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

2. 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

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

4. Federal Acquisition Service U.S. General Services Administration 4 Administrative Changes  Address, telephone, fax, e-mail or web address  Personnel changes  Contact for Contract Administration (G-FSS-900-C)  Authorized Negotiators (K-FSS-1)  Ordering Information (552.216-73)

5. 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 552.243-72 and proposal instructions

6. 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

7. Federal Acquisition Service U.S. General Services Administration 7 Documentation Requirements for EPAs Commercial Price List  Contracts based on 552.216-70  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

8. 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

9. Federal Acquisition Service U.S. General Services Administration 9 Novation or Name Change – FAR 42.12  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

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

11. 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

12. 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)

13. 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

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

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

16. Federal Acquisition Service U.S. General Services Administration 16 Options  GSA sends initial letter sent 150-180 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

17. 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)

18. 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

19. 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

20. 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

21. Federal Acquisition Service U.S. General Services Administration 21 Contractor Systems Maintenance  Requirements:  GSA Advantage (http://vsc.gsa.gov)  CCR (www.ccr.gov)  ORCA (http://orca.bpn.gov)  ESRS (Large Businesses) (www.esrs.gov)

22. Federal Acquisition Service U.S. General Services Administration 22 Need Assistance?  Modification request instructions available (document library – modifications):  http://www.gsa.gov/environmental  http://www.gsa.gov/logworld  http://www.gsa.gov/mobis  http://www.gsa.gov/eng  Contact Contracting Officer-adjacent to contractor info (http://www.gsaelibrary.gsa.gov)