1. Federal Acquisition Service U.S. General Services Administration May 4, 2016 How to Submit a Quality eMod

2. Federal Acquisition Service Overview What is a Contract Modification? What is an eMod? What is a Digital Certificate? eMod Submission Requirements Common Types of Modifications GSA Advantage! 2

3. Federal Acquisition Service What is a Contract Modification?  A contract modification is any change, contractually or administratively, within your organization that must be reflected in your GSA Scheduled Contract.  Common modifications types include, but are not limited to:  Administrative Changes - Rapid Action Modifications (RAMs)  Add and Special Item Numbers (SINs) or Products/Services  Economic Price Adjustments  Price Reductions  Options  Novation or Change of Name 3

4. Federal Acquisition Service 4 What is an eMod?  The eMod system is a web-based application that allows contractors to electronically prepare and submit modification requests.  Information and training relating to the eMod system is located on the eOffer website at: http://eoffer.gsa.gov  Consistent with current practices, modification requests initiated via the eMod process must be submitted by an authorized contract representative. Your authorized contract representative must obtain a digital certificate before initiating an eMod.

5. Federal Acquisition Service What is a Digital Certificate?  A digital certificate is an electronic credential that:  Asserts the identity of an individual  Enables eOffer/eMod to verify the identity of the individual entering the system and signing documents  Encrypts or decrypts data to ensure that it is securely transmitted  A packet of information that is stored on a web browser or on a token  Creates digital signatures which are verifiable 5

6. Federal Acquisition Service Digital Certificate Requirements  Must obtain a Level 3 Digital Authentication Certificate  IdenTrust  Operational Research Consultants (ORC)  Recommend that at least two people with digital certificates listed as Authorized Negotiators, one of which must be an employee of the company  It usually takes between 7 and 14 days for a digital certificate to be issued  Digital certificates must be updated every 2 years  It is imperative that contractors keep their digital certificates current. An expired digital certificate will remove the ability to submit an electronic modification Guidance on using the eMod system, obtaining digital certificates, and using the eMod training guide is available at http://eoffer.gsa.gov 6

7. Federal Acquisition Service 7 Modification documents are available at: www.gsa.gov/gsac. Click on your Schedule “Title” link in the center of the page. You will be directed to another page. Once there, click on ‘Post Award Reference (Schedule xx)’. Supporting Documentation - varies by Schedule and type of mod All mods should include a cover letter outlining all requested changes eMod Submission Requirements

8. Federal Acquisition Service Common Types of Modifications 8 Administrative Changes (RAM mods) Additions Economic Price Adjustment Price Reductions Novation or Name Change Options

9. Federal Acquisition Service 9 Administrative Changes - Rapid Action Modifications (RAMs) 1.Administrative Modifications Change of authorized negotiator or contract administrator Change of address/phone/fax/website/email address Change of (addition/deletion) authorized reseller 2.Deletions Modifications Deletion of labor category Deletion of product Deletion of Special Item Number (SIN) *RAM mods are processed separately from all other mod actions.

10. Federal Acquisition Service 10 Additions Cover Letter Commercial Pricelist and/or Verbatim Extract Discount Proposal Spreadsheet Modifications Attachment Letter of Commitment/Supply http://www.gsa.gov/portal/content/213721

11. Federal Acquisition Service 11 Economic Price Adjustment Cover Letter Commercial Pricelist and/or Verbatim Extract Comparison of the “current” and “proposed” price lists (can use Discount Proposal Spreadsheet with additional columns) Justification for price increases (letters from manufacturers, indices, invoices, etc.) Statement that there are no changes to your commercial sales practices OR submit a new CSP reflective of all changes (i.e. Discounts, FOB, MFC/BOA etc.) (See Post Award Reference documents for specific Schedule instructions and required attachments)

12. Federal Acquisition Service 12 Price Reductions What’s Changed? All price reductions are effective upon submission (May 2015. Ref. System Release Notes at: http://eoffer.gsa.gov/). Why was this changed? Streamline the process What must I agree to? 1.Price reductions can only be applied to the awarded items. No other changes can be included, and all other contract terms and conditions remain in full effect. 2.Submitted price reduction modifications are effective immediately upon submission. 3.Update Authorized Federal Supply Schedule Price List as soon as possible to reflect the price reductions. *You will still need to submit your price change via SIP/EDI in order for the change to be reflected on Advantage.

13. Federal Acquisition Service 13 Novation or Name Change Complete Novation or Change of Name Agreement per FAR 42.12 (See Post Award Reference documents for list of attachments) Email documents to CS/CO for review before submitting eMod Contracting Officer will determine whether it is in the Government’s best interest to recognize the successor *No other modifications will be approved until the Novation/Name Change mod is completed

14. Federal Acquisition Service 14 Advantage Provides contract information and pricing for customers Allows contractor to participate in eBuy and receive and/or respond to RFQs Must update Advantage within 30 days of signed modifications Must either update or verify no changes to Advantage files at least once every two years or the files will be automatically removed within 90 days of notification.

