PART 1851

# USE OF GOVERNMENT SOURCES BY CONTRACTORS

**TABLE OF CONTENTS**

**SUBPART 1851.1 CONTRACTOR USE OF GOVERNMENT SUPPLY**

**SOURCES**

1851.102 Authorization to use Government supply sources.

1851.102-70 Contractor acquisition of filing cabinets.

**SUBPART 1851.2 CONTRACTOR USE OF INTERAGENCY FLEET**

**MANAGEMENT SYSTEM (IFMS) VEHICLES**

1851.202 Authorization.

1851.205 Contract clause.

**PART 1851**

**USE OF GOVERNMENT SOURCES BY CONTRACTORS**

**Subpart** **1851.1\--Contractor Use of Government Supply Sources**

**1851.102 Authorization** **to** **use** **Government supply**
**sources.**

\(e\) The contracting officer shall use substantially the following
format for letters authorizing contractor use of Government supply
sources:

**SUBJECT:** Authorization to Lease, Rent, or Purchase from General
Services Administration (GSA) Supply Sources

(Contractor\'s name) [              ]{.underline}

(Address) [                        ]{.underline}

\(1\) You are hereby authorized to act for the Government in the
following matters:

\(i\) The acquisition of supplies and/or services under Contract
No. [        ]{.underline} available for purchase by Government agencies
either directly from GSA stock or under Federal Supply Schedules subject
to the limitations set forth in this authorization.

\(ii\) The leasing or rental of equipment for use on Contract
No. [        ]{.underline}  available for lease or rental by Government
agencies under Federal Supply Schedules subject to the limitations set
forth in this authorization.

\(iii\) The issuance of tax exemption certificates in lieu of the
payment of State or other taxes for which the Government is not liable
on supplies or services purchased under this authorization.

(2)(i) Purchase orders under GSA schedules and contracts shall be placed
in accordance with the terms and conditions of the GSA schedule or
contract and this authorization. A copy of this authorization shall be
attached to the order (unless a copy was previously furnished to the GSA
contractor) and shall contain the following statement:

> "This order is placed on behalf of the National Aeronautics and Space
> Administration in furtherance of United States Government Contract
> No. [              ]{.underline} , pursuant to written authorization
> dated [        ]{.underline} , a copy of which (is attached) (you have
> on file). In the event of any inconsistency between the terms and
> conditions of this order and those of the applicable GSA
> schedule/contract, the latter will govern."

\(ii\) Orders for items in the GSA Supply Catalog shall be placed in
accordance with the Catalog and this authorization and shall include the
address to which billings are to be sent. Bills are not issued by GSA
until after shipment has been made and should therefore be paid
promptly. Any necessary adjustments will be made by GSA subsequent to
payment. All orders shall contain the following statement:

> "This order is placed on behalf of the National Aeronautics and Space
> Administration in furtherance of United States Government Contract No.
> [   \_\_\_\_\_\_        ]{.underline} , pursuant to written
> authorization dated [       ]{.underline} , a copy of which (is
> attached) (you have on file)."

\(3\) (Insert any other provisions and restrictions.)

\(4\) The authority hereby granted is not transferable or assignable.

[                ]{.underline}

(Contracting Officer)

(e)(3) Contracting officers shall use [**NHB
4100.1**](http://nodis.hq.nasa.gov/Library/Directives/NASA-WIDE/Procedures/Property_Supply_and_Equipment/N_PG_4100_1D/contents.html),
NASA Materials Inventory Management Manual, to obtain activity address
codes to enable use of FEDSTRIP and MILSTRIP.

**1851.102-70 Contractor acquisition of** **filing cabinets.**

\(a\) The Contracting officer must approve any planned contractor
acquisition of filing cabinets whose title will vest in the Government.
The contracting officer shall ensure that the contractor takes the
following actions before submitting a request for approval:

\(1\) Transfer inactive records to contractor storage areas;

\(2\) Dispose of unnecessary records in accordance with corporate
procedures;

\(3\) Use less expensive shelf filing methods; and

\(4\) Take other actions to reduce the need for filing cabinets.

\(b\) If after taking the actions in paragraphs (a)(1) through (4) of
this section, the contractor requires additional filing capacity, it
shall submit for contracting officer approval a request to order filing
cabinets. This request shall include a discussion of why sufficient
additional filing capacity is necessary and shall address the results of
the actions in paragraphs (a)(1) through (4) of this section. The
contracting officer shall review the request in consultation with the
Records Management Officer, the Property and Supply Officer, and the
project officer, if appropriate.

\(c\) If the need for filing cabinets is approved, the contracting
officer shall attempt to fill the need by providing any available excess
items of the type required through appropriate property accountability
channels. Approved requests that cannot be filled from excess shall be
returned to the contractor with an authorization to obtain file
cabinets, preferably through GSA.

**Subpart 1851.2\--Contractor Use of Interagency Fleet Management System
(IFMS)**

**Vehicles**

**1851.202 Authorization.**

\(a\) In accordance with NPR 6200.1, "NASA Transportation and General
Traffic Management", the contracting officer shall obtain concurrence
from the Transportation Officer before authorizing a contractor to
obtain Government-owned or -leased vehicles and related services.

**1851.205 Contract clause.**

When the clause at FAR 52.251-2 is included in a solicitation or
contract, also include the clause set forth at 1852.223-76.