Federal Acquisition Service U.S. General Services Administration February 25, 2016 “The Modification Submission Process”

Federal Acquisition Service Overview What is a Contract Modification? What is an eMod? What is a Digital Certificate? eMod Submission Requirements Common Types of Modifications GSA Advantage! 2

Federal Acquisition Service What is a Contract Modification?  A contract modification is any change, contractually or administratively, within your organization that must be reflected in your GSA Scheduled Contract.  Common modifications types include, but are not limited to:  Administrative Changes - Rapid Action Modifications (RAMs)  Add and Special Item Numbers (SINs) or Products/Services  Economic Price Adjustments  Price Reductions  Options  Novation or Change of Name 3

Federal Acquisition Service 4 What is an eMod?  The eMod system is a web-based application that allows contractors to electronically prepare and submit modification requests.  Information and training relating to the eMod system is located on the eOffer website at:  Consistent with current practices, modification requests initiated via the eMod process must be submitted by an authorized contract representative. Your authorized contract representative must obtain a digital certificate before initiating an eMod.

Federal Acquisition Service What is a Digital Certificate?  A digital certificate is an electronic credential that:  Asserts the identity of an individual  Enables eOffer/eMod to verify the identity of the individual entering the system and signing documents  Encrypts or decrypts data to ensure that it is securely transmitted  A packet of information that is stored on a web browser or on a token  Creates digital signatures which are verifiable 5

Federal Acquisition Service Digital Certificate Requirements  Must obtain a Level 3 Digital Authentication Certificate  IdenTrust  Operational Research Consultants (ORC)  Recommend that at least two people with digital certificates listed as Authorized Negotiators, one of which must be an employee of the company  It usually takes between 7 and 14 days for a digital certificate to be issued  Digital certificates must be updated every 2 years  It is imperative that contractors keep their digital certificates current. An expired digital certificate will remove the ability to submit an electronic modification Guidance on using the eMod system, obtaining digital certificates, and using the eMod training guide is available at 6

Federal Acquisition Service 7 Modification documents are available at: Click on your Schedule “Title” link in the center of the page. You will be directed to another page. Once there, click on ‘Post Award Reference (Schedule xx)’. Supporting Documentation - varies by Schedule and type of mod All mods should include a cover letter outlining all requested changes eMod Submission Requirements

Federal Acquisition Service Common Types of Modifications 8 Administrative Changes (RAM mods) Additions Economic Price Adjustment Price Reductions Novation or Name Change Options

Federal Acquisition Service 9 Administrative Changes - Rapid Action Modifications (RAMs) 1.Administrative Modifications Change of authorized negotiator or contract administrator Change of address/phone/fax/website/ address Change of (addition/deletion) authorized reseller 2.Deletions Modifications Deletion of labor category Deletion of product Deletion of Special Item Number (SIN) *RAM mods are processed separately from all other mod actions.

Federal Acquisition Service 10 Additions Cover Letter Commercial Pricelist and/or Verbatim Extract Discount Proposal Spreadsheet Modifications Attachment Letter of Commitment/Supply (See Post Award Reference documents for specific Schedule instructions and required attachments)

Federal Acquisition Service 11 Economic Price Adjustment Cover Letter Commercial Pricelist and/or Verbatim Extract Comparison of the “current” and “proposed” price lists (can use Discount Proposal Spreadsheet with additional columns) Justification for price increases (letters from manufacturers, market indexes, invoices, etc.) Statement that there are no changes to your commercial sales practices OR submit a new CSP reflective of all changes (i.e. Discounts, FOB, MFC/BOA etc.) (See Post Award Reference documents for specific Schedule instructions and required attachments)

Federal Acquisition Service 12 Price Reductions What’s Changed? All price reductions are effective upon submission (May Ref. System Release Notes at: Why was this changed? Streamline the process What must I agree to? 1.Price reductions can only be applied to the awarded items. No other changes can be included, and all other contract terms and conditions remain in full effect. 2.Submitted price reduction modifications are effective immediately upon submission. 3.Update Authorized Federal Supply Schedule Price List as soon as possible to reflect the price reductions. *You will still need to submit your price change via SIP/EDI in order for the change to be reflected on Advantage.

Federal Acquisition Service 13 Novation or Name Change Complete Novation or Change of Name Agreement per FAR (See Post Award Reference documents for list of attachments) documents to CS/CO for review before submitting eMod Documents must be reviewed and submitted to GSA Legal for legal sufficiency. Once approved, documents can be uploaded to the eMod system. *No other modifications will be approved until the Novation/Name Change mod is completed

Federal Acquisition Service 14 Options I-FSS-163 Option to Extend the Term of the Contract (Evergreen) Contractor will be notified approximately 210 days via e- mail prior to expiration (Open Option Process) Reviews: Sales (I-FSS-639) Performance Advantage files Subcontracting Plan (if applicable)

Federal Acquisition Service 15 Advantage Provides contract information and pricing for customers Allows contractor to participate in eBuy and receive and/or respond to RFQs Must update Advantage within 30 days of signed modifications Must either update or verify no changes to Advantage files at least once every two years or the files will be automatically removed within 90 days of notification.

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Federal Acquisition Service 17 Presentation by Hazel L. Hartfield GSAC Contracting Officer Schedule 73