Managing a GSA Multiple Award Schedule (MAS) contract requires consistent attention and care. Whether you’ve just been awarded a Schedule or have held one for years, you know that ongoing contract management comes with real responsibility. The question is: how can contractors maintain compliance and ensure they’re getting the most value out of their GSA Schedule? Staying compliant means keeping up with Mass Modifications, submitting contract changes at your Contracting Officer's or Specialist's request, and accurately reporting sales when due. In the sections ahead, we’ll walk you through some essential tips for success when doing business with your GSA Schedule, beginning with the fundamentals of MAS contract management
I Have a Multiple Award Schedule Contract – Now What?
Maintaining compliance with your contract is the most important requirement for all Schedule holders before you invest significant time and energy into marketing. Buyers won’t do business with contractors who have outdated contract information, or who aren’t following requirements. This is more important than ever since the Trump Administration is cracking down on contract efficiency and compliance. Below are some key points to consider for maintaining your Schedule.
Have You Reviewed and Published Your Approved FSS Price List?
As you may know, GSA is working on fully transitioning from the old SIP software used for uploading price lists to eLibrary and GSA Advantage!, to the FAS Catalog Platform (FCP). It’s essential to familiarize yourself with the new FCP Catalog Platform to ensure that your price list is published and visible to all Contracting Officers within 30 days of award. You should also register your contract with the Vendor Support Center (VSC).
Is Your Schedule’s Contact Information Current and Accurate?
Ensure that your GSA eLibrary landing page contains up-to-date contact information, including a point of contact (phone number, email address, and company website). It’s crucial that this information is accurate and fully updated.
Does Your Company Website Clearly Identify Your GSA Schedule Contract?
As a Schedule holder, it’s important to inform your audience about your status. Clearly state on your company website that you are a MAS Schedule holder, using GSA approved logos, a link to your GSA eLibrary and Advantage! profiles, and include your latest capabilities statements (which we’ll review below). However, be cautious and ensure that you do not imply that you have been “endorsed” by GSA, especially when marketing yourself as a Contractor.
Please be mindful of these questions as you market your services as a Schedule holder. You’ll want to avoid situations where potential customers try to reach an outdated point of contact listed on your price list, resulting in no follow-up because that person is no longer with your company. If you find that updates are needed, a contract modification will be required to change the information on your Schedule.
Shifting From Contract Maintenance to Marketing
While maintenance requirements demand time and effort, staying on top of your Schedule’s requirements is not enough for success. It’s equally important to ensure you are generating GSA Schedule sales. Contractors are required to make $100,000 for the first 60 months (5 years) of the contract, and $125,000 for each 60 month period thereafter.
Take a moment to consider whether you’re fully utilizing the available tools and opportunities: Have you been able to use any of the free online market research tools? Are you actively pursuing opportunities through Request for Information (RFIs) and Request for Quotes (RFQs), and investing time in Contractor Teaming Arrangements (CTAs) if applicable to your company? As you continue your journey with a GSA Schedule, maintaining compliance while proactively seeking opportunities is imperative for success.
We’ll dive into different ways you can prepare your company for GSA Schedule success an shift from maintenance to business development once you have a handle on your contract’s requirements.
Educating Your Employees on the GSA MAS Program
Doing business with GSA requires you to communicate effectively by actively engaging with customers and Contracting Officers and answering their questions. It’s important to ask yourself if you recently performed an internal review of how well knowledgeable your organization is with GSA and have them know of the many resources/tools available to you.
The best way to educate your employees within your Marketing, Sales, and Accounting teams is to have them be involved. Don’t leave just one person in charge of it all—make sure key members of your team are learning with you throughout the process.
In your Marketing team, we suggest you have them learn how to seek out contracting opportunities and promote your MAS contract. In your Sales team, have them learn contract terms and conditions and who can purchase from you. In your Accounting Team, make sure they are setting up tracking systems for incoming MAS orders and knowing about all reporting requirements, especially sales.
