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GSA 3518 Form

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Representations and Certifications
(Acquisition of Leasehold Interests in Real Property)

Solicitation Number: Dated:

Complete appropriate boxes, sign the form, and attach to offer.

The Offeror makes the following Representations and Certifications. NOTE: The "Offeror," as used on this form, is the owner of the property offered, not an individual or agent representing the owner.

1. 52.219-1 - SMALL BUSINESS PROGRAM REPRESENTATIONS (NOV 1999)

(a) (1) The standard industrial classification (SIC) code for this acquisition is 6515. (2) The small business size standard applicable to this acquisition is average annual gross revenues of $15 million or less for the preceding three fiscal years.

(3) The small business size standard for a concern which submits an offer in its own name, other than on a construction or service contract, but which proposes to furnish a product which it did not itself manufacture, is 500 employees.

(b) Representations.

(1) The Offeror represents as part of its offer that it is, is not a small business concern.

(2) The Offeror represents, for general statistical purposes, that it is, is not a small disadvantaged business concern as defined in 13 CFR 124.1002.

(3) The Offeror represents as part of its offer that it is, is not a women-owned small business concern.

(4) The offeror represents, as part of its offer, that it—

(i) is, is not a HUBZone small business concern listed, on the date of this representation, on the List of Qualified HUBZone Small Business Concerns maintained by the Small Business Administration, and no material change in ownership and control, principal office of ownership, or HUBZone employee percentage has occurred since it was certified by the Small Business Administration in accordance with 13 CFR Part 126; and

(ii) It is, is not a joint venture that complies with the requirements of 13 CFR Part 126, and the representation in paragraph (b)(4)(i) of this provision is accurate for the HUBZone small business concern or concerns that are participating in the joint venture.

Name or names of HUBZone small business concern(s) participating in the joint venture:

(5) The offeror shall check the category in which its ownership falls:

Black American.

Hispanic American.

Native American (American Indians, Eskimos, Aleuts, or Native Hawaiians).

Asian-Pacific American (persons with origins from Burma, Thailand, Malaysia, Indonesia, Singapore, Brunei, Japan, China, Taiwan, Laos, Cambodia (Kampuchea), Vietnam, Korea, The Philippines, U.S. Trust Territory of the Pacific Islands (Republic of Palau), Republic of the Marshall Islands, Federated States of Micronesia, the Commonwealth of the Northern Mariana Islands, Guam, Samoa, Macao, Hong Kong, Fiji, Tonga, Kiribati, Tuvalu, or Nauru).

Subcontinent Asian (Asian-Indian) American (persons with origins from India, Pakistan, Bangladesh, Sri Lanka, Bhutan, the Maldives Islands, or Nepal).

Individual/concern, other than one of the preceding.

(c) Definitions. Small business concern, as use in this provision, means a concern, including its affiliates, that is independently owned and operated, not dominant in the field of operation in which it is bidding on Government contracts, and qualified as a small business under the criteria in 13 CFR Part 121 and the size standard in paragraph (a) of this provision.

Women-owned small business concern, as use in this provision, means a small business concern--
(1) Which is at least 51 percent owned by one or more women or, in the case of any publicly owned business, at least 51 percent of the stock of which is owned by one ore more women; and
(2) Whose management and daily business operations are controlled by one or more women.

(d) Notice. (1) If this solicitation is for supplies and has been set aside, in whole or in part, for small business concerns, then the clause in this solicitation providing notice of the set-aside contains restrictions on the source of the end items to be furnished.

2. 52.204-5 - WOMEN-OWNED BUSINESS (OTHER THAN SMALL BUSINESS) (MAY 1999)

(a) Definition. "Women-owned business concern," as used in this provision, means a concern which is at least 51 percent owned by one or more women; or in the case of any publicly owned business, at least 51 percent of its stock is owned by one or more women; and whose management and daily business operations are controlled by one or more women.

(b) Representation. The offeror represents that it is a women-owned business concern.

