FAR 41.301—Requirements.
Plain-English Summary
FAR 41.301 sets out the submission requirements for utility service acquisitions and for requests involving GSA contracting assistance or delegations of contracting authority under FAR Part 41. It tells agencies where to send requests, when those requests must be submitted, and exactly what information must accompany them for both new utility service requirements and existing utility service arrangements. The section covers technical descriptions, service proposals, supplier rate information, unusual acquisition factors, source and cost-effectiveness analyses, demand and consumption forecasts, facility diagrams, accounting and appropriation data, and details about connection charges, termination liability, and ownership/metering arrangements. In practice, this rule is designed to give GSA and the acquiring agency enough lead time and data to evaluate utility needs, compare supply options, assess costs, and avoid service interruptions or unnecessary charges. It is especially important because utility acquisitions often involve long lead times, infrastructure decisions, and cost-sharing or construction issues that can materially affect the government’s long-term obligations.
Key Rules
Send requests to the right GSA region
Requests for delegations of GSA contracting authority assistance and other required submissions must be sent to the GSA region where the service is needed. This ensures the request is handled by the office with geographic responsibility and access to the appropriate utility market information.
Submit utility assistance early
Requests for contracting assistance for utility services must be submitted no later than 120 days before new service is needed or an existing contract expires. The timing requirement is intended to prevent service gaps and give enough time for review, negotiation, and any required coordination.
Provide core acquisition data
Requests for assistance must include a technical description of the service, any service proposal or proposed contract, current published or unpublished utility rates, unusual acquisition factors, and an analysis of available sources or methods of supply. The agency must also explain each source’s ability to provide the service and the cost of backup and ancillary services.
Add detailed data for new service
For new utility requirements, the agency must provide the initial service date, first-year demand and consumption estimates, growth projections, ultimate demand and consumption, a schematic or line drawing of meter and facility locations, accounting and appropriation data, and information on proposed facilities and related charges. When feasible, the agency should also provide its own estimate for constructing and operating its own utility facilities instead of joining a supplier cost-sharing program.
Document existing service usage
For existing utility service, the agency must provide the same core assistance information plus recent invoices, a 12-month usage and cost tabulation, a 12-month forecast, accounting and appropriation data, and ownership/metering information for transformers and other system components. This gives GSA a factual basis to evaluate continuation of service and pricing.
Explain connection and facility charges
When new facilities or connection charges are involved, the agency must identify refundable or nonrefundable charges, termination liability, and other facility costs, along with the supplier’s rationale and estimated construction costs. The agency must also provide its own estimate for connecting to the supplier’s facilities using government resources or a separate contract when feasible.
Responsibilities
Agency
Prepare and submit utility service requests and related information to the proper GSA region. For new service, provide technical, demand, facility, cost, and appropriation data; for existing service, provide invoices, usage history, forecasts, funding data, and ownership/metering details. Submit requests early enough to meet the 120-day lead time and support cost-effective acquisition planning.
General Services Administration (GSA)
Receive and review requests for delegations of contracting authority assistance and utility contracting assistance, using the information provided to evaluate service needs, supply options, costs, and acquisition approach. GSA regional offices are the designated point of contact for the service area.
Utility supplier
Provide service proposals, rate information, proposed facility details, estimated construction costs, and rationale for connection or facility charges when those are part of the acquisition record. The supplier’s information supports the government’s evaluation of pricing and infrastructure obligations.
Acquiring agency contracting or facilities staff
Assemble the technical, financial, and facility data needed for the request, including demand forecasts, schematics, cost estimates, and analyses of alternative supply methods. Coordinate internally so the request is complete and accurate before submission.
Practical Implications
The biggest day-to-day issue is lead time: utility acquisitions often take longer than expected, so missing the 120-day deadline can create a risk of service interruption or rushed, unfavorable terms.
