A Contractor Assessment Visit (CAV) is an official evaluation conducted by the General Services Administration (GSA) to assess a contractor’s compliance with the terms and conditions of their GSA Schedule contract. CAVs are typically carried out by an Industrial Operations Analyst (IOA), and they are part of GSA’s oversight efforts to ensure that contractors are properly managing their contracts, reporting accurate data, and providing federal buyers with fair and transparent pricing.
CAVs are not punitive in nature. Instead, they are intended to provide contractors with constructive feedback, identify areas for improvement, and ensure long-term success and compliance in the GSA program.
Purpose of the CAV
The primary goals of a Contractor Assessment Visit include:
- Verifying that contract requirements are being met
- Ensuring pricing practices align with what was negotiated and awarded
- Reviewing sales reporting and Industrial Funding Fee (IFF) payments
- Evaluating marketing and usage of the GSA Schedule
- Identifying training or guidance needs for the contractor
CAVs help GSA maintain the integrity of the Multiple Award Schedule (MAS) program and provide assurance that taxpayer funds are being used responsibly.
When a CAV Occurs
A CAV usually occurs within the first two years of contract award and then periodically throughout the contract’s life, especially before the exercise of an option period. Additional visits may be scheduled if compliance concerns arise or if major changes occur within the contractor’s organization.
Contractors will be notified in advance of an upcoming CAV. The IOA will provide a list of documents to prepare, including sales records, invoices, Commercial Sales Practices disclosures, and pricing updates.
What the CAV Evaluates
The assessment covers a range of compliance areas. Key evaluation points typically include:
- Sales Reporting: The accuracy and timeliness of quarterly GSA sales reporting via the FAS Sales Reporting Portal
- Industrial Funding Fee (IFF): Whether the contractor is correctly calculating and remitting the IFF payments
- Pricing Consistency: Ensuring that prices charged to federal customers match the prices awarded in the contract
- Modification Tracking: Verifying that all contract changes have been properly submitted and approved through eMod
- Commercial Sales Practices (CSP): Confirming that discounting and customer class structures remain consistent with original disclosures
- Terms Compliance: Reviewing adherence to contract clauses such as Trade Agreements Act (TAA) compliance, minimum sales requirements, and delivery terms
- GSA Advantage and eLibrary Listings: Checking whether catalog data is accurate and up to date
The Assessment Process
A typical CAV process includes the following steps:
- Notification: GSA informs the contractor of the upcoming visit and provides a checklist of items to prepare
- Pre-Assessment Review: The IOA may request digital access to records or hold a kickoff call to explain the purpose of the visit
- Onsite or Virtual Assessment: The IOA conducts the evaluation either onsite at the contractor’s office or remotely via secure channels
- Discussion and Clarification: The contractor may be asked to clarify discrepancies or provide missing documentation
- Findings Report: The IOA delivers a written summary of the visit, including observations, recommendations, and any required corrective actions
- Contractor Response: The contractor may be asked to formally respond to certain findings or submit updated documentation
The findings from the CAV do not result in penalties but may be used to inform GSA’s decision on exercising contract option periods or initiating audits.
Best Practices for a Successful CAV
To prepare for a Contractor Assessment Visit and ensure a positive outcome, contractors should:
- Maintain accurate and complete records of all GSA sales and transactions
- Regularly reconcile pricing data with contract terms
- Submit modifications promptly when changes occur
- Review Commercial Sales Practices disclosures for consistency
- Keep all compliance documentation organized and accessible
- Train internal teams on GSA contract obligations
Being proactive and well-prepared demonstrates professionalism and reduces the risk of issues being escalated beyond the CAV.
Role of the IOA
The Industrial Operations Analyst (IOA) serves as both an evaluator and a resource. Their job is not only to assess compliance but also to help contractors understand and fulfill their responsibilities. IOAs often provide valuable guidance, identify improvement areas, and answer questions about contract maintenance.
Contractors should view the IOA as a partner in long-term contract success rather than simply an auditor.
Conclusion
A Contractor Assessment Visit (CAV) is a key component of GSA’s oversight process. It helps ensure that contractors are fulfilling their obligations, maintaining pricing accuracy, and delivering value to federal customers. By preparing thoroughly, maintaining strong internal controls, and viewing the visit as an opportunity for improvement, contractors can strengthen their compliance posture and support the long-term success of their GSA Schedule contract.
