This is the format for a Letter of Supply for other GSA Products Schedules.
Letter of Supply Template* – Offerors/Contractors – this is the approved GSA format for Letters of Supply – please forward this to your supplier with the appropriate Solicitation number (if this is for a new offer) or contract number (if this is for adding a new product line or an extension)
[Submitted on Supplier Letterhead]
[Date (must be within 12 months of offer submittal)]
[Supplier Point of Contact (POC)]
Re: Letter of Supply
Dear [Offeror POC],
This Letter of Supply is in reference to the offer that [Offeror Name] submitted in response to the General Services Administration’s Solicitation/Contract [enter Solicitation Number if a new offer, or Contract number if an existing contract].
In the event that [Offeror Name] is awarded a Multiple Award Schedule (MAS) contract under the aforementioned solicitation number, [Supplier Name] will assure an uninterrupted source of supply, with sufficient quantities of product, for the duration of the contract period.
[Supplier Name] understands that all products and services that are offered on MAS contracts must be compliant with the Trade Agreements Act (TAA) (19 U.S.C. 2501, et seq.) As such, all products supplied by [Supplier Name] to [Offeror Name] will be TAA compliant. You will be notified immediately upon discovery of any changes in the Country of Origin of supplied products.
[Supplier Name] understands that if they certify that the products being supplied meet or exceed the minimum content levels established under the Comprehensive Procurement Guidelines (CPGs)*** program then they must furnish [Offeror Name] proof in the form of a copy of the certification from the manufacturer or a copy of the environmental organization’s certification in order for [Offeror Name] to be allowed to display the appropriate environmental attributes on their GSA contract. The percentage of the recovered materials and post-consumer materials must also be provided to the offeror/contractor.
[Supplier Name] understands that if no proof of the environmental attributes being claimed is provided then the offeror will not be allowed to display the applicable environmental attribute icon.
The person whose signature appears below is authorized to make the commitments noted above.
[Signed by a company official authorized to make the commitment]
*The above is a mandatory template and will constitute the first page of the Letter of Supply. Although the content of the template is sufficient, Suppliers may attach additional verbiage in subsequent pages as long as the verbiage does not contradict the statements made above.
**Please note that "Supplier" name is synonymous with "Manufacturer" and/or "Distributor."
*** The EPA maintains a list of EPA-designated products in their CPGs to provide Federal agencies purchasing recommendations on specific products in several Recovered Materials Advisory Notices (RMANs). Each RMAN contains recommended recovered and post-consumer material content levels for the specific products designated by EPA (40 CFR part 247 and EO 13423: Strengthening Federal Environmental, Energy, and Transportation Management). Visit the CPG web site at http://www.epa.gov/cpg to view the current list of products that must comply with Comprehensive Procurement Guidelines (CPGs). Also, CPG supporting documentations and background information (such as RMANs) can be found at http://epa.gov/cpg/backgrnd.htm.