About the Federal Supply Schedule Service

The Federal Supply Schedule (FSS) Service plays a critical role in meeting the healthcare needs of the Department of Veterans Affairs (VA) and other government agencies (OGAs). Under delegated authority from the General Services Administration (GSA), the VA administers nine multiple award schedules and contracts for medical, surgical, and dental equipment; supplies and replacement parts; pharmaceuticals; and healthcare-related services.

With annual sales exceeding $25 billion, the VA Schedules Program provides access to state-of-the-art products and services across the following nine schedules:

• Drugs, Pharmaceuticals, & Hematology-Related Products
• Medical Equipment & Supplies, including replacement parts
• Dental Equipment & Supplies
• Patient Mobility Devices (wheelchairs, scooters, etc.)
• X-Ray Equipment & Supplies
• In Vitro Diagnostics, Reagents, Test Kits, & Test Sets
• Cost-Per-Test Clinical Laboratory Analyzer
• Professional & Allied Healthcare Staffing Services
• Medical Laboratory Testing & Analysis Services

Federal acquisition and procurement go beyond compliance with rules and regulations—they are about making sound business decisions to secure the best products and services for the government and its customers. The VA Federal Supply Schedule Program simplifies this process by offering multiple award contracts for medical equipment, supplies, pharmaceuticals, and services under FAR 8.402(a).

Federal agencies, including those in remote or overseas locations, can leverage the VA Schedules Program to:

• Streamline acquisition and procurement processes
• Reduce lead times and administrative costs
• Minimize inventory requirements

Our online resources guide ordering activities through the applicable rules and regulations for placing orders against VA Schedule contracts. These tools help you develop efficient acquisition strategies and maximize the benefits of the VA Federal Supply Schedule Program.

Prospective Customers

The VA Federal Supply Schedule (FSS) Program establishes long-term government-wide contracts that allow VA facilities and other government agencies to acquire a vast array of medical equipment, supplies, services, and pharmaceuticals directly from commercial suppliers. Other government agencies include, but are not limited to:

• All federal agencies and activities in the executive, legislative and judicial branches.
• Government contractors authorized in writing by a federal agency pursuant to 48 CFR 51.1.
• Mixed ownership government corporations (as defined in the Government Corporation Control Act of 1945, as amended).  There are 18 of these quasi-government organizations, including the Tennessee Valley Authority, the Federal Deposit Insurance Corporation, and Amtrak.  These organizations typically have fewer regulatory guidelines for purchasing than the federal government, and are authorized by statute to use the Schedules Program.
• The government of the District of Columbia.
• Other activities and organizations authorized by statute or regulation to use GSA as a source of supply.

The VA FSS Program offers countless opportunities for both small and large businesses; however, becoming a Schedule contractor may require a considerable investment of both time and capital resources. It is of critical importance that, before submitting a proposal, your firm asks itself: Is a VA Schedule contract right for me?

Getting on Schedule

Now that you’ve decided that a VA FSS contract is in your firm’s best interest, you are ready to prepare an offer in response to a VA Schedules solicitation. This page will walk you through what to expect when submitting an offer.

Once you have selected the appropriate Schedule program for your products/services, it is important that you read through the entire solicitation package and understand all of the solicitation requirements. Note: You can download a complete zip file of all the required documentation for each solicitation package from SAM.gov. Incomplete or incorrect submissions will be returned to you, which will greatly lengthen the processing time of your proposal.

While not all firms are awarded VA FSS contracts, the VA FSS program, in accordance with statutory authority, is open to all responsible offerors. To be considered for contract award, you must demonstrate that your firm is responsible and is able to meet all Schedule program requirements, including price.

Being awarded a VA Schedule contract can bring great opportunity for company growth and expansion; however, this does not come without important contract obligations and responsibilities, as well as a concerted effort to market your business to the federal marketplace. Newly awarded contractors are encouraged to learn more by visiting the Contractor Responsibilities web page, which provides information on marketing your schedule contract, recurring requirements, and other contract policies and obligations.

Completing the Solicitation: Some basic guidelines for submitting a successful proposal include:

• Thoroughly review the “Read Me First” and solicitation documents and follow all instructions. Not sure how to complete the Vendor Response and CSP sections? Take a look at the Prospective Contractors Solicitation Assistance section of our Training web page for step-by-step instructions on preparing your proposal
• Submit the requested information on the required forms and in a readable format (typed proposals rather than handwritten).
• Submit a signed Standard Form 1449 (SF-1449). Only an authorized signatory of the company should sign the form. Please note that the SF1449 signature date must be no earlier than 10 calendar days from submission of the proposal via e-mail. Failure to comply with this date restriction will result in your proposal being returned to you without further consideration.
• Submit pricing that will be held firm for 180 days from offer submission. Per solicitation clause A-FSS-12-C Period for Acceptance of Offers, the offeror is required “to hold the prices in its offer firm for 180 calendar days from the date of the offer, within which the offer may be accepted.”
• Submit a complete Commercial Sales Practice Format (CSP-1), including detailed responses and justifications where necessary. Additionally, the data provided must be current, accurate, and complete as of 60 calendar days before its submission.
• Utilize the Proposal Submission Checklist included in the solicitation package before submitting your proposal.

Elements of a Successful Offer: Ensuring these key elements are included in your proposal may expedite the review and award process:

• Scope: Are the proposed supplies/services within the scope of the Schedule?
• Past Performance: Does your firm meet its commitments?
• Financial Capability: Is your firm financially sound?
• Pricing: Is your proposed pricing competitive with current market conditions? Is your firm ready to negotiate its best offer for the Government?
• Subcontracting Plan: Required if your firm is considered “other than a small business” and the estimated value of the contract exceeds $750,000, and you have a specific number of employees (varies by NACIS code). See the Business Size Determination page for more information.
• Other Regulatory Compliance: Is your firm debarred? Are all registration requirements complete? Are your proposed items manufactured in a Designated Country? See the Contractor Responsibilities page for a full list of all required registrations.
• Pricing Analysis & Review of Terms: Are your proposed prices fair and reasonable? Did you submit data that supports and explains your pricing practices?

Proposal Assistance: Contact the FSS Help Desk for additional information on submitting a proposal or on the VA FSS review and award process! You can also contact your local APEX Accelerator. These Apex Accelerators offer a wide range of assistance through one-on-one counseling, classes, seminars, and matchmaking events.

Proposal Review & Award Process

Review Process: The goal of this review process is to ensure the vendor is responsible, the Government is receiving a fair and reasonable price, and that any potential contract award is in the best interest of the Government.

Review Process Time: A complete and accurate offer will help speed the process; many offers are returned to the vendor for correction or clarification. To further discuss the review process or estimated review time, please contact your assigned contract specialist or the FSS Help Desk. Visit the OIG Threshold page to see if your proposal meets the requirements for an OIG review.

Negotiation & Contract Award: Once the assigned contract specialist completes their review of the offer, if necessary, they will schedule a meeting with you to discuss terms and negotiate pricing. The Government’s negotiation objective is to establish pricing, terms, and conditions that are equal to or better than those received by your Most Favored Customer (MFC). The MFC is the customer(s), or class of customer(s), that receive(s) the best discount and/or price agreement on a given item from a supplier, regardless of terms and conditions; it is a required disclosure.

After negotiations, the CS will request your Final Proposal Revision (FPR) and prepare a final version of your offer for review. This final version will include all negotiated pricing discounts, terms, and conditions.

Proposal Rejection: If an offer fails to meet the evaluation criteria, or the CS determines the pricing, terms, and/or conditions are not fair and reasonable, it may be rejected. If an offer is rejected, you will receive notice from the CS identifying the deficiencies. Depending upon the circumstances for the rejection, you may alter and re-submit your offer based on the feedback received in this notice.

Proposal Acceptance: If the offer is accepted, you will receive a VA Schedule contract and will be eligible to start doing business with the Government through the Schedules program.

Electronic Acceptance of FSS Offers or Proposals

By accepting only offers/proposals electronically, we are able to:

• 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
• 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 receive all of your offer documentation!

Considerations

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

• Be sure that you are using the most recent solicitation.  We will only accept proposals submitted using the most current refresh/version of the solicitation.  We will accept proposals submitted under the prior refresh of a solicitation up to 90 days from the date of publication of the new, refreshed solicitation.  After this 90 day grace period all outdated proposals will be returned without further action. 
• All offers must be emailed to FSSOffersandExtensions@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, causing the review & evaluation of your offer to be delayed.
• Be sure that you are submitting a complete proposal package. It is important that you utilize the Proposal Submission Checklist included in the solicitation to ensure you are submitting all of the required information. If we do not receive all required documentation, we may return your proposal without further consideration. Additionally, be sure to keep a copy of your proposal for your records.
• If your offer is returned after the initial submission, be sure that your resubmission includes all documents, and not just the deficiencies identified in the return e-mail. Any resubmission will be considered a new, stand-alone proposal.

Electronic Submission Logistics

• Email address: FSSOffersandExtensions@va.gov
• Subject Line: FSS – Offer – Schedule ID – Company Name – 1 of # (Example:  FSS – Offer – 65 II A – ABC Medical – 1 of 4)
• Your 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
• Attachments: Size Limit: 40mb – If your submission is larger than 10mb, send in multiple emails, identifying in the subject line the number of emails you are sending (e.g. FSS – Offer – 65 II A – ABC Medical – 1 of 4) to ensure that we receive your entire offer. Acceptable File Formats: Files can be submitted in Word, PDF, and Excel formats. Unless otherwise directed, we do NOT accept hard copies of offers, CDs, thumb drives, or zip files.
• Documentation:
  • Fill-in documents may be submitted as Word or PDF documents. However, documents requiring a wet signature must be submitted separately in a PDF format if the offeror chooses to submit the fill-in documents in Word.
  • Price Proposal/CSP files must be submitted in their original Excel format, and your commercial price list should be submitted in Excel format as well.
  • Include copies of any supporting documentation such as product literature, warranty, return goods policies, letters of supply, etc.
• Documents Requiring Signature: Documents requiring signature include, but are not limited to, SF-1449, Signatory Authority, letters of supply, and Small Business Subcontracting Plans. Please note that the SF1449 signature date must be no earlier than 10 calendar days prior to submission of the proposal. Failure to comply with this date restriction will result in your proposal being returned to you without further consideration. 
  • Offeror/Contractor and the VA agree to be bound by digital signatures with the same force and effect as wet signatures. A digital signature—a type of electronic signature—is a mathematical algorithm routinely used to validate the authenticity and integrity of a document. Digital signatures create a virtual fingerprint that is unique to a person or entity and are used to identify users and protect information in digital documents. Digital signatures are significantly more secure than other forms of electronic signatures.
  • VA FSS will only accept digital signatures and will not accept other types of electronic signatures described herein. While digital signatures are a form of electronic signature, not all electronic signatures are digital signatures. Electronic signatures—also called e-signatures—are any sound, symbol, or process that shows the intent to sign something. This could be an image (e.g. JPEG, PNG, etc.) of your hand-written signature, a stamp, or a recorded verbal confirmation. An electronic signature could even be your typed name on the signature line of a document.
  • Digital signatures will be deemed original signatures. PLEASE NOTE, a scanned copy of a document with your wet signature, although not considered a digital signature, remains acceptable. Offeror agrees to store and maintain as auditable records all digitally signed electronic documents for no less than 3 years after final payment.

Information for Resellers

A reseller is defined as “a company or individual that purchases commercial goods or services with the intention of reselling them rather than consuming or using them.”

Resellers are encouraged to participate in the VA Schedules program.  Generally, we recommend that you have at least 2 years of business experience and $150,000 in commercial sales (this is not a requirement, but it does help us determine the capabilities of your business).  Often, resellers have “insignificant sales” for the products or services they are offering to the Government.  A determination of insignificant sales is made on a case-by-case basis and is dependent on the individual vendor’s circumstances and commercial selling practices.

Determination of Significant Sales

Considerations of “significant sales” may include:

• Number and dollar value of commercial contracts or agreements
• Manufacturer restrictions on the reseller’s selling capacity
• Percentage of state & local government sales as compared to commercial sales
• Percentage of previous federal Government sales as compared to commercial sales
• Any other indications that your firm focuses on marketing to the Government

Proposal Information

If your assigned CO determines that you are a reseller with insignificant sales, you may be required to provide additional information to support your proposal, including:

• Manufacturer price:  The price you receive from each manufacturer for the offered products.  This should be compared against your proposed Government pricing and included in the price proposal format provided in the solicitation or RFM.
• Manufacturer commercial discounts:  The discounts the manufacturer offers to its commercial customers (i.e. quantity discounts, annual rebates, prompt payment discounts, credit card acceptance, and any other incentive program criteria).
• Manufacturer CSP data:  The manufacturer’s CSP information as required by the solicitation or RFM.
• Manufacturer sales records:  Prior to submitting your proposal, you must obtain written authorization from the offered manufacturer(s) for Government access to the manufacturer’s sales records.  The Government reserves the right to access this information at any time before award or processing of a modification and will be used to verify the information submitted.

This required information allows the Government to make a determination of fair & reasonable pricing.  We recommend that you advise your manufacturer(s) of this requirement so as to expedite the review and award process. Work with your assigned CO to determine what, if any, of this information is required.  Refer to CSP–1 paragraph 5 for more information about the requirement to provide manufacturer information.

I–FSS–644 Dealers and Suppliers

• Letter of supply (LOS) from the manufacturer that ensures you will have a source of supply sufficient to satisfy the Government’s requirement for the contract period.  The LOS identifies the required components that must be in the letter of supply, as well as other recommended language and formatting.
• Evidence that you will have an uninterrupted source of supply from which to satisfy the Government’s requirements for the contract period.

All resellers are required to submit a letter of supply for each offered manufacturer.

Schedules

Delegated authority by the General Services Administration, the VA Federal Supply Schedule (FSS) program supports the healthcare acquisition needs of the VA and other government agencies.  Our program manages 9 multiple award Schedule programs for medical equipment, medical supplies, pharmaceuticals, and service contracts (FSC 65, 66, and 621).  With almost 1,600 contracts and over $25 billion in annual sales, the VA FSS Service provides Federal customers with access to over 1 million state-of-the-art commercial products and services.

Like GSA Schedule contracts, the VA Schedules are indefinite delivery/indefinite quantity type contracts awarded to pre-approved vendors using full and open competition.  Additionally, the FSS program negotiates firm-fixed pricing based on a commercial “most favored customer” pricing concept, including an option for economic price adjustments.  All products and services are state-of-the-art and provide national/worldwide coverage.

Pharmaceuticals Schedule

Below is information about the 9 multiple-award Schedule programs FSS administers. For more information, click on the corresponding schedule.

Commodities Schedule

Services schedule

65 I B Drugs, Pharmaceuticals, and Hematology Related Products

Schedule 65 I B

Federal Supply Schedule Drugs, Pharmaceuticals, & Hematology Related Products contracts are awarded for items such as non-prescription medicated cosmetics, drugs (including generics and over-the-counter), IV delivery systems, nutritional supplements, and soaps & dispensing equipment.

Federal Supply Code (FSC) – The FSC Class(es)/Product Codes(s) for the 65 I B Schedule include:

• 6505 – Drugs and Biologicals
• 6508 – Medicated Cosmetics and Toiletries

Special Item Numbers – Access a comprehensive listing of the special item numbers under the 65 I B Schedule.  Note that SINs requiring a prescription are not available for purchase through GSA Advantage.

Public Law 102-585 – Visit the Public Law page for information on SIN 42-2A and the Public Law process!

65 I B Contract Extensions – Prior to the expiration of the initial 5 year base contract period, 65 I B contractors must submit a proposal for a new FSS contract.  65 I B contracts will be granted short-term extensions only, ensuring ample time for submission and review of a new proposal.  All new and follow-on 65 I B proposals with an estimated annual value of $5 million will be submitted to the VA OIG for pre-award audit review.

North American Industry Classification System (NAICS) Codes and Business Size Determination — The following NAICS codes and size standards apply under the 65 I B Solicitation:

In accordance with FAR 52.212-1(a), the small business size standard for a concern that submits an offer, other than on a construction or service acquisition, but proposes to furnish an end item that it did not itself manufacture, process, or produce, is 500 employees.

65 I B Solicitation

65 I B Drugs, Pharmaceuticals, & Hematology Related Products Schedule solicitation (M5-Q50A-03-R8) is available; download the 65 I B solicitation from SAM.gov. 

It is recommended that you retain a copy of the solicitation and your proposal for your records.  Offerors and contractors are held accountable and responsible for complying with all of the provisions and clauses located in the solicitation document.

The Solicitation Package – The list below outlines the documents that comprise the current 65 I B solicitation package (M5-Q50A-03-R8), including the specific elements which make up a complete proposal package.  It is essential that all required elements are accurate, current, and complete – incomplete or incorrect submissions may be returned without further consideration and could greatly lengthen the processing time of your proposal.  Please consult our Electronic Acceptance of FSS Offers/Proposals web page for proper submission protocol.