Incomplete submissions are a common pitfall. Missing rate data, usage history, facility diagrams, or appropriation information can delay GSA review and slow down award or delegation decisions.
Agencies should not treat utility acquisitions as purely price-based buys. The rule requires analysis of supply alternatives, backup services, facility ownership, and connection costs, which can change the best-value decision.
For new service, agencies should be ready to justify demand forecasts and growth assumptions. Overstating or understating load can affect facility sizing, charges, and long-term costs.
Where feasible, agencies should compare supplier cost-sharing proposals against government-built or separately contracted connection options. Failing to do that can leave savings on the table or lock the government into unnecessary facility charges.
Official Regulatory Text
(a) Requests for delegations of GSA contracting authority assistance with a proposed contract as provided in 41.203 , and the submission of other information required by this part, shall be sent or submitted to the General Services Administration (GSA) region in which service is required. The names and locations of GSA regional offices are available from the: General Services Administration, Energy Division - PMA, 1800 F St, NW, Washington, DC 20405; Website: https://www.gsa.gov/energy ; Email: energy@gsa.gov in its place. (b) Requests for contracting assistance for utility services shall be sent not later than 120 days prior to the date new services are required to commence or an existing contract will expire. Requests for assistance shall contain the following information: (1) A technical description or specification of the type, quantity, and quality of service required, and a delivery schedule. (2) A copy of any service proposal or proposed contract. (3) Copies of all current published or unpublished rates of the utility supplier. (4) Identification of any unusual factors affecting the acquisition. (5) Identification of all available sources or methods of supply, an analysis of the cost-effectiveness of each, and a statement of the ability of each source to provide the required service, including the location and a description of each available supplier’s facilities at the nearest point of service, and the cost of providing or obtaining necessary backup and other ancillary services. (c) For new utility service requirements, the agency shall furnish the information in paragraph (a) of this section and the following as applicable: (1) The date initial service is required. (2) For the first 12 months of full service, estimated maximum demand, monthly consumption, other pertinent information ( e.g., demand side management, load or energy management, peak shaving, on site generation, load shaping), and annual cost of the service. (3) Known or estimated time schedule for growth to ultimate requirements. (4) Estimated ultimate maximum demand and ultimate monthly consumption. (5) A simple schematic diagram or line drawing showing the meter locations, the location of the new utility facilities to be constructed on Federal property by the Federal agency, and any required new connection facilities on either side of the delivery point to be constructed by the utility supplier to provide the new services. (6) Accounting and appropriation data to cover the required utility services and any connection charges required to be paid by the agency receiving such utility services. (7) The following data concerning proposed facilities and related charges or costs: (i) Proposed refundable or nonrefundable connection charge, termination liability, or other facilities charge to be paid by the agency, together with a description of the supplier’s proposed facilities and estimated construction costs, and its rationale for the charge, e.g., tariff provisions or policies. (ii) A copy of the acquiring agency’s estimate to make its own connection to the supplier’s facilities through use of its own resources or by separate contract. When feasible, the acquiring agency shall provide its estimates to construct and operate its own utility facilities in lieu of participating in a cost-sharing construction program with the proposed utility supplier. (d) For existing utility service, the agency shall furnish GSA the information in paragraph (b) of this section and the following, as applicable: (1) A copy of the most recent 12-months’ service invoices. (2) A tabulation, by month, for the most recent 12 months, showing the actual utility demands, consumption, connection charges, fuel adjustment charges, and the average monthly cost per unit of consumption. (3) An estimate, by month, for the next 12 months, showing the estimated maximum demands, monthly consumption, other pertinent information ( e.g., demand side management, load or energy management, peak shaving, on site generation, load shaping), and annual cost of the service. (4) Accounting and appropriation data to cover the costs for the continuation of utility services. (5) A statement noting whether the transformer, or other system components, on either side of the delivery point are owned by the Federal agency or the utility supplier, and if the metering is on the primary or secondary side of the transformer.