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Office of Acquisition and Logistics (OAL)

Modifying Your VA FSS Contract

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

In accordance with clause 552.243-72 Modifications, VA FSS contractors may request a contract modification by submitting a request for review and approval by a VA Contract Specialist.  (Note:  All requests must be submitted to the fss.help@va.gov for process and assignment.)  Changes to your contract are only effectuated via a contract modification executed by a FSS contracting officer.

Request for Modification Review & Award Process

  1. All requests must describe the proposed change(s) and provide the rationale for the requested change(s).

  2. Requests may be returned without award if submitted information is not current, accurate, complete, or the FSS contractor does not respond to clarification or additional information requests in a timely manner.

RFM Review & Award Process

1. RFM Received & processed; 2. Review & Request for Information; 3. Full Request Evaluation & Analysis; 4. Final Review & Notification of Award.

Key Elements of a Successful RFM

  • Scope — Are the offered products/services within the scope of your awarded contract and Schedule solicitation?  Are all offered products/services from the US or other designated country(ies)?

  • Forms — Did you use the current request forms and spreadsheets available online?  Have you completed all required fields with information that is current, accurate, and complete?

  • Requirements — Does the information you provided meet the requirements of the applicable modification clause of your solicitation?

  • Pricing — Is your proposed pricing competitive with current market conditions?

  • Regulatory Compliance — Are all registration requirements complete and up-to-date?  Are all contract deliverables submitted on time?

RFM Effective Dates

Submission & Approval Date Effective Date
Prior to the 25th of the month 1st of the following month
Prior to the 10th of the month 15th of that month

Review Process Time

Our goal is to review all modification requests and make an award/no award decision within 60 calendar days from receipt.  Timely processing is impacted by the quality of the RFM submission, the inclusion of all relevant information, the total number of requests submitted, and the length of time between submissions.

Generally, the review time for modifications that must be reviewed by the VA Office of the Inspector General (OIG) exceeds 60 days.  Visit the OIG Threshold page to see if your modification request meets the requirements for an OIG review.

RFM Forms

All Schedule Request for Modification Forms and instructions are available for download on the Modification Forms page.

Subject Line Naming Convention

When submitting an RFM, requesting a status update, or submitting an updated FSS pricelist, the following identifying information must be included:

RFM — Contract Number — Schedule ID — Mod Type/Status/Pricelist

Subject Line Naming Convention Examples
Submitting a RFM RFM — V797P-5555x — 65IB — Addition (or other action type)
Submitting a Status Update Request RFM — V797P-5555x — 65IB — Status
Submitting a Pricelist RFM — V797P-5555x — 65IB — Pricelist

NOTE:  Naming convention required when submitting NAC-CM spreadsheets and FSS Paper Pricelists.  GSA Advantage! pricelist notifications are automatically sent to the FSS Help Desk.

NOTE:  Emails that are submitted to the Help Desk without the RFM prefix may be misdirected and thereby the review process of your request may be delayed.

Subject Line Schedule IDs
Subject
Line ID
Schedule Commodity/Service
65 I B FSC 65, Part I, Section B Drugs, Pharmaceuticals, & Hematology Related Products
65 II A FSC 65, Part II, Section A Medical Equipment & Supplies
65 II C FSC 65, Part II, Section C Dental Equipment & Supplies
65 II F FSC 65, Part II, Section F Patient Mobility Devices
65 V A FSC 65, Part V, Section A X-Ray Equipment & Supplies
65 VII FSC 65, Part VII Invitro Diagnostics, Reagents, Test Kits, & Test Sets
621 I FSC Q Professional & Allied Healthcare Staffing Services
621 II FSC Q301 Medical Laboratory & Testing Analysis Services
CPT FSC 6630, Part III Cost-Per-Test Clinical Laboratory Analyzers