Richard Armstead Section Chief - Schedule 66 OPEN PROCESS Richard Armstead Section Chief - Schedule 66 Greater Southwest Acquisition Center Contracting Officer July 22, 2015

Option Process The Option Process consists of the following steps: Notification Eligibility Readiness Exercise According to Instructional Letter (IL) 2012-06, To exercise an option, the PCO will follow a four stage process: • Notification, • Eligibility, • Readiness, and • Exercise

Notification CS/CO receives automated notification for contracts that expire within approximately the next 250 days PCO has 40 days to exclude contract by “checking” the exclude button in FSS Online Have one opportunity to reverse the exclusion Contractor will receive automated email 210 days before contract expiration Contractor’s opportunity to decline exercising the option

Eligibility Check the seven eligibility factors Confirm that the Contractor or authorized negotiator(s) does not appear on the Excluded Parties List System (EPLS) Confirm SAM record is up to date Confirm that the Online Representations and Certifications Application (ORCA) is up to date Confirm that all mandatory Mass modifications are accepted Confirm that the contract Terms and Conditions has not changed Confirm that the subcontracting (SubK) plan (if applicable) is current and will be in effect beyond the contract expiration date

Eligibility Continued Ensure a completed size redetermination check CS/CO should receive a completed option letter uploaded in via the eMod system approximately 165 days prior to contract expiration Recommend that at least two people with digital certificates listed as Authorized Negotiators, one of which must be an employee of the company These checks are handled by the Option Support Team NOTE: PCO/CSs are highly encouraged to contact the ACO aligned with their contract for contractual and business information

Readiness Check the six readiness factors Confirm that the Contractor or authorized negotiator(s) does not appear on the Excluded Parties List System (EPLS) Confirm contractor meet minimum sales criteria Confirm that there are no negative findings on the CAV Report Confirm acceptable past performance in PPIRS Confirm that there are no negative findings on the Contractor Report Card (including sales & IFF timeliness) Confirm information is current on GSA Advantage

Exercise All compliance checks are complete Option D&F complete (Internal CO Requirement) Advantageous to the Government Ideally, we try to exercise 60 days prior to contract expiration to ensure our customers have access to a contract that has been extended for the additional five year period. This is especially important for Schedule Contractors who also have BPAs with individual customers. Center Director is not required to sign D&F. However the Center Director needs to be notified of the 6 month extension for reporting purposes.

Option Process Summary Contractor receives 210 auto-generated notice Contractor works with Option Team Once requested information is provided and all compliance issues are addressed, review is sent to the assigned Contracting Officer to complete Renegotiation of discounts and terms and conditions Updates to contract (i.e. Pricing/T&Cs, etc.) via Mod prior to exercise of option Current GSA Advantage information (i.e. catalog/text file) Discuss the term ‘Sunset” and explain the timing of submitting a new offer.

Sunset Contracts Definition Steps to start a new 20 year contract Negative Trends On New Offers Discuss the term ‘Sunset” and explain the timing of submitting a new offer.

Questions/Comments? Open Discussion - Q&A

Point of Contact RICHARD ARMSTEAD – 817-850-8124 richard.armstead@gsa.gov