The Standard Form 1408 (SF 1408), Preaward Survey of Prospective Contractor (Accounting System) is a document used by the United States Federal Government to determine a potential contractor’s ability to meet a contract’s accounting requirements. Incorrectly completing the SF 1408 can result in your bid being rejected and other potential penalties, so it’s important to make sure you understand what the form’s requirements are. Here’s what you need to know about SF 1408.
What You Need to Know About SF 1408
The SF 1408 form is a document used by the United States Federal Government to solicit offers for the purchase of commercial items. It is also known as the “Solicitation/Contract/Order for Commercial Items” and is used in conjunction with the Federal Acquisition Regulation (FAR) Part 12 for the acquisition of commercial items. The form includes sections for the description of the items being procured, delivery and acceptance terms, inspection and acceptance, and payment terms.
Who Completes an SF 1408?
Examples of people who may need to submit an SF 1408 form include the following:
- Government procurement officers or contracting specialists, who are responsible for acquiring goods and services for the government
- Business owners or representatives, who are interested in submitting an offer to sell commercial items to the government
- Project managers or engineers, who may be involved in the procurement of commercial items for a government project
If you need to submit an SF 1408 form, the government agency that specifically requests offers for commercial items will solicit it from you.
What Should the Form Include?
To have a successful offer, it’s important that the information in your SF 1408 form is complete and accurate. Your completed SF 1408 form should include the following:
- A detailed description of the items being offered, including the manufacturer, model number, and any other relevant details.
- Detailed pricing, including the price for the unit, the extended price for each item, and the total price for the contract
- Delivery and acceptance terms, including information on when and where the items will be delivered, as well as the conditions under which the items will be inspected and accepted
- Payment terms, which should include information on how and when payment or payments will be made
- Any relevant representations and certifications required by the government agency, such as Small Business Representation, HUBZone Representation, etc.
- Special provisions or clauses for the acquisition, if the solicitation includes any that must be included in the offer
Details to Remember
Before submitting, don’t forget to review the form and the solicitation carefully to ensure that all required information is provided. Ensure that cost accounting and financial reporting practices are in compliance with FAR Part 12. In addition, be sure that the form is submitted to the correct agency on time.
Potential Penalties
It’s important to ensure that the information provided in the SF 1408 form is accurate and complete and that it aligns with the information provided in the offer. Errors on the SF 1408 form can result in a variety of penalties, depending on the nature and severity of the error. Potential penalties can include rejection or delay in the offer or award, ineligibility for future contracts, overpayment financial penalties, and potential legal action if the errors are deemed to be fraudulent or criminal.
Remember, too, that the SF 1408 may not be the only form you are required to submit. Depending on the nature of the contract, you may be required to submit other forms and documents required for government contracts, such as the SF 1449, SF 30, DD254, and so on.
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If you’re concerned about correctly completing and submitting your SF 1408 form, we can help. GovCon has 20 years of experience helping hundreds of clients understand how to stay compliant to avoid and pass audits, win contracts, and more. We’re available to answer any questions you may have. Get in touch anytime.