3 USPS Supplying Practices Process Step 3: Select Suppliers

3-1 Award Contract and Notify Suppliers

3-1.1 Award and Notification

Once the purchase⁄SCM team has determined which supplier offers the Postal Service the best value, the contract award is made by execution of a contract by both parties, or by written acceptance of, or performance against, a purchase order. Awardees can be notified using the Notification of Award Letter, revised as necessary. Suppliers who competed but were not awarded contract(s) (“unsuccessful offerors”) must be sent written notification within three days of contract award. If simplified purchasing techniques were used, see Section 2-43.9, Notification to Unsuccessful Offerors, for policies related to notification to unsuccessful offerors. Otherwise, unsuccessful offerors should be told the following:

• The number of proposals received.
• The name and address of each supplier receiving an award.
• The items, quantities, and unit prices of each award, or the total of estimated cost and fee for cost-reimbursement contracts.
• If award was made without discussion, a statement to that effect.
• A statement that briefly describes the business reasons for the award. The statement should provide the pertinent facts that led the purchase⁄SCM team to determine that a particular proposal offered the best value to the Postal Service. For example: “The offeror had the highest-ranking performance evaluation factors and the second-lowest price. The evaluation scheme provided that the performance evaluation factors were more important than price in the best value decision.”

Contracting officers may also include information in the notification letters on how the unsuccessful offeror may improve proposals submitted in the future. The Unsuccessful Offeror Notification Letter can be transmitted electronically or by First Class Mail. If numerous awards are made, the letter may also state where award details may be reviewed.