This easy-to-use, modernized system boasts superior functionality with cutting edge tools to award and administer assisted acquisitions with ease. Additional features have been added to facilitate management and accessibility throughout the workflow.
Click through to learn more about the new and improved ASSIST features.
We exist to support our client agencies’ missions. The Interagency Agreement establishes these engagements with our external clients (S1), our internal GSA clients (S2), and sometimes even for ourselves (S3). ASSIST provides all GSA users with a single system of consolidated processes, features and functions to establish and maintain Interagency Agreements.
Service Charge functionality improvements now provide an enhanced set of cost recovery options to better identify and select the ideal cost recovery strategy for each unique client engagement. Some variations include: fixed fee and schedule billing, on-demand billing, as well as labor and labor tracking.
Our ability to manage our clients’ funds, as well as we manage their procurements, is a key part of our value proposition. ASSIST Funding functionality makes that possible through an efficient, user-friendly experience.
With each line of accounting we capture enough information to ensure that we remain good stewards of our clients’ funds as we commit those funds to deliverable line items on Awards, or use those funds to cover our Service Charges.
ASSIST supports the acquisition process with a single holistic workflow experience. GSA users can work seamlessly and easily through the acquisition process of creation, requirements definition, management, and acquisition planning. Supporting AACs can be added to create acquisition teams facilitating collaboration throughout the Acquisition, Solicitation and Award process.
The Acquisition Plan form provides enhanced ability to identify the planned procurement instrument, to describe the planned level of competition, and to identify other aspects of the acquisition process such as PALT and IGE. Data elements will be passed to FPDS-NG upon award of the acquisition in order to more completely fulfill reporting requirements.
The multi-tenant flag enables a commingling of S1 and S2 Interagency Agreements within an Acquisition and Award. You will have the ability to identify acquisitions as multi-tenant from the start or to adjust this decision within the lifecycle of the Acquisition and Award.
ASSIST is architected to reflect the complexity of our acquisition strategies with multiple postings (RFIs and Solicitations) and multiple Awards without requiring duplicative data entry.
Selecting the right contractor is critical to support our clients’ missions. ASSIST functionality makes that easier through presolicitation preparation and reviews, and multiple paths to selection to accommodate the wide variety of sourcing strategies deployed across GSA.
Within the Presolicitation Package you can design a FAR-compliant structure of your Line Item table that will be used to receive responses, manage funds commitments and certifications, and administer the contract through post-award modifications and invoicing.
You can satisfy ‘fair-opportunity’ and other competition requirements within an ASSIST Solicitation. Establish the list of interested contractors (including selection of pre-defined fair-opportunity distribution lists), upload attachments, issue Amendments, receive Responses, and establish the closing date all within ASSIST. Systemic controls and audit trails ensure everything is documented properly and all attachments are automatically routed to the Contract File.
With both ASSIST Direct and ASSIST Connect, you will use the Contractor’s Response to collect information on costs/prices at the Line Item level. This will serve as the basis for selection and proceeding to the Award. ASSIST will allow you to make multiple selections from a single solicitation; thereby eliminating a significant amount of rework and duplicative data entry.
Awards - Original Award
Executing the Award on behalf of our client agencies is the culmination of all the hard work from the entire team. ASSIST offers streamlined processes to carry out the final steps necessary to move from a Solicitation to an Award. Enhancements allow increased editability, addition of relevant details, and clearer communication throughout the Award process.
Connect the Line Items (and Service Charges) on the Award with the individual Lines of Accounting from the associated Funding documents. The acquisition team commits each LOA to fund their Line Items and the FSD provides an independent certification of funds availability.
Several enhancements have been made to the Award Administration process. One such feature allows Line Item quantities to be modified with updates automatically reflected in the Award document.
Prepare the appropriate Award form (1449, 300, 30, etc) to include additional contractual language and associated attachments (such as the conformed copy of the contract) to be shared with the Contractor. ASSIST will run a series of validations, which now includes all relevant attachments, to ensure no issues proceeding to award.
GSA Contracting Officers will use electronic signatures to execute the award (as usual), but ASSIST offers new capabilities for Contractors to provide their electronic signature, both before the CO’s signature and after modifications, as part of bilateral awards.
