After winning a federal contract through SAM, contractors must maintain active SAM registration throughout the contract period. They’ll manage agency-specific invoicing procedures, adhering to payment protocols under the Prompt Payment Act. Performance will be tracked via standardized systems like CPARS, with evaluations covering technical quality, cost control, and schedule timeliness. Regular compliance audits and documentation are essential to identify gaps and avoid penalties. The sections below provide detailed guidance for successful post-award contract management.
Post-Award SAM Registration and Compliance Requirements
Successful navigation through post-award requirements begins with proper System for Award Management (SAM) registration and ongoing compliance management.
Federal contractors must maintain current SAM profiles throughout the contract period, updating financial information whenever changes occur that could impact grant eligibility.
Setting up proactive alerts can help prevent your SAM profile from entering a pending status, which would disrupt your ability to receive payments or secure additional contracts.
Contractors should conduct regular SAM reviews to verify continued eligibility for federal awards and implement systematic compliance audits to guarantee adherence to OMB Uniform Guidance requirements.
These reviews help identify potential compliance gaps before they trigger penalties or jeopardize funding.
Each contractor must also understand specific award limitations that apply to their contract.
Maintaining extensive documentation of all compliance activities provides protection during federal audits and demonstrates commitment to proper contract administration, which can positively influence future award opportunities. A structured approach to gathering and organizing these records creates a compliance monitoring process that allows contractors to respond swiftly to federal inquiries.
Managing Invoicing and Payment Processes for Federal Contracts
Maneuvering the federal payment ecosystem requires contractors to master specific invoicing protocols that differ considerably from commercial practices. Invoice submission must follow agency-specific guidelines, typically through electronic platforms like IPP or designated email addresses. Each invoice needs unique voucher numbers, complete contract details, and thorough cost breakdowns that separate current and cumulative charges. Contractors need to be ready to respond quickly when receiving an official award notification as this marks the beginning of the contractual relationship and payment terms.
Payment processing follows standardized timelines, generally adhering to net-30 terms under the Prompt Payment Act. Contractors must maintain active SAM registration throughout performance to avoid payment disruptions. The procurement process begins with SAM.gov registration, which is a mandatory prerequisite for all federal contractors.
Common compliance issues include incomplete cost schedules, incorrect voucher numbering, and failure to mark final invoices with “F” designations.
For successful payment management, contractors should carefully document all deliverables, segregate costs by task order, and make sure supporting schedules accompany major expense categories.
Contract Performance Tracking and Reporting Obligations
The federal government rigorously monitors contractor performance through standardized evaluation and reporting systems that impact future award opportunities. Contractors must understand their reporting obligations and the evaluation criteria used to assess their work.
Federal performance monitoring systems determine future contract eligibility through standardized evaluation criteria that contractors must navigate.
For contracts exceeding the simplified acquisition threshold ($250,000 for services), agencies document performance in the Contractor Performance Assessment Reporting System (CPARS). These evaluations cover seven key areas: Technical Quality, Cost Control, Schedule Timeliness, Management, Small Business Subcontracting, and Regulatory Compliance.
Contractors receive notification when evaluations are prepared and have 14 days to submit comments before records become visible in the system.
CORs must maintain detailed documentation of performance monitoring activities, including progress reports and compliance verification, to support these assessments.
Maintaining an active SAM.gov registration is essential throughout the contract period to ensure continued compliance with federal requirements and eligibility for future opportunities.
Frequently Asked Questions
How Do I Handle Intellectual Property Rights in My Federal Contract?
Contractors should carefully review FAR and DFARS clauses governing intellectual property in federal contracts, maintaining detailed documentation of inventions, properly classifying IP assets, and understanding contract ownership provisions to protect proprietary technologies while meeting government requirements.
Can I Transfer My Contract to Another Company if Acquired?
Contract assignment during company acquisition requires a formal novation process. The contractor must seek government approval through a standardized procedure where the transferee demonstrates capability to fulfill all original contractual obligations.
What Happens if Government Requirements Suddenly Change Mid-Contract?
When government requirements change mid-contract, formal contract modifications become necessary. Contractors must navigate compliance challenges while adapting to new specifications, timelines, or deliverables as outlined in the Federal Acquisition Regulation amendment process.
How Are Disputes With Contracting Officers Formally Resolved?
Disputes with contracting officers are formally resolved through a structured process beginning with direct negotiation, followed by Alternative Dispute Resolution (ADR) methods like mediation, or ultimately through formal claims and appeals to contract appeals boards.
Can I Use the Same Contract as Past Performance for State Bids?
Federal contracts can generally serve as past performance for state bids. However, each state has unique evaluation criteria and documentation requirements. Contractors should adapt CPARS evaluations to meet specific state portal submission formats and relevance standards.