5. Managing Requirements and Expectations (Modifications)

Management System: Non-Management and Operating (Non-M&O) Contracting

Subject Area: Service Contracting

Procedure 5. Managing Requirements and Expectations (Modifications)

Subject Matter Expert: BEVERLY HARNESS
Management System Owner: SUSAN BORTHWICK
Secondary Management System Owner: DENNIS WILSON
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Issue Date:  09/28/2012
SCMS Revision:  2.1

1.0  Applicability

This procedure applies to Contract Specialists (CS), Contracting Officers (COs), and Contracting Officer’s Representatives (CORs). After the awarding of a contract, the contract may need to be modified. This procedure outlines the process for modifying an awarded contract.

2.0  Required Procedure

Step 1

If the contract requires:

  • A funding modification, the CS obtains an approved Requisition from the COR and the Contract Budget Official and the CS proceeds to Step 2.

  • An out-of-scope modification, the CS obtains a proposal from the contractor and reviews technical, cost, consideration, and other business aspects. The CS obtains an approved Requisition from COR and Contract Budget Official and proceeds to Step 2.

  • An administrative modification, the CS proceeds to Step 2.

NOTE: If modification is to exercise any option, the CS first confers with the COR, provides a preliminary intent notification to the contractor within the timeframe required in the contract, and documents the file with the necessary Determination and Findings, and proceeds to Step 2.
Step 2 The CS prepares the contract modification.
Step 3 The CS obtains approval from the CO and any other necessary staff.
Step 4

The CS determines if the modification is unilateral (e.g. obligation) or bilateral (e.g. out-of-scope, de-obligation).

  1. If modification is unilateral, no contractor signature is required on contract modification and the CS continues to Step 5.

  2. If modification is bilateral, the CS obtains contractor’s signature on the contract modification before obtaining the CO's signature.
Step 5 The CS obtains the CO's approval on the contract modification via Strategic Integrated Procurement Enterprise System (STRIPES).
Step 6 The CS distributes modification to the contractor and others as required via STRIPES.
Step 7 The CS files the documentation in the official contract file in STRIPES.
Step 8 The CS proceeds to Procedure 6, Managing Requirements and Expectations (Invoices).

3.0  References

This is the online OFFICIAL SCMS COPY of this file. Before using a printed copy, verify that it is the most current version by checking the Last Major Revision and Last Minor Revision dates (at the bottom of each document) on the SCMS Web site.

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Last Major SCMS Revision: 03/11/2011