CAV’s and IOA Audits
What is a Contractor Assessment Visit?
GSA Schedule Contract holders generally have a Contractor Assessment Visit (CAV) twice during the five year GSA contract term. The main purpose of this visit is to assess the contractor’s level of compliance, assist with questions or concerns, identify potential problems, and test sales tracking systems and processes.
The CAV is conducted by the Industrial Operations Analyst (IOA). IOAs are based regionally and their job is to be the eyes and ears of the Contracting Officer. The IOA will ask a variety of questions, review samples of GSA and non-GSA sales records, and answer any questions a contractor may have. After this meeting, the IOA reports his or her findings to the Contracting Officer based on criteria set forth in a Contractor Report Card.
How does a CAV Impact My GSA Schedule?
If there are serious concerns that exist after the CAV, the Contracting Officer will give the vendor opportunity to correct these issues. Since the MAS Contracting Officers use the report cards to help make the decision whether to extend the contract, make sure to correct any concerns with urgency. The CAV report and report card are two of the many factors used by your PCO to determine whether or not to exercise option periods. Recently, we have seen GSA take this more seriously. Some GSA schedule holders have lost their contract due to failure on meeting the report card requirements.
Preparing for a CAV
To prepare for a CAV, have the contract files including your Standard Form 1449, Final Proposal Revision, CSP-1 disclosures, current GSA Pricelist, and any modification (SF30 documents) that might have been awarded, ready. Also, pull sales records for selected GSA and commercial (non-GSA) sales for a certain time period, as advised by the IOA. Be sure that the meeting includes team members who are familiar with the GSA contract, accounting system and sales history. Winvale can also help prepare for an upcoming Contractor Assistance Visit, so feel free to contact us for further information.
Here are the Most Common Issues Identified During a CAV:
- Under-reported/Over-reported Sales
- Scope of Contract Compliance
- Price Overcharges
- Outdated GSA Advantage! ® Pricelists/Catalogs
- Inaccurate Contact Information
- Missing Records/Documentation