The tone of the VECP can be important. You want to be sure the technical personnel’s position is not compromised. A poorly presented VECP that implies a shortcoming on the part of the Government representatives may be rejected for the self preservation of the reviewer. Since the accept/reject decision is unilateral, with no right of appeal or dispute, a rejection is the end of the matter. A better approach is to present the idea as innovative and cutting edge, thereby not reflecting poorly on the government’s technical representatives that may have overlooked the opportunity. Demonstrating the innovativeness of the VE will effectively present the idea and still make the government representatives look good.

When submitting the VECP make it short and to the point. You want to:

Identify the current situation and the proposed situation, describing the difference

Explain the change, including a list of requirements that must be implemented for the change

Show the time frame for implementing the change

Provide a statement of any previous submissions of the same VECP (including dates, agencies and results) and

Estimate the costs of the current contract with the change and a prediction of changes in costs after the change (including collateral costs to the agency)

Demonstrate the impact of the change and why it will benefit the product or service.

The government has 45 days to accept or reject a VECP. The contractor should consider the impact of this review period for its project scheduling. A substitution that will delay the project may be past implementation by the time it is accepted. Whenever possible, the contractor should allow sufficient time for review before the time for implementation arrives.

There have been numerous government reports praising the VE program and the government is more supportive of the VE program than ever. The VE efforts of a contractor result in a win-win situation for the contractor and government. Successful VECPs are a sign of good team player and an innovator – qualities the government looks for in contractors. Also make sure to refer to successful VECPs in your past performance descriptions. Submit successful VECPs and you will benefit financially and be a contractor the Government seeks out.

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