Presentation on theme: "How to Prepare a Quality Modification Request"— Presentation transcript:
1 How to Prepare a Quality Modification Request July 2010
2 GSA Modification Preparation Determine type of Mod: Adding Special Item Number (SIN) OR Service/Labor CategoryMake certain GSA Advantage! is current and up to dateRefer to FABS Solicitation FCXB-F B on FEDBIZOPPSBriefly explain GSA Schedules and what FABS is:To formally modify your GSA Schedule contract there are several steps you must take prior to submitting your request. First, you must determine if you are looking to add a Special Item Number (SIN) or add a Service or Labor Category, as the process differs slightly.
3 Request to Add Services/Labor Categories Cover letterAttachments1. Rationale for request. Include why it is necessary to add services and how these services differ from those already awarded2. Commercial Sales Practice (CSP) Format3. Proposal Pricelist - Document 8Supporting DocumentationCommercial Price ListOther Than Commercial Price ListGSA Price ListCover letter: Signed by authorized negotiator and address modification request. Must also state if CPL or Other Than CPL, address EPA method, and confirm if rates are IFF inclusive.Attachments: Provide rationale for request. Why is it necessary to add these services and how do they differ from those already on schedule. Submit a CSP to show all current and proposed services. Newly proposed services must be distinguishable from current services. Lastly, provide an applicable Proposal Pricelist for your new services (Document 8). This information shall be submitted even if it has not changed since the last CSP was submitted.Supporting Documentation: Commercial Price List- Submit a new dated copy of CPL. Must be distinguishable from current CPL already approved by GSA. Must then submit supporting documentation i.e., invoices, signed agreements, signed contracts, etc. for new services to validate rates on CPL.Supporting Documentation: Other Than Commercial Price List- Submit Supporting Documentation i.e. invoices, signed agreements, signed contracts, etc for each new serviceGSA Price List: Provide the entire GSA Price List that will be incorporated to the Mod if accepted. Lastly, if pricing is fixed on escalation, show the pricing for the remaining contract years, including all option periods.GSA Price List: Provide the entire GSA price list that will be incorporated to a Modification if accepted by the government. If pricing is based on a fixed escalation, show the pricing for the remaining contract years, including all option periods.
4 Proposal Price List Preparation (Attachment 8) SIN(s) proposedService/Product proposedMFC/Best commercial customerMFC/Best commercial customer priceDiscount % offered to MFC/Best commercial customerDiscount % offered to GSAPrices offered to GSA, excluding Industrial Funding Fee (IFF)Prices offered to GSA, including IFFExplain IFF (.75%)
7 Commercial Sales Practices Format (Attachment 9) Previous sales informationEstimated sales per SINDiscounting policiesDeviations from standard commercial practicesPast 1 year of sales to general public
8 Commercial Sales Practices Format Example ABC Company, Inc.520-1, 520-2, 520-45,000,00010/1/079/30/08100,000520-1520-2100,000520-4100,000
9 Commercial Sales Practices Format (Attachment 9) Cont… If “No,” explain in Price NarrativeIf “Yes,” explain in Price Narrative
10 Economic Price Adjustment Based on Commercial Price List:ECONOMIC PRICE ADJUSTMENT – FSS MULTIPLE AWARD SCHEDULE CONTRACTS (SEP 1999) (ALTERNATE I – SEP 1999)Based on changes in Commercial Price ListBased on Market Price:I-FSS-969 ECONOMIC PRICE ADJUSTMENT – FSS MULTIPLE AWARD SCHEDULE (JAN 2002)Negotiate fixed escalation rateBased on market indicator:Price adjustments are not automatic; contractor must submit a modification request for each adjustmentMaximum increase = 4% / yearI-FSS-969:Fixed rate: automatic annual increases; contractor does not submit or request price increaseMarket indicator: Maximum increase = 4% / year
11 Supporting Pricing Documentation Support for EACH proposed serviceInvoicesContractsQuote sheetsClear and relevant relationship between document and priceDocument labeled with corresponding labor category or service
12 Supporting Documentation Example Helpful to include customer contact information for each piece of supporting documentation for verification purposes:NameTitlePhone
14 Request to Add Special Item Numbers Cover letterAttachmentsTechnical ProposalCover letter: Signed by authorized negotiator and address modification request. Must also state if CPL or Other Than CPL, address EPA method, and confirm if rates are IFF inclusive.Attachments: Provide rationale for request. Why is it necessary to add these services and how do they differ from those already on schedule. Submit a CSP to show all current and proposed services. Newly proposed services must be distinguishable from current services. Lastly, provide an applicable Proposal Pricelist for your new services (Document 8)Technical Proposal: Read slides (info directly from solicitation)Supporting Documentation: Commercial Price List- Submit a new dated copy of CPL. Must be distinguishable from current CPL already approved by GSA. Must then submit supporting documentation i.e., invoices, signed agreements, signed contracts, etc. for new services to validate rates on CPL.
15 Cover LetterSubmit a cover letter signed by an authorized negotiator (as shown in your contract) stating that you are requesting to add services to your contract.State that the services being proposed are based on a Commercial Price List (CPL) or Other Than a Commercial Price List (depending on how your contract was awarded).
