Post-Award GSA Contract Checklist

Maintaining a Current, Complete, & Compliant GSA Contract


Securing a GSA Schedule Contract Award is no small feat, and the work does not end with the award of your GSA Contract. As a potential twenty year contract, the viability of your GSA Schedule is largely dependent upon your ability to maintain:
  • Compliance with Contract regulations and requirements; and
  • An up-to-date pricelist that reflects your most current products, services, and pricing
Assuming you have already developed a solid marketing plan for targeting government buyers, the next step to becoming a successful GSA Schedule Contractor is to develop and implement a system for ensuring your GSA Schedule Contract is consistently current, complete, and compliant.
 
Federal Schedules, Inc. has been specializing in the GSA Schedule Contract vehicle for over 27 years. Our GSA Schedule Contract experts have helped thousands of companies effectively manage their GSA Schedule Contracts. In order to provide GSA Contractors with a foundation for success, we have put together the following post-award GSA Schedule Contract checklist.
 

GSA Contract Management Checklist

 

Must Have Resources

Annual Registrations

GSA Schedule Contract holders must annually update their registration on the System for Award Management (SAM.gov). Throughout the life of your GSA Schedule Contract this registration should be kept current and complete. It is also important to keep your digital certificate current; this is needed to access the eMod system where you can submit changes to your contract. A digital certificate is held by an employee, not by the company, and is valid for two years.

GSA eLibrary Page Information Accurate

Your Contracting Officer will use the information listed on your GSA eLibrary page to contact you. Potential customers may also contact you based on the information listed on eLibrary, so it is important to ensure this information is always current and complete.
 

Upload Approved Price List To GSA Advantage!

Download orders from GSA Advantage! Purchase Order Portal as they are received
GSA Advantage! (http://www.gsaadvantage.gov/) is an online catalog of products and services available for procurement through the GSA Schedules. As a GSA Schedule Contractor you are required to upload your approved GSA Schedule Contract price list to GSA Advantage! within six months of receiving your Contract Award. Even if your products/services do not lend themselves to online purchases, you must post them to Advantage!. Your GSA Advantage! posting should mirror your approved GSA price list at all times; meaning only pricing, products, and services approved by your Contracting Officer can be posted on Advantage!.
 
According to GSA, over one million customers visit the GSA Advantage! website per week, placing over 30,000 orders.

Register on e-Buy

Check e-Buy for new opportunities on a daily/weekly basis
The e-Buy (http://www.ebuy.gsa.gov/) program is an online Request for Quote (RFQ) system that allows GSA Schedule Contractors to receive relevant opportunities based upon the Special Item Number(s) they hold. Once your GSA Schedule price list is uploaded to Advantage! you will be able to login to e-Buy and select the categories for which you would like to receive RFQ notices. Click here to view GSA's e-Buy Tutorial for Sellers.
 

Contract Modifications

In order to maintain compliance and maximize sales through your GSA Schedule Contract, it is important that your pricing and product/service offerings be kept consistently up-to-date. A modification request must be submitted to GSA in order to make any change to your GSA Schedule Contract. Changes include but are not limited to:
  • Company Name
  • Company Address
  • Point of Contact Information
  • Addition/Deletion of Products/Services
  • Price Increases/Decreases

Reporting Requirements: 72A Sales Reporting & IFF Remittance

As a GSA Schedule Contractor you are required to submit various reports on a reoccurring basis. The chart below details required reports and their corresponding due dates. Two major requirements are GSA Sales reporting, also known as 72A reporting, and remittance of the Industrial Funding Fee (IFF). Contractors are required to submit a 72A report even if zero dollars were made through the GSA Schedule.
 
GSA Schedule Reporting Requirements
*Subcontracting reports are not a requirement for small businesses.
 

System to Track GSA Sales & Basis of Award

A change in Basis of Award discounting practices can trigger the Price Reductions Clause
The success of your GSA Schedule Contract is hinged upon maintaining compliance. Compliance, in turn, is hinged upon successfully tracking GSA sales and your Basis of Award (BOA) customer or customer class. It is important to track your GSA Contract sales because the Industrial Funding Fee you will collect and remit to GSA on a quarterly basis is determined by these sales. Your Basis of Award is just that - the basis upon which your contract pricing was negotiated and awarded. Any change in discounting practices offered to your Basis of Award customer or customer class must be reported to your Contracting Officer and may necessitate a change in your GSA Contract pricing as defined by the Price Reductions Clause.
 

GSA Schedule Contract Compliance Plan

GSA Schedule Contracts provide government contractors with significant potential for growth within the government marketplace, however they are governed by a wide set of laws and regulations. In order to be a successful GSA Schedule Contract holder, Contractors should implement a compliance program that:
  • Establishes a system for tracking items that impact compliance (GSA Sales, BOA, etc..)
  • Educates staff on procedures required to maintain the established tracking system
  • Sets internal controls for ensuring the effectiveness of the compliance program
Contractors who follow these recommendations can confidently focus on achieving sales and growth, knowing they have a solid system in place for maintaining GSA Schedule Contract compliance.
 

GSA Schedule Contract Management Assistance

Depending upon the scope and complexity of your GSA Schedule Contract, managing the Contract can be anything from a complicated and time-consuming task to a full-time job. Federal Schedules, Inc. offers a full range of GSA Contract management services, including:
  • Subject Matter Expertise
  • On-going GSA Contract Maintenance
  • One-time Contract Modifications
  • GSA Advantage! Uploads
Beyond relieving the administrative burden of managing your GSA Contract, Federal Schedules provides you with a team of GSA Schedule Contract experts who are equipped with an in-depth knowledge of all regulations governing the GSA Schedules and maintain strong relationships at GSA that facilitate communication.
 
 

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Next Steps

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