OPEN is the new process for exercising options to extend the period of a Federal Supply Service contract. The goal of OPEN is to streamline the option process and ultimately meet the FAS Commissioner, Steven J. Kempf’s timeliness goal of exercising options 60 days prior to contract expiration. OPEN was released on September 24, 2011 and the initial launch included 64 MAS contract holders. From that date on, the system will run a query every two weeks for contracts that are expiring in the next 250 days and send notification to the Contracting Officer (CO), Contract Specialist (CS), and Administrative Contracting Officers (ACO). Therefore over time, all MAS contract holders will become part of the OPEN process.
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One change in the new system is that in order for the process to run smoothly, the contractor’s authorized negotiator(s) must have a digital certificate prior to ANY modification being exercised. Obtaining a digital certificate is a simple process and is now mandatory. To get yours, go to the eOffer website: https://eoffer.gsa.gov/ , click on "digital certificates" and follow the instructions. Please be mindful that the name on your digital certificate must EXACTLY match the authorized negotiator name in the contract file. If the names do not exactly match, you will not be able to access the emod system.
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How does OPEN work?
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As previously described, COs, CSs and AOs will be notified 250 day prior to a contract expiring. Some contractors will then receive an email from the CO on or about 250 to 210 days before the expiration of their contract notifying them of the Government’s intent NOT to exercise the option clause and the reason for this decision. The remaining contractors will receive an email from the CO on or about 210 days before the expiration of their contract notifying them of the Government’s intent TO exercise the option. Copies of these emails ("Exclusion Determination Letter to Contractor" and "210 day Option Letter to Contractor") can be found HERE . This first batch of contractors will receive the 210 day letter around November 4, 2011.
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Next steps
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If a contractor receives the email to exercise the option they will have two choices to make. First, they may choose not to continue with their contract and so must notify the CO in writing, via eMod that they do not wish to continue. Or second, they may respond to the Option Letter in writing also via eMod, within 45 days with the data requirements outlined in the Option Letter. When the CO receives the contractor’s response to the Option Letter, they will review the information provided and in some cases may ask for additional clarification. The CO and contractor will interact during this during this process by exchanging documents via the eMod system.
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What to do if you need help:
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A list of Frequently Asked Questions are available HERE . If you have any comments or questions about the OPEN program you can email us at masopen@gsa.gov. If you experience any technical problems with the eMod system call 1-866-472-9114 or email eoffer@gsa.gov.
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