardization document but modifies it to meet its needs, the agency shall follow the guidance in Federal Standardization Manual and, for Defense components, DoD Manual 4120.24, Defense Standardization Program (DSP) Procedures.