GSA Schedule Price List Template
How to use this vehicle template
- Use this template for GSA MAS price list work. It is intentionally comprehensive so the user can delete non-applicable terms after checking the live vehicle documents, order documents, amendments, and agency portal instructions.
- Keep all required public-contract and vehicle clauses until the source documents prove they are not applicable.
- Items in <angle brackets> require user confirmation because state law, agency rules, vehicle documents, or industry regulation can change the answer.
- Download this file: DOCX template
Vehicle intake and classification
- Identify the procurement vehicle as GSA MAS price list, the master agreement or base contract number, order number, ordering agency, eligible buyer authority, ordering procedure, and official source URL.
- Maintain an amendment and evidence log with source URL, date retrieved, attachment hash, signer, and user decision. Do not rely on unofficial summaries when the vehicle document is available.
- Use <angle brackets> for uncertain state-law, agency, funding, prime-flowdown, price-list, e-invoicing, public-records, forum, indemnity, audit, and protest issues.
- Attach the standard invoice package and confirm whether the agency requires IPP, WAWF, Tungsten, Ariba, Coupa, a state portal, email, or purchase-card submission.
- Create a vehicle intake sheet covering SIN/category, CLIN/SLIN, task order, delivery order, BPA call, participating addendum, fair opportunity, addendum status, and price-list basis.
- Build a response matrix that maps every RFQ/RFP instruction, order-level SOW requirement, evaluation factor, pricing line, attachment, representation, and signature requirement.
- Include a technical response, management plan, staffing plan, schedule, quality plan, risk register, past performance relevance, exceptions table, compliance matrix, and final portal submission checklist.
- Confirm whether pricing is capped by a schedule price list, base contract ceiling, BPA call limit, state term contract price, cooperative discount, or order-level negotiated discount.
Ordering authority and eligibility
- Record eligible buyers, lead state, participating entity, ordering agency, authorized caller, delegation of procurement authority, contracting officer, purchase card authority, and any buyer restrictions.
- For NASPO/cooperative purchases, confirm participating addendum status, scope of use, state-specific terms, reporting fees, administrative fees, and whether the buyer can piggyback or must run a mini-competition.
- For GSA/FAS orders, map SIN/category, schedule contract number, eBuy/RFQ instructions, price-list basis, discount basis, and FAR 8.4 ordering requirements.
- For IDIQ/task/delivery orders, identify the base contract, awardee pool, fair opportunity rule, exception authority, order ceiling, minimum guarantee, and order-level limitations.
Proposal and quote contents
- Executive summary, order understanding, SOW response, technical approach, staffing and key personnel, management plan, transition plan, quality control, security/privacy controls, schedule, deliverables, risk register, assumptions, exceptions, and acceptance approach.
- Pricing volume with CLIN/SLIN, labor category, material, travel, ODC, unit price, milestone price, discount, escalation, option period, ceiling, taxes/freight, retainage, prompt-payment, and invoice backup requirements.
- Compliance matrix for vehicle terms, order instructions, evaluation factors, mandatory attachments, certifications, small business requirements, subcontracting, domestic preference, labor standards, safety, cybersecurity, records, and audit obligations.
- Final submission checklist for portal upload, file naming, signatures, amendment acknowledgements, price-list proof, addendum proof, authorized reseller evidence, licenses, insurance, bonds, and email/portal receipt.
Contract and order clauses
- Parties and authority; recitals; definitions; order of precedence; SOW; deliverables; acceptance; term and options; pricing and ceiling; invoicing; taxes; retainage; setoff; records; audit; public records; confidentiality; data rights; cybersecurity; warranties; insurance; bonds; indemnity; limitation of liability; changes; disputes; termination; closeout.
- Flowdown matrix covering master agreement clauses, base contract clauses, participating addendum clauses, FAR/agency clauses, state/local requirements, grant/funding conditions, labor/safety rules, privacy/security rules, and subcontractor obligations.
- Flag <conflicts between master agreement, participating addendum, purchase order boilerplate, contractor quote exceptions, state public-contract clauses, and federal flowdowns> for user and counsel review.
