Entering an Option Modification RMS 3.0 Government Mode

The following slides are for entering either an option mod that Contracting has either awarded or a modification that Contracting Division has created without the assistance of the Area/ Resident/Project Office. Contracting will be responsible for entering this information into PD2/SPF and the Paperless Contracting File.

From the main “Contract Menu” select “Finances”.

From the Finances main screen, select “Contract Changes”.

Select “Add”

RMS will default to “Add new Single Part Change Request”, select “Next”.

RMS will default to the next change request number RMS will default to the next change request number. Stay with the default. Click on the blue box to set the “Reason Code”.

Highlight “Contract Options” or the appropriate code. Click “OK” Highlight “Contract Options” or the appropriate code. Click “OK”. Click on “Finish”.

The Change Request Title will be found on block 14 of the signed SF30, typically the second line.

Inception will be date the Modification was signed Inception will be date the Modification was signed. Mod Action by, Requested by Name, Request by Title, Recommended by Name, Recommended by Title, Approved by Name and Approved by Title will be the Contracting Officers Name and Title. Click “Select Staff” to bring up the look up menu. Typing part or all of the name in the search block, will narrow down the list.

Once the “Select Staff” has been entered in, click on “Description”.

Under “Description” click “Add”.

Use the RMS default “BCD Item No.” Click “OK”.

Enter in the “Change Item Title” that was entered in on the “Inception” screen. In the “Description of Change” type “See Supporting Documents”. In the “Necessity for Change” enter any funding information that might be related to the award options, to include the PR&C, Funding Working Item, and Ordering Work Item. Click the “Back Arrow”.

Select “Status/Funding”.

“BCD Required” “Date Completed” will be the date the Contracting Officer signed the SF30. Uncheck “Proposal Required”. Change “Initial Estimate” to “Other” and enter in the total amount of the Exercised CLINs in the “Amount”. This same amount needs to be entered in the “Change Amount” next to the correct “Funding Account(s)” and “Funded Work Item(s)”. The “Variance” block needs to read “0.00” when all funding has been entered in. Click “Supporting Documents”.

Click “Add” and select “Attachment”.

“Document Title” enter in: “Signed SF30” “Document Date” enter in: Date the contracting officer signed the modification. Under “Attached Documents”, click “Select Documents”. Note: Drag and Dropping is not an option for supporting documents.

Map RMS to the location of the working file Map RMS to the location of the working file. Highlight the document and select “Open”.

The “Status” now reads “Document Attached”. Click the “Back Arrow” The “Status” now reads “Document Attached”. Click the “Back Arrow”. Click “Back Arrow” again or “Contract Menu” to return to the main Finances Screen.

From the Finances “Contract Menu”, select “Contract Modification”.

Select “Add”. If the Ref No Select “Add”. If the Ref No. that would match the modification has not been used, change the Ref No. to match the modification number. Do not change the “R”. Click “OK”.

RMS will default to the “SF30-1” Tab RMS will default to the “SF30-1” Tab. Click on the “Add” icon on “Change Requests Included in this modification”. Highlight the correct change item and click “OK”.

Click the “Add” icon under “Contract Line Items changed by this Modification”. Select “Revise Existing CLIN”. Select the CLIN that is being modified to add additional funding. Click “OK”.

If an option is being awarded, the amount of the of CLIN can be found in the award documents if the SF30 is not clear. Enter this amount into the “Amount” block.

The revised CLIN amounts and the Change Amount have to equal The revised CLIN amounts and the Change Amount have to equal. After all the CLINS being effected by the modification have been entered select “SF30-2”.

Fill in the blocks with the coinciding blocks from the signed SF30 Fill in the blocks with the coinciding blocks from the signed SF30. Once this information is entered, click on “SF30-3”.

These blocks can either be filled in to match the information on the signed SF30 or in the “Change in Contract Price (Optional Additional Notes)”, type in “See attached Supporting Documents.” Change Block 16A from Administrative Contracting Office to Contracting Officer. Click on “Release Mod”.

Double check the correct PR&C is showing Double check the correct PR&C is showing. Enter in the date the Contractor signed the SF30 in all three contractor blocks (if the Contractor signed the mod). Enter in the date the Contracting Officer signed the SF30. Once the dates are entered, the “CLIN Changes/Obligations for Payment” will appear. Make the “Amount” and the “Obligation Amount” equal.

Click “Modification funded with Obligation in CEFMS” Click “Modification funded with Obligation in CEFMS”. This will open up the block “Modification Completed-Include this Modification in Current Contract”.

RMS will bring up the following warning RMS will bring up the following warning. Click “Yes”, as the contractor will balance the activities. Select “Mod Package”.

Click “Mod Package will be completed and loaded into PCF from outside RMS”. Contracting is responsible for entering the modification in PCF. Select “Support Documents”.

Under “Supporting Documents”, double check that the signed SF30 came over from the Contract Changes. If not, add it to the supporting documents. Select “Back” arrow twice or select “Contract Menu”.