Assemble Your Offer
Assembling your offer for IT Schedule 70 is a multi-step process that will require work and refinement. The process requires you to gather and fill out documents about your company’s finances, services and products offered, and your company’s business dealings. We’ve broken this section into two steps: You will complete forms we provide to you and you will compile information on your own. Some documents will be completed and uploaded to eOffer as an attachment, and some information will be entered directly into text fields in eOffer.
Complete These Forms
Many elements of your offer involve completing templates. We explain why the forms are required and how to complete them below. We include resources for more information when possible.
AGENT AUTHORIZATION LETTER (if applicable)
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, which includes commercial product certification, discount to reseller information, trade agreements certification, and price reduction notification.
PRICE PROPOSAL TEMPLATE
Here you show your products or services’ costs and justify the price you’re offering. This document is used to verify that you are offering your BEST price to the government, what we call your Most Favored Customer (MFC) pricing. Additionally, your MFC’s price must be considered highly competitive and determined to be fair and reasonable for it to be accepted by the GSA. Use information that corresponds with published commercial price lists, such as catalogues, invoices, contracts, etc., to complete the price proposal.
SAMPLE LABOR CATEGORY MATRIX
You must provide a detailed position description if your offer includes professional services. This should 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 Matrix should also include information for three previous contracts that show what you charged for these labor categories.
Compile This Information
You need to find information about your company and the work you’ve done. After you gather this information, have it ready to upload to eOffer later. Each element you’ll need and what each will be used for is described below.
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. GSA will use this information to ensure that your company is financially stable. Explain any information you disclose that reflects negatively upon your business.
SUBCONTRACTING PLAN (if applicable)
You only need to provide this if your business is categorized as a large business, based on the NAICS codes and related size standards that apply to you. GSA expects large businesses under IT Schedule 70 contracts to provide opportunities to small businesses who can perform successfully as subcontractors. The Subcontracting Plan you’ll submit will cover eleven areas detailed in the Federal Acquisition Regulation section 52.219-9(d).
The technical proposal details information and examples of your company’s experience that prove you can provide the products and services you are offering under IT Schedule 70. Your technical proposal must include three narratives that you need to draft, along with the Open Ratings report that you registered for previously. Depending on your Special Item Number (SIN), your technical proposal might require you to submit more documents. A contracting representative will request those documents after he or she has reviewed your offer.
- Corporate experience (10,000 character limit).
- Quality control (10,000 character limit).
- Depending on the Special Item Numbers you offer, you might have to submit additional narratives. For example, if offering services you will have to submit a narrative describing three relevant projects.
PROFESSIONAL COMPENSATION PLAN (if applicable)
You must submit a professional compensation plan for your employees if you are proposing professional services. The plan explains your company policies on salaries and fringe benefits for employees who will work under your contract. Individual compensation disclosure is not required.
PREVIOUS CANCELLATION/REJECTION LETTERS (if applicable)
Include copies of any cancellation or rejection letters for any previously awarded Schedule contracts that your company has received within the last two years with your offer.
END USER LICENSE AGREEMENTS (EULAS) OR TERMS OF SERVICE (TOS) AGREEMENTS (if applicable)
You must submit the End User License Agreements or Terms of Service. This makes it easier for us to review and negotiate each individual set of terms for compliance with federal law. Agreements must be in an editable format (such as Microsoft Word), and preferably with the portions of the documents that are federally non-compliant already removed. EULAs 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.
COMMERCIAL SALES PRACTICES-1
This is where you describe what you offer to your customers compared to what you are offering GSA. GSA uses this document to verify that you are offering your BEST price to the government or what we call your “Most Favored Customer” (MFC) pricing. GSA’s 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 (SIN), we may require you to submit additional documents. We’ll ask for them after we’ve assigned a contracting officer to review your offer. The template linked to in the Next Steps section below includes instructions for supplying this information, which you will enter directly into the eOffer system.
COMMERCIAL PRICE LIST OR MARKET RATE SHEET
You should have already identified your business’s commercial pricelist 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 pricelist, please provide a Market Rate Sheet. GSA uses these documents to evaluate whether you are providing competitive pricing to the government as well as a price that is better or equal to that of your Most Favored Customer.
PRICING SUPPORT DOCUMENTATION
You must provide supporting documentation for each product or service you are offering and enter it into the Price Proposal Template. GSA uses this to verify the information you’re submitting is accurate. Examples of types of documentation includes 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.
You must write and submit a detailed price narrative containing information for each of the products or services offered to enable our contracting officer to determine that prices you offer are fair and reasonable. Fair and reasonable means that the prices are highly competitive and the same or better than what you offer your Most Favored Customer (MFC). Explain why your offer might contain pricing that isn’t equal to what your MFC receives or if your offer deviates from the information you’ve provided in the commercial sales practice form.
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- Financial Statements
- Subcontracting Plan
- Technical Proposal
- Professional Compensation Plan
- Previous Cancellation/ Rejection Letters
- EULAs or TOS
- Commercial Sales Practice-1
- Commercial Pricelist
- Pricing Support Documentation
- Price Narrative