Assemble Your Offer

Assembling your offer for a Schedule contract is a multi-step process that will require work and time. You'll need to gather and fill out documents about your company's finances, experience, products and services offered, and your company's business dealings.

There are two major components to this process:

  • complete forms we provide
  • compile information on your own.

You'll complete and upload some documents into eOffer as an attachment, and you'll enter some information directly into text fields in eOffer.

You'll need a digital certificate to access eOffer to view, download, and complete documents.

Complete These Forms

Many parts of your offer involve completing templates. We explain why the forms are required and how to complete them below. Where possible, we include examples and resources.

To locate full solicitation information, go to eOffer, locate the section titled "View Solicitations," and click on "Multiple Award Schedules (MAS) Solicitations."

Agent Authorization Letter (if applicable)

If you have a third-party agent, such as a consultant helping you prepare or negotiate your Schedule offer, you will need an Agent Authorization Letter. If your authorized agent will also be authorized to sign contracts, you must also upload a valid digital certificate for that agent.


document to fill out See Agent Authorization Letter template [PDF - 117 KB] in the solicitation document. Complete the document, following the instructions within the template itself, and upload it to eOffer. Agent Authorization Letters must be signed by a corporate officer (e.g. Pres., VP, CEO, etc.).
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Letter Of Supply (if applicable)

If you (the offeror) are not the manufacturer of the product(s) being proposed, you need to provide an acceptable Letter of Supply. Required elements of the Letter of Supply vary based the type of products you sell. The Letter of Supply Template provided within your solicitation will provide the required parts you'll need for your Letter of Supply.


document to fill out Find the Letter of Supply Template on GSA’s eOffer under your solicitation.
help resources For more information, see clause I-FSS-644 [PDF - 7 KB] of the solicitation.
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Pricing

Price Proposal Template

When completing a price proposal you will provide this information on a template based on the type of contract you have selected. Currently MAS has two options related to pricing requirements, in both options your company provides a list of proposed prices for all offered products or services, including any additional descriptive and supporting information. The two options differ in the following ways:

  1. The Commercial Sales Practice or Traditional route. When opting to provide pricing information, you will complete a price proposal template. Also, you will provide the various discounts your company currently provides in the commercial and federal arena, please see the Commercial Sales Practice section below. We’ll use this document to verify that you are offering your best price to the government, i.e., the price you charge your Most Favored Customer (MFC). We must consider your MFC price highly competitive and determine it to be fair and reasonable for us to accept it. To complete your price proposal, use information that corresponds to published commercial price list(s) or market rate sheet(s), such as catalogs, invoices, contracts, etc. This will then be utilized to create a discount ratio that your company will be required to track and maintain throughout the life of the contract.
  2. Participate in the Transactional Data Reporting (TDR) pilot. Your list of proposed pricing will be compared to like or similar items and a pricing variability will be applied for negotiation. With TDR you do not submit your various discounts your company provides nor is your pricing tied to a MFC. For a list of participating Schedules and Special Item Numbers (SINs) and more information about TDR please go to this Multiple Award Schedules Interact Community Post.

document to fill out Download the Price Proposal Template form [XLSX - 38 KB] and complete.
help resources

For more on how to complete the Price Proposal Template, read Section III, Price Proposal of provisions SCP-FSS-001-N [PDF - 17 KB]. Complete all sections of the template, noting an N/A for sections that do not apply to your offer.

For more instructions for pricing requirements on individual Schedules, please see the following Solicitation Cover Page (SCP) Provisions:

  • SCP-FSS-002 [PDF - 10 KB] Specific Proposal Submission Instructions for Services – Applies to all offers that propose services, with the exception of offers under Schedule 70.
  • SCP-FSS-003 [PDF - 5 KB] Specific Proposal Submission Instructions for Products – Applies to all offers that propose products, with the exception of offers under Schedule 70.
  • SCP-FSS-004 [PDF - 25 KB] Specific Proposal Submission Instructions for Schedule 70 – Applies only to Schedule 70
  • SCP-FSS-005 [PDF - 4 KB] Special Proposal Instructions for Products for Schedule 751 – Applies only to offers submitted under Schedule 751 - Leasing of Automobiles and Light Trucks.
  • SCP-FSS-006 [PDF - 5 KB] Special Proposal Instructions for Products and Services for Schedule 23V – Applies only to offers submitted under Schedule 23V - Automotive Superstore.