• Doc 01 – Solicitation Document
• Doc 02 – Vendor Response Document (Return with offer)
• Doc 03 – Pricelist Proposal Preparation (Excel Spreadsheets) (Return with offer)
• Doc 04 – Overseas Delivery Response Document (Optional)
• Amendment 0001 – Issued 09/07/2018 (Return with offer)
• Amendment 0002 – Issued 03/29/2019 (Return with offer)
• Amendment 0003 – Issued 10/23/2019 (Return with offer)
• Amendment 0004 – Issued 03/27/2020 (Return with offer)
• Amendment 0005 – Issued 12/30/2020 (Return with offer)
• Amendment 0006 – Issued 12/12/2023 (Return with offer)
• Amendment 0007 – Issued 03/20/2025 (Return with offer)
• Amendment 0008 – Issued 07/24/2025 (Return with offer)

65 I B Voluntary Price Reductions (TPR)

Federal Supply Schedule (FSS) has now included all Special Item Numbers (SINs) in the streamlined processing of voluntary price reduction requests for contracts awarded under the 65 I B Drugs, Pharmaceuticals, & Hematology Related Products solicitation. This format expedites these types of requests and requires agreement by the vendor to allow the Standard Form (SF) 30 to be issued unilaterally by the government.

The following information is provided in order to assist your firm in submitting voluntary price reduction modifications.

VA FSS Pharmaceutical Schedule 65 I B Voluntary Price Reductions Modification Form:

• Price Decrease (Voluntary) Request Package (10/2020)

Request for Modifications (RFM) Submission

In order to modify your firm’s FSS contract to incorporate requested Voluntary Price Reductions, you must submit a properly prepared Request for Modification (RFM) electronically to ammhin.pharma@va.gov. No paper submissions will be accepted.

The FSS’s goal is to have all modifications for Voluntary Price Reductions expedited from the receipt of a current, complete, and accurate modification package. Effective dates of these modifications will not coincide with the normal dates of the 1^st and 15^th of the month; rather, the effective date of the awarded modification will be 1 to 2 business days from the date the government executes the SF-30 modification form.

Any modification package received that is determined not to be current, accurate, and complete will be returned immediately without further consideration. If the modification is returned to your firm without further consideration, your firm is encouraged to correct any identified deficiencies and resubmit the modification package utilizing the same process. All modification requests will be evaluated in accordance with the contract Price Reduction clause 552.238-81.

In order for FSS to expedite price reduction processing, the following verification statements contained within the RFM package must be acknowledged, and the RFM signed, or no further consideration will be given.

• I have provided a copy of the most recent Signatory Authority form previously incorporated into my contract upon contract award or via modification.
• A signature on this RFM by an authorized signatory authority under this FSS contract constitutes express permission by the Contractor for the Government to issue and unilaterally execute the requested price reduction modification to this FSS contract at the pricing proposed by the Contractor.

Pharmaceutical Team and Email Submission

All Voluntary Price Reduction modification requests will be processed by a separate team within the FSS Service. Although your company has an assigned contract specialist (CS), your CS might not be the person assigned to work up your company’s Voluntary Price Reduction modification request package. In this case, you will be requested to work with the specially assigned CS for each specific price reduction modification request. You may not have the same specially assigned CS each time you submit a request for a Voluntary Price Reduction modification; so, please pay special attention to the initial email you will receive stating who the assigned CS will be for that specific modification request. Please send all general questions to ammhin.pharma@va.gov. If your modification has already been assigned, please work with the identified assigned CS provided in the initial acknowledgement notification receipt of your modification package.

To ensure proper receipt of the RFM, the Subject Line must have the following identifying information:

• Email to: ammhin.pharma@va.gov
• Subject: “MOD TYPE – Contract Number — FSS Schedule” (e.g. PPR-V797P/D-5555x-65IB or TPR-V797P/D-5555x-65IB or 36F797XXXXXX)

Any request for any modification outside the scope of this page will be returned. The Request for Modification submittal process set forth above applies only to Federal Supply Schedule 65 I B voluntary price reduction requests. All other types of Request for Modifications must utilize the process outlined on FSS Modification Forms. These other types of actions will be assigned to the contract specialist who administers your company’s FSS contract.

Public Law 102-585, Veterans Health Care Act of 1992

Interim Agreements

Stipulated in Public Law 102-585, Section 603 all brand name drugs must be made available for purchase under the 65 I B Schedule program at a not to exceed price as a condition for receiving payment from certain entities.

All affected suppliers must submit a proposal for a VA Schedule contract. We developed the Interim Agreement (IA) process to bridge the gap while negotiating a VA Schedule contract. The IA gives both the FSS Service and the supplier the time needed to move through the new offer review process, negotiations, and award of a new contract while allowing the supplier to immediately meet the requirements of P. L. 102-585.

 As part of this process, suppliers are required to provide our office with:

• All relevant information regarding the affected drugs;
• Relevant information on the company adding the items;
• Contact information for the company adding the items; and
• Registration in the Government’s System Award Management (SAM) database

Upon receipt of this information we will provide your company with the relevant paperwork required to execute an interim agreement. Submit all interim agreement related inquires, comments, and documentation to interim_agree.ammhinfss@va.gov

Master Agreement and Pharmaceutical Pricing Agreement

In addition to meeting the requirements of the 65 I B Schedule program, manufacturers of covered drugs must enter into a Master Agreement (MA) and a Pharmaceutical Pricing Agreement (PPA) with the VA.

• Master Agreement. The Master Agreement stipulates that covered drugs must be made available on the VA Schedules program and outlines the vendor’s responsibilities and obligations associated with the PL. Specifically, the MA instructs vendors to enter into a Pharmaceutical Pricing Agreement and requires them to submit non–FAMP data to the VA to establish federal ceiling prices (FCP). The terms and conditions of this agreement are non–negotiable and the same for all 65 I B contractors. This is an evergreen document and, as such, does not expire.
• Pharmaceutical Pricing Agreement. Through the Pharmaceutical Pricing Agreement, contractors agree that the annual FCP for each covered drug constitutes the maximum price that may be charged to the Government. Through Addendum A to the PPA, contractors provide a complete list of their available covered drugs. This list includes the product names, all applicable NDC numbers, and the current FCP for each drug. Contractors are required to update the PPA annually during the Public Law season.

P.L. 102-585 Regulations and Guidance

Since the implementation of P.L. 102-585, section 603, VA has issued numerous policy documents in the form of Dear Manufacturer Letters (DML). DMLs provide insight into VA’s current thoughts on issues and offer guidance and best practices with respect to the administration, promulgation, and compliance with the law. Download the Public Law archive (ZIP, 16.8 MB) of all DML’s issued by VA since 1992. Please see our new 2025 Supplemental DML (10/01/2025) that provides new guidelines on New Package Size (NPS). This is a revision of previous guidance issued in the DML dated May 4, 2021.

PL 102-585: Section 603 Regulations

P.L. 102-585 2026 Covered Drug Pricing Request for Modification Process

Download the 2026 P.L 102-585 Covered Drug Pricing Request for Modification. We will only process RFMs submitted using this year’s forms.

Send requests ammhin.pl102585@va.gov and cc your assigned contract specialist. To ensure receipt of your firm’s request for modification, the Subject Line must have the following identifying information: RFM-Contract Number-PL2026

Continue to send all non-Public Law modifications to the FSS Help Desk, fss.help@va.gov.

Modification requests submitted with missing or inaccurate information; or changes to the spreadsheet submitted after December 1, 2025 may have an adjusted effective date of January 15, 2026 or later. As a result, your firm may be subject to the penalties outlined in PL 102-585.

2025 Public Law Timeline for 2026 Covered Drug Pricing Updates

This is an abbreviated timeline. See the PBM and FSS Guidance for full instructions and due dates.

• 10/01 – FSS Instruction Letter Submitted to vendor by NAC.
• 10/17 – Receive Excel workbook with covered drug NDCs from PBM (if you have not received your workbook, please request from NonFamp@va.gov (Include FSS Contract Number in the subject line)
• 10/24 – PBM will begin calculating changes in the Non-FAMP pricing, additional discounts, and 2026 FCP. You will have three business dates to dispute or resubmit calculations to PBM, OGC, and OIG.
• 10/31 – Report modifications in the methodology used to calculate NFAMP to PBM, OGC, and OIG
• 10/31 – Report any disputes of the FSS pricing on 9/30/2025 or the old NFAMP entries.
• 11/15 – Submit annual NFAMP reports with FY2025, and calendar Q3 2025 calculation results to PBM.
• 12/1 – The authorized official who signed your firm’s PPA Addendum for 2026 FCPs (or an authorized successor) must prepare and sign a new PPA Addendum. Submit a properly prepared request for the modification package to incorporate updated pricing into your FSS contract. To ensure receipt of your firm’s request for modification, the Subject Line must have the following identifying information:
• RFM-Contract Number-PL2026
  Email your completed package to: ammhin.pl102585@va.gov and your assigned contract specialist.

65 II A Medical Equipment and Supplies

Schedule 65 II A

Federal Supply Schedule Medical Equipment & Supply contracts are awarded for items such as applicators/swabs/wipes/pads, heat/cold pads, bandages/gauzes, catheters, disposable contamination containers, dressings, gloves, hospital clothing, surgical implants, medical diagnostic instruments, needles/syringes/jet injectors, orthopedic/surgical supports, pacemakers, physiological monitors, disposable sets/kits/trays, sterilization products, surgical hand instruments, surgical handles/blades, and urine/specimen collection products.

Federal Supply Codes (FSC) – The FSC Class(es)/Product Code(s) for the 65 II A Schedule include:

• 6510 – Surgical Dressing Materials
• 6515 – Medical and Surgical Instruments, Equipment, and Supplies
• 6530 – Hospital Furniture, Equipment, Utensils, and Supplies
• 6532 – Hospital and Surgical Clothing and Related Special Purpose Items
• 6540 – Ophthalmic Instruments, Equipment, and Supplies
• 6545 – Replenishable Field Medical Sets, Kits, and Outfits
• J065 – Maintenance, Repair, and Rebuilding of Equipment – Medical, Dental and Veterinary Equipment & Supply

Special Item Numbers – Access a comprehensive listing of the special item numbers under the 65 II A Schedule.

Maximum Order Threshold – The Contractor is not obligated to honor any order for a combination of items in excess of:

North American Industry Classification System (NAICS) Codes and Business Size Determination – The following NAICS codes and size standards apply under the 65 II A solicitation:

In accordance with FAR 52.212-1(a), the small business size standard for a concern that submits an offer, other than on a construction or service acquisition, but proposes to furnish an end item that it did not itself manufacture, process, or produce, is 500 employees.

65 II A Solicitation

The 65 II A Medical Equipment & Supplies Schedule solicitation (RFP-797-FSS-99-0025-R10) is available. Download the 65 II A solicitation from SAM.gov. 

It is recommended that you retain a copy of the solicitation and your proposal for your records. Offerors and contractors are held accountable and responsible for complying with all of the provisions and clauses located in the solicitation document.

The Solicitation Package – The list below outlines the documents that comprise the current 65 II A solicitation package (RFP-797-FSS-99-0025-R10), including the specific elements that make up a complete solicitation proposal package. It is essential that all required elements are accurate, current, and complete – incomplete or incorrect submissions may be returned without further consideration and could greatly lengthen the processing time of your proposal. Please consult our Electronic Acceptance of FSS Offers/Proposals web page for proper submission protocol.

• Doc 01 – Solicitation Document
• Doc 01a – Wage Determinations
• Doc 02 – Vendor Response Document (Return with offer)
• Doc 03 – Pricelist Proposal Preparation (Excel Spreadsheets) (Return with offer)
• Doc 04 – Overseas Delivery Response Document (Optional)
• Amendment 0001 – Issued 03/27/2020 (Return with offer)
• Amendment 0002 – Issued 12/30/2020 (Return with offer)
• Amendment 0003 – Issued 12/12/2023 (Return with offer)
• Amendment 0004 – Issued 03/20/2025 (Return with offer)
• Amendment 0005 – Issued 07/24/2025 (Return with offer)

65 II F Patient Mobility Devices

Schedule 65 II F

Federal Supply Schedule Patient Mobility Devices contracts are awarded for items such as patient aids, portable ramp systems, wheelchair accessories, as well as wheelchairs, scooters, and walkers.

Federal Supply Codes (FSC) – The FSC Class(es)/Product Code(s) for the 65 II F solicitation include:

• 6530 – Hospital Furniture, Equipment, Utensils, and Supplies

Special Item Numbers – Access a comprehensive listing of the special item numbers under the 65 II F solicitation.

Maximum Order Threshold – The Contractor is not obligated to honor any order for a combination of items in excess of:

North American Industry Classification System (NAICS) Codes and Business Size Determination – The following NAICS codes and size standards apply under the 65 II F Solicitation:

In accordance with FAR 52.212-1(a), the small business size standard for a concern that submits an offer, other than on a construction or service acquisition, but proposes to furnish an end item that it did not itself manufacture, process, or produce, is 500 employees.

65 II F Solicitation

The 65 II F Patient Mobility Devices Schedule solicitation (RFP-797-652F-05-0001-R6) is available. Download the 65 II F solicitation from SAM.gov. 

It is recommended that you retain a copy of the solicitation and your proposal for your records.  Offerors and contractors are held accountable and responsible for complying with all of the provisions and clauses located in the solicitation document.

The Solicitation Package — The list below outlines the documents that comprise the current 65 II F Solicitation package (RFP-797-652F-05-0001-R6), including the specific elements which make up a complete solicitation proposal package.  It is essential that all required elements are accurate, current, and complete — incomplete or incorrect submissions may be returned without further consideration and could greatly lengthen the processing time of your proposal.  Please consult our Electronic Acceptance of FSS Offers/Proposals web page for proper submission protocol.

• Doc 01 – Solicitation Document
• Doc 02 – Vendor Response Document (Return with offer)
• Doc 03 – Pricelist Proposal Preparation (Excel Spreadsheet) (Return with offer)
• Doc 04 – Overseas Delivery Response (Optional)
• Amendment 0001 – Issued 09/10/2018 (Return with Offer)
• Amendment 0002 – Issued 03/27/2020 (Return with Offer)
• Amendment 0003 – Issued 12/30/2020 (Return with Offer)
• Amendment 0004 – Issued 12/12/2023 (Return with Offer)
• Amendment 0005 – Issued 03/20/2025 (Return with Offer)
• Amendment 0006 – Issued 07/24/2025 (Return with offer)

65 II C Dental Equipment and Supplies

Schedule 65 II C

Federal Supply Schedule Dental Equipment & Supply contracts are awarded for items such as diamond/carbide angles and hand pieces, barrier materials, cutting, grinding, & polishing instruments/supplies, dental material, operatory, & related items, dental x-ray materials, endodontic instruments/supplies, hand instruments, lab equipment, orthodontic supplies, stools/chairs/cabinets, and teeth.

Federal Supply Codes (FSC) – The FSC Class(es)/Product Code(s) for the 65 II C solicitation include:

• 6520 – Dental Instruments, Equipment, and Supplies
• 6525 – X-Ray Equipment and Supplies:  Medical, Dental, Veterinary
• J065 – Maintenance, Repair, and Rebuilding of Equipment – Medical, Dental, and Veterinary Equipment & Supply

Special Item Numbers – Access a comprehensive listing of the special item numbers under the 65 II C solicitation.

Maximum Order Threshold – The Contractor is not obligated to honor any order for a combination of items in excess of:

North American Industry Classification System (NAICS) Codes and Business Size Determination – The following NAICS codes and size standards apply under the 65 II C solicitation:

In accordance with FAR 52.212-1(a), the small business size standard for a concern that submits an offer, other than on a construction or service acquisition, but proposes to furnish an end item that it did not itself manufacture, process, or produce, is 500 employees.

65 II C Solicitation

The 65 II C solicitation (RFP-797-652C-04-0001-R3) is available. Download the 65 II C solicitation from SAM.gov.

It is recommended that you retain a copy of the solicitation and your proposal for your records.  Offerors and contractors are held accountable and responsible for complying with all of the provisions and clauses located in the solicitation document.

The Solicitation Package – The list below outlines the documents that comprise the current 65 II C solicitation package (RFP-797-652C-04-0001-R3), including the specific elements that make up a complete solicitation proposal package.  It is essential that all required elements are accurate, current, and complete – incomplete or incorrect submissions may be returned without further consideration and could greatly lengthen the processing time of your proposal. Please consult our Electronic Acceptance of FSS Offers/Proposals web page for proper submission protocol.

• 01 – Solicitation Document
• 01a – Wage Determinations
• 02 – Vendor Response Document (Return with offer)
• 03 – Pricelist Proposal Preparation (Excel Spreadsheets) (Return with offer)
• 04 – Overseas Delivery Response Document (Optional)
• Amendment 0001 – Issued 05/17/2019
• Amendment 0002 – Issued 03/27/2020
• Amendment 0003 – Issued 12/30/2020
• Amendment 0004 – Issued 12/12/2023 (Return with offer)
• Amendment 0005 – Issued 03/20/2025 (Return with offer)
• Amendment 0006 – Issued 07/24/2025 (Return with offer)

65 VII In Vitro Diagnostics, Reagents, Test Kits, and Test Sets

Schedule 65 VII

Federal Supply Schedule Invitro Diagnostic, Reagent, Test Kit, and Test Set contracts are awarded for items such as blood bank, chemistry, coagulation, hematology, histology/cytology, microbiology, phlebotomy, serology/immunology, glucose monitoring, and urinalysis tests.

