Obtaining a GSA Multiple Award Schedule (MAS) is a long, multi-step process. Before you can submit your offer in eOffer/eMod, you need to make sure you have gathered all documentation for the administrative, technical, and pricing section. Constructing all these necessary documents will allow your company to demonstrate your ability to provide your products/ services to GSA.
While your submission is a huge success, there’s still a few more actions required before you’re awarded a contract. For instance, once your offer is submitted, it will then be assigned to a Contracting Officer (CO). We’ve talked a lot about getting a GSA Schedule and how to maintain one from a contractor’s perspective, but now let’s talk about Contracting Officers and their significant role in the GSA MAS Program.
The Role of Contracting Officers
Contracting Officers are extremely instrumental in the GSA Schedule acquisition and maintenance process as some of their major responsibilities include authority to administer, renew, and terminate contracts. Below, we’ll cover the main roles COs play for GSA contractors.
Reviewing GSA Schedule Proposals
As mentioned previously, your GSA Schedule offer will be assigned a Contracting Officer following your submission in the eOffer portal. The CO isn’t assigned immediately, it takes time to review initial offers, so don’t panic too much if your company doesn’t receive an email shortly after your submission. While the government is notorious for taking their sweet time, you’ll eventually see an email from your assigned CO. Your CO will be responsible for rigorously reviewing all the documents you submitted to ensure your products/ services are compliant with government regulations and guidelines.
Clarifications/ Negotiations Process
Once your assigned CO has had a chance to familiarize themselves with your offer, they may want some clarifications. Your CO will also work closely with you to enhance your offer and negotiate a few of your contract terms, especially your proposed pricing. GSA is always looking for the best price your company can offer to the government and wants to make sure they are “fair and reasonable,” so be prepared to justify your rates.
In some cases, a financial review is also conducted to make sure your company is financially capable to provide the products and services you intend to offer. This review is conducted by a different department, not your CO.
Officially Awarding GSA Schedules
After getting the chance to discuss your offer, you will be given the opportunity to amend a few areas if needed. Your CO provides ample insight so that you can reach your goal of obtaining a GSA contract. Your CO will be direct about what needs to be fixed and is available to answer any questions you may have. Once the offer is complete and pricing is successfully negotiated, your CO will ask you to sign a Final Proposal Revision (FPR) which summarizes your offer. Once the CO signs off, you have your GSA Schedule award.
Monitors Contract Performance Post-Award
While having a government contract leads to a landscape of opportunities, you must maintain your contract and remain compliant with Federal Acquisition Regulation (FAR) regulations. Keeping your contract current and compliant, accepting mass modifications, submitting modifications, and renewing your SAM registration are a few compliant actions.
Your CO will also monitor your pricelist to ensure your pricing, product specifications, and other sections of your pricelist are correct. If you fail to accurately reflect what you agreed upon, then you could be suspended, restricting access to valuable resources, such as GSA eLibrary, GSA Advantage! and GSA eBuy. As long as you maintain your pricelist and keep everything up to date, you’ll have nothing to worry about.
Modifications, Contract Extensions, and Audits
Your GSA MAS contract is a 20-year contract that will inevitably require changes. There are various modifications your company will encounter whether it’s an administrative, add, or deletion modification. Your CO is responsible for reviewing and approving your modifications. They will also assist you when it’s time for contract extensions, which occur a few months before your 5-year option term. Contracting Officers also conduct audits to evaluate your performance and guide your company to improve areas of concern.
Terminate Contracts
Not only do COs have the power to award you a contract, but they can also terminate your contract due to lack of compliance. Again, if you are following mass modifications, submitting modifications for your MAS contract, paying your IFF fee, and updating your SAM registration, then you should have nothing to fear. To ensure your company is meeting sales requirements, market your GSA contract on your website and seek government opportunities using the resources available to you.
Communication Tips with Contracting Officers (COs)
After reviewing some of the COs responsibilities, it’s evident how crucial their assistance is. While communication may be slow and/or difficult at first, they play a key role in your contract so it’s important you maintain a good relationship with your CO. To have a better experience with your CO throughout the acquisition and maintenance process, be sure to follow some of these tips:
- Get to know your CO and try to figure out their communication style
- Be quick to offer assistance and give supplemental information
- Be courteous and send follow-up emails to see where your CO is in the process if you haven’t heard from your CO in a while
- It’s easy to forget that COs are also working with other potential contract holders, so be patient and don’t flood their inbox
- Make a phone call - sometimes chatting over the phone can be more efficient
- Remember to work with your CO and not against them
As a contract holder ourselves, we know how difficult it can be to keep up with maintenance for a GSA Schedule. If you need any assistance or have any questions, we’re here to help you.