15. Federal Acquisition Service U.S. General Services Administration Exercising Options and Contract Continuity for 20 year contracts Kevin Mitchell Section Chief - Schedule 84 Greater Southwest Acquisition Center Contracting Officer Exercising Options and Contract Continuity for 20 year contracts Kevin Mitchell Section Chief - Schedule 84 Greater Southwest Acquisition Center Contracting Officer May 4, 2016

16. Federal Acquisition Service 16 Option Process The Option Process consists of the following steps:  Notification  Eligibility  Readiness  Exercise

17. Federal Acquisition Service 17 Notification  CS/CO receives automated notification for contracts that expire within approximately the next 250 days  PCO has 40 days to exclude contract by “checking” the exclude button in FSS Online  Have one opportunity to reverse the exclusion  Contractor will receive automated email 210 days before contract expiration  Contractor’s opportunity to decline exercising the option

18. Federal Acquisition Service 18 Eligibility  Check the seven eligibility factors  Confirm that the Contractor or authorized negotiator(s) does not appear on the Excluded Parties List System (EPLS)  Confirm SAM record is up to date  Confirm that the Online Representations and Certifications Application (ORCA) is up to date  Confirm that all mandatory Mass modifications are accepted  Confirm that the contract Terms and Conditions has not changed  Confirm that the subcontracting (SubK) plan (if applicable) is current and will be in effect beyond the contract expiration date

19. Federal Acquisition Service 19 Eligibility Continued  Ensure a completed size redetermination check  CS/CO should receive a completed option letter uploaded in via the eMod system approximately 165 days prior to contract expiration  Recommend that at least two people with digital certificates listed as Authorized Negotiators, one of which must be an employee of the company, not a consultant. These checks are handled by the Option Support Team

20. Federal Acquisition Service 20 Readiness  Check the six readiness factors  Confirm that the Contractor or authorized negotiator(s) does not appear on the Excluded Parties List System (EPLS)  Confirm contractor meet minimum sales criteria  Confirm that there are no negative findings on the CAV Report  Confirm acceptable past performance in PPIRS  Confirm that there are no negative findings on the Contractor Report Card (including sales & IFF timeliness)  Confirm information is current on GSA Advantage

21. Federal Acquisition Service 21 Exercise  Contracts are exercised under current T&C’s. If changes need to be made, modifications need to be completed with 120 days of the end of the current period.  All compliance checks are complete  Option D&F complete (Internal CO Requirement)  Ideally, we try to exercise 60 days prior to contract expiration to ensure our customers have access to a contract that has been extended for the additional five year period. This is especially important for Schedule Contractors who also have BPAs with individual customers.  After exercising, any completed modifications prior to the beginning date of the new option will have an effective date the same as the new option.

22. Federal Acquisition Service Option Process Summary  Contractor receives 210 auto-generated notice  Contractor works with Option Team  Once requested information is provided and all compliance issues are addressed, review is sent to the assigned Contracting Officer to complete  CO works with the contract to complete the final requirements to exercise.  The CO exercises the option and the contractor receives copies of the SF30 and any referenced attachments.  The option MOD is a unilateral modification and does not require the signature of the contractor. 22

23. Federal Acquisition Service 20 year expiring contracts  New Offer Submission  Performance after expiration of contract  Overlapping Contract Coverage 23

24. Federal Acquisition Service New Offer Submission  When to submit new offer  At any point during the last option period.  No later than 12 months prior to expiration  Streamlined submission process  Documents not required  Readiness Assessment  Financial Statements  Corporate Experience  Pathway to Success 24

25. Federal Acquisition Service Performance after expiration of contract  Perform on existing orders up to 60 months after expiration date  If Task Orders or BPA’s continue, no changes to Pricing, Terms or Conditions can be made after expiration. 25

26. Federal Acquisition Service Overlapping Contract Coverage  Deciding the start date of the new contract  You have open task orders or BPA’s written against the contract.  Run consecutive contracts or wait until the current contract expires to begin the new contract? Any Mod actions must be completed on both  There are no task orders or BPA’s  Cancel current contract in 30 days and begin new contract the following day.  Contracting Officer makes final determination based on information provided by the contractor. 26

27. Federal Acquisition Service Questions/Comments?  Open Discussion - Q&A 27

28. Federal Acquisition Service 28 Presentation by Kevin Mitchell Schedule 84 Section Chief – Contracting Officer Kevin.Mitchell@gsa.gov (817) 850-5555