FAR 11.204—Solicitation provisions.
Plain-English Summary
FAR 11.204 tells contracting officers when they must include solicitation provisions about how offerors can obtain or inspect specifications, standards, and data item descriptions that are referenced in the solicitation but not physically provided with it. It covers four situations: specifications listed in the GSA Index of Federal Specifications, Standards and Commercial Item Descriptions; defense specifications, standards, and data item descriptions available through the ASSIST website; specifications not listed in the GSA Index but obtainable from a designated source; and specifications not listed in the GSA Index but available for examination at a specified location. The section exists to make sure offerors have fair notice of where to find the governing technical requirements and can access them before submitting offers. In practice, it prevents ambiguity, supports full and open competition, and reduces the risk that a solicitation will be challenged because bidders could not readily locate the referenced technical documents. It also helps contracting officers match the solicitation language to the actual source and availability of the specification, rather than using a one-size-fits-all notice. The practical effect is that the solicitation must tell offerors exactly how to get or review the specifications that control performance when those documents are not included in the package.
Key Rules
Use 52.211-1 for GSA-indexed specs
If the solicitation cites specifications listed in the GSA Index and those specifications are not furnished with the solicitation, the contracting officer must insert FAR 52.211-1. This provision tells offerors where to find the referenced documents.
Use 52.211-2 for ASSIST documents
If the solicitation cites defense specifications, standards, or data item descriptions available in ASSIST and they are not furnished with the solicitation, the contracting officer must insert FAR 52.211-2. This ensures offerors know the official electronic source for the documents.
Use a similar provision for non-indexed specs
If the solicitation cites specifications that are not listed in the GSA Index and are not furnished with the solicitation, but can be obtained from a designated source, the contracting officer must insert a provision substantially the same as FAR 52.211-3. The notice must identify how to obtain the documents from that source.
Use a similar provision for examination-only specs
If the solicitation cites specifications not listed in the GSA Index and they are available only for examination at a specified location, the contracting officer must insert a provision substantially the same as FAR 52.211-4. The solicitation must tell offerors where the documents may be reviewed.
Match the provision to the document source
The required provision depends on where the specification is found and whether it is furnished with the solicitation. The contracting officer must select the notice that corresponds to the actual availability of the cited technical material.
Responsibilities
Contracting Officer
Identify every cited specification, standard, or data item description in the solicitation and determine whether it is furnished, listed in the GSA Index, available in ASSIST, obtainable from a designated source, or only available for examination. Insert the correct FAR provision or a substantially similar provision so offerors know how to access the referenced documents.
Agency/Technical Activity
Provide accurate information on where the cited specifications are maintained, whether they are available electronically or at a physical location, and any designated source for obtaining them. Ensure the contracting officer has the correct source information before solicitation issuance.
Offeror/Contractor
Use the solicitation notice to locate, obtain, or examine the referenced specifications before preparing an offer. Review the cited documents carefully because they define the technical requirements that may affect pricing, compliance, and performance.
Practical Implications
This section is mainly about transparency: if a solicitation relies on outside technical documents, offerors must be told exactly where to find them. Missing or incorrect availability language can create confusion, delay proposals, or lead to protests.
A common pitfall is assuming one provision fits all cited specifications. The contracting officer must distinguish between GSA-indexed documents, ASSIST documents, designated-source documents, and examination-only documents.
Another risk is citing a specification without confirming whether it is actually furnished with the solicitation. If it is not furnished, the required notice must be included; if it is furnished, these provisions may not be needed.
For contractors, the practical issue is access and timing. If the solicitation points to a source that is hard to reach or not checked early, the offeror may miss important technical requirements or underestimate compliance costs.
For contracting officers, the key takeaway is to verify the source and availability of every referenced specification before release. Accurate solicitation language helps avoid ambiguity, supports competition, and reduces the chance of a defective solicitation challenge.
Official Regulatory Text
(a) The contracting officer shall insert the provision at 52.211-1 , Availability of Specifications Listed in the GSA Index of Federal Specifications, Standards and Commercial Item Descriptions, FPMR Part 101-29, in solicitations that cite specifications listed in the Index that are not furnished with the solicitation. (b) The contracting officer shall insert the provision at 52.211-2 , Availability of Defense Specifications, Standards, and Data Item Descriptions in the Acquisition Streamlining and Standardization Information System (ASSIST) website, in solicitations that cite specifications available in ASSIST that are not furnished with the solicitation. (c) The contracting officer shall insert a provision substantially the same as the provision at 52.211-3 , Availability of Specifications Not Listed in the GSA Index of Federal Specifications, Standards and Commercial Item Descriptions, in solicitations that cite specifications that are not listed in the Index and are not furnished with the solicitation, but may be obtained from a designated source. (d) The contracting officer shall insert a provision substantially the same as the provision at 52.211-4 , Availability for Examination of Specifications Not Listed in the GSA Index of Federal Specifications, Standards and Commercial Item Descriptions, in solicitations that cite specifications that are not listed in the Index and are available for examination at a specified location.