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

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

3. 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 210 days before contract expiration
Contractor’s opportunity to decline exercising the option

4. 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

5. 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

6. 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

7. 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.

8. 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.

9. 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.

10. Questions/Comments?
Open Discussion - Q&A

11. Point of Contact RICHARD ARMSTEAD – 817-850-8124