How to Prepare a Quality Modification Request July 2010

GSA Modification Preparation Determine type of Mod: Adding Special Item Number (SIN) OR Service/Labor Category Make certain GSA Advantage! is current and up to date Refer to FABS Solicitation FCXB-F4-020002-B on FEDBIZOPPS Briefly explain GSA Schedules and what FABS is: To formally modify your GSA Schedule contract there are several steps you must take prior to submitting your request. First, you must determine if you are looking to add a Special Item Number (SIN) or add a Service or Labor Category, as the process differs slightly.

Request to Add Services/Labor Categories Cover letter Attachments 1. Rationale for request. Include why it is necessary to add services and how these services differ from those already awarded 2. Commercial Sales Practice (CSP) Format 3. Proposal Pricelist - Document 8 Supporting Documentation Commercial Price List Other Than Commercial Price List GSA Price List Cover letter: Signed by authorized negotiator and address modification request. Must also state if CPL or Other Than CPL, address EPA method, and confirm if rates are IFF inclusive. Attachments: Provide rationale for request. Why is it necessary to add these services and how do they differ from those already on schedule. Submit a CSP to show all current and proposed services. Newly proposed services must be distinguishable from current services. Lastly, provide an applicable Proposal Pricelist for your new services (Document 8). This information shall be submitted even if it has not changed since the last CSP was submitted. Supporting Documentation: Commercial Price List- Submit a new dated copy of CPL. Must be distinguishable from current CPL already approved by GSA. Must then submit supporting documentation i.e., invoices, signed agreements, signed contracts, etc. for new services to validate rates on CPL. Supporting Documentation: Other Than Commercial Price List- Submit Supporting Documentation i.e. invoices, signed agreements, signed contracts, etc for each new service GSA Price List: Provide the entire GSA Price List that will be incorporated to the Mod if accepted. Lastly, if pricing is fixed on escalation, show the pricing for the remaining contract years, including all option periods. GSA Price List: Provide the entire GSA price list that will be incorporated to a Modification if accepted by the government. If pricing is based on a fixed escalation, show the pricing for the remaining contract years, including all option periods.

Proposal Price List Preparation (Attachment 8) SIN(s) proposed Service/Product proposed MFC/Best commercial customer MFC/Best commercial customer price Discount % offered to MFC/Best commercial customer Discount % offered to GSA Prices offered to GSA, excluding Industrial Funding Fee (IFF) Prices offered to GSA, including IFF Explain IFF (.75%)

Proposal Price List Preparation Example

Proposal Price List Preparation Example Cont…

Commercial Sales Practices Format (Attachment 9) Previous sales information Estimated sales per SIN Discounting policies Deviations from standard commercial practices Past 1 year of sales to general public

Commercial Sales Practices Format Example ABC Company, Inc. 520-1, 520-2, 520-4 5,000,000 10/1/07 9/30/08 100,000 520-1 520-2 100,000 520-4 100,000

Commercial Sales Practices Format (Attachment 9) Cont… If “No,” explain in Price Narrative If “Yes,” explain in Price Narrative

Economic Price Adjustment Based on Commercial Price List: 552.216-70 ECONOMIC PRICE ADJUSTMENT – FSS MULTIPLE AWARD SCHEDULE CONTRACTS (SEP 1999) (ALTERNATE I – SEP 1999) Based on changes in Commercial Price List Based on Market Price: I-FSS-969 ECONOMIC PRICE ADJUSTMENT – FSS MULTIPLE AWARD SCHEDULE (JAN 2002) Negotiate fixed escalation rate Based on market indicator 552.216-70: Price adjustments are not automatic; contractor must submit a modification request for each adjustment Maximum increase = 4% / year I-FSS-969: Fixed rate: automatic annual increases; contractor does not submit or request price increase Market indicator: Maximum increase = 4% / year

Supporting Pricing Documentation Support for EACH proposed service Invoices Contracts Quote sheets Clear and relevant relationship between document and price Document labeled with corresponding labor category or service

Supporting Documentation Example Helpful to include customer contact information for each piece of supporting documentation for verification purposes: Name Title Phone Email

Supporting Documentation Example

Request to Add Special Item Numbers Cover letter Attachments Technical Proposal Cover letter: Signed by authorized negotiator and address modification request. Must also state if CPL or Other Than CPL, address EPA method, and confirm if rates are IFF inclusive. Attachments: Provide rationale for request. Why is it necessary to add these services and how do they differ from those already on schedule. Submit a CSP to show all current and proposed services. Newly proposed services must be distinguishable from current services. Lastly, provide an applicable Proposal Pricelist for your new services (Document 8) Technical Proposal: Read slides (info directly from solicitation) Supporting Documentation: Commercial Price List- Submit a new dated copy of CPL. Must be distinguishable from current CPL already approved by GSA. Must then submit supporting documentation i.e., invoices, signed agreements, signed contracts, etc. for new services to validate rates on CPL.

Cover Letter Submit a cover letter signed by an authorized negotiator (as shown in your contract) stating that you are requesting to add services to your contract. State that the services being proposed are based on a Commercial Price List (CPL) or Other Than a Commercial Price List (depending on how your contract was awarded).

