OPEN is the process for exercising options to extend the period of a Federal Supply Service contract. The goal of OPEN is to streamline the option process. The system will run a query every two weeks for contracts that are expiring in the next 250 days and send notification to the Contracting Officer (CO), Contract Specialist (CS), and Administrative Contracting Officers (ACO).
OPEN is the process for exercising options to extend the period of a Federal Supply Service contract. The goal of OPEN is to streamline the option process. The system will run a query every two weeks for contracts that are expiring in the next 250 days and send notification to the Contracting Officer (CO), Contract Specialist (CS), and Administrative Contracting Officers (ACO).
How does OPEN work?
As previously described, COs, CSs and ACOs will be notified 250 days prior to a contract expiring. Some contractors will then receive an email from the CO approximately 250 to 210 days before the expiration of their contract notifying them of the Government’s intent NOT to exercise the option clause and the reason for this decision. The remaining contractors will receive an email from the CO approximately 210 days before the expiration of their contract notifying them of the Government’s intent TO exercise the option. Copies of these emails ("Exclusion Determination Letter to Contractor" and "210 day Option Letter to Contractor") can be found here
When does my MAS contract expire?
You can find the current expiration date of your MAS contract in GSA eLibrary.
What can I do to make sure the OPEN process runs smoothly?
We have identified some typical stumbling blocks with the OPEN process and specific steps that industry partners can take to make sure the option process runs as smoothly as possible.
Below is a list of common challenges that can delay the option renewal process:
- No authorized negotiator listed on the contract
- Incorrect email contact information on the contract
- Changes to the Basis of Award
- Out-of-date records in SAM.gov
- Outstanding mass mods
- Out of date subcontracting plans
- Contract Price Lists that need additions, deletions, economic price adjustments, etc.
In order for an OPEN modification to be unilateral, all routine contract administration must be completed PRIOR to exercising the option. This includes, but is not limited to: Economic Price Adjustments, additions, deletions and other modifications that would require a bilateral modification. The option letter, which is automatically sent to all contractors 210 days prior to contract expiration, asks for a letter on corporate letterhead signed by a corporate officer affirming that there have been no changes to the most currently incorporated version of the following:
- Commercial Sales Practices
- Price Reduction Clause Discount Relationship
- Terms and Conditions
- The Basis of Award
If you cannot affirm that there have been no changes to the above disclosures under your contract, you must submit a separate modification request before responding to the OPEN mod. If you have questions about this process, please contact your PCO.
Next steps
If you receive the email to exercise the option, you have two options. You may choose not to continue with the contract. This requires that you notify the PCO via eMod that you do not wish to continue. The other option is to respond to the Option Letter in writing via eMod within 45 days, providing the data requirements outlined in the Option Letter. When the PCO receives the response to the Option Letter, they will review the information provided and in some cases, may ask for additional clarification.
What to do if you need help
Discuss any questions or concerns with your PCO. If you experience any technical problems with the eMod system, call 1-866-472-9114 or email eoffer@gsa.gov.
Note: Current successful MAS contract holders approaching the end of their 20-year contract period are encouraged to learn more about GSA's Contract Continuity and Streamlined Offer process.