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VA Federal Supply Schedule Service

Contractor - Procurement Action Lead Time (PALT) and Priorities

1.  I have an offer/contract extension/modification (contract package) that I submitted and I need to know when it will be awarded. How can I find out how long it should take?

That is a good question, and as with most contracting efforts, the answer is “it depends.”  Within the FSS we have procurement action lead time (PALT) goals that we strive to achieve, but achieving those goals are dependent upon many variables.  PALT does not start from the time the offer is received at FSS.  The PALT starts from the time that the Contract Specialist (CS) has a complete package.  A complete package is rarely received when the package is submitted and usually requires at least one round of clarifications and often more.  Once all clarifications are resolved and the offeror has provided all documentation to resolve the open issues, only then does the PALT start.

Once PALT starts, the CS will review the entire package and complete a price analysis to determine if there are any areas of the offer that will warrant negotiation.  This is also the time that the CS determines the expected value of the contract and decides whether policy requires, or the effort would benefit from, Office of Inspector General (OIG) pre-award audit.  When determined IG review is necessary, the PALT clock stops once the contractual documents are provided to the OIG and does not restart until the OIG Audit report is issued to the FSS.  Please note a majority of FSS offers required IG review.  Once negotiations are complete and the CS requests the contractor to submit their Final Proposal Revision (FPR), any delays on the part of the offeror in providing the FPR also stop the PALT clock.

So while most offerors know that for an offer or extension proposal for non-service requirements the PALT is 180 days and for service requirements the PALT is 240 days, and for modifications the PALT is 60 days, this is time that is outside the control of the CS and not part of the PALT.  Therefore the number of days from the date of submission to the FSS until award can be well beyond the 60/180/240 day timeline but may still be within the PALT.  In addition to the estimated PALT times identified, the FSS Director has identified the following as the priority preference for Offers/Extensions/Modifications.

Procurement Acquisition Lead Times for Offers
Priority CodeDescription
Priority 1 Expiring Contracts for Critical Items with no alternative support
Expiring Contracts with BPAs (upon concurrence of Director or Chiefs)
Emergency or High Profile actions (as identified by Director or Chiefs)
Priority 2 No Awards
Expiring Contracts that require pre-award audit
Expiring Contracts that cannot be extended
Priority 3 New
Elevated to Priority 2 if PALT exceeded
Priority 4 Expiring Contracts that can be extended
Procurement Acquisition Lead Times for Contract Extensions
Priority CodeDescription
Priority 1 For Critical Items with no alternative support For contracts with BPAs (upon concurrence of Director or Chiefs)
Emergency or High Profile actions (as identified by Director or Chiefs)
Priority 2 No Awards
Extensions that require pre-award audit No change in the terms/conditions
Priority 3 All other
Elevated to priority 2 if PALT exceeded
Procurement Acquisition Lead Times for Modifications
Priority CodeDescription
Priority 1 Emergency or High Profile actions (as identified by Director or Chiefs)
Price Changes – All
65IB Additions, New Product Size (NPS), Divestitures, NDC Changes
Priority 2 Mass Modifications
Non-Price reduction Temporary Price Reduction (TPR) changes
Deletions for non-Trade Agreement Act (TAA) compliant or patent infringement, etc. All other 65IB
Administrative
Priority 3 Request for Modification (RFMs) that cover multiple authorities that cannot be split out
All other Deletions
All other
Elevated to priority 2 if PALT exceeded

Please keep all of these variables in mind as your current contract is reaching the 5-year mark for extension or the 10-year contract expiration date as you may have a lapse in contract if you haven’t provided sufficient time for completion.

Please consider the priority precedence; when the CS was in receipt of a complete package; and the time for OIG audit as you estimate the time for completion of your proposed contract actions.  If you have provided sufficient time considering all of the above, and you believe your proposed contract action is beyond PALT, please contact your contract specialist for an estimated completion date, or feel free to contact the Division Chief, or the Director, as the situation demands.

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