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VA Federal Supply Schedule Service

 

Contractors - Submitting a Solicitation Proposal

  1. If I have submitted a new solicitation proposal and a new version of the solicitation is released must I resubmit my documentation?
  2. If we do not offer quantity and/or volume discounts, do we still need to populate Column 3 of Figure 515.4-2, Commercial Sales Practices (CSP-1) Format?
  3. Are resellers required to obtain letters of commitment from their manufacturers?
  4. Does the IFF play a role in determining the tracking customer ratio?
  5. What is “FOB Destination” and what impact does it have on pricing?
  6. Can I sell products overseas under the VA FSS program?
  7. What is a “best value” determination?

1.  If I have submitted a new solicitation proposal and a new version of the solicitation is released must I resubmit my documentation?

If I have submitted a new solicitation proposal and a new version of the solicitation is released must I resubmit my documentation? No, you do not need to resubmit all of your documentation.  Your assigned contract specialist will issue an amendment to the previous version solicitation that incorporates the relevant changes. You must review and provide a signed copy of the amendment to your contract specialist for incorporation into your offer file.  When submitted you will be held accountable for all changes to the solicitation encompassed in the amendment.

If you are required to sign a solicitation amendment your contract file will be considered incomplete until we receive a signed copy.  This may impact contract award.

Once a solicitation has been refreshed we will continue to accept proposals submitted on the previous version for 90 days.  After 90 days all proposals submitted under previous solicitation versions will be returned without further action.  Check out the Schedules page to see all of our refreshed solicitations.

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2.  If we do not offer quantity and/or volume discounts, do we still need to populate Column 3 of Figure 515.4-2, Commercial Sales Practices (CSP-1) Format?

The solicitation does not require that you populate a column of the CSP if it does not apply to your firm; however, we strongly recommend that you fill in non-applicable columns with either “None” or “NA.”  This will 1) streamline our review of your proposal by letting us know that you did not simply forget to complete the column; and 2) eliminate unnecessary clarification steps on the part of your assigned CO.

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3.  Are resellers required to obtain letters of commitment from their manufacturers?

Yes, resellers must submit a letter of commitment from each manufacturer for which they resell products.  Information and instructions on this requirement are available online.

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4.  Does the IFF play a role in determining the tracking customer ratio?

No, the tracking customer ratio is established before the IFF is applied.

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5.  What is “FOB Destination” and what impact does it have on pricing?

FOB (free on board) is used in conjunction with a physical point to determine:  1) the responsibility and basis for payment of freight charges and 2) the point where the title for goods passes to the buyer or consignee.

FOB Destination is where the seller or consignee delivers the goods on the seller’s or consignor’s conveyance at destination.  Additionally, the seller or consignor is responsible for the cost of shipping and risk of loss.

Note:  The Government shall not be liable for any delivery, storage, demurrage, accessorial, or other charges involved before the actual delivery.

All VA FSS commodity contracts are FOB Destination in accordance with clause 52.247-34, FOB Destination - Nov 1991, Variation May 1995.  This clause requires that each firm provide FOB Destination shipping to the 48 contiguous states and Washington DC with a minimum point of exportation to Alaska, Hawaii, and Puerto Rico.  Shipment to Alaska, Hawaii, and Puerto Rico is subject to negotiation.

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6.  Can I sell products overseas under the VA FSS program?

Yes, you can sell products and services awarded under your contract to Government facilities located overseas; however, a company representative must be stationed in the geographic area(s) to which you want to deliver.

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7.  What is a "best value" determination?

Schedule buyers award task/delivery orders to FSS contractors based upon a best value determination.  Best Value is the expected outcome of an acquisition that, in the Government’s estimation, provides the greatest overall benefit in response to the requirement.

Factors that are considered when making a best value determination include (but are not limited to):

  • Price
  • Special features of the service or supply required for effective performance
  • Past performance records
  • Quality of the proposed solutions and cost differences
  • Trade-in considerations
  • Warranty
  • Delivery terms
  • Expertise of the offeror
  • Socioeconomic status

Best value determinations can result in improved mission performance and lower procurement costs, while encouraging Schedule contractors to provide their best services and supplies to the Government.

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