Federal Acquisition Service U.S. General Services Administration Ralph Lentz GSA, FAS, Management...
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Federal Acquisition Service U.S. General Services Administration Ralph Lentz GSA, FAS, Management Services Center April 16, 2009 Contract Administration
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Transcript of Federal Acquisition Service U.S. General Services Administration Ralph Lentz GSA, FAS, Management...
Federal Acquisition Service
U.S. General Services Administration
Ralph LentzGSA, FAS, Management Services CenterRalph LentzGSA, FAS, Management Services Center
April 16, 2009April 16, 2009
Contract AdministrationContract Administration
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Federal Acquisition Service
U.S. General Services Administration
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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Federal Acquisition Service
U.S. General Services Administration
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
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Federal Acquisition Service
U.S. General Services Administration
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)
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Federal Acquisition Service
U.S. General Services Administration
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
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Federal Acquisition Service
U.S. General Services Administration
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
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Federal Acquisition Service
U.S. General Services Administration
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
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Federal Acquisition Service
U.S. General Services Administration
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
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Federal Acquisition Service
U.S. General Services Administration
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
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Federal Acquisition Service
U.S. General Services Administration
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
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Federal Acquisition Service
U.S. General Services Administration
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
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Federal Acquisition Service
U.S. General Services Administration
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)
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Federal Acquisition Service
U.S. General Services Administration
Industrial Operations Analyst Reviews
Administrative Contracting Officer representative Not an “auditor” Conduct periodic reviews
Contractor Assist Visit Report Administrative Report Card
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Federal Acquisition Service
U.S. General Services Administration
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
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Federal Acquisition Service
U.S. General Services Administration
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)
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Federal Acquisition Service
U.S. General Services Administration
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
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Federal Acquisition Service
U.S. General Services Administration
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)
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Federal Acquisition Service
U.S. General Services Administration
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
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Federal Acquisition Service
U.S. General Services Administration
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
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Federal Acquisition Service
U.S. General Services Administration
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
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Federal Acquisition Service
U.S. General Services Administration
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)
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Federal Acquisition Service
U.S. General Services Administration
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)
