Ralph Lentz GSA, FAS, Management Services Center

1. Contract Administration Ralph LentzGSA, FAS, Management Services Center April 16, 2009

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. 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. 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. Adding SINs – Modifications clause 552.243-72 and proposal instructions • 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

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. Documentation Requirements for EPAsCommercial 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. Documentation Requirements for EPAsOther 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. 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. 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. 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. 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. Industrial Operations Analyst Reviews • Administrative Contracting Officer representative • Not an “auditor” • Conduct periodic reviews • Contractor Assist Visit Report • Administrative Report Card

14. Available Information • View the New Contractor Orientation website at http://vsc.gsa.gov • Vendor Information • Reporting Sales • The Steps to Success • Vendor Training • New Contractor Orientation Webcast • SIP Web Training

15. Additional Information • Office of Small Business Utilization • www.gsa.gov/sbu • Doing Business With GSA • Schedule Specific Help (Example) • www.gsa.gov • Products and Services • Professional & Technical Solutions • Business Consulting (MOBIS)

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. 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. 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. 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. 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. 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. 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)