Federal Supply Codes (FSC) — The FSC Class(es)/Product Code(s) for the 65 VII Schedule include:

• 6550 — In Vitro Diagnostic Substances, Reagents, Test Kits, and Sets

Special Item Numbers — Access a comprehensive listing of the special item numbers under the 65 VII schedule.

Maximum Order Threshold — The Contractor is not obligated to honor any order for a combination of items in excess of:

North American Industry Classification System (NAICS) Codes and Business Size Determination – The following NAICS codes and size standards apply under the 65V II Solicitation:

In accordance with FAR 52.212-1(a), the small business size standard for a concern that submits an offer, other than on a construction or service acquisition, but proposes to furnish an end item that it did not itself manufacture, process, or produce, is 500 employees.

Solicitation 65 VII

The 65 VII In Vitro Diagnostics, Reagents, Test Kits, & Test Sets Schedule solicitation (M5-Q52A-04-R6) is available. Download the 65 VII solicitation from SAM.gov.

It is recommended that you retain a copy of the solicitation and your proposal for your records.  Offerors and contractors are held accountable and responsible for complying with all of the provisions and clauses located in the solicitation document.

The Solicitation Package — The list below outlines the documents that comprise the current 65 VII Solicitation package (M5-Q52A-04-R6), including the specific elements that make up a complete solicitation proposal package.  It is essential that all required elements are accurate, current, and complete — incomplete or incorrect submissions may be returned without further consideration and could greatly lengthen the processing time of your proposal.  Please consult our Electronic Acceptance of FSS Offers/Proposals web page for proper submission protocol.

• Doc 01 – Solicitation Document
• Doc 02 – Vendor Response Document (Return with offer)
• Doc 03 – Pricelist Proposal Preparation (Excel Spreadsheet) (Return with offer)
• Doc 04 – Overseas Delivery Response Document (Optional)
• Amendment 0001 – Issued 09/10/2018 (Return with offer)
• Amendment 0002 – Issued 03/27/2020 (Return with offer)
• Amendment 0003 – Issued 12/30/2020 (Return with offer)
• Amendment 0004 – Issued 12/12/2023 (Return with offer)
• Amendment 0005 – Issued 03/20/2025 (Return with offer)
• Amendment 0006 – Issued 07/24/2025 (Return with offer)

65 V A X-Ray Equipment and Supplies

Schedule 65 V A

Federal Supply Schedule X-Ray Equipment and Supply contracts are awarded for items such as x-ray film, illuminators, processors, grids, cassettes, and cutters/perforators.

Federal Supply Codes (FSC) – The FSC Class(es)/Product Code(s) for the 65 V A Schedule include:

• 6525 – X-ray Equipment and Supplies:  Medical, Dental, Veterinary

Special Item Numbers – Access a comprehensive listing of the special item numbers under the 65 V A schedule.

Maximum Order Threshold – The Contractor is not obligated to honor any order for a combination of items in excess of:

North American Industry Classification System (NAICS) Codes and Business Size Determination – The following NAICS codes and size standards apply under the 65 V A Solicitation:

In accordance with FAR 52.212-1(a), the small business size standard for a concern that submits an offer, other than on a construction or service acquisition, but proposes to furnish an end item that it did not itself manufacture, process, or produce, is 500 employees.

65 V A Solicitation

The 65 V A X-Ray Equipment & Supplies Schedule solicitation (RFP-797-655A-03-0001-R6) is available. Download the 65 V A solicitation from SAM.gov. 

It is recommended that you retain a copy of the solicitation and your proposal for your records.  Offerors and contractors are held accountable and responsible for complying with all of the provisions and clauses located in the solicitation document.

The Solicitation Package – The list below outlines the documents that comprise the current 65 V A solicitation package (RFP-797-655A-03-0001-R6), including the specific elements that make up a complete solicitation proposal package.  It is essential that all required elements are accurate, current, and complete – incomplete or incorrect submissions may be returned without further consideration and could greatly lengthen the processing time of your proposal.  Please consult our Electronic Acceptance of FSS Offers/Proposals web page for proper submission protocol.

• Doc 01 – Solicitation Document
• Doc 02 – Vendor Response Document (Return with offer)
• Doc 03 – Pricelist Proposal Preparation (Excel Spreadsheet) (Return with offer)
• Doc 04 – Overseas Delivery Response Document (Optional)
• Amendment 0001 – Issued 09/10/2018 (Return with offer)
• Amendment 0002 – Issued 03/27/2020 (Return with offer)
• Amendment 0003 – Issued 12/30/2020 (Return with offer)
• Amendment 0004 – Issued 12/12/2023 (Return with offer)
• Amendment 0005 – Issued 03/20/2025 (Return with offer)
• Amendment 0006 – Issued 07/24/2025 (Return with offer)

66 III Cost-Per-Test, Clinical Laboratory Analyzers

Schedule 66 III

Federal Supply Schedule Cost-Per-Test, Clinical Laboratory Analyzer contracts are awarded for clinical immunochemistry analyzers, clinical chemistry analyzers, clinical coagulation analyzers, clinical hematology analyzers, clinical microbiology analyzers, and clinical urinalysis analyzers.

Federal Supply Codes (FSC)– The FSC for the 66 III solicitation is as follows:

• 6630 – Chemical Analysis Instruments

Special Item Numbers – Access a comprehensive listing of the special item numbers under the 66 III solicitation.

Maximum Order Threshold– The maximum order threshold does not apply to line items awarded under this Schedule program.

North American Industry Classification System (NAICS) Codes and Business Size Determination– The following NAICS code and size standard apply under the 66 III Schedule:

66 II Solicitation

The 66 III solicitation (RFP-797-FSS-03-0001-R1) is available. Download the 66 III solicitation from SAM.gov.

It is recommended that you retain a copy of the solicitation and your proposal for your records.  Offerors and contractors are held accountable and responsible for complying with all of the provisions and clauses located in the solicitation document.

The Solicitation Package – The list below outlines the documents that comprise the current 66 III solicitation package (RFP-797-FSS-03-0001-R1), including the specific elements which make up a complete solicitation proposal package.  It is essential that all required elements are accurate, current, and complete – incomplete or incorrect submissions may be returned without further consideration, and could greatly lengthen the processing time of your proposal.

1. Solicitation Document
2. Exhibit 1:  Special Instructions for Proposal Preparation & Contract Data Form (Return with offer)
3. Exhibit 2:  Technical Proposal Instructions, including sub-factors A, B, C, D, E (Return with offer)
4. Exhibit 3:  Price Proposal Attachment (Return with offer)
5. Exhibit 4:  Small Business Subcontracting Plan (Return with offer for large businesses)
6. Attachment 1:  Overseas Delivery (Return with offer if applicable)
7. Attachment 2:  Overseas Delivery Pricing (Return with offer if applicable)
8. Attachment 3:  Recovery Purchasing Participation Election Form (Return with offer)
9. Amendmment 0001 – Issued 12/28/2010 (Return with offer)
10. Amendment 0002 – Issued 12/28/2010 (Return with offer)
11. Amendment A00003 – Issued 11/18/2011 (Return with offer)
12. Amendment A00004 – Issued 7/24/2012 (Return with offer)
13. Amendment A00005 – Issued 10/1/2014 (Return with offer)
14. Amendment A00006 – Issued 12/30/2014 (Return with offer)
15. Amendment A00007 – Issued 6//15/2015 (Return with offer)
16. Amendment A00008 – Issued 9/12/2016 (Return with offer)
17. Amendment 00009 – Issued 5/15/2018 (Return with offer)
18. Amendment 0010 – Issued 9/10/2018 (Return with offer)
19. Amendment 0011 – Issued 9/9/11209 (Return with offer)
20. Amendment 0012 – Issued 4/30/2020 (Return with offer)
21. Amendment 0013 – Issued 12/30/2020 (Return with offer)
22. Amendment 0014 – Issued 12/12/2023 (Return with offer)
23. Amendment 0015 – Issued 03/20/2025 (Return with offer)
24. Amendment 0016 – Issued 07/24/2025 (Return with offer)
25. Amendment 0017 – Issued 10/06/2025 (Return with offer)

621 I Professional and Allied Healthcare Staffing Service

Schedule 621 I

Federal Supply Schedule Professional & Allied Healthcare Staffing Service contracts are awarded for physicians, audiologists, EMT paramedics, dental related services, respiratory therapy, physical/recreational therapy, perfusionist, occupational therapy, licensed practical/vocational nurse, medical/nurse assistant, cytotechnologist, kinesiotherapist, orthotist/prosthetist, ophthalmic services, genetic counselor, clinical laboratory science services, counseling related services, dietitian/nutritionist, surgical technologist, radiologic technology services, certified pharmacy technician, certified registered nurse anesthetist, nurse practitioner, dosimetrist, general clinical technologist, chiropractor, certified/licensed midwife, electroneurdiagnostic technologist, and physicist.

Federal Supply Codes (FSC)– The FSC Class(es)/Product Code(s) for the 621 I Schedule include:

• Q – Medical Services

Special Item Numbers– Access a comprehensive listing of the special item numbers under the 621 I Schedule.

Maximum Order Threshold–Contractors are not obligated to honor any order for a combination of items in excess of:

Note for Ordering Activities:  When issuing a task order against Federal Supply Schedule 621 I, Professional & Allied Health Care Services, the ordering activity must ensure compliance with VHA Directive 0710, dated October 11, 2018 (Amended June 24, 2024), entitled VHA Personnel Security and Suitability Program and obtain the appropriate background clearances.

Note for Contractors:  The ordering facility/contracting officer should not request bid submissions that contain “all inclusive rates.”  Contractors must return orders that identify an “all inclusive rate” or that exceed the “not to exceed” rate, to the ordering activity.

Service Contract Labor Standards– The McNamara-O’Hara Service Contract Act applies to contracts whose principal purpose is to furnish services through the use of service employees.  It requires contractors and subcontractors performing Federal service contracts in excess of $2,500 to observe minimum wages, fringe benefits, and other employment standards.

• U.S. Department of Labor (DOL) Service Contract Act (SCA) Website
• U.S. DOL Regulatory Library
• DOL Service Contract Act Occupation Descriptions

North American Industry Classification System (NAICS) Codes and Business Size Determination– The following NAICS codes and size standards apply under the 621 I Solicitation:

621 I Solicitation

The 621 I Solicitation (RFP-797-FSS-00-0115-R4) is available. Download the 621 I solicitation from Sam.gov.

It is recommended that you retain a copy of the solicitation and your proposal for your records.  Offerors and contractors are held accountable and responsible for complying with all of the provisions and clauses located in the solicitation document.

The Solicitation Package – The list below outlines the documents that comprise the current 621 I solicitation package (RFP-797-FSS-00-0115-R4), including the specific elements that make up a complete solicitation proposal package.  It is essential that all required elements are accurate, current, and complete – incomplete or incorrect submissions may be returned without further consideration, and could greatly lengthen the processing time of your proposal. Please consult our Electronic Acceptance of FSS Offers/Proposals web page for proper submission protocol.

• Document 01 – Solicitation Document (read and understand)
• Document 02 – Vendor Response Document (complete and return)
• Document 03 – Proposed Pricing and CSP (complete and return)
• Amendment 0001 – Retracted (do not return)
• Amendment 0002 – Issued 01/28/2022 (Return with offer)
• Amendment 0003 – Issued 11/02/2022 (Return with offer)
• Amendment 0004 – Issued 01/21/2024 (Return with offer)
• Amendment 0005 – Issued 12/12/2024 (Return with offer)
• Amendment 0006 – Issued 07/22/2025 (Return with offer)
• Amendment 0007 – Issued 07/24/2025 (Return with offer)
• Amendment 0008 – Issued 09/26/2025 (Return with offer)

621 II Medical Laboratory Testing and Analysis Services

Schedule 621 II

Federal Supply Schedule Medical Laboratory Testing and Analysis Service contracts are awarded for anatomic pathology, clinical chemistry, cytogenetics, cytology, clinical drugs of abuse and toxicology, endocrinology, hematology, hemostasis, immunology, microbiology, organ or disease-oriented panels, pharmacogenetics/pharmacogenomics, serology, and urinalysis.

Product/Service Code (PSC) – The PSC for the 621 II solicitation is Q301.

Special Item Numbers – Access a comprehensive listing of the special item numbers under the 621 II solicitation.

Maximum Order Threshold – The Contractor is not obligated to honor any order for a combination of items in excess of:

North American Industry Classification System (NAICS) Codes and Business Size Determination – The following NAICS codes and size standards apply under the 621 II Solicitation:

621 II Solicitation

The 621 II Medical Laboratory Testing & Analysis Services Schedule solicitation (RFP-797-FSS-04-0001-R3) is available. Download the 621 II solicitation from SAM.gov.

It is recommended that you retain a copy of the solicitation and your proposal for your records.  Offerors and contractors are held accountable and responsible for complying with all of the provisions and clauses located in the solicitation document.

The Solicitation Package – The list below outlines the documents that comprise the current 621 II Solicitation package (RFP-797-FSS-04-0001-R3), including the specific elements that make up a complete solicitation proposal package.  It is essential that all required elements are accurate, current, and complete – incomplete or incorrect submissions may be returned without further consideration and could greatly lengthen the processing time of your proposal.  Please consult our Electronic Acceptance of FSS Offers/Proposals web page for proper submission protocol.

• Doc 01 – Solicitation Document
• Doc 01a – Solicitation Attachment – Wage Determinations
• Doc 02 – Vendor Response Document (Return with offer)
• Doc 03 – Pricelist Proposal Preparation (Excel Spreadsheet) (Return with offer)
• Doc 04 – Overseas Delivery Response Document (Optional)
• Amendment 0001 – Issued 09/10/2018 (Return with offer)
• Amendment 0002 – Issued 03/29/2020 (Return with offer)
• Amendment 0003 – Issued 09/20/2019 (Return with offer)
• Amendment 0004 – Issued 03/27/2020 (Return with offer)
• Amendment 0005 – Issued 12/30/2020 (Return with offer)
• Amendment 0006 – Issued 11/27/2021 (Return with offer)
• Amendment 0007 – Issued 12/12/2023 (Return with offer)
• Amendment 0008 – Issued 01/01/2025 (Return with offer)
• Amendment 0009 – Issued 03/20/2025 (Return with offer)
• Amendment 0010 – Issued 07/24/2025 (Return with offer)

Existing Contractors

Current Contractors:  Congratulations on successfully completing the solicitation proposal review and award process!  Now the real work begins…working to maximize your contract’s full potential.

Check out all of the online resources available to our current contractors to ensure that your firm meets all of its responsibilities as a VA Schedule contractor, including:

• Marketing to the Federal Government
• Contractor Responsibilities such as
  • Sales Reports and IFF Remittance
  • Annual Registrations/Certifications
  • Subcontracting Plans (if applicable
• Price List Requirements
• Modifying your VA FSS Contract
• Mass Modifications
• Exercising and Option Under Your FSS Contract
• Cancelling Your FSS Contract

Marketing to the Federal Government

The VA Federal Supply Schedule (FSS) Program is the premier Government program in place to acquire state-of-the-art healthcare-related products and services.  Being a Schedule contractor is not a guarantee of sales, and with nearly 2,000 contractors, and more being added every day, competition under the Program is fierce.  That said, the VA FSS Service wants you to be a successful industry partner.  To do this, you must develop a robust marketing plan that includes clearly defined steps to promote and maintain a relationship with potential government customers while ensuring continued contracting compliance with your firm’s awarded pricing, terms, and conditions.  Good marketing efforts will help you identify government customers and get their attention so they are motivated to purchase from you.

This page offers resources and strategies for maximizing business opportunities under the VA Schedules Program.

Marketing a Schedules Contract

Your Potential Customer Base: The success of your Schedules contract will require active promotion of your business to potential customers.

Your customer base includes organizations eligible to use GSA Sources of Supply and Services, such as executive and other federal agencies.  Through Cooperative Purchasing and Disaster Recovery Purchasing, state and local governments, and even government contractors, can use Schedules.