All attachments from the Interagency Agreement, Acquisition, Solicitations, and committed Funding documents automatically show up in the Contract File for the Award. The Contracting Officer and acquisition team members can continue to add additional attachments as needed to proceed to award. Recent updates to the modification process make adjustments effortless prior to certification.
Awards - Post-award Administration
Contract administration is where GSA can really demonstrate the value of our services to our client agencies. ASSIST offers streamlined processes to improve the transparency, quality, and efficiency of administration.
Follow the familiar workflow from Preparation to Award; modifying Line Items, cost recovery, and funding as needed. ASSIST also includes additional controls and efficiencies for various modification types. This now includes the ability to edit the Cost Recovery Form calculated fee to meet the business line needs. And searching for prior modifications becomes much easier with a summary table and specific meaningful titles for each mod.
Contractor submitted invoices appear with email notifications and automated controls to ensure they are within the dates and funding provided. ASSIST allows client representatives to participate in providing acceptance recommendations. New features give Clients additional details to make these decisions easier. GSA can accept, partially accept, or reject invoices triggering email communications, payment processing, and automated filing in the Contract File.
Reports, Deliverables, Consents to Purchase, Requests to Initiate Purchase, Resume Acceptances, Releases of Claims and more. Throughout contract administration there are lots of opportunities for collaboration between GSA, the Client and the Contractor. The Collaborations feature of ASSIST allows for submission, review, acceptance/rejection, notifications and action items, and automatic filing the Contract File.
Complete the full suite of assisted acquisition services by bringing the award to completion at Closeout. Automated checklists, completion statements, and validations against modified and invoiced balances makes contract closeout much more efficient.
ASSIST Financial Services module allows for FSD to perform administrative functions related to proper accounting and corrective financial adjustments, as needed. Additionally, the new Financial Service supports the management of transmissions to PEGASYS.
You will be able to credit a prior billing, then bill it again under a different Line of Accounting. When a Rebill action is completed and saved, a comment is now automatically added to the associated line item commitment form to notify users.
New functionality enables the ability to change the methodology of Income Accruals from manual adjustment accruals to scheduled and self-reversing accruals. This will automatically calculate expense and income accrual data on the second to last business day of each month.
The Financial Transmission Service offers the ability to manage and inspect the award data before it is released to Pegasys.
ASSIST wouldn’t be complete without comprehensive data and report storage capacity. With continued improvements to reporting logic, management, and functionality, you may now easily access comprehensive data summarized throughout the entirety of the system.
ASSIST functionality supports the FAR-compliant Procurement Instrument Identifiers. ASSIST automatically assigns PIIDs for IAs, Acquisitions, Solicitations, and Awards within the workflow of each module. However, the PIID Management feature allows users to create unique PIIDs for RFIs, Projects, and Awards issued outside ASSIST.
Currently, ASSIST does not support requests for information. They must be executed in other systems (e.g., eBuy or SAM Opportunities), but ASSIST can provide the FAR/GSAR-compliant identifier that is necessary.
Allowing for grouped Awards & Service Charges through a project to generate reporting data.
ASSIST has simplified accounting for labor hours. This system enables simple and accurate timekeeping methodology for all GSA users to track cost of productive client work or for internal training. This can ensure that we are aware of our costs to provide support for our clients, and assess the cost-recoverability of our Service Charges.
Ancillary features include simplifying the ability to identify overdue monthly timesheets and manage authorizations through fiscal year end.
You can record your bi-weekly project hours against pre-authorized labor or labor tracking line items. At the end of the month, you will certify your recorded hours for the month for management review and approval. As a Manager, you can conduct End of Month Reviews and track employee timesheets and authorizations. Managers can review certified labor hour records and approve or disapprove as appropriate. Approved labor hours are staged for billing.
The system will record the tracked labor costs allowing managers to compare their tracked cost against the amount of fixed fee charged separately to the client.
ASSIST boasts a redesigned Help Repository with improved search and segmentation capacity, as well as an entirely new inventory of help and training resources. A tokenized string term search was added to make finding information an effortless process. Easily locate workflow overview documents, step by step resources, tutorial videos, training webinar recordings, and training user guides with a click of a button.