3. 52.222-22 - PREVIOUS CONTRACTS AND COMPLIANCE REPORTS (FEB 1999)

The Offeror represents that --

(a) It has, has not participated in a previous contract or subcontract subject to the Equal Opportunity clause of this solicitation;

(b) It has, has not filed all required compliance reports; and

(c) Representations indicating submission of required compliance reports, signed by proposed subcontractors, will be obtained before subcontract awards.

4. 52.222-25 - AFFIRMATIVE ACTION COMPLIANCE (APR 1984)

The Offeror represents that --

(a) It has developed and has on file, has not developed and does not have on file, at each establishment affirmative action programs required by the rules and regulations of the Secretary of Labor (41 CFR 60-1 and 60-2), or

(b) It has not previously had contracts subject to the written affirmative action programs requirement of the rules and regulations of the Secretary of Labor.

5. 52.203-02 - CERTIFICATE OF INDEPENDENT PRICE DETERMINATION (APR 1985)

(Applies to leases which exceed $100,000 average net annual rental, including option periods.)

(a) The Offeror certifies that--

(1) The prices in this offer have been arrived at independently, without, for the purpose of restricting competition, any consultation, communication, or agreement with any other Offeror or competitor relating to those prices, the intention to submit an offer, or the methods or factors used to calculate the prices offered;

(2) The prices in this offer have not been and will not be knowingly disclosed by the Offeror, directly or indirectly, to any other Offeror or competitor before bid opening or contract award unless otherwise required by law; and

(3) No attempt has been made or will be made by the Offeror to induce any other concern to submit or not to submit an offer for the purpose of restricting competition.

(b) Each signature on the offer is considered to be a certification by the signatory that the signatory--

(1) Is the person in the Offeror's organization responsible for determining the prices being offered in this bid or proposal, and that the signatory has not participated and will not participate in any action contrary to subparagraphs (a)(1) through (a)(3) above; or

(2) Has been authorized, in writing, to act as agent for the following principals in certifying that those principals have not participated, and will not participate, in any action contrary to subparagraphs (a)(1) through (a)(3) above:

(ii) As an authorized agent, does certify that the principals named above have not participated, and will not participate, in any action contrary to subparagraphs (a)(1) through (a)(3) above; and

(iii) As an agent, has not personally participated, and will not participate, in action contrary to subparagraphs (a)(1) through (a)(3) above.

(c) If the Offeror deletes or modifies subparagraph (a)(2) above, the Offeror must furnish with its offer a signed statement setting forth in detail the circumstances of the disclosure.

6. 52.203-11 - CERTIFICATION AND DISCLOSURE REGARDING PAYMENTS TO INFLUENCE CERTAIN FEDERAL TRANSACTIONS (APR 1991) (DEVIATION)

(Applies to leases which exceed $100,000.)

(a) The definitions and prohibitions contained in the clause, at FAR 52.203-12, Limitation on Payments to Influence Certain Federal Transactions, are hereby incorporated by reference in paragraph (b) of this certification.

(b) The offeror, by signing its offer, hereby certifies to the best of his or her knowledge and belief that on or after December 23, 1989,--

(1) No Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress on his or her behalf in connection with the awarding of a contract resulting from this solicitation.

(2) If any funds other than Federal appropriated funds have been paid, or will be paid, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress on his or her behalf in connection with this solicitation, the offeror shall complete and submit, with its offer, OMB standard form LLL, Disclosure of Lobbying Activities, to the Contracting Officer; and

(3) He or she will include the language of this certification in all subcontract awards at any tier and require that all recipients of subcontract awards in excess of $100,000 shall certify and disclose accordingly.

(c) Submission of this certification and disclosure is a prerequisite for making or entering into this contract imposed by section 1352, title 31, United States Code. Any person who makes an expenditure prohibited under this provision or who fails to file or amend the disclosure form to be filed or amended by this provision, shall be subject to a civil penalty of not less than $10,000, and not more than $100,000, for each such failure.

