Securing a GSA Schedule contract is a significant milestone for businesses seeking to expand their presence in the government procurement sector. However, the work does not end once the contract is awarded. Maintaining compliance and effectively leveraging your GSA Schedule contract requires a comprehensive understanding of the post-award process. This article outlines the essential steps to help GSA Schedule contractors remain compliant with key contract terms and conditions, ensuring the long-term viability and success of their GSA Schedule contract.
Familiarize Yourself with the Vendor Support Center (VSC)
Immediately after your GSA Multiple Award Schedule (MAS) contract is awarded, it’s crucial that you familiarize yourself with the Vendor Support Center (VSC). The VSC is a comprehensive resource designed to assist MAS contractors like yourself with navigating the post-award compliance requirements and responsibilities.
Register Your MAS Contract
One of the first steps you should take is to register your newly awarded MAS contract in the VSC. This ensures that you have access to the necessary tools and information to effectively manage your vendor support center, MAS contract, and post-award compliance.
Update Your VSC User Profile
If you already hold an existing MAS contract, it’s equally important that you update your VSC user profile at this time. Keeping your profile current allows you to receive timely notifications and communications from the General Services Administration (GSA) regarding your contract management.
Review the Contractor Start-up Kit
After securing your GSA Schedule contract, you should promptly review the comprehensive Contractor Start-up Kit available on the Vendor Support Center (VSC) website. This valuable resource will guide you through the critical steps required to successfully onboard and manage your contract.
Learn How to Upload Price List to GSA Advantage
One of the key tasks outlined in the Contractor Start-up Kit is how to properly upload your price list to GSA Advantage. This is a crucial step, as your awarded price list must be published on GSA Advantage for federal buyers to view and access your contract offerings. The kit provides detailed instructions on the required format, pricing structure, and submission process to ensure your price list is accurately reflected on the government’s procurement platform.
The Contractor Start-up Kit covers a wide range of topics essential for effectively managing your GSA Schedule contract, including:
- Registering your MAS contract
- Updating your VSC user profile
- Submitting electronic contract data to GSA Advantage
- Registering for the FAS ID and accessing the sales reporting portal
- Accepting orders from executive branch agencies
- Submitting modification requests and using required templates
- Exercising contract options and updating your GSA Advantage catalog
- Adhering to compliance timelines, reporting sales, and remitting fees
- Maintaining current business information
By thoroughly reviewing and implementing the guidance provided in the Contractor Start-up Kit, you can ensure a smooth onboarding process and effectively manage your contractor start-up kit, price list, GSA Advantage, onboarding, and contract management throughout the life of your GSA Schedule contract.
Submit Electronic Contract Data to GSA Advantage
As a GSA schedule contract holder, submitting your electronic contract data for publication on GSA Advantage is a crucial step. This ensures that your products, services, and solutions are readily available for federal agencies and other eligible buyers to discover and procure through the GSA Advantage platform.
The process of submitting electronic contract data involves several key steps, starting with registering your MAS contract in the Vendor Support Center (VSC). This platform provides a wealth of resources and tools to help you manage your contract effectively.
- Register your MAS contract in the Vendor Support Center (VSC).
- Familiarize yourself with the available resources and tools in the VSC to manage your contract efficiently.
- Ensure that your electronic contract data, including product and service details, pricing, and images, is accurate and up-to-date.
- Submit your electronic contract data to GSA Advantage within 30 calendar days after contract award.
- Regularly review and update your electronic contract data to maintain its relevance and accuracy on the GSA Advantage platform.
