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In February we announced our intent to begin accepting solicitation proposals electronically. And today, we are very excited to announce that on May 1, 2014 we began accepting offers electronically!
We realize that the offer submission process can be complicated and it is our hope that by accepting proposals electronically we will:
There are some things to consider when submitting an electronic offer:
FSS - Offer - Schedule ID - Company Name - 1 of #
If your submission is larger than 5mb you can:
We cannot accept proposals submitted on a USB drive — submissions provided on a USB drive will not be considered.
Your proposal should be completed using a word processor — all of the solicitation documents are locked allowing you to complete the required form fields. All documents requiring a signature must be printed, signed by the required authority, scanned & submitted with your electronic proposal. These documents include, but are not limited to:
You will also need to provide electronic copies of your commercial price list, product literature, warranty, return goods policies, and any other documentation that may help support your proposal.
It is important that you review the required information for submitting a complete proposal. If we do not receive all required documentation we may return your offer package without further consideration.
Your email should include:
Note that dissemination of information that is privileged, confidential, or otherwise protected will be limited to only authorized Government personnel and will not be shared with non-authorized users.
Accepting electronic offers is a big leap for us and for you. We are excited about the new process, but understand that there may be some kinks that we need to iron out. Don't hesitate to contact the FSS Help Desk if you have any issues.
Be sure to keep a copy of your proposal for your records. We also recommend that you follow up with the VA FSS Offer Help Desk to ensure that we received all of your offer documentation!
We are excited to begin accepting electronic offers and look forward to working with you to refine the process!Return to top
The General Services Administration Acquisition Manual (GSAM) 538.270 requires FSS contracting officers (COs) to seek to obtain the offeror's best price prior to establishing a Federal Supply Schedule Contract and independently, GSAM 538.271 requires the COs to make a determination that the prices are fair and reasonable before an award can be made.
The CO's goal is to obtain better than, or equal to, the offeror’s Most Favored Customer (MFC) price. GSA policy describes MFC price as “the absolute best price given to any commercial customer or Government entity, independent of terms and conditions, discounts, and/or concessions.” When conducting price analysis, GSAM 538.270 identifies six factors that the CO should consider, in addition to any other relevant information. In order to conduct this analysis, the offeror is required to complete the solicitation's Commercial Sales Practice Format with information about its MFC prices. Throughout the analysis of the submitted data and through negotiations, the CO will ask for any other relevant information that is necessary to ensure they have the information required to substantiate MFC pricing.
The FAR does not provide us a definition of what is fair and reasonable but it has generally been found to be that which reflects fair market value or total allowable cost of performance by a well-managed, responsible contractor plus reasonable profit, is realistic in the contractor's ability to satisfy terms, and is a price that a prudent buyer would pay considering market conditions, requirements alternatives, and non-price factors. FAR 31.201-3 states, “A cost is reasonable if, in its nature and amount, it does not exceed that which would be incurred by a prudent person in the conduct of competitive business.”
GSAM 538.271 directs the CO to FAR part 15.4 as the basis to determine pricing as fair and reasonable. Price analysis is the predominant method used when determining pricing as fair and reasonable for commercial items. The CO may use a variety of techniques and may request additional information necessary to conduct the price analysis, including data other than certified cost or pricing data, defined as “pricing data, cost data, and judgmental information necessary for the contracting officer to determine a fair and reasonable price”. The CO will review information obtained from other available sources and information identified through market research, in conjunction with contractor submitted CSP data as a means to determine pricing to be fair and reasonable.
It is the VA’s responsibility is to ensure that our veterans receive quality healthcare, and the COs at the National Acquisition Center strive to ensure that VA Medical Centers and other federal agencies have access to a wide variety of commercial products and services though Federal Supply Schedule contracts at the best possible prices. The Veterans Affairs Acquisition Regulation (VAAR) requires VA personnel to use FSS contracts where available prior to soliciting open market offers. The VA is a prudent buyer and will only award FSS contracts when the results of the price analysis and negotiations ensure that pricing is consistent with the marketplace and has been determined to be fair and reasonable.Return to top
Earlier this year GSA pushed out several updates to its highly successful, no cost reverse auction system. Designed to create a more user-friendly and productive experience for buyers and FSS sellers the system allows
Additional enhancements include auction extensions, auction logic redesign, vendor “no bid” capability, start date display on auction description pages, and consolidated email notifications for auction invitations & closings.
Be sure to attend one of the new & improved training sessions to learn all about these and other enhancements to the reverse auction system! Email firstname.lastname@example.org for more information!
The FSS Service will be sending representatives to the 8th Annual “Big Four” Pharmaceutical Pricing Boot Camp slated for Monday May 19 — 20 at the Downtown Marriot in New York City. Key discussions will revolve around pricing concepts and methodologies regarding, but not limited to:
Thank you to everyone who attended our April webinar: No Awards: Common mistakes, best practices, & other advice. This was one of our best attended events yet! Weren’t able to attend? Don’t worry! We are working to finalize our responses to the questions posed throughout the event — once finalized we will publish the final slide deck and No Award FAQ library. Be sure to bookmark our training page to access this info as soon as it is published!
Join us on Wednesday, May 21st for the next event in our online training series — Determination of Fair & Reasonable Pricing. At the end of this webinar, attendees should:
Download the draft presentation materials before the event! Won’t be able to make it? You can download a copy of the finalized presentation materials from our training page or email email@example.com for more information.
1 CLP will be granted for attendance to this training, CLPs are good for FAC-COR, FAC-CO, and FAC-P/PM certificate renewals.