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Requirement for Electronic Submission
Unless otherwise authorized in the solicitation,
you are required to submit your offer, bid, or quote electronically, via the
Army Single Face to Industry (ASFI) On-Line Bid Response System (BRS). Responses
submitted in a paper format are unacceptable and will be returned. Failure to comply with this
requirement can jeopardize the possibility of receiving the award of that contract since your offer
could be rejected for noncompliance with the terms of the solicitation.
You must submit your electronic offer, and any supplemental information (such as spreadsheets,
backup data, technical information), using any of the electronic formats and media described
below.
All awards made as a result of our solicitations are posted and distributed on
our ProcNet's Recent Awards
Page. Contractors are notified of the award via an electronic Notice of Award e-mail. The
e-mail contains specific information on how to download the contract file from the Army Contracting Command - Warren ProcNet. In some cases, the award document may be attached
to the Notice of Award e-mail based on unique circumstances.
Method
of Submitting your Electronic Offer/Bid (Acceptable
Media)
1. Web Based Submission using Army Single Face to Industry (ASFI) Bid Response System (BRS)
All proposals
must be submitted using the AFSI BRS (unless authorized in the Section L of specific solicitation).
Requirements/procedures for BRS on-line offer/bid submission:
(a)You must be registered in the Entity Management Registration (EMR) in System for Award Management (SAM), and have an Marketing Partner Identification Number (MPIN) and a CAGE Code.
(b) Read/Download the entire solicitation.
(c) Follow
the proposal preparation instructions as given in the solicitation and prepare your response and supporting
documentation. Documents shall be prepared using acceptable
electronic file formats (Software) identified below.
(d) Create the documents including any required attachments/exhibits
as required by the solicitation. At a minimum
your offer/bid should identify:
- Solicitation number, company name and address
- Bidding with exception or bidding without exception
- Prompt Payment and Net Days
- GSA Federal Supply Schedule Information, if applicable
- Price Guarantee Days
- Contract Line Item Number
- Quantity
- Unit of Issue
- Item Description (to include Part/Model number, if applicable)
- Unit Price
- Delivery (Schedule and Terms (F.O.B.))
- Completed Section E provision:
Inspection Point: Origin, Local Warren clause 52.246-4028 (if applicable).
- All applicable fill-in provisions from Sections A, B, F, and K of this solicitation which are not included in the Reps & Certs in System for Award Management (SAM). See the solicitation to determine
which provisions are required.
- A statement of agreement to all the terms, conditions, and provisions
of this solicitation.
(e) Timeliness. Make note of the solicitation closing date and time listed
on the first page of the solicitation. If a time is not specified on the solicitation, the time for
receipt is 4:30 p.m. Eastern Time (Eastern Standard Time or Eastern Daylight Time as appropriate),
local time for the Army Contracting Command - Warren.
There is no “expected” or “standard” length of time for proposal/bid submission.
File size and number of files to be uploaded will be factors. Do not assume submission will
be instantaneous. You should begin the submission process allowing adequate time for completion,
24 hours in advance of closing whenever possible.
(f) Go to the ASFI BRS Web site to submit your offer/bid.
If you initially viewed the solicitation on ProcNet, you will
be provided a link from ProcNet’s Open Solitication Web page (and within the solicitation)
to a Start Bid Page on the ASFI BRS Web site.
If you found the solicitation by searching on ASFI you will
be able to start the on-line bidding process by using the Start Bid button on the ASFI
“Solicitation View” page.
You may also access the BRS by going to URL https://acquisition.army.mil/asfi/ and clicking on Contracting Opportunities Search to find
the solicitation. To view all ACC - Warren solicitations enter W56HZV% in the solicitation
number field.
(g) You may submit multiple files against a solicitation. However, all the files must only pertain to the
one solicitation. Each complete quote/bid/proposal in response to a solicitation must be submitted
individually/separately and must be properly identified. ACC - Warren will not be responsible for
electronic responses that are not submitted correctly and/or are improperly identified. If you submit
an offer under the incorrect solicitation number, your offer will not be considered.
(h) You will receive a confirmation of your offer/bid upon completion
of the offer/bid submission process.
(i) View Screen Shots to guide you through the process.
For further help in using the ASFI Bid Response System, please
see the ASFI Frequently Asked Questions page
where you will find user guides for the ASFI Web Site, the ASFI Vendor Notification System, and the
ASFI Bid Response System.
2. If
authorized in the solicitation you may submit your proposal on a CD-ROM
All offers submitted on a CD–ROM must be
labeled with the solicitation number, closing date of solicitation, and name of authorized
individual and company names, address, and phone number. The sealed envelope containing the
electronic media must be labeled as follows (per FAR Part 52.215-1(c )).
a. Addressed to the office specified in the solicitation, and
b. Cite closing date of solicitation, solicitation number, and the name
and address of the offeror. If using commercial carrier, ensure that the outermost wrapper
is marked with the same information.