By diligently submitting your electronic contract data, you can enhance the visibility and accessibility of your offerings, making it easier for federal agencies and eligible buyers to discover and procure your solutions through the GSA Advantage platform.
| Requirement | Description |
|---|---|
| Electronic Contract Data Submission | Contractors must submit their electronic contract data for publication on GSA Advantage within 30 calendar days after contract award. |
| Contract Registration in VSC | Contractors must register their MAS contract in the Vendor Support Center (VSC) to manage their contract effectively. |
| Data Accuracy and Timeliness | Contractors must ensure that their electronic contract data, including product and service details, pricing, and images, is accurate and up-to-date. |
| Ongoing Data Maintenance | Contractors must regularly review and update their electronic contract data to maintain its relevance and accuracy on the GSA Advantage platform. |
Register for FAS ID and Access Sales Reporting Portal
As a GSA Schedule contractor, the first step in maintaining compliance is registering for a FAS ID. The FAS ID grants you access to the crucial FAS Sales Reporting Portal (SRP), where you’ll report your sales and remit the required industrial funding fee. Carefully reviewing your MAS contract is essential to determine whether your agreement includes Transactional Data Reporting (TDR) requirements or not.
Determine if Your Contract Has Transactional Data Reporting
Identifying the applicable clause in your MAS contract is crucial for properly reporting your sales and adhering to compliance requirements. Contracts awarded with the TDR clause have distinct reporting obligations compared to those without TDR. Familiarizing yourself with these differences will ensure you fulfill your contract’s specific sales reporting and fee remittance responsibilities.
- Understand if your MAS contract includes the Transactional Data Reporting (TDR) clause
- Review your contract terms to determine the applicable sales reporting and fee remittance requirements
- Register for a FAS ID to access the FAS Sales Reporting Portal and maintain compliance
Regardless of your contract type, obtaining a FAS ID is a vital first step in accessing the sales reporting tools and meeting your MAS contract obligations. Carefully reviewing your agreement and registering for the necessary credentials will set you on the path to success.
Accept Orders from Executive Branch Agencies
As a GSA Schedule contractor, you must be prepared to accept orders from executive branch agencies that fall within the scope and order limits of your Multiple Award Schedule (MAS) contract. This means being ready to process order acceptance for a wide range of government buyers, including federal agencies, military departments, and other executive departments.
Advise on Purchase Card Orders
In addition to accepting orders from executive branch agencies, you should also be ready to advise government buyers on purchase card orders. Federal buyers often use purchase cards to make small-dollar purchases, and as a GSA Schedule contractor, you need to be well-versed in the process to ensure a smooth transaction.
Achieve Sales Targets for Contract Continuity
To ensure the long-term viability of your GSA Schedule contract, you must meet specific sales targets. This includes achieving $100,000 in sales within the first five years and maintaining $125,000 in sales during each subsequent five-year period. Proactively marketing your GSA Schedule contract and securing government buyers is crucial for meeting these sales targets and maintaining the contract continuity.
| Requirement | Description |
|---|---|
| Order Acceptance | Be prepared to accept orders from executive branch agencies within the scope and order limits of your MAS contract. |
| Purchase Card Orders | Advise government buyers on the process of making small-dollar purchases using purchase cards. |
| Sales Targets | Achieve $100,000 in sales within the first five years and maintain $125,000 in sales during each subsequent five-year period to ensure contract continuity. |
GSA Schedule Award: Complete Checklist
Securing a GSA Schedule contract is a significant milestone, but the journey doesn’t end there. To ensure the ongoing success and viability of your contract, it’s crucial to follow a comprehensive post-award checklist. This checklist outlines the key steps and requirements for GSA Schedule contractors to navigate after the contract has been awarded.
One of the first tasks is to familiarize yourself with the GSA Vendor Support Center (VSC). This online portal serves as a hub for all the information and resources you’ll need to manage your contract effectively. Registering your MAS contract and keeping your VSC user profile up-to-date are essential steps in this process.
Next, it’s important to review the Contractor Start-up Kit, which provides valuable guidance on how to upload your price list to GSA Advantage, the government’s online ordering platform. Ensuring your catalog is accurately reflected in GSA Advantage is a critical compliance requirement.
