FAR 52.211-3—Availability of Specifications Not Listed in the GSA Index of Federal Specifications, Standards and Commercial Item Descriptions.
Plain-English Summary
FAR 52.211-3 is a solicitation provision used when a solicitation cites specifications that are not listed in the GSA Index of Federal Specifications, Standards, and Commercial Item Descriptions. Its purpose is to tell offerors where they can obtain the referenced specifications and how to request them correctly. The provision covers the source of the specifications, the contact information for the issuing activity, the telephone number, the person to contact, and the information a requester must include. In practice, it helps ensure all potential offerors can locate the exact technical requirements needed to prepare responsive offers, especially when the cited documents are not readily available through the standard GSA index. It also reduces confusion and delays by directing requests to the proper office and requiring the solicitation number plus the specification’s date, title, and number. For contracting officers, it is a simple but important administrative tool to support fair competition and access to the governing technical documents.
Key Rules
Use when specs are not indexed
This provision is used only when the solicitation cites specifications that are not listed in the GSA Index of Federal Specifications, Standards, and Commercial Item Descriptions. It is meant to fill the access gap for offerors who cannot find the cited documents in the normal index.
Identify the issuing activity
The solicitation must state the activity that can provide the specifications, along with its address. This tells offerors exactly where to direct their requests.
Provide contact details
The provision must include a telephone number and the person to be contacted. These details help offerors quickly confirm availability or resolve questions about obtaining the documents.
Request must cite solicitation
Anyone requesting the specifications should identify the solicitation number. This links the request to the correct procurement and helps the issuing office track and respond appropriately.
Request must identify the spec precisely
The request must identify the specification by date, title, and number, as cited in the solicitation. This precision is necessary to avoid sending the wrong document or version.
Insert substantially the same language
The clause prescription calls for a provision substantially the same as the text in FAR 52.211-3. Agencies may adapt formatting details, but the substance of the notice and request instructions should remain intact.
Responsibilities
Contracting Officer
Include this provision in the solicitation when the cited specifications are not listed in the GSA Index. Fill in the issuing activity, address, telephone number, and contact person so offerors know where and how to obtain the specifications.
Issuing Activity
Make the referenced specifications available to interested parties and respond to requests for copies or access. Ensure the information provided matches the solicitation’s cited specification exactly.
Offeror/Contractor
Request the specifications using the solicitation number and the specification’s date, title, and number as cited. Use the provided contact information to obtain the documents needed to prepare the offer.
Agency
Maintain a process for making non-indexed specifications available and for keeping the solicitation information accurate. Support competition by ensuring offerors can access the referenced technical documents.
Practical Implications
This provision is mainly an access-and-notice tool: if the solicitation cites a non-indexed specification, offerors need a clear path to obtain it or they may not be able to price or comply accurately.
A common pitfall is incomplete contact information. If the address, phone number, or contact person is missing or wrong, offerors may be delayed or unable to get the specification in time.
Another frequent issue is imprecise requests. Offerors should use the exact solicitation number and the exact date, title, and number of the specification to avoid receiving the wrong document or version.
Contracting officers should verify that the cited specification information is accurate and consistent throughout the solicitation, because mismatches can create ambiguity and protest risk.
For contractors, the practical takeaway is to request the specification early; waiting until the proposal deadline can leave too little time to review the technical requirements and incorporate them into the offer.
Official Regulatory Text
As prescribed in 11.204 (c) , insert a provision substantially the same as the following: Availability of Specifications Not Listed in the GSA Index of Federal Specifications, Standards and Commercial Item Descriptions (June 1988) The specifications cited in this solicitation may be obtained from: (Activity) address) ________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ (Telephone number) _________________________________ (Person to be contacted) ______________________________ The request should identify the solicitation number and the specification requested by date, title, and number, as cited in the solicitation. (End of clause)