Securing a coveted GSA Schedule contract is a significant milestone for businesses looking to expand their reach within the government procurement landscape. However, the work doesn’t stop once the contract is awarded. Maintaining compliance and successfully leveraging your GSA Schedule contract requires a comprehensive understanding of the post-award process. This checklist outlines the essential steps to help GSA Schedule contractors remain compliant with key contract terms and conditions, ensuring the viability and long-term success of their GSA Schedule contract.
Required Actions Following Contract Award
Congratulations on securing a GSA Schedule contract! As a new GSA vendor, you must now take several crucial steps to properly set up and manage your contract. The first priority is to get familiar with the GSA Vendor Support Center (VSC). This comprehensive resource provides all the guidance and tools you need to successfully navigate your GSA journey.
Submit Contract Data for GSA Advantage
Within 30 calendar days after contract award, you must submit your electronic contract data for publication on GSA Advantage. This ensures your awarded products and services are available for government buyers to discover and purchase. Review the VSC’s guidance on uploading your GSA Schedule price list to GSA Advantage.
Register for FAS ID and Reporting Portal
- Register for a FAS ID to access the FAS Sales Reporting Portal.
- Determine whether your contract was awarded with transactional data reporting (552.238-80 Alternate I) or without TDR requirements (552.238-80).
Accept Orders Within Scope
Federal, state, local, and tribal government buyers are authorized to use your GSA Schedule contract. You must accept all orders from executive branch agencies that fall between the minimum and maximum order limits specified in your contract. However, you may reject orders from outside the executive branch, but must do so within 5 working days.
Marketing Your GSA Schedule Contract
Developing an effective marketing plan is crucial for generating sales through your GSA Schedule contract. To maintain your contract, you must achieve at least $100,000 in sales within the first 5 years and $125,000 in each 5-year period thereafter.
Achieve Sales Goals to Maintain Contract
Proactively pursuing government contracting opportunities is key to meeting your GSA Schedule sales goals. Utilize tools like SAM.gov and eBuy to identify and bid on relevant solicitations. Develop a comprehensive marketing strategy that showcases your GSA Schedule capabilities and the value you can provide to government buyers.
To maintain your GSA Schedule contract, consistently meet or exceed your sales targets. Regularly review your performance and adjust your marketing efforts as needed to drive more GSA Schedule sales. Failing to achieve the required sales levels could result in the termination of your contract.
| Contract Period | Minimum Sales Requirement |
|---|---|
| First 5 Years | $100,000 |
| Each Subsequent 5-Year Period | $125,000 |
By proactively marketing your GSA Schedule contract and meeting your GSA sales goals, you can ensure the long-term GSA contract retention of your business.
Checklist for After GSA Schedule Award
Securing a GSA Schedule contract is a significant accomplishment, but the work doesn’t stop there. To ensure the ongoing success and viability of your GSA Schedule contract, it’s crucial to follow a comprehensive post-award checklist. This checklist outlines the key steps and requirements for GSA Schedule contractors to follow after the contract has been awarded.
First and foremost, it’s important to familiarize yourself with the GSA Vendor Support Center. This resource provides valuable information and guidance on managing your GSA Schedule contract, including compliance requirements, contract modifications, and more.
Next, you’ll need to submit your contract data for inclusion in the GSA Advantage program. This will make your products and services visible to federal buyers, increasing your chances of securing new business.
Additionally, you’ll need to register for a FAS ID and the GSA Reporting Portal. These tools will allow you to manage your contract, report sales, and remit fees as required.
Finally, be sure to accept orders within the scope of your GSA Schedule contract. Adhering to the terms and conditions of your contract is essential for maintaining compliance and avoiding potential issues.
By following this comprehensive post-award checklist, GSA Schedule contractors can position themselves for long-term success and ensure the ongoing viability of their GSA Schedule contract.
Submitting Contract Modifications
As a GSA Schedule contract holder, it’s important to stay on top of the modification process to ensure your contract remains current and compliant. The GSA provides comprehensive guidance on submitting contract modifications, including the use of specific templates for services/training and product price proposals.
Review Modification Guidance
Take the time to review the GSA’s modification and mass modification instructions to understand the required steps and documentation. This will help you navigate the process efficiently and avoid any delays or issues with your modification requests.
Submit Revised Wage Determinations
When a mass modification incorporates a revised index of wage determinations, you must request any increase or decrease claimed under FAR 52.222-43 within 30 calendar days. Monitor the Mass Modifications portal for due dates of pending modifications and be proactive in submitting your revised GSA contract wage determinations.
| Modification Type | Required Template |
|---|---|
| GSA Schedule contract modifications | GSA modification templates |
| Services/Training Price Proposal | Modification Price Proposal Template |
| Products Price Proposal | Modification Price Proposal Template |
Exercising Contract Options
As you approach the end of your GSA Schedule contract, it’s crucial to navigate the option exercise process efficiently. This step ensures the continuation of your valuable GSA Schedule contract, allowing you to maintain your presence on the GSA Advantage catalog and continue serving government clients.
Respond to Notification Letter
Approximately 165 days prior to your contract end date, you will receive a system-generated contractor notification letter. This letter serves as a reminder to exercise the option and extend your GSA Schedule contract. To do so, you must submit your response through the eMod system within the specified timeframe.