• The VA Facilities site is a storehouse of facility and key staff information within 1728 VA facilities, maintained on a regular basis by editors and administrators nationwide throughout the VA network.  Designed for ease-of-use, this site categorizes information for browsing by state and administration, as well as by viewing through an interactive map of the United States.
• VA Advantage!, a partnership between the Department of Veterans Affairs and the General Services Administration, is a commitment towards improving the acquisition process for VA customers.  VA Advantage! has been primarily designed to provide the VA user with robust tools for performing market research, as well as a streamlined ordering process for procuring pharmaceutical and medical supplies. This site requires registration/Login.
• A huge opportunity for business exists on military installations.  The trick is being able to locate the right Program Office. A good place to start is with Armed Forces Network’s list of military installations worldwide, and then narrow your search by region, state, and activity.
• FedBizOpps (replaced by SAM.gov) is the single source to find federal procurement opportunities that exceed $25,000.  Vendors can set up daily email notifications and search procurements by solicitation number, date, procurement classification code, and agency for both active and archived solicitations.  With over 51 agencies posting to its website regularly, FBO is a key resource for finding opportunities.  Users are not required to register, nor do they require a username and password, to begin using FedBizOpps.
• Government buyers can post a Request for Quote via eBuy and Schedules contractors can submit quotes to any RFQ corresponding to the Schedule and Special Item Numbers (SINs) listed in their contract.  eBuy is an excellent tool for finding new business and is only available to contractors on Schedule.  Users must register to use this site.
• The Federal Acquisition Jump Station provides websites of federal procurement information broken down by agency.  You will be able to obtain, among other things, announcements of upcoming and current acquisitions, solicitations, and federal acquisition regulations.
• SAM.gov is the authoritative source for federal contract Award Data SAM.gov Contracting
• Additionally, you can research Defense Logistics Agency and Department of Navy procurements online.

Sales Strategies

In addition to the myriad of resources available on the web, these are a few smart strategies that will help maximize your business opportunities. We offer free training materials that can assist with expanding your employees’ knowledgebase about the VA FSS program and your firm’s contract.  Additional free training is offered by GSA.

• Educate your workforce.  A well trained workforce can make or break a potential sale and ensure repeat business.  All employees should at least:
  • Know your firm has a VA FSS contract and it’s number;
  • Be able to identify eligible government customers;
  • Provide accurate information about your firm’s contract; and
  • Assist the customer in completing all aspects of the sale.
• Find government customers through market research.  Market research is essential to any successful marketing plan.  It allows you to find out who is buying and what, when, and where they are buying.  By identifying these key elements about your target customer group, you are taking a major step forward in achieving your marketing and purchasing goals.
  • Explore USA.gov.  This site offers online chat, blogs, news, features, and direct links to government agencies.
• Maximize your internet presence.  The internet is rife with opportunities for free or low-cost marketing.  By simply providing your web address on your Authorized FSS Price List, you have strengthened your marketing foothold.  Additionally, social media applications provide a unique way of interacting with your customers.  Remember, the government is online too.
• Government advertising opportunities.  There are a myriad of publications related to the government acquisition process.  These publications afford you an excellent opportunity to reach your target customers through traditional media.  Find the appropriate publications for your industry and consider advertising your VA FSS contract in them.  Be sure to include a link to your website!

Purchasing Programs

Additional purchasing programs your company should know about:

• Small Business Goals:  If your company is a small, veteran-owned, service-disable veteran-owned, disadvantaged, women-owned, HUBZone business, know that all federal agencies set Small Business Goals, which aim to put a percentage of procurement dollars toward these business categories.  Learn more about how to participate through the VA’s Office of Small and Disadvantaged Business Utilization.
• Contractor Team Arrangements (CTAs):  If the scope of your contract cannot meet all of a customer’s requirements, you may work with another contractor.  In a CTA, two or more Schedules contractors work together to meet the needs of a customer.
• Blanket Purchase Agreements (BPAs):  Setting up a BPA is a way to obtain regular business from a customer with repetitive needs for the product(s) or service(s) you offer.  Because a BPA brings in continuous sales, it is appropriate to offer additional price discounts to your customer as part of the agreement.
• Small Business Subcontracting Opportunities.  For some small businesses, subcontracting to a Prime Vendor is a great way to “get a foot in the door” of government contracting.  In this arrangement, you can provide goods or services that support a larger initiative that you couldn’t handle on your own.  And it’s a great way to gain valuable experience!
  • SUB-Net: SUBNet Subcontracting Opportunities

Contractor Responsibilities

Marketing Your Schedule Contract

To be a successful Schedule contractor, we recommend that you develop a robust marketing plan that includes clearly defined steps to promote and maintain a relationship with potential Government customers.  Our Marketing to the Federal Government page includes information on developing your potential customer base, implementing smart sales strategies, and participating in additional purchasing programs.

Recurring Requirements

Quarterly Sales Report & Remittance of the Industrial Funding Fee

Applicable Regulation:  552.238-80 Industrial Funding Fee and Sales Reporting
Requirement & Due Dates:  All VA Schedule contractors are required to submit a quarterly sales report and IFF remittance within 30 days after the end of each quarter.

Both the sales report and IFF payment can be made through the FAS Sales Reporting System.  If no sales have occurred under your firm’s Schedule contract, you are still required to submit a sales report indicating $0.  For more information and instructions regarding the quarterly sales report or IFF remittance, visit the Sales Reports & IFF page.

What Qualifies as a Schedules Sale? The following shall be reported as FSS sales and the IFF collected and remitted:

• Task or delivery orders referencing an FSS contract number.
• Sales under Blanket Purchase Agreements (BPAs) awarded against FSS contracts.
• Sales of items awarded under an FSS contract to a Government prime vendor that are ultimately shipped to a Federal Government activity, including sales of items awarded on the VA Strategic Acquisition Center’s Med Surge Prime Vendor (MSPV) program via Blanket Purchase Agreements (BPAs) against FSS contracts.
• Orders placed under a Department of Defense Distribution and Pricing Agreement (DAPA) for the following schedules:  65 I B, 621 I, 621 II, and 66 III.

The following are sales that shall not be reported as FSS sales; therefore, an IFF subject to FSS contract terms and conditions shall not be collected and remitted:

• Orders placed under a DAPA for the following schedules:  65 II A, 65 II C, 65 II F, 65 V A, and 65 V II.
• Orders placed under the MSPV program when the orders are placed under an Indefinite Delivery type contract that was not solicited and awarded under FSS (i.e. as an open market procurement).

System for Award Management (SAM)

In support of agency acquisition missions, the System for Award Management is the primary registrant database for the US Government.  Information provided in your registration will be validated and shared with other authorized federal government offices and electronic systems.  Registration does not guarantee business with the federal government.

Applicable Regulations:

• 52.204-7 System for Award Management
• 52.204-13 System for Award Management Maintenance

Requirement:  All prospective contractors are required to register in SAM, at https://www.sam.gov, in order to be awarded an FSS contract.  Additionally, all current contractors must maintain their SAM registration in order to be considered for contract extension or a follow-on contract award.  Maintenance of this registration includes fulfilling any applicable reporting requirements and revising representations as necessary.

Due Date:  Vendors must register with SAM prior to submitting an offer or contract extension proposal.  Registrants must update or renew their registration at least once per year in order to maintain an active status.

VETS-4212

The U.S. Department of Labor (DOL), Veterans’ Employment and Training Service (VETS) collects and compiles data on the employment of veterans with Federal contractors and subcontractors.

Applicable Regulation: 52.222-37 Employment Reports on Veterans.

Requirement:  All FSS vendors are required to submit a VETS-4212 report.

Due Date:  VETS-4212 Reports are due no later than September 30^th each year. Additional information on the VETS-4212 Program is available online.

Insurance Certificates

VA Schedule contractors must maintain the required insurance in order to maintain their FSS contract.

Applicable Regulation(s) & Requirements:

• 66II Cost-Per-Test, Clinical Laboratory Analyzers
  52.228-5 Insurance-Work on Government Installation Coverage — All Contractors for 66III Cost-Per-Test, Clinical Analyzers are required to maintain general (space) liability insurance of not less than $500,000 per occurrence and property damage liability insurance.
• 621I Professional and Allied Healthcare Staffing Services
  852.237-70 Indemnification and Medical Liability Insurance — All Contractors for 621 I Professional and Allied Healthcare Staffing Services are required to maintain professional liability insurance of not less than $1 million per occurrence/$3 million aggregate.
• 621II Medical Laboratory Testing and Analysis Services
  852.237-70 Indemnification and Medical Liability Insurance — All Contractors for 621II Medical Laboratory Testing and Analysis Services are required to maintain malpractice liability insurance of not less than $1,000,000 per occurrence.

Due Date:  Contractors should submit copies of insurance certificates annually to their Contract Specialist as proof of regulatory compliance.

Service Contract Reporting

Applicable Regulation:  52.204-15 Service Contract Reporting Requirements for Indefinite-Delivery Contracts.

Requirement:  All Schedule 621 I and 621 II contractors as well as offerors of services SINs A-200 (under Schedule 65 II A) and C-100 (under Schedule 65 II C) must report at SAM.gov all services performed during the preceding Government fiscal year (Oct 1 – Sep 30) for orders under the contract that exceed the below thresholds established in FAR 4.1703(a)(2):

• All cost-reimbursement, time-and-materials, and labor-hour service contracts and orders with an estimated total value above the simplified acquisition threshold.
• All fixed-price service contracts awarded and orders issued with an estimated total value of $500,000 or greater.

The contractor’s report shall also include data reported by first-tier services subcontractors, based upon the same criteria outlined above.

Due Date:  Reports must be filed annually by October 31^st.

Small Business Subcontracting Plans & ESRS

Applicable Regulations:

• 52.219-8 Utilization of Small Business Concerns
• 52.219-9 Small Business Subcontracting Plan
• 52.219-14 Limitations on Subcontracting
• 52.219-16 Liquidated Damages – Subcontracting Plan

Requirements:  A federal contractor that is a large business with further subcontracting opportunities and an estimated contract value of $750,000 or more is required to establish and maintain an acceptable subcontracting plan and file eSRS reports.

Due Dates:  Plans are due no less than 30 days prior to the expiration of the current plan. eSRS reports include the Summary Subcontract Report (SSR), to be submitted annually by all plan holders no later than September 30^th, and the Individual Subcontracting Report (ISR), to be submitted every six months by individual type plan holders only.

Download a sample subcontracting plan template and instructions on submitting the required eSRS reports via the Small Business Subcontracting Plan page!

Other Contract Policies & Obligations

There are many significant polices and obligations pertaining to your awarded VA FSS contract, of which your firm must be aware; the following highlights a few of these. For any advice or clarifications, contact your assigned contract specialist.

As a VA Schedule contractor, you are required to adhere to all contract requirements, as outlined in the solicitation, and to submit all deliverables by the specified due date.

• Minimum Contract Sales Criteria
• Modifications
• Price Reductions
• Extensions & Cancellations
• Trade Agreements
• Manufacturer Letter of Supply
• Price Lists
• Maximum Orders
• Government Purchase Card

Minimum Contract Sales Criteria

Applicable Regulation:  I-FSS-639 Contract Sales Criteria.

Requirement:  Your company must accrue at least $25,000 of VA reportable sales during the first 24 months of your contract and maintain an additional $25,000 in sales each year thereafter. In accordance with 552.238-79 Cancellation, the Government may cancel your firm’s contract unless reported sales are at the levels specified.

Modifications

Applicable Regulations:

• 552.238-82 Modification
• 552.216-70 Economic Price Adjustment – FSS Multiple Award Schedule Contracts
• 552.238-81 Price Reductions

Requirement:  As a Schedule contractor, you may request a contract modification by submitting a request for review and approval by your assigned Contract Specialist.

• Modification Forms – Download the current modification request forms required to update your Schedule contract and to learn about modification submission protocol.
• Mass Modifications – Download the current mass modifications available for each Schedule program.

Price Reductions

Applicable Regulation:  552.238-81 Price Reductions.

Requirement:  VA FSS contractors must maintain an approved Tracking Customer (the basis of award customer) discount relationship (i.e. the Tracking Customer ratio). If you lower your prices to the contract tracking customer, you are obligated to make a reduction for your Schedules contract to maintain awarded pricing at or below the awarded tracking ratio. Exceptions to price reductions are outlined in FSS contract clause 552.238-81 Price Reductions.

Extensions & Cancellations

With the exception of contracts awarded under Schedule 65 I B, VA Schedule contracts are awarded for a base 5-year period of performance with the potential for 5 additional years.

Applicable Regulations & Requirements:

• 52.217-9 Option to Extend the Term of the Contract – The Government may extend the term of your awarded contract to add 1 or more option year periods, not to exceed 5 additional years. The total period of performance shall not exceed 10 years.
• 552.238-79 Cancellation – Both the Government and your firm (as the contractor) have the right to cancel your awarded contract in whole or in part by providing 30 days written notice.

Trade Agreement Act (TAA)

Applicable Regulation:  52.225-5 Trade Agreements.

Requirement: The Trade Agreements Act is applicable to all Schedules. In exercising its authority under FAR Part 25, Foreign Acquisition, purchases by Ordering Activities are restricted to either U.S.-made or designated country end products. A U.S.-made product can be either 1) an article that is mined, produced, or manufactured in the United States, or 2) an article that is substantially transformed in the United States into a new and different article of commerce with a name, character, or use distinct from that of the article or articles from which it was transformed. It is the offeror’s responsibility to verify that all offered products are U.S. made or designated country end products as defined in clause FAR 52.225-5. When an item consists of components from various countries and the components are assembled in a designated country, the test to determine country of origin is substantial transformation (FAR 25.001(c)(2)). For services, origin is determined by the country in which the firm providing the service is established, not the location at which the services are performed.

*See exceptions for 65IB SIN 42-2a non-availability determinations on our TAA webpage.

Manufacturer Letter of Supply

Applicable Regulation:  I-FSS-644 Dealers and Suppliers (Clause & Template).

Requirement:  If you are a dealer/distributor/reseller you are required to submit a letter of supply from all manufacturers in order to assure the offeror a source of supply sufficient to satisfy the Government’s requirements. The sample letter above does not indicate a required format; however, it does include recommended language and outlines the components that must be included in the letter.

Price Lists

Applicable Regulations:

• 552.238-88 GSA Advantage!
• I-FSS-600 Contract Pricelists
• 552.238-77 Submission and Distribution of Authorized FSS Schedule Pricelists

Requirement:  VA Schedule contractors are required to maintain three approved price lists. These documents specify the awarded products, services, prices, terms & conditions of your Schedule contract and must be revised to reflect any modifications to your contract.

• Authorized FSS Paper Price List
• NAC Contract Catalog Search Tool (CCST)
• GSA Advantage!

It is your responsibility to ensure the integrity & accuracy of the information provided in each of these required price lists. Visit our Price Lists Requirements page for more information.

Maximum Orders

Applicable Regulation:  52.216-19 Order Limitations.

Requirement:  Schedules contractors are obligated to accept any order from an executive agency that is below the Maximum Order threshold. Outside of the executive branch, a contractor is encouraged, though not required, to accept an order under this threshold. For orders over the Maximum Order threshold, agencies will generally expect a price break due to the large volume of the sale. Maximum order threshold is determined on a schedule by schedule or sometimes on a SIN by SIN basis. To view schedule/SIN specific thresholds, visit the VA Schedule Programs web page to link to each schedule.

Government Purchase Card

Applicable Regulation:  52.232-36 Payment by Third Party.

Requirement:  Contractors must accept the credit card for payments at all dollar values.

Price List Requirements

Schedule Price List Requirements

As a VA Schedule contractor, it is your responsibility to ensure the integrity and accuracy of the information provided in each of these required price lists.  Inclusion of incorrect information may constitute sufficient cause for cancellation (552.212–4, Termination for Cause) and/or application of other remedies as provided by law, including monetary recovery.

Price List Clauses

• 552.238-88 GSA Advantage!
• 552.238-103 Electronic Commerce – FACNET
• I–FSS–600 Contract Price Lists
• 552.238-77 Submission and Distribution of Authorized FSS Schedule Pricelists
• 552.238-82 Modifications (Federal Supply Schedule)

Contract Price Lists

Required Components:

• Cover page
• Labor categories & pricing
• Volume discounts
• Geographic coverage
• Prompt payment terms
• Foreign items offered
• Awarded item descriptions & pricing
• Discounts from list price & statements of net pricing
• Maximum & minimum order requirements ($)
• Points of production
• Acceptance of Government purchase card
• Delivery terms & expedited delivery

Submission Deadlines:

• Initial FSS Price List:  must be submitted to CS for approval within 30 days after contract award.
• FSS Price List Amendments:  After successful execution of a contract modification, you must publish a sequentially numbered supplement identifying the effective date(s) of such supplements.
  • Within 15 workdays after the effective date of each modification –OR–
  • As a quarterly supplement provided within 15 workdays from the last day of the calendar quarter
• Distribution of the Price List:  at a minimum, you must distribute the supplement to the ordering activities that previously received a copy of the initial paper price list.

As a Marketing Tool:

Don’t miss out on the marketing aspects of your Authorized FSS Paper Price List!  A well-designed and user–friendly document will help your firm stand out amongst the competition and engage your customers.– It is easy to forget to update this price list after a contract modification.– Not only are you required to update this document within 30 days of contract modification, but an up–to–date price list helps keep your customers informed of changes to your contract, making them more apt to order from you.

