The InstaQuote program continues to evolve into a critical sourcing channel for GSA buyers seeking fast, compliant access to both NSN and Part Number (PN) items. For vendors, understanding how quotes are requested, evaluated, and awarded is essential to maximizing participation while avoiding preventable compliance or operational issues.
- What Items Are Being Quoted on InstaQuote
- Quote Validity and Pricing Strategy
- Delivery Timeframes (DARO)
- MAS vs Open Market Quoting
- Compliance Considerations – TAA, BAA, and MIL-STD
- Managing Discontinued, EOL, and Replacement Items
- Quote Sheets, Imports, and System Rules
This article summarizes key operational guidance for vendors quoting through InstaQuote, focusing on NSNs, Part Numbers, pricing flexibility, delivery expectations, and common process questions.
This article is based on the document titled “Instaquote Questions & Answers – NSN & Part Numbers (PN)” published by the InstaQuotes team on 01-29-2026. We strongly encourage all InstaQuote users to review the official InstaQuote resources and read the original document in full to ensure they are working from the most complete and up-to-date guidance.
What Items Are Being Quoted on InstaQuote
InstaQuote supports a wide range of commodity groups, including tools and hardware, office and general supplies, IT, furniture, and related categories. Vendors may see opportunities for:
- Part Numbers (PNs) – typically surfaced via Standing Orders with statuses such as New Item or Over Micro
- NSNs – listed on the Quote Sheet – GSA Use tab and generally ready for award
These opportunities represent funded requirements that are actively moving toward award.
Quote Validity and Pricing Strategy
Vendors control how long their quotes remain valid. While short validity periods are allowed, longer quote windows – up to one year – increase the likelihood of repeat demand without re-quoting. That flexibility comes with responsibility: if a quote is valid, vendors are expected to fulfill awarded orders.
Pricing updates are permitted frequently, but vendors should plan for system ingestion cycles and weekly award timing. As a best practice, prices should be sustainable for at least 10 days to avoid post-award corrections.
Delivery Timeframes (DARO)
There are no fixed minimums or maximums for Days After Receipt of Order (DARO). Delivery times:
- Are set by the vendor
- Can vary by item
- Should reflect realistic, good-faith estimates
While faster delivery is encouraged, it is not currently the primary award factor – though this may change if supply conditions shift.
MAS vs Open Market Quoting
InstaQuote requisitions are independent of standard MAS ordering rules. Vendors may:
- Quote Open Market, even if the item exists on their MAS contract
- Include shipping in destination pricing (FOB Destination only)
If a MAS contract is FOB Origin, vendors must quote InstaQuote opportunities as Open Market and incorporate shipping costs accordingly.
Compliance Considerations – TAA, BAA, and MIL-STD
- Sub-micro orders (below $15k) are generally not subject to TAA
- Micro+ orders will specify applicable TAA and BAA requirements
- MIL-STD-129 labeling is a DoD requirement and non-compliance may result in offsets or delivery failures
Vendors should only quote items they can source compliantly and deliver within the stated terms.
Managing Discontinued, EOL, and Replacement Items
If an item becomes discontinued:
- Expire it immediately on the Vendor Import sheet
- Notify InstaQuote if a PO has already been issued
- Provide replacement or supersede information when available
PN replacements require end-user approval, while NSN replacements typically require engineering review.
Quote Sheets, Imports, and System Rules
The Vendor Import sheet structure is mandatory:
- Column order and headers must remain unchanged
- Green fields are auto-populated and must not be edited
- Sorting and filtering are allowed if reset afterward
Vendor Import data feeds into GSA quote sheets on a daily ingestion cycle, forming the basis for fair and reasonable price analysis and awards.