Both options have reporting requirements, for the commercial sales practice/traditional path contractors will report quarterly in summary format by SIN. For TDR participants, contractors will report monthly by transaction. For more information related to reporting please review the solicitation instructions and IFF Clause - 552.238-74 Industrial Funding Fee and Sales Reporting (MAY 2014) (ALTERNATE I - JUN 2016). For more information related to TDR please visit the Vendor Support Center, https://vsc.gsa.gov.

hold item for future reference Save the completed Price Proposal Template as well as your supporting documentation. You will upload these documents in eOffer.

Sample Labor Category Matrix (applicable on some Schedules)

You must provide a detailed position description if your offer includes services. In the description, include functional responsibilities, minimum years of experience, minimum educational/degree requirements, and any applicable training or certification requirements.

If you usually substitute experience for education, explain how you calculate it (e.g., five years of experience equates to a BA/BS degree). The labor category matrix should also include information for three previous contracts that show what you charged for these labor categories.

Non-professional services must include a matrix that outlines the Service Contract Labor Standards (SCLS), formerly Service Contract Act (SCA), categories with corresponding wage determination numbers and relevant pricing.


document to fill out Sample Labor Category Matrix [PDF - 50 KB] and Sample SCLS Matrix. [PDF - 9 KB] Please review your solicitation attachments for an up to date wage determination index.
help resources For more information about the Labor Category Matrix, SCLS matrix and wage determinations applicable to Schedule please see SCP-FSS-002 (SCP FSS-004, Section III, iA for Schedule 70 only).
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Compile This Information

You need to have information about your company and the work you have done. After you gather this information, have it ready to upload or input into eOffer. Each element you will need and what each will be used for is described below.

Financial Statements

Gather your company’s financial statements for the previous two-year period (audited, if available). At a minimum, each financial statement must consist of a balance sheet and income statement. We will use this information to ensure that your company is financially stable. Explain any information you disclose that reflects negatively upon your business.


information to provide Gather your company's balance sheets and income statements for the previous two-year period.
help resources For more information please see any important documents within the Solicitation you are submitting to.
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Subcontracting Plan (if applicable)

Your company only needs to provide this subcontracting plan if your business is categorized as 'other than small.' 'Other than small' includes:

  • nonprofit organizations,
  • educational institutions, and
  • 'large' businesses.

Your company size will be determined by the NAICS code that you believe the preponderance of work under your Schedule will fall.

GSA expects "other than small" businesses to provide opportunities to small businesses who can perform successfully as subcontractors.

Fill in and complete the subcontracting plan via eOffer. The sample template provided as part of the solicitation covers the 11 areas detailed in FAR clause 52.219-9(d).


information to provide The Small Business SubContracting Plan [PDF - 147 KB] is an attachment to the solicitation. Use the plan in the solicitation as a guide to understand what information will be required in eOffer. Complete the Subcontracting Plan in eOffer.
help resources For more information about this plan's requirements, review the Federal Acquisition Regulation Part 52.919. For help with NAICS codes, their definitions, and the size standards, visit the U.S. Small Business Administration (SBA).
hold item for future reference Save this document, and upload into eOffer. You’ll need to sign it, so download it after you complete it, complete the signature block (page 14 of the sample plan), scan, and upload the signed document(s) as an attachment to your offer in eOffer.

Technical Proposal

The technical proposal details information and examples of your company’s experience that prove you can provide the products and services you are proposing to offer.

