How to Modify Your GSA Schedule Contract
GSA Schedule | 6 Min Read
The General Services Administration (GSA) is implementing numerous changes to the Multiple Award Schedule (MAS) program. Phase 3 of the MAS Consolidation kicked off on August 1, 2020, which requires GSA contractors with multiple GSA Schedules to consolidate into one single Schedule. While the exact processes for this transition are still unclear, GSA has provided some guidance for the necessary steps. One thing we know for certain is that contract modifications are required.
Contractors will need to submit additional modifications to transfer awarded products, services, and solutions from one contract to another. During this process, GSA will be re-evaluating your offerings to confirm fair and reasonable pricing and to ensure obsolete products and services are removed. As government contract consultants and a GSA contractor ourselves, we understand this is a lot to keep track of.
If you are wondering how to modify your contract in the context of Phase 3, or if you are unsure how to modify an existing contract to align with your current commercial business practices, you have come to the right place.
In this blog, we will outline what a GSA Schedule contract modification is, how to modify your GSA Schedule contract, and what happens once your modification is awarded.
What Are GSA Schedule Contract Modifications?
The GSA Schedule is meant to be a living document that changes and grows with your business. Contractors can modify everything from administrative points of contact to product and service pricing, descriptions and more. Contractors can submit modifications to:
- Add or delete products, services, labor categories, or Special Item Numbers (SINs)
- Increase or decrease pricing based on commercial or market pricing
- Update part numbers and product or service descriptions
- Novate or change the name of a contract
- Update the terms and conditions of the contract which encapsulates a large variety of contract actions
As a GSA contract holder, it’s important to understand the requirements of each modification type and what to expect when you submit a GSA modification. The first thing you need to do when submitting a modification is to access the eOffer/eMod system.
How to Submit a Modification to Your GSA Schedule Contract
Access eMod to Submit a Modification
All contract modifications must be submitted through the eOffer/eMod system. To access the eMod system, you must be an official authorized negotiator on the GSA contract and must also have a valid and active digital certificate.
There are two ways to become an authorized negotiator on a contract.
- Log in to eMod, enter the contractor’s DUNs number, select the applicable contract, enter your contact details, and submit a request to the company’s Contract Administrator.
- Have an existing authorized negotiator with an active digital certificate submit an administrative modification to add you to the contract.
Make Sure You Have a Digital Certificate
Please note that accessing eMod is not possible without an active digital certificate. The digital certificate is used to authenticate you against the authorized negotiators list currently in the eMod system. The name entered in eMod (via request or admin mod) must match the name on your certificate exactly. If the certificate says John A. Smith, the negotiator must be added to eMod as John A. Smith.
Be meticulous here — even forgetting the period after the middle initial will block you from entering the system. If you need a digital certificate, you can find GSA-specific instructions on the eOffer/eMod website. The process of obtaining a digital certificate can take between 7 and 14 days, so don’t wait until the last minute!
Select Your Modification Types
Once you have entered the eMod system, you will select the appropriate contract and select your modification type(s). There are currently over 35 different modification types to choose from. Please keep in mind that eMod does not allow contractors to combine certain modification types.
For example, when submitting an additional modification, eMod will not allow you to also submit an Economic Price Adjustment (EPA) modification. If you have multiple modifications to submit, you will need to either prioritize each submission by importance or reach out to your Contracting Officer for further guidance.
After selecting your modification type(s), you will be directed to a step-by-step process that prompts you to confirm your contract data, enter a description of your request, and upload the required modification documentation. Once all information and documentation is uploaded, you will follow the prompts until successful modification submission.
Required Documentation to Modify Your GSA Schedule Contract
Each modification type has a specific set of required documentation, which is provided within the MAS Modification Guide published by GSA. A Modification Price Proposal Template (PPT) must be completed for most modification types. There are two Modification PPTs, one for products and one for services/training.
The Modification Guide and PPTs are updated regularly and can be found on GSA’s Contract Requirements and Modification Guidance webpage. The Modification Guide provides general instructions and a checklist for each modification type, but there may be more requirements based on the large categories, subcategories, and Special Item Numbers (SINs) within the specific Large Category attachments of the MAS Solicitation.