16 Cover Letter contd.State whether the Economic Price Adjustment (EPA) method for the proposed service will be the same as the existing service in the contract (if it is different, you must provide a rationale for this change). Your awarded prices are based on either the EPA clause (for contracts based on a Commercial Price List) or EPA clause I-FSS-969 (for contracts based on Other Than a Commercial Price List).State that all prices offered to GSA are inclusive of the current 0.75% IFF.
17 AttachmentsRationale for request. Include why it is necessary to add services.Commercial Sales Practice (CSP) FormatProposal Pricelist - Document 8
18 Adding SINs Technical Proposal Relevant Project Experience: (i) For each service SIN offered, the offeror must provide descriptions of two (2) projects.Each description must state the SIN to which it applies, and identify the specific services being proposed for that SIN.(ii) The projects must either have been completed within the last two years or be on-going. For on-going contracts with a base year and option years, at a minimum, the base year must have been completed; for multi-year task orders, at a minimum, the first year must have been completed.
19 Adding SINs contd.(iii) The offeror must demonstrate that the tasks performed are of a similar complexity to the work solicited under each SIN. The offeror may provide the same project for more than one SIN as long as the description identifies which specific work relates to each SIN. All examples of completed services must have been found to be acceptable by the client. Project descriptions shall not exceed four (4) pages per project.
20 Adding SINs contd.(iv) Each project description shall include the following customer reference information:(A) Customer/Client Name(B) Project Name/Contract Number(C) Customer Point of Contact for Project(D) POC’s phone number and(E) Project performance period (include months/years)(F) Dollar value of the entire project
21 Adding SINs contd.(G) Dollar value received for the work performed relevant to the SIN offered(H) Brief summary of the project as a whole (background, purpose, etc.)(I) A copy of the Statement of Work for the project; this does not count against the limitation of four pages per project.
22 Adding SINs contd.(v) As applicable, each project description shall include a narrative account of the work performed that addresses the following elements:(A) Detailed description of SIN-relevant work performed and results achieved(B) Methodology, tools, and/or processes utilized in performing the work(C) Demonstration of compliance with any applicable laws, regulations, Executive Orders, OMB Circulars, professional standards, etc.
23 Adding SINs contd.(D) Project schedule (i.e., major milestones, tasks, deliverables), including an explanation of any delays(E) How the work performed is similar in scope and complexity to that described in the Statement of Work (Part I of this solicitation)(F) Demonstration of specific experience and/or special qualifications detailed in the Statement of Work(Part I of this solicitation)
24 Adding SINs contd. GSA Price List Pricing Support (if adding new services/labor categories also)Commercial Price ListOther Than Commercial Price ListGSA Price List: Provide the entire GSA price list that will be incorporated to a Modification if accepted by the government. If pricing is based on a fixed escalation, show the pricing for the remaining contract years, including all option periods.Pricing Support: New Pricing: CPL- Submit a new dated copy of the CPL ensuring the new proposed categories are distinguished from the existing services on your CPL. This is your new CPL; it does not show “GSA” on it. Ensure that the service name and description you are offering GSA matches what is on your CPL. Submit supporting documentation (e.g., copies of invoices, signed agreements, signed contracts, etc.) validating the new prices on your CPL.Pricing Support: Other Than CPL- Submit supporting documentation (e.g., copies of invoices, signed agreements, signed contracts, etc.) for each new service proposed.
25 Project Description Example – Customer Reference Information Section II - Technical Proposal ABC Company, Inc.SIN – Loan Servicing & Asset ManagementProject 1 – Department of Veterans Affairs – Loan Resolution ProjectCustomer/Client Name: Department of Veterans AffairsProject Name/Contract Number: LRP-1 / VA APoint of Contact: Jane SmithPoint of Contact Phone Number: (555)Point of ContactPerformance Period: 10/1/06 – 9/30/07Dollar Value of Project: $5,000,000.00Dollar Value of SIN-Relevant Work: $4,425,000.00
26 Project Description Sample – Narrative Section II – Technical Proposal ABC Company, Inc.Brief Summary of ProjectThe VA contracted with ABC Company, Inc. to provide an end- to-end solution, from loan origination through the fulfillment of borrower obligations to increase the effectiveness of its loan servicing program.Detailed Description of SIN-Relevant WorkExplain in detail the elements of the project which relate directly to the Schedule’s Statement of Work.Methodology, Tools, and/or Processes UtilizedExplain how your firm performed the work.
27 Project Description Sample – Narrative Cont… Section II – Technical Proposal ABC Company, Inc.Demonstration of compliance with any applicable laws, regulations,Executive Orders, OMB Circulars, professional standards, etc.ABC Company demonstrated compliance with….Project schedule (i.e., major milestones, tasks, deliverables), including anexplanation of any delays- October 2006 – Began preliminary assessment…- December 2007 – Presented findings….- January 2007 – Developed implementation strategy….And so on, and so on…
28 Substitution for Project Experience If project experience does not exist, the offeror may substitute relevant projects of predecessor companies or key personnel that will be performing major aspects of the workMust provide a project description which clearly identifies the entity or personnel that performed the services