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Contract Administration Issues

Contract Administration Issues

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Contract Administration Issues

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  1. Contract Administration Issues Ralph Lentz MSC Industry Day August 18, 2009

  2. 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

  3. 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/remitting IFF, not in GSA Advantage, inadequate contract management)

  4. Meeting Sales Requirements • Required Sales: $25K 1st two years, $25K yearly after two years • Marketing Resources • www.sba.gov • www.fedbizopps.gov • www.gsaadvantage.gov • www.gsa.gov/mgmtservices

  5. Industrial Operations Analyst Reviews • Administrative Contracting Officer representative • Not an “auditor” • Conduct periodic reviews • Contractor Assist Visit Report • Administrative Report Card

  6. 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

  7. 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)

  8. 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

  9. Options Continued • Expect to be asked to “clean up” contract • SIN, labor categories, support products not sold • Update GSA Advantage file • Address unresolved performance problems

  10. 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

  11. 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