7. 52.209-5 - CERTIFICATION REGARDING DEBARMENT, SUSPENSION, PROPOSED DEBARMENT, AND OTHER RESPONSIBILITY MATTERS (MAR 1996)

(Applies to leases which exceed $100,000 average net annual rental, including option periods.)

(a) (1) The Offeror certifies, to the best of its knowledge and belief, that--

(i) The Offeror and/or any of its Principals--

(A) Are are not presently debarred, suspended, proposed for debarment, or declared ineligible for the award of contracts by any Federal agency;

(B) Have have not, within a three-year period preceding this offer, been convicted of or had a civil judgment rendered against them for certain offenses;

(C) Are are not presently indicted for, or otherwise criminally or civilly charged by a governmental entity with, commission of any of the offenses enumerated above.

(ii) The Offeror has has, has not, within a three-year period preceding this offer, had one or more contracts terminated for default by any Federal agency.

(2) "Principals," for the purposes of this certification, means officers; directors; owners; partners; and, persons having primary management or supervisory responsibilities within a business entity (e.g., general manager; plant manager; head of a subsidiary, division, or business segment, and similar positions).

THIS CERTIFICATION CONCERNS A MATTER WITHIN THE JURISDICTION OF AN AGENCY OF THE UNITED STATES AND THE MAKING OF A FALSE, FICTITIOUS, OR FRAUDULENT CERTIFICATION MAY RENDER THE MAKER SUBJECT TO PROSECUTION UNDER SECTION 1001, TITLE 18, UNITED STATES CODE.

(b) The Offeror shall provide immediate written notice to the Contracting Officer if, at any time prior to contract award, the Offeror learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances.

(c) A certification that any of the items in paragraph (a) of this provision exists will not necessarily result in withholding of an award under this solicitation. However, the certification will be considered in connection with a determination of the Offeror's responsibility. Failure of the Offeror to furnish a certification or provide such additional information as requested by the Contracting Officer may render the Offeror nonresponsible.

(d) Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render, in good faith, the certification required by paragraph (a) of this provision. The knowledge and information of an Offeror is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.

(e) The certification in paragraph (a) of this provision is a material representation of fact upon which reliance was placed when making award. If it is later determined that the Offeror knowingly rendered an erroneous certification, in addition to other remedies available to the Government, the Contracting Officer may terminate the contract resulting from this solicitation for default.

8. 52.204-3 - TAXPAYER IDENTIFICATION (JUN 1997)

(a) Definitions.

“Common parent,” as used in this solicitation provision, means that corporate entity that owns or controls an affiliated group of corporations that files its Federal income tax returns on a consolidated basis, and of which the offeror is a member.

“Taxpayer Identification Number (TIN),” as used in this solicitation provision, means the number required by the IRS to be used by the offeror in reporting income tax and other returns. The TIN may be either a Social Security Number or an Employer Identification Number.

(b) All offerors must submit the information required in paragraphs (d) through (f) of this provision to comply with debt collection requirements of 31 U.S.C. 7701(c) and 3325(d), reporting requirements of 26 U.S.C. 6041, 6041A, and 6050M, and implementing regulations issued by the IRS.

(c) The TIN may be used by the Government to collect and report on any delinquent amounts arising out of the offeror’s relationship with the Government.

(d) Taxpayer Identification Number (TIN).

TIN:

TIN has been applied for.

TIN is not required because:

Offeror is a nonresident alien, foreign corporation, or foreign partnership that does not have income effectively connected with the conduct of a trade or business in the United States and does not have an office or place of business or a fiscal paying agent in the United States;

Offeror is an agency or instrumentality of a foreign government;

(e) Type of organization.

Sole proprietorship;

Partnership; Not a corporate entity;

Corporate entity (not tax-exempt);

Corporate entity (tax-exempt);

Government entity (Federal, State, or local);

Foreign government;

International organization per 26 CFR 1.6049-4;

Other

(f) Common Parent.