Cover Letter contd. State whether the Economic Price Adjustment (EPA) method for the proposed service will be the same as the existing service in the contract (if it is different, you must provide a rationale for this change). Your awarded prices are based on either the EPA clause 552.216-70 (for contracts based on a Commercial Price List) or EPA clause I-FSS-969 (for contracts based on Other Than a Commercial Price List). State that all prices offered to GSA are inclusive of the current 0.75% IFF.

Attachments Rationale for request. Include why it is necessary to add services. Commercial Sales Practice (CSP) Format Proposal Pricelist - Document 8

Adding SINs Technical Proposal Relevant Project Experience: (i) For each service SIN offered, the offeror must provide descriptions of two (2) projects. Each description must state the SIN to which it applies, and identify the specific services being proposed for that SIN. (ii) The projects must either have been completed within the last two years or be on-going. For on-going contracts with a base year and option years, at a minimum, the base year must have been completed; for multi-year task orders, at a minimum, the first year must have been completed.

Adding SINs contd. (iii) The offeror must demonstrate that the tasks performed are of a similar complexity to the work solicited under each SIN. The offeror may provide the same project for more than one SIN as long as the description identifies which specific work relates to each SIN. All examples of completed services must have been found to be acceptable by the client. Project descriptions shall not exceed four (4) pages per project.

Adding SINs contd. (iv) Each project description shall include the following customer reference information: (A) Customer/Client Name (B) Project Name/Contract Number (C) Customer Point of Contact for Project (D) POC’s phone number and e-mail (E) Project performance period (include months/years) (F) Dollar value of the entire project

Adding SINs contd. (G) Dollar value received for the work performed relevant to the SIN offered (H) Brief summary of the project as a whole (background, purpose, etc.) (I) A copy of the Statement of Work for the project; this does not count against the limitation of four pages per project.

Adding SINs contd. (v) As applicable, each project description shall include a narrative account of the work performed that addresses the following elements: (A) Detailed description of SIN-relevant work performed and results achieved (B) Methodology, tools, and/or processes utilized in performing the work (C) Demonstration of compliance with any applicable laws, regulations, Executive Orders, OMB Circulars, professional standards, etc.

Adding SINs contd. (D) Project schedule (i.e., major milestones, tasks, deliverables), including an explanation of any delays (E) How the work performed is similar in scope and complexity to that described in the Statement of Work (Part I of this solicitation) (F) Demonstration of specific experience and/or special qualifications detailed in the Statement of Work (Part I of this solicitation)

Adding SINs contd. GSA Price List Pricing Support (if adding new services/labor categories also) Commercial Price List Other Than Commercial Price List GSA Price List: Provide the entire GSA price list that will be incorporated to a Modification if accepted by the government. If pricing is based on a fixed escalation, show the pricing for the remaining contract years, including all option periods. Pricing Support: New Pricing: CPL- Submit a new dated copy of the CPL ensuring the new proposed categories are distinguished from the existing services on your CPL. This is your new CPL; it does not show “GSA” on it. Ensure that the service name and description you are offering GSA matches what is on your CPL. Submit supporting documentation (e.g., copies of invoices, signed agreements, signed contracts, etc.) validating the new prices on your CPL. Pricing Support: Other Than CPL- Submit supporting documentation (e.g., copies of invoices, signed agreements, signed contracts, etc.) for each new service proposed.

Project Description Example – Customer Reference Information Section II - Technical Proposal ABC Company, Inc. SIN 520 5 – Loan Servicing & Asset Management Project 1 – Department of Veterans Affairs – Loan Resolution Project Customer/Client Name: Department of Veterans Affairs Project Name/Contract Number: LRP-1 / VA-04-1224-A Point of Contact: Jane Smith Point of Contact Phone Number: (555) 555-5555 Point of Contact Email: jane.smith@va.gov Performance Period: 10/1/06 – 9/30/07 Dollar Value of Project: $5,000,000.00 Dollar Value of SIN-Relevant Work: $4,425,000.00

Project Description Sample – Narrative Section II – Technical Proposal ABC Company, Inc. Brief Summary of Project The VA contracted with ABC Company, Inc. to provide an end- to-end solution, from loan origination through the fulfillment of borrower obligations to increase the effectiveness of its loan servicing program. Detailed Description of SIN-Relevant Work Explain in detail the elements of the project which relate directly to the Schedule’s Statement of Work. Methodology, Tools, and/or Processes Utilized Explain how your firm performed the work.

Project Description Sample – Narrative Cont… Section II – Technical Proposal ABC Company, Inc. Demonstration of compliance with any applicable laws, regulations, Executive Orders, OMB Circulars, professional standards, etc. ABC Company demonstrated compliance with…. Project schedule (i.e., major milestones, tasks, deliverables), including an explanation of any delays - October 2006 – Began preliminary assessment… - December 2007 – Presented findings…. - January 2007 – Developed implementation strategy…. And so on, and so on…

Substitution for Project Experience If project experience does not exist, the offeror may substitute relevant projects of predecessor companies or key personnel that will be performing major aspects of the work Must provide a project description which clearly identifies the entity or personnel that performed the services

Submitting Your Mod Request E - Mod http://eoffer.gsa.gov/

For Further Assistance Financial and Business Solutions (520) Hotline: (703) 605-9500 Email: fabs@gsa.gov If you would like an electronic copy of this presentation, please send an email to this address