FAR 51.203—Means of obtaining service.
Plain-English Summary
FAR 51.203 explains how an authorized contractor must request interagency fleet management system (IFMS) vehicles and related services from GSA. It covers where the request must be sent, the special routing rule for requests involving more than five vehicles, and the specific information that must be included with each request. The section also requires the contractor to identify which employees may request vehicles and services, list any contractor-owned or leased equipment to be serviced, and provide billing instructions and an address. In practice, this rule is about making sure GSA can verify authority, plan fleet availability, and bill the right party before providing vehicles or related services. It matters because incomplete or misrouted requests can delay support, create billing problems, or prevent the contractor from obtaining needed fleet resources on time. The section also advises contractors seeking unusually large quantities of vehicles to submit requests as early as possible so GSA can arrange availability.
Key Rules
Submit written requests to GSA
Authorized contractors must request IFMS vehicles and related services in writing to the appropriate GSA regional Federal Supply Service Bureau, addressed to the Regional fleet manager. This is the standard submission path for contractor requests under this section.
Route large requests centrally
Requests for more than five vehicles must be sent to GSA FBF Washington, DC 20406, rather than to the regional offices. This special routing rule is intended to centralize handling of larger fleet requests.
Include agency authorization
Each request must include two copies of the agency authorization allowing the contractor to obtain vehicles and related services from GSA. This documentation proves the contractor is authorized to use the IFMS support.
State needs and duration
The request must identify the number of vehicles and related services needed and the period of use. GSA uses this information to determine availability and support planning.
Identify authorized employees
The contractor must provide a list of employees who are authorized to request vehicles and related services. This helps control who may act on the contractor’s behalf.
List serviced equipment
If the contractor wants service for contractor-owned or leased equipment, the request must list the make, model, and serial numbers of that equipment. This allows GSA to identify exactly what equipment is covered.
Provide billing instructions
The request must include billing instructions and a billing address. This ensures charges for vehicles and related services are directed to the correct place.
Request early for unusual quantities
Contractors needing unusual quantities of vehicles should submit requests as far in advance as possible. Early notice helps GSA secure availability and avoid delays.
Responsibilities
Contractor
Submit a written request for IFMS vehicles and related services to the proper GSA office, include all required supporting information, identify authorized employees, list any contractor-owned or leased equipment to be serviced, and provide billing instructions and an address. If requesting an unusual quantity of vehicles, submit the request as early as possible.
Agency
Provide the authorization that permits the contractor to obtain vehicles and related services from GSA, and furnish the contractor with the documentation needed to support the request.
GSA Regional Federal Supply Service Bureau / Regional fleet manager
Receive and process standard contractor requests, review the required information, and coordinate availability of vehicles and related services for authorized requests.
GSA FBF Washington, DC
Receive requests for more than five vehicles, rather than the regional offices, and handle the centralized processing of larger fleet requests.
Practical Implications
Contractors should treat this as a documentation-heavy process: missing the agency authorization, billing details, or employee list can slow or stop approval.
The five-vehicle threshold is a routing trap; sending a larger request to the region instead of GSA FBF Washington, DC can cause avoidable delays.
The rule is not just about vehicles themselves but also related services and servicing of contractor-owned or leased equipment, so the request must be specific about what support is needed.
Early planning matters for large or unusual fleet needs because GSA may need time to confirm availability.
Contractors should keep the list of authorized employees current; if the list is outdated, unauthorized personnel may be denied service or create billing/control issues.
Official Regulatory Text
(a) Authorized contractors shall submit requests for interagency fleet management system (IFMS) vehicles and related services in writing to the appropriate GSA regional Federal Supply Service Bureau, Attention: Regional fleet manager, except that requests for more than five vehicles shall be submitted to: General Services Administration FBF Washington DC 20406, and not to the regions. Each request shall include the following: (1) Two copies of the agency authorization to obtain vehicles and related services from GSA. (2) The number of vehicles and related services required and period of use. (3) A list of the contractor’s employees who are authorized to request vehicles and related services. (4) A listing of the make, model, and serial numbers of contractor-owned or-leased equipment authorized to be serviced. (5) Billing instructions and address. (b) Contractors requesting unusual quantities of vehicles should do so as far in advance as possible to facilitate availability.