Offeror is not owned or controlled by a common parent as defined in paragraph (a) of this provision.

Name and TIN of common parent:

Name

TIN

9. OFFEROR'S DUNS NUMBER (APR 1996)

Enter number, if known:

OFFEROR OR AUTHORIZED REPRESENTATIVE

Name and Address (Including ZIP Code)

Signature

Telephone Number

Date

Enter text✕
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What the GSA 3518 Form Is and when it’s used

GSA 3518 Form is a General Services Administration (GSA) administrative form used by federal agencies and their contractors to document and authorize specific property, procurement, or administrative actions. It provides a standardized format for recording item descriptions, quantities, authorizations, dates, and signatures so agencies can maintain consistent records and audit trails. Exact use and title may vary by program office; confirm the issuing office's instructions before completing. Proper completion supports internal controls, traceability, and downstream recordkeeping.

Why accuracy and consistency matter for the GSA 3518 Form

Using the correct GSA 3518 Form reduces ambiguity in approvals, creates a consistent audit trail for property and procurement actions, and helps agencies meet internal and external oversight requirements while streamlining internal review cycles.

Why accuracy and consistency matter for the GSA 3518 Form

Who typically completes the GSA 3518 Form

The GSA 3518 Form is typically completed by people handling procurement, property, or contract administration within federal agencies and by authorized contractors.

  • Contracting officers and procurement specialists responsible for authorizing purchases and contract modifications.
  • Property managers responsible for documenting inventory changes, transfers, disposals, and condition details.
  • Contractors and vendor representatives submitting required documentation under an agency task order or contract.

Confirm the specific signatory and submission rules with the issuing agency office, since authority and routing can differ among program offices.

Who can sign and why their role matters

Contracting Officer

A contracting officer or delegated procurement official typically has authority to certify and obligate funds; their signature confirms funding availability and procurement compliance and is required for many acquisition actions.

Property Manager

A property manager or designee attests to custody, condition, and inventory changes; their affirmation supports chain-of-custody, disposal decisions, and physical verification during audits.

Step-by-step: complete and submit the GSA 3518 Form

Follow these sequential steps to prepare, review, and submit the GSA 3518 Form accurately and to agency standards.

  • 01
    Gather Documents: Collect supporting records, serial numbers, and procurement references.
  • 02
    Complete Form: Enter required fields carefully using MM/DD/YYYY where dates are requested.
  • 03
    Review & Approve: Verify data, attachments, and signatory authority before finalizing.
  • 04
    Submit: Send to the designated agency office or upload to the agency portal.

Best practices for accurate and efficient completion

Apply these practices to reduce errors, speed approvals, and preserve auditability when working with the GSA 3518 Form.

Verify signatory authority and dates
Confirm that the person signing has documented authority, and use MM/DD/YYYY date format consistently; incorrect signer authority or date formats commonly trigger rework and delay processing.
Attach clear supporting documentation
Include invoices, serial number lists, photographs, and chain-of-custody records as applicable. Well-organized attachments reduce back-and-forth and help reviewers complete validations quickly.
Use electronic workflows with audit trails
Adopt e-signature and template workflows that capture timestamps, IP addresses, and action logs to simplify audits and demonstrate intent and attribution for each signature event.
Confirm submission channel and retain proof
Submit via the agency-prescribed portal or email address and save confirmation receipts or submission IDs to demonstrate timely compliance with deadlines or notices.

Common issues that slow processing

  • Leaving required fields blank or entering inconsistent identifiers such as mismatched serial numbers or agency codes leads to rejection and processing delays.
  • Using handwritten or scanned signatures without capture of intent, consent, and a full audit trail can create enforceability questions under ESIGN and state law.
  • Failing to confirm signer authority or attaching unsigned supporting documents often requires resubmission and interrupts planned procurement or inventory actions.
  • Not using the agency's specified submission channel (portal versus email) results in misrouting and extended processing times while records are reconciled.

