FAR 8.1102—Presolicitation requirements.
Plain-English Summary
FAR 8.1102 sets the presolicitation checks that contracting officers must complete before issuing solicitations for leasing motor vehicles. It focuses on three main topics: required written certifications from the requiring activity, special exceptions for short-term leases under 60 days, and limits on restricting solicitations to current-year production models. In practice, this section is designed to ensure agencies lease only the vehicles they truly need, choose the smallest and most fuel-efficient vehicles that will meet mission requirements, and document any justification for larger passenger vehicles. It also reinforces the role of the General Services Administration (GSA) in determining whether vehicles can be furnished through its channels before an agency turns to leasing. For contractors, this section matters because it affects the scope of vehicle lease solicitations and the types of vehicles agencies are allowed to request. For contracting officers and requiring activities, it creates a documentation and approval gate that must be satisfied before procurement can proceed.
Key Rules
Written certification required
Before preparing solicitations for motor vehicle leases, the contracting officer must obtain a written certification from the requiring activity, unless an exception applies. This certification is the key presolicitation control that documents the agency’s need and compliance with vehicle-selection requirements.
Fuel-efficient, minimal vehicle selection
The certification must state that the requested vehicles are the maximum fuel efficiency and minimum body size, engine size, and equipment necessary to meet operational needs, and that they meet prescribed fuel economy standards. This means agencies must justify any added size or features as mission necessary, not merely preferred.
Higher-level approval for larger passenger cars
If the requirement is for passenger automobiles larger than Type IA, IB, or II (small, subcompact, or compact), the head of the requiring agency or a designee must certify that the larger vehicles are essential to the agency’s mission. This creates an additional approval layer for larger sedans and station wagons.
Internal approvals and GSA unavailability
The certification must also confirm that internal approvals have been received and that GSA has advised it cannot furnish the vehicles. In practice, the agency must show both internal authorization and that the government supply source is unavailable before leasing externally.
Short-term lease exceptions
For leases of less than 60 days, the contracting officer does not need the fuel-efficiency certification in two situations: when the requirement is for Type IA, IB, or II vehicles, or when larger passenger vehicles are needed and the agency has established case-by-case advance approval procedures. These exceptions reduce administrative burden for short-duration needs while preserving oversight.
Current-model limitation generally discouraged
Solicitations generally should not be limited to current-year production models. However, with prior approval from the head of the contracting office, the solicitation may be limited to current models when overall economy justifies it. This prevents unnecessary restriction of competition or supply options unless there is a documented cost or efficiency reason.
Responsibilities
Contracting Officer
Obtain the required written certification from the requiring activity before preparing solicitations for motor vehicle leasing, unless a short-term lease exception applies. The contracting officer must also ensure the solicitation is not improperly limited to current-year models unless prior approval has been obtained from the head of the contracting office.
Requiring Activity
Provide the written certification stating that the vehicles requested are the minimum necessary to meet operational needs, meet fuel economy standards, and have received internal approvals. For larger passenger automobiles, the requiring activity must secure the required mission-essential certification from the head of the agency or designee and confirm that GSA cannot furnish the vehicles.
Head of the Requiring Agency or Designee
Certify that requested passenger automobiles larger than Type IA, IB, or II are essential to the agency’s mission. This approval is required before the agency may proceed with leasing larger passenger vehicles.
General Services Administration (GSA)
Advise whether it can furnish the requested vehicles. If GSA cannot furnish them, that determination supports the agency’s ability to proceed with leasing.
Head of the Contracting Office
Provide prior approval if a solicitation is to be limited to current-year production models on the basis of overall economy. This approval is required before the restriction may be included.
Agency with Short-Term Lease Procedures
If the agency seeks to lease larger passenger vehicles for less than 60 days, establish advance approval procedures on a case-by-case basis. Those procedures allow the contracting officer to proceed without the fuel-efficiency certification otherwise required.
Practical Implications
This section creates a documentation checkpoint before a vehicle lease solicitation can move forward, so missing certifications can delay the acquisition or make the solicitation noncompliant.
Agencies should be prepared to justify larger passenger vehicles carefully; simply preferring more space, comfort, or features is not enough.
Contracting officers should verify whether the lease is under 60 days, because that can change whether the fuel-efficiency certification is required.
A common pitfall is assuming GSA unavailability or internal approval is implied; the rule requires written confirmation, not informal understanding.
Another frequent issue is over-restricting solicitations to current-year models without the required prior approval, which can unnecessarily narrow competition or limit available vehicles.
Official Regulatory Text
(a) Except as specified in 8.1102 (b), before preparing solicitations for leasing of motor vehicles, contracting officers shall obtain from the requiring activity a written certification that- (1) The vehicles requested are of maximum fuel efficiency and minimum body size, engine size, and equipment (if any) necessary to fulfill operational needs, and meet prescribed fuel economy standards; (2) The head of the requiring agency, or a designee, has certified that the requested passenger automobiles (sedans and station wagons) larger than Type IA, IB, or II (small, subcompact, or compact) are essential to the agency’s mission; (3) Internal approvals have been received; and (4) The General Services Administration has advised that it cannot furnish the vehicles. (b) With respect to requirements for leasing motor vehicles for a period of less than 60 days, the contracting officer need not obtain the certification specified in 8.1102 (a)- (1) If the requirement is for type 1 A, 1 B, or II vehicles, which are by definition fuel efficient; or (2) If the requirement is for passenger vehicles larger than 1 A, 1 B, or II, and the agency has established procedures for advance approval, on a case-by-case basis, of such requirements. (c) Generally, solicitations shall not be limited to current year production models. However, with the prior approval of the head of the contracting office, solicitations may be limited to current models on the basis of overall economy.