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How to Prepare a Quality Modification Request

Learn how to prepare a high-quality modification request for GSA contracts, specifically for adding Special Item Numbers (SIN) or Service/Labor Categories. Ensure GSA Advantage! is up-to-date, refer to FABS Solicitation FCXB-F4-020002-B, include cover letter and attachments such as rationale, commercial sales practices format, proposal pricelist, and supporting pricing documentation.

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How to Prepare a Quality Modification Request

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  1. How to Prepare a Quality Modification Request July 2010

  2. GSA Modification Preparation • Determine type of Mod: Adding Special Item Number (SIN) OR Service/Labor Category • Make certain GSA Advantage! is current and up to date • Refer to FABS Solicitation FCXB-F4-020002-B on FEDBIZOPPS

  3. Request to Add Services/Labor Categories • Cover letter • Attachments • 1. Rationale for request. Include why it is necessary to add services and how these services differ from those already awarded • 2. Commercial Sales Practice (CSP) Format • 3. Proposal Pricelist - Document 8 • Supporting Documentation • Commercial Price List • Other Than Commercial Price List • GSA Price List

  4. Proposal Price List Preparation(Attachment 8) • SIN(s) proposed • Service/Product proposed • MFC/Best commercial customer • MFC/Best commercial customer price • Discount % offered to MFC/Best commercial customer • Discount % offered to GSA • Prices offered to GSA, excluding Industrial Funding Fee (IFF) • Prices offered to GSA, including IFF

  5. Proposal Price List Preparation Example

  6. Proposal Price List Preparation Example Cont…

  7. Commercial Sales Practices Format (Attachment 9) • Previous sales information • Estimated sales per SIN • Discounting policies • Deviations from standard commercial practices

  8. Commercial Sales Practices Format Example ABC Company, Inc. 520-1, 520-2, 520-4 5,000,000 10/1/07 9/30/08 100,000 520-1 100,000 520-2 520-4 100,000

  9. Commercial Sales Practices Format (Attachment 9) Cont… If “No,” explain in Price Narrative If “Yes,” explain in Price Narrative

  10. Economic Price Adjustment • Based on Commercial Price List: • 552.216-70 ECONOMIC PRICE ADJUSTMENT – FSS MULTIPLE AWARD SCHEDULE CONTRACTS (SEP 1999) (ALTERNATE I – SEP 1999) • Based on changes in Commercial Price List • Based on Market Price: • I-FSS-969 ECONOMIC PRICE ADJUSTMENT – FSS MULTIPLE AWARD SCHEDULE (JAN 2002) • Negotiate fixed escalation rate • Based on market indicator

  11. Supporting Pricing Documentation • Support for EACH proposed service • Invoices • Contracts • Quote sheets • Clear and relevant relationship between document and price • Document labeled with corresponding labor category or service

  12. Supporting Documentation Example

  13. Supporting Documentation Example

  14. Request to Add Special Item Numbers • Cover letter • Attachments • Technical Proposal

  15. Cover Letter • Submit a cover letter signed by an authorized negotiator (as shown in your contract) stating that you are requesting to add services to your contract. • State that the services being proposed are based on a Commercial Price List (CPL) or Other Than a Commercial Price List (depending on how your contract was awarded).

  16. Cover Letter contd. • State whether the Economic Price Adjustment (EPA) method for the proposed service will be the same as the existing service in the contract (if it is different, you must provide a rationale for this change). Your awarded prices are based on either the EPA clause 552.216-70 (for contracts based on a Commercial Price List) or EPA clause I-FSS-969 (for contracts based on Other Than a Commercial Price List). • State that all prices offered to GSA are inclusive of the current 0.75% IFF.

  17. Attachments • Rationale for request. Include why it is necessary to add services. • Commercial Sales Practice (CSP) Format • Proposal Pricelist - Document 8

  18. Adding SINs • Technical Proposal • Relevant Project Experience: • (i) For each service SIN offered, the offeror must provide descriptions of two (2) projects. • Each description must state the SIN to which it applies, and identify the specific services being proposed for that SIN. • (ii) The projects must either have been completed within the last two years or be on-going. For on-going contracts with a base year and option years, at a minimum, the base year must have been completed; for multi-year task orders, at a minimum, the first year must have been completed.