Your technical proposal must include narratives that you need to draft and submit via eOffer, along with the past performance evaluation that you previously obtained from Open Ratings, Inc. Depending on your Special Item Number (SIN), you might need to submit more documents in your technical proposal.

For more information required for the technical proposal, please review the SCP provisions and Critical Information document in the Schedule solicitation. A contracting representative may request more documents during the review of your offer.


information to provide
For more instructions related to technical requirements on individual Schedules, please see the following SCP Provisions:
  • SCP-FSS-001N - Applies to All Schedules
  • SCP Provisions that apply to specific product or service categories:
    • SCP-FSS-002 Specific Proposal Submission Instructions for Services – Applies to all offers that propose services, with the exception of offers under Schedule 70.
    • SCP-FSS-003 Specific Proposal Submission Instructions for Products – Applies to all offers that propose products, with the exception of offers under Schedule 70.
    • SCP-FSS-004 Specific Proposal Submission Instructions for Schedule 70 – Applies only to Schedule 70
    • SCP-FSS-005 Special Proposal Instructions for Products for Schedule 751 – Applies only to offers submitted under Schedule 751 - Leasing of Automobiles and Light Trucks.
    • SCP-FSS-006 Special Proposal Instructions for Products and Services for Schedule 23V – Applies only to offers submitted under Schedule 23V - Automotive Superstore.
  • Draft the following narratives within eOffer:
    1. Factor One - Corporate experience (10,000 character limit).
    2. Factor Three - Quality control (10,000 character limit).
    3. Factor Four - Relevant Project Experience - this only applies if you are offering services. You will have to submit a narrative describing two relevant projects.
  • Gather the following information:
    1. Factor Two - Past Performance - Open Ratings report and narrative for any negative feedback.
    2. Factor Five - Technical Capability - certain Special Item Numbers (SINs) require more information and/or certifications. See the solicitation for further detail.
help resources For the specific instructions, see the following provisions in the solicitation: SCP-FSS-001 and SCP-FSS-002 for all Schedule holders. For Automotive, please also see SCP-FSS-006 (Schedule 23V) and SCP-FSS-005 (Schedule 751). For IT Schedule 70, please also see SCP FSS-004.
hold item for future reference Input your narratives and upload your Open Ratings report and Technical Capability information in eOffer.

Professional Compensation Plan (if applicable)

You must submit a professional compensation plan for your employees if you are proposing professional services. The plan explains the company policies on salaries and fringe benefits for employees who will work under your contract. Individual compensation disclosure is not required.


information to provide Gather your company’s general compensation practices, often found in an employee handbook.
help resources For more information about this plan’s requirement, review the FAR part 52.222-46. To see if you are required to submit a plan, see the Cover Page of the Solicitation.
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Previous Cancellation/Rejection Letters (if applicable)

Include with your offer copies of any cancellation or rejection letters received within the last two years for any previously awarded Schedule contracts or submitted Schedule offers.


information to provide Gather cancellation or rejection letters from prior Schedule contracts.
help resources For more information, please read SCP-FSS-001-N, Section I – Administrative/Contract Data, (iv). If a contract was previously awarded under the Schedule you are applying under, and it was subsequently cancelled or allowed to expire due to low sales, you must include a detailed description of the steps you plan to take to generate sales through a new contract.
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Commercial Supplier Agreements (CSA) (if applicable)

If applicable, Commercial Supplier Agreements(CSA) must be submitted with offers. This makes it easier for us to review and negotiate each individual set of terms for compliance with federal law.

CSAs must be from the manufacturer. If you are the reseller of a product, any changes to the EULA must have a signature of approval from the manufacturer.

