Federal Acquisition Service U.S. General Services Administration Ralph Lentz GSA, FAS, Management Services Center April 16, 2009 Contract Administration

Federal Acquisition Service U.S. General Services Administration 2 Government Initiated Modifications  Mass mods - update clauses, IFF changes  Add or delete services/Special Item Numbers (SINs)  Incorporate revised wage determinations  Contract cancellation  Options

Federal Acquisition Service U.S. General Services Administration 3 Contractor Modification Requests  Submit written/e-mod/ request signed by authorized negotiator  Administrative changes  Add or delete services/SINs, labor categories  Economic Price Adjustments (EPA)  Name Change and Novation Agreements

Federal Acquisition Service U.S. General Services Administration 4 Administrative Changes  Address, telephone, fax, or web address  Personnel changes  Contact for Contract Administration (G-FSS-900-C)  Authorized Negotiators (K-FSS-1)  Ordering Information ( )

Federal Acquisition Service U.S. General Services Administration 5  Cover letter request with rationale for change  Describe specific services offered for each SIN  Experience – completed projects for each SIN  Updated CSP  Existing or new labor categories/proposed prices  Commercial Price List if applicable Adding SINs – Modifications clause and proposal instructions

Federal Acquisition Service U.S. General Services Administration 6 Adding Labor Categories, Classes, Items, or Other Fixed Price Services  Cover letter request with rationale for change  Identify applicable SIN(s)  Description of items, classes, categories, services  Updated CSP (if applicable)  Proposed prices  Commercial Price List if applicable

Federal Acquisition Service U.S. General Services Administration 7 Documentation Requirements for EPAs Commercial Price List  Contracts based on  Updated CSP (if applicable)  New Commercial Price List  Proposed Rates to GSA –Identify % increase and discount %  Documentation supporting the reasonableness of the price increase/rationale

Federal Acquisition Service U.S. General Services Administration 8 Documentation Requirements for EPAs Other than Commercial Price List  Contracts based on Clause I-FSS-969  Submit request and supporting information that substantiates market rate increase  Submit proposed new rates  Submit updated CSP (if applicable)  Fixed escalation – no action required

Federal Acquisition Service U.S. General Services Administration 9 Novation or Name Change – FAR  Change company name  Novation agreement allows the Government to recognize a third party as the successor in interest to a Government contract when the third party’s interest in the contract arises out of the transfer of -  All the contractor’s assets; or  The portion of the assets involved in performing the contract

Federal Acquisition Service U.S. General Services Administration 10 eMods  eOffer webpage –  Obtain digital certificate  Choose mod type and complete modification request  Include all supporting documents  After negotiations, Contracting Officer creates final contract mod, notice to contractor when mod is ready for contractor’s signature

Federal Acquisition Service U.S. General Services Administration 11 How to keep your MAS contract!  Complete/current GSA Advantage SIP file  Market your services  Timely submission of IFF on sales  Maintain your contract  Mass modifications  Address or contact changes  Novation or name change  Price changes  Add/delete services

Federal Acquisition Service U.S. General Services Administration 12 Why contracts are cancelled!  Lack of Sales (no/low sales)  Contractor request or contractor goes out of business  Multiple contracts, same schedule  Out of scope work  Poor contractor performance (not reporting sales/IFF, not in Advantage, inadequate contract management)

Federal Acquisition Service U.S. General Services Administration 13 Industrial Operations Analyst Reviews  Administrative Contracting Officer representative  Not an “auditor”  Conduct periodic reviews  Contractor Assist Visit Report  Administrative Report Card

Federal Acquisition Service U.S. General Services Administration 14 Available Information  View the New Contractor Orientation website at  Vendor Information –Reporting Sales –The Steps to Success  Vendor Training –New Contractor Orientation Webcast –SIP Web Training

Federal Acquisition Service U.S. General Services Administration 15 Additional Information  Office of Small Business Utilization  –Doing Business With GSA  Schedule Specific Help (Example)  –Products and Services  Professional & Technical Solutions  Business Consulting (MOBIS)

Federal Acquisition Service U.S. General Services Administration 16 Options  GSA sends initial letter sent days prior to contract expiration date  Timely contractor response required  Reviewed by contract specialist  Goal is to exercise 30 days prior  Pre-award audits are the exception

Federal Acquisition Service U.S. General Services Administration 17 Option to Extend the Term of the Contract I-FSS-163  Submit updated Commercial Sales Practices (CSP) format  Submit contract rates in electronic format  Update ORCA - sign & return size re- representation mod  If large business, submit subcontracting plan  Return MFC modification (if changed)

Federal Acquisition Service U.S. General Services Administration 18 Option to Extend the Term of the Contract  GSA reviews contract compliance  Electronic catalog current on GSA Advantage  Sales criteria met (I-FSS-639)  Performance acceptable – IFF reporting, customer complaints, quality issues  Subcontracting goals met (large businesses)  Determine if prices/escalation still reasonable

Federal Acquisition Service U.S. General Services Administration 19 Pre-Award Audits  GSA IG reviews  Coordinated with GSA PCO  Audits selected based on sales and PCO identified issues  Notification letters sent 210 days prior to contract expiration date  May result in temporary contract extension

Federal Acquisition Service U.S. General Services Administration 20 Why options are not exercised!  Lack of sales (no/low sales)  Out of scope work  Lack of required documentation (CCR, ORCA, Sub K Plan, CSP, novation, etc.)  Contractor request or contractor goes out of business  Pricing not fair and reasonable  Poor contractor performance (not reporting sales/IFF, not in Advantage, inadequate contract management)  Multiple contracts, same schedule  Response to GSA contract specialist not timely

Federal Acquisition Service U.S. General Services Administration 21 Contractor Systems Maintenance  Requirements:  GSA Advantage (  CCR (  ORCA (  ESRS (Large Businesses) (

Federal Acquisition Service U.S. General Services Administration 22 Need Assistance?  Modification request instructions available (document library – modifications):      Contact Contracting Officer-adjacent to contractor info (