Contract Extension Process

1. Tuesday, March 15, 2011 Contract Extension Process

3. Extending Your FSS Contract Relevant Clauses Types of Contract Extensions OIG Review Thresholds Notification Process Submitting a Contract Extension Package Review & Award Process Compliance Requirements Submitting a Successful Contract Extension Proposal Key Elements of a Successful Contract Extension Support & Assistance 3 Federal Supply Schedule Service

4. Extending Your FSS contract Section Objectives: Relevant Clauses Types of Contract Extensions Submitting an Extension Package Issues related to the contract extension process

5. 5 Relevant Clauses Federal Supply Schedule Service

6. Types of Contract Extensions 6

7. 7 OIG Review Thresholds Federal Supply Schedule Service CS may request audits for contracts valued lower than the stated thresholds under special circumstances. The CS will consider: The information provided by the offeror is not accurate, complete, or current The contractor�s past performance Whether sensitive or unusual conditions exist If it is a contract under which sales are so significant in dollar value or government requirements that an audit is warranted to protect the government�s interest. Auditor: Identifies MFC Verifies validity of proposed TC 60 working days after receipt of the requestCS may request audits for contracts valued lower than the stated thresholds under special circumstances. The CS will consider: The information provided by the offeror is not accurate, complete, or current The contractor�s past performance Whether sensitive or unusual conditions exist If it is a contract under which sales are so significant in dollar value or government requirements that an audit is warranted to protect the government�s interest. Auditor: Identifies MFC Verifies validity of proposed TC 60 working days after receipt of the request

8. 8 Pre-Award OIG Reviews Federal Supply Schedule Service

9. Government Notification (New Process) The Government will inform you of its intent to extend your contract at least 12 months prior to expiration. Initial notification will be sent via email with a hardcopy original sent to the primary Contract Administrator. This will include the contract extension package. Quarterly reminders will be sent via email. The extension package may also be obtained from your assigned Contract Specialist or from the FSS Help Desk. 9 How do I know if my contract will be extended?

10. Unless otherwise noted or agreed upon, all solicitation clauses and awarded terms and conditions apply to any resultant contract extension. All contract extension packages must be emailed to helpdesk.ammhinfss@va.gov Unless otherwise directed, we do NOT accept hard copies of extension proposals.� If the electronic file is 5mb or larger, please submit the proposal on CD to our mailing address:  Include all requested information with your initial submission. If all required material is not received, the assigned Contract Specialist may return your package with no additional action. Retain a copy of your proposal for your records. If awarded, your contract will be modified to extend the end date of the contract. 10 Submitting a Contract Extension Package

11. 11 Option Years Remaining Contract Extension Review & Award � Option Years

12. Download the current solicitation package http://www1.va.gov/oamm/oa/nac/fsss/schedules.cfm Read the entire Schedule solicitation thoroughly and: Complete and submit all required documents Complete all mandatory compliance checks (ORCA, CCR, VETS-100, VetBiz (if applicable) Submit a Manufacturer Letter of Commitment, and proof of insurance as required Disclose pricing on best commercial accounts and standard deviation practices and be prepared to justify your proposed FSS pricing. 12 Submitting an Offer Contract Extension Review & Award � No Options Years

13. 13 Annual Compliance Requirements

14. Contract has option years remaining Past performance is satisfactory All required registrations are up-to-date All contract requirements have been fulfilled Price Lists submitted and updated as needed Submit sales reports and IFF payments on time Sales meet the requirements of the Contract Sales Criteria clause The CS determines that your contract continues to be in the best interest of the Government 14 Your contract will be extended if� Federal Supply Schedule Service

15. 15 Important Notes Federal Supply Schedule Service

16. Submitting a Successful Contract Extension Proposal Section Objectives: Key Elements of a Successful Proposal Support & Assistance

17. 17 Federal Supply Schedule Service Key Elements of a Successful Contract Extension

18. Contact your local PTAC for assistance in: Determining your firm�s suitability for contracting Proposal preparation Securing necessary registrations and socioeconomic registrations Researching procurement histories Networking Identifying bid opportunities Contract performance issues Preparing for audit Contact your local PTAC The Association of Procurement Technical Assistance Centers (APTAC) represents 94 PTACs dedicated to assisting businesses seeking to compete successfully in federal, state and local government contracting.� Learn about the PTACs and connect to a Center near you to get the help you need.� http://www.aptac-us.org 18 Procurement Technical Assistance Center (PTAC) Contact your local Procurement Technical Assistance Center (PTAC) Federal Supply Schedule Service

19. Federal Supply Schedule Service Helpdesk.ammhinFSS@va.gov (708) 786-7737