Agreements must be in an editable format (such as Microsoft Word), preferably with the portions of the documents that are federally non-compliant already removed.


help resources To help with this process, GSA has issued new provisions, which can help reduce the legal risk of incorporating CSA terms and conditions that conflict with or are incompatible with federal law into GSA contracts.
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Commercial Sales Practices Format (CSP-1) (if applicable)

Here you describe what you offer to your customers compared to what you are offering the federal government. We use this document to verify that you are offering your BEST price to the government (what we call your “Most Favored Customer” (MFC) pricing).

Our goal is to obtain equal to or better than your MFC under the same or similar terms and conditions. Depending on your Special Item Number/s (SIN/s), we may require you to submit more documents. We’ll ask for them after we’ve assigned a contracting officer to review your offer. Templates are provided in some cases for reference. You’ll enter information into eOffer directly.

CSP-1 information is only required with contracts that are not participating in the Transactional Data Reporting (TDR) Pilot.


document to fill out Use CSP-1 Commercial Sales Practices template [PDF - 97 KB] as a reference. Complete CSP-1 information within eOffer.
help resources For more information about the CSP-1, please see SCP-FSS-001-N, Section III – Price Proposal, iv (and SCP FSS-004 for Schedule 70).
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Commercial Price List Or Market Rate Sheet

You should have already identified your business’s commercial price list while you were preparing your Price Proposal Template. You need this document to help show the prices you provide to your current customers. If you do not have a commercial price list, please provide a Market Rate Sheet.

We use these documents as a starting point to evaluate your companies pricing. This is also different than your Commercial Sales Practice that is listed above.

If you are participating in the Transactional Data Reporting (TDR) pilot, your list of proposed pricing will be compared to like or similar items and a pricing variability will be applied for negotiation. With TDR you do not submit the various discounts your company provides nor is your pricing tied to a Most Favored Customer (MFC).


information to provide Gather your Commercial Price list of Market Rate Sheet
help resources For more information, read Section III – Price Proposal of SCP-FSS-001-N for all offerors. For Automotive, please also see SCP-FSS-006 (Schedule 23V) or SCP-FSS-005 (Schedule 751). For Information Technology Schedule 70, please also see SCP FSS-004.
hold item for future reference Save this document; you will refer to it when filling out information in eOffer. You’ll upload your Commercial Price List or Market Rate Sheet to eOffer.

Pricing Support Documentation

You must provide supporting documentation for each product and/or service you are offering and enter it into the Price Proposal Template. We use this to verify the information you are submitting is accurate.

Examples of documentation include published and publicly available catalogs, price lists, copies of invoices, contracts, quote sheets, etc. There must be a clear and relevant relationship between the supporting document and the proposed price it is meant to support. Each supporting document must be clearly labeled with the name of the corresponding proposed product or service.

If your current Commercial Price List (CPL) or Market Rate Sheet (MRS) does not cover the period of past sales reported on the Commercial Sales Practices Format (CSP-1), if providing an offer under the traditional clauses, you must also provide a copy of the CPL or MRS that does cover the majority of that period.


help resources For more information, read Section III, Price Proposal of provisions SCP-FSS-001-N for all offerors. For Automotive, please also see SCP-FSS-006 (Schedule 23V) and SCP-FSS-005 (Schedule 751). For IT Schedule 70, please also see SCP FSS-004.
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Price Narrative

You must write and submit a detailed price narrative containing enough information for each of the products and/or services offered to enable our contracting officer to determine that offered prices are fair and reasonable. Fair and reasonable means that the prices are highly competitive with the commercial and federal market.

If you are providing an offer through the Commercial Sales Practice/traditional format you need to demonstrate that this pricing is also the same (or better) than what you offer your Most Favored Customer (MFC). If a price offered to GSA is not equal to or better than the price offered to your designated Most Favored Customer, your narrative must explain the rationale for proposing such a price in a way that the contracting officer can determine that the rate is fair and reasonable. You must explain any deviation from your commercial sales practice, including the specific circumstances and frequency of the deviations.


help resources For more information, read Section III (iv), Price Proposal of provisions SCP-FSS-001-N within the Solicitation.
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