This letter of supply template [DOCX - 28 KB] is provided as referenced in solicitation provision SCP-FSS-001 Instructions Applicable to All Offerors.
A letter of supply is a verification from a manufacturer, wholesaler, or otherwise authorized partner/distributor of an offered product (known here as a supplier) that a particular vendor is authorized to distribute specific products. If the vendor is not the manufacturer of the products being offered, the vendor may only offer products it is authorized to distribute, either by the manufacturer itself, or as otherwise authorized pursuant to wholesaler agreements or other policies establishing the vendor’s authority to distribute offered products. Manufacturers acting as their own vendors do not need a LoS.
Our Verified Products Portal captures supplier authorization information directly from participating manufacturers and their authorized partners. The VPP enables automated verification and enforcement of supplier authorization, and reduces the burden on vendors to provide individual letters of supply.
This may not be required
If your applicable manufacturer, or their authorized partner, participates in the Verified Products Portal, a letter of supply is not required.
General Instructions
Make sure your letter of supply:
- Is on supplier company letterhead.
- Is signed and dated within 12 months of submitting it to us.
- Is signed by both the vendor and supplier who are company officials authorized to make the commitment.
- Specifies the brand or manufacturer of supplied products. Do not list individual products unless the supplier is limiting its agreement to specific products rather than an overall brand or manufacturer.
- Selects the appropriate first paragraph from the template language. Choose the reference that says “submitted in response to…Solicitation Number 47QSMD20R0001” for new offers and choose the reference that includes your MAS contract number if you have an existing contract.
You are responsible for forwarding this template to your supplier(s) for completion and signature.
Specific category and offering requirements
If you are making an offer for any product in the IT category or for ink and toner products in the office management category, you need to add an X where appropriate to incorporate it into the letter of supply. You can provide additional information as long as the language doesn’t conflict with the template.
Definitions
Vendor refers to either the offeror (a vendor submitting a new offer) or the contractor (a vendor already awarded an MAS contract).
Supplier refers to the manufacturer, wholesaler, or otherwise authorized partner/distributor of a product.
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U.S. General Services Administration