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Veterans Crisis Line Badge

Office of Acquisition and Logistics (OAL)

 

Electronic Acceptance of FSS Offers/Proposals

Tel: (708) 786-7737 Fax: (708) 786-5828 fss.help@va.gov Contacts Survey
 

Hand/finger touching an email envelope

Effective January 1, 2015, we will no longer accept hard copy offers.  Accepting offers/proposals electronically we are able to:

  • Simplify the documentation & promote electronic completion of all forms;
  • Eliminate the costs of printing & shipping a complete copy of the required documentation;
  • Accelerate the receipt & assignment of your proposal to an assigned contract specialist; and
  • Promote a more efficient & timely review of your proposal

Considerations

There are some things to consider when submitting an electronic offer:

  1. Be sure that you are using the most recent solicitation forms.  We will only accept proposals submitted using the most current forms.  Forms will be good for up to 90 days from the date of publication of the new solicitation.  After this 90 day grace period all outdated proposals will be returned without further action.  Check out the VA Schedules page to determine the solicitation version you should be using!
  2. All electronic offers must be emailed to vafssoffers@va.gov with the subject line FSS - Offer - Schedule ID - 1 of # (e.g. FSS - Offer - 65 II A - 1 of 4).  This email address serves as the central portal for processing new offers, therefore any offers that do not include this reference may be misdirected and thereby the review & evaluation of your offer may be delayed.

Electronic Submission Logistics

Email ComponentInformation Requirement
TO Email Address vafssoffers@va.gov
Subject Line FSS - Offer - Schedule ID - Company Name - 1 of # (Example:  FSS - Offer - 65 II A - ABC Medical - 1 of 4)
Attachment Size 5mb

If your submission is larger than 5mb you can:
  • Send in multiple emails.  If sending through multiple emails it is essential that you identify the number of emails you are sending (1 of #) to ensure that we receive your entire offer.
  • Send a compressed zip file.  Zip files take up less storage space and allow for sharing of multiple files into one folder.  Check out instructions for zipping up your files for PC External link to a non-government website and for Mac External link to a non-government website.
  • Send a CD-ROM.  If your proposal is so large that it can’t be compressed and is unmanageable to send multiple emails you can submit your electronic offer on a CD-ROM.  We are only able to accept CD-ROMs.
We cannot accept proposals submitted on a USB drive – submissions provided on a USB drive will not be considered.
Documentation 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:

  • SF-1449
  • Manufacturer letter of commitment (if applicable)
  • Proof of liability insurance (if applicable)
  • Small Business Subcontracting Plan (if applicable)
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.

Email Submission

Email message with to and subject filled inYour email should include:

  • Your company name, address, & contact information
  • Offer point of contact name, address, & contact information
  • Schedule ID
  • Total number of emails required for your submission

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.

Need Help?

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 accept electronic offers and look forward to working with you to refine the process!