Attachment K - Standard invoice template
Every awarded contract should require an invoice that is traceable to the contract, purchase order, CLIN/SLIN, accepted deliverable, and payment instructions. Replace or delete fields only if the agency's e-invoicing portal or payment office requires a different layout.
| Field | Required invoice content | User notes |
|---|---|---|
| Invoice number | [Unique invoice number] | Must not duplicate prior invoices. |
| Invoice date | [Month day, year] | Use the date submitted to the agency/payment portal. |
| Contractor legal name | [Legal entity name] | Match SAM/entity registration and contract award. |
| UEI/CAGE/tax form | [UEI], [CAGE if applicable], [W-9 or agency tax form status] | Include only identifiers required by the payment office. |
| Contract and order | [Contract number], [task order], [purchase order], [CLIN/SLIN] | Tie every charge to the award document. |
| Agency/bill-to | [Agency name], [payment office], [invoice portal/email] | Follow agency invoicing instructions. |
| Remit-to | [Address or ACH instructions] | Confirm whether banking information belongs in portal only. |
| Period of performance | [Start date] through [end date] | Required for service/progress invoices. |
| Line description | [Deliverable, service, labor category, material, unit, milestone, or progress item] | Match pricing schedule terminology. |
| Quantity/rate/amount | [Quantity], [unit], [rate], [line amount] | Include backup for T&M, labor-hour, travel, or reimbursables. |
| Retainage/withhold/setoff | [Amount or not applicable] | Flag <state prompt-payment, retainage, lien waiver, and public works rules>. |
| Taxes/freight/fees | [Included, exempt, or separately stated] | Flag <sales/use tax exemption and taxability> for accounting review. |
| Total due | [Total invoice amount] | Reconcile to accepted deliverables and contract ceiling. |
| Attachments | [Acceptance evidence, timesheets, receipts, certified payroll, lien waiver, progress report] | Attach only documents required by the contract. |
| Certification | [Authorized certification text and signature if required] | Confirm portal certification language and false-claims risk. |
Industry overlay checklist
- Confirm whether agriculture-forestry-fishing-hunting industry terms apply based on NAICS, PSC, SOW, license, safety, labor, privacy, environmental, or professional regulation triggers.
- Confirm whether mining-quarrying-oil-gas industry terms apply based on NAICS, PSC, SOW, license, safety, labor, privacy, environmental, or professional regulation triggers.
- Confirm whether utilities industry terms apply based on NAICS, PSC, SOW, license, safety, labor, privacy, environmental, or professional regulation triggers.
- Confirm whether construction industry terms apply based on NAICS, PSC, SOW, license, safety, labor, privacy, environmental, or professional regulation triggers.
- Confirm whether manufacturing industry terms apply based on NAICS, PSC, SOW, license, safety, labor, privacy, environmental, or professional regulation triggers.
- Confirm whether wholesale-trade industry terms apply based on NAICS, PSC, SOW, license, safety, labor, privacy, environmental, or professional regulation triggers.
- Confirm whether retail-trade industry terms apply based on NAICS, PSC, SOW, license, safety, labor, privacy, environmental, or professional regulation triggers.
- Confirm whether transportation-warehousing industry terms apply based on NAICS, PSC, SOW, license, safety, labor, privacy, environmental, or professional regulation triggers.
- Confirm whether information industry terms apply based on NAICS, PSC, SOW, license, safety, labor, privacy, environmental, or professional regulation triggers.
- Confirm whether finance-insurance industry terms apply based on NAICS, PSC, SOW, license, safety, labor, privacy, environmental, or professional regulation triggers.
- For construction, add prevailing wage, bonds, retainage, lien waiver, site safety, change order, submittal, differing site condition, and closeout terms.
- For IT/information, add accessibility, cybersecurity, data rights, source code/open-source, incident response, SLA, hosting, privacy, and transition terms.
- For transportation or vehicle procurement, add title/risk of loss, registration, delivery, inspection, warranty, maintenance, emissions, Buy America/TAA, fleet telematics, and recall terms.
Public reference sources to verify
- Federal Acquisition Regulation and FAR clause matrix references: https://www.acquisition.gov/far
- eCFR FAR/DFARS and labor/public contract rules: https://www.ecfr.gov/
- SAM.gov opportunities, entity registration, and representations/certifications: https://sam.gov/
- U.S. Small Business Administration federal contracting and subcontracting guidance: https://www.sba.gov/federal-contracting
- U.S. Department of Labor Davis-Bacon, Service Contract Act, wage, and labor compliance guidance: https://www.dol.gov/
- OSHA industry and construction safety standards: https://www.osha.gov/
- IRS Form W-9 and taxpayer identification reference: https://www.irs.gov/forms-pubs/about-form-w-9
- Uniform Law Commission UCC Article 2 reference for sale-of-goods contract concepts: https://www.uniformlaws.org/
Tail download link
- Download this file: GSA Schedule Price List Template DOCX