GSA’s rollout of its new catalog management system, the FAS Catalog Platform (FCP), is well underway, with more and more Multiple Award Schedule (MAS) contracts being moved to the new platform. While FCP is more user-friendly than its predecessor, the Schedule Input Program (SIP), it still takes some getting used to.
As consultants, we’ve seen some common pitfalls that contractors run into when using FCP for the first time, especially during the baseline process to set up their catalog. Since GSA recently announced that new FCP users have 60 days from system access to initiate the baseline process, it’s now more important than ever to understand how to use FCP. In this blog, we’ll identify mistakes that are easily made in the FCP and how to prevent them, so you can have a smoother transition to the new platform.
The first step for contractors transitioning to the FCP is to verify their Seller Profile, which involves filling out information about their contract. Within the Contract Information section of the Seller Profile, we’ve seen some confusion around the question of catalog type.
Your options for catalog type are Products, Services Plus, or Price Proposal Template. To correctly answer this question, it’s important to think about what your offering is and how it will be published:
You can select more than one catalog type, depending on what you offer. Selecting the right catalog type is important, because it determines what documents you’ll need to complete and where your offering is published. If you don’t select the right catalog type, your Contracting Officer will kick it back, delaying your baseline process.
Once your Contracting Officer approves your Seller Profile, you can start the baseline modification. Completing the baseline modification allows you to begin using the FCP for catalog management.
GSA has recently been notifying contractors that failing to initiate the baseline modification within 60 days of receiving FCP access could result in consequences, including contract cancellation. If you are currently transitioning to the FCP and you receive that email notification, don’t ignore it! GSA is increasingly enforcing contract compliance and isn’t holding back from canceling contracts.
To avoid potential contract cancellation, all you need to do is initiate the baseline modification within 60 days of system access — you can take over 60 days to complete it. Below we’ll cover a common pitfall that arises with the baseline modification.
Before attempting to initiate the baseline process in the FCP, you’ll need to open up a corresponding modification in eMod. Otherwise, you’ll get a message in the FCP saying that there are no eMod IDs found for that catalog action.
Once you open the baseline modification in eMod, you will be able to see the eMod ID in FCP and can continue the baseline process. The baseline process looks a little different depending on your offering type, so it’s important to understand what’s required before getting too far along.
Offerors of both products and services will have a more complicated baseline process, since they’ll complete two types of baselines and use both the Products File and the Services Plus File. Having a handle on all necessary actions and documents upfront will help your baseline process go more smoothly. More detailed instructions for each baseline type can be found in GSA’s Getting Started in the FCP Vendor User Guide.
As discussed, services offerors using the FCP will need to fill out the newly released Services Plus File. The Services Plus File introduces several new columns, including “Unique Catalog ID.” Similar to a Manufacturing Part Number, the Unique Catalog ID is a unique, alphanumeric identifier specific to that labor category or service and created by the vendor. It determines how your labor categories or services will be sorted on the pricelist that’s automatically published to eLibrary.
To ensure your offerings are published in the desired order, you’ll want to establish a system for assigning Unique Catalog IDs to your labor categories or services. Make sure that your naming system allows for additions to your pricelist down the road — starting your Unique Catalog IDs with leading zeros (e.g., 001, 002, 003) can help with that. Keep in mind that Unique Catalog IDs have a 40-character limit.
If you aren’t intentional about how you assign Unique Catalog IDs, you’ll end up with a pricelist that isn’t effectively organized. Prospective buyers will have an easier time reviewing a pricelist that’s logically ordered, with similar services grouped together.
From the Products File to the Services Plus File, these new FCP templates can take some getting used to. Even if your contract hasn’t been moved to the FCP yet, it’s worth getting familiar with the intricacies of these templates well before you have to use them.
For example, the Services Plus File contains numerous flagged cells with instructional notes that can be easy to miss. These include notes on the Option Periods cells, directing users on which years to populate with pricing. The “Read Me” tab is also full of important instructions on using the template.
If you don’t take the time to review the templates in depth, you’ll likely encounter multiple error messages after submission, making the process harder than it needs to be. GSA’s Validations & Business Rules for Error Reports is a helpful resource for deciphering error messages.
We’ve covered some of the main aspects of FCP that trip contractors up, but there’s always more to learn when adjusting to a new platform. GSA’s FCP Resources page has a lot of helpful guidance on using FCP, including FAQs, user guides, and blank FCP templates. Our recent FCP webinar provides additional strategic tips for your transition to FCP.
If you’re wondering when your contract will be moved to FCP, you can find the rollout timeline here. Our consultants are always available to answer any questions you have about transitioning your catalog from SIP to FCP.