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Contract Administration. Ralph Lentz GSA, FAS, Management Services Center. April 16, 2009. Government Initiated Modifications. Mass mods - update clauses, IFF changes Add or delete services/Special Item Numbers (SINs) Incorporate revised wage determinations Contract cancellation Options .

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slide1

Contract Administration

Ralph LentzGSA, FAS, Management Services Center

April 16, 2009

government initiated modifications
Government Initiated Modifications
  • Mass mods - update clauses, IFF changes
  • Add or delete services/Special Item Numbers (SINs)
  • Incorporate revised wage determinations
  • Contract cancellation
  • Options
contractor modification requests
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
administrative changes
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)
adding sins modifications clause 552 243 72 and proposal instructions
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
adding labor categories classes items or other fixed price services
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
documentation requirements for epas commercial price list
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
documentation requirements for epas other than commercial price list
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
novation or name change far 42 12
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
emods
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
how to keep your mas contract
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
why contracts are cancelled
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)
industrial operations analyst reviews
Industrial Operations Analyst Reviews
  • Administrative Contracting Officer representative
  • Not an “auditor”
  • Conduct periodic reviews
    • Contractor Assist Visit Report
  • Administrative Report Card
available information
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
additional information
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)
options
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
option to extend the term of the contract i fss 163
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)
option to extend the term of the contract
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
pre award audits
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
why options are not exercised
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
contractor systems maintenance
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)
need assistance
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)