Online Price Lists

Contract Catalog Search Tool

Updated daily, the Contract Catalog Search Tool (CCST) is the most comprehensive online listing of all current healthcare-related equipment, supplies, and pharmaceutical products available via contract vehicles managed by the National Acquisition Center, including the Federal Supply Schedule and National Contract Services.

Required Information:

• Contract Awards & Product Additions (Additions Tab)
  • Complete all data fields including SIN, catalog number, product description, FSS price.  These must read the same as they do under your contract.  Deviations will result in your submission being returned without further consideration.
  • The description should be a true description of the item.  Ensuring that the description includes a thorough explanation of the item and quantity will help customers find your products.
• Other Contract Modifications (Changes Tab)
  • Complete all relevant fields to capture the changes to your contract (i.e. product deletions, description changes, and price changes).
  • Never alter the “Index” column.
  • Delete all rows that are not affected by the change.

Submission Deadline:

After your contract is awarded or your modification is approved, your assigned CO will send you an Excel spreadsheet exported from the NAC–CM database.  You must complete and return to your CO within 30 workdays of contract award or modification.  All fields are required.

GSA Advantage!

GSA Advantage! is the premier online catalog, information, and ordering system for use by federal Government agencies.  Users can quickly search, compare, and order products and services available under VA & GSA Schedule contracts.

Registration:

After the contract award, you must register your contract with the GSA Vendor Support Center.  Once you complete the registration process, you will receive a unique password — you must use this password to upload your electronic contract catalog via the Schedule Input Program (SIP).  Your CO will check your submission for consistency between the electronic file and the written contract.  After verification, your electronic file will be posted to GSA Advantage!.

Submission Deadlines:

• Within 6 months after contract award.
• Within 30 days after contract modification

Contractors offering products that require a prescription are not required to manage a GSA Advantage! price list.

IFF and Sales Reports

Clause 552.238-80, Industrial Funding Fee and Sales Reporting requires that FSS contractors submit, quarterly, the dollar value (in U.S. dollars and rounded to the nearest whole dollar) for all sales under the contract during the preceding 3-month period, to include any partial month. This process is currently completed online through the GSA Sales Reporting System (SRP). There are no additional fees or charges associated with this system.

Reporting Timetable

Sales reports and IFF payments are due immediately following the completion of each quarter of the Government fiscal year. Any partial month is to be considered as one (1) month for reporting purposes.

If sales reports and IFF payments are not reported and paid within 30 days of the end of the quarter, the report and payment due is delinquent and constitutes a contract debt to the United States Government and could result in cancellation of the contract pursuant to contract clause 552.238-79 Cancellation.

• Quarter 1 (Oct-Dec)
  • Sales and IFF are due starting January 1
  • Q1 Sales and IFF not received by January 30th are delinquent
  • Please note that delinquent sales reporting will subject your contract to immediate cancellation
• Quarter 2 (Jan-Mar)
  • Sales and IFF are due starting April 1
  • Q2 Sales and IFF not received by April 30th are delinquent
  • Please note that delinquent sales reporting will subject your contract to immediate cancellation
• Quarter 3 (Apr-Jun)
  • Sales and IFF are due starting July 1
  • Q3 Sales and IFF not received by July 30th are delinquent
  • Please note that delinquent sales reporting will subject your contract to immediate cancellation
• Quarter 4 (Jul-Sep)
  • Sales and IFF are due starting October 1
  • Q4 Sales and IFF not received by October 30th are delinquent
  • Please note that delinquent sales reporting will subject your contract to immediate cancellation

Registration

When you first access this system, you will need to click “Register” in the upper left-hand corner of the page and complete all required fields. Once you have submitted your registration information, your account will be routed to our office for verification and activation. We will send a notice informing you when the account has been activated. At that time, you will be able to submit your quarterly sales information along with electronic payment for any Industrial Funding Fee (IFF) funds due.

You should register in the GSA Sales Reporting System at the beginning of the Government fiscal year quarter following the quarter that your contract becomes effective. You are not eligible to register in the sales portal prior to that time. The table below identifies when you can register in the portal.

• Contract award date of October, November, or Dec – Register on January 2
• Contract award date of January, February, or March – Register on April 2
• Contract award date of April, May, or June – Register on July 2
• Contract award date of July, August, or September – Register on October 2

Username: Your username will be your contract number without the dash: V797D-1234X should be entered as V797D1234X. Contracts numbered in our new format should be entered as: 36F79718D5678.

Password: Your password is CASE SENSITIVE and cannot exceed 14 characters.

We recommend that you create a strong password, including lowercase and uppercase letters, numbers, and special characters.

If you forget or misplace your password you must use the “Forgot Password” function of the sales portal to reset it. FSS does not have access to your password and is unable to reset it for you.

The Sales Portal one-time security code (OTSC) will be transmitted to the email address of the person currently registered in the Sales Portal. The person logging into the Sales Portal must be the same person designated as the Vendor Sales Contact within our FSS database.

IFF Payment

Vendors may submit their IFF payment through the GSA Sales Reporting System.

• $0 sales for reporting period: You must still log into the sales portal and enter $0.
• Reportable sales: Include all sales made to the VA, other Government agencies, state & local governments, as well as sales made through the prime vendor program, direct-to-patient distribution, and DoD distribution and pricing agreements.
• Additional information about getting started with the GSA Sales Portal and making payments is available in the online user guides.

Technical Assistance

• VA Specific user guides are provided on the FAS SRP page (in the upper right-hand corner, under “Help” | “VA Online Help”). This includes step-by-step guidance on how to create your account and login, as well as how to report data, adjust data, and submit payments.
• For technical assistance related to the new SRP, please contact the GSA Vendor Support Center:
  • Phone: 1-877-495-4849
  • Email: Vendor.Support@gsa.gov
• Lastly, if for any reason you do not see your contract on your home screen after login or have any issues with payments, please reach out to your assigned Contract Specialist (CS) or FSSSales@va.gov to request additional assistance.

Modifying your VA FSS Contract

In accordance with clause 552.238-82 Modifications (Federal Supply Schedule), VA FSS contractors may request a contract modification by submitting a request for review and approval by a VA Contract Specialist.  (Note:  All requests must be submitted to the fss.help@va.gov for processing and assignment.)  Changes to your contract are only effectuated via a contract modification executed by an FSS contracting officer.

Request for Modification Review & Award Process:

• All requests must describe the proposed change(s) and provide the rationale for the requested change(s).
• Requests may be returned without award if the submitted information is not current, accurate, or complete, or if the FSS contractor does not respond to clarification or additional information requests in a timely manner.

RFM Review & Award Process

• RFM Received & Processed
• Review & Request for Information
• Full Request Evaluation & Analysis
• Final Review & Notification of Award

Key Elements of a Successful RFM

• Scope — Are the offered products/services within the scope of your awarded contract and Schedule solicitation?  Are all offered products/services from the US or other designated country(ies)?
• Forms — Did you use the current modification request forms and spreadsheets available below?  Have you completed all required fields with information that is current, accurate, and complete?
• Requirements — Does the information you provided meet the requirements of the applicable modification clause of your solicitation?
• Pricing — Is your proposed pricing competitive with current market conditions?
• Regulatory Compliance — Are all registration requirements complete and up-to-date?  Are all contract deliverables submitted on time?

RFM Effective Dates

Review Process Time

Our goal is to review all modification requests and make an award/no award decision within 60 calendar days from receipt.  Timely processing is impacted by the quality of the RFM submission, the inclusion of all relevant information, the total number of requests submitted, and the length of time between submissions.

Generally, the review time for modifications that must be reviewed by the VA Office of the Inspector General (OIG) exceeds 60 days.  Visit the OIG Threshold page to see if your modification request meets the requirements for an OIG review.

Subject Line Naming Convention

When submitting an RFM, requesting a status update, or submitting an updated FSS pricelist, the following identifying information must be included:  RFM — Contract Number — Schedule ID — Mod Type/Status/Pricelist

Subject Line Naming Convention Examples:

• Submitting an RFM
  RFM – V797P-5555x – 65IB – Addition (or other action type)
• Submitting a Status Update Request
  RFM – V797P-5555x – 65IB – Status
• Submitting a Pricelist
  RFM – V797P-5555x – 65IB – Pricelist

NOTE:  Naming convention required when submitting NAC-CM spreadsheets and FSS Paper Pricelists.  GSA Advantage! pricelist notifications are automatically sent to the FSS Help Desk.

NOTE:  Emails that are submitted to the Help Desk without the RFM prefix may be misdirected, and thereby the review process of your request may be delayed.

Subject Line Schedule IDs

Modification Request Forms

• Only a properly completed request for modification (RFM) will be accepted.  Any modification package received that is determined not to be current, accurate, and complete will be returned.  Your firm is encouraged to correct any identified deficiencies and resubmit the modification package.
  • Current version of the modification form
  • Signed by an authorized signatory
  • All verifications are acknowledged
  • Required information to support the request is included
  • Retain a copy of the RFM for your records
• If the date of your submitted modification form is concurrent with the date of the request for modification package we will accept and process the request.
• Unless otherwise noted or agreed upon, all solicitation clauses and awarded terms and conditions apply to any resulting contract modification.
• With the exception of Voluntary Price Reduction submissions under the VA FSS Pharmaceutical Schedule (TPR), all contract modifications must be emailed to fss.help@va.gov with the subject line RFM — Contract Number — Schedule ID — Mod Type.  As this email address is the central portal for the FSS Service, modification requests that do not include this reference may be misdirected and thereby the review and process of your request may be delayed.
  • Email to fss.help@va.gov
  • Subject:  RFM — Contract Number — Schedule ID — Mod Type See chart above for Schedule ID
• Unless otherwise directed, we do NOT accept hard copies of RFMs, CDs, or thumb drives. Additionally, we are unable to accept zip files, which may require you to submit your RFM package in multiple e-mails if the total size of the e-mail exceeds 40MB. It is essential that you identify the number of emails you are sending in the subject line to ensure that we receive your entire RFM package.
• With the exception of Voluntary Price Reduction submissions under the VA FSS Pharmaceutical Schedule (TPR), the effective date of most awarded modifications will occur on either the 1^st or 15^th of the month.  The effective date of the modification will be assigned by the approving Contract Officer.  Approval of the RFM is evidenced by vendor receipt of a signed SF-30 document and the contractor’s publication of a supplement to its FSS paper price list.
• Please review the required information needed for each type of change and submit all required information pertaining to that specific change in your package.  If all required material is not received, your Contracting Officer may return your package with no additional action.

VA FSS Pharmaceutical Schedule

Use these forms for contracts awarded under the 65 I B. The streamlined processing of 65 I B voluntary price reductions is available to all SINs under the schedule. Please visit our Streamlined Processing for 65 I B Voluntary Price Reductions web page for more information.

• Product Addition Request Package (03/2024)
• Product Life Cycle Change Request Package (03/2025)
• Product Deletion Request Package (04/2020)
• Price Increase Request Package (10/2025)
• Price Decrease (PRC) Request Package (04/2020)
• Administrative Change Request Package (04/2020)
• NDC Change Request Package (09/2021)
• Novation and Name Change Request Package (04/2020)
• Establishing Dual Pricing Request Package (04/2020)
• Tracking Customer Change Request Package (09/2021)

VA FSS Commodities Schedules

Use these forms for contracts awarded under the 65 II A, 65 II C, 65 II F, 65 V A, and 65 VII Schedule programs.

• Product Addition Request Package (01/2021)
• Product Deletion Request Package (10/2020)
• Price Increase Request Package (10/2025)
• Price Decrease Request Package (04/2020)
• Administrative Change Request Package (04/2020)
• Novation and Name Change Request Package (04/2020)
• Tracking Customer Change Request Package (04/2020)

VA FSS Services Schedules

Use these forms for contracts awarded under the 621 I, 621 II, and 66III Schedule programs.

• 621 I Product Additions Request Package (04/2020)
• 621 II and 66 III Product Deletion Request Package (11/2020)
• 621 I Price Adjustment Request Package (04/2020)
• 621 II Product Additions Request Package (04/2020)
• 621 II Price Decrease Request Package (04/2020)
• 621 II Price Increase Request Package (04/2020)
• 66 III Product Addition Request Package (04/2020)
• Services Administrative Changes Request Package (04/2020)
• Services Novation and Name Change Request Package (04/2020)

Mass Modification Forms

All Mass Modification forms are found on the Mass Modification page.

Mass Modifications

Mass modifications are issued when there is a uniform change that impacts the Schedule solicitation (i.e. solicitation refresh, new clause requirements, etc.).  Most mass modifications must be executed bilaterally.  Schedule contractors are notified when a mass modification is issued for their Schedule solicitation via email, with follow-up by their assigned contract specialist. Your firm is required to submit all mass modifications.

Instructions:

• Download the applicable Government-signed SF-30 from this page. 
• An authorized signatory of your firm must complete blocks 8, 10a, & 15 a,b,c.
• Email the bilaterally signed SF-30 to your assigned contract specialist with the subject line:  “RFM – Contract # – Schedule# – Mass Modification”. Do NOT send Mass Mods to the HelpDesk, this will only delay processing.
• Upon acceptance, a confirmation email will be emailed to your firm’s contract administrator.
• Retain a copy of the Mass Modification for your records.

Click below on the schedule to expand to download forms, click again to compress:

Exercising an Option Under Your FSS Contract

In accordance with option clauses 52.217-9 and I-FSS-163, the Government may request continued performance of the awarded contract.  Your contract period may be eligible for extension if you have option years remaining, your past performance is satisfactory, all annual registrations are up-to-date, all contract requirements have been fulfilled, and it is determined that your contract continues to be in the best interest of the Government.

With the exception of contracts awarded under Schedule 66 III and Schedule 65 I B, the option clause may be exercised more than once to add 1 or more option year periods, but the total extension of performance shall not exceed 5 years, leading to a potential total period of performance of 10 years. Typically, the option is extended as an additional 5-year period. The option clause under Schedule 66 III (I-FSS-163) provides for 3, 5-year option periods, leading to a potential total period of performance of 20 years. Although the Schedule 65 I B solicitation contains an option clause 52.217-9, FSS does not exercise a 5-year option but will require 65 I B contract holders to submit a follow-on proposal; however, the contract may exceed the 5-year base period through short-term extensions granted while evaluating a follow-on proposal.

For additional information on submitting an option package, contact your assigned contract specialist.

New Solicitation Proposal (Follow-on Proposals)

Contracts at the end of their performance period (5 years for 65 I B contracts, 20 years for 66 III contracts and 10 years for all other Schedule contracts) are not eligible for further extension; therefore, submission of a new solicitation proposal is required.

For those required to submit a new, follow-on proposal, the current solicitation package is available online. Information on the new offer review and award process is available on the Getting on Schedule page. Specific solicitation documents for all VA FSS Schedules can be accessed through the VA Schedules Program page. If you are unsure if an option can be exercised under your contract or if you must submit a new solicitation proposal, please contact your assigned Contract Specialist to discuss your circumstances.

Short Term Contract Extensions

During the government’s evaluation of your proposal, short-term extensions may be granted so as to allow continuity of the contract; however, the short-term extensions cannot extend the life of the contract beyond its full potential performance period (20 years for Schedule 66 III and 10 years for all other schedules). Short-term extensions are granted only after a new contract proposal or option proposal is received; therefore, you must be timely with your submission.

Notice of Intent to Exercise an Option

The individual listed as the Contract Administrator on your current FSS contract will receive email notification of the Government’s intent to exercise an option under your contract 18 months prior to the expiration of your contract. This notification will also include the Option to Extend Package and a request for you to contact your assigned Contract Specialist within five business days to verify receipt and to discuss the letter and contents of the option package. This conversation will ensure that you understand the information required and to answer any additional questions you may have. To ensure receipt of the notice, please keep your contact information and contract administration point of contact up-to-date. If you need to change this information please submit an administrative request for modification.

Submission Timeframes

To avoid a lapse in performance it is recommended that you submit your option package or follow-on proposal in accordance with the timeframes outlined below.

Submission Protocol

In addition to adhering to the submission timeframes above, please be aware of these requirements when submitting your option package.

• Submit Package by Email To: FSSOffersandExtensions@va.gov
• Subject Line: Extension – Contract Number – Schedule # (Example: Extension – V797D-1234d – 65IIA)
• File Limit: 10MB; for larger files, zip or send in multiple e-mails, identifying the number of files in the subject line (Example: Extension – V797D-1234d – 65IIA, 1 of 3)

Option Review Process

The goal of this review process is to ensure the contractor has met all contract requirements during the initial period of performance and that continuation of the contract is in the Government’s best interest.

• FSS Sends Notice of Intent to Contractor
• Contractor Submits Option Package
• FSS Reviews & Conducts Clarifications
• FSS Evaluates & Negotiates (if applicable)
• Option is Exercised by Modification

Option Review Timeframe

The option review process usually takes 120 calendar days, but it may take more or less depending on the completeness and complexity of the proposal.  Factors such as an OIG review could increase the time of the review process.  A complete and accurate proposal, submitted within the recommended timeframes, will help speed the process.

