If you’re like me, you thrive on organization. How can you
keep track of your business – or your life, for that matter – without having “a
place for everything and everything in its place”? Whether you back up your information
electronically, save it in binders, store it in hanging folders, or throw
things in a loose pile on the corner of your desk, when information is
important you’re going to hang on to it.
Preparing an offer for the GSA is no different. You should
have an organizational system that considers all aspects of your offer,
potential revisions, and post-award documentation.
Step 1: Create a folder for printed documents. Most of your
files should be electronic – but you’ll surely have to print something along
the way.
Step 2: Create a folder on your computer to store
information that you use for reference when compiling your GSA offer. This
includes solicitation documents and offer response documents.
Step 3: Make sure everything is labeled correctly. Don’t be
that person that needs to open every file to see what it is. They have names
for a reason!
Step 4: As you revise documents, save them with a different
file name than the original. Don’t replace original copies, ever.
Step 5: Once the offer is awarded you need to keep track of
sales orders, invoices, receipts, etc. Create a system that works for you. All
information regarding your GSA offer should be kept in a neat, easy-to-access
place.
As a GSA Contract holder, you will be expected to keep all
GSA related documents on hand for as long as you have the contract. Most GSA
Contracts last for 20 years.
If you think your filing cabinets are full now, just wait!
When the GSA comes knocking – yes, they will literally knock on your door at
some point during the life of the contract – you better be ready to show them
what the definition of “organization” really is.
-Steph Gowin
