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Office of Acquisition and Logistics (OAL)

Extending Your FSS Contract

 
Tel: (708) 786-7737 Fax: (708) 786-5828 fss.help@va.gov Contacts Survey
 

In accordance with clause AS1508, Option to Extend the Term of the Contract, the Government may request continued performance of the awarded contract.  Your contract may be eligible for extension if you have option years remaining, your past performance is satisfactory, all annual registrations are up-to-date, all contract requirements have been fulfilled, and it is determined that your contract continues to be in the best interest of the Government.

With the exception of contracts awarded under Schedule 65IB, the option clause may be exercised for any FSS contract more than once to add 1 or more option year periods, but the total extension of performance shall not exceed 5 years.  Additionally, the total period of performance shall not exceed 10 years.

Contract Extension Notification

The individual listed as the Contract Administrator on your current FSS contract will receive notification of the Government’s intent to consider extending your contract 18 months prior to the expiration of your contract.  Additional reminders will be sent 12 and 6 months prior to expiration.  You may disregard these additional reminders if you have already submitted a proposal.  To ensure receipt, please keep your contact information and contract administration point of contact up-to-date.  If you need to change this information please submit an administrative request for modification.

New Solicitation Proposal

Contracts at the end of their performance period (5 years for 65IB contracts and 10 years for all other Schedule contracts) are not eligible for extension; therefore, submission of a new solicitation proposal is required.

For those required to submit a new, follow-on proposal, the current solicitation package is available online.  Information on the new offer review and award process is available on the Getting on Schedule page.  If you are unsure if your company is eligible for a contract extension or if it must submit a new solicitation proposal, please contact your assigned Contract Specialist to discuss your circumstances.

Short Term Contract Extensions

During the government’s evaluation of your proposal, short-term extensions may be granted so as to allow continuity of the contract; however, the short-term extensions cannot extend the life of the contract beyond 10 years.  Short-term extensions are granted only after a new contract proposal or extension proposal is received; therefore you must be timely with your submission.

Proposal Submission Timeframes

To avoid a lapse in performance it is recommended that you submit your proposal in accordance with the timeframes outlined below.

Circumstance Timeframe
Extension Proposal Requiring OIG Review:  If the annual value of your contract meets or exceeds $5 million for 65IB and $3 million for all other schedules. 15 months prior to expiration
All Other Extension Proposals:  If your contract does not require OIG review and you do not need to submit a new proposal. 6 months prior to expiration
New Proposal Requiring OIG Review:  If you are required to submit a new solicitation proposal and the estimated contract value meets or exceeds $5 million for 65IB and $3 million for all other schedules. 15 months prior to expiration
All Other New Proposals.  If you are required to submit a new solicitation proposal, and your contract does not require OIG review. 12 months prior to expiration

Assistance

To request a copy of the contract extension package or for additional information on submitting a contract extension package, contact your assigned contract specialist or the FSS Help Desk.

Contract Extension Review Process

The goal of this review process is ensure the contractor has met all contract requirements during the initial period of performance and that continuation of the contract is in the Government’s best interest.

Submission - (1) Extension proposal submitted to FSS Help Desk; (2) Assigned to contract specialist Analysis - Assigned contract specialist conducts a full proposal and price analysis Discussions/Negotiations - (1) If required, the assigned contract specialist engages in discussions with the contractor; (2) Additionally, the contractor may be required to submit modifications to their current contract Modification - If the contract extension package is approved, the assigned contract specialist will issue a unilateral modification serving to extend the expiration date of the existing contract

Proposal Review Timeframe

The contract extension review process usually takes 120 calendar days, but it may take more depending on the completeness and complexity of the proposal.  Factors such as an OIG review could increase the time of the review process.  A complete and accurate proposal, submitted within the recommended timeframes, will help speed the process.

Discussions/Negotiations

The assigned contract specialist may require discussions/negotations if:

  • The contractor’s Commercial Sales Practices (CSP) disclosures changed.

  • New terms and conditions are being proposed or pricing structure has changed.

  • The contractor did not meet the requirements of the contract, or its past performance and/or responsibility determination is unsatisfactory.

  • The estimated value of the proposal necessitates a pre-award review by the VA Office of Inspector General.

Your Contract May Be Extended If…

  1. Contract has option years remaning
  2. All required registrations are up-to-date and past performance is satisfactory
  3. All contract requirements have been fulfilled
  4. The CS determines that your contractcontinues to be in the best interest of the Government

The Government reserves the right to request a new FSS proposal in lieu of extending the existing contract.

Elements of a Successful Contract Extension

  • Expiration Date — Be cognizant of the expiration date of your contract.  While the Government will provide you with notification of its intent to consider extending your contract, it is your responsibility to be aware of your awarded period of performance.
  • Submit your Proposal in a Timely Fashion — Submit your proposal promptly after you receive notice of the Government’s intent to extend your contract to avoid any interruption of service.
  • Documentation — Did you submit all required documents, including a new CSP?
  • Past Performance — Do you have customers who are willing to discuss your performance?  Does your firm meet the following contractual commitments?
  • Regulatory Compliance — Are all registration requirements complete and up-to-date?  A listing of required registrations is available on the Compliance Requirements page.