The Pre-Award Process is the critical phase of the federal procurement lifecycle that occurs before a GSA Schedule contract is awarded. It includes all actions necessary to evaluate, verify, and validate a prospective contractor’s eligibility, compliance, and capability to perform under the GSA Multiple Award Schedule (MAS) program.
For new offerors submitting a GSA MAS proposal, the Pre-Award Process is where GSA conducts a thorough review of technical, pricing, and administrative documentation. For existing contractors undergoing major modifications (e.g., adding SINs), similar pre-award reviews may be applied.
This stage is designed to protect taxpayer dollars, uphold federal procurement standards, and ensure that only qualified, responsible vendors are added to the MAS program.
Objectives of the Pre-Award Process
GSA’s goals during the Pre-Award Process are to:
- Confirm the offeror is responsible, financially stable, and compliant with federal regulations
- Ensure all documentation requirements are met and properly formatted
- Validate that proposed pricing is fair and reasonable compared to market rates
- Verify that the products or services are within the scope of the solicitation
- Assess the company’s past performance and ability to deliver consistently
- Identify and resolve any discrepancies or risks before award
A successful Pre-Award Process sets the foundation for a compliant and competitive MAS contract.
Key Steps in the Pre-Award Process
The Pre-Award Process typically includes the following actions:
1. Proposal Submission
Contractors submit their offer through eOffer, GSA’s digital acquisition platform. A complete proposal includes:
- Administrative forms (SF1449, etc.)
- Technical narratives for each SIN offered
- Commercial Sales Practices (CSP) disclosures
- Price proposal templates
- Financial statements
- Past performance documentation
- Relevant certifications and representations
2. Administrative Review
A GSA Contracting Officer or Acquisition Specialist reviews the proposal for completeness and initial compliance. This includes verifying:
- Active registration in SAM.gov
- TAA compliance and proper NAICS code alignment
- Submission of all mandatory documentation
- Acceptance of the current MAS Solicitation Refresh terms
3. Financial and Responsibility Assessment
GSA may request additional financial information to confirm the contractor is capable of sustaining performance. Common documents reviewed include:
- Balance sheets and income statements
- Credit risk scores (e.g., from Dun & Bradstreet)
- Bankruptcy disclosures (if applicable)
GSA also checks for:
- Suspension or debarment history
- Legal disputes or unresolved audit findings
- Proper business licensing and tax ID registration
4. Technical Evaluation
Contracting Officers assess the technical narratives provided by the contractor for each SIN proposed. They confirm:
- The proposed offerings align with the scope of the SIN
- The contractor has qualified personnel, past performance, or relevant capabilities
- Any certifications (e.g., ISO, FedRAMP, CMMI) are valid and applicable
5. Pricing Analysis
GSA conducts a detailed price reasonableness review using market data, historical awards, and competitor pricing. The review includes:
- Comparison of proposed prices to commercial rates (from the Commercial Price List or invoices)
- Evaluation of offered discounts to GSA vs. the contractor’s Most Favored Customer (MFC)
- Validation of EPA clauses and escalation rates
- Confirmation of labor category qualifications and mappings (for service SINs)
Pricing must be both competitive and compliant with FAR 15.404 and the MAS solicitation.
6. Clarifications and Negotiations
GSA may issue clarification requests or enter into negotiations with the contractor to:
- Adjust or justify pricing
- Revise technical narratives or CSP disclosures
- Submit missing or corrected forms
- Provide additional documentation to support compliance
Prompt and accurate responses are essential to keeping the offer on track.
7. Final Review and Award Decision
Once the Contracting Officer is satisfied that the offer meets all requirements, they prepare a final award package, which includes:
- Completed pre-award file and evaluation documents
- Approved pricing schedule
- Award letter with contract number and ordering instructions
The contractor then receives official notice of award, at which point the post-award process begins (including catalog upload and marketing preparation).
Duration of the Pre-Award Process
The Pre-Award Process typically takes 90 to 120 calendar days, depending on:
- Completeness and quality of the initial offer
- Responsiveness to clarification requests
- Volume of offers being processed by the assigned GSA office
- Complexity of the products or services offered
Contractors should plan ahead and allocate internal resources for proposal development, document preparation, and timely follow-up.
Common Challenges and Pitfalls
Contractors often encounter delays due to:
- Missing or inconsistent documentation
- Poorly written technical narratives
- Incomplete or outdated CSP disclosures
- Price data that doesn’t align with commercial practices
- Delayed responses to GSA clarification emails
- Unfamiliarity with solicitation clauses or SIN scope
Working with an experienced proposal team or consultant can help avoid these common errors.
Conclusion
The Pre-Award Process is a critical gatekeeping phase in the GSA MAS lifecycle. It ensures that only qualified, compliant, and competitive contractors are awarded GSA contracts. By preparing thoroughly, submitting complete and well-organized documentation, and engaging proactively with GSA reviewers, contractors can navigate the process efficiently and position themselves for long-term success in the federal marketplace.