Real customer experiences with electronic signing workflows

Teams processing agency forms often report fewer follow-ups and higher completion rates after moving to eSignature-enabled workflows; two customer experiences illustrate practical benefits.

Optica Ventures

A mid-size investment firm adopted eSign workflows to reduce back-and-forth on vendor and service agreements across multiple offices.

  • Ease-of-use mattered for external signers and internal staff.
  • After testing across multiple transactions, the team reported streamlined execution, fewer follow-ups, and higher completion rates: 'The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.'

Martin Properties

A regional real estate operator needed to process property transfer and administrative forms remotely for agents and clients.

  • Mobile and offline signing were essential for field staff.
  • They found compliance controls sufficient for audits: 'I can process and execute all of these documents online with 100% compliance and built-in security. Whether on mobile or working offline, I can get forms back to their necessary parties efficiently.'

How to set up an online workflow for the GSA 3518 Form

Configure a template and routing rules so the completed form flows automatically between preparer, reviewer, approver, and archive locations.

Field mapping to agency database Map PDF fields to backend records for automated indexing and reporting.
Conditional field rules per workflow Show or hide fields based on answers to reduce signer confusion.
Signer authentication and verification level Use email link, SMS code, or KBA where higher assurance is required.
Notification and routing configuration rules Auto-send copies to stakeholders and archive the final PDF in the records system.
Retention & archival target Specify agency archive location and retention metadata for NARA compliance.

Platform and technical requirements for eSubmission

Use a modern browser and a PDF-capable eSignature platform that preserves audit trails and supports required integrations and formats.

  • Document formats: PDF, DOCX, and fillable forms supported
  • Integrations: Salesforce, NetSuite, Microsoft 365, Google Workspace
  • Browser and transport: Modern browser with TLS 1.2/1.3 support

Where completed GSA 3518 forms typically go

A completed GSA 3518 normally moves from the preparer to reviewer, then to the authorized approver, and finally into the agency records or contract management system.

  • Prepare: Preparer fills form and attaches supporting documents.
  • Review: Supervisor or contracting officer validates entries and attachments.
  • Approve: Authorized signer executes and dates the form.
  • Archive: Upload signed copy to the agency recordkeeping system.

Typical timelines and processing expectations

Timelines for completion and agency review vary; below are common internal deadlines and response windows to expect.

Submission deadline:

Submit upon event occurrence or as agency prescribes.

Review period:

Agency typically reviews within 30 calendar days.

Corrective action window:

Respond to deficiency notices within 14–30 days.

Appeal or dispute period:

Follow agency-specific procedures; often 30 days.

Record retention start:

Retention begins on form execution or administrative closure.

Security and compliance controls for electronic handling

Encryption in transit: TLS 1.2 or 1.3 in transit
Encryption at rest: AES-256 encryption at rest
Audit trail: Detailed logs: timestamps, IP, actions
HIPAA BAA: BAA required for PHI-containing forms
Certifications: SOC 2 Type II and ISO 27001 compliance
Access controls: Role-based access and SSO available

Potential penalties and risks of incorrect filings

Processing delays: Incomplete forms delay approvals
Contract noncompliance: May cause contract performance issues
Audit findings: Auditors may assess deficiencies and penalties
Financial penalties: Potential fines if reporting rules violated
Data exposure: Improper handling may trigger breaches
Invalid signatures: Signatures not meeting ESIGN or UETA may be challenged

Typical vendor pricing and feature comparison for eSignature on agency forms

Compare common plan starting prices and feature availability relevant to completing and signing GSA 3518 forms; signNow appears first per vendor-comparison rules.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day trial Varies Varies Varies Varies
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No envelope cap 100 envelopes/user/year Varies Varies Varies

Frequently asked questions about GSA 3518 completion and eSubmission

Practical answers to common questions about eSigning, corrections, notarization, retention, and acceptable authentication for the GSA 3518 Form.


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