Contractors should routinely monitor the MAS Solicitation (particularly Large Category Attachments) as well as the Available Offering and Requirements webpage for new or updated templates and requirements.
Please note GSA Contracting Officers (CO)/ Contracting Specialists (CO) may request documentation outside the published modification requirements to help them make necessary determinations.
If any mandatory information is missing and/or incomplete, the reviewing CO/CS will reject your modification request. Following the guidance provided by GSA and utilizing current templates will help reduce rejections, limit clarification requests from your CO, and enable quicker processing of modifications.
What You Need to Know After Your Modification Is Awarded
After an eMod is awarded by GSA, the contractor is responsible for updating their GSA Advantage!/ eLibrary price list and catalog file via the Schedules Input Program (SIP) or Electronic Data Interchange (EDI). Contractors must revise their price list and catalog file to reflect the latest modification number and effective date along with all awarded modifications to the pricing or terms and conditions of the contract.
At times, the CO/CS may only award a portion of your modification request depending on the situation, so it is important to refer to the associated Standard Form 30 (SF-30) to ensure your pricelist upload is consistent with the modification award. Revised price lists and catalog files are typically required to be uploaded within 30 days of the modification award.
How Transactional Data Reporting Affects Your GSA Schedule Modifications
Transactional Data Reporting (TDR) largely affects the requirements of GSA modifications. If you have a SIN that is subject to TDR and you have opted to accept TDR, the Commercial Sales Practices (CSP) disclosures are no longer required. This means that the CSP-1 form is no longer a mod submission requirement and Most Favored Customer (MFC) disclosures are waived.
Additionally, supporting pricing documentation is not required from contractors participating in TDR at the time of submission of modification request. GSA is primarily concerned with ensuring offered pricing is fair and reasonable based on the current market.
However, if a Contracting Officer cannot determine that the prices are fair and reasonable, they may request pricing support such as invoices, quote sheets previously awarded contracts, or cost-build details.
Know the Difference Between Mass Modifications and eMods
As a GSA contractor, it is important to understand the difference between Mass Modifications and eMods.
eMods are contract modification requests that are created and submitted by the contractor to make updates to the awarded terms and conditions of the contract. The CO/CS reviews each request and may choose to reject or award eMods depending on multiple different factors.
A Mass Modification (Mass Mod) is a GSA-issued Solicitation Refresh in which all GSA Schedule holders are required to take action.
GSA periodically refreshes the terms and conditions of the MAS Solicitation. Clauses may be updated, added, or deleted.
When a Schedule refresh occurs, GSA will issue a Mass Modification to all Schedule contract holders. Each contractor will receive an email notification from their respective Administrative Contracting Officer (ACO) each time a Mass Mod is issued.
Please note the Mass Mod system was updated in early August 2020. GSA has implemented a multi-factor authentication process for all contractors accessing the Mass Mod Portal. The system is now only accessible by authorized negotiators on the contract.
For more information, contractors may access the Mass Mod Multi-Factor Authentication User Guide.
Make Sure You Remain Compliant—Do You Need to Modify Your GSA Schedule Contract?
In the midst of all these GSA changes, now is the perfect time to re-evaluate your contract to determine if modifications are necessary. Keeping your contract up to date and in line with your commercial business practices is a great way to ensure compliance and drive business to your GSA contract.
Do you need assistance with understanding the modification process, drafting, or submitting eMods? Reach out to a Winvale consultant today!
About Morgan Taylor
Morgan Taylor is a Lead Consultant for Winvale’s Professional Services Department. Her career at Winvale began in 2017 as a Business Development and Consulting Intern. Since 2018, Morgan has served as a full time Consultant with Winvale where she provides GSA Schedule acquisition and maintenance support to her clients. Morgan is a graduate of James Madison University with a Bachelor of Arts Degree in International Affairs and Spanish Language and minors in Political Science and Latin American & Caribbean Studies. Morgan is currently a member of the National Contract Management Association (NCMA).