If you are submitting offers for more than one solicitation, place each offer
on its own CD in a different envelope. If multiple disks are necessary for an individual
offer, annotate each disk in the following manner for three (3) disks: Disk
1 of 3, Disk 2 of 3, and Disk 3 of 3. Identify the software application and version
that was used to create each file.
Remember, you must also submit a scanned signed SF-18,
Request for Quotation Cover Sheet; SF-33, Solicitation, Offer and Award Cover Sheet; SF-1442, Solicitation,
Offer, and Award (Construction, Alteration, or Repair) Cover Sheet; or SF-1449, Solicitation, Contract,
Order for Commercial Items. If you elect to submit your offer on
a CD-ROM and you do not wish to include a scanned signed cover sheet, you must clearly
mark the label of the CD-ROM with the printed name and signature of the person authorized to submit
the offer, in addition to the information cited above.
Acceptable
Electronic Formats (Software) for Submission of Offers
1. Files must be readable using Microsoft* Office XP & lower
Products: Word, Excel, PowerPoint, or Access.
2. Spreadsheet documents must be submitted in Microsoft
Excel and in a live unprotected, File that includess all formulas, macros, and computations that
calculate out to the proposed amounts. Print or scan images of spreadsheets, files containing only
values, or "read only" files are not acceptable.
Please see security note below for caution regarding use of macros.
3. Files in Adobe* PDF (Portable Document Format) Files. When scanning
documents, scanner resolution should be set to at least 200 dots per inch.
4. Other electronic format.
If you wish to submit an offer using another format other than described on this webpage, e-mail
the Contract Specialist who issued the solicitation, with a copy furnished to USARMY Detroit Arsenal ACC Mailbox WRN IDQ. Please
submit your request at least ten (10) calendar days before the scheduled closing date of the
solicitation. Request a decision as to the format acceptability and make sure you
receive approval of the alternate format before using it to send your offer.
5. Please note that we can no longer accept .zip files due to increasing
security concerns.
Security
Issues, Late Bids, Unreadable Offers, Hand-carried Offers
1. Guidelines on late submission of disks, e-mail and datafax offers are
outlined at FAR Parts 52.212-1(f) for Commercial Items, 52.214-7 for
IFBs, and 52.215-1(c)(3) for RFPs. Particular attention is warranted to the portion of the
provision that relates to the timing of submission.
2.
Please see FAR 15.207(c) for a description of the steps the Government shall take with regard
to unreadable offers.
3. Bidders shall make every effort to ensure that their bid is virus-free. To
avoid rejection of an offer, vendors must make every effort to ensure their electronic submission
is virus-free. Submissions or portions thereof submitted and which the automatic
system detects the presence of a virus or which are otherwise unreadable will be treated
as “unreadable” pursuant to FAR Parts 14.406 and FAR 15.207(c ).
4. The virus scanning software used
by our e-mail systems cannot always distinguish a macro from a virus. Therefore, sending
a macro embedded in an e-mail message or an e-mail attachment may cause the e-mail offer to be
quarantined. In that event the offer will be handled as unreadable per paragraph 2 above.
5. You are discouraged from password protecting your offer. If you feel
you must password protect any portion of your offer, contact the Contract Specialist who released
the solicitation to arrange a means of providing the password. The Contract Specialist will remove
the password protection prior to filing the offer electronically in a restricted, sensitive folder,
which will allow access only by designated individuals.
6. If you choose to Hand-carry your offer, or have it delivered by a delivery service
other than the US Postal Service, please see Local Warren provision 52.215-4003
in Section L of the solicitation for delivery instructions.
Suggested
Methods for Preparing an Electronic Offer
NOTE: This is presented for informational purposes only. The information
provides some alternative methods of preparation and is not considered all-inclusive:
1. Download and print the solicitation from ProcNet. Type or write
in the response to the fill-in clauses, then scan only the pages which
required fill-in information and send to the appropriate e-mail address. Also include a scanned
signed Contract Cover Sheet if submitting on a CD ROM.
2. Prepare the electronic proposal as a MS
Word document. Do this by downloading the solicitation from ProcNet and save it on your computer.
Then start by citing each fill-in clause by numeric number and clause title and type the proper
fill-in response onto the Word document. For example:
52.246-4028 Inspection and Acceptance Points: Origin
Inspection point address:
Acceptance point address:
3. Another option is to copy text from the solicitation PDF file into a MS Word document
and insert the required information. Download and save the PDF from ProcNet on to your
computer. Open a new MS Word File. Then open the solicitation PDF in
Adobe Reader and click on Tools, then the Select Tool. Use the mouse
to highlight the text of the clause requiring the fill-in. Click Edit, Copy. Then
go to the Word document and paste the clause text. Enter the appropriate
information. Save your Word file and upload through the ASFI BRS.
These instructions may vary depending upon the version of Adobe Reader that you
are using.
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