eOffer The Vendor Perspective Keonia Cobbins Program Analyst FAS - - PowerPoint PPT Presentation

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eOffer The Vendor Perspective Keonia Cobbins Program Analyst FAS - - PowerPoint PPT Presentation

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U.S. General Services Administration eOffer The Vendor Perspective Keonia Cobbins Program Analyst FAS Acquisition Management July 19, 2017 Agenda Offer/Mod Process Overview Accessing eOffer/eMod Preparing an eOffer/eMod

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U.S. General Services Administration

eOffer – The Vendor Perspective

Keonia Cobbins Program Analyst FAS – Acquisition Management July 19, 2017

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Agenda

  • Offer/Mod Process Overview
  • Accessing eOffer/eMod
  • Preparing an eOffer/eMod

 Corporate Information  Negotiators  Goods/Services  Standard Responses  Solicitation Clauses  Upload Documents  Subcontracting

  • Submitting an eOffer/eMod
  • Signing the Award Package
  • Questions
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AM Systems Support

  • http://amsystemssupport.fas.gsa.gov/index.html
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ACCESSING EOFFER

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www.eOffer.gsa.gov

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Digital Certificate

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eOffer

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PREPARING AN OFFER

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Select Solicitation

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Corporate Information

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eOffer Completion Verification

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Negotiators

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Negotiator List

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Goods/Services

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SIN Selection

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SIN Details

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SIN List

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Preponderance of Work

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Standard Responses

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Solicitation Clauses

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Basic Information

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Commercial Sales Practice (CSP)

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CSP Level

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CSP Basis

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SIN Discounting Policies

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Discount - Policy/Concession Terms

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Point of Contact Information

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Point Of Contact List

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Ordering Information

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Ordering Details

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Solictation Provisions

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Corporate Experience

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Past Performance

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Quality Control

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Past Performance

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Relevant Project Experience

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Exceptions

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Exception Change

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Exception Confirmation

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Subcontracting Plan

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New Plan

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Identification Data

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Goals

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Goals Section A

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Subcontracting Point of Contact

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Subcontracting Point of Contact

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Equal Opportunity - Good Faith Effort

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Upload Documents

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Document Information

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Additional Uploads

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SUBMITTING AN OFFER

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Submit eOffer

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Final Review

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Sample Review Documents

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eOffer Submission

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eOffer Confirmation

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New Offer Welcome Letter

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SIGNING THE AWARD PACKAGE

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eSignature Notification

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eSigning

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Accept Offer Documents

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Accept Standard Form 1449

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Signing Award Package

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eSign Confirmation

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eOffer Accepted Confirmation

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ACCESSING eMOD

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www.eOffer.gsa.gov

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Digital Certificate

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Specify Contract

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INITIATING AN eMOD INITIATING AN eMOD

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eMod Options

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Rapid Action Modification (RAM)

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Instantly Effective Price Reductions

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eMOD SECTIONS

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Corporate Information

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Validation Screen

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Additions

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Add SIN Detail

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Add SIN Detail cont.

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Terms & Conditions

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Terms & Conditions

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Terms & Conditions

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Note: Full screen shots of the CSP pages are in the eOffer training available on the AM Systems Website.

Commercial Sales Practice (CSP)

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Other Vendor Responses

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Terms and Conditions

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Subcontracting Plan

Note: Full screen shots of the subcontracting pages shown in the eOffer training available on the AM Systems Website.

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Upload Documents Upload Documents

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Upload Documents

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Upload Documents cont.

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Submit Request Submit Request

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Confirmation & Review

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Sample Documents

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Submit & Confirmation

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eMod ID

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REQUEST FOR CLARIFICATION REQUEST FOR CLARIFICATION

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Request For Clarification

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Clarification Response

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Exception Response

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VENDOR SIGNATURE VENDOR SIGNATURE

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Ready for Vendor eSign

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Review & Sign

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View SF30

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Signing Award Package

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eSign Confirmation & Download

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GSA INITIATED MOD

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Option to Extend (OPEN) Process

Notification

  • 250 day Exclusion Determination Letter to Contracting Officer (CO)
  • Exclusion Determination Letter to Contractor, only if excluded
  • 210 day Option Letter to Contractor

Eligibility

  • 165 day Consolidated Eligibility & Readiness Report to CO
  • Contractor Deficiency Letter, if Contractor is nonresponsive to Option

Letter

  • 90/30/7 day Email reminder to CO

Readiness

  • CO confirms minimum sales, no negative findings on past

performance/CAV, sales and IFF have been reported timely, current pricelist is on GSA Advantage, Excluded Parties List System (EPLS)

Exercise

  • If the best interest of the government, CO issues modification with

consent

  • If “no award” decision, CO must notify contractor in writing with

thorough documentation

Per Policy and Procedures (PAP) 2015-01

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eMod- View Option Mod

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Vendor Validation

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Vendor Response

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AM Systems Support

  • http://amsystemssupport.fas.gsa.gov/index.html
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Questions and Answers

Q – Do you also have to upload a Microsoft Word version of the Technical Proposal Factors 1, 3 & 4? Same with the CSP-1? A – No, once the information is typed in the tool (eOffer) the information is converted into a pdf format and included as part of your offer submission by the

  • system. There is no need to upload a Word version of these items.

Q – If we want to change who our preferred customer that the pricing is based

  • ff of, do we do that through e offer or E MOD?

A – eOffer is only used to submit an new offer. Any changes requested to a current contract must be made through the eMod. Q – If you want to update pricing is that through terms and conditions? We sell a product that is subject to price increases yearly- how do we update the pricing

  • n our contract?

A – Change in pricing is done through an EPA (Economic Price Adjustment) modification not a terms and conditions modification.

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Questions and Answers

Q – What is the average time it takes to approve a mod after submittal? A – It depends on the mod type, completeness of the modification submission, and contracting workload. Most modifications are completed within 3 weeks. Q – If the mod has a price reduction (temporary or permanent) those mods and therefore the price are reduced immediately, correct? A - Correct, the effective date of the modification will be the date the modification is submitted but it may take a bit for the CO to approve the modification in the system. Q – Are we no longer using SIP? A – Yes, SIP is used to update vendor information in GSA Advantage and GSA eLibrary but it is not part of eOffer/eMod system.

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Questions and Answers

Q – So we don’t make price changes through SIP anymore? A – Updating files via SIP is done AFTER the modification process in eMod is

  • complete. The price changes must be approved to your contract via a

modification through eMod. Once the modification is complete the updated pricing must be uploaded to GSA Advantage via a SIP file. Q – When you enter a mod for price change does it tell you what you need for documentation to complete that mod for price change? A – Yes and no – the system does require specific documentation be submitted for modifications but the Schedule may require additional information/documentation. You should check with your contracting office before submitting a modification request to ensure that you are submitting the necessary information/documents. Q – Can you please give us the AM Systems Support website again? A – The website is - http://amsystemssupport.fas.gsa.gov/index.html You can also find this information on the eOffer/eMod website by clicking the eOffer/eMod Help link (https://eoffer.gsa.gov/AMSupport/index.html)

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Questions and Answers

Q – Is there SIP training available anywhere? A – SIP training is available through the Vendor Support Center - https://vsc.gsa.gov/. Q- We are up for our 20 year contract renewal. Do we do that through eOffer or eMod? A – You would go through eOffer. Q- Do you require open ratings evaluation? A - Currently Open Ratings Reports are required for new offers but are not required for successful FSS program contractors. Please review the solicitation requirements to ensure that the correct information is submitted.