Update GSA Advantage Catalog
Once you have successfully exercised the option to extend your GSA Schedule contract, you must update the electronic contract data for publication on the GSA Advantage catalog. This step ensures that your offerings remain visible and accessible to government buyers. You have 30 days after exercising the option to submit these updated catalog details.
| Requirement | Timeframe |
|---|---|
| Receive Contractor Notification Letter | 165 days prior to contract end date |
| Submit eMod Response to Exercise Option | Within specified timeframe |
| Submit Updated GSA Advantage Catalog Data | Within 30 days after exercising option |
Adhering to Compliance Timelines
As a GSA Schedule contract holder, adhering to compliance timelines is crucial for maintaining your contract’s integrity and avoiding any potential issues. Two key areas to focus on are reporting sales data and tracking price reductions.
Report Sales and Remit Fees
Accurately track all sales made through your GSA Schedule contract by Special Item Number (SIN). Timely reporting of this sales data and the remittance of the required Industrial Funding Fee (IFF) is essential. Utilize the FAS sales reporting portal to fulfill these obligations, ensuring your submissions are compliant with the reporting requirements specific to your SINs.
Report Price Reductions
The Price Reductions clause (552.238-81) requires you to report any price decreases to your contracting officer within 15 days of the effective date. This includes price reductions for items subject to the GSA Schedule price reduction clause. Staying on top of these reporting requirements will help you maintain the integrity of your contract and avoid any potential issues.
| Compliance Requirement | Deadline |
|---|---|
| Report Sales and Remit IFF | Quarterly |
| Report Price Reductions | Within 15 days of effective date |
By staying on top of these compliance timelines, you can ensure your GSA Schedule contract remains in good standing and continue to benefit from the opportunities it provides.
Maintaining Current Information
As a GSA Schedule contract holder, it is essential to maintain accurate and up-to-date information across various platforms. This includes ensuring your SAM.gov profile remains active and your SAM registration details are current throughout the life of your contract. Additionally, if you have any first-tier subcontractors, you must report their information through the FSRS.gov system.
Update SAM and FSRS Reporting
Regularly review your SAM.gov profile to verify that all the information, including your business size, CAGE code, and ownership details, is correct and reflects any changes. Failure to maintain an active SAM registration can lead to the suspension of your GSA Schedule contract. If you have subcontractors, be diligent in reporting their information through the FSRS.gov system as required.
Notify Contracting Officer of Changes
It’s crucial to communicate any significant changes to your business, such as updates to your CAGE code, changes in business size, or ownership modifications (e.g., through a novation or change-of-name agreement), to your contracting officer within the specified timelines. Keeping your contracting officer informed about these updates ensures the continued smooth administration of your GSA Schedule contract.
| Key Requirement | Reporting Frequency | Consequences of Non-compliance |
|---|---|---|
| Maintain an active SAM.gov registration | Continuous | Suspension of GSA Schedule contract |
| Report first-tier subcontractor information via FSRS.gov | As required | Potential audit and enforcement actions |
| Notify contracting officer of changes to CAGE code, business size, or ownership | Within specified timelines | Contractual non-compliance and potential termination |
By staying diligent in maintaining your SAM.gov profile, reporting subcontractor information, and notifying your contracting officer of relevant changes, you can ensure your GSA Schedule contract remains compliant and in good standing.
Representations and Certifications
As a GSA Schedule contract holder, you are required to fulfill various representations and certifications to maintain compliance with your agreement. These include reporting on executive compensation if applicable, as well as keeping your information current in the Federal Awardee Performance and Integrity Information System (FAPIIS).
Reporting Executive Compensation
If your organization meets the criteria for reporting executive compensation, you must submit this information annually. The reporting threshold is based on your prior year’s gross income from federal procurement contracts, grants, and cooperative agreements. Staying on top of this requirement is crucial to avoid potential penalties or contract termination.
Updating FAPIIS Information
The FAPIIS database tracks the performance and integrity of federal awardees. As a GSA Schedule contractor, you must regularly review and update your organization’s information in this system, ensuring it remains accurate and up-to-date.
| Representation/Certification | Description | Reporting Frequency |
|---|---|---|
| Executive Compensation | Report on executive compensation if your organization meets the reporting threshold | Annually |
| FAPIIS Updates | Review and update your organization’s information in the Federal Awardee Performance and Integrity Information System | Ongoing |
By fulfilling these GSA Schedule representations and certifications, you can demonstrate your commitment to compliance and maintaining a successful executive compensation reporting relationship with the federal government.
Subcontracting Requirements
When holding a GSA Schedule contract, it’s crucial to comply with the subcontracting requirements. This includes adhering to limitations on the amount of work that can be subcontracted. Contractors who are classified as “other than small” must submit subcontracting performance reports through the ESRS.gov system to demonstrate their adherence to these requirements.
Maintaining proper subcontracting practices is essential for preserving the integrity of your GSA Schedule contract. Failure to comply with the subcontracting rules can lead to serious consequences, such as contract termination or even legal action. It’s vital that you thoroughly understand and strictly follow the subcontracting guidelines set forth by the GSA.
Regularly reviewing the subcontracting regulations and submitting the necessary reports can help ensure that your GSA Schedule contract remains in good standing. By prioritizing compliance in this area, you can avoid potential pitfalls and continue to enjoy the benefits of your GSA Schedule contract.
