An Administrative Modification refers to a non-substantive update made to a GSA Schedule contract. These modifications involve changes that do not impact the scope, pricing, or terms and conditions of the contract. Instead, they address updates to the contractor’s administrative or reference information, ensuring that contract records remain current and accurate.
Common Types of Administrative Modifications
Administrative modifications are typically straightforward and may include changes such as:
- Company Name (No Novation): Correcting minor name formatting or legal structure (e.g., LLC vs. Inc.), not involving a change in ownership.
- Company Address: Updating the physical or mailing address of the contractor.
- Point of Contact (POC) Information: Revising the primary contact person, phone numbers, or email addresses.
- Business Size Status: Updating information based on a recent SBA re-certification or size standard reclassification.
- DUNS to UEI Transition: Reflecting the transition from DUNS numbers to the new Unique Entity Identifier (UEI).
- CAGE Code Updates: Updating Commercial and Government Entity (CAGE) codes as needed.
- Website or Domain Name: Reflecting an updated corporate website or domain name.
- Remit-To Address or Banking Info: Adjusting where payments should be sent (though banking info may require additional documentation).
How to Submit an Administrative Modification
Administrative modifications are submitted via the eMod system in GSA’s eOffer/eMod portal. Since these changes do not require a full contract review, they are often processed more quickly than pricing or technical modifications.
Contractors must:
- Log into the eMod portal.
- Select the appropriate contract number.
- Choose “Administrative Modification.”
- Provide supporting documentation if applicable (e.g., Secretary of State filings for address or name changes).
- Submit for CO review and approval.
When to File an Administrative Modification
Timely updates are essential. Contractors should submit an administrative modification as soon as relevant changes occur to:
- Avoid communication issues
- Ensure compliance with contract maintenance requirements
- Maintain eligibility for orders and invoicing
Important Notes
- No Pricing or Product Changes: Any modification affecting pricing, offerings, or terms requires a different type of mod (e.g., Add/Delete or Economic Price Adjustment).
- No Ownership Transfers: Ownership changes require a Novation Agreement, not an administrative mod.
- Audit Trail: All modifications are part of the official contract record and may be reviewed during contract audits or assessments.
Conclusion
While administrative in nature, keeping contract details accurate through timely Administrative Modifications is critical for maintaining your GSA Schedule in good standing. Staying proactive ensures seamless communication, compliance, and uninterrupted access to federal opportunities.