- Familiarize yourself with the GSA Vendor Support Center (VSC)
- Register your MAS contract
- Update your VSC user profile
- Review the Contractor Start-up Kit
- Learn how to upload your price list to GSA Advantage
Submitting electronic contract data to GSA Advantage is another essential component of the post-award checklist. This ensures that your contract information is accurately reflected and accessible to government buyers.
To streamline the reporting and invoicing process, it’s crucial to register for a FAS ID and access the Sales Reporting Portal. Determining if your contract has transactional data reporting requirements is also an important consideration.
Accepting orders from Executive Branch agencies, providing guidance on purchase card orders, and achieving sales targets for contract continuity are all important aspects of the post-award checklist. Maintaining a strong relationship with your GSA customer representative will be key to navigating these requirements successfully.
By following this comprehensive post-award checklist, GSA Schedule contractors can ensure their contract remains compliant, their contract management processes are efficient, and their long-term success is secured.
Submit Modification Requests Properly
As a GSA Schedule contractor, you may need to submit modification requests throughout the lifecycle of your contract. It’s essential to review the detailed modification and mass modification guidance provided on the GSA website. This resource offers valuable instructions and outlines the required templates you must use, such as the Modification price proposal template for services and training and the Modification price proposal template for products. Leveraging the appropriate templates when submitting contract modifications is crucial for ensuring your submission is processed efficiently.
Use Required Templates
The GSA provides specific templates for contract modifications and mass modifications to ensure compliance and streamline the process. When submitting a modification request, you must use the following templates:
- Modification price proposal template for services and training
- Modification price proposal template for products
Utilizing the correct templates is essential for compliance and effective template usage when requesting changes to your GSA Schedule contract.
| Modification Type | Required Template |
|---|---|
| Services and Training | Modification price proposal template for services and training |
| Products | Modification price proposal template for products |
Exercising Contract Options
As your GSA Schedule contract approaches its end, it’s crucial to navigate the option exercise process efficiently. Approximately 165 days before your contract’s expiration, you’ll receive a system-generated contractor notification letter. This letter serves as a reminder to exercise the option and extend your GSA Schedule contract.
Respond to the Notification Letter
To exercise the option, you must submit your response through the eMod system within the specified timeframe. This step is essential in ensuring the continuity of your GSA Schedule contract. Carefully review the notification letter and follow the instructions to submit your extension request.
Update the 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, maintaining the contract continuity.
Staying on top of these contract option exercise and catalog update processes can help you avoid disruptions in your GSA Schedule offerings and maintain a seamless presence in the government procurement market.
Adhering to Compliance Timelines
As a GSA Schedule contract holder, maintaining compliance with key timelines is essential for preserving the integrity of your contract. Two critical 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) and ensure timely reporting of this sales data through the FAS sales reporting portal. Additionally, remember to remit the required Industrial Funding Fee (IFF) on these reported sales. Staying on top of these reporting requirements will help you avoid any potential issues with your contract.
Report Price Reductions
The Price Reductions clause requires you to report any price decreases to your contracting officer within 15 days of the effective date. Keeping a close eye on your pricing and promptly communicating any changes will demonstrate your commitment to contract integrity.
By adhering to compliance timelines for sales reporting, price reductions, and industrial funding fee remittance, you can maintain the contract integrity of your GSA Schedule contract and avoid any potential issues.
Maintaining Current Information
As a GSA Schedule contract holder, it is essential to keep your business information up-to-date 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.
Communicating significant changes to your business, such as updates to your CAGE code, changes in business size, or ownership modifications, to your contracting officer within the specified timelines is crucial. Keeping your contracting officer informed about these SAM registration, FSRS reporting, and business updates ensures the continued smooth contract administration of your GSA Schedule contract.
Maintaining accurate and up-to-date information is a vital aspect of managing your GSA Schedule contract. By staying proactive and responsive, you can ensure the continued success of your partnership with the General Services Administration.
