VIRTUAL BID INSTRUCTIONS (ECMS Portal).docx

SOLICITATION VIRTUAL BID INSTRUCTIONS:

VIRTUAL BID INSTRUCTIONS

1. Amendments: Amendments to Solicitation will be posted at SAM.gov | Contract OpportunitiesPaper copies of the amendments will NOT be individually mailed. Register to the receive email notifications list and potential bidders will be notified by e-mail of any new amendments that have been issued and posted. No other notification of amendments will be provided. Potential bidders are advised that they are responsible for obtaining and acknowledging any amendments to the solicitation. Failure to acknowledge an amendment may result in your bid being considered non-responsive.

2. Bid Submission:

a. All bids shall be submitted electronically. All Interested Offerors must be registered with the Department of Veterans Affairs eCMS Vendor Portal at https://www.vendorportal.ecms.va.gov. Offerors who require registration shall proceed to the Vendor Portal’s Login section and shall click on Request a user account to register. In the event an Offeror is unable to submit a proposal through the vendor portal domain, prior to the proposal closing date, contact the VAAS helpdesk at 1-877-634-3739, or via email at VA.Acquisition.Systems@va.gov. DO NOT wait until the last day to upload bid documents. Offerors are highly encouraged to submit bid packages 2-3 days in advance to avoid system lock outs.

If an Offeror is still having difficulties in submitting a quote via the Vendor Portal the Contracting Officer may accept an Offeror’s quote via email under the following circumstances:

Quotes submitted via email without set requirements will not be accepted and will be considered to be nonresponsive. Late or incomplete Quotes will also be considered to be nonresponsive.

b. Bid package shall be submitted via the Vendor Portal. Late or incomplete Proposals will also be considered to be nonresponsive. Offers are NOT authorized to submit bid packages by US mail; CD versions; Fax; or Email (Unless portal difficulties have been proven as noted above than email submission may be permitted by the CO prior to the bid opening time). It is HIGHLY encouraged that the interested bidder send bid to contracting officer, via email, after submitting package to the vendor portal before the due date in case there are issues with the system.

c. Document naming convention. Bid $, Company Name Here, (Solicitation Number) EXAMPLE: Bid $1,000,000.00 ABC Company 36C78621B0004

d. Bid package shall be One (1) PDF document combining the following minimum required documents in the following order:

· Company cover letter with Solicitation number, POC name, phone number, email address, and DUNS UEI;

· Completed front and back blocks 14-20 of the SF 1442 and signed block 20b ;

· Completed schedule B pricing for each CLIN and grand total;

· Completed S02_Attachment- _IFB Contractor Cost Estimate Worksheet;

· Complete and signed SF30 Amendments; (if any)

· Scanned digital copy of the bid bond. (Ensure to lightly darken all raised seals)

A virtual public bid opening will occur by teleconference. Link to conference will be publish at a later date.