Contract Requirements and Modification Guidance
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Your First Step!
Get started by downloading the GSA Schedule Contractor Compliance Checklist [PDF - 19 KB] from the Welcome Package.
If you have questions or require additional information relating to your contract, your primary point of contact is always your assigned Contracting Specialist or Contracting Officer.
Note: There are numerous private companies that provide GSA Schedule contract administration support services (for a fee) to GSA Schedule contractors. Those companies actively market their services to new contractors, and it is quite likely one or more of them will contact you in the near future. Some firms use "GSA" in their company name and email addresses, and sometimes their communications are worded in such a way that they appear to be official GSA correspondence. GSA is in no way affiliated with any private companies to provide contract administration support services. Any email communications from GSA employees will always come from an email address containing the following format: firstname.lastname@example.org.
Below is a list of clauses that require attention throughout the life of your contract. The clauses are listed in order of importance and will require action on your part. Please familiarize yourself with these requirements now. If you have any questions, please reach out to your assigned Contracting Officer or Specialist for assistance.
Notes have been provided for each clause to help you identify the action required and important features. Be sure to check out the full text of each clause in your contract.
It's Time to Get Your Catalog Online
The following requires your immediate attention and is critical to your success as a GSA Schedule Contractor.
Key Component: Make sure your pricelist is in the required format and post your approved price list and catalog to GSA Advantage!®.
Product Requirements for GSA Advantage!®
GSA is committed to improving the customer experience and strives to ensure that government buying and selling is easy, efficient, and modern. Publishing accurate photos of offered items on GSA Advantage!® avoids buyer confusion and reduces returns. With so many products on GSA Advantage!®, making sure that your products have a detailed product name, thorough descriptions, and clear, high quality photos is important.
Contractors selling products under their MAS contract shall submit photos, as required in the Schedules SIN-MOL-Photo-UPC look up table on the VSC.
To best support the buyer community, please consider following the below best practices when posting photos.
- Include more than one photo per product or accessory to show different views (up to 4). You will be required to identify which photo is the default (i.e. primary photo).
- Primary photos should not not be a drawing.
- Photo should show *only* the product that is for sale, with few or no props or accessories that are not included with the product. Inclusion of additional accessories not included with the product may confuse the buyer.
- Photos should only contain text that is a part of the product.
- Photos should *not* contain a company logo, unless it is part of a product's branding and affixed to the product itself.
For additional guidance and technical requirements related to photo uploads, please visit the Vendor Support Center (VSC).
GSA may supplement a contractor's electronic contract data on GSA Advantage! with product data provided by third-party sources such as manufacturers and their authorized partners. This may include, but is not limited to, product descriptions, images, and PDF attachments.
Clause I-FSS-600 states that you post a price list on GSA Advantage!® for customers to view. This clause also outlines the proper format for your price list.
Paragraph A of this clause details the requirements of maintaining your GSA schedule price list. Paragraph B of this clause details the content of the terms and conditions.
This clause also requires that the electronic price list be uploaded to GSA Advantage no later than 30 days after the award.
All prices on your price list are to be inclusive of the industrial funding fee (IFF) (discussed in further detail below).
For your reference, below is an example of how the .75% IFF is added to your prices. The majority of Schedule contracts use this methodology for calculating IFF, but be sure to review your contract to ensure you understand how to appropriately apply the IFF to your prices.
Example: The final Schedule contract award price is calculated as follows:
- Negotiated price divided by (1 minus the IFF rate)
- If the IFF rate is 0.75%, then 1 - 0.75% = 1 - 0.0075 = 0.9925.
- The Schedule contract award price is calculated as the negotiated price divided by 0.9925.
- For example, if the negotiated price is $100,000, the proper way to calculate the Schedule contract award price (assuming an IFF rate of 0.75%) is:
- ($100,000 / 0.9925) = $100,755.67
Need help getting on GSA Advantage®? The Vendor Support Center GSA Advantage!® Vendor Start-Up Kit is a helpful tool that provides instructions to help you to learn how to upload your price list so that your company's information is viewable on GSA eLibrary and GSA Advantage!®. Upon CO approval of your electronic file, you may begin to utilize GSA's eBuy system to view current procurement opportunities and respond to Requests for Information (RFIs) and . It is important that you post your price list as soon as possible, but not later than 30 days after your contract award date, to gain access to potential opportunities to sell your company's products and/or services.
