Attachment 3 - DoD Safe Instructions (REVISED JAN 2026).pdf

DoD Safe Proposal Transmission/Drop-Off Instructions

For proposal transmission via the DoD Safe electronic platform where a successful Request for Drop-off is complete, the offeror will receive a “Request for Drop-off” notification email with the URL link to initiate a drop-off and any other information entered in the request.

NOTE: The URL link to initiate a Drop-off is valid for 14 days. After the Drop-off is fulfilled, the Drop-off request code automatically expires and is no longer available. Drop-off links are for one-time use only; therefore, should offerors require additional Requests for Drop-off, these requests must be emailed to the below DLA Troop Support recipients by the specified time in the given correspondence.

Sending Drop-offs

To send files, a Drop-off must be created.

Drop-offs (up to 25 files totaling up to 8 GB max), must be sent to the Contracting Officer identified in the solicitation.

To send a new Drop-off, click on Drop-off in the top navigation ribbon or on the homepage, add the files to send to the Drop-off form, add the recipients to send the files

to. Please ensure the correct solicitation number (SPE300-26-R-0001) and any other pertinent file name information is included in the Note to the Recipient section.

Additionally, if an offeror chooses to encrypt its proposal transmission, check the box for Encrypt every file (REQUIRED FOR CUI, PII, AND PHI).

Enter the desired Encryption Passphrase in the Encryption Passphrase pop-up window in order for the DLA Troop Support recipients to view and download the proposal transmission documentation. NOTE: This passphrase should not be included in the Drop-off email; it must be sent in a separate email to the DLA Troop Support recipients within the solicitation.

NOTE: It is the offeror’s responsibility to contact the DLA Troop Support recipients identified above and within the solicitation to confirm receipt of encrypted passphrase information related to proposal transmissions via the DoD Safe electronic platform. An offeror’s failure to provide accurate passphrase information may render the proposal unacceptable and may lead to a rejection of the offer.

Then send the Drop-off.

NOTE: The DoD Safe website permits compressed file-types (zip, 7z, tar.gz, etc.) to be used to reduce the size of a file; however, based on DLA Troop Support systems limitations, please limit the use of compressed file types to .zip compressed files.

Alternatively, large files can also be separated into multiple 8 GB or less segments that can be sent in several individual package transfers. For additional information on this website, please visit https://safe.apps.mil/about.php.

https://safe.apps.mil/about.php

Drop-Off Verification

It is recommended that the Send me an email when the Drop-off is completed check box be checked prior to clicking Drop-off Files. If this was completed, the Sender of the Drop-off will receive a notification e-mail as soon as the Drop-off has been completed, as shown below.

The recipient will receive a notification email with the Drop-off information. Drop-offs remain active for download by the recipient for 7 days. The notification email is sent immediately, but may take some time to be received, depending on the sender and recipient’s network.

The DoD SAFE program does not guarantee a delivery time and, as such, is not recommended for time sensitive file transfer.

1. File size, customer network connection, connection type, and number of files are factors in the total upload/download time of files.

2. Allow up to 4 hours for delivery.

Based on DLA Troop Support systems limitations, it is the offeror’s responsibility to contact the POCs identified within the solicitation to confirm receipt of proposal transmissions via DoD Safe before the deadline for receipt of proposals.

In addition, if the ability to upload proposals is unavailable for any reason, this does not constitute an acceptable reason for a late bid.

NOTE: DLA Troop Support considers proposals to have been submitted for timeliness by the date and time referenced in the “Drop-off Completed” section of the recipient’s’ drop-off notification email(s). The DoD Safe electronic platform operates on “Universal Time” (UTC), which is four (4) hours ahead of DLA Troop Support’s Philadelphia, Pennsylvania, United States (U.S.) time specification for deadline details pertaining to this solicitation.

**For additional information on this website, please visit https://safe.apps.mil/about.php. DoD Safe Frequently Asked Questions (FAQs) can also be found at: https://safe.apps.mil/help/dod-safe-help.xml#virus-scanned.** https://safe.apps.mil/about.php.

https://safe.apps.mil/help/dod-safe-help.xml#virus-scanned https://safe.apps.mil/help/dod-safe-help.xml#virus-scanned