Finding Opportunities Through RFIs and RFQs
Identifying and pursuing the right opportunities is a critical part of getting the most out of your GSA Schedule. Two common tools government agencies use during the acquisition process are Requests for Information (RFIs) and Requests for Quotes (RFQs). An RFI is primarily a market research tool used by government agencies to gather information from industry. It’s important to keep in mind that RFIs are not solicitations, and they are not required for contract award. RFIs are often used to:
- Conduct market research
- Gauge industry interest
An RFQ is a formal solicitation issued under simplified acquisition procedures that requires contractors to submit a quotation. Unlike RFIs, RFQs are directly tied to opportunities for potential awards and include specific requirements the government is seeking to fulfill.
RFQs typically include:
- A Statement of Work (SOW) or Performance Work Statement (PWS)
- Technical specifications or a Bill of Materials
- Evaluation criteria
- Price, delivery, and payment terms
Submitting a strong RFQ response requires careful attention to detail and a clear understanding of the government’s expectations. Contractors need to keep the following best practices in mind:
- Read everything carefully – Pay close attention to instructions to offerors, the SOW or PWS, and the evaluation criteria
- Respond on time – Late submissions are most likely not going to be considered
- Ensure your response is complete – While a quote itself does not establish a binding contract, an award is formed when the contractor accepts the government’s offer by signing the order or quote
- Be specific – Reference agencies, contract numbers, figures, dates, tasks, and roles clearly
These practices are closely linked to employee education. It’s essential for your team to understand the roles that RFIs and RFQs play in dedicating time and effort to identify opportunities. If something is unclear, you should always ask questions early on to minimize confusion or risks when pursuing an opportunity.
Create a Capabilities Statement
A Capabilities Statement is one of the most important marketing tools a government contractor can have. Think of it as your company’s one-page resume for federal buyers—designed to quickly communicate who you are, what you do, and why an agency or prime contractor should be working with you.
Capabilities statements are required when responding to RFQs or when they are presented during market research, industry days, and networking events. There are going to be times where capability statements are not explicitly requested, however, having an up-to-date capabilities statement readily available can help you stand out among competitors and make a strong first impression compared to other contractors.
A strong capabilities statement should be updated regularly and modified to address the specific needs and priorities of each government customer. While capabilities statements can be adjusted for specific agencies or opportunities, most should include the following facets:
- Contract Information – Order POCs and ordering information
- Core Competencies – Provides an overview of your products and/or services
- Differentiators – What sets your company apart from other competitors
- Past Performance – Relevant examples that demonstrate experience and success
- Company/Corporate Data – SBA size and socio-economic status, NAICS codes, SAM UEI, CAGE Code
Government buyers are very active during peak purchasing periods, such as Q4 of the federal fiscal year. Creating a clear, concise capabilities statement will allow them to assess your qualifications at a glance and determine whether your offerings align with their mission and requirements.
Taking Advantage of Contractor Teaming Arrangements (CTAs)
A Contractor Teaming Arrangement (CTA) allows two or more GSA Multiple Award Schedule (MAS) contractors to work together to meet government requirements. Using a CTA is a great way for contractors to pursue opportunities they may not qualify for on their own. CTAs may be formed within the same MAS Category or across multiple Large Categories, which gives teams the flexibility to address complex requirements. CTAs can also be established either in advance of a known requirement or after a specific opportunity has been identified. The team partners jointly develop a CTA Agreement, which is submitted to the government buyer as part of the solicitation response.
The CTA Agreement should include the elements identified by GSA, such as:
- Identification of all team members
- Each team member’s MAS contract number(s)
- A clear breakdown of tasks and responsibilities
- Pricing for each team member’s portion of the work
While the team works together to deliver a total solution, each contractor remains responsible for its own performance under its Schedule contract, including complying with the terms and conditions of its MAS contract and paying the applicable Industrial Funding Fee. For small business set-aside opportunities, all CTA members must meet the required socioeconomic status, and the limitations on subcontracting outlined in FAR 52.219-14 apply. Contractors should carefully review eligibility before forming a CTA for set-aside competitions.
Have Questions About Doing Business with GSA?
As noted throughout this post, successfully doing business with your GSA Schedule requires more than simply holding your contract. It takes ongoing compliance, up-to-date knowledge of changes, and proactive engagement to remain competitive in the market. By maintaining your contract, educating your team, and using some of the available market research tools, your company can position itself for long-term success in achieving growth and contract goals.
If you have questions or need guidance navigating some of these tools, our consulting team is here to help. If you’re also interested in having us look after your Schedule, please let us know.
