Since we are at the beginning of 2015, now is the time to ensure that all the data on your GSA Schedule Contract is up-to-date. Below I highlight some of the most important data on your GSA Schedule Contract that Contractors should ensure are up-to-date to ensure compliance in the New Year.
Authorized Negotiators: Make sure all the authorized negotiators on your contract are still supporting your contract and if not, remove them via an administrative modification. If you need to add new authorized negotiators to your GSA Schedule, submit an administrative modification as well and include screenshots of that individual’s digital certificate. Please note: unless an individual is authorized on your GSA Schedule, they cannot discuss your Contract with your Contracting Officer (CO).
Digital Certificate: Make sure your digital certificate is still valid and if it’s not, renew it or order a new one as soon as possible. Without a valid digital certificate, an authorized negotiator cannot access the eMod System.
Administrative Contract Data: Ensure that all the administrative data on your contract is up-to-date, such as the Contract Administrator, phone and fax number, e-mail address, website address, physical address, etc. This is very important because your CO will use this contact information to contact you regarding your GSA Schedule Contract.
Pricing: Did your firm issue a new commercial price list in 2015? If your firm has and your Economic Price Adjustment (EPA) is tied to FAR clause 552.216-70, it’s time to update your pricing on your GSA Schedule. If your EPA is tied to FAR clause I-FSS-969 (1), make sure to continually monitor the Bureau of Labor Statistics (BLS) website to ensure that you do not miss out on an EPA. GSA rarely allows one to “catch up” when it comes to EPA if they have missed past updates to the market indicators.
Additions: Did your firm add a new line of products or a new type of service in 2015? If you have sold these new products or services in 2015, submit an additions modification to add these new products and/or services to your GSA Schedule Contract and make sure to include supporting documentation for your proposed prices. Upon award, update your GSA Advantage! SIP and text files.
Deletions: If products and/or services currently on your GSA Schedule Contract are no longer being offered, it is time to submit a deletion modification to remove them from your contract. After award of this modification, you will then need to update your SIP and GSA Advantage! text file to reflect these changes as well.
GSA Advantage! Price List: Ensure that your GSA Advantage! Price List is up-to-date per the last modification awarded under your GSA Schedule Contract. Make sure to note the modification number and effective date in SIP and on the front page of your GSA Advantage Price List. Also, make sure that the terms and conditions (contract ordering information) are up-to-date per the latest refresh to your GSA Schedule Contract.
Mass Modifications: Ensure that all the outstanding mass modifications issued against your Contract have been accepted. With the majority of the GSA solicitations being refreshed back in December 2014, mass modifications have been released for most of the GSA Schedules. If you have multiple outstanding mass modifications, there’s a good chance the pin numbers you originally received from your Administrative Contracting Officer (ACO) have expired. If this is the case, e-mail your ACO to obtain a new pin number.
Small Business Reports: If you are a large business, ensure that all your small business reports are submitted. Your last report was due on 10/30/2014. If for some reason your report was rejected, please address the reasons for rejection and re-submit as soon as possible. Note: If your firm has an Individual Small Business Subcontracting Plan, your first Individual Subcontracts Report (ISR) is due on 4/30/2015.
IFF Reports: Your GSA Schedule Contract Industrial Funding Fee (IFF) reports for January through March 2015 are due on 4/30/2015. When making this payment, ensure that you do not have any outstanding IFF reports due. Note: Even if your firm had zero sales during this period you are still required to report it via the 72a System.
If you need help updating data on your GSA Schedule Contract, feel free to e-mail me at email@example.com.