Discussions/Negotiations

The assigned contract specialist may require discussions/negotiations if:

• The contractor’s Commercial Sales Practices (CSP) disclosures changed.
• New terms and conditions are being proposed or pricing structure has changed.
• The contractor did not meet the requirements of the contract or its past performance is unsatisfactory.
• Awarded pricing can no longer be determined fair and reasonable.
• The estimated value of the proposal necessitates a pre-award review by the VA Office of Inspector General.

The Government reserves the right to request a new FSS proposal in lieu of extending the existing contract.

Elements of a Successful Option Package

• Expiration Date — Be cognizant of the expiration date of your contract.  While the Government will provide you with notification of its intent to consider exercising an option under your contract, it is your responsibility to be aware of your awarded period of performance.
• Submit your Proposal in a Timely Fashion — Submit your proposal promptly after you receive notice of the Government’s intent to exercise an option under your contract to avoid any interruption of service.
• Documentation — Did you submit all required documents, including the fill-in Word document, the Excel spreadsheet, and any required supporting documentation?
• Past Performance — Does your firm meet its contractual commitments and submit all required deliverables timely?

Cancelling Your FSS Contract

In accordance with clause 552.238-73, Cancellation, both the government and the contractor has the right to cancel the awarded FSS contract in whole or in part by providing 30 days written notice with no obligation to the other party.

If the government elects to cancel the contract, the contractor will receive an SF-30 modification form detailing the rationale for the cancellation and the effective date of the action.  The government may reverse its decision to cancel the contract if the contractor provides written justification and/or the required deliverables within the 30-day notification timeframe.

Reasons to Cancel a Contract

Government:

There are several reasons why the government may elect to cancel a contract, including:

• Violations of contract terms and conditions
• Non-compliance with contract deliverables, including failure to
  • Report sales or repeated late reporting of sales;
  • Remit IFF;
  • Remit annual rebate payments
  • Maintain an updated Authorized Paper Price List;
  • Maintain a GSA Advantage! price list;
  • Maintain or submit an approved subcontracting plan;
  • Submit required eSRS filings;
  • Submit required insurance certificates
• The government no longer has a need for the products/services offered
• Low annual sales (not meeting the requirements of I-FSS-639, Contract Sales Criteria)

Contractor:

Contractors may also elect to cancel their awarded FSS contract, such as:

• Change in corporate structure (company bought or sold);
• Change in business direction; and
• Low annual sales (maintaining the contract is not profitable for your firm)

Note:  Cancellations are effective 30 calendar days after the other party receives the written notice of cancellation.

Customers

Federal acquisitions and procurement are more than just rules and regulations.  It is the process of making sound business decisions in order to receive the best products and services for the Government and its customers.  The VA Federal Supply Schedule program supports the healthcare acquisition requirements of the VA and other federal government agencies (OGA).  The VA is delegated authority by GSA (see FAR 8.402(a) ) for multiple award contracts for medical equipment, supplies, pharmaceuticals, and service Schedule programs.  Federal agencies, including those in remote and overseas locations, can use the VA Schedules program to simplify the acquisition and procurement process while also effecting shorter lead times, affording lower administrative costs, and promoting reduced inventories.

Our online resources walk you through the rules and regulations ordering activities must follow when placing an order against a VA Schedule contract and serve to assist you in developing efficient acquisition strategies by harnessing the limitless benefits of the VA Federal Supply Schedule Program.

Ordering Procedures & Guidelines

• FAR 8.405–1 Ordering procedures for supplies, and services not requiring a statement of work
• FAR 8.405–2 Ordering procedures for services requiring a statement of work
  • Statement of Work — Critical elements that should be included in your statement of work
  • Evaluation Criteria — Required & common evaluation criteria that should be included in your statement work.
• Open market orders — Including open market items to a VA FSS task/delivery order or BPA

Other Useful Info

Best Value Determination — Discover the relevant factors (other than price) that you should consider when purchasing items off Schedule.

Priorities of use of Government supply sources — Learn about the changes made to FAR 8.000 and the new ordering hierarchy!

Advantages

With over $19 billion in sales, the VA Federal Supply Schedule (FSS) Service provides Federal customers with access to over 1 million commercial medical equipment, supplies, pharmaceuticals, and services at volume discount pricing.

Best Value

Best Value:  The expected outcome of an acquisition that, in the government’s estimation, provides the greatest overall benefit in response to the requirement.

When determining best value, ordering activities should:

• Identify what factors affect the overall value of the requirement
• Determine the relative importance of individual factors and possible trade-offs in evaluating one over the other
• Consider the differences between Schedule contractors

Consider the following factors when making a best value determination.

For orders not requiring a statement of work

Price:

• Quality of proposed solution
• Environmental/energy efficiency
• Past performance record
• Maintenance availability
• Probable shelf life

Special Features:

• Warranty considerations
• Expertise of the offeror
• Trade-in considerations
• Delivery terms

For orders requiring a statement of work

All negotiated pricing:

• Prompt payment terms
• Background investigation terms

Qualifications:

• Shift differentials
• Past performance record

Note:  For orders under the 621 Professional and Allied Healthcare Staffing Services Schedule, do not rely on the base FSS price for price reasonableness or best value determination at the order level as the prices are “not to exceed” rates.  Instead, you should seek additional discounts.

Evaluation Criteria

Common Evaluation Criteria

• Understanding the Requirement.  Does the contractor fully understand the requirement?
• Performance.  Was the contractor compliant with prior requirements for similar work?  Did the contractor perform within or below cost for similar work?  For orders for similar work, was the required work completed on time and in accordance with stated requirements?
• Business Relations.  Is the contractor flexible, cooperative, proactive, and committed to customer satisfaction?
• Socioeconomic status.  You may limit consideration to small businesses by including specific requirements (i.e. woman-owned, HUBZone, veteran-owned, etc.) in the evaluation criteria.  See the Small Business Set-Aside page for more information about setting aside an order for a small business entity.

In accordance with VAAR 815.304-70, Evaluation Factor Commitments, when placing orders against the non-mandatory 621 Professional & Allied Healthcare Staffing Services Schedule, VA ordering activities shall:

• Include provisions in negotiated solicitations giving preference to offers received from Veteran-Owned Small Businesses (VOSB) and additional preference to offers received from Service-Disabled Veteran-Owned Small Businesses (SDVOSB).
• Use past performance in meeting SDVOSB subcontracting goals as a non-price evaluation factor in selecting offers for award.
• Use the proposed inclusion of SDVOSBs or VOSBs as subcontractors as an evaluation factor when competitively negotiating the award of contracts or task/delivery orders.

Open Market

Open Market:  Items for sale which are not available for purchase from a government contract vehicle, including FSS, BPA, CTA, GWAC, etc.  Open market items are also known as incidental items, noncontract items, non-Schedule items, and items not on a GSA Schedule contract.

For administrative convenience, FAR 8.402(f) allows ordering activities to add open market line items to a VA FSS task/delivery order or BPA if:

• All applicable acquisition regulations pertaining to the purchase of items not on the Schedule contract have been followed, including
  • FAR 5, Publicizing Contract Actions
  • FAR 6, Competition Requirements
  • FAR 12, Acquisition of Commercial Items
  • FAR 13, FAR 14, FAR 15 Ordering Procedures
  • FAR 19, Small Business Requirements
• The ordering activity has made a fair and reasonable pricing determination
• The items are clearly labeled on the order as open market items
• All clauses applicable to open market items are included in the order

Ordering Procedures

This page explains Ordering Procedures for:

• Orders that do NOT require a Statement of Work
• Orders that DO require a Statement of Work

Priorities of Use of Gov Supply Sources

Standard Priorities of Use of Government Supply Sources

FAR 8 establishes priorities of use of government supply and service sources to satisfy ordering activity requirements.

8.002 Priorities for Use of Mandatory Government Sources

Supplies:

• Inventories of the requiring
• Excess from other agencies
• Federal Prison Industries, Inc.
• Supplies on the Procurement List maintained by the Committee for Purchase from People Who Are Blind or Severely Disabled
• Wholesales supply sources

Services:

Services on the Procurement List maintained by the Committee for Purchase from People Who Are Blind or Severely Disabled

8.003 Use of Other Mandatory Sources

Agencies shall satisfy requirements for the following supplies/services from specified sources, as applicable:

• Public utility services
• Printing and related supplies
• Leased motor vehicles
• Strategic and critical materials
• Helium

8.004 Use of Other Sources

If you are unable to satisfy your requirement through one of the mandatory sources, then you are encouraged to consider using non– mandatory vehicles, including:

Supplies:

Federal Supply Schedules, Governmentwide acquisition contracts, multi–contracts, and other vehicles intended for use by multiple agencies.

Services:

• Federal Prison Industries, Inc.
• Multi–agency contract vehicles as considered for supply acquisitions

VA Specific Priorities of Use of Government Supply Sources

This section applies to purchases and BPAs made by VA ordering activities only.

VAAR 808.002, Priorities of use of Government supply sources, includes sources specific to VA ordering activities.

• Agency Inventory (Supply Fund Stock & VA Excess)
• Other Agency Excess
• Federal Prison Industries
• AbilityOne (if product is on the procurement list)
• Wholesale Supply Sources
• National Committed Use Contracts (awarded by the NAC but not associated with a VA FSS Contract
• Mandatory VA FSS Contracts (FSC 65 & 66)
  • National BPAs
  • Multi/Single VISN BPAs
  • FSS Contracts without a BPA
• Optional Use VA FSS Contracts (FSC 621I)
• IDIQ contracts for supplies not covered by national committed use contracts or FSS contracts
  • VISN/Regional IDIQs
  • Local IDIQs
• Open Market Purchases and Commercial Sources

Purchase Programs

National Contract Service

The VA National Contract Service has responsibility for National Contracts and Blanket Purchase Agreements (BPAs), which are established against VA and GSA Federal Supply Schedule contracts.  VA’s National Contract and National BPA programs are used by VA medical centers, related facilities, specific State Veterans Homes, and other Federal facilities.

Medical/Surgical Prime Vendor

VA implemented a national medical/surgical prime vendor program.  The program is mandatory for all VA medical centers and consists of four (4) prime vendor contracts.

Subsistence Prime Vendor

The subsistence prime vendor program serves to provide VA and other Government agencies with just-in-time distribution for food items and food-related supplies and equipment.

High Tech Medical Equipment

The VA High Tech Medical Equipment (HTME) Branch, in partnership with the Department of Defense, awards joint, competitively priced contracts for high-tech medical equipment systems.  HTME solicits customer orders (funded) at least three (3) times annually to compete and leverage these requirements to achieve additional cost savings for its customers.

Pharmaceutical Prime Vendor

The pharmaceutical prime vendor program utilizes just-in-time acquisition/inventory processes, including sophisticated software and prompt payment capabilities.  This program is mandatory for all VA medical centers and includes other Government agencies’ requirements.

Contingency & Special Contracting Support

A cadre of acquisition professionals are available to assist any Federal customer, under establishment of an intra- or interagency agreement, to provide contracting/purchasing support for specific or unique customer health-care related (e.g. pharmaceuticals, medical/surgical supplies, medical equipment) requirements.  This group will work with the customer to develop innovative contract solutions that “meet or exceed” the customer’s needs.  This group also specializes in contingency contract support during the pre-planning, actual, and aftermath phases of any natural or man-made disaster.

Disaster Recovery Purchasing

Under the Disaster Recovery Purchasing, state and local government entities may purchase a variety of products and services from contracts awarded under VA and GSA Federal Supply Schedules to facilitate recovery from a major disaster, terrorism, or nuclear, biological, chemical, or radiological attack.  Access the FEMA Federal Disaster Declarations database.

Statement of Work

Statement of Work:  A statement of work (SOW) is required when purchasing commercial services.  All elements of the SOW should be clear, precise, complete, concise, and, to the maximum extent practicable, it should be performance-based.

Performance-based SOWs ensure that:

• Performance quality levels are achieved; and
• Total payment is related to the degree that services performed or outcomes achieved meet stated contract standards

All SOWs should include the following elements:

• Description of work to be performed
• Location of work
• Period of performance
• Deliverable schedule
• Applicable performance standards
• Any special requirements (e.g. security clearances, travel, special knowledge)

Visit the GSA Statement of Work Library for sample SOWs.

Data: Pharm Pricing, Sales Data, and Newly Awarded Contracts

Pharmaceutical Prices:

The Federal Supply Schedule (FSS) Service awards multi-year, multiple award federal contracts that are available for use by any eligible Federal Government agency. It satisfies all Federal contract laws and regulations. Pricing is negotiated based on how vendors do business with their commercial customers. The FSS program may also provide additional opportunities for savings with negotiated quantity and tier discounts, along with contract-specific voluntary temporary price reductions.

VA National Contracts are mainly requirement-type contracts that offer additional pricing concessions in return for commitment to potential vendors. The VA National Contract program results in pricing lower than FSS and is used for VA’s standardization efforts. The VA National Contracts program is a separate contract vehicle from the FSS contract program.

The Pharmaceutical pricing data (as of 01/15/2026) for all VA National Acquisition Center (NAC) programs, including FSS and National Contracts, is updated on or around the 2nd and 16th of each month. Possible errors have been identified in the 01/01/2019 thru 03/01/2019 files. Corrected files may be viewed in the OALC FOIA library.

VA Schedule Sales Query:

Disclaimer:  The data available in the VA Schedule Sales Query represents sales figures as reported to the VA Federal Supply Schedule Services by VA Schedule contractors.  This is not the official source of sales data.  This data should be used for informational purposes only.

The VA FSS Service is proud to make quarterly sales data available for the past three (3) Fiscal Years (FY) (October 1—September 30).  Use this information to:

• Research, analyze, and decide if a VA Schedule contract is right for you.
• Ensure that your products and pricing are competitive with current market competition.

Newly Awarded Contracts:

Below is the current and historic information for Newly Awarded Contracts issued by the Federal Supply Schedule Service.

View a complete listing of newly awarded contracts [updated 01/15/2026].

Archived Listings:

• 01/01/2026 Archive
• 12/15/2025 Archive
• 12/01/2025 Archive
• 11/15/2025 Archive
• 11/01/2025 Archive
• 10/15/2025 Archive
• 10/01/2025 Archive
• Fiscal Year 2025 Archive
• Fiscal Year 2024 Archive
• Fiscal Year 2023 Archive
• Fiscal Year 2022 Archive
• Fiscal Year 2021 Archive

FSS Knowledge Academy

Congratulations again on your journey in contracting with the VA FSS.

In this section, you will find various resources to help understand the different facets of VA FSS contracting.

The following pages are helpful links to help you navigate from general resources, training, information on our practices, policies, and past determinations.  

If the guidance remains insufficient to your particular query, we offer our contact information for your more detailed questions.

Business Size Determination

According to the Small Business Administration (SBA), a small business is defined by the average number of employees employed over the past 24 months, and/or the average annual receipts earned over the past five years.  Additional considerations considered when defining small business concerns include:

• Is organized for profit
• Has a place of business within the United States
• Operates primarily in the US or make significant contribution to the US economy through payment of taxes, or use of American products, materials, or labor
• Is independently owned and operated
• Is not dominant in its field on a national basis

Size Standards

Small businesses are usually represented by the number of employees over the past 12 months or average annual receipts over the last 3 years. This “size standard” represents the largest size that a business (including all subsidiaries and affiliates) can be to remain classified as a small business for SBA and federal contracting opportunities.  Size standards are available for every private sector industry in the U.S. economy.

*Nonmanufacturer Rule– To qualify as small for federal contracting opportunities, a nonmanufacturer must:

• Have 500 or fewer employees
• Primarily be a wholesaler and normally sell the proposed goods
• Take ownership or possession of the items in a manner consistent with industry practices
• Supply the end product of a U.S. small business manufacturer or obtain a waiver of this requirement pursuant to SBA regulations

Determining Your Small Business Size

NAICS Codes:

The Government utilizes the North American Industry Classification System (NAICS) as the standard classification system for assessing data related to the business economy.

To determine if your firm is a small business, you must select one of the NAICS codes identified for the specific Schedule under which you are submitting a proposal and that best describes your business.  A complete listing of NAICS codes for each VA Schedule program is available on the individual VA Schedule Programs page.

Once you have selected the appropriate NAICS code, match the Table of Small Business Size Standards code selected with the appropriate size standard(s).  Use the SBA Size Standards Tool if you need additional assistance in determining if you qualify as a small business.

Your Business Size & Government Contracts:

When bidding for a task/delivery order, your business cannot exceed the size standard set by the procuring agency’s contracting officer.  Any business classified as other than a small business proposing an offer that will be valued in excess of $900,000 will be required to submit and maintain an acceptable Small Business Subcontracting Plan.

Socioeconomic Categories:

Your company may be qualified to pursue special programs designed to benefit socioeconomic businesses.  Learn more about how the VA utilizes small businesses, the VA’s small business goals, and other small business programs from the VA Office of Small and Disadvantaged Business Utilization.  Some small business programs may require an additional certification from the Small Business Administration or the VA’s Center for Verification and Evaluation. The following are Socioeconomic Categories:

• Small Business
• Service Disabled Veteran-Owned Small Business
• Veteran-Owned Small Business
• Woman-Owned Small Business
• HUBZone Small Business

Is a VA FSS Contract Right for My Small Business

Over 70% of all VA FSS contract holders are small businesses.  Visit the Prospective Contractors page to determine if a VA FSS Contract is right for your small business.

