Analyze Unsolicited Proposals
An unsolicited proposal is the offer to sell to the Postal Service the rights to
ideas, concepts, products, processes, or technology. It is considered
unsolicited because it is not submitted in response to a solicitation, request
for proposals (RFP), or any other Postal Service-initiated solicitation or
Unsolicited proposals must include enough technical and cost information to
allow an effective initial evaluation of what is being proposed and its potential
benefits to the Postal Service. Unsolicited proposals are only accepted for
initial evaluation when they do not contain confidential or proprietary
information not protected by copyright or patent. Therefore, a signed copy of
the Confidential Disclosure Disclaimer must be included when submitting the
proposal to certify that it does not contain any confidential or proprietary
information not protected by copyright or patent. Unsolicited proposals that
do not contain a signed copy of the disclaimer will be returned to the
Each Supply Management (SM) Portfolio has a designated Unsolicited
Proposal Coordinator. After the unsolicited proposal undergoes an initial
consideration, this individual will respond to the submitter, generally within
seven business days of receipt of the proposal, advising that its unsolicited
proposal(s) was received and the date of such receipt. When appropriate, the
letter will include the specific person and/or organization that the proposal
was forwarded to for review. The letter should state that the submitter will be
notified of the results of the review as soon as it is completed.
Supply Management serves as the primary clearinghouse or facilitator until a
decision is made whether to pursue an unsolicited proposal. The Unsolicited
Proposal Coordinator will follow up if proposal reviews are not completed in a
reasonable time, generally 30 calendar days. A follow-up letter to the
submitter will be issued providing an update on the status of the proposal.
Electronic records will be maintained by the Unsolicited Proposal Coordinator
for each unsolicited proposal received and will include:
• Date received
• Name of the submitter and the basic idea of the proposal
• Whether the associated correspondence was Postmaster
General (PMG)-/Vice President (VP)-controlled (assigned
• Reviewing organization sent to for review and when
• Review due date (generally 30 calendar days)
• Any subsequent follow-up correspondence
• Disposition and date of notification to the submitter of the
The Unsolicited Proposal Program (UPP) ensures that the business interests
of both parties are fully protected and acknowledged. The UPP process has
been developed based on three steps:
• Initial consideration
• Discussion and evaluation
• Acceptance or denial
A preliminary review of each unsolicited proposal is performed to determine
• It meets the definition of an unsolicited proposal and is not a
• It offers potential benefit to the business and competitive
objectives of the Postal Service and is not already under
consideration by the organization.
• It does not contain confidential or proprietary information not
protected by a copyright or patent.
Unsolicited proposals must offer innovative ideas and concepts related to a
Postal Service line of business. Submittals that meet this standard are
forwarded to the organization within the Postal Service that is responsible for
the operation potentially affected by the proposal.
If the unsolicited proposal is determined to be incomplete, the responsible
Unsolicited Proposal Coordinator will send a letter to the submitter. The letter
will advise that the proposal is incomplete, specify what is missing, and
request the necessary information.
After the organization conducts its initial review, and, if the unsolicited
proposal is deemed innovative and potentially beneficial to business
objectives, the submitter will be asked to provide either a more complete
written proposal and/or an oral presentation to a Purchase/SCM Team within
the Postal Service. Confidential or proprietary information should not be
presented at this stage of review.
If a more thorough evaluation of the proposal can be gained only by the
review of confidential or proprietary information, the Postal Service will
consider entering into a Nondisclosure Agreement (NDA) with the submitter
which ensures privacy and confidentiality and the Postal Service's protection
of information. NDAs are available from Legal Counsel and may not be
entered into before consultation with assigned counsel.
The submitter will be notified if the Postal Service determines that the
unsolicited proposal is not potentially beneficial.
Following the discussion and evaluation stage, if the Postal Service accepts
an unsolicited proposal, the Contracting Officer will start to negotiate a
contract with the submitter. Terms of the contract will control rights to use the
idea or concept. However, entering into discussions and negotiations does
not guarantee that a contract will be entered into.
The Postal Service may determine at any point in the process that further
pursuit of the unsolicited proposal is not in its business interests and that both
parties should discontinue further discussions. Contents of discussions,
evaluations, and negotiations will not constitute any binding obligation on the
part of either party until a contract is executed.