How to Renew Your GSA Government Contract and not go mad.

Well, I will be frank, I had initially assumed that GSA contract renewals would be easy. Fill some forms, get cleared, that is it. Yeah, not quite. I found it turns out to be much deeper than most contractors had anticipated once I traced this process deep. But now there is the good news: it is completely manageable once you have mastered the system.

When Does This Surely begin?

This is what was surprising to me: the renewal process begins approximately 210 days prior to the end of your contract. Your Contracting Officer will send you an automated email, which is called OPEN system. Don’t ignore it. Check the date and mark it as it is exactly 165 days that you have to hand everything on the eMod system.

Miss that deadline? Your contract expires. No time-outs and no second takes. It would require a completely new application where you would be in a situation to lose weeks (possibly months) of revenue potential.

The Sales Hurdle No One Talks about.

This one’s critical. Your GSA Schedule must also reach to 100, 000 sales in total sales in the first five years. After that? You must have a minimum of $125,000 within every five years. I have witnessed a contractor panicking when he/she notices that he is short, however, this is where the Contracting Officers will be willing to grant your renewal provided you provide a sound action plan.

What does that mean? In essence demonstrating that you are actively marketing, pursuing bids or working with consultants who are familiar with the federal space. It is not automatic permission but neither is it a game over.

How to keep Your Contract: The Real Materials that Count.

You can not sit back between renewals. Your registration on SAM.gov should also be up to date – it should be renewed annually with no exceptions. A single lapsed registration has the ability to put a freeze on your whole renewal.

Then there is the mass modifications problem. GSA transmits them quizzically and you have a time frame of 90 days to accept them. When most contractors consider them, it is right at the time of renewal, and when they find out that they have pending mods that promote their extension, they then find themselves in the scramble to submit those.

Test the Mass Modification System on a regular basis. Five minutes is worth saving you great headaches in the long run.

Your GSA Advantage! catalog should also be updated within 30 days of any modifications to the contract. New products? Price adjustments? Update it immediately. The buyers in the government go searching that catalog all the time, and worn out information portrays you as unreliable.

What You Really Have to Submit.

Specific, but not complex, the renewal package. You’ll need:

• A letter on firm stationery stating that you wish to have an extension (with the Authorized Signatory of your company).
• Evidence of having agreed to all the necessary changes.
• Currently registered at SAM.gov.
• Your new GSA Advantage! price list.
• re-representation of your size of business (changed)

In case you changed your category of small business to other than small, you would also be required to have a Small Business Subcontracting Plan. Any alteration of your original Basis of Award may make it difficult and therefore mark them up.

The Smart Move: Start Early

The majority of renewals become successful 12 months in advance. I understand that this is putting the cart ahead the horse, but consider it, you have to turn sales to make with time to come when you are at minimums, any pending changes might be made, tidying up your records, and unforeseen problems your Contracting Office might want to ask you.

Establish in-house dates at minimum of 30 days prior to actual dates of GSA. This buffer has rescued many contractors out of last minute catastrophes when they realize missing documents or lack of adherence.

Keep Your Contracting Officer on Board.

Such a relationship is more than you assume. You have questions of any kind, be it in your sales levels, a change, the status of your business size, etc., contact us. Contracting Officers would also prefer to respond to questions earlier than to responding to renewals that were not completed by the deadline.

Besides, you need to have frequent communication during your contract life (not only at the renewal period) to create credibility. Sharing your victors, inquiring about the next opportunities, keep visible.

The Next Styles: Don’t Forget This after Approval.

When your renewal is approved upload your new price list in GSA eLibrary within 30 days. Modify your period of contract and number of modifications everywhere. It’s tedious but necessary.

The bottom line? The renewal of the GSA contracts is not automatic, yet it is foreseeable. Stick to a timetable, ensure that you are in compliance throughout the year and consider your Contracting Officer as a partner and not as a gatekeeper. Do it and your renewal will be a normal business practice rather than a hectic rush hour.

FAQs

Q:Is my GSA contract renewal automatic after five years?

No, renewal isn’t automatic. You must take every initiative to respond well in advance of the renewal notices, complete all the documentation contents by the 165-day deadline and obtain acceptance by your Contracting Officer.

It involves taking an initiative to participate in it, it is not going to occur unless you facilitate it.

Q: What happens if I don’t meet the minimum sales requirement?

As long as you do not meet the three year mark of either the $100,000 or the $125,000 threshold, your renewal will not be declined on auto-pilot. Most contractors have been able to renew by providing a clear action plan indicating how they will do more marketing work, seek more bids, or engage consultants.

The secret is showing dedication towards the growth of sales in future.

Q: Can I add new products or services in the process of renewal?

Yes, however, send them in as individual requests to be modified, as opposed to combining them with your renewal. This ensures that the renewal process proceeds fast as your additions are reviewed independently.

You can add to your offerings at any point within your contract period, renewing is in fact a terrific opportunity to see what new Special Item Numbers would fit to the prevailing federal demand.

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