By Global Services on August 31, 2018
As a GSA Schedule holder, sooner or later you may need to submit a modification request for your contract. Whether it’s a modification (mod) to add a new Special Item Number (SIN) to your contract or something as simple as updating your company’s email address, it’s essential to exactly follow GSA’s instructions regarding modification requests. Below are a list of 3 essential rules to follow to avoid getting a rejected request:
1. Follow Exact Instructions
GSA has to reject numerous modification requests simply because they don’t conform to the instructions. Often this is because contractors are not aware that these detailed instructions exist, and without the instructions, the requirements are easy to miss. Under the Professional Services Schedule (PSS), for instance, all mod requests must include specific information/language regarding the Service Contract Act (SCA)—even if the mod request has no direct relationship to the SCA.
These rejections result in wasted time and effort both for the Government and the contractor. To avoid unnecessary delays, make sure to carefully read the modification instructions for your schedule.
Each schedule comes with its own unique set of modification instructions. Instructions for the major schedules are linked below:
– IT Schedule 70
– Professional Services Schedule (PSS)
– 03FAC – Facilities Maintenance and Management (enclosures here)
– Schedule 84 – Total Solutions for Law Enforcement, Security, Facilities Management, Fire and Rescue
– Schedule 36 – Office, Imaging & Document Solutions
2. Contact Your Contracting Officer
Keep in mind that if something is unclear or confusing you can always look up your current Contracting Officer (CO) via GSA eLibrary. Their contact information is available on your contract information screen, which you can reach by searching your company name or contract number. If you have questions or out-of-the-ordinary requests regarding your modification, you may wish to discuss it with the CO.
3. Have an Up-to-Date Digital Certificate
Finally, remember that in order to submit or sign modifications, at least one of your Authorized Negotiators will need to have a current Digital Certificate. Digital Certificates do expire, so the one you used when setting up your contract initially may no longer be valid—this is an issue that companies frequently face when trying to modify their Schedule contracts. It is recommended that all Authorized Negotiators should set reminders through their calendars to obtain a new Digital Certificate a month before the expiration date.