VA Federal Supply Schedule Service

Per our first notification in March, you were informed that VA FSS will be transitioning the sales reporting and IFF remittance process from the legacy VA Sales Reporting System to GSA’s Federal Acquisition Service (FAS) FAS Sales Reporting Portal (SRP) by the end of CY23.

As part of the upcoming transition, and to align our practices with GSA, we will be shortening the deadline for reporting sales outlined in clause 552.238-80 Industrial Funding Fee and Sales Reporting from 60 to 30 days. Currently VA FSS uses a tailored version of this clause in which we lengthened the reporting time period to 60 days from 30 days (standard clause version).

Read the revised clause

As this may require adjustments to your internal business operating practices, this advance notice is provided for you to begin preparations for transitioning to the shorter reporting period. The new clause language will be issued via mass modification in late CY23 and take effect on January 1, 2024, coinciding with the transition to the FAS SRP system. You do not have to wait for the new clause language to transition and begin reporting within 30 days after the close of the quarter.

Recommended Action: Please assess the implications of this change and begin preparation to fundamentally change or tweak your internal processes so that you can comfortably achieve Sales report filing and IFF remittance for Quarter 1 of FY 2024 and all subsequent quarters within 30 days after the close of the quarter.

VA FSS is working in collaboration with General Services Administration (GSA) to modernize systems, standardize processes, and streamline the user experience. As part of these ongoing efforts, VA FSS will be transitioning the sales reporting and Industrial Funding Fee (IFF) remittance process to GSA’s Federal Acquisition Service (FAS) Sales Reporting Portal (SRP) by April 1, 2024.

No action is required now. This process will begin in the upcoming months and will occur throughout calendar year 2023-2024, as you can see in our Project Timeline. VA FSS has a dedicated team supporting the transition of contracts and data, and this team will stay in contact with you throughout the process to ensure a smooth transition.

Project TimeLine

• Notification Phase 1 — Ongoing through transition
  • Announce transition to both internal and external stakeholders
  • Designate central location(email) to field questions
  • VA announce updates to Clause 552.238-80
• System Development Phase 2 — April 2023 to December 2023
  • Share information on key implementation actions and training sessions
  • Develop system processes to load and manage
• Contract Load, Data Migration, and Training Phase 3 — February 2024 to March 2024
  • Load VA contracts into SRP
  • Hold training sessions for VA CO’s, Industry, and Help Desk
  • Transfer historical sales data to FAS SRP
• First Sales Reporting and Project Close Out Phase 4 — April 1, 2024
  • Monitor first sales reporting cycle
  • Support CO’s, Industry, and Help Desk as needed
  • Provide information on final project status
  • Closeout project and transition to production phase

As mentioned above, no action is needed now. We will keep you updated on next steps and key activities. In the meantime, feel free to visit the SRP site and review the help section tutorials in the upper right-hand corner of the screen. This will provide an overview of the new process you will use to report sales and remit IFF. Note that VA FSS contractors will only be using the quarterly sales reporting features inside the system.

While you are waiting for our next communications on this transition, please also consult our Frequently Asked Questions (FAQs) on the SRP and the transition process.

Frequently Asked Questions

1. Why is VA moving sales reporting to GSAs FAS Sales Reporting Portal (SRP)?
   VA FSS is transitioning the reporting of sales and remittance of the IFF over to the new GSA’s FAS Sales Reporting Portal. This will standardize GSA and VA sales reporting processes by using the same modernized IT infrastructure that will simplify sales reporting and IFF payment process. The goal of this transition is to provide a streamlined process under one robust and modern system.
2. Will contractors have to report monthly sales data in the FAS Sales Reporting Portal?
   No, VA FSS contractors will still report sales and remit IFF on a quarterly basis. The only difference is they will be reporting sales in the FAS Sales Reporting Portal rather than in the VA Sales Reporting System.
3. Will only authorized points of contact listed on the VA contract have access to the FAS Sales Reporting Portal?
   Yes, The FAS Sales Reporting Portal supports role-based access as one of its features. In addition to individual authentication and authorization, VA FSS users are assigned specific roles and permissions, which allow the user to perform very specific actions within the system.
4. Where do I go for help once the transition has taken place?
   Contact the GSA Vendor Support Center help desk for technical assistance
   Vendor Support Center
   Tel: 877-495-4849
   Email: vendor.support@gsa.gov
5. How can I view the new FAS Sales Reporting Portal System prior to the transition?
   You can watch the short tutorial videos posted at the FAS SRP Training site. This will give you a great head start and look into the new system. Note that only the quarterly applications will apply to VA FSS.
6. How can I prepare for this transition?
   The VA will be sending out emails to contractors that hold Federal Supply Schedules contracts. The emails will explain the process and what needs to take place as we transition from one system to the other. The best way to prepare for this transition would be to make sure all your POC’s listed on your contract are up to date and accurate. This can be accomplished by reaching out to your Contracting Officer to confirm the POC information and then submitting any required documentation to make any necessary changes.
7. Will all of my data flow over to the new FAS Sales Reporting Portal?
   Yes, all of the past data will be transitioned over to the new FAS Sales Reporting Portal and will be visible over the coming months. This transition of historical data will happen after the final sales are reported and IFF remitted in the legacy VA Sales Reporting System. Please make sure sales reporting is kept current during calendar year 2023-2024 so that sales information can be transferred in a timely manner.
8. After the transition, how can contractors adjust sales which were reported in the legacy VA Sales Reporting System?
   Contractors will be able to adjust quarterly sales for past reporting periods in the FAS Sales Reporting Portal once the historical data has been migrated. Reminder, no quarter is exempt from sales reporting, even zero sales must be reported for the applicable quarter.

Background: Quest Diagnostics has developed (laboratory developed test LDT) a molecular diagnostic test that aids in the diagnosis of infection of monkeypox virus in submitted specimens. This novel dual target test employs polymerase chain reaction (PCR) to aid in the qualitative detection of non-variola orthopoxviruses and monkeypox virus (West African clade) DNA, using swab specimens from patients presenting with an acute pustular or vesicular rash.

Delivery/Production Capacity:Quest expects to be able to perform approximately 30,000 Monkeypox virus tests a week. Depending on demand, the company can expand capacity for Monkeypox testing across other advanced laboratories within its national network.

Ordering Information: LeeAnn Bocklet - (804) 306-0913

Veterans Affairs: Normal ordering procedures are in effect.

Other Government Agencies (Federal): Please follow established local procedures.

Visit the NAC Contract Catalog Search Tool to view contract information. We will continue to work with our industry partners to add more Monkeypox tests to the FSS as expeditiously as possible. We will keep you apprised of any future updates. Please contact our FSS Helpdesk if you have any questions.

/s/Daniel H. Shearer
Director, VA Federal Supply Schedule Service