While the FSS Service provides training to VA and other government agency customers, including information on the benefits of the Schedules Program, we do not promote the use of any one company’s specific Schedule contract.  Obtaining a VA Schedule contract is not a guarantee of sales — if your firm is awarded a VA Schedule contract, you will need to market your product offering to Government customers.

Contact Information

Mailing Address

VA National Acquisition Center
Federal Supply Schedule Service
PO Box 76, Bldg 37
1^st Avenue, North of Cermak Road
Hines, IL 60141
p:  (708) 786-7737 | f:  (708) 786-5828 | e:  fss.help@va.gov
Customer Survey

FSS Management

FSS Help Desks

Help Desk

• Schedule Buyers:  contact the FSS Help Desk for questions related to a specific FSS contract (including awarded pricing, terms, and conditions), and questions related to any of the 9 VA FSS Schedules Programs; how to purchase; or to request training for your facility.
• Prospective Contractors:  contact the FSS Help Desk for questions related to the proposal submission process, or for information on the VA FSS Schedules Program, and questions on how to market to the Federal Government, or for questions related to any of the Schedule solicitations.
• Current Contractors:  contact the FSS Help Desk for questions related to your awarded Schedule contract.  All modification requests must be submitted to the Help Desk.
• p:  (708) 786-7737 | f:  (708) 786-5828 | e:  fss.help@va.gov
  Customer Survey:  www.va.gov/nac/customersurvey/

Sales Desk

• Current Contractors:  contact the FSS Sales Desk for questions related to your quarterly sales reports, or the new online sales reporting process.
• e:  fsssales.ammhin@va.gov or FSSSales@va.gov

Subcontracting Plan Help Desk

• Current Contractors:  contact the Subcontracting Plan Help Desk for questions related to your small business subcontracting plan.
• e:  subcontractingvafss@va.gov

Program Management & Resource Support

• General:  contact the PMRS team to report a broken link or make a suggestion.
• e:  pmrs@va.gov

Commercial Sales Practices

CSP n. The Commercial Sales Practices (CSP) form is the document through which your firm relates the pricing, terms, and conditions it offers to its commercial (non-federal Government) customers.  All information is required and must be provided before your offer can be sufficiently evaluated.  Failure to provide accurate, current, and complete CSP information may result in the return of your offer without further consideration.

CSP Concepts

MFC vs. TC

As part of your CSP disclosures, you are required to identify your most favored customer (MFC).  The MFC is defined as the “customer or class of customer that receive(s) the best discount and/or price agreement on a given item from a supplier, regardless of terms and conditions.”  When determining your MFC, include any commercial (non-federal Government) entity that does business with your firm.  Your assigned contract specialist will conduct a price analysis and develop negotiation objectives based on a comparison of the offered Government price to the MFC arrangement.  This is a required disclosure.

Tracking Customer

The tracking customer is agreed upon by both the Government and your firm and is established at time of contract award or when you add products to the contract.  Similar to the MFC, the tracking customer is the customer, or category of customer against which awarded FSS pricing is tracked throughout the life of the contract.  The tracking customer must represent the Government’s discount.

Estimated Sales

When completing the CSP you are required to disclose your annual commercial sales for the proposed items as well as your projected (or actual) sales to the Government for the same items.  The data disclosed should be from the most recent 12-month time period, or your firm’s most recent fiscal year.

Required Disclosures for Dealers/Resellers

If your assigned contract specialist determines that you are a reseller with insignificant sales, you may be required to submit relevant manufacturer data, as well as a manufacturer’s letter of supply for each offered manufacturer.

Instances When You Are Required to Submit Full CSP Disclosures

Solicitation Proposal

During the proposal phase, all offerors are required to complete and return Document 05 – Commercial Sales Practices Format.  All offerors must respond to questions 1-4 and question 5 (dealers/resellers) as applicable.

Product Addition Modifications

Depending on the circumstances of your product addition request you may be required to submit full CSP disclosures with your request for modification package.

Paragraphs 1 & 2

If you are adding a SIN to your contract then you must submit the information requested in paragraphs 1 & 2 of the CSP with your request for modification package.  You are not required to submit this information if your offered products fall under a SIN already on contract.

Paragraphs 3–5

Similar to paragraphs 1 & 2 of the CSP, you are required to provide full disclosures in paragraphs 3–5 if you are seeking to add a SIN to your contract.  If the information is the same as disclosed at time of contract award you may submit a statement that “the CSP has not changed from time of contract award.”

When to Submit CSP Disclosures

Required Information

In accordance with the parameters outlined in the table above, you may be required to submit some or all of the following as part of your CSP disclosures: 

• Commercial Discount Practices:  Are the terms offered to the Government equal to or better than those offered to your commercial customers? Do any deviations from your standard practices result in better discounts or concessions?
• Commercial Pricing: Provide 1 copy of your current published commercial catalog/price list; Complete figure 515-4.2 for each SIN and customer or category of customer.
• Estimated Sales: Provide the 12-month sales value to the general public and your estimated (or actual) sales to the Government.
• Proposed Pricing: Provide your proposed Government pricing for each line item that you are offering. We recommend that you use the pre–formatted spreadsheet.

Other Contract Policies and Obligations

There are many significant polices and obligations pertaining to your awarded VA FSS contract, of which your firm must be aware; the following highlights a few of these. For any advice or clarifications contact your assigned contract specialist.

Minimum Contract Sales Criteria

Applicable Regulation:  I-FSS-639 Contract Sales Criteria.

Requirement:  Your company must accrue at least $25,000 of VA reportable sales during the first 24 months of your contract and maintain an additional $25,000 in sales each year thereafter. In accordance with 552.238-79 Cancellation, the Government may cancel your firm’s contract unless reported sales are at the levels specified.

Modifications

Applicable Regulations:

• 552.238-82 Modification
• 552.216-70 Economic Price Adjustment – FSS Multiple Award Schedule Contracts
• 552.238-81 Price Reductions

Requirement:  As a Schedule contractor, you may request a contract modification by submitting a request for review and approval by your assigned Contract Specialist.

• Modification Forms – Download the current modification request forms required to update your Schedule contract and to learn about modification submission protocol.
• Mass Modifications – Download the current mass modifications available for each Schedule program.

Price Reductions

Applicable Regulation:  552.238-81 Price Reductions.

Requirement:  VA FSS contractors must maintain an approved Tracking Customer (the basis of award customer) discount relationship (i.e. the Tracking Customer ratio). If you lower your prices to the contract tracking customer, you are obligated to make a reduction for your Schedules contract to maintain awarded pricing at or below the awarded tracking ratio. Exceptions to price reductions are outlined in FSS contract clause 552.238-81 Price Reductions.

Extensions & Cancellations

With the exception of contracts awarded under Schedule 65 I B, VA Schedule contracts are awarded for a base 5-year period of performance with the potential for 5 additional years.

Applicable Regulations & Requirements:

• 52.217-9 Option to Extend the Term of the Contract – The Government may extend the term of your awarded contract to add 1 or more option year periods, not to exceed 5 additional years. The total period of performance shall not exceed 10 years.
• 552.238-79 Cancellation – Both the Government and your firm (as the contractor) have the right to cancel your awarded contract in whole or in part by providing 30 days written notice.

Trade Agreement Act (TAA)

Applicable Regulation:  52.225-5 Trade Agreements.

Requirement: The Trade Agreements Act is applicable to all Schedules. In exercising its authority under FAR Part 25, Foreign Acquisition, purchases by Ordering Activities are restricted to either U.S.-made or designated country end products. A U.S.-made product can be either 1) an article that is mined, produced, or manufactured in the United States, or 2) an article that is substantially transformed in the United States into a new and different article of commerce with a name, character, or use distinct from that of the article or articles from which it was transformed. It is the offeror’s responsibility to verify that all offered products are U.S. made or designated country end products as defined in clause FAR 52.225-5. When an item consists of components from various countries and the components are assembled in a designated country, the test to determine the country of origin is substantial transformation (see FAR 25.001(c)(2)). For services, origin is determined by the country in which the firm providing the service is established, not the location at which the services are performed.

*See exceptions for 65IB SIN 42-2a non-availability determinations on our TAA webpage.

Manufacturer Letter of Supply

Applicable Regulation:  I-FSS-644 Dealers and Suppliers (Clause & Template).

Requirement:  If you are a dealer/distributor/reseller, you are required to submit a letter of supply from all manufacturers in order to assure the offeror a source of supply sufficient to satisfy the Government’s requirements. The sample letter above does not indicate a required format; however, it does include recommended language and outlines the components that must be included in the letter.

Price Lists

Applicable Regulations:

• 552.238-88 GSA Advantage!
• I-FSS-600 Contract Pricelists
• 552.238-77 Submission and Distribution of Authorized FSS Schedule Pricelists

Requirement:  VA Schedule contractors are required to maintain three approved price lists. These documents specify the awarded products, services, prices, terms & conditions of your Schedule contract and must be revised to reflect any modifications to your contract.

• Authorized FSS Paper Price List
• NAC Contract Catalog Search Tool (CCST)
• GSA Advantage!

It is your responsibility to ensure the integrity & accuracy of the information provided in each of these required price lists. Visit our Price Lists Requirements page for more information.

Maximum Orders

Applicable Regulation:  52.216-19 Order Limitations.

Requirement:  Schedules contractors are obligated to accept any order from an executive agency that is below the Maximum Order threshold. Outside of the executive branch, a contractor is encouraged, though not required, to accept an order under this threshold. For orders over the Maximum Order threshold, agencies will generally expect a price break due to the large volume of the sale. The maximum order threshold is determined on a schedule-by-schedule or sometimes on a SIN-by-SIN basis. To view schedule/SIN-specific thresholds, visit the VA Schedule Programs web page to link to each schedule.

Government Purchase Card

Applicable Regulation:  52.232-36 Payment by Third Party.

Requirement:  Contractors must accept the credit card for payments at all dollar values.

Office of the Inspector General Reviews

Your offer, contract, modification request, and/or contract extension request may be subject to audit review by the VA Office of the Inspector General (OIG).  The main object of the audit review process is to assist in achieving prudent contracting by verifying the sales, marketing, pricing, cost, and other data provided by the offeror to the assigned contract specialist.

Types of Audit Review Requests

• Pre-award audit requests seek to ensure that the information furnished by the offeror is accurate, complete, and current.
• Post-award requests of pre-award disclosures confirm the validity and quantity of the contract award.
• Post-award reviews are requested when the assigned contract specialist or VA FSS Service has indications of violations of the price reduction provisions, verification of voluntary disclosure data, and other related pricing violations (i.e. overbilling, compliance with the Trade Agreements Act, etc.).

Review Criteria

The following criteria are followed when a contract specialist requests a pre-award audit review.

• When the estimated value of an offer or contract is expected to exceed the following dollar amounts:
  • $3,000,000 annually.  For proposals and modifications submitted under the following Schedule programs:
    • 65IIA Medical Equipment & Supplies
    • 65IIC Dental Equipment & Supplies
    • 65IIF Patient Mobility Devices
    • 65VA X-Ray Equipment & Supplies
    • 65VII Invitro Diagnostics, Reagents, Test Kits, & Test Sets
    • 66III Cost-Per-Test, Clinical Laboratory Analyzer
    • 621I Professional & Allied Healthcare Staffing Services
    • 621II Medical Testing & Laboratory Services
  • $5,000,000 annually.  For proposals and modifications submitted under the 65IB Drugs, Pharmaceuticals, and Hematology Related Products program.
• When an offer, including new solicitation proposals and product addition modification requests, with an estimated value of $500,000 or more, is received from a reseller (any company that is not the manufacturer of the offered products) and does not have significant commercial sales, and who will be representing their manufacturer’s information.
• When a VA Schedule contractor submits a request for modification to add products and/or increase prices on existing items, and the estimated value of the request is expected to exceed the previously identified thresholds.
• When the estimated value of a contract extension is expected to exceed the previously identified thresholds.

Audit reviews can be requested at the discretion of the contract specialist.  Requests for pre-award audits valued at less than the previously identified thresholds may be considered under special circumstances.  To determine whether or not an audit review should be requested, the CS will consider the completeness/accuracy of the information provided; the contractor’s past performance; the existence of extenuating or sensitive conditions; and/or the estimated value of the contract is so significant that an audit is warranted to protect the Government’s best interest.

The Review & Recommendations

The NAC and VA OIG reviewers seek to verify the accuracy of all CSP (Commercial Sales Practice) disclosures; make pricing recommendations to the requesting contract specialist; make tracking customer recommendations to the CS; and support the CS throughout negotiations (if applicable).

The current timeline for completion of a pre-award review by the assigned OIG auditor is within 60 working days of receiving the request from the FSS contract specialist.

Questions

Contact the FSS Help Desk for additional information on the VA OIG review process.

You can also contact your local APEX Accelerator.  The National APEX Accelerator Alliance offers assistance in preparing proposals, modifications, and contracts for audit review.

Resource Library

Policies and Regulations

VA Policies and Regulations

• Office of Acquisition and Logistics (OAL) Reference Library
• Department of Veterans Affairs Acquisition Regulation (VAAR)
• Regulatory Deviations
• VAAR 808.002 Priorities of use of Government supply sources
• VAAR 808.4 Federal Supply Schedules
• Procurement Policy Memorandums
• Acquisition Policy Flashes
• OAL Information Letters
• VA Directives and Handbooks

Federal Regulations

• FAR 8.4 Federal Supply Schedules
• FAR 38 Federal Supply Schedule Contracting
• Federal Acquisition Regulation (FAR) Online
• General Service Administration Acquisition Manual
• Federal Acquisition Circulars
• United States Code of Federal Regulations
• Regulations.gov

Acquisition Resources

• Acquisition.gov
• Federal Register
• Contractor Performance Assessment Reporting System
• Wage Determinations Online
• VA Credentialing FAQs
• Virtual Office of Acquisition (VOA)

Acquisition Opportunity Resources

• Federal Procurement Data System-Next Generation
• SAM.gov Opportunities
• GSA eBuy
• VA Advantage! (Must be registered)

Small Business Resources

• VA Office of Small and Disadvantaged Business Utilization
• Small Business Administration

Government Resources

• Federal Digital System
• North American Industry Classification System
• USA.gov

Forms

• VA Forms
• GSA Forms Library
• Small Business Forms
• VA FSS Request for Modification Forms

Small Business Subcontracting Plans

Federal contractors are required to maintain an acceptable subcontracting plan if they are other than small businesses (including all subsidiaries and affiliates, both foreign and domestic) and the estimated dollar value of the base contract and all option periods exceeds, or is expected to exceed, $900,000.

Contractors that meet this criteria must establish a subcontracting plan with specific dollar and percent goals for subcontracting to small, HUBZone small, small disadvantaged, small women-owned, Veteran-owned small, and service-disabled Veteran-owned small business firms.  This plan must be in place prior to contract award. The requirement to submit a subcontracting plan does not apply to:

• Small businesses
• Contracts under the prescribed dollar amounts
• Prime contracts not offering subcontracting possibilities
• Contracts to be performed entirely outside the United States

Commercial vs. Individual Plans

VA Subcontracting Goals

The 2024 VA subcontracting goals are based upon total procurement dollars expended and are the suggested minimum goals for VA administered subcontracting plans.

• 17.5% — Small Business
• 7.0% — Veteran Owned Small Business
• 5.0% — Service Disabled Veteran Owned Small Business
• 5.0% — Small Disadvantaged Businesses (includes Section 8(a))
• 5.0% — Woman-Owned Small Business
• 3.0% — Historically Underutilized Business (HUB) Zone Small Business

Subcontracting Plan Training

To review the VA FSS Subcontracting Plan Preparation Guide for detailed information on how to complete the VA FSS Subcontracting Plan Template, or to listen to the recorded webinar, head over to the VA FSS Training Page.

Subcontracting Plan Template

Download the current VA FSS subcontracting plan template (11/2024).

NOTE:  This is a suggested format only.  Other formats are acceptable; however, all elements required by FAR 52.219-9 must be included for your plan to be processed and approved.

Reporting Requirements

Electronic Subcontracting Reporting System (eSRS)

Contractors are required to report all subcontracting achievements through the eSRS.  For an overview of eSRS and step-by-step instructions on how to submit the required reports, head over to our VA FSS Training page, where you can find:

Summary Subcontract Report (SSR) – applies to all plan holders

• The eSRS Overview and Reporting Guide for SSRs
• The eSRS Overview and Reporting Guide for SSRs webinar (09/2024)

Individual Subcontract Report (ISR) – applies only to individual plan holders

• The eSRS Reporting Guide for ISRs if you are an individual plan holder
• The eSRS Overview and Reporting Guide for ISRs webinar

Subcontracting Plan Review & Approval Process

• Receipt: Submit your proposed subcontracting plan to the FSS subcontracting plan administrator. Email all plans to the FSS Subcontracting Plan Help Desk.
• FSS Review: Plans are reviewed in the order they are received. The FSS subcontracting plan administrator will work with your firm to make adjustments or updates to your proposed plan.
• SBA Review: Your plan will then be reviewed by the Small Business Administration (SBA). SBA’s comments will be considered and may be incorporated into your plan.
• Approval and Incorporation: Your plan will be incorporated into your solicitation award package or into your contract via contract modification.