A document used to communicate government requirements, but which do not solicit binding offers. Quotations submitted in response are not offers. The schedule order is the offer, and then the contractor can do something to show acceptance, like ordering supplies or contacting subcontractors.
Sales Reporting and Industrial Funding Fee Remittance
Key Component: You must track all sales made through your Schedule by Special Item Number (SIN), so that you can properly remit your IFF to GSA. There are two different ways in which Sales and IFF are tracked and remitted:
- Transactional Data (Monthly Reporting) and
- Commercial Sales Practices (Quarterly Reporting)
Both systems require reporting by Schedule and SIN. Under Transactional Data Rule Reporting, the contractor reports sales data monthly. Contractors have 30 calendar days following the completion of the month to report sales. Industrial Funding Fee (IFF) must be remitted to GSA within 30 calendar days following the completion of each quarter.
Under Commercial Sales Practices (Quarterly Reporting), the contractor submits Sales and IFF within 30 calendar days following the completion of each quarter.
Note: All Sales and IFF will be reported through the FAS Sales Reporting Portal (SRP) located at FAS SRP.
- Review Clause: 552.238-80 INDUSTRIAL FUNDING FEE AND SALES REPORTING (MAY 2019)
Need help? The sales reporting website includes a user's guide. Please direct any questions about sales reporting and IFF to your Industrial Operations Analyst (IOA).
Key Component: As a Schedule contractor you must generate a minimum of $25,000 in sales during the first 24 months on Schedule and $25,000 in sales every year thereafter.
- Clause I-FSS-639 outlines this requirement. As a Schedule contractor, you will receive periodic email notifications regarding compliance with the minimum sales criteria outlined in Clause I-FSS-639. During the first two (2) years of your contract, you may receive up to four (4) notifications. If you receive a Contract Sales Criteria notification during the first 24 months of your Schedule contract and later report sales in the sales reporting tool that are in compliance with Clause I-FSS-639, you will receive a retention letter acknowledging that you have satisfied the initial 24-month minimum sales criteria of $25,000.
Need Help? GSA's Office of Small and Disadvantaged Business Utilization (OSDBU) – The OSDBU advocates for small businesses and helps connect them with nationwide procurement opportunities. Find OSDBU contacts in each of the 11 GSA regional offices.
Subcontract Reporting Requirements
These clauses reference how to report executive compensation and subcontract usage. If you are an "Other than small business" this clause requires attention throughout the life of your contract.
Review Clause 52.204-10 Reporting Executive Compensation and First-Tier Subcontract Awards:
An online system at beta.sam.gov, which the U.S. Government uses to consolidate acquisition and award systems for use by contractors wishing to do business with the federal government. Formerly known as FBO.gov, all contracting opportunities valued over $25,000 are posted at beta.sam.gov.
- In the contractor's preceding fiscal year, the contractor received:
- 80 percent or more of its annual gross revenues from federal contracts (and subcontracts), loans, grants (and subgrants) and cooperative agreements;
- $25,000,000 or more of its annual gross revenues from federal contracts (and subcontracts), loans, grants (and subgrants) and cooperative agreements; and
- The public does not have access to the information through periodic reports filed with the Security and Exchange Commission (SEC).
If applicable, you are required to report the information outlined above by the end of the month following the month the contract award was made, and annually thereafter. Failure to report this information in accordance with the clause may result in contractual action being taken by GSA, and may affect your performance rating on this contract.
Modifications and Mass Modification Guidance
Please visit the Modifications and Mass Modification Guidance page.
Key Component: The following clauses are generally applicable to all Schedule contracts and should be clearly understood.
- Review clause 52.222-26 Equal Opportunity:
This clause requires that the Equal Opportunity Clause poster be displayed in a conspicuous place available to employees and applicants for employment. Subcontractors must similarly display the EEO poster. See the U.S. Equal Employment Opportunity Commission website for various versions of this poster. Contractors are also required to file the Equal Employment Opportunity EEO-1 Survey in accordance with the instructions found at U.S. Equal Employment Opportunity Commission Survey website.
- Review clause 52.204-9 Personal Identity Verification of Contractor Personnel:
This clause requires your company to comply with agency personal identity verification procedures identified in the contract that implement Homeland Security Presidential Directive-12 (HSPD-12), guidance M-05-24 and Federal Information Processing Standards Publication (FIPS PUB) Number 201.
A federal agency responsible for assisting the president in meeting policy, budget, management and regulatory objectives and to fulfill the agency's statutory responsibilities.