  19. Adding SINs contd. • (iii) The offeror must demonstrate that the tasks performed are of a similar complexity to the work solicited under each SIN. The offeror may provide the same project for more than one SIN as long as the description identifies which specific work relates to each SIN. All examples of completed services must have been found to be acceptable by the client. Project descriptions shall not exceed four (4) pages per project.

  20. Adding SINs contd. • (iv) Each project description shall include the following customer reference information: • (A) Customer/Client Name • (B) Project Name/Contract Number • (C) Customer Point of Contact for Project • (D) POC’s phone number and e-mail • (E) Project performance period (include months/years) • (F) Dollar value of the entire project

  21. Adding SINs contd. • (G) Dollar value received for the work performed relevant to the SIN offered • (H) Brief summary of the project as a whole (background, purpose, etc.) • (I) A copy of the Statement of Work for the project; this does not count against the limitation of four pages per project.

  22. Adding SINs contd. • (v) As applicable, each project description shall include a narrative account of the work performed that addresses the following elements: • (A) Detailed description of SIN-relevant work performed and results achieved • (B) Methodology, tools, and/or processes utilized in performing the work • (C) Demonstration of compliance with any applicable laws, regulations, Executive Orders, OMB Circulars, professional standards, etc.

  23. Adding SINs contd. • (D) Project schedule (i.e., major milestones, tasks, deliverables), including an explanation of any delays • (E) How the work performed is similar in scope and complexity to that described in the Statement of Work (Part I of this solicitation) • (F) Demonstration of specific experience and/or special qualifications detailed in the Statement of Work (Part I of this solicitation)

  24. Adding SINs contd. • GSA Price List • Pricing Support (if adding new services/labor categories also) • Commercial Price List • Other Than Commercial Price List

  25. Project Description Example – Customer Reference Information Section II - Technical Proposal ABC Company, Inc. SIN 520 5 – Loan Servicing & Asset Management Project 1 – Department of Veterans Affairs – Loan Resolution Project Customer/Client Name: Department of Veterans Affairs Project Name/Contract Number: LRP-1 / VA-04-1224-A Point of Contact: Jane Smith Point of Contact Phone Number: (555) 555-5555 Point of Contact Email: jane.smith@va.gov Performance Period: 10/1/06 – 9/30/07 Dollar Value of Project: $5,000,000.00 Dollar Value of SIN-Relevant Work: $4,425,000.00

  26. Project Description Sample – Narrative Section II – Technical Proposal ABC Company, Inc. Brief Summary of Project The VA contracted with ABC Company, Inc. to provide an end- to-end solution, from loan origination through the fulfillment of borrower obligations to increase the effectiveness of its loan servicing program. Detailed Description of SIN-Relevant Work Explain in detail the elements of the project which relate directly to the Schedule’s Statement of Work. Methodology, Tools, and/or Processes Utilized Explain how your firm performed the work.

  27. Project Description Sample – Narrative Cont… Section II – Technical Proposal ABC Company, Inc. Demonstration of compliance with any applicable laws, regulations, Executive Orders, OMB Circulars, professional standards, etc. ABC Company demonstrated compliance with…. Project schedule (i.e., major milestones, tasks, deliverables), including an explanation of any delays - October 2006 – Began preliminary assessment… - December 2007 – Presented findings…. - January 2007 – Developed implementation strategy…. And so on, and so on…

  28. Substitution for Project Experience • If project experience does not exist, the offeror may substitute relevant projects of predecessor companies or key personnel that will be performing major aspects of the work • Must provide a project description which clearly identifies the entity or personnel that performed the services

  29. Submitting Your Mod Request E - Mod http://eoffer.gsa.gov/

  30. For Further Assistance • Financial and Business Solutions (520) • Hotline: (703) 605-9500 • Email: fabs@gsa.gov

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