Trade Agreements

Designated Countries

The Trade Agreements Act is applicable to all Schedules.  In exercising its authority under FAR Part 25, Foreign Acquisition, purchases by Ordering Activities are restricted to either U.S.-made or designated country end products.  A U.S.-made product can be either 1) an article that is mined, produced, or manufactured in the United States, or 2) an article that is substantially transformed in the United States into a new and different article of commerce with a name, character, or use distinct from that of the article or articles from which it was transformed.  It is the offeror’s responsibility to verify that all offered products are U.S. made or designated country end products as defined in clause FAR 52.225-5.  When an item consists of components from various countries and the components are assembled in a designated country, the test to determine the country of origin is substantial transformation (see FAR 25.001(c)(2)).  For services, origin is determined by the country in which the firm providing the service is established, not the location at which the services are performed.

For more information about the Trade Agreements Act:

• FAR 25.4 Trade Agreements
• 19 USC 2501 Trade Agreements Act
• 52.225-5, Trade Agreements

World Trade Organization (WTO) Government Procurement Agreement Countries

The following list of designated countries is current, accurate, and complete as of October 10, 2019.

Armenia, Aruba, Australia, Austria, Belgium, Bulgaria, Canada, Croatia, Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hong Kong, Hungary, Iceland, Ireland, Israel, Italy, Japan, Korea (Republic of), Latvia, Liechtenstein, Lithuania, Luxembourg, Malta, Moldova, Montenegro, Netherlands, New Zealand, Norway, Poland, Portugal, Romania, Singapore, Slovak Republic, Slovenia, Spain, Sweden, Switzerland, Taiwan (known in the World Trade Organization as “the Separate Customs Territory of Taiwan, Penghu, Kinmen and Matsu (Chinese Taipei)”), Ukraine, or United Kingdom

Caribbean Basin Countries

Antigua and Barbuda, Aruba, Bahamas, Barbados, Belize, Bonaire, British Virgin Islands, Curacao, Dominica, Grenada, Guyana, Haiti, Jamaica, Montserrat, Saba, St. Kitts and Nevis, St. Lucia, St. Vincent and the Grenadines, Sint Eustatius, Sint Maarten, or Trinidad and Tobago

Least Developed Countries

Afghanistan, Angola, Bangladesh, Benin, Bhutan, Burkina Faso, Burundi, Cambodia, Central African Republic, Chad, Comoros, Democratic Republic of Congo, Djibouti, Equatorial Guinea, Eritrea, Ethiopia, Gambia, Guinea, Guinea-Bissau, Haiti, Kiribati, Laos, Lesotho, Liberia, Madagascar, Malawi, Mali, Mauritania, Mozambique, Nepal, Niger, Rwanda, Samoa, Sao Tome and Principe, Senegal, Sierra Leone, Solomon Islands, Somalia, South Sudan, Tanzania, Timor-Leste, Togo, Tuvalu, Uganda, Vanuatu, Yemen, or Zambia

Free Trade Agreement Countries

Australia, Bahrain, Canada, Chile, Colombia, Costa Rica, Dominican Republic, El Salvador, Guatemala, Honduras, Korea (Republic of), Mexico, Morocco, Nicaragua, Oman, Panama, Peru, or Singapore

TAA — Non-Availability Determinations under 65 I B

Special Item Number (SIN) 42-2A product items that are not U.S.-made or designated country end products must be offered for sale to the Government under an FSS 65 I B contract and must be listed as other end products, as required by Federal Acquisition Regulation (FAR) 52.212-3(g)(5)(ii).  In accordance with FAR 25.403(c) & 25.103(b)(2), the decision has been made that the Contracting Officer may make an individual non-availability determination pursuant to 1) information provided by the offeror that neither the offered 42-2A product items nor similar or like items are mined, produced, or manufactured in the United States or a designated country in sufficient quantity to fulfill the requirements, and 2) in light of the requirement set forth in 38 U.S.C. Section 8126(a)(1) that manufacturers shall make available for procurement on the Federal Supply Schedule of the General Services Administration each covered drug of the manufacturer.

VA FSS Training

The VA Federal Supply Schedule Service is here to help! Whether you are looking to buy from a VA Schedule contractor, are in the first stages of the VA Schedule process, or you’ve experienced great success as a VA FSS contractor, our goal is to provide you with the resources and training necessary to help you achieve the best value for your company and the government.

Webinars

We periodically offer webinars designed for both our industry and Government audiences. Hosted by subject matter experts these webinars encompass topics relevant to the VA FSS program. These events are hosted through Teams Meetings. This application provides participants with access to a streamlined audio/video conferencing system and integrated instant messaging. Find out more about Microsoft Teams Meetings and how you can access future events!

Upcoming Webinars

No upcoming Webinars at this time

Presentations

Current Presentations

• Subcontracting Plan Preparation (PPTX, 1.52 MB, 56 slides) [11/05/2024]
• Subcontracting Plan Preparation Webinar Recording [11/05/2024]
• Electronic Subcontracting Reporting System (eSRS) Reporting Guide for SSRs (PPTX, 46 pages) [09/10/2024]
• eSRS Reporting Guide for SSRs Webinar Recording [09/10/2024]
• eSRS Reporting Guide for ISRs (PPTX, 35 pages) [09/24/2024]
• eSRS Reporting Guide for ISRs Webinar Recording [09/24/2024]

Archived Presentations

None at this time

VA Schedule Contractors

To assist you with properly administering your VA FSS contract, the Schedule Contract Overview Library offers an understanding of the program from A–Z. Download today to get up to speed on the basics of the Schedule program, to learn how to submit a complete request for modification form, and to understand all the required components of the Commercial Sales Practices documentation.

Government Customers

The VA Federal Supply Schedule Service will provide webinar and in-person training for individual facilities upon request. Email pmrs@va.gov for more information and to request training for your office!

GSA Interact & Online Training

GSA offers numerous in-person and virtual training sessions that provide attendees with an in-depth understanding of acquisition vehicles and policies. Visit the Upcoming Training Session section of GSA Interact, as well as GSA’s YouTube channel and Schedule podcast offerings!

The GSA Vendor Support Center (VSC). Registration is required for some online content.

Small Business Administration

The Small Business Administration (SBA) provides online training, webinars, podcasts, and a monthly web chat dedicated to supporting small businesses. Other SBA resources include local counseling and in person training.

Procurement Technical Assistance Center

The National APEX Accelerator Alliance (NAPEX) program is designed to help businesses succeed in competing in federal contracting. The APEX training calendar provides a complete listing of in-person training opportunities by state and region. For additional information, contact your local APEX representative.

Frequently Asked Questions

eTools

There are a variety of eTools that are available to help you on your journey. Some of those tools are the Contract Catalog Search Tool, VA Advantage!, and GSA eLibrary.

Please reach out to your assigned contract specialist, or if you do not yet have a VA FSS Contract, reach out to our FSS Help Desk with your questions.

VA eTools

Contract Catalog Search Tool

The Contract Catalog Search Tool allows users to browse all products available under the VA Federal Supply Schedule and National Contract programs.

Key Features:

• Variety of search criteria
• Detailed contract information, including awarded terms and conditions
• Contractor point of contact
• NAC contract specialist information
• Socioeconomic Contract Search

Browsing:

Search options include:  item description (keyword search); FSS/BPA/BOA contract number; contractor name; SIN number/description; FSS schedule program; contract type.  Searches yield detailed information on individual line items and contractors, including contract number, contractor name, and point of contact, ordering information, NAC contract specialist information, and contract terms.

Socioeconomic Contract Search:

Using the Socioeconomic Contract Search, users can identify small business contract sources under specific socioeconomic categories.  This search identifies all FSS contracts awarded to small business concerns, including:  service-disabled Veteran-owned, Veteran-owned, 8(a) HUBZone, woman-owned, and all other small business categories.  Search results yield the same detailed vendor information as is found in the MedSurg catalog search.

Assistance:

In the event of any pricing discrepancies, please refer to the contractor’s paper price list or contact the NAC contract specialist listed.

VA Advantage!

VA Advantage!, a partnership between the Veterans Administration and the General Services Administration, is a commitment towards improving the acquisition process for VA customers.  You must create an account to purchase from GSA Advantage!

Key Features:

With VA Advantage!, you all have instant access to literally millions of high-quality products, services, and solutions from thousands of VA and GSA-approved contractors.  VA Advantage! has been primarily designed to provide the VA user with robust tools for performing market research, as well as a streamlined ordering process for procuring pharmaceutical and medical supplies.

Assistance:

GSA eBuy Training provides additional technical and site navigation assistance.

Search Tips & Tricks

Tips for finding what is already on contract:

• Getting Started:  Before starting your search, it is important to define your search as comprehensively and succinctly as possible.  Write down exactly what you are looking for, what you are not looking for, and why you are looking for it.
• Keywords:  The most successful searches utilize keywords that are broad enough in scope to capture a wide array of products.  Users may enter up to three (3) keywords when using the Contract Catalog Search Tool; however, it is recommended that you have six to eight (6 to 8) keywords on hand.  Search engines work best with keywords that are nouns and objects.  Avoid verbs and pronouns, and use modifiers to help define objects more precisely.
• Phrases:  When possible, combine keywords into phrases by using quotation marks, as in “adhesive bandages.”  The Advanced Search function of VA Advantage! allows users to search using “exact phrases.”
• Advanced Search:  Use advanced search functions whenever possible.  These search methods include additional functionality that allows the user to employ more than one search parameter at a time.
• Expanding your Search Criteria:  If your search yields few relevant results, you may need to review your search criteria.

GSA eTools

GSA eLibrary

GSA eLibrary is the official online source for complete VA Schedule and contract award information.  eLibrary is available 24/7 and provides up-to-date information on which suppliers and service providers have contracts and what items are available.

Key Features:

• Access to information on millions of products and services
• The latest news about the Schedules program
• Access to contractor web sites, email addresses, and text files containing contract terms and conditions
• Ability to download contract award information in Excel format by category
• Identification of Schedule contractors participating in Disaster Recovery Purchasing and/or Recovery Act Purchasing

Browsing:

Search options include:  keywords, contract number, contractor name, Schedule name/number, and SIN category.  It also provides an alphabetical listing of available contractors that allows customers to easily locate all Schedule contracts for a particular company.

Assistance:

GSA eLibrary Help provides additional technical and site navigation assistance.

GSA eBuy

GSA eBuy, GSA’s electronic Request for Quotation (RFQ) system, is an online RFQ system that allows ordering activities to post requirements, obtain quotes, and issue orders electronically.  Additionally, eBuy allows vendors to view and respond to posted RFQs.  You must create an account to use the features of GSA eBuy.

Key Features:

• Federal Buyers
  • Save time and money by completing procurements online
  • Submit online modifications
  • Forward RFQs/RFPs to others for review and purchase
  • Attach customized documents
• Schedule Contractors
  • Tap into a large customer base for your products and services
  • Increase sales
  • Access to all RFQs/RFPs placed under the Special Item Number categories which you have been awarded
  • Receive email notices of RFQ/RFP opportunities

Assistance:

GSA eBuy Training provides additional technical and site navigation assistance. Guide for Buyers and Guide for Contractors.

GSA Advantage:

GSA Advantage! is an online shopping and ordering system through which ordering activities may place orders against VA Schedule contracts.  This online catalog, information, and ordering system creates a direct customer-Schedule contractor relationship.  It is designed to make the Federal buying process more efficient by providing ordering activities the ability to search, identify, compare, and order items that offer the best value to the Government.

You must create an account to purchase from GSA Advantage! However, you do not need to create an account to browse the complete offering.  Additionally, GSA Advantage! requires that users have access to a Government purchase card or GSA Activity Address Code (AAC).

Key Features:

• Compare features, prices, and delivery options
• Configure supplies and add accessories
• Review delivery options
• Select a convenient payment method
• Place orders directly online
• View order history, track status, re-order, or cancel a pending order

The Schedules Input Program (SIP) is a proprietary software program provided by GSA to assist contract holders with uploading their electronic catalog.  After the award, an FSS contract must be registered with the GSA Vendor Support Center.  Following registration, the contract holder will be assigned a unique password, which will be required to upload their electronic FSS contract catalog submission via SIP.  Once uploaded, the assigned FSS contract specialist will receive the file and check for consistency between the electronic file and the written contract.  After verification, the electronic file is posted to GSA Advantage.

Browsing:

To browse GSA Advantage! enter a keyword, part#, SIN, contractor, or contract number in the “Search” bar, or search by category.  You may browse GSA Advantage! without registering for an account.  Visit the GSA Advantage! Help Page for additional tips and tricks, and frequently asked questions.

Order Status Questions:

For order status, follow-ups, etc. check the Order Status/History section (login required) or contact the contractor directly.  The Schedule contractor’s name and telephone number are printed on the order summary received at checkout, and are also available through order history/status.

Assistance:

The GSA Vendor Support Center SIP Information/HelpDesk provides vendors with a detailed overview of how to use the SIP program for commodities and service contractors.  Registration is required.

For problems with a Schedule order placed through GSA Advantage!, please contact the contractor or purchaser directly.  If you cannot come to a resolution, email GSA at gsa.advantage@gsa.gov and provide a description of the discrepancy, the vendor name and contacting information, and actions taken to date.

For further assistance direct all inquiries to the Vendor Support Center (e) vendor.support@gsa.gov (p) (877) 495-4849.  Hours 7:30am through 5:30pm (Eastern).

GSA Advantage! Help provides additional technical and site navigation assistance.

GSA Purchase Order Portal

The GSA Purchase Order Portal gives VA Schedule contractors quick and easy access to purchase orders placed by federal agencies using GSA Advantage or eBuy.  Using this website, you may view, print, or download your purchase orders.  In addition, you may easily send status for each order.  Status information you send is provided directly to ordering customers keeping them better informed and eliminating the need to contact you for order status.

Each day you will receive a daily email summary of orders placed against your contracts the previous day (if you have orders).  If you wish, you may receive an email notice for each individual order, as they occur, in addition to the daily summary.

This portal provides access to those individuals (including dealers) who were identified in your company’s electronic catalog submission to GSA Advantage.  If your email address changes or you no longer receive orders, you must contact the individual who submits your catalog file to have your email address changed or removed.

Registration:

Registration for the PO Portal can only be accessed via a GSA generated email notice.  This email will contain a link to the registration page.  A notice to register will only be sent to the contractor once an order is received by GSA.

Search Tips & Tricks

Tips for finding what is already on contract:

• Getting Started:  Before starting your search, it is important to define your search as comprehensively and succinctly as possible.  Write down exactly what you are looking for, what you are not looking for, and why you are looking for it.
• Keywords:  The most successful searches utilize keywords that are broad enough in scope to capture a wide array of products.  Users may enter up to three (3) keywords when using the Contract Catalog Search Tool; however, it is recommended that you have six to eight (6 to 8) keywords on hand.  Search engines work best with keywords that are nouns and objects.  Avoid verbs and pronouns, and use modifiers to help define objects more precisely.
• Phrases:  When possible, combine keywords into phrases by using quotation marks, as in “adhesive bandages.”  The Advanced Search function of VA Advantage! allows users to search using “exact phrases.”
• Advanced Search:  Use advanced search functions whenever possible.  These search methods include additional functionality that allows the user to employ more than one search parameter at a time.
• Expanding your Search Criteria:  If your search yields few relevant results, you may need to review your search criteria.

It may take several tries to yield useful results, so don’t worry if you are unable to find what you’re looking for on the first try.  Remember that each database and search engine is different and that you should utilize the Help function to learn the specific quirks and preferences of each site.  By using all the tools made available to you on each page, you will simplify your search task and yield more relevant results!

eNews

VA FSS Newsletter

The FSS Newsletters are a publication of the VA Federal Supply Schedule Service.  Subscribe below to receive other relevant program updates.

Current Issue:

• FY26-Q1 Issue 79

Contact PMRS@va.gov for past issues of the FSS newsletter.

US Made Designation Clarification

The Federal Supply Schedule received questions related to the recently upgraded option to include a “US Made” designation for FSS products. Please select this link to review a list of US-made designation Frequently asked Question and Answers. Download the full US Made Q&A.

Vendor Q&A – March 2025 Mass Modification per Executive Order (E.O.) 14173, Ending Illegal Discrimination and Restoring Merit-Based Opportunity

The Federal Supply Schedule received several questions following the release of the March 2025 Mass Modification that was directed by Executive Order 14173, Ending Illegal Discrimination and Restoring Merit-Based Opportunity. Please review the Questions and Answers document to clarify issues. Download